Construction Bid Document Review Checklist: What to Look For

Thorough bid document review is the foundation of accurate estimating. Missing a specification requirement or overlooking a contract clause can turn a winning bid into a losing project. Use this comprehensive checklist to ensure you catch everything important.

Initial Document Inventory

Verify Complete Package

Before starting review, confirm you have:

• [ ] Invitation to Bid / Advertisement
• [ ] Instructions to Bidders
• [ ] Bid Form and required schedules
• [ ] Contract Agreement form
• [ ] General Conditions
• [ ] Supplementary Conditions
• [ ] Technical Specifications
• [ ] Drawings (all sheets)
• [ ] All addenda issued
• [ ] Reference documents mentioned

Check Document Dates

• [ ] Verify drawing dates are consistent
• [ ] Confirm specification sections match drawing set
• [ ] Check for "Not for Construction" stamps
• [ ] Note any superseded documents
• [ ] Verify addenda received matches count issued

Instructions to Bidders Review

Bid Submission Requirements

• [ ] Submission deadline (date AND time)
• [ ] Submission location (physical or electronic)
• [ ] Required number of copies
• [ ] Bid security requirements (amount, form)
• [ ] Required bid form (no modifications allowed?)
• [ ] Licenses and certifications required
• [ ] Pre-qualification requirements

Evaluation Criteria

• [ ] Basis of award (low bid, best value, etc.)
• [ ] How alternates affect award
• [ ] Qualifications evaluation criteria
• [ ] Interview or presentation requirements

Important Dates

• [ ] Pre-bid meeting (mandatory or optional?)
• [ ] Site visit dates
• [ ] Question deadline
• [ ] Addenda issuance deadline
• [ ] Bid opening date/time
• [ ] Expected award date
• [ ] Contract execution deadline
• [ ] Notice to proceed timing

Contract Document Review

Agreement Form

• [ ] Contract type (lump sum, unit price, GMP, etc.)
• [ ] Payment terms
• [ ] Retainage percentage and release terms
• [ ] Contract time (calendar days, working days, completion date)
• [ ] Liquidated damages amount
• [ ] Bonus provisions (if any)

General and Supplementary Conditions

• [ ] Insurance requirements (limits, additional insureds)
• [ ] Bonding requirements
• [ ] Indemnification provisions
• [ ] Warranty requirements
• [ ] Change order procedures
• [ ] Dispute resolution process
• [ ] Termination provisions
• [ ] Owner's right to audit
• [ ] Assignment restrictions
• [ ] Prevailing wage requirements
• [ ] Safety requirements
• [ ] Quality control/quality assurance requirements
• [ ] Submittal procedures
• [ ] Testing and inspection requirements

Risk Allocation Items

• [ ] Differing site conditions clause
• [ ] Delay damage provisions
• [ ] Force majeure definition
• [ ] No-damage-for-delay clauses
• [ ] Consequential damages waiver
• [ ] Weather day provisions
• [ ] Unknown conditions handling

Drawing Review Checklist

General Drawing Review

• [ ] Index sheet lists all drawings
• [ ] Drawing scale is noted
• [ ] North arrow orientation consistent
• [ ] Match lines coordinate between sheets
• [ ] Abbreviations list provided
• [ ] Symbol legend complete
• [ ] General notes reviewed

Site/Civil Drawings

• [ ] Property boundaries defined
• [ ] Existing conditions shown
• [ ] Demolition scope clear
• [ ] Earthwork quantities identifiable
• [ ] Utility locations shown
• [ ] Stormwater management defined
• [ ] Paving and hardscape detailed
• [ ] Landscaping scope defined
• [ ] Site access and staging areas identified

Architectural Drawings

• [ ] Floor plans complete for all levels
• [ ] Building sections adequate
• [ ] Wall sections detailed
• [ ] Door and window schedules complete
• [ ] Finish schedules provided
• [ ] Millwork details included
• [ ] Ceiling plans coordinated
• [ ] Exterior elevations detailed
• [ ] Waterproofing details shown

Structural Drawings

• [ ] Foundation plans complete
• [ ] Framing plans for all levels
• [ ] Connection details provided
• [ ] Reinforcing schedules complete
• [ ] Special inspections identified
• [ ] Structural steel schedules complete
• [ ] Coordination with architectural confirmed

MEP Drawings

• [ ] Mechanical plans complete
• [ ] Electrical plans complete
• [ ] Plumbing plans complete
• [ ] Fire protection plans complete
• [ ] Equipment schedules provided
• [ ] Riser diagrams included
• [ ] Panel schedules complete
• [ ] Fixture schedules provided
• [ ] Coordination between disciplines verified

