you guys got any hints on a good professional way to tell the GC they did not get the job. This has always been are hard thing to do after you have met with them two or three times. I am sure none of you have had this happen ,but if it did how would you want it to go down. thanks. Hops
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Honestly
My life is my passion!
http://CLIFFORDRENOVATIONS.COM
Tell them that we...(or "I")... decided to go with someone else on this project. You don't have to go into a long explanation or apology. Losing a bid is not an uncommon occurrence for a contractor, its a competetive business. The decent thing to do is tell them promptly before they waste any more time on your project or hold off on other bids because of scheduling conflicts. Its always nice to be told before you drive by the job and see someone else doing it.
Gord
You're sweating it more than they. When contractors bid or quote a job they know that they are usually one of several. So, two of every three jobs they bid or quote on they don't get. They are used to it.
If you requested a bid or quote and had no intention of considering them (say you had made up your mind and was just checking to satisify yourself you got a good deal from the one you were planning all along to go with), then shame on you for wasting the others' time. But, if you planned on giving all contractors reasonable opportunity, that's what the process is all about. Don't feel bad.
The other advice is right on. Just say it plainly and politely. If you are especially nervous about it, call at a time of day they won't be answering and leave a message. Something like, "I'm sorry but you didn't get the job this time. Thank you for speaking with me."
Sometimes they may ask why they didn't get the job. That's a legitimate question from someone who wants to improve. You may answer it if you wish, but it would be good if you gave the real reason(s) and did not make something up, if you choose to answer. One thing you cannot do (it's actually illegal and also unethical) is to disclose the bid another contractor gave you. You can plainly say to a contractor that his price was high, or that price was the reason (if true), but you cannot disclose another contractor's dollar amount.
Every time we have bid on a public or non-profit project with competitive bidding, we have received in the mail a list of the bidders and the amounts of their bids. Frankly, this was helpful to us both when we were the low bidder and when we were not. It must be that the law in NY allows this, since it has happened at least half a dozen times. I don't see how this would be unethical for either the owner or the contractor, though I don't think that a private owner is under any obligation to reveal the amounts of the bids.
Schell...I think he is referring to a client giving a second contractor the amount of the first contractors bid so the second contractor could prepare a lower bid. Whenever you are asked if you can do a job, tell'em "Certainly, I can!" Then get busy and find out how to do it. T. Roosevelt
If I have subs bid against each other, I always call and tell them what the winner bidder's number was. Since it's not always the low number, I always tell them why I'm making the choice I'm making. Usually I give the job to the sub who's proposal is the most thorough and anticipates the most problems. That stuff keeps me out of trouble so I'm always happiest with those proposals.
Possibly the original poster has one or more bidders to disappoint based on sketchy feelings about them, not just comparitive numbers. Those conversations are harder: "Dude, you're not getting the job because I got this really creepy feeling about you when we met to walk through. Besides that, your truck looks like hell." It's not like you're going to say that stuff to someone, so you either have to B.S. them or not follow up at all.
You had it ,we had three builders all did great work but we had to pick one. If they ask why it is hard to say "I just had a feeling" but that is kind of what it came down to. like I said they all did great looking work, seemed eager enough, I did not want to choose purly on $$. Thanks for the help. Hops
One of the GCs we got a bid from, but ultimately didn't go with, is a partner in the development, and he has his equipment (dozer, excavator, etc) in the area all the time. So I've dealt with him for work on the driveway, truck loads of fill, stuff like that. When I explained the "feeling" bit to him, he just shrugged it off: "you've gotta have thick skin if you're in this business". Didn't bother him too much, but he was interested to note whether his pricing was in line with others. He's been friendly and helpful on other things. Pays not to burn bridges.
That could all be summed up ...
if pressed ...
by saying ... We chose another contractor that presented a more professional appearance.
Keeps it simple ... skips the ugly details ...
Then again ... I have told guys ... when pressed ... I wouldn't park your truck on my jobsite and if you can't wear a clean shirt to the first meeting I'm not gonna have you running around here scaring my customers.
JeffBuck Construction, llc Pittsburgh,PA
Artistry in Carpentry
I didn't state my comments about disclosing one contractor's price to another with much precision. First, I must say I'm not a purchasing agent or lawyer, so I'm not an expert in this field. So I made a blanket statement without enough knowledge to say it with all the context. My knowledge comes from classes I have taken about capital purchasing in industry.
Today I pulled out my notes. One important point is that bids, quotes, and proposals, while often used interchangeably, have very different legal implications. Here's what one course handout says about the differences.
Bids are binding on both parties and cannot be negotiated. If an owner requests bids, the owner cannot then negotiate for alternate terms afterwards, nor can the bidder. Government agencies generally use bids because all the terms and specs are put forth to all parties up front, and there is no room for negotiation (which can lead to unethical practices if someone were so inclined). Being government agencies, the bids are opened in public and read aloud so everyone present can witness that the winning bidder did in fact have the best bid. Just because the process is a bid doesn't mean the lowest bidder must be accepted. Laws usually require that for government bid, but may provide otherwise, such as 10% credit for using recycled materials.
Quotes are binding on the supplier, but not the owner, for a limited period of time. They are negotiated, alternates may be submitted, and ideas brought forth from one competitor can be shared with another. Quotes are generally what homeowners ask for whether they realize it or not. So, different contractors may give a price (per job, t&m, or whatever) and also suggest alternatives, like, suggesting that ice and water shield be used under shingles, for example, when it wasn't asked for in the request. The owner may choose to go with any supplier he wishes, and can go back to another and ask, how much more if you use ice and water shield. Quotes are a starting point from which an owner may negotiate, but, the supplier is bound by the terms of what he quoted. So, if a supplier quotes a job at $5000, the supplier cannot then say, plywood prices went up since I wrote the quote so I can't do it for that price now. That's why smart contractors always say for how many days a quote is good for, and any other contingencies.
A request for proposal is a request for intellectual property, that is, knowledge. They are negotiated. Information cannot be disclosed to other suppliers. Suppose you request proposals from several consulting firms about how to improve your marketing. You pay them to give you ideas. You cannot then go to one of the suppliers and say, for example, that one of the said they will conduct a market survey to make recommendations to you, why don't you. Because they are selling you knowledge rather than stuff, giving one supplier's ideas to a competitor is like taking one supplier's lumber and giving it to his competitor.
The comment about disclosing one contractor's price to another came from a different class for which I don't have handouts now. Surely it does not pertain to public bidding, which by law is, well, public.
Like the other guys said...do it as soon as possible, and in simple terms. If there was something unusual about their bid...maybe the electrical portion was three times highr than the other bidder... or the other guy could do it in half the time and you had a tight schedule... it's nice to know those things.
Whenever you are asked if you can do a job, tell'em "Certainly, I can!" Then get busy and find out how to do it. T. Roosevelt
Turn the tables for a minute. I recently had to tell 3 homeowners I would'nt be taking on their projects. All I could offer was telling them ASAP so they could find someone else.
Be honest. Don't leave anyone hanging.