Construction Enquiries:  Guide to Sub-Contractor Enquiries

Construction enquiries are critical for the communication of one parties intent to enter into contractual relations with another. Getting it right can make or break a project.

The Sub-Contractor Enquiry is the Contractors’ request for the Sub-Contractor to produce a quote for the works that the Sub-Contractor specialises in.

In legal terms, this is known as an invitation to treat. The invitation is for one party to enter into a contractual agreement with another and is the first step in the contractual process.

This is the first step in onboarding the Subcontractor and should be taken seriously as, in some instances, it is the first impression that the contractor will make on the Subcontractor, which can define a relationship. It can also determine whether the subcontractor will produce a quote for the work.

In this article, we will discuss the critical elements of an enquiry: what needs to be provided by the contractor and how to ensure it is issued in a way that will get a greater response rate from your supply chain.

Critical Elements of a Construction Enquiry

Though the fundamentals of most projects are similar, each project is unique, with its own set of parameters and constraints that the contractor needs to work within. 

The Construction Enquiry needs to reflect these nuances need to be reflected into the enquiry document to give the subcontractor the best opportunity to provide a full and final quote for the works based on the most upto date information.

Project Information

All the information the contractor has provided by their client should be reflected here.  A lot of time, this is simply copying over the relevant details from the preliminaries or project particulars document that the contractor client will have provided. This includes but is not limited to:

• Name of the project
• Nature of the project
• The site location
• Contacts – This identifies who the contacts are pre and post-contract. Working hours on-site
• Site constraints

Scope of Works

This defines what elements of Materials, Labour , Plant and Design the subcontractor will be liable for under the contract.

Scope of Design

What the scope of design, if any, the subcontractor need to provide under the contract.

Drawings and Specifications

list all the drawings and specifications relative to the works to be undertaken. Many people will send all of the drawings and information for the project to cover their backs in case they forget to send a document. However, this can put off subcontractors, who may think that the time spent on them rummaging through all that information to produce a quote that may be wrong due to them missing a vital piece of information may be better spent elsewhere. It is better to tailor the enquiry to the trade to get a better response rate.

Contract Type

What type of contract will they be working under, whether it’s a JCT NEC and what options are applicable.

Payment Terms

How many days the sub-contractor will need to wait until they are paid for their work.

Insurance Requirements

What the base level insurance requirements are for the project regarding Employers Liability Insurance, Public Liability Insurance, contractors’ all risk insurance and any for design such as Professional Indemnity Insurance.

Health & Safety

Any specific risks that the subcontractor needs to be aware and account for in their costings and plan of how to undertake the works.

Quality Standards

Any Quality management system that is in place on the site that the tenderer needs to adhere to and account for in their costs.

Warranty Requirement

Any Collateral Warranties, Product Guarantees or specialist assurances that the end user needs to be in place by the completion of the works.

Performance Bonds

A performance bond is a guarantee in construction that the contractor will complete the work as agreed, provided by a bond company. This often comes at an additional cost as it will either be insurance backed, requiring the subcontractor to pay a premium or bank-backed where an amount of the subcontractor’s capital will be held in an escrow account until the project has been completed.

How to Send a Construction Enquiry

In the past, construction companies would mail or courier their bid requests to potential subcontractors. But nowadays, email is the most common way for general contractors to contact subcontractors about providing quotes and proposals. Email is fast, allows attachments, and keeps a record of messages sent back and forth. This makes the bidding process much more organized compared to phone calls or paper mail. Most construction professionals depend primarily on email to get bid requests out to their network of subcontractors.

When emailing subcontractors about a potential job, there are some key things you need to do:

Make It Clear What You’re Asking For

• In the very first sentence, say this is a request for them to provide a bid or proposal.
• Explain the type of work you need priced out.
• You want to make sure the subcontractor knows what type of quote you need from them before they even start reading the rest of the email.

Keep It Simple

• Don’t use complex language or industry jargon the subcontractor may not understand.
• Keep your email clear and easy to follow using plain language.
• You want the subcontractor to grasp the key details right away without having to read through lots of confusing text.

Provide All Relevant Project Details

• Give specifics like where the job site is located, when work needs to be completed by, what materials are required, etc.
• Provide enough details about the project scope and expectations so the subcontractor can give an accurate quote.
• Feel free to attach documents if that helps clarify anything.

Attach Files Rather Than Embed Large Documents

• If you need to share specs, drawings, or other large files, attach them rather than embedding them in the email itself. This will keep your email a reasonable size.
• Plus, storing attachments in a cloud folder allows you to send a link instead of the files themselves.

Use a Professional Tone

• Avoid using emoji, slang terms, or overly casual language.
• You want to come across as polite and businesslike even in an email. This helps create a good impression with potential new subcontractor partners.

Include Your Contact Info

• Make sure to sign your full name, company, phone number, and email address so the subcontractors know who sent the request and how to get back to you.

Say Thanks

• It’s just common courtesy to close your bid request email with a line like “Thank you for your consideration” or “Looking forward to your proposal.”
• Being polite helps continue positive business relationships.

By following tips like these when emailing subcontractors about potential jobs, you’ll increase the chances of getting accurate, competitive bids in a timely manner. And that benefits both general contractors and subcontractors in the long run!