Bid day is the culmination of days or weeks of estimating work. The pressure is intense, deadlines are firm, and small mistakes can disqualify an otherwise winning bid. This checklist helps ensure nothing falls through the cracks when it matters most.
The Week Before Bid Day
Document Review
Verify you have current documents:
- [ ] Latest drawings (check revision dates)
- [ ] Current specifications
- [ ] All issued addenda acknowledged
- [ ] Bid form is current version
- [ ] Contract documents reviewed
Confirm bid requirements:
- [ ] Submission deadline and location
- [ ] Required forms and format
- [ ] Number of copies needed
- [ ] Electronic vs. paper submission
- [ ] Bid security requirements
Subcontractor Coordination
Reach out to subs:
- [ ] Confirm expected bid coverage
- [ ] Remind of your deadline (before bid time)
- [ ] Clarify scope divisions
- [ ] Request final pricing commitment
- [ ] Identify backup options
Track sub bid status:
| Trade | Primary Sub | Backup | Status | |-------|-------------|--------|--------| | Electrical | ABC Electric | XYZ Power | Expected | | Mechanical | Quick HVAC | Air Pros | Received | | Plumbing | Pro Plumb | Pipe Works | Expected |
Estimate Review
Final estimate check:
- [ ] All scope items included
- [ ] Quantities verified
- [ ] Labor rates current
- [ ] Material prices confirmed
- [ ] Equipment costs included
- [ ] Overhead and profit applied
Day Before Bid Day
Administrative Preparation
Prepare bid documents:
- [ ] Bid form filled out (except price)
- [ ] Required certifications completed
- [ ] Subcontractor list prepared (if required)
- [ ] Non-collusion affidavit ready
- [ ] Insurance certificates available
- [ ] License information verified
Bid bond (if required):
- [ ] Surety notified of bid
- [ ] Bond amount confirmed
- [ ] Bond form approved
- [ ] Original will be available for submission
Prepare submission materials:
- [ ] Envelopes/packaging ready
- [ ] Labels prepared
- [ ] Return address correct
- [ ] Copies made as required
Logistics Planning
Confirm submission method:
For physical delivery:
- [ ] Delivery location confirmed
- [ ] Building access requirements known
- [ ] Parking identified
- [ ] Travel time estimated (with buffer)
- [ ] Messenger/delivery person assigned
For electronic submission:
- [ ] Portal login credentials tested
- [ ] Upload process understood
- [ ] File format requirements confirmed
- [ ] Internet connection reliable
- [ ] Backup submission method identified
Team Coordination
Assign bid day roles:
- [ ] Estimator finalizing numbers
- [ ] Person receiving sub bids
- [ ] Person checking documents
- [ ] Person handling delivery
- [ ] Backup personnel identified
Communication plan:
- [ ] Contact numbers exchanged
- [ ] Check-in times established
- [ ] Problem escalation path clear
Bid Day Morning
Early Start
Begin well before deadline:
- [ ] All team members present
- [ ] Workspace organized
- [ ] Communication systems working
- [ ] Bid documents laid out
Monitor communications:
- [ ] Check email for addenda
- [ ] Check agency website for updates
- [ ] Phone lines open for subs
- [ ] Fax machine working (if used)
Subcontractor Bids
Receiving sub bids:
- [ ] Log all incoming bids
- [ ] Note time received
- [ ] Verify scope coverage
- [ ] Check for qualifications/exclusions
- [ ] Compare to estimate
Sub bid comparison worksheet:
| Trade | Sub Name | Amount | Scope Notes | Selected | |-------|----------|--------|-------------|----------| | Electrical | ABC | $145,000 | Complete | Yes | | Electrical | DEF | $152,000 | Complete | No | | Electrical | GHI | $138,000 | Missing fire alarm | No |
Watch for:
- [ ] Last-minute better prices
- [ ] Scope gaps between subs
- [ ] Unusually low bids (verify scope)
- [ ] Missing trade coverage
Final Number Assembly
Build your bid:
- [ ] Enter selected sub bids
- [ ] Add your direct work costs
- [ ] Apply overhead and profit
- [ ] Calculate total bid
- [ ] Check math (multiple times)
Review checklist:
- [ ] All trades covered
- [ ] Self-performed work included
- [ ] General conditions complete
