Thorough bid document review is the foundation of accurate estimating. Understanding how drawings, specifications, and contract documents work together helps you identify scope, spot conflicts, and price work accurately.
Bid Document Hierarchy
Standard Priority
When conflicts exist between documents, standard hierarchy applies (unless stated otherwise):
- Addenda (most recent takes priority)
- Supplementary conditions
- General conditions
- Specifications
- Drawings (larger scale over smaller)
- Original bid documents
Practical Application
When Documents Conflict
- Note the conflict
- Apply hierarchy
- Consider submitting RFI
- Document your interpretation
- Qualify if significant
Drawings
Drawing Types
Architectural
- Site plans
- Floor plans
- Elevations
- Building sections
- Details
- Schedules (doors, windows, finishes)
Structural
- Foundation plans
- Framing plans
- Structural details
- Schedules (columns, beams)
Mechanical
- HVAC plans
- Plumbing plans
- Fire protection plans
- Equipment schedules
Electrical
- Lighting plans
- Power plans
- Panel schedules
- One-line diagrams
Civil
- Survey
- Site grading
- Utilities
- Paving plans
Drawing Review Process
Initial Scan
- Review drawing list for completeness
- Check dates and revisions
- Verify scale consistency
- Note general scope
Detailed Review
- Start with site and architectural
- Overlay disciplines mentally
- Cross-reference details
- Check schedules against plans
- Note conflicts and questions
Common Drawing Issues
What to Watch For
- Incomplete details
- Scale inconsistencies
- Reference conflicts
- Missing dimensions
- Unclear scope boundaries
- Revision clouds without explanation
Specifications
Specification Organization
CSI MasterFormat Divisions organize by trade/system:
- Division 00: Procurement/Contracting
- Division 01: General Requirements
- Division 02-14: Sitework through Conveying
- Division 21-28: Mechanical/Fire/Plumbing/Electrical
- Division 31-35: Site and Infrastructure
- Division 40-49: Process Equipment
Specification Structure
Three-Part Format
- Part 1 - General: Administrative requirements, submittals, quality assurance
- Part 2 - Products: Materials, equipment, manufacturers
- Part 3 - Execution: Installation, application, procedures
Specification Review
Key Areas
- Submittals required
- Quality standards
- Acceptable manufacturers
- Installation requirements
- Testing requirements
- Warranty requirements
Pricing Implications
- Specified products may cost more
- Testing costs
- Special procedures
- Extended warranties
- Quality documentation
Division 01 Importance
General Requirements Often Include
- Summary of work
- Allowances
- Alternates
- Substitution procedures
- Temporary facilities
- Project meetings
- Submittals
- Quality requirements
- Closeout requirements
Don't Skip Division 01 These requirements affect every trade and overall project cost.
Contract Documents
General Conditions
Common Documents
- AIA A201
- ConsensusDocs 200
- EJCDC C-700
- Owner-specific forms
Key Provisions
- Contractor responsibilities
- Owner responsibilities
- Changes procedures
- Payment procedures
- Time provisions
- Claims procedures
- Insurance requirements
- Dispute resolution
Supplementary Conditions
Modifications to General Conditions
- Project-specific requirements
- Local law compliance
- Insurance modifications
- Specific procedures
- Timeline requirements
Read Carefully Supplementary conditions often contain significant risk allocation changes.
Special Conditions
Project-Specific Requirements
- Phasing requirements
- Access restrictions
- Security requirements
- Environmental constraints
- Regulatory compliance
Instructions to Bidders
What They Cover
Bid Procedures
- How to obtain documents
- Pre-bid meetings
- RFI procedures
- Bid submission requirements
- Bid security requirements
- Withdrawal procedures
Evaluation
- Responsiveness criteria
- Evaluation factors
- Award procedures
- Contract execution
Critical Information
Must Know
- Bid date, time, location
- Required bid security amount
- Required forms
- Submission format
- Addenda acknowledgment
Document Review Checklist
First Pass (Overview)
- [ ] Complete set of documents?
- [ ] Drawing list matches set
- [ ] Specification sections present
- [ ] Addenda included and reviewed
- [ ] Contract documents present
- [ ] Instructions to bidders reviewed
Second Pass (Detail)
Drawings
- [ ] All sheets reviewed
- [ ] Details cross-referenced
- [ ] Schedules checked
- [ ] Conflicts noted
- [ ] Questions documented
Specifications
- [ ] All sections reviewed
- [ ] Product requirements noted
- [ ] Submittals listed
- [ ] Special requirements flagged
- [ ] Division 01 thoroughly reviewed
Contract Terms
- [ ] Risk provisions identified
- [ ] Insurance requirements confirmed
- [ ] Payment terms understood
- [ ] Time requirements clear
- [ ] Claims procedures understood
Final Pass (Confirmation)
- [ ] Scope fully understood
- [ ] Quantities verified
- [ ] Conflicts addressed/qualified
- [ ] RFIs submitted for unclear items
- [ ] Pricing complete
RFI Process
When to Submit
Submit RFIs For
- Conflicting information
- Unclear details
- Missing information
- Ambiguous specifications
- Coordination questions
Effective RFIs
Good RFI Format
- Specific reference (drawing/spec)
- Clear question
- Suggested interpretation (optional)
- Impact statement (if time-sensitive)
Example "Drawing A-501, Detail 3 shows 6" base but Specification 09300 requires 4" base. Please clarify required thickness."
Using Responses
- Incorporate clarifications in pricing
- Note formal interpretation
- Document for potential claims
- Share with affected subcontractors
Bid Forms and Requirements
Standard Requirements
Typically Required
- Bid form completion
- Bid security
- Addenda acknowledgment
- Subcontractor listing
- Certifications
Form Completion
Accuracy Critical
- Follow instructions exactly
- Complete all blanks
- Sign where required
- Verify amounts match
Common Forms
Public Work
- Bid form
- Bid bond
- Non-collusion affidavit
- Responsibility forms
- DBE forms
- Certification forms
Electronic Documents
Working with PDFs
Best Practices
- Verify complete download
- Check for bookmarks
- Use measurement tools
- Layer control if available
- Print key sheets
Online Plan Rooms
Access Considerations
- Register early
- Verify all documents available
- Download for offline use
- Check addenda regularly
- Maintain access through award
Version Control
Tracking Changes
- Note document dates
- Compare to addenda
- Keep superseded versions
- Document which version priced
Team Document Review
Responsibility Assignment
Who Reviews What
- Lead estimator: overall coordination
- Estimators: assigned scope
- Superintendent: schedule/sequencing
- Project manager: contract terms
- Subcontractors: their scope
Coordination
Team Communication
- Document distribution
- Question collection
- Conflict identification
- Interpretation alignment
Conclusion
Thorough document review is not optional—it's the foundation of accurate bidding. Rushing through documents leads to missed scope, underpriced work, and project problems.
Develop systematic review processes that ensure nothing is missed. Use checklists. Assign responsibilities. Document questions and interpretations. Verify that your understanding matches the actual requirements before committing to a price.
The time invested in document review pays dividends throughout project execution.
ConstructionBids.ai provides quick access to bid documents and highlights key requirements, streamlining your document review process.
