CRM
How to collect a useful TAB project RFQ without oversimplifying the bid
Specify a TAB RFQ intake flow for air and hydronic balancing with project scope, credentials, construction milestones and secure document handoff.
The form's job is to qualify a bid, not price ductwork automatically
Testing, adjusting and balancing pricing depends on actual project documents, system scope, readiness, site conditions and contractual requirements. A 'Get a firm quote in 30 seconds' calculator will usually be less credible than a concise request reviewed by a qualified estimator.
Separate Request a proposal from Request a site conversation. One is an invitation to bid a documented package; the other may be an existing-building assessment where the scope needs discussion.
Field design for construction bids
Start with requester name, company, reliable contact and project location. Then ask which request applies: new-construction TAB, existing-building performance work, rebalancing, troubleshooting, hydronic-only, specialty systems, or other. Allow 'Not sure' without forcing a guessed classification.
Collect the bid submission deadline and expected field dates separately. A project may bid this Friday and not require on-site balancing until the following quarter. Optional scope qualifiers include rough floor area, number of air-handling systems, specialty spaces, phased occupancy and after-hours access.
| Field | Why it matters | When to ask |
|---|---|---|
| Company and contact | Procurement ownership | First step |
| Project city/site | Territory and travel | First step |
| Air/hydronic/specialty scope | Right technical reviewer | First step |
| Bid due date | Estimator workload | First step |
| Anticipated field date | Resource planning | First step |
| Required credentials | Eligibility screen | First step |
| Mechanical drawings/specifications | Scope and quantity review | Secure follow-up |
| Test/acceptance specifications | Report scope | Secure follow-up |
| Access constraints | Site planning | After qualification |
| Existing deficiency list | Retesting context | After qualification |
Ask credential questions precisely
A contractor can receive a project whose specification requires NEBB, AABC or TABB credentials. Do not present these certifications as generic equivalents. Allow the buyer to name the actual specified requirement and attach or describe where the bid documents state it. The firm must review eligibility before bidding.
How to handle drawings and specifications
Public website forms are not automatically secure document portals. A first enquiry can simply say, 'We have drawings/specifications available.' After human review, the contractor shares its approved secure exchange instructions. Do not put sensitive facility mechanical plans in a general comment field or imply they are protected by a custom encryption feature that is unverified.
Triage: four useful pathways
Complete bid package: Requester, location, scope, deadline and relevant documents available. Send to estimating.
Missing specifications: Confirm the minimum documents needed; avoid quoting based on building area alone.
Urgent deficiency/retest: Identify the original report and corrective-work status, then route to the technical lead. Do not promise immediate certification.
Out-of-scope or credential mismatch: Explain the boundary promptly. Keep the reason visible in ordinary lead notes rather than quietly marking the request 'lost'.
Confirmation copy that sets the right expectation
Thank you. Your project request has been received for review. Our team will check the location, scope, schedule and required credentials, and then contact you about the next step. This submission is not a confirmed proposal, site appointment or TAB certification.
Use a realistic response policy the business can honor. An automatic acknowledgement does not mean a staff member has accepted the work.
A measurement that matters
Track qualified RFQs with complete bid packages, not form submissions alone. Useful operational signals include requests outside service range, missing mechanical drawings, expired deadlines and proposals accepted after technical review. The actual bid status may remain in the contractor's own estimating system.
CTA: build the right front-office workflow
Use OneStudio website and CRM features to present services and handle ordinary lead context, and keep TAB reports, engineering work and bid takeoffs in the systems designed for them.