Bid Submission for General Contracting

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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).

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

Allow time for questions about margin, risk, or competitiveness. If leaders request adjustments, update the estimate and bid forms accordingly and re-confirm totals.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

In your bid tracking system, record the submission date and time, method, and whether receipt was confirmed. Note any unusual issues encountered during submission.

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.

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.