Got a Site Visit Coming Up? Here’s What to Do
Site visits can make or break your position on a government contract. We have seen contractors lose awards because they missed key details in the field and others secure multi year deals because they knew what to watch for. After helping thousands of contractors prepare for these visits, we know the difference between simply showing up and making it count. Here is how to get the most out of your next site visit.
Before the Site Visit
Clarify the Purpose
A site visit is more than a walk through. It might be a pre bid meeting, a progress check, or a safety inspection. Each type requires a different focus. For example, a contractor attending a Navy base pre bid meeting used the visit to confirm electrical panel access that was not documented in the Statement of Work. That observation gave them a cost advantage and helped them win.
Lock in the Details Early
Confirm the date, time, and point of contact well in advance. Ask about security requirements, PPE needs, and any visitor restrictions. If you are heading to a high-security site like a military installation, arrive early and have all IDs ready. We have seen delays at the gate, which cut a site visit short and limited the information a contractor could gather.
Review the Documentation
Go through the solicitation, Statement of Work, and any technical drawings. Mark questions directly on your copy so you can address them on site. For design-build projects, confirm measurement units, tolerances, and access points before you even set foot on the property.
Pack the Essentials
Bring
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Photo ID and access documents
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PPE such as a hard hat, safety glasses, vest, gloves, and boots
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Plans, drawings, or blueprints
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Notebook or tablet
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Camera or phone for documentation
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Measuring tape or laser tool, if allowed
During the Site Visit
Observe More Than the Agenda
Do not focus only on what is pointed out by the guide. Look at staging areas, delivery access points, drainage, and environmental conditions. On one Coast Guard project, our client noticed the staging area was located on a slope. That detail helped them factor in equipment stabilization costs, which later protected their margins.
Ask High Value Questions
The right questions uncover hidden risks and opportunities. Examples include
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Are there restrictions on work hours
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How will utility shutdowns or tie-ins be handled
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Who approves changes on site, and how long does it take
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Are there site-specific safety or environmental regulations beyond federal requirements
Network When Appropriate
If the visit is public or attended by multiple vendors, brief conversations can reveal how competitors are thinking about the project. Never share your strategy, but listen for what others might overlook.
Take Detailed Notes and Photos
Document conditions that could change your approach. Include measurements, access limitations, or hazards that could affect cost and schedule. If photography is restricted, sketch layouts and annotate your notes.
After the Site Visit
Organize Your Findings Immediately
Within 24 hours, compile your notes and photos into a clear summary. Highlight anything that changes scope, cost, or schedule. These records are valuable if questions arise later or if you need to dispute a change.
Update Your Bid or Project Plan
Incorporate the site visit details into your pricing, technical approach, and compliance checks. If you identified risks, decide whether to adjust your bid or include clarifications in your proposal.
Follow Up with the Contracting Officer
Send a professional summary email confirming key points discussed and any outstanding questions. This not only keeps the communication open but also demonstrates attention to detail, which contracting officers value.
Real World Outcome
Ariel’s River Contracting Group attended a site visit for a federal facilities maintenance contract. By preparing detailed questions in advance and noting that two building entrances were undergoing unrelated repairs, they identified a potential schedule conflict. Their proactive follow-up with the contracting officer led to a schedule adjustment and positioned them as a responsive and reliable contractor. They were awarded the contract in less than 90 days.
What’s Next
If your site visit is tied to an active opportunity, we can help confirm compliance, refine your bid strategy, and ensure your proposal reflects what you saw in the field. Our process turns observations into a competitive edge that has helped contractors secure awards faster and with fewer revisions.
A: No. If the visit is marked as mandatory, missing it can disqualify your bid.
Q: Can I bring subcontractors to a site visit
A: Often yes, but confirm with the contracting officer. Some visits have attendee limits.
Q: What if I notice something on site that contradicts the solicitation
A: Document it immediately and follow up with the contracting officer in writing.
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