Government Contract research

Rella Electric
Government Procurement & GC Outreach Coordinator —
SOP
1. Your Mission
Your job is to find qualified government construction opportunities and turn them into
bidding opportunities for Rella Electric.
You are not an electrical estimator. You are responsible for the business-development process
surrounding estimating:
Find → Research → Qualify → Identify GCs → Make Contact → Get Bid Opportunity →
Follow Up → Schedule Owner Meeting → Track Results
There are two primary ways Rella can obtain work:
Prime Contractor: Rella bids directly to a government agency for electrical work.
Electrical Subcontractor: A General Contractor (GC) is bidding or has won a government
project and hires Rella to perform electrical work.
Both are important, but finding GC subcontracting opportunities is a major focus of this
position.
2. About Rella Electric
When speaking with contractors, you represent Rella Electric.
Rella Electric is an electrical contractor serving the New York market with experience performing
public and commercial electrical construction.
Important qualifications include:
● NYS Certified MBE
● NYC Certified MBE
● Port Authority DBE
● NYS SBE
● Licensed electrical contractor
● Public-works experience
● NYC school project experience
● Prevailing-wage experience
● Solar
● Lighting and lighting controls
● Electrical distribution
● Fire alarm / low-voltage capabilities
● Government construction experience
Your objective is not simply to sell the certification.
The message is:
Rella is a qualified electrical contractor capable of performing the work, and our
MBE/DBE certifications can also help contractors meet participation requirements.
3. Your Title
Use:
Procurement & Government Opportunities Coordinator
Rella Electric
You may tell contractors:
“I handle government opportunity research and procurement outreach for Rella Electric.”
Do not represent yourself as an estimator, project manager, owner, attorney, engineer or
authorized contract signer.
4. Who Handles What
You — Procurement Coordinator
You handle:
Research
Opportunity tracking
Government websites
Bidder lists
GC research
Contact research
Vendor registrations
Initial outreach
Follow-ups
Scheduling
Document organization
Deadline tracking
Nick — Estimator
Nick handles:
Electrical takeoffs
Pricing
Labor calculations
Material pricing
Scope review
Estimate preparation
Technical bid questions
Christian — Owner
Christian handles:
GO / NO-GO decisions
Important GC relationships
Pricing approval when required
Negotiations
Contracts
Major technical/business decisions
Final commitments
Never agree to pricing, contract terms, bonding commitments, schedules, manpower
commitments or scope changes without approval.
5. The Four Types of Opportunities
Every project must be classified.
A — PRIME
Rella could potentially bid directly to the government agency.
B — ACTIVE GC BID
A larger project is currently bidding.
Your objective:
Find every GC bidding → get Rella’s electrical estimate to as many legitimate bidders as
possible.
C — AWARDED GC
The government has already awarded the project.
Your objective:
Find winning GC → determine whether electrical has been awarded → introduce Rella →
pursue electrical package.
D — FUTURE
Project is planned/upcoming but isn’t ready to bid.
Track it so Rella gets involved early.
6. Websites To Search
NYC — HIGH PRIORITY
NYC PASSPort / Procurement Navigator
----------
Look for NYC agency opportunities, construction contracts and M/WBE opportunities.
NYC City Record Online
----------
Search BOTH:
New solicitations
Contract awards
Awards are extremely important.
NYC School Construction Authority
----------
Look for:
Electrical upgrades
School renovations
Lighting
Fire alarm
Emergency power
Solar
HVAC-related electrical
Capital improvements
Look for bidder/plan-holder information.
NYC Department of Design & Construction
----------
Look for:
Current solicitations
Construction projects
Plan holders
RFP holders
Awards
NYC DCAS
----------
NYC DEP
----------
NYCHA
----------
Checkbook NYC
----------
Use primarily for contract and contractor intelligence.
Research which GCs are consistently receiving NYC contracts.
7. New York State
NYS Contract Reporter
----------
HIGH PRIORITY.
NYS Office of General Services
----------
DASNY
----------
NYPA
----------
Look especially for:
Electrical infrastructure
Lighting
Energy efficiency
Solar
EV charging
Power distribution
Building upgrades
8. Transportation / Infrastructure
MTA
----------
Look for electrical work associated with:
Stations
Facilities
Power
Lighting
Communications
Infrastructure
Capital construction
Port Authority of NY & NJ
----------
HIGH PRIORITY because Rella has DBE certification.
Look at:
Airports
PATH
Bridges
Tunnels
Terminals
Facilities
Infrastructure
NYSDOT
----------
Look for both direct opportunities and large primes needing DBE participation.
NYS Thruway Authority
----------
9. Local Government
Monitor:
Westchester County Procurement
----------
Also monitor appropriate procurement sources for:
Yonkers
Putnam County
Westchester municipalities
School districts within Rella’s service territory
If you discover another legitimate government procurement website, add it to the Source List
and notify Christian.
