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A subcontractor can have the lowest price and still lose the job because the proposal was incomplete, unclear or missing a required document. A good subcontractor bid package makes it easy for the general contractor to compare your number with others and to say yes. This checklist covers what to send, how to state your scope and the mistakes that get proposals set aside.
Before you write anything: read the invitation
Start with the invitation to bid, the instructions to bidders and the bid form. Note the due date and time, how and where the proposal must be delivered, any required forms, the addenda issued so far and the specification sections for your trade. Ask questions early through the stated channel (usually an RFI or an email to the estimator), because answers can come back as addenda that change your price.
The core of the package: a clear scope
Your proposal must show exactly what is in the price. Vague wording is the most common reason bids are hard to compare.
- Inclusions: list the work by specification section or drawing sheet, with the major quantities (areas, lengths, counts) so the general contractor can see what you measured.
- Exclusions: state plainly what is not included, such as permits, bonds, temporary power, testing, patching by others or work outside normal hours.
- Clarifications and assumptions: access to the work area, schedule assumptions, who provides lifts or hoisting, material storage, protection of finished work.
- Addenda: list every addendum received by number and date so there is no doubt which documents you priced.
Pricing items the bid form usually asks for
- Base bid for the work shown in the documents.
- Alternates: priced separately as an add or a deduct, tied to the alternate number on the form.
- Unit prices: a price per unit (for example per cubic yard or per linear foot) that may be used if quantities change.
- Allowances: carry the owner's stated allowance and say what it covers.
- Taxes, bonding and insurance costs: show whether they are included or listed separately, as the instructions require.
- Schedule and lead times: long-lead items can affect award, so state them early.
Documents to attach
Requirements differ by owner and project, so always follow the solicitation. Typical items are:
- Signed bid form or proposal letter on company letterhead.
- Bid bond or other bid security, if required.
- Certificate of insurance and any required endorsements.
- Contractor license number and business registration where applicable.
- W-9 and company information.
- Safety information the owner asks for (program summary, incident rates).
- Qualifications: relevant project experience and references.
- Required affidavits and certifications (for example non-collusion, prevailing wage or local participation forms on public work).
Final check before you send
- Compare the scope against the specification section line by line.
- Recalculate extensions and totals; check that units match the bid form.
- Confirm all addenda are acknowledged.
- Make sure every required form is signed and dated.
- Confirm the delivery method, address and cut-off time, and keep proof that you sent it.
Mistakes that cost bids
- Sending a lump sum with no scope, so the general contractor cannot tell what is covered.
- Pricing from old drawings and missing an addendum.
- Missing a required form or signature, which can make the bid non-responsive.
- Qualifying the bid with so many conditions that it cannot be compared fairly.
- Waiting for the last hour so there is no time to fix a late discovery.
Example wording for inclusions and exclusions
Plain, specific sentences work best. These are examples of the style, to be adapted to the actual documents:
- Included: "Furnish and install interior metal stud framing and gypsum board per Section 09 21 16 and sheets A-501 to A-504, including Level 4 finish at corridors."
- Included: "Price is based on Addenda 1 through 3."
- Excluded: "Permits and fees, bonds, off-hours work, temporary heat, patching of existing surfaces by others."
- Clarification: "Work area is assumed clear and accessible; hoisting by the general contractor."
Extra items on public work
Public bids often add requirements that private bids do not: prevailing wage or Davis-Bacon wage determinations, certified payroll reporting, small, local or disadvantaged business participation forms, and specific registration or prequalification. Build the cost of payroll reporting and required wage rates into your price, and confirm current rates and forms with the awarding agency. The solicitation always governs.
Your last seven days before bid day
- Seven days out: finish the takeoff, send supplier quote requests and submit questions before the question deadline.
- Four days out: collect supplier quotes, update the estimate and draft the scope letter.
- Two days out: check for new addenda, re-measure anything affected and complete the forms.
- The day before: final math check, second-person review, attach the bid security and insurance documents.
- Bid day: submit early, confirm receipt and keep a copy of everything you sent.
Questions to ask the general contractor before you bid
- Which bid package and which specification sections is my scope in, and which neighboring scopes touch mine?
- Who provides hoisting, temporary power, water, storage space and dumpsters?
- Is the schedule fixed, and are there phasing or off-hours restrictions that change labor cost?
- Are any items owner-furnished, and who installs them?
- When will the contract and the notice to proceed be issued, and how long will my price be held?
Written answers protect both sides. If an answer changes the documents, ask that it be issued as an addendum or confirm it in your proposal.
How the general contractor reads your proposal
The general contractor will level your number against other proposals for the same scope. They look for what is missing as much as what is included. A proposal that spells out inclusions, exclusions and alternates is easier to carry into the bid and less likely to be dropped or to cause a conflict after award. For more on how bids are compared, see our guide to bid leveling and scope sheets and the bid bond and bid package checklist.
Where Bid Sharp can help
Bid Sharp prepares the takeoff, pricing and scope sheets behind a subcontractor proposal, and checks quantities against the latest addenda. You review, sign and submit the bid in your own name. Learn about pre-bid estimating support and solicitation response support, or send us your plans with the bid due date for a quote.
Have a bid coming up?
Upload your plans and bid date. We reply with scope, price and turnaround.
Frequently asked questions
What should a subcontractor include in a bid package?
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A signed proposal with the base price, a clear scope with inclusions and exclusions, alternates and unit prices as the bid form asks, the addenda you received, and required documents such as insurance certificate, license number, bid security and qualifications.
Why do scope sheets matter?
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A scope sheet lets the general contractor compare proposals for the same work. It shows what each subcontractor included and excluded, so differences in price can be explained.
What makes a bid non-responsive?
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Common causes are a missing signature or required form, an unacknowledged addendum, a blank price line, missing bid security or a late submission. Always follow the solicitation instructions.
Should I list exclusions?
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Yes. Clear exclusions prevent disputes later. State items such as permits, bonds, temporary utilities, testing or work by others that are not in your price.
Can Bid Sharp help prepare a subcontractor proposal?
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Bid Sharp prepares the takeoff, pricing and scope sheets. You review, sign and submit the proposal in your own name.
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.
