Robert Merry is an independent Stone Consultant and Project Manger who also runs training courses on project management. He continues this series setting out some guiding principles for successful estimating and project management with a discussion of Pre-Contract Meetings

You are almost ready to start the contract, but there may be a pre-contract meeting with the builder prior to you being awarded the job.

Usually, two or three companies are invited, one of which will be preferred, based on a previous track record or price or both.

But don’t be put off if you do not think you are the preferred bidder. Use this as an opportunity to sell your company’s capabilities and expertise.

If the original enquiry came via the architect or designer this may be the first time you meet the builder.

Equally, don’t be complacent if you think you are the preferred bidder.

There is a standard form they take you through, to ensure you are compliant with their site requirements. They will ask you about manpower, management, risk assessments, method statements and insurances, among other things, and point out any issues particular to their site – for example, restricted working hours and delivery.

I know you have already gone through this in your meticulous efforts with the tender and pre-qualification questionnaire, but be patient. That was a form, these are real people and they need to hear that you know.

Though you shouldn’t turn up mob handed, it is useful to take a small team from your organisation that can demonstrate your expertise. This is your opportunity to impress your potential future employer.

And don’t forget to brief your team.

If you want them to contribute and help you win the contract they need to know what the project entails.

Handing them the documents half-an-hour beforehand in the back of the car is not good preparation.

I was summoned to a pre-contract meeting for a large contract some years ago. The Contracts Director went through my quote, line by line, over three hours. At first I was flustered and defensive. Then I realised he was not looking for me to make a mistake. He wanted to be sure I knew the project, hadn’t missed anything and could deliver.

Though price is often an issue, the ability to deliver to a high standard is just as important, so make sure you tell the builder about your high standards!