Construction Bids and RFPs: Complete Guide to Winning More Work 2025

Understanding construction bids and RFPs is fundamental to growing a successful contracting business. These two procurement methods account for virtually all public construction opportunities and a significant portion of private work. Mastering both opens more doors and increases your win rate.

This comprehensive guide covers everything contractors need to know about bids and RFPs—from understanding the key differences to finding opportunities and developing winning strategies for each procurement type.

The Bottom Line

Bids are price-focused competitions where lowest responsive bidder wins. RFPs are qualifications-based selections where best value—combining experience, approach, and price—determines the winner. Different strategies apply to each.

Construction Bids and RFPs: An Overview

Construction procurement takes two primary forms: competitive sealed bids (also called Invitations for Bid/IFB) and Requests for Proposals (RFPs). Each serves different purposes and requires different response strategies.

Competitive Sealed Bids

Price-based selection for clearly defined scopes.

• Lowest responsive bid wins
• Complete plans and specifications provided
• No negotiation after bid opening
• Bid bond required (typically 10%)
• Public bid opening

Request for Proposals (RFPs)

Best-value selection based on multiple criteria.

• Qualifications + approach + price evaluated
• Performance specifications (not prescriptive)
• Negotiation typically allowed
• Interviews often required
• Evaluation committee scores proposals

Key Differences: Bids vs RFPs

Understanding these fundamental differences guides your approach to each opportunity type.

Factor	Sealed Bid	RFP
Selection Criteria	Lowest price wins	Best value (weighted criteria)
Scope Definition	Complete, prescriptive specs	Performance-based, flexible
Contractor Input	Build exactly to plans	Innovation encouraged
Negotiation	Not allowed	Usually allowed
Price Disclosure	Public bid opening	Often confidential
Interviews	Rarely used	Common (shortlist stage)
Response Effort	Estimating-focused	Writing-intensive
Timeline	2-4 weeks typical	4-12 weeks typical

When Each Method is Used

Project characteristics and delivery method determine whether an owner uses bids or RFPs.

Sealed Bids Are Used For

Design-bid-build public works
Projects with complete drawings/specs
Commodity-like construction
When price is primary consideration
Legal requirements mandate low-bid

RFPs Are Used For

Design-build projects
CMAR/CM at-Risk delivery
Professional services (A&E, CM)
Complex or specialized work
When qualifications matter most

Industry Trend

Alternative delivery methods (design-build, CMAR) using RFPs have grown from 20% to over 45% of public construction over the past decade, reflecting owners' desire for contractor expertise during planning and reduced adversarial relationships.

Finding Construction Bids and RFPs

Consistent opportunity discovery requires monitoring multiple sources systematically.

Government Sources

• SAM.gov (federal)
• State procurement portals
• PlanetBids (municipal)
• BidNet Direct
• Agency websites

Aggregators

• ConstructionBids.ai
• Dodge Data
• ConstructConnect
• BidClerk
• BuildingConnected

Private Sector

• AGC plan rooms
• GC bid lists
• Developer relationships
• Architecture firms
• Industry associations

Recommendation

Use a bid aggregator like ConstructionBids.ai for comprehensive coverage across thousands of sources, plus direct registration with your most active local agencies for earliest access to opportunities.

The Construction Bid Process

Sealed bid competitions follow a standardized process with strict rules ensuring fair competition.

Bid Process Timeline

Advertisement (Day 0)

Owner publishes Notice Inviting Bids through legal publication and procurement portals.

Plan Room/Download (Day 1-3)

Contractors obtain bid documents from plan room or electronic download portal.

Pre-Bid Meeting (Week 1-2)

Site visit and Q&A session. May be mandatory—check bid documents.

Questions Due (Week 2)

Submit RFIs in writing. Responses issued via addenda to all bidders.

Bid Day (Week 3-4)

Sealed bids due by specified time. Public opening and reading of bid amounts.

Evaluation & Award (Week 4-6)

Owner verifies apparent low bidder's responsiveness, license, bonds. Award to lowest responsive, responsible bidder.

The Construction RFP Process

RFP selections involve evaluation committees, scoring, and often interviews before final selection.

RFP Process Timeline

RFP Release (Day 0)

Owner publishes RFP with project description, requirements, and evaluation criteria.

Pre-Proposal Conference (Week 1-2)

Meeting to discuss scope, answer questions, understand owner priorities.

Questions Deadline (Week 2-3)

Written questions compiled and responses distributed via addendum.

