Bid Submission for General Contracting
Bid Submission defines how the final price and proposal are packaged and delivered to the client in line with all instructions and deadlines. It covers confirming requirements, formatting the number correctly, completing forms and bonds, obtaining approvals, and physically or electronically submitting the bid. When followed, bids go out clean, compliant, on time, and traceable from estimate to final submitted number.
Confirm Bid Requirements, Deadlines, and Submission Method
Step 1: Open the latest instructions to bidders and addenda
Locate and open the most recent Instructions to Bidders, bid advertisement, and any addenda that mention changes to the bid date, time, or submission method. Verify that you are using the latest versions, not early drafts.
Step 2: Identify bid date, time, and time zone
Find the exact bid due date and time, including time zone. If multiple times are listed in different documents, confirm which one is controlling and note any differences in bold in your notes.
Step 3: Confirm submission method and location
Determine whether the bid must be submitted via portal, email, hard copy, or a combination. Note the exact portal link, email address, or physical delivery address and room number.
Step 4: Check requirements for sealed bids or public openings
If hard copies are required, confirm rules for sealed envelopes, labeling, and whether there is a public opening. Note how early you must arrive for physical delivery to be accepted.
Step 5: List all mandatory forms and attachments
From the instructions and bid forms, create a quick list of all mandatory documents such as bid form, alternates sheet, subcontractor list, bid bond, and certifications that must accompany the price.
Step 6: Save and share a short requirements summary
Write a brief summary of bid requirements and share it with the estimating lead and anyone helping with submission so everyone is aligned on what must be done and by when.
Align Estimate Format with Client Bid Breakdown
Step 1: Review client bid form and breakdown requirements
Open the official bid form and any required breakdown templates provided by the client. Identify how they want the price organized, such as by division, phase, area, or lump sum with alternates and unit prices.
Step 2: Map internal estimate items to bid breakdown lines
Using your estimate summary reports, match each internal division or cost group to the nearest bid form line. Create a mapping table that shows which estimate sections roll up into each client-required category.
Step 3: Identify any mismatches or missing categories
Look for items in the client breakdown that do not exist as separate categories in your estimate and vice versa. Decide where to place these items and note any compromises in your mapping table.
Step 4: Adjust estimate reporting views as needed
Configure estimate reports or export settings so you can easily generate totals that match the client breakdown lines. This may mean grouping items differently or creating custom summary views.
Step 5: Test the mapping on a draft export
Run a draft export or manual rollup using your mapping table and confirm that the total matches your internal base bid total. Investigate and resolve any differences before finalizing.
Step 6: Save mapping and draft breakdown in bid folder
Store the mapping table and draft breakdown file in the bid folder so they are available when you prepare the final forms and for future reference if questions arise.
Prepare Official Bid Forms and Price Breakdown
Step 1: Lock in the final base bid, alternates, and unit prices
In coordination with the estimating lead and leadership, confirm the final base bid number, selected alternates, and unit prices based on the latest estimate and risk posture decisions. Record these in a “Final Pricing” note.
Step 2: Fill out the main bid form with base bid
Carefully enter the base bid number onto the official bid form in the correct boxes. Use consistent formatting for dollars and cents and double-check that commas and decimal points are in the right place.
Step 3: Complete required breakdown schedules
Using your mapping table and reports, fill in any required breakdown schedules or spreadsheets. This may include divisions, phases, or allowances. Confirm that partial totals roll up to the base bid.
Step 4: Enter alternates and unit prices
Record add or deduct prices for alternates and any unit prices in the exact format requested, including whether they should be add, deduct, or standalone unit rates. Verify their totals against your estimate reports.
Step 5: Complete project, contractor, and licensing information
Fill out all non-price fields on the forms such as project name, your company’s legal name, license numbers, addresses, and contact information. Ensure names and numbers match your official records.
Step 6: Print or save draft copies for internal check
Before treating forms as final, print or export draft copies to PDF and set them aside for an internal compliance and math check by someone other than the person who filled them out.
Prepare Bid Bonds and Required Guarantees
Step 1: Confirm bond requirement details
From bid instructions, confirm whether a bid bond is required, the percentage or amount, the required form, and who must be named as obligee. Note any specific language or surety rating requirements.
