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Let's Work Together

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Work Desk

ESTIMATING PHASE

This phase occurs before executed Agreement.

Lead Response

1/LEAD RESPONSE

 

• All leads will be sent via e-mail, by the General Manager, to the appropriate Estimator or Project Manager immediately after receipt. 

• Any leads received directly by anyone other than General Manager should forward information immediately to General Manager to verify and/or re-assign. 

• Every effort will be made to capture all relevant lead information.  

• Given that most meetings last less than 2 hours, and that all check their e-mail between meetings and have constant access, our commitment, is whenever possible, to respond to the leads within 2 hours.  Our policy is that under any circumstances, all leads will be responded to within a maximum of 24 hours. 

• If the leads are assigned after hours or over weekends, it is suggested that when possible, respond as soon as possible. 

• Responding after hours is often received very positively. 

• These leads must be responded to the next business day at the absolute latest. 

• For vacations, it is the responsibility of the Estimator or Project Manager to contact the General Manager (or Acting Sales Manager) to discuss lead response. 

• It is encouraged when possible, for the Estimator or Project Manager to continue to respond to any assigned leads. 

• Responding while on vacation also is often received very positively. 

• Enter Leads, daily, into Smartsheet for tracking. For more detailed info, please click here to review SOP. 

Project Estimating

PRE-BID CHECKLIST

 

🔸 Make sure to know or find out the answers to all questions resulting in full project understanding of who, what, where, when, and why.  This will ensure estimating of the correct assumptions.  Clear discussion with the Client will make sure that all are on the same page as to what is being proposed. 

Click here for a brief tutorial. 

TAKE-OFFS: 

🔸 BlueBeam (SOP) 

🔸 Plans & Specifications 

🔸 Physical Site Measuring (as necessary) 

MATERIAL PRICING:

HF Vendors List  

 🔸 Chain Link – use CFS (SOP) 

 🔸 Concrete Calculator (Determine cubic yards of concrete required for each definable feature of work and calculate by company latest released pricing.) 

 

LABOR PRICING:

 🔸 Review Wage Scale, if project has one.  

 🔸  If no Wage Scale, defer to office standards for appropriate crew for each definable scope: 

3-man crew (non-citizen) 

4-man crew (non-citizen) 

3-man crew (US citizen only) 

4-man crew (US citizen only) 

HHS crew 

Shop labor for fabrication, etc.

 

 🔸  Figure duration for each definable feature of work and separate for fence crew vs HHS crew.  

 🔸  Discuss with Production Manager(s), as appropriate, for typical production rate. 

EQUIPMENT PRICING:

 🔸  Review latest Rental’s spreadsheet and account for all equipment required for each definable feature of work and duration.  

Note: $125.00 each way for delivery / pick up. 

Click here for Hercules Fence Rates

PRE-BID ESIMATE: 

 🔸 Layout all above information by definable feature, to determine the Dead cost. 

SITE -VISIT (if required) 

PROPOSAL 

 🔸Use appropriate FORM and draft proposal, including clear qualifications with all relevant inclusions and exclusions of scope.  

 🔸 Project Qualifications: 

• Price is based on (1) one continuous mobilization to complete all work. 

• Contractor to provide clear access to all areas of work for man power, equipment and machinery. 

• Price is based on hauling spoils. 

• Engineering of any sort not included. 

• Price is based on normal working hours. 

• Mock ups or samples not included. 

• If P&P bond required, add 1.8% 

 🔸 General Exclusions: 

Clearing & Grading, Traffic Control, CAD As-Builts, Permits/Inspections/Testing and Associated Fees, Restoration of Grounds, Rock Excavation, Hand Digging, Removal, Core Drilling, Engineering, Engineered Layout/Surveying, All Electric Work, Grounding/Bonding, Delegated Design Review or Drawings, Wage Scale, US Citizen Only Labor, De-watering, Snow Removal, Asphalt Patching, Painting and/or Staining, Maintenance, Extended Warranties, Hydrovac or Soft Dig Excavation, Test Pits, UXO Sweep, OCIP/CCIP Enrollment, X-Ray/GPR, Private Utility Location, Billing Usage Fees, Liability for Damage to Private Utilities, Unsuitable Soil and Unforeseen Obstruction Remediation, Anchor Points for Safety Tie-Off, Temporary Utilities & Facilities 

 🔸 Rental Proposals: 

• Qualify rental duration. 

• Qualify the number of mobilizations (install, relocation if required and final removal). 

• Qualify “fence may be new or used at our discretion”. 

• Qualify access with truck & man power for offloading and loading. 

• Qualify “all areas of work to be free and clear prior to our arrival”. 

• Qualify no retention to be held and no money to be held for removal. 

• Qualify “If or when windscreen is installed, Hercules cannot be held responsible for weather events that would cause the windscreen to become detached from the fence, cause damage to the fence, or to adjacent property.” 