Proposals Due (Week 4-6)

Detailed proposals submitted including qualifications, approach, and fee.

Evaluation (Week 6-8)

Selection committee scores proposals against published criteria.

Shortlist Interviews (Week 8-10)

Top 3-5 firms present to committee. Key personnel must attend.

Selection & Negotiation (Week 10-14)

Top-ranked firm selected. Contract scope, terms, and fee negotiated.

Winning Strategies for Bids and RFPs

Different strategies apply to price-based bids versus qualifications-based RFPs.

Bid Strategies

Accurate estimating: Thorough takeoff prevents money-losing bids
Sub coverage: Get multiple quotes for major trades
Pre-bid meetings: Understand site conditions and hidden issues
Addenda review: Incorporate all changes before pricing
Complete forms: Missing signatures cause disqualification

RFP Strategies

Tailor every response: No generic boilerplate content
Address criteria: Mirror RFP language and structure
Show, don't tell: Specific examples beat claims
Name the team: Actual personnel, not "to be determined"
Prepare for interviews: Practice presentations with your team

Tools and Platforms for Bids and RFPs

Modern contractors use technology to find opportunities faster and respond more efficiently.

Tool Type	Purpose	Examples
Bid Aggregators	Find opportunities across sources	ConstructionBids.ai, Dodge, ConstructConnect
Estimating Software	Accurate takeoffs and pricing	Bluebeam, PlanSwift, ConstructConnect
Proposal Software	Create professional RFP responses	Responsive, Loopio, Custom templates
Project Management	Track bid pipeline and deadlines	Procore, Buildertrend, CoConstruct

Frequently Asked Questions

What is the difference between a bid and an RFP in construction?

A construction bid (sealed bid) is a price competition where the lowest responsive bidder wins based on complete plans and specifications. An RFP (Request for Proposal) evaluates contractors on multiple criteria including qualifications, approach, experience, and price, selecting based on best overall value rather than lowest cost alone.

How do I find construction bids and RFPs?

Monitor government procurement portals (SAM.gov, state portals, PlanetBids), use bid aggregation services like ConstructionBids.ai, register directly with local agencies, and access plan rooms through industry associations. Setting up automated alerts ensures you don't miss opportunities matching your capabilities.

Which is better for contractors: bids or RFPs?

Neither is inherently better—both offer opportunities. Bids suit contractors who compete on efficiency and price accuracy. RFPs favor contractors with strong qualifications, experience, and communication skills. Many successful contractors pursue both, adapting their approach to each procurement type.

What is a bid bond vs a performance bond?

A bid bond (typically 10% of bid amount) guarantees the contractor will honor their bid if selected. A performance bond (typically 100% of contract) guarantees the contractor will complete the work. Bid bonds are required with sealed bids; performance bonds are required after contract award.

Can you negotiate a construction bid?

No, sealed bids cannot be negotiated after opening. The submitted price is final. However, if irregularities are found, the owner may reject all bids and rebid the project. RFPs typically allow negotiation with the selected firm on scope, schedule, and fee before contract execution.

How long does the construction bidding process take?

Sealed bid processes typically take 3-6 weeks from advertisement to award. RFP processes take longer—usually 8-14 weeks including evaluation and interviews. Federal projects and large capital programs may extend beyond these timeframes. Complex negotiations can add additional weeks.

What makes a bid responsive vs non-responsive?

A responsive bid meets all requirements: submitted on time, includes all required forms properly completed, acknowledges all addenda, provides required bonds, and complies with specifications. Non-responsive bids are rejected regardless of price. Common causes include missing signatures, late submission, or incomplete forms.

How are RFP proposals scored?

RFPs are scored by evaluation committees using weighted criteria published in the RFP. Common criteria include team qualifications (20-35%), relevant experience (20-25%), technical approach (20-30%), and price (15-25%). Each evaluator scores independently; scores are averaged or combined per the RFP's methodology.

What is the best way to win more construction bids?

Win more bids through: accurate estimating (don't leave money on table or bid too low), strong subcontractor relationships (better sub pricing), attending pre-bid meetings (understand the project), targeting appropriate project sizes (matching your capacity), and maintaining good relationships with past clients (references matter for responsible bidder determination).

Should I protest if I lose a construction bid?

Bid protests should only be filed when you have evidence of procedural violations, evaluation errors, or improper conduct—not simply because you lost. Review bid tabulations and evaluation records (available via public records requests) before considering a protest. Frivolous protests damage your reputation with agencies.

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