MEP Bid Memory - Executive Summary

Tender lands Wednesday afternoon. By Thursday noon, the estimator is reviewing - not assembling.

Five reads of MEP's own tender folders, sequenced through the first working day. The estimator opens a deck of artifacts that are already drafted from past projects.

Wed 5pm Tender lands. The triage scan would read the folder overnight.
Thu 8am Readiness page, vendor invite list, and BOM starter are on the estimator's screen.
Thu noon Lead-letter draft is ready. Pricing benchmark flags arriving quote lines.

Module 00 - Tender Triage

Wed 5pm → Thu 8am

By the time the estimator opens the folder, the readiness page is already written.

Artifact ready Thu 8am Triage runs against the six-folder structure MEP already uses.
Readiness page

Due date, submission rules, what's there, what's missing.

Every fact on the page points back to the source path in the tender folder. The estimator approves or corrects before proposal work begins.

Module 01 - Vendor Memory

Thu 8–9am

Invite list drafted from the vendors who actually priced your last few MEP jobs of this type.

Artifact ready Thu 9am Built from MEP's own quote-card history, trade by trade.
Draft RFQ list

Recent quoters surfaced. Vendors gone quiet flagged for a check-in.

Vendors who haven't quoted MEP in over a year show up with a check-in cue. HVAC, plumbing, balancing, controls, and insulation stay in separate lanes.

Module 03 - BOM Starter

Thu 8–10am

The scope rows that show up in most MEP jobs are already in the workbook.

Artifact ready Thu 10am Recurring scope rows clustered across the BOM archive.
BOM workbook

Recurring rows pre-populated. Trade sections kept in MEP's own headings.

Exhaust Fan / EF / EF-1 collapse into one row. Each row carries a recurrence label - very common, common, or recurring. The estimator curates and adds quantities.

Module 02 - Exclusion Library

Thu 10–11am

Lead-letter draft pulls from MEP's own past exclusion language, grouped by trade and commercial.

Artifact ready Thu 11am Pulled from MEP's archive of past lead letters and quote packages.
Lead-letter draft

HVAC, plumbing, balancing, controls, insulation. HST, permits, scope-boundary.

Every suggested line shows the past proposals it came from. Wording stays on the estimator's screen until they sign it off.

Module 04 - Pricing Benchmark

Thu noon, as quotes arrive

Quote lines that don't look like anything MEP has paid before get flagged for a second look.

Artifact ready Thu noon Active as vendor quotes return through Thursday afternoon.
Quote-review list

In-range. Review. No-history.

A historical band appears once an item has shown up in 5+ past tenders. Below that, the page lays the source quotes side-by-side. The tool flags; the estimator decides.

What stays with the estimator

The tool reads MEP's folders. It doesn't write the bid.

TakeoffDrawings, dimensions, counts.
Scope judgementWhat's in, what's out, what's a clarification.
QuantitiesSizing each scope row to this project.
Vendor relationshipsWho actually gets called.
Final pricingThe number that goes on the proposal.
SubmissionCover letter, package, and delivery.
Every artifact lands on the estimator's screen. The bid is still written by hand.