What to expect after your walkthroughs – how long bids take, what can affect the timeline, and how to manage contractor follow-ups effectively
Introduction
Once your contractor walkthroughs are complete and your bid package has been sent, the next step is collecting the actual bids. While it may feel like a waiting period, this phase includes a lot of behind-the-scenes activity. Contractors may have questions, delays, or varying bid styles, and understanding how this part of the process works can help you stay organized, proactive, and informed.
How Long Does It Take to Receive Bids?
Most bids are returned within 1 to 3 weeks, but the timeline depends on several factors:
- Project complexity – A full home remodel or addition takes longer to price than a flooring update or basic bathroom remodel.
- Contractor workload – Busy contractors may delay bids or prioritize other jobs.
- Level of detail in your bid package – The clearer your scope, the faster and more accurately a contractor can respond.
- Subcontractor involvement – If multiple trades need to provide quotes (plumbing, electrical, HVAC), this can extend the timeline.
Note: A bid that arrives too quickly may be rushed or missing important details. On the flip side, if a contractor takes much longer than expected, it could mean they’re overloaded or not prioritizing your project.
If you don’t receive a bid within a reasonable timeframe, a polite check-in email is appropriate.
How Contractors Prepare Bids
Every contractor has their own approach to estimating. Understanding these methods can help you interpret differences in price and format.
Estimating Software
Some contractors use tools like Buildertrend, ProEst, or CoConstruct to generate structured estimates based on historical pricing, labor rates, and material costs. These bids are often consistent in format but may miss site-specific nuances if not paired with thorough review.
Historical Cost Data
Many contractors estimate based on their past projects. If they’ve done similar work recently, they’ll use that as a pricing baseline. This can be efficient, but may not reflect changes in market pricing, finish quality, or unique project challenges.
Subcontractor and Supplier Quotes
For complex jobs, contractors often request real-time quotes from their subcontractors and vendors. This method is the most accurate but can take more time. Delays in receiving these quotes can delay the entire bid.
Most contractors use a combination of these methods, depending on project size, internal capacity, and how many trades they self-perform.
Bid Details and Variability
Bids can look very different—even for the same project.
- Detailed Bids – These often break down labor, materials, allowances, and line items by scope (e.g., framing, drywall, tile). They’re easier to review and compare but may reflect a more polished (and time-consuming) estimating process.
- Lump-Sum Bids – These offer one total number with a general description of the work. They’re faster to produce but require follow-up to understand what’s included—and what’s not.
If two bids differ significantly, it’s often due to differences in assumptions, estimating style, or how much input they received from subcontractors.
Requests for Information (RFIs) During Bidding
Contractors often have questions while reviewing your scope and preparing their bids. These are known as Requests for Information (RFIs).
Common RFIs include:
- Scope clarifications – Details about materials, finishes, structural changes, or areas left vague in the scope.
- Site conditions – Requests for a second visit, or questions about access, grading, or demo requirements.
- Permit responsibility – Who’s pulling the permit, and what stage the approval process is in.
- Trade coordination – Who is responsible for specialty work (e.g., low voltage, landscaping, appliances).
If you have a design team, your architect or engineer should respond to these when applicable. If you don’t, you’ll need to either answer directly or clarify your expectations to the best of your ability.
Best practice: Keep all communication in writing. If more than one contractor is bidding, share your responses with all bidders to maintain fairness and reduce discrepancies.
Bid Collection Best Practices
To keep everything running smoothly and improve the quality of the bids you receive, follow these simple practices:
- Set a clear due date for all contractors at the time of initial outreach.
- Send complete and consistent information to every bidder to avoid scope gaps or confusion.
- Respond to RFIs promptly, or forward them to the appropriate design team member.
- Follow up every 5–7 days to confirm progress and continued interest.
- Document everything – track who you’ve contacted, when bids are expected, and what questions were asked.
A simple spreadsheet or folder system can help you organize communication, track responses, and keep everything in one place.
Handling Late or Incomplete Bids
Even with the best preparation, not every contractor will submit a bid on time or at all. This can happen because:
- They’re too busy and had to deprioritize the project
- They struggled to get accurate pricing from subs or suppliers
- They weren’t a good fit but didn’t clearly communicate it
If a contractor is late, follow up once or twice. If they remain vague or unresponsive, it’s okay to move on. Their communication now is likely reflective of how they’ll be during the job.
What’s Next: What’s Included in a Contractor Bid
Once the bids arrive, your next job is to understand them. Some will be detailed and clear. Others may require follow-up questions to fully understand what’s included and what isn’t.
Continue to What’s Included in a Contractor Bid to learn how contractor proposals are typically structured, what to look for, and how to spot any missing or unclear items before moving forward.