• Additional Charges: 

Damaged or lost gate frame or panel - $150.00 

Damaged stands or blocks - $30.00 

Damaged driven post - $50.00 

Damaged chain link fabric - $3.50/LF (10 ft. minimum) 

Additional Mobilization(s) - $800.00 

Each additional month of rental (or any part thereof) to be invoices at an additional 10% of the original contract value. 

 

  🔸 As appropriate, especially for larger projects and new clients, include Corporate Overview which can be downloaded here.   

     

HF, HHS, & HCI BLANK PROPOSAL FORM

Temporary Rental Panels 

 

  🔸 Schedule expectations should be included. 

  🔸 Payment Terms should be included, unless General Contractor/Client specific terms.  

• For commercial work we can take as much money up front as we want/need, and it is our choice to provide credit, we are under no obligation to do so. 

-Residential is 1/3rd deposit in MD, and ½ deposit in VA. 

-Commercial is whatever we see fit based on the project, end user, and relationship. 

-Terms: Net 30 days after installation, no retention to be held. Conditions: Contractor is only responsible for written terms of this contract. Deviations or changes to terms must be written and may involve additional charges. Purchaser is responsible for necessary permits. Hercules will assist with fence location and zoning restrictions but assume no liability for either. Purchaser assumes liabilities and indemnifies Hercules for damage to unmarked underground utilities, sprinklers or construction and for damage where fence coincides with marked utility line that cannot be avoided, hidden obstacles which cannot be pre-determined and require additional labor will require an additional charge. In the event purchaser defaults on payment terms the full amount shall be due immediately. Past due payments will be subject to a delinquency charge of 2% per month, purchaser agrees to pay all costs of collection including attorney’s fees 0f 33% of the amount referred. 

OR 

-Terms: Deposit of 1/3rd of full amount due with return of signed proposal; Balance is due in full within 0, 7, or 45 days after completion (Residential, Commercial, General Contractor). Conditions: Contractor is only responsible for written terms of this contract. Deviations or changes to terms must be written and may involve additional charges. Purchaser is responsible for necessary permits. Hercules will assist with fence location and zoning restrictions but assume no liability for either. Purchaser assumes liabilities and indemnifies Hercules for damage to unmarked underground utilities, sprinklers or construction and for damage where fence coincides with marked utility line that cannot be avoided, hidden obstacles which cannot be pre-determined and require additional labor will require an additional charge.  In the event purchaser defaults on payment terms the full amount shall be due immediately.  Past due payments will be subject to a delinquency charge of 2% per month, purchaser agrees to pay all costs of collection including attorney’s fees 0f 33% of the amount referred. 

  🔸 Performance and Payment Bond, as required (SOP) 

Click here for the BOND RATE CALCULATOR

  🔸 If Bid Bond is required (SOP) 

 

Click here for HERCULES FENCE BID BOND SOP

FINALIZE PROPOSAL:

  🔸 Review with General Manager, ALL Items 1-7 above, to finalize proposal and determine markup factor for final Sold price(s). 

  🔸 Send to Client.

Follow up with a call to Client to confirm receipt of proposal and that everything priced matches their expectations.  

 

Follow up at a minimum once a week until you receive a “Yes” or “No” response.  Only follow up less often if specifically requested by Client. 

  🔸 Track in Smartsheet. 

  🔸 Find out relevant information, if possible, including who else bid, where our numbers are, status of bid, etc. 

  🔸 If you get a “Yes”, receive either Subcontractor Agreement or Letter of Intent (LOI), or Signed Proposal.  

Click here for the HERCULES FENCE CONTRACT REVIEW

 

Review all terms, scope, etc. and redline if necessary.

  🔸 Make sure to negotiate the inclusions/exclusions for the SOW before any electronic contract is generated. If you are sent an electronic (usually DocuSign) contract, approve quickly or let GM/President know if they should “reject” it knowing a revised contract will be forthcoming. 

  🔸 Send to General Manager for review, as necessary.  

  🔸 If LOI, move to next phase only for submittals. 

  🔸 For new clients, complete Customer Credit Application.  Admin can help check status. 

 

  🔸 Credit Applications from a customer who wants to buy from Hercules:  Estimators/PM’s (Whoever is making the sale) need to run point and make sure that the filled-out credit application with the job name, branch, and dollar amount gets sent to Amie@hercuelsfence.com .  A digital signature or wet signature is required.  CLICK HERE FOR CREDIT APPLICATION

   🔸PM’s can fill in this information and send to customer with clear instructions to send directly to Amie, or they can handle the entire process and make sure it is returned on their own. Either way is fine, but all information must be on the application when sent to Amie. 

  🔸 Reminder, once you hear back on the credit approval, if you have any questions on how to handle, please get Corey involved. 

Proposal Follow Up
Finalize Agreement
Estimator to project manager handoff
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