Step 2: Request bid bond from surety or internal contact
Send a clear request to your surety broker or internal risk manager with project name, owner, bid date, bond amount or percentage, and the exact bid bond form if the owner provides one.
Step 3: Provide final bid amount for bond
Once the final base bid is agreed, provide the exact amount to the surety so the bond amount and written value match what will appear on the bid form. Clarify whether alternates affect bond value or not.
Step 4: Review draft bond for accuracy
When the bid bond is prepared, check that contractor name, owner name, project name, and bond amount are all correct and match the bid form. Confirm signatures, seals, and dates are in the correct places.
Step 5: Coordinate original signatures and notarization if needed
If the bond requires wet signatures or notarization, arrange for the appropriate officers to sign and for notarization to occur in time. Plan for shipping or pickup if the surety provides physical originals.
Step 6: File bond copies and originals properly
Place the original bond with the physical bid package if hard copy submission is required and save scanned copies in the bid folder. Label files clearly with “BidBond_ProjectName_Date” for future reference.
Complete Certifications, Affidavits, and Required Lists
Step 1: List all required non-price documents
From the bid instructions and forms, list every required attachment such as non-collusion affidavits, subcontractor lists, diversity or local participation forms, tax or business registration certificates, and safety questionnaires.
Step 2: Assign responsibility for each document
Decide who will complete each form, such as the estimator, project manager, safety manager, or HR. Communicate deadlines and provide them with the correct forms and any needed project details.
Step 3: Pre-fill project and company data
For as many forms as possible, pre-fill project name, owner, your company’s legal name, address, and basic project identifiers. This reduces repetitive work and lowers the chance of inconsistent information.
Step 4: Collect signatures in the correct format
Once forms are filled, obtain required signatures from authorized company officers or designated signers. If notarization is required, schedule time and bring proper identification to the notary.
Step 5: Review for completeness and consistency
Before treating forms as final, check that all required fields are filled in, signatures and dates are present, and information is consistent across all documents (for example, same project name and contract amount format).
Step 6: Organize documents by client checklist
Arrange all completed forms according to any checklist the client provides, in the order they expect. Place them in a physical folder or combined PDF ready to add to the final bid package.
Perform Internal Pre-Submission Compliance Check
Step 1: Use a compliance checklist based on client requirements
Create or open a bid compliance checklist that mirrors the client’s instructions and lists all required forms, attachments, and formatting rules. Include items such as signatures, notarizations, envelopes, and portal fields.
Step 2: Have a second person review the bid forms
Ask someone who did not prepare the forms to check the filled bid form and breakdowns against the estimate and instructions. They should verify math, transposed numbers, and that alternates and unit prices are in the correct positions.
Step 3: Verify all required documents are present
Using the checklist, confirm that each required document is completed, signed, and printed or saved for inclusion. Mark each as complete only after visually verifying the document.
Step 4: Check naming, licensing, and contact information
Make sure your company’s legal name, license numbers, and contact information are correct and match your official records. Ensure there are no outdated logos or old addresses on letterhead or covers.
Step 5: Confirm bond and guarantees meet requirements
Verify that the bid bond or other guarantees match the required form, amount, and obligee and that originals are available if needed. Check that copies are stored in the bid folder.
Step 6: Record compliance check completion
Once the compliance check is finished, sign and date the checklist or have the reviewer do so. Save this in the bid folder as evidence that the bid was checked before submission.
Obtain Final Management Approval and Price Lock
Step 1: Prepare a brief approval summary
Create a one-page summary showing the final base bid, key alternates, unit prices, contingency level, fee percentage, and top risks. Include a note on how the bid aligns with earlier risk posture decisions.
Step 2: Schedule a short approval huddle or review
Meet briefly with the appropriate leaders, such as the estimating manager, project executive, and possibly an owner or senior manager, depending on company policy and project size.
Step 3: Walk through final numbers and assumptions
Present the summary, highlighting any changes since the last estimate review and any key assumptions or clarifications that are especially important. Be clear about what is included and excluded in the number.
