Missing a bid deadline means automatic disqualification. Effective timeline management ensures you have adequate time to prepare thorough, competitive bids while never missing a submission deadline.
Understanding Bid Timelines
Typical Bid Cycle
| Phase | Duration | Activities | |-------|----------|------------| | Opportunity identification | Ongoing | Market monitoring | | Document review | 2-5 days | Initial assessment | | Bid/no-bid decision | 1-2 days | Go/no-go evaluation | | Detailed estimating | 1-3 weeks | Quantity takeoffs, pricing | | Subcontractor coordination | Overlapping | Quote solicitation | | Proposal preparation | 3-7 days | Document assembly | | Review and approval | 1-2 days | Final verification | | Submission | 1 day | Delivery |
Critical Dates to Track
From Bid Documents:
- Advertisement date
- Document availability date
- Pre-bid meeting date/time
- Site visit date/time
- Question deadline
- Addenda issuance period
- Bid due date/time
- Bid validity period
Planning Your Bid Schedule
Reverse Scheduling
Work backward from the due date:
Bid Due: Friday, January 24, 2025, 2:00 PM
Submission travel: 1 hour before = 1:00 PM
Final review: Morning of = 8:00 AM - 12:00 PM
Package assembly: Day before = Thursday
Final pricing: 2 days before = Wednesday
Sub quotes due: 3 days before = Tuesday 5 PM
Pricing complete: 4 days before = Monday
Takeoff complete: 1 week before = Friday, Jan 17
Site visit: As scheduled = January 10
Decision to bid: 2 weeks before = January 10
Document review: Upon release
Milestone Schedule Template
| Milestone | Target Date | Actual Date | Owner | |-----------|-------------|-------------|-------| | Bid identified | | | | | Documents obtained | | | | | Initial review complete | | | | | Bid/no-bid decision | | | | | Site visit attended | | | | | Questions submitted | | | | | Takeoff complete | | | | | Sub quotes received | | | | | Pricing complete | | | | | Proposal drafted | | | | | Internal review complete | | | | | Approval obtained | | | | | Bid submitted | | | |
Managing Multiple Bids
Capacity Planning
Before committing to bids, assess capacity:
Estimating Resources:
- Available estimator hours
- Current bid workload
- Complexity of opportunities
- Support staff availability
Workload Assessment: | Opportunity | Due Date | Est. Hours | Estimator | |-------------|----------|------------|-----------| | Project A | Jan 15 | 40 | Smith | | Project B | Jan 20 | 60 | Jones | | Project C | Jan 22 | 30 | Smith |
Priority Framework
When resources are limited, prioritize:
| Priority Level | Criteria | |----------------|----------| | 1 - Must pursue | High win probability, strategic importance | | 2 - Should pursue | Good fit, reasonable win chance | | 3 - Could pursue | Acceptable but not ideal | | 4 - Won't pursue | Low priority, decline |
Bid Calendar Management
Visual Calendar Elements:
- Bid due dates (prominent)
- Pre-bid meetings
- Site visits
- Question deadlines
- Internal milestones
- Review meetings
Subcontractor Coordination Timeline
Setting Sub Deadlines
Set subcontractor deadlines with buffer:
Bid Due: January 24, 2:00 PM
Recommended Sub Deadline: January 21, 5:00 PM
(3 days before bid due)
Minimum Acceptable: January 22, 2:00 PM
(2 days before bid due)
Latest Acceptable: January 23, 12:00 PM
(Day before, morning only)
Sub Quote Collection Schedule
| Activity | Timeline | |----------|----------| | Initial invitation | At project start | | Scope distribution | Within 3 days | | Sub questions | 1 week before sub deadline | | Quote reminders | 3 days before sub deadline | | Quote receipt | At sub deadline | | Quote evaluation | Day after sub deadline | | Follow-up for gaps | Immediately after evaluation |
Managing Late Quotes
Prevention Strategies:
- Clear deadline communication
- Multiple reminder points
- Relationship building
- Early quote incentives
When Quotes Are Late:
- Have backup subcontractors
- Carry adequate contingency
- Know your cut-off point
- Be prepared to self-perform or exclude
Document Review Timeline
Initial Review Priorities
Day 1-2 of receiving documents:
| Priority | Items to Review | |----------|-----------------| | 1 | Bid form requirements | | 2 | Bond requirements | | 3 | Qualification requirements | | 4 | Key specification sections | | 5 | Drawing review (major systems) | | 6 | Schedule requirements |
Detailed Review Schedule
