5: Greenwich Village Maisonette renovation: Bidding Negotiating & Permitting
Introduction
With our Construction Documents finalized, we had a thorough blueprint of what to build and how it should look. Now came the multi-layered process of securing permits, locking in a contractor, and making sure the condo board, Landmarks Preservation Commission (LPC), and Department of Buildings (DOB) were all on the same page.
It’s often called a three-ring circus because we’re juggling bidding contractors, negotiating contracts, and navigating government and board approvals—all at once. In a landmarked 1840s Greenwich Village duplex, there’s an added level of scrutiny (and occasionally, surprises), but thorough preparation keeps things moving forward.
An example of a Bid Levelling Document developed for the another renovation. Shown here are select sheets comparing contractor submissions across key divisions—including project requirements, architectural millwork, drywall and framing, and stone and tile installation. This document helps clarify scope, identify discrepancies, and ensure informed contractor selection for a landmarked property.
1. Bidding: Finding the Right Contractor
Preparing the Bid Package
Before sending out requests, we organized all our Construction Documents—architectural drawings, MEP drawings, schedules, and specifications—into a “Bid Set.” This set makes it clear to every bidding contractor what they’re pricing:
Detailed Drawings (floor plans, elevations, sections)
Schedules (doors, windows, finishes, fixtures)
Spec Sections (e.g., Division 1–28, if applicable)
Scope of Work summary or matrix
Bid Forms for consistent cost breakdowns
Instructions to Bidders (timeline, site visit info, contact person)
Site Walk-Throughs & Q&A
We invited selected contractors to the duplex for an on-site walkthrough. They got to see:
Existing conditions behind walls and ceilings (to the extent visible)
Historic features requiring special protection
The vertical chase areas for new mechanical/plumbing lines
Contractors often have questions about hidden conditions, logistics (like elevator usage, trash removal), or material lead times. We compiled these into a Q&A addendum shared with all bidders—ensuring transparent and consistentinformation.
In the image above, each Construction Division is broken into separate sections to ensure a true apples-to-apples comparison. Since contractors often categorize costs differently, part of the bid levelling process involves identifying where each scope item—like “window replacement”—was placed. It could appear under Demolition, Openings, Wood, or Framing, depending on the contractor’s internal system. This step is essential for catching omissions, double-counting, or misaligned assumptions across bids.
Comparing Apples to Apples
Once bids arrived, we reviewed them carefully:
Scope Coverage: Did they include everything in the drawings and specs?
Allowances & Exclusions: Some contractors include placeholders for items like tile or hardware; others omit them.
Qualifications: Check references, past projects (especially in historic buildings), and relevant certifications.
Pricing Breakdown: Itemized labor, materials, subcontractor costs, overhead, and profit—so we can see where the big cost drivers are.
While AIA Document B101 is a standard agreement used widely in architectural practice, contractors often provide their own versions of construction contracts. These may differ in structure, terms, and protections. As part of the negotiation process, we review each proposed contract carefully to ensure it aligns with the project’s scope, payment milestones, change order protocols, and compliance requirements—especially for landmarked or board-regulated properties.
2. Negotiation: Clarifying the Final Contract
Shortlisting & Interviews
Based on initial bids, we typically shortlist two or three contractors whose proposals are both competitive and comprehensive. We then schedule interviews or follow-up site visits:
Discuss project approach: How do they handle unforeseen conditions?
Timeline & Staffing: Can they meet your desired start date? Will they have a dedicated site supervisor?
Specialty Experience: Do they have a track record working in landmarked buildings?
Final Scope & Pricing Adjustments
Sometimes known as value engineering, this stage refines the scope to fit the budget or the timeline:
Upgraded Materials vs. Cost Savings: For instance, switching from custom tile to a standard size if it doesn’t compromise the design vision.
Scheduling Overlaps: Aligning lead times for kitchen cabinets, millwork, and specialty finishes with the contractor’s availability.
Contract Types
Once negotiations finalize scope and price, we execute a contract—often AIA-standard forms (e.g., AIA A101, A201) or a custom agreement. Key points:
Payment Schedules: Often tied to milestones (e.g., demo complete, rough-in approved, finishes installed).
Retainage: A percentage held until the project is substantially complete.
Change Order Process: How do we handle unexpected work or changes from the client?
3. Permitting: Wrangling LPC, DOB & Condo Board
Landmarks Preservation Commission (LPC)
If the design impacts exterior or historically significant interior elements, we might need a Certificate of No Effect or a Staff-Level Approval.
We submit final drawings (often simplified sets focusing on affected features) with photos, material samples, and a written narrative explaining the changes.
Department of Buildings (DOB)
Filing the Plans: We file the architectural, MEP, and any structural plans through DOB NOW or the relevant system.
Obtaining Permits: Could include a Directive 14 (self-certification) or full plan review—timeline varies based on project complexity.
Special Inspections: Must be arranged for asbestos, sprinklers, energy compliance, etc.
Condo Board & Alteration Agreement
Present the final construction documents to the board or its designated architect for review.
Security Deposits, insurance certificates, and contractor indemnifications are typical board requirements.
Construction Hours and House Rules: Outline how and when work can happen, plus elevator scheduling and trash removal rules.
Timing Note: Delays can happen if you miss a monthly board meeting or if the DOB requests plan revisions. Building in contingencies for these scenarios avoids schedule surprises.
Bidding, Negotiation & Permitting Mini-Checklist
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Construction documents, specs, scope summary, bid forms.
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One important aspect of the bidding process when you have multiple bidders is to provide consistent information and ensure it is available to all bidders. In addition to the bid documents previously sent this means responding to RFIs (Requests for Information), The responses to the questions are compiled and sent to all of the bidders.
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This is a tedious process that involves lots of back and forth with bidding contractors to finalize scope, price, payment schedule, and contract type.
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Finalize scope, price, payment schedule, and contract type.
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Submit final design if you’re in a historic district or landmarked building.
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Architectural, Mechanical, Plumbing, Structural (as needed)
Asbestos doumentation & energy compliance
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Meet all alteration agreement requirements, deposits, insurance requirements and other building rules. Don’t forget to have the buildings’ progress allocated for in the construction schedule.
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Anticipate board/dob review times, re-submissions if necessary.
Link to a downloadable Bidding & Permitting Checklist.
Next Step: Construction Administration
With a signed contract in hand and permits (hopefully) on the way, it’s time to break ground. The next phase—Construction Administration—is where design meets reality. We’ll oversee demolition, track change orders, and ensure everything aligns with the final Construction Documents—all while addressing any surprises that a 19th-century building might still have in store.
