Smart Bidding: Tips That Helped Our Estimators Win More Work
Start with a Strong Bid Calendar
Time kills deals—and bids. One of the first changes we made was developing and strictly maintaining a bid calendar. This helps our estimators:
Avoid last-minute scrambles
Allocate enough time for detailed takeoffs and pricing
Communicate better with suppliers and subcontractors
Clarify Scope Early
One of the most costly bidding mistakes is misunderstanding the scope. We’ve made it a habit to:
Carefully review RFQs and plans during the kickoff
Flag inconsistencies or gray areas for clarification
Ask questions early—before submitting
Leverage Historical Data
Past bids are goldmines. By reviewing historical data from similar jobs, our estimators can:
Benchmark unit prices
Anticipate problem areas
Learn what made previous bids successful (or not)
Maintain Strong Vendor Relationships
Reliable pricing from subcontractors and suppliers can make or break a bid. Our team found that by:
Staying in touch with key vendors
Giving them advance notice of upcoming bids
Being clear about deadlines
…we get more accurate and timely quotes.
Tip: Treat vendors like partners. Clear communication and fairness go a long way.
Build in Risk Management
Every job has some uncertainty. We’ve learned to:
Identify risk factors (e.g. tight timelines, weather, site access)
Assign contingency amounts where needed
Clearly state exclusions or assumptions in our proposals
Internal Review Before Submission
A second set of eyes never hurts. We’ve made it standard to have a peer review or manager check:
Math accuracy
Scope coverage
Proposal language
Tip: A 15-minute review meeting can save thousands in missed scope or errors.
Post-Bid Debriefs
Win or lose, we always debrief. After each bid, we ask:
What went well?
What could we improve next time?
Did we hit the mark on pricing and scope?
Bidding isn’t just about getting the lowest number—it’s about being the most prepared, the most accurate, and the most aligned with the client’s needs. These small tips may seem simple, but over time, they’ve helped our estimating team work smarter, not harder—and ultimately land more jobs.