| Phase | Timeline | Focus | |-------|----------|-------| | First pass | Days 1-3 | Overall scope, major items | | Detailed takeoff | Days 4-10 | Quantities, specifications | | Specialty review | Days 8-12 | Complex systems, details | | Final review | Days 12-14 | Verify completeness |
RFI and Question Management
Question Timeline
Track question deadlines carefully:
Typical Schedule:
- Questions due: 7-10 days before bid
- Responses via addendum: 5-7 days before bid
- Final addendum: 3-5 days before bid
RFI Process
| Step | Timeline | Action | |------|----------|--------| | Identify questions | During review | Document unclear items | | Prioritize questions | 2 days before deadline | Focus on bid-critical items | | Submit questions | By deadline | Formal RFI submission | | Track responses | Ongoing | Monitor for addenda | | Incorporate answers | Upon receipt | Update estimate |
Pre-Bid Meeting and Site Visit Schedule
Pre-Bid Meeting Preparation
Before Meeting:
- Review documents thoroughly
- Prepare questions
- Know attendance requirements
- Plan travel logistics
Meeting Day: | Time | Activity | |------|----------| | T-1 hour | Arrive at location | | T-30 min | Review materials, network | | Meeting time | Attend, take notes | | Post-meeting | Debrief, document findings |
Site Visit Planning
Visit Schedule:
- Confirm date and time
- Arrange appropriate personnel
- Prepare inspection checklist
- Plan documentation approach
- Allow adequate time
Final Days Before Bid
72 Hours Before
| Task | Status | |------|--------| | Takeoff complete | ☐ | | All sub quotes received or planned | ☐ | | Major pricing decisions made | ☐ | | All addenda reviewed | ☐ | | Proposal outline complete | ☐ |
48 Hours Before
| Task | Status | |------|--------| | All pricing complete | ☐ | | Proposal sections drafted | ☐ | | Subcontractor selection finalized | ☐ | | Bond confirmed with surety | ☐ | | Review meeting scheduled | ☐ |
24 Hours Before
| Task | Status | |------|--------| | Final pricing review complete | ☐ | | Proposal finalized | ☐ | | Internal approvals obtained | ☐ | | Bid form completed | ☐ | | All required documents assembled | ☐ | | Delivery logistics confirmed | ☐ |
Day of Submission
| Task | Timeline | |------|----------| | Final review of package | Morning | | Executive sign-off | By 10:00 AM | | Package assembly | By 11:00 AM | | Departure for delivery | Allow ample time | | Delivery confirmation | Document receipt |
Timeline Risk Management
Common Timeline Risks
| Risk | Mitigation | |------|------------| | Late subcontractor quotes | Multiple backup subs | | Addenda close to deadline | Build in buffer time | | Resource conflicts | Capacity planning | | Technical questions | Early document review | | Approval delays | Schedule reviews early |
Contingency Planning
Build buffers for:
- Unexpected complexity (+2-3 days)
- Late addenda review (+1-2 days)
- Approval delays (+1 day)
- Delivery issues (+2 hours)
Technology for Timeline Management
Tools and Systems
| Tool Type | Purpose | |-----------|---------| | Bid management software | Deadline tracking, notifications | | Project management | Task scheduling, assignments | | Calendar systems | Date reminders, sharing | | Document management | Version control, access |
Automation Opportunities
Automate:
- Deadline reminders
- Sub quote requests
- Status notifications
- Document distribution
Related Articles
- Construction Bid Deadline Management System
- How to Write Winning Construction Bid Proposals
- Construction Bid Management Software Comparison
Frequently Asked Questions
How much buffer time should I build into my schedule? Plan to complete all work at least 24 hours before the deadline. For complex bids, 48-72 hours of buffer is safer.
What if I can't get subcontractor quotes in time? Have backup strategies: alternate subs, budget pricing with contingency, or scope exclusions. Know your options before the deadline approaches.
How do I handle multiple bids due the same week? Careful capacity planning and prioritization. Consider declining lower-priority opportunities rather than submitting subpar bids for all.
Should I submit early or wait until the deadline? Submit early if possible. There's no advantage to waiting, but significant risk if last-minute issues arise.
How do I manage timeline when addenda are issued late? Build in buffer time, focus addendum review on material changes, and request deadline extensions when genuinely needed.
