Bids

A bid is based on an estimate, or more likely a progressive series of estimates culminating in a final value, reflecting the discussions and documentation of the Owners expectations as defined in the drawings, specifications, reports, surveys, etc. - the contract documents.

Communicating a bid can take many forms: a simple one-line sentence indicating agreement to build the project for $X, embodied within a detailed, descriptive proposal, or a more complicated bid form requiring entry of values that reflect and acknowledge the Owner’s project documents.

The key to communicating bids is clarity of presentation.

Bid Checklist

I. Analysis

Is the bid a formal or informal bid?

Formal vs. Informal Bids

• • Formal: typically a public or private entity requiring strict competitive bidding procedures, typically resulting in a bid form.

  • Informal: typically a private entity with less rigid bidding requirements, perhaps by invitation only, requesting a proposal reflecting the scope described by the Owner verbally or with drawings and specifications.

What are the stakeholder expectations?

• • Formal: Fill out the form correctly and timely.

  • Informal: describe verbally what the cost proposal includes (conditions of time, cost and quality) and specifically excludes that requires coverage by the Owner to make the project complete.

II. Evaluation

Content

• Formal

  • Have you reviewed and acknowledged the Contract Documents of the proposed project before submitting the bid? Have you verified that you have a complete set of documents?

  • Have you inspected and acknowledged such inspection of the construction site and premises as a condition of your bid, if required?

  • Is the Bid Form completed according to the Instructions? (link to Invitation to Bid)

  • Do you have the correct number of copies? The correct electronic submission criteria?

  • Is the Bid ready to be submitted on time? (pay attention to the deadline!)

  • If supplemental information related to financial status, subcontractor and substitutions/alternates is required, is it included with the Bid Form?

  • Is the bid bond, if required, a part of the submission package?

  • Has the bid form been signed and dated?

• Informal

  • Have you identified and fully described the scope of the work to be covered? If drawings are used to describe the scope, have you referenced these documents by date and by whom prepared? Does the recipient also have a copy of these documents?

  • If such scope is described in narrative, have you considered:

    • quantity of materials needed to complete the work

    • quality of materials proposed, especially citing manufacturer with model information.

    • time constraints of the scope described, such as order lead times required or special time based circumstances required for installation?

  • Have you inspected and acknowledged such inspection of the construction site and premises as a condition of your bid, if required?

  • Is the proposal form used an office standard, or a created, unique form specific to this proposal/project?

  • Is the Bid time sensitive? (pay attention to the deadline!)

  • If supplemental information related to financial status, subcontractor and substitutions/alternates, or material/product standards is required, is it included with the Bid Proposal?

  • Is the bid bond, if required, a part of the submission package?

  • Has the bid proposal form been signed and dated?

Tone

• Formal

  • Where language is required within the bid form, is professional language used throughout?

  • Are acronyms spelled out (your audience may not know your acronyms)

• Informal

  • Where language is required within the bid proposal form, is professional language used throughout?

  • Is the nature of your audience (knowledgeable and experienced versus a “newbie”) reflected in your language? Consider when it is appropriate to use acronyms and industry specific language.

Appearance

• Formal

  • Does the narrative portions follow good practice for professional appearance?

• Informal

  • If handwritten (yes, that is sometimes still done) is it legible?

  • Does the proposal follow good practice for professional appearance?

Sources:

• The outline of this list was informed by Betty Ricks and Kay F. Gow’s Business Communication: Systems and Applications. 1987.

• This list was informed by J. Scott Armstrong’s “Checklist for Writing Management Report."