Subcontractor coverage can make or break your bid. Having competitive sub pricing for every scope is essential for submitting a winning number. But getting reliable subs to bid your project requires relationship building, clear communication, and efficient bid day processes. Here's how to excel at subcontractor outreach.
Building Your Subcontractor Network
Quality Over Quantity
Develop relationships with:
- Reliable, responsive subcontractors
- Competitive pricing in each trade
- Multiple options per scope
- Specialists for unique work
Evaluating Subcontractors
Assess potential subs on:
- Quality of work
- Pricing competitiveness
- Reliability and responsiveness
- Financial stability
- Safety record
- Capacity and workforce
Maintaining Relationships
Stay connected:
- Communicate regularly
- Award work when competitive
- Pay promptly and fairly
- Handle issues professionally
- Provide feedback on bids
Pre-Bid Outreach
Initial Project Notification
When you decide to bid:
- Notify your regular subs immediately
- Provide project overview
- Share key dates and requirements
- Confirm interest
Include in notification:
- Project name and location
- Owner/client
- Estimated value
- Bid date and time
- Scope overview
- Pre-bid meeting info
- Link to documents
Document Distribution
Make it easy for subs to bid:
- Provide access to plans and specs
- Share plan room links
- Distribute relevant sections
- Highlight scope-specific details
Setting Expectations
Clarify upfront:
- Deadline for sub bids
- Required format
- Scope definitions
- Inclusions/exclusions needed
- Your contact information
Scope Definition
Clear Scope Packages
Define precisely:
- What's included in each scope
- Interface points between trades
- Who provides what
- Allowances and alternates
Scope Breakdown Example
ELECTRICAL SCOPE PACKAGE
Include:
- Complete electrical per plans/specs
- Temporary power
- Fire alarm system
- Low voltage rough-in
- Light fixtures (furnished by GC)
Exclude:
- Owner-furnished equipment connections
- Security system
- Access control
Provide unit prices for:
- Additional circuits
- Additional data drops
Avoiding Gaps and Overlaps
Coordinate:
- Identify interface points
- Clarify responsibility at transitions
- Document who provides what
- Review for completeness
Bid Day Sub Coordination
Timing Your Deadline
Set sub bid deadline:
- Before your bid deadline (2-4 hours minimum)
- Allow time for comparison
- Leave buffer for late bids
- Communicate clearly
Receiving Sub Bids
Systems for collection:
- Dedicated email address
- Online submission portal
- Fax machine
- Phone coverage
Process:
- Log every bid received
- Note time of receipt
- Verify scope coverage
- Flag questions immediately
Sub Bid Log Template
| Trade | Sub Name | Time Received | Amount | Scope Complete | Notes | |-------|----------|---------------|--------|----------------|-------| | HVAC | Air Comfort | 9:45am | $285,000 | Yes | | | HVAC | Cool Systems | 10:15am | $298,500 | Yes | No VRF | | Electrical | Bright Power | 9:30am | $182,000 | Partial | Missing FA | | Electrical | Volt Electric | 10:30am | $175,500 | Yes | |
Comparing Sub Bids
Apples-to-Apples Comparison
Evaluate each bid:
- Does it cover full scope?
- What's excluded?
- What are the qualifications?
- Are there alternates?
Scope Verification
Check every bid for:
- All specification sections covered
- All drawing sheets addressed
- Required inclusions present
- No unexpected exclusions
Price Analysis
Consider:
- Total price competitiveness
- Scope completeness
- Sub's reliability
- Hidden costs
- Value factors
Red Flags
Watch for:
- Significantly low prices (missing scope?)
- Extensive exclusions
- Unusual qualifications
- Vague scope descriptions
- First-time bidder inconsistencies
Last-Minute Sub Management
Handling Late Bids
Prepare for:
- Bids arriving at deadline
- Better prices coming late
- Changed prices
- Scope adjustments
Process:
- Have system for quick entry
- Verify scope before using
- Double-check all changes
- Know your cutoff
Chasing Missing Coverage
If a scope isn't covered:
- Call backup subs immediately
- Use estimate/budget number
- Include allowance
- Note the gap
When Subs Don't Bid
Possible reasons:
- Didn't receive invitation
- Too busy
- Not interested in project
- Price isn't competitive
- Relationship issues
Response:
- Use backup subs
- Apply your own estimate
- Include contingency
- Build relationship for next time
Subcontractor Selection Criteria
Beyond Lowest Price
Consider:
- Past performance
- Current workload
- Team familiarity
- Quality reputation
- Safety record
- Financial stability
When to Pay More
Higher price may be worth it for:
- Critical path work
- Complex scope
- Repeat client requirement
- Quality-sensitive areas
- High-risk activities
Building Long-Term Relationships
Invest in reliable subs:
- Award work consistently
- Work through issues fairly
- Provide constructive feedback
- Help them improve
Communication Excellence
Clear Invitations
Include all needed information:
- Project details
- Document access
- Scope definition
- Bid requirements
- Contact information
- Key dates
Responsive Communication
During bid period:
- Answer questions promptly
- Share addenda immediately
- Provide clarifications
- Update on changes
Post-Bid Follow-Up
After the bid:
- Notify of selection (win or lose)
- Provide feedback on pricing
- Thank them for bidding
- Maintain the relationship
Technology for Sub Management
Bid Management Software
Features to use:
- Sub database
- Invitation automation
- Bid collection
- Comparison tools
Communication Tools
Efficient outreach:
- Email templates
- Mass communication
- Document sharing
- Online plan rooms
Tracking Systems
Organize information:
- Bid logs
- Sub databases
- Coverage tracking
- Historical data
Common Outreach Mistakes
Communication Failures
Avoid:
- Late notifications
- Incomplete information
- Poor document access
- Unclear scope definitions
Relationship Damage
Don't:
- Always chase lowest price only
- Never award work
- Be unreasonable on terms
- Forget to communicate results
Process Problems
Watch for:
- Disorganized bid day
- Lost or missed bids
- Scope gaps
- Last-minute chaos
Building Your Reputation
Be a Good GC to Bid For
Subs prefer GCs who:
- Pay fairly and on time
- Communicate clearly
- Treat subs professionally
- Have organized bid processes
- Award work consistently
Earning Sub Loyalty
Long-term relationship building:
- Consistent, fair treatment
- Professional conduct
- Clear expectations
- Mutual respect
- Win-win approach
Conclusion
Subcontractor outreach is a critical skill that directly impacts your competitiveness. Success requires:
- Strong sub relationships
- Clear scope definition
- Efficient bid day processes
- Effective communication
- Fair dealing
The best general contractors build networks of quality subcontractors who want to bid their work. These relationships develop over time through professional conduct, fair treatment, and consistent communication.
Invest in your sub network, run organized bid processes, and maintain professional relationships. The result is better coverage, more competitive pricing, and stronger project teams when you win.
ConstructionBids.ai helps you share project opportunities with your subcontractor network, streamlining outreach and improving bid coverage.
