Construction Bid Review Checklist: 50 Points Before You Submit

Construction Bid Review Checklist: 50 Points Before You Submit

A single oversight can cost you a project—or worse, win you a job at a loss. This comprehensive checklist covers the critical review points every estimator should verify before hitting submit.

Pre-Submission Review Process

Why Checklists Matter

Even experienced estimators make mistakes under deadline pressure. Systematic review catches:

• Mathematical errors
• Scope gaps
• Specification misses
• Pricing mistakes
• Documentation failures

Build checklist review into your standard process, not as an afterthought but as an essential step.

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The 50-Point Bid Review Checklist

Document Completeness (Points 1-10)

1. All addenda acknowledged

• [ ] Verify you have all issued addenda
• [ ] Confirm acknowledgment on bid form
• [ ] Incorporate all addenda changes in pricing

2. Bid form properly completed

• [ ] All blanks filled in
• [ ] No alterations without proper correction
• [ ] Written and numerical amounts match

3. Required signatures obtained

• [ ] Authorized signatory used
• [ ] All required signature lines completed
• [ ] Notarization if required

4. Bid bond included

• [ ] Correct bond amount
• [ ] Properly executed by surety
• [ ] Original document (not copy)

5. Required certifications attached

• [ ] Non-collusion affidavit
• [ ] Drug-free workplace certification
• [ ] Equal opportunity statements
• [ ] Other project-specific certifications

6. Subcontractor list completed

• [ ] All required trades listed
• [ ] License numbers included
• [ ] Contact information accurate

7. Insurance certificates current

• [ ] Coverage meets requirements
• [ ] Expiration dates valid
• [ ] Project-specific endorsements if required

8. Qualification documents included

• [ ] Experience statements
• [ ] Financial information if required
• [ ] Personnel resumes
• [ ] Safety records

9. Schedule/timeline submitted

• [ ] Meets project requirements
• [ ] Realistic durations
• [ ] Key milestones identified

10. All attachments present

• [ ] Number attachments match requirements
• [ ] All referenced documents included
• [ ] Proper labeling and organization

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Scope Verification (Points 11-20)

11. All specification sections covered

• [ ] Every applicable section priced
• [ ] No divisions overlooked
• [ ] Division 01 requirements included

12. Drawing review complete

• [ ] All sheets reviewed
• [ ] Details cross-referenced
• [ ] Schedules extracted

13. Alternates properly priced

• [ ] All alternates addressed
• [ ] Add/deduct clearly indicated
• [ ] Consistent with base bid assumptions

14. Unit prices included

• [ ] All required unit prices
• [ ] Reasonable and defensible rates
• [ ] Consistent units of measure

15. Allowances carried

• [ ] All specified allowances included
• [ ] Correct amounts
• [ ] Handling costs addressed

16. Owner-furnished items excluded

• [ ] OFI scope clearly identified
• [ ] Installation costs included if required
• [ ] Coordination costs addressed

17. Exclusions documented

• [ ] Clear scope boundaries
• [ ] Exclusions match bid requirements
• [ ] No improper exclusions

18. Clarifications listed

• [ ] Assumptions documented
• [ ] Ambiguities addressed
• [ ] Interpretations stated

19. Phasing requirements addressed

• [ ] Multiple phases priced correctly
• [ ] Remobilization costs included
• [ ] Schedule impacts considered

20. Temporary facilities included

• [ ] Temporary power
• [ ] Temporary water
• [ ] Temporary barriers/protection
• [ ] Site office if required

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Quantity Verification (Points 21-30)

21. Takeoff checked for accuracy

• [ ] Measurements verified
• [ ] Unit conversions correct
• [ ] Count items confirmed

22. Waste factors applied

• [ ] Appropriate waste percentages
• [ ] Material-specific factors
• [ ] Layout efficiency considered

23. Repetitive elements counted correctly

• [ ] All floors/wings included
• [ ] Typical details multiplied properly
• [ ] Schedule counts verified

24. Complex areas measured

• [ ] Irregular shapes calculated
• [ ] Multiple height areas addressed
• [ ] Transitions and terminations included

25. Scale verified on all drawings

• [ ] Scales confirmed before takeoff
• [ ] Scaling tools calibrated
• [ ] Non-scaled drawings noted

26. Quantity crosscheck performed

• [ ] Key quantities verified by second method
• [ ] Reasonableness check against similar projects
• [ ] Square foot ratios compared

27. Negative quantities explained

• [ ] Credits properly applied
• [ ] Deducts verified
• [ ] Net quantities correct

