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Bid Submission Procedure

Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Estimating Department

Purpose​

Establish procedures for preparing and submitting complete, accurate bids on time.

Pre-Submission Checklist​

Estimate Complete:​

  • All scope items covered
  • Quantities verified
  • Pricing current
  • Subcontractor quotes received
  • Markups applied
  • Alternates priced
  • Qualifications noted
  • Exclusions listed

Review Complete:​

  • Second estimator review
  • Management review
  • Cost/SF check
  • Final pricing approved

Bid Day Timeline​

TimeActivity
MorningReceive final sub quotes
Mid-dayPlug sub numbers
2 hrs beforeFinal estimate assembly
1 hr beforeManagement final review
30 min beforeFinal pricing decision
15 min beforePrepare bid form
Bid timeSubmit bid

Bid Form Completion​

Required Information:​

  • Company name (correct legal name)
  • Project name
  • Base bid amount (written and numerical)
  • Alternates (if any)
  • Unit prices (if required)
  • Allowances acknowledged
  • Addenda acknowledged
  • Bid bond attached (if required)
  • Signature (authorized person)

Common Errors to Avoid:​

  • Math errors
  • Transposed numbers
  • Missing signature
  • Wrong project name
  • Unacknowledged addenda
  • Missing bid bond
  • Late submission

Bid Submission Methods​

Electronic (Increasingly Common):​

  • Follow instructions exactly
  • Submit early (avoid last-minute issues)
  • Verify receipt confirmation
  • Keep confirmation record

Hard Copy:​

  • Sealed envelope
  • Marked as required
  • Delivered on time
  • Hand delivery preferred

Public Bid Opening:​

  • Attend if possible
  • Record competitor bids
  • Note any irregularities

Bid Bond Requirements​

When Required:​

  • Public works (usually)
  • Private (varies)
  • Typically 5-10% of bid

Obtaining:​

  • Contact surety/bonding agent
  • Provide project information
  • Obtain bond form
  • Include with bid

Proposal Letter​

Include:​

  • Base bid amount
  • Alternates (with amounts)
  • Inclusions
  • Exclusions
  • Qualifications
  • Validity period
  • Acceptance terms

Template:​

[Date]

[Owner/GC Name]
[Address]

RE: Proposal for [Project Name]

Dear [Name]:

We are pleased to submit our proposal for the above project:

BASE BID: $______________

ALTERNATES:
Alt 1: [Description] Add/Deduct $______________
Alt 2: [Description] Add/Deduct $______________

INCLUSIONS:
- [List key inclusions]

EXCLUSIONS:
- [List exclusions]

QUALIFICATIONS:
- [List any qualifications]

This proposal is valid for [30] days.

Sincerely,

[Name]
[Title]

Post-Bid Actions​

Immediately After:​

  • Record result (if known)
  • File bid documents
  • Notify key subcontractors
  • Update bid tracking

If Low Bidder:​

  • Prepare for award meeting
  • Lock in subcontractor prices
  • Review contract terms
  • Prepare for negotiations

If Not Selected:​

  • Request debriefing (if possible)
  • Analyze competitiveness
  • Update estimating data
  • Bid Pursuit Process
  • Estimating Standards
  • Proposal Letter Template
  • Post-Bid Analysis

Template provided by support.construction. Customize with your company information.

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