The pre-bid process is everything a contractor does between spotting a solicitation and submitting a priced proposal. Most bids are lost before bid day — through a missed addendum, an unclear scope, a skipped alternate or a bid form that is not fully completed. A repeatable pre-bid process protects your margin and keeps your bid responsive.
1. Go or no-go: review the solicitation
Start with the solicitation itself — an Invitation for Bid (IFB), Invitation to Bid (ITB), Request for Proposal (RFP) or Request for Qualifications (RFQ). Read the Instructions to Bidders, general and supplementary conditions, bid form and Division 00 and Division 01 documents before you open the drawings. Record the bid due date and time, delivery method, mandatory pre-bid meeting or site visit, bid security (bid bond or certified check) requirements, bonding and insurance limits, prequalification, licensing and any minority, small-business or local-preference goals.
Decide early whether your team can meet the schedule, bonding capacity and workforce requirements. A disciplined go/no-go saves estimating hours for bids you can actually win.
2. Attend the pre-bid conference and site visit
A pre-bid conference lets the owner or design team walk bidders through the scope, schedule, phasing, site logistics and bid procedures. Some solicitations make attendance mandatory; skipping a mandatory meeting can disqualify you. Take notes, record questions and answers and confirm whether verbal answers will be issued in writing. A site visit reveals access, staging, existing conditions, utilities, overhead obstructions and haul distances that drawings never show.
3. Log every addendum
Addenda change the documents after they are issued: revised drawings, new specification sections, extended bid dates, added alternates or clarified scope. Keep an addendum log, confirm each one is downloaded, and acknowledge every addendum on the bid form — failing to acknowledge an addendum can make a bid non-responsive. When an addendum changes quantities, re-run the takeoff for the affected scope instead of patching numbers.
4. Submit RFIs before the question deadline
A request for information (RFI) clarifies conflicts, omissions or ambiguities between drawings, specifications and the bid form. Good RFIs are specific, reference the sheet and specification section and propose an assumption: “Sheet A5.1 shows an 8 in. CMU wall at grid C; Section 04 22 00 calls for fully grouted walls. Please confirm grout fill.” Submit RFIs early — answers are issued as addenda, and the last days before bid are crowded.
5. Build the quantity takeoff
The quantity takeoff is the foundation of the estimate. Organize it by CSI MasterFormat division, trade package or work breakdown structure. Measure from the latest drawings, mark up the plan set so every count is traceable, separate base bid from alternates, and keep assumptions in writing. A second estimator reviewing the takeoff catches counting errors that cost real money.
6. Price labor, material, equipment and subcontracts
Use current supplier quotes for long-lead and volatile materials, labor productivity that reflects site conditions, and subcontractor bids leveled to the same scope. Add general conditions, overhead and profit, escalation, bond premium, taxes, insurance and contingency based on the risks you actually see in the documents. Prevailing-wage or Davis-Bacon projects require the wage determination stated in the solicitation — see our guide to prevailing wage for estimators.
7. Alternates, allowances and unit prices
Alternates are priced options the owner may accept or reject; allowances are owner-set amounts for items not yet selected; unit prices are per-unit costs used to adjust the contract for quantity changes. Each has to be priced separately, tied to the bid form line and stated with its assumptions. These line items are where bids frequently become incomplete.
8. Complete the bid form and bid package
Complete every required field: base bid, alternates, unit prices, addendum acknowledgments, subcontractor lists, bid security, signatures, notarization if required and any certifications. Deliver exactly as the solicitation requires — by the stated time, in the stated place or portal. Late or incomplete submissions are normally rejected without review.
Pre-bid checklist
- Bid date, time, delivery method and bid security confirmed
- Pre-bid meeting and site visit completed
- All addenda logged and acknowledged
- RFIs submitted before the deadline
- Takeoff reviewed by a second estimator
- Alternates, allowances and unit prices priced
- Subcontractor bids leveled to a common scope
- Prevailing-wage and insurance requirements reflected in the price
- Bid form complete, signed and delivered early
Common pre-bid mistakes and how to avoid them
- Starting the takeoff before reading the instructions to bidders. The bid form and instructions define compliance; read them first.
- Relying on emailed PDFs without a document control log. Keep one folder per addendum and a log of what changed.
- Leaving RFIs until the last two days. Questions submitted late may not be answered by addendum.
- Treating alternates and unit prices as an afterthought. They often decide the low bidder.
- Underestimating general conditions. Duration, phasing and working-hour limits change supervision and temporary-facility costs.
- Not confirming subcontractor coverage. A trade with no bids on bid day is a pricing risk.
Documents to collect before pricing
Drawings and specifications (all disciplines), geotechnical report, survey and existing-conditions documents, bid form, instructions to bidders, general and supplementary conditions, Division 01, any wage determination, pre-bid meeting minutes and every addendum. A complete bid set prevents guesswork and reduces RFIs.
How Bid Sharp supports your pre-bid work
Bid Sharp prepares takeoffs, estimates, scope sheets and bid packages from your drawings, specifications and addenda for public and private projects. Upload your plans with the bid date and we will confirm scope, price and turnaround before we start.
Have a bid coming up?
Upload your plans and bid date. We reply with scope, price and turnaround.
Frequently asked questions
What is the pre-bid process?
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The pre-bid process is the set of steps a contractor completes before submitting a bid: reviewing the solicitation, attending the pre-bid conference and site visit, tracking addenda, submitting RFIs, preparing the takeoff and estimate, pricing alternates and unit prices and completing the bid form.
Why are addenda so important in bidding?
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Addenda officially change the bid documents. Missing one can mean pricing outdated drawings or failing to acknowledge it on the bid form, which can make your bid non-responsive.
When should I submit RFIs?
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As early as possible and before the question deadline stated in the solicitation. Answers are normally issued as addenda, so late questions may not be answered before bid day.
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.