Specification Review Checklist

Division 01 - General Requirements

• [ ] Summary of work
• [ ] Allowances specified
• [ ] Unit prices required
• [ ] Alternates described
• [ ] Contract modification procedures
• [ ] Payment procedures
• [ ] Project meetings requirements
• [ ] Submittal requirements
• [ ] Quality control requirements
• [ ] Temporary facilities requirements
• [ ] Product requirements
• [ ] Execution requirements
• [ ] Closeout requirements
• [ ] Warranty requirements

Technical Specifications

For each relevant section:

• [ ] Scope of work defined
• [ ] Related work identified
• [ ] Products specified (proprietary or equal?)
• [ ] Substitution procedures
• [ ] Quality assurance requirements
• [ ] Submittals required
• [ ] Delivery, storage, handling requirements
• [ ] Execution requirements
• [ ] Protection and cleaning requirements
• [ ] Warranty terms

Critical Specification Items

• [ ] Specified products available?
• [ ] Lead times for specified items
• [ ] Testing requirements identified
• [ ] Special certifications needed
• [ ] Training requirements
• [ ] Spare parts/attic stock requirements
• [ ] O&M manual requirements
• [ ] As-built documentation requirements

Questions and Clarifications

Track Issues Found

Document items needing clarification:

| Item | Document Reference | Question | Submitted | Response | |------|-------------------|----------|-----------|----------| | 1 | Spec 07920, para 2.1 | Sealant color not specified | 12/10 | Add. 2 | | 2 | A-301 vs S-101 | Wall dimension conflict | 12/10 | Add. 2 |

RFI Best Practices

• [ ] Submit questions before deadline
• [ ] Reference specific documents/locations
• [ ] Ask clear, specific questions
• [ ] Request written response
• [ ] Track all questions and responses
• [ ] Incorporate responses in estimate

Scope Definition Checklist

What's Included

Verify you understand:

• [ ] Limits of work clearly defined
• [ ] Interface with other contracts understood
• [ ] Owner-furnished items identified
• [ ] Permits to be obtained (by whom?)
• [ ] Temporary utilities responsibility
• [ ] As-built/record drawing requirements
• [ ] Cleaning requirements
• [ ] Final inspection requirements

What's Excluded

Look for explicit exclusions:

• [ ] Work by others on same site
• [ ] Owner-provided equipment
• [ ] Future work provisions
• [ ] Items shown for reference only
• [ ] Deferred scopes

Gray Areas

Identify ambiguous scope:

• [ ] "By others" without specifying who
• [ ] Unclear coordination requirements
• [ ] Missing details
• [ ] Specification/drawing conflicts
• [ ] Assumed existing conditions

Pre-Bid Due Diligence

Site Visit Checklist

• [ ] Access routes and restrictions
• [ ] Staging area availability
• [ ] Existing conditions documentation
• [ ] Subsurface conditions visible
• [ ] Adjacent property considerations
• [ ] Utility availability and locations
• [ ] Working hour restrictions
• [ ] Security requirements
• [ ] Parking limitations
• [ ] Material delivery constraints

Research Checklist

• [ ] Permit requirements verified
• [ ] Utility company requirements researched
• [ ] Labor market conditions assessed
• [ ] Material availability confirmed
• [ ] Subcontractor interest/availability
• [ ] Similar project costs referenced
• [ ] Owner payment history researched

Final Bid Preparation Checklist

Before Submission

• [ ] All addenda acknowledged
• [ ] Bid form completed correctly
• [ ] All blanks filled in (or marked N/A)
• [ ] Prices in words and figures match
• [ ] Arithmetic verified
• [ ] Bid security enclosed
• [ ] Required attachments included
• [ ] Proper signatures obtained
• [ ] Submission format correct

Quality Check

• [ ] Independent estimate review completed
• [ ] Major quantities verified
• [ ] Subcontractor coverage confirmed
• [ ] Material pricing current
• [ ] Schedule assumptions reasonable
• [ ] Contingency appropriate for risk
• [ ] Markup reviewed for competitiveness

Conclusion

Systematic bid document review catches issues that rush estimating misses. Use this checklist as a starting point and customize it for your business and project types.

The time invested in thorough document review pays dividends through more accurate estimates, fewer surprises during construction, and better project outcomes. Build document review discipline into your estimating process.

Remember: if something is unclear, ask. It's always better to clarify during bidding than to discover problems after award. Your questions benefit all bidders and result in better projects for everyone.