Bid day is controlled chaos. Subcontractor quotes arrive until the last minute, decisions must be made quickly, and errors are costly. Here's how to manage bid day professionally and successfully.
Pre-Bid Day Preparation
Days Before
Estimating Complete
- Quantities finalized
- Self-perform work priced
- General conditions calculated
- Overhead and profit determined
- Only sub pricing remains
Subcontractor Status
- Know who's quoting
- Follow up with slow responders
- Have backup options identified
- Pricing expectations set
Bid Package Ready
- All forms completed except price
- Signatures obtained where possible
- Package organized
- Delivery planned
Day Before
Final Verification
- Addenda count confirmed
- Bid time/location confirmed
- Team roles assigned
- Communication tested
- Backup systems ready
Subcontractor Outreach
- Confirm commitments
- Remind of deadline
- Clarify scope questions
- Set expectations
Bid Day Team Roles
Lead Estimator
Responsibilities
- Final pricing decisions
- Quote selection
- Strategy adjustments
- Number verification
- Final authorization
Quote Receivers
Responsibilities
- Answer phones
- Record quotes accurately
- Verify scope included
- Note exclusions/qualifications
- Time-stamp entries
Bid Compiler
Responsibilities
- Enter quotes into summary
- Verify coverage complete
- Check for gaps
- Prepare final number
- Assemble package
Runner/Delivery
Responsibilities
- Package preparation
- Delivery to location
- Time management
- Confirmation of receipt
- Communication with office
Managing Incoming Quotes
Quote Recording
Essential Information
- Company name
- Contact person
- Bid amount
- Scope covered
- Exclusions
- Time received
- Who received
Recording System
- Pre-printed forms
- Electronic entry
- Backup method
- Clear organization
Scope Verification
Quick Checks
- Matches your scope?
- Any exclusions?
- Addenda acknowledged?
- Qualifications significant?
- Price complete?
Red Flags
- Unusually low prices
- Excessive exclusions
- Scope gaps
- No addenda acknowledgment
- Unclear pricing
Late Quotes
Handling Strategy
- Cutoff time policy
- Exception criteria
- Quick analysis capability
- Decision authority clear
Quote Analysis
Bid Leveling (Quick Version)
Fast Comparison
- Scope completeness check
- Exclusion identification
- Significant qualification review
- Net price calculation
Not Time For
- Detailed analysis
- Extensive clarification
- Perfect leveling
- Negotiation
Selection Criteria
Primary Factors
- Price competitiveness
- Scope completeness
- Reliability of sub
- Risk factors
Quick Decisions
- Use established relationships
- Trust your judgment
- Document selections
- Move forward
Gap Coverage
If Missing Scope
- Use budget numbers
- Note as allowance
- Qualify bid if significant
- Make decision and move on
Final Number Determination
Calculation Process
Steps
- Sum all selected sub quotes
- Add self-perform costs
- Add general conditions
- Add overhead
- Add profit
- Verify total
Verification
Check Methods
- Independent calculation
- Comparison to estimate
- Reasonableness check
- Math verification
Last-Minute Adjustments
Strategy Decisions
- Quote improvements received
- Spread adjustment
- Risk coverage
- Competitive positioning
Caution
- Don't make changes without thinking
- Verify before changing
- Document rationale
- Maintain accuracy
Bid Submission
Physical Bids
Timeline
- Package sealed 30+ minutes early
- Departure allows for delays
- Arrival 15+ minutes before deadline
- Confirmation of receipt
Backup Plans
- Alternate route
- Contact numbers
- Emergency options
- Communication plan
Electronic Bids
Timeline
- Submit at least 1 hour early
- Technical issues expected
- Confirmation required
- Backup submission plan
Common Problems
- System overload
- File size issues
- Format problems
- Login problems
Confirmation
Document
- Time submitted
- Receipt confirmation
- Who received
- Any issues noted
Common Bid Day Problems
Missing Quotes
When a Trade Has No Quotes
- Use budget pricing
- Note as allowance
- Qualify if significant
- Make quick decision
Prevention
- More outreach beforehand
- Backup subs identified
- Budget pricing prepared
- Realistic expectations
Quote Discrepancies
When Numbers Don't Match
- Quick clarification call
- Use conservative number
- Note discrepancy
- Move forward
Don't
- Assume favorable interpretation
- Spend too long resolving
- Stop other work
- Miss deadline investigating
Technical Problems
System Failures
- Use backup methods
- Phone backup
- Paper backup
- Alternative submission
Electronic Issues
- Browser changes
- Restart systems
- Contact support
- Use backup device
Time Crunch
Running Out of Time
- Prioritize completion over perfection
- Use placeholder numbers if needed
- Submit what you have
- Accept some risk
Post-Bid Activities
Immediate
After Submission
- Confirm receipt
- Document submission
- Notify team
- Collect materials
Same Day
Record Keeping
- File all quotes received
- Document selections made
- Note any issues
- Prepare for follow-up
Following Days
Quote Commitments
- Notify selected subcontractors
- Thank all bidders
- Address questions
- Prepare for award
Bid Day Best Practices
Time Management
Schedule
- Early morning prep
- Quote reception period
- Analysis time blocked
- Final assembly scheduled
- Delivery time protected
Buffers
- Build in extra time
- Expect problems
- Plan for delays
- Remain calm
Communication
Internal
- Clear roles
- Quick updates
- Problem escalation
- Decision authority
External
- Professional with subs
- Efficient calls
- Clear information
- Consistent responses
Decision Making
Quick but Thoughtful
- Use experience
- Trust your team
- Make decisions
- Move forward
Avoid
- Paralysis
- Over-analysis
- Second-guessing
- Panic changes
Team Coordination
Morning Briefing
Agenda
- Role confirmation
- Status update
- Questions addressed
- Timeline reviewed
- Expectations set
During Bid
Communication Methods
- Central location
- Clear channels
- Regular updates
- Problem flagging
Post-Bid
Debrief
- What worked
- What didn't
- Improvements identified
- Documentation complete
Conclusion
Bid day success comes from preparation, organization, and disciplined execution. The chaos is manageable when roles are clear, systems are in place, and the team knows what to do.
Start with a complete estimate and organized bid package. Establish clear processes for receiving and analyzing quotes. Build in time buffers. Make decisions and move forward.
The goal isn't perfection—it's getting a complete, accurate bid submitted on time. Everything else can be clarified later.
ConstructionBids.ai helps you track bid deadlines and requirements, so you're prepared before bid day arrives.