- [ ] Bonds and insurance included
- [ ] Contingency considered
- [ ] Final number makes sense
Final Hours Before Deadline
Document Assembly
Complete bid form:
- [ ] Enter final bid amount
- [ ] Write amount in words and numbers
- [ ] Sign all required places
- [ ] Date correctly
- [ ] Check for blank fields
Attach required items:
- [ ] Bid bond or security
- [ ] Addenda acknowledgment
- [ ] Subcontractor list
- [ ] Required certifications
- [ ] Any other required forms
Final document review:
- [ ] All pages present
- [ ] Correct number of copies
- [ ] Signatures complete
- [ ] No blank required fields
- [ ] Package properly assembled
Quality Check
Have second person verify:
- [ ] Bid amount correct
- [ ] Math is accurate
- [ ] All forms complete
- [ ] Signatures present
- [ ] Package contents correct
Common last-minute catches:
- Transposed numbers
- Wrong project name
- Missing signature
- Unsigned bond
- Wrong date
Submission
For physical delivery:
- [ ] Package sealed
- [ ] Properly labeled
- [ ] Delivered to correct location
- [ ] Submitted before deadline
- [ ] Receipt obtained
For electronic submission:
- [ ] Files properly named
- [ ] Correct format (PDF, etc.)
- [ ] Upload completed
- [ ] Confirmation received
- [ ] Screenshot/record saved
Post-Submission
Immediate Actions
Document your bid:
- [ ] Save copy of submitted bid
- [ ] Record final sub selections
- [ ] Note any qualifications made
- [ ] File estimate backup
Notify team:
- [ ] Confirm successful submission
- [ ] Share bid amount (internal)
- [ ] Thank sub bidders
- [ ] Schedule follow-up
Bid Opening
If public opening:
- [ ] Attend if possible
- [ ] Record all bid amounts
- [ ] Note apparent low bidder
- [ ] Get official bid tabulation
If not attending:
- [ ] Request bid results
- [ ] Check agency website
- [ ] Follow up for tabulation
Emergency Procedures
What If Things Go Wrong
Missing sub coverage:
- Use budget/estimate number with contingency
- Call backup subs immediately
- Note as allowance if permitted
- Consider self-performing if capable
Technical problems:
- Have backup submission method ready
- Contact agency immediately
- Document all issues
- Request extension if warranted
Transportation issues:
- Leave extra early
- Have backup delivery person
- Know alternate routes
- Electronic backup if possible
Late sub bids:
- Have cutoff time for incorporation
- Know your process for last-minute changes
- Double-check all adjustments
- Don't rush into errors
When to Walk Away
Consider withdrawing if:
- Major scope coverage gap
- Critical error discovered
- Numbers don't make sense
- Risk is too high
Bid Day Don'ts
Avoid These Mistakes
Don't:
- Wait until the last minute to assemble
- Ignore sub bid qualifications
- Skip the math verification
- Rush the final review
- Miss the submission deadline
- Submit incomplete documents
- Forget the bid bond
Don't accept:
- Sub bids with hidden exclusions
- Unrealistic low numbers
- Incomplete scope coverage
- Verbal pricing without backup
Continuous Improvement
Post-Bid Review
After every bid:
- [ ] Compare your price to competition
- [ ] Analyze where you were high/low
- [ ] Review sub selection decisions
- [ ] Identify process improvements
- [ ] Update cost database
Refine Your Process
- Document what worked
- Fix what didn't
- Train team members
- Update checklists
- Improve for next time
Conclusion
Bid day success comes from preparation and process. This checklist helps ensure that when the deadline arrives, your bid is:
- Complete with all required documents
- Accurate in pricing and math
- Compliant with all requirements
- Delivered on time
Create your own customized checklist based on your company's process and the specific requirements you commonly encounter. Review and update it regularly. A solid bid day routine reduces stress, prevents errors, and gives you the best chance of winning profitable work.
ConstructionBids.ai provides clear deadline information and bid requirements upfront, helping you prepare and plan for successful bid day execution.