28. Linear and square measures distinguished

• [ ] Correct units used
• [ ] Conversions accurate
• [ ] Pricing matches units

29. Quantity summary complete

• [ ] All items totaled
• [ ] Nothing omitted from summary
• [ ] Categories organized logically

30. Quantity documentation retained

• [ ] Takeoff sheets organized
• [ ] Digital files saved
• [ ] Ready for questions

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Pricing Verification (Points 31-40)

31. Labor rates current

• [ ] Prevailing wages if applicable
• [ ] Union rates if required
• [ ] Benefits and burden included

32. Material prices valid

• [ ] Quotes current (not expired)
• [ ] Escalation considered if needed
• [ ] Delivery costs included

33. Subcontractor quotes verified

• [ ] Scope matches requirements
• [ ] Exclusions reviewed
• [ ] Complete coverage confirmed

34. Equipment costs included

• [ ] Rental rates current
• [ ] Mobilization/demobilization
• [ ] Operator costs if separate

35. Productivity factors appropriate

• [ ] Site conditions considered
• [ ] Working hours/shifts addressed
• [ ] Weather impacts if applicable

36. General conditions priced

• [ ] Supervision
• [ ] Site management
• [ ] Project duration costs

37. Overhead allocation correct

• [ ] Home office overhead
• [ ] Project overhead
• [ ] Appropriate allocation method

38. Profit margin applied

• [ ] Competitive but adequate margin
• [ ] Risk-appropriate percentage
• [ ] Consistent with strategy

39. Mathematical accuracy verified

• [ ] Extensions checked (qty × unit price)
• [ ] Summations verified
• [ ] Final total confirmed

40. Spreadsheet formulas audited

• [ ] No broken links
• [ ] Correct cell references
• [ ] Hidden rows/columns checked

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Risk and Final Review (Points 41-50)

41. Contract terms reviewed

• [ ] Payment terms acceptable
• [ ] Retainage reasonable
• [ ] Change order provisions understood

42. Liquidated damages considered

• [ ] LD amounts known
• [ ] Schedule risk assessed
• [ ] Contingency adequate

43. Insurance requirements met

• [ ] Coverage limits sufficient
• [ ] Special coverages priced
• [ ] Policy availability confirmed

44. Bonding capacity available

• [ ] Project within limits
• [ ] Surety pre-approved
• [ ] Premium in estimate

45. Site conditions addressed

• [ ] Access limitations
• [ ] Staging constraints
• [ ] Working hour restrictions

46. Contingency appropriate

• [ ] Risk-based amount
• [ ] Neither too high nor too low
• [ ] Itemized justification

47. Competitive position assessed

• [ ] Price realistic for market
• [ ] Value proposition clear
• [ ] Win strategy defined

48. Submission requirements met

• [ ] Correct delivery address
• [ ] Submission deadline achievable
• [ ] Required copies/format

49. Final review by second estimator

• [ ] Fresh eyes on numbers
• [ ] Assumptions challenged
• [ ] Errors caught

50. Authorization obtained

• [ ] Management approval
• [ ] Pricing authority confirmed
• [ ] Bid/no-bid decision documented

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Using This Checklist Effectively

Timing

Build adequate review time into your schedule:

| Bid Size | Minimum Review Time | |----------|-------------------| | Under $500K | 2-4 hours | | $500K - $2M | 4-8 hours | | $2M - $10M | 1-2 days | | Over $10M | 2-3 days |

Responsibility

Assign clear review responsibilities:

• Lead estimator: Scope and pricing
• Second estimator: Math verification
• Operations: Schedule and feasibility
• Management: Strategy and authorization

Documentation

Keep records of reviews:

• Completed checklists in bid file
• Notes on items requiring follow-up
• Sign-offs from reviewers
• Changes made during review

Common Oversights This Checklist Catches

Based on post-bid analysis, common errors include:

1. Missing addenda (especially last-minute issues)
2. Incomplete subcontractor coverage
3. Omitted general conditions items
4. Math errors in summations
5. Outdated labor rates
6. Incorrect unit conversions
7. Missing signature or bond
8. Wrong submission address

Conclusion

This 50-point checklist represents lessons learned from thousands of bids. Customize it for your specific operations, but don't skip the review process. The time invested in systematic checking pays for itself many times over in avoided errors and improved win rates.

Make checklist review a non-negotiable part of every bid, regardless of size or deadline pressure. Your reputation—and your profitability—depend on it.

For help managing your bid pipeline and ensuring nothing falls through the cracks, explore construction bid management solutions designed for professional contractors.