Preconstruction Estimating Administration

Position Summary

We are seeking a Preconstruction Bid Administrator to lead the administration and assembly of design-build, design-bid-build, and hard-bid submissions for NYC and NYS public agencies. This is a preconstruction-centered role focused on running the bid through to a complete, compliant, and competitive submission — coordinating estimators, schedulers, subcontractor solicitation, and design partners to produce responsive technical and price proposals on tight agency deadlines. You will own the full bid lifecycle for RFQ, RFP, and ITB responses for agencies including MTA, DDC, DOT, DEP, EDC, Port Authority, OGS, ESD, SCA, NYCHA, NYSDOT, and DASNY-administered clients. The emphasis of this role is on bid administration and preconstruction coordination — compliance, scope, pricing assembly, and submission mechanics — rather than on marketing narrative and creative production.

Key Responsibilities

• Bid Administration & Compliance: Manage the full bid lifecycle: RFQ/RFP/ITB analysis, bid calendar and milestone schedule, addenda tracking, content development, internal reviews, production, and on-time submission. Develop and maintain compliance matrices, submission checklists, and document trackers tailored to each agency's specific requirements and evaluation criteria. Track and assemble all agency-required submission items — bid forms, bonding, insurance, prequalification, MWBE/SDVOB utilization plans, PLA acknowledgments, prevailing wage and certification forms, and required affidavits. Manage addenda, bid-phase RFIs, and clarifications, ensuring all changes are captured and reflected in the estimate, scope, and submission. Oversee submission logistics through agency e-procurement portals (PASSPort, NYC Procurement, NYS Contract Reporter, MTA Business Opportunities, DASNY, Port Authority), confirming format, page-count, and packaging requirements are met exactly.
• Estimating & Pricing Coordination: Partner with the estimating team to assemble and reconcile the price proposal — bid forms, unit price schedules, allowances, alternates, and add/deduct items. Coordinate inputs from estimators, schedulers, MEP coordinators, and design partners to ensure consistency between the price proposal and the technical proposal. Support estimate-to-proposal reconciliation, ensuring scope, quantities, and pricing assumptions are accurately represented in the submission. Maintain the bid-day process: track outstanding pricing, coverage, and documents through bid close, and manage final assembly and submission.
• Subcontractor Solicitation & Trade Coordination: Manage subcontractor and vendor solicitation during the bid phase — issuing invitations to bid, distributing plans and specifications, and tracking responses and coverage by trade. Assemble and distribute trade scope packages; support scope development, inclusions/exclusions, and bid leveling/comparison to ensure complete and competitive coverage. Coordinate subcontractor and design partner outreach during pursuit, including NDAs, teaming agreements, prequalification, and information requests. Track MWBE/SDVOB participation and good-faith-effort documentation against agency goals. Attend MWBE/SDVOB events to add prospective minority subcontractors to our solicitation process.
• Preconstruction Support & Scope Development: Align technical approach, schedule, logistics plans, and pricing narrative with bid requirements and the preconstruction strategy. Edit and assemble technical content (approach, schedule narrative, logistics, project understanding, key personnel, firm experience) for clarity, accuracy, and compliance with agency criteria. Support the transition from successful bid to project buyout and award, handing off scope, pricing, and documentation to operations and project teams.
• Pipeline & Document Management: Monitor agency procurement portals and maintain the bid/pursuit pipeline, including upcoming solicitations, due dates, and prequalification status. Maintain and continuously improve the bid content library: project descriptions, resumes, qualifications statements, past performance, and reusable scope and approach content. Maintain pursuit tracking and document control; capture submission outcomes, debriefs, and lessons learned.

Qualifications

• 5–8 years of progressive bid/proposal administration or preconstruction experience in the AEC industry, with demonstrated focus on construction, design-build, design-bid-build, and/or alternative-delivery bids.
• Bachelor's degree in a relevant field (e.g., Construction Management, Engineering, Marketing, Communications, or Business) preferred; equivalent professional experience considered in lieu of a degree.
• Direct, hands-on experience administering NYC and NYS public-agency RFQs/RFPs/ITBs — strong familiarity with at least three of: SCA, DASNY, DDC, MTA, DOT, DEP, EDC, NYCHA, Port Authority, NYSDOT, OGS, ESD.
• Strong understanding of preconstruction workflows: estimating, scheduling, scope development, subcontractor solicitation and leveling, and logistics planning.
• Familiarity with bid forms, unit pricing, allowances, alternates, and reconciling pricing to a compliant submission.
• Proficiency in Microsoft 365 (Word, Excel, PowerPoint, SharePoint, Bluebeam); working knowledge of Adobe Acrobat for document assembly.
• Strong writing, editing, and proofreading skills with the ability to organize technical content into compliant submissions.
• Demonstrated ability to manage multiple concurrent bids under tight, non-negotiable agency deadlines.

Preferred

• Experience with progressive design-build under NYS Public Authorities Law / NYC Design-Build Authority.
• Familiarity with PASSPort, NYC Procurement, NYS Contract Reporter, and agency-specific e-procurement portals.
• Familiarity with MWBE/SDVOB compliance, PLA requirements, and prevailing wage frameworks.
• Experience with estimating software and bid management tools (e.g., procurement/bid-solicitation platforms) — HCSS Heavy Bid & Autodesk Building Connected.

Personal Attributes

• Detail-driven administrator who treats compliance matrices, page counts, required forms, and submission requirements as non-negotiable.
• Operates with calm authority under deadline pressure and on bid day; able to push back constructively on senior technical staff when content does not meet bid requirements.
• Highly organized; treats version control, file naming, and document hygiene as a discipline.
• Strong agency orientation; understands that public-sector bids are won on responsiveness, compliance, accurate pricing, and complete scope coverage.
• Collaborative across functions — comfortable moving between an estimating review, a subcontractor coverage call, and a teaming discussion in the same day.