Construction bid checklist step 1: read the instructions first
Before anyone measures a sheet, read the instructions to bidders, the bid form and every addendum posted so far. List:
- Due date, time, time zone and submission method or portal.
- Mandatory pre-bid meetings and site visits.
- Bid security amount and accepted forms.
- Required forms, certifications, affidavits and attachments.
- Licensing, prequalification and registration requirements.
- Questions deadline and how questions are submitted.
- Rules on alternates, unit prices, exceptions and qualifications.
Each item becomes a checklist row with an owner and a due date.
Step 2: assemble approved facts
Bids need facts your company can stand behind. Gather them early and mark each as draft, checked or approved:
- Company legal name, license numbers, registration and SAM status where required.
- Insurance certificates and bonding letters.
- Required experience lists, references and resumes.
- Labor rates, markups and any owner-required wage rates.
- Authorized signer and any corporate authority documents.
Keep draft, checked and approved versions separate. A checked-but-unapproved number should never reach the bid form.
Step 3: build a reviewable price
- Do the takeoff from the current drawings and addenda, with sheet references.
- Send scope to subcontractors and suppliers with a quote deadline.
- Level sub quotes on one scope, using a bid leveling sheet.
- Price self-performed work at your rates.
- Add general conditions, bonds, insurance, overhead and profit as separate lines.
- Record inclusions, exclusions and assumptions.
- Fill in the bid form and check every extension.
Bid day: the final 24 hours
Most bid-day failures are avoidable. The day before:
- Confirm the due time, time zone and portal or delivery address.
- Test portal access, credentials and file size limits.
- Confirm all addenda are logged, priced and ready to acknowledge.
- Get the bid bond and power of attorney from your surety.
- Confirm who is authorized to sign.
On bid day:
- Set a hard cutoff for sub and supplier numbers and stick to it.
- Check every form is complete, signed and dated.
- Check unit prices against extensions and the total in words against figures.
- Keep exceptions off the form unless the owner allows them.
- Submit early, get confirmation, and save a complete copy of what was submitted.
Late bids are generally rejected. Under federal rules, FAR 14.304 sets narrow exceptions; state and local owners set their own.
Short on time? Bidmere can do this for you. Bid and proposal packages from $1,950, ready in 5 business days. See construction bid preparation services or get a fixed quote.
Fictional example: a final review that caught an open addendum
Fictional example, for illustration only. At the final review two hours before the deadline, the checklist row for addendum 3 shows “priced” but not “acknowledged.” The bid form has a box for addenda numbers; only 1 and 2 are listed. The reviewer adds addendum 3, initials the change as the form allows, and the submitting team rechecks the portal for any addendum 4. None was posted. Without the row, the bid could have been nonresponsive.
Follow the actual submission rules
Submission rules differ by owner. Some accept only an electronic portal; some require sealed envelopes with specific labeling; some need separate envelopes for price and qualifications. Follow the instructions for this bid exactly, not the last bid’s.
Assign one person, with a backup, to own submission. Have them confirm receipt the way the owner provides, and file the confirmation with the submitted copy.
Items contractors most often miss
- The bid bond power of attorney, or a bond naming the wrong obligee.
- A notarized affidavit the owner requires with the bid.
- Subcontractor listing forms, where the owner requires named subs.
- DBE or small business participation forms and commitment letters.
- Unit prices or alternates left blank.
- An addendum posted after the last time anyone checked the portal.
Download the free construction bid checklist (CSV)
The free CSV opens in Excel, Google Sheets and Numbers. It has one row per standard item from this page, with columns for the source requirement, owner, due date, status (draft, checked, approved) and notes. Add the solicitation’s own requirements as new rows. A filled example CSV is also available.
How Bidmere helps with bid preparation
Bidmere prepares bid packages from your documents: the requirement checklist, organized forms, addenda log and a final review list, with estimates at your rates if needed. Your team approves facts and prices, signs and submits. Bid packages are priced from $1,950 and are ready in 5 business days, with a fixed quote within 2 business hours.
Frequently asked questions
What should be on a construction bid checklist?
The due date and method, mandatory meetings, bid security, required forms and certifications, licensing and registration, addenda and acknowledgment method, pricing tasks, signatures and the submission steps. Add every requirement from the instructions to bidders as its own row, with an owner and a due date.
What happens if my bid is late?
Late bids are generally rejected. Federal rules in FAR 14.304 allow narrow exceptions, and state and local owners set their own rules. Plan to submit well before the deadline, because portals slow down near closing times and couriers get delayed. Get confirmation of receipt.
Who should own the bid submission?
One named person, with a backup, who checks the final package against the checklist and submits it. They should have portal access tested in advance and authority to stop a submission if a required item is missing. Spreading ownership across several people is how items fall through.
Should I save a copy of the submitted bid?
Yes. Keep a complete copy of exactly what was submitted, including forms, attachments, the bid bond, the addenda acknowledgments and the submission confirmation. If the bid is questioned, protested or awarded, you need to know precisely what you offered and when it was received.
Is the bid checklist template free?
Yes. Download the CSV with no sign-up and no email address. It opens in Excel, Google Sheets and Numbers. A filled example is also available. Add your solicitation’s requirements as new rows and give each one an owner and a due date.
Can Bidmere prepare the whole bid package?
Bidmere prepares the agreed parts: requirement checklist, forms package, addenda log, estimates at your rates and a final review list. Your team approves the facts and prices, signs and submits. Bid packages are priced from $1,950 and are ready in 5 business days.