Bid day for general contractors centers on one critical activity: managing the flood of subcontractor quotes that arrive in the final hours before bid submission. Success depends on systems that efficiently collect, evaluate, and incorporate these quotes while avoiding costly scope gaps or errors.
The Bid Day Challenge
Understanding the dynamics of sub quote management helps you prepare effectively.
Why Quotes Come Late
Subcontractor motivations:
- Competitive pressure (fear of bid shopping)
- Last-minute material pricing updates
- Waiting for their own sub quotes
- Final scope clarifications
- Strategic timing for best position
Reality of timing:
- 40% of quotes arrive in last 2 hours
- 25% arrive in final 30 minutes
- 10% arrive in last 10 minutes
- Some arrive after bid deadline
Consequences of Poor Quote Management
- Missed scope in your bid
- Duplicated scope across subs
- Mathematical errors in bid
- Using uncompetitive quotes
- Exceeding bid submission time
Pre-Bid Preparation
Effective bid day starts with thorough preparation.
Solicitation Strategy
Begin sub outreach early:
- Send bid invitations 2-3 weeks before bid
- Follow up at 1 week out
- Call key subs 2-3 days before bid
- Final push day before bid
Diversify your sub pool:
- Contact 4-6 subs per scope
- Include regular partners
- Add new qualified subs
- Consider specialty capabilities
Scope Definition
Create clear bid packages:
- Define scope boundaries precisely
- List included items explicitly
- Specify excluded items
- Note interface points with other trades
- Reference specification sections
Example scope package:
SCOPE: Drywall and Acoustical Ceilings
INCLUDES:
- Metal stud framing per specs
- Gypsum board per finish schedule
- Acoustical ceiling grid and tile
- All related accessories and trim
- Fire-rated assemblies per drawings
EXCLUDES:
- Blocking provided by others
- Access panels (by mechanical trades)
- Fire stopping (separate contract)
SPECS: 09 22 16, 09 29 00, 09 51 00
DRAWINGS: A3.01-A3.12
Bid Analysis Setup
Prepare leveling worksheets:
- List all required scope items
- Create columns for each sub
- Include space for notes and clarifications
- Pre-identify critical scope items
- Set up formulas for totals
Bid Day Organization
Structure bid day for maximum efficiency.
Team Roles
Assign clear responsibilities:
| Role | Responsibilities | |------|-----------------| | Bid Manager | Overall coordination, final decisions | | Quote Receivers | Log incoming quotes, initial review | | Scope Analysts | Verify coverage, identify gaps | | Spreadsheet Operator | Enter numbers, calculate totals | | Runner/Communicator | Follow up calls, clarifications |
Communication Systems
Quote receiving channels:
- Dedicated bid email address
- Fax machine (still used by many subs)
- Online bid management portal
- Phone for verbal quotes
- Bid day text message updates
Quote logging protocol:
- Time stamp every quote
- Assign sequential number
- Note receiving method
- Flag for immediate review
- Track revisions separately
Physical Setup
Organize bid room:
- Large display screens for status
- Dedicated phone lines
- Printer for incoming faxes
- Wall space for posted status
- Separate quiet area for analysis
Quote Analysis Procedures
Systematic analysis prevents costly mistakes.
Initial Quote Review
For each incoming quote, verify:
- Subcontractor name and contact
- Project identification
- Scope of work description
- Base bid amount
- Alternates if applicable
- Exclusions and qualifications
- Duration/schedule assumptions
Scope Verification Checklist
Check against your scope package:
- [ ] All specification sections covered
- [ ] All drawing references included
- [ ] Alternates priced if required
- [ ] Allowances included/excluded clearly stated
- [ ] Unit prices provided if requested
- [ ] Schedule requirements acknowledged
Red Flags to Watch
Be alert for:
- Unusually low prices (scope missing?)
- Unusually high prices (included extras?)
- Extensive exclusions list
- "Per plans and specs" without detail
- Conditional pricing language
- Missing required information
Bid Leveling Techniques
Leveling ensures apples-to-apples comparison.
