The post-bid process begins the moment bids are opened. For a general contractor it means comparing subcontractor and supplier proposals, closing scope gaps, answering the owner's questions and turning a low number into a signed contract and a bought-out project. For a subcontractor it means clarifying exclusions, confirming scope and protecting margin before award.
1. Bid opening and bid tabulation
On public work, bids are usually opened and read publicly and a bid tabulation is published showing each bidder's base bid, alternates and unit prices. Review the tabulation immediately: confirm your bid was read correctly, see how alternates affect ranking and check whether the apparent low bidder is responsive and responsible. Bid protests, if any, have strict deadlines.
2. Bid leveling: comparing apples to apples
Bid leveling converts subcontractor proposals with different inclusions into a common scope so they can be compared. A leveling sheet lists every scope item, each bidder's inclusion or exclusion, qualifications, alternates, unit prices, schedule and bond, and adds the cost of anything missing. The lowest number is not always the lowest cost once gaps are closed.
3. Scope sheets and clarifications
A scope sheet is a checklist issued to each bidding subcontractor so every proposal responds to the same items. After bid day, send written clarification requests for exclusions, assumptions and ambiguous items, and keep the replies. Written clarifications become part of the subcontract record.
4. Value engineering and owner negotiations
When the low bid exceeds the budget, owners and design teams may ask for value engineering: alternate materials, systems or details that reduce cost without sacrificing required performance. Provide options with prices, schedule effect and risk, so decisions are fast and documented.
5. Notice of award, contract and notice to proceed
Award follows the owner's procedures: a notice of intent to award, bond and insurance submission, contract execution and then a notice to proceed. Meet every deadline for bonds, certificates and signed contracts; missing them can forfeit the award or the bid security.
6. Buyout and subcontracts
Buyout is committing subcontracts and purchase orders after award. Compare each bought-out price to the estimate to track savings or overruns, lock long-lead items early, and issue subcontracts that match the leveled scope, schedule and insurance requirements. Avoid “bid shopping” — reopening prices after award — which damages trust and, on some public work, is restricted by law or procurement rules.
7. Handoff to project management
A good handoff includes the final estimate, takeoff files, leveling sheets, clarifications, addenda log, assumptions, alternates accepted, unit prices and the schedule of values. This package turns the estimate into the project budget and cost-control baseline.
Post-bid checklist
- Bid tabulation reviewed; protest deadlines noted
- Subcontractor bids leveled to one scope
- Written clarifications collected
- Value-engineering options priced
- Bonds, insurance and contract deadlines calendared
- Buyout tracked against the estimate
- Estimate handed off as the project budget
Responsiveness reviews and bid protests
On public projects the agency reviews low bids for responsiveness (does the bid conform to the solicitation?) and responsibility (can the bidder perform?). Errors that make a bid non-responsive may be minor or material depending on the agency's rules. Bid protests, where allowed, must usually be filed within a short window after bid opening, so know the deadline in the solicitation.
What to document after award
- Final leveling sheets and the reasons for each subcontractor selection
- Clarifications, qualifications and accepted alternates
- Unit prices and allowances as carried in the contract
- Insurance and bond submittals with dates
- Submittal register and schedule baseline
Post-bid support from Bid Sharp
We help with bid leveling, scope sheets, clarifications and proposal support, and we prepare budgets and cost-control reports. Send your bid documents and tell us what you need after bid day.
Have a bid coming up?
Upload your plans and bid date. We reply with scope, price and turnaround.
Frequently asked questions
What is bid leveling?
+
Bid leveling is the process of adjusting competing proposals to the same scope, so bids with different inclusions, exclusions and alternates can be compared fairly before award.
What is a bid tabulation?
+
A bid tabulation is the table of all received bids showing base bids, alternates and unit prices, usually published after a public bid opening.
What is buyout in construction?
+
Buyout is the post-award process of issuing subcontracts and purchase orders for the project and comparing the committed costs against the estimate.
Written by the Bid Sharp Estimating Team
Bid Sharp provides construction estimating, quantity takeoff, structural and permit drawings, shop drawings and scheduling for contractors across the United States. This article is general information, not legal or engineering advice.