10. Federal
----------
----------
Federal opportunities are a separate category.
Look particularly at:
GSA
Veterans Affairs
USACE
Federal facilities
Department of Defense
Federal transportation/infrastructure
Do not assume an NYC contract will appear on ---------- .
11. Search Terms
Never search only “electrical.”
Rotate searches using:
Electrical contractor
Electrical construction
Electrical upgrade
Division 26
Division 27
Division 28
Lighting
Lighting controls
Fire alarm
Low voltage
Security
Generator
Emergency power
Switchgear
Service upgrade
Solar
Photovoltaic / PV
Energy efficiency
LL88
EV charging
Building renovation
School renovation
Capital improvement
HVAC
Mechanical upgrade
Boiler replacement
Infrastructure
Resiliency
Important
A project does NOT have to say “Electrical Contract.”
A:
$20 million school renovation
may contain:
$1–3 million of electrical work.
Therefore, larger construction projects must also be reviewed for electrical subcontracting
opportunities.
12. Geographic Focus
Priority:
NYC
Westchester
Putnam
Other locations should be flagged for Christian before significant time is spent pursuing them.
13. Morning Search Routine
Every morning:
Step 1
Check for new solicitations.
Step 2
Check for upcoming bid deadlines.
Step 3
Check for addenda affecting existing opportunities.
Step 4
Check recently announced awards.
Step 5
Look for bidder/plan-holder lists.
Step 6
Update the Master Opportunity Tracker.
Step 7
Identify anything requiring immediate attention.
A mandatory walkthrough tomorrow is urgent.
A bid due in three weeks is not urgent unless documents/actions are required now.
14. Information Required For Every
Opportunity
Capture as much of the following as available:
Date Found
Source
Agency
Project Name
Project Number
Location
Project Description
Electrical Scope
Prime/Subcontract Opportunity
Estimated Contract Value
Electrical Package Value if known
MBE Goal
WBE Goal
DBE Goal
SDVOB Goal if applicable
Bid Date
Bid Time
Pre-Bid Meeting
Site Walk
Mandatory?
Bond Required?
Bid Bond %
Performance Bond?
Payment Bond?
Plans Link
Specifications Link
Addenda
Bidder List
Plan-Holder List
GCs Identified
Status
Next Action
Do not guess missing information.
Write:
UNKNOWN — NEEDS REVIEW
15. First-Level Qualification
Before sending something to Christian, answer:
Is there electrical work?
Is it geographically relevant?
Is Rella potentially qualified?
Is there an MBE/DBE opportunity?
When is it due?
Is there a mandatory walkthrough?
Can we identify the GC bidders?
Has it already been awarded?
Is there enough information to take a next action?
Don’t send Christian 50 irrelevant solicitations.
Your value is filtering the noise.
16. GO / NO-GO Process
When you identify a qualified opportunity, send Christian a concise summary:
PROJECT:
AGENCY:
LOCATION:
VALUE:
BID DATE:
ELECTRICAL SCOPE:
MBE/DBE GOAL:
BOND:
MANDATORY WALK:
PRIME OR SUB:
GC BIDDERS:
WHY I THINK IT’S RELEVANT:
Then:
DECISION NEEDED: GO / NO-GO / NEED MORE INFORMATION
Christian makes the decision.
17. When Christian Says GO
If PRIME:
Collect all documents → organize files → confirm deadlines → identify forms → send package
to Nick/Christian → monitor addenda.
If GC SUBCONTRACT:
Find every legitimate GC bidding the project.
Don’t stop after finding one.
18. GC Research SOP
For every GC, find:
Legal/company name
Website
Main telephone
Estimating email
Estimator name
Estimator phone
Preconstruction contact
Procurement contact
M/WBE or DBE coordinator
Vendor registration page
Subcontractor prequalification page
Office location
Projects they commonly perform
Government agencies they work with
Record everything.
19. Active Bid Outreach
If a GC is currently bidding a project:
Hello, my name is [NAME], and I’m the Procurement & Government Opportunities Coordinator
with Rella Electric.
We’re a certified MBE/DBE electrical contractor and noticed your company is bidding
[PROJECT NAME / NUMBER].
We’re interested in pricing the electrical scope and would like to be added to your subcontractor
bidder list.
Could you please connect me with the estimator handling this project or let me know where we
should send our information?
If connected with estimator:
We’d like to price Division 26 and any applicable electrical scope. Could you please send us
your bid invitation and current documents/addenda?
20. Awarded Contract Outreach
This is a major part of the position.
When you discover a GC has received an award:
Hi, this is [NAME] with Rella Electric. I’m calling from our Procurement & Government
Opportunities team.
First, congratulations on the award of [PROJECT].
Rella Electric is a certified MBE/DBE electrical contractor, and we’re reaching out to see
whether the electrical package has been awarded yet or whether the