Step 4: Discuss and resolve any last concerns
Allow time for questions about margin, risk, or competitiveness. If leaders request adjustments, update the estimate and bid forms accordingly and re-confirm totals.
Step 5: Capture formal approval
Document approval in writing by having leaders sign an internal approval sheet or confirm via email. Record the approved base bid, alternates, and any conditions for moving forward.
Step 6: Lock pricing in a “Final Bid” note
Update your “Final Pricing” note or sheet with the approved numbers, date, and names of approvers. Use this as the reference for all subsequent submission steps so the number does not drift after approval.
Assemble Final Bid Package (Digital or Physical)
Step 1: Create a bid package contents list
Using your compliance checklist and client instructions, list the documents that will make up the final bid package in the order they should appear. Include bid form, breakdowns, bonds, affidavits, and any required attachments.
Step 2: For physical submissions, prepare labeled envelopes
If hard copy is required, place documents in the correct number of sealed envelopes and label them exactly as instructed, including project name, bid number, contractor name, and return address.
Step 3: For digital submissions, create a clean PDF set
Combine electronic documents into a single or logically grouped PDFs as required. Ensure file names are clear and follow any naming conventions the client has specified.
Step 4: Check document quality and legibility
Open each printed or digital document to confirm the text is legible, signatures are visible, and pages are not cropped or out of order. Reprint or re-export any documents that are unclear.
Step 5: Arrange package in the required order
Assemble physical documents in binders, folders, or envelopes in the order specified by the client. For electronic submissions, number files or arrange upload order to match instructions where possible.
Step 6: Stage bid package for submission
Place physical packages by the door or with the courier, or stage digital files in a “Ready to Submit” folder. Confirm who is responsible for the actual submission and that they know where to find everything.
Submit Bid via Required Channel
Step 1: Plan submission timing with buffer
Decide what time you will submit relative to the official bid deadline, building in a buffer for traffic, technical issues, or unexpected delays. Aim to submit early rather than at the last minute.
Step 2: For portal submissions, test access and upload
Log in to the portal ahead of time to confirm credentials work and that you understand the upload process. Upload test files if allowed so you know what to expect when submitting the real bid.
Step 3: For email submissions, prepare final email
Draft a professional email with a clear subject line including project name and bid reference. Attach required documents, confirm file sizes are acceptable, and address the email to the correct contact addresses.
Step 4: For physical submissions, arrange delivery
Assign someone responsible for delivering the bid and ensure they know the exact address, room number, and any security procedures. Provide contact numbers in case they encounter access issues.
Step 5: Complete submission and capture confirmation
Submit the bid via the required method before the deadline. Capture screenshots of successful portal submission, save sent emails with attachments, or obtain receipts or time-stamped drop-off confirmations for physical deliveries.
Step 6: Record submission time and method
Write down the exact submission time and method in your bid log, along with any confirmation numbers or reference IDs provided by the client’s system.
Confirm Receipt with Client and Archive Submission
Step 1: Request or verify receipt confirmation
If the client does not automatically confirm receipt, send a short, polite message asking them to confirm they have received your bid and that it is complete. For portal submissions, save any on-screen or emailed confirmations.
Step 2: Save submission confirmations in bid folder
Store all confirmations, screenshots, and receipts in the bid folder under a “Submission_Confirmations” subfolder. Name files clearly so it is easy to see which confirmation relates to which method.
Step 3: Archive final bid documents
Save final versions of the bid form, breakdowns, bonds, affidavits, and other attachments in a “Final_Submitted_Bid” subfolder. Include both editable source files and submitted PDFs where possible.
Step 4: Update bid log with submission details
In your bid tracking system, record the submission date and time, method, and whether receipt was confirmed. Note any unusual issues encountered during submission.
Step 5: Notify internal stakeholders that bid is submitted
Send a brief update to the estimating lead, operations, and leadership stating that the bid has been submitted, with base bid amount and any major alternates included. Attach a link to the final bid folder.
Step 6: Mark Bid Submission stage complete
Update the bid status in your tracking system to show that Bid Submission is complete and that the next stage is Bid Results Tracking. This keeps the pipeline view accurate for everyone.
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