Creating a Level Comparison
Standard leveling worksheet structure:
| Scope Item | Sub A | Sub B | Sub C | Sub D | |------------|-------|-------|-------|-------| | Base scope | $145K | $152K | $138K | $149K | | Excludes blocking | -$3K | Inc | -$3K | Inc | | Missing ceiling | +$8K | Inc | Inc | +$8K | | Adjusted Total | $150K | $152K | $141K | $157K |
Adding for Missing Scope
When a sub excludes required scope:
- Get price from another sub's breakdown
- Use historical unit costs
- Add conservative allowance
- Note the adjustment clearly
Deducting for Extra Scope
When a sub includes items you've covered elsewhere:
- Verify the overlap
- Get breakout price if possible
- Estimate from other quotes
- Document your adjustment
Last-Hour Decision Making
The final hour requires efficient decision protocols.
Setting Cut-Off Times
Establish and communicate:
- Quote revision cutoff: 30 min before bid
- Final quote acceptance: 15 min before bid
- Spreadsheet lock: 10 min before bid
- Final review: 5 min before bid
Evaluating Late Quotes
Quick assessment criteria:
- Is it significantly lower?
- Is the sub reliable?
- Is scope clearly defined?
- Do you have time to verify?
- What's the risk if wrong?
Making Final Selections
Decision framework:
- Lowest responsive quote preferred
- Consider reliability and relationship
- Factor in scope confidence
- Weight schedule capability
- Account for project-specific needs
Managing Quote Revisions
Multiple revisions from subs are common on bid day.
Revision Tracking
For each revision:
- Clearly mark superseded quotes
- Note time of new quote
- Identify what changed
- Verify it's intentional reduction
- Update spreadsheet immediately
Understanding Revision Patterns
- First revision: Often corrects errors
- Second revision: Usually competitive adjustment
- Third+ revisions: May signal desperation
When to Stop Accepting Revisions
Balance competitive pricing against:
- Time needed for verification
- Risk of last-second errors
- Reliability of pricing
- Your bid submission deadline
Common Bid Day Problems
Anticipate and plan for typical issues.
Missing Coverage
When no quote received for a scope:
- Use plug number from estimate
- Contact sub directly for verbal
- Check if scope in another trade
- Add contingency to cover risk
Conflicting Scopes
When subs have different scope understanding:
- Identify the conflict quickly
- Determine correct requirement
- Adjust quotes to common basis
- Document your assumptions
Bid Shopping Claims
Protect your reputation:
- Don't share sub prices with competitors
- Don't negotiate prices on bid day
- Keep quote information confidential
- Use quotes as submitted
- Document your process
Technology for Bid Day
Modern tools improve bid day efficiency.
Bid Management Software
Popular platforms:
- Building Connected
- SmartBid
- iSqFt
- Procore Bid Management
- BuildingBlok
Benefits:
- Centralized quote collection
- Automatic logging and time-stamping
- Built-in leveling tools
- Communication tracking
- Historical data access
Spreadsheet Best Practices
If using spreadsheets:
- Lock cells with formulas
- Use data validation
- Create dropdown lists for subs
- Build automatic totals
- Include check figures
- Color-code final selections
Post-Bid Activities
Bid day isn't over when the bid is submitted.
Quote Documentation
Immediately after bid:
- Archive all received quotes
- Document final selections
- Note any verbal commitments
- Save spreadsheets with time stamp
- File backup documentation
Subcontractor Communication
Notify subcontractors:
- Thank all who submitted
- Inform of bid result when known
- Discuss award timeline
- Request quote validity extension if needed
Lessons Learned
Review and improve:
- What quotes were missing?
- Which subs were reliable?
- Where did scope gaps occur?
- What can improve next time?
- Update preferred sub lists
Building Better Subcontractor Relationships
Long-term relationships improve bid day results.
Encouraging Early Quotes
Strategies that work:
- Provide complete bid packages early
- Respond to RFIs promptly
- Share schedule information
- Communicate clearly and consistently
- Build trust over multiple projects
Rewarding Good Partners
Recognize reliable subcontractors:
- Award work when competitive
- Pay promptly on awarded projects
- Provide referrals
- Include in invited bid lists
- Give advance notice of opportunities
ConstructionBids.ai helps general contractors find projects and build subcontractor networks. Track projects from planning through bidding to give your team and subcontractors maximum preparation time.
