Mastering Construction Bid Templates to Simplify the Process and Win More Work

Every construction project is different. Different set of challenges, timelines, key players, etc. Because every project is different, what project owners need to know from a bid will differ based on the project at hand. In order for contractors to know what information an owner needs to know, owners need to provide contractors a bid form template to fill out.

Bid form templates create a successful and repeatable bidding process for both the owner and the contractors. Templates create consistency and accuracy in the bidding process, by providing a structured framework for all the necessary information. They are particularly useful for owners to compare bids and maintain transparency — especially for public projects, where the lowest qualified bidder often wins the contract.

This article will discuss the role construction bid templates play in the bidding process and how owners and contractors can use them successfully.

What are bid templates?

Bid templates are standardized forms that contractors fill out as part of their project bids. Owners send out bid forms as part of the invitation to bid. Their purpose is to make sure contractors include all the necessary information and to make it easier for owners to compare the information from each individual bidder. Each owner will use a different bidding process, depending on the project and the factors that are most important for them.

Typical bid forms will include sections for the base bid, alternates, subcontractor listings and compliance with addenda. It may also require additional documentation such as bid bonds and certificates of insurance.

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Types of Bid Templates

There are many forms of bid templates out there, from those that are only a few pages long, to very involved questionnaires that dive much deeper into project information. The type of template an owner uses may depend on the nature of the project.

Public Projects

Public project bid forms are very standardized, focusing on compliance and ensuring all bidders provide the same information so that they each have an equal chance of winning the work. Bid templates for public projects may include requirements for veteran-owned or minority-owned business status and adherence to government regulations.

Private Projects

These forms can be more flexible and tailored to specific project needs. They might include fewer regulatory requirements compared to public project forms. For some delivery methods, like design-build, there may be an opportunity for a cover letter or a presentation along with the bid form, that allows the contractor to make the case for being the most experienced or well-suited candidate for the job.

Subcontractor Bid Packages

General contractors can use bid templates to collect bids from subcontractors. As with any other bid form, subcontractor bid templates help ensure that subcontractor bids align with the overall project requirements. Subcontractor bid templates may ask for detailed scopes of work and project specifications.

Requests for More Details

Owners may issue a different type of bid form in situations where the bid is not strictly competitive — when the owner and the contractor have already negotiated some type of partnership like in design-build or construction manager at risk (CMAR) projects. In this case the owner would use the form to get more detail, such as pricing breakdowns for different project components or project management costs.

What happens after a bid is chosen?

When contractors submit a bid, they need to find a balance between quoting a low price that will appeal to owners and compete against all the other bids, while also leaving enough margin for the contracting team to earn a profit.

After a bid is selected, the owner will have a conversation with the contractors to make sure the project is still a fit and that there’s a shared understanding of the scope of work involved in the project.

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Strategies for Filling Out Bid Forms

Since bid forms are relatively standard and straightforward, contractors sometimes fall into the trap of leaving them until the last minute. That can be a big mistake, since a single error in filling out a bid template can mean disqualification from the bid process. There are some general rules contractors can use to make sure they make the most out of bid templates.

Act early.

Prepare documents well in advance of the deadline, leaving time to go back and double-check information and leave plenty of time for review. Some contracting teams include a bid coordinator, who is in charge of filling out the form and getting any documentation and backup materials that may be required like bid bonds or certificates of compliance.

Be meticulous.

A bid template is not the place to get loose with the rules. Follow every single direction. Fill out the form exactly as instructed. Fill out the form early and have it reviewed multiple times to make sure it is all correct. There’s too much at stake to get lazy with bid forms. Estimators and bid coordinators will often check each other’s work for accuracy and completeness.

Don’t forget the details.

Submitting a bid form is a formal proceeding — it often has to be hand-delivered in a sealed envelope. The contractor should know in advance who will deliver the package and put it directly on the owner’s desk. In some cases, if the team is waiting on final numbers to write on the template, there will need to be somebody waiting until the last possible second to write in that number, seal the envelope and deliver it on time. Know who’s doing that, because missing a deadline is missing an opportunity to bid.

Use AI to help fill out forms.

Using AI generative tools can make filling out bid forms faster and more accurate. Using past project data, AI tools can help estimate costs and timelines, making bids more competitive and realistic. AI can automatically fill in standard parts of the bid forms, like company information, saving time and reducing mistakes. 

To implement AI in the bidding process, general contractors can use specialized software solutions that incorporate these AI features. Many of these tools are available as part of enterprise resource planning (ERP) systems, or as standalone applications designed specifically for the construction industry. Keep in mind: Adoption of these technologies involves initial setup, training and ongoing maintenance to make sure the AI tools work effectively and efficiently.

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