Table of Contents
A step-by-step introduction to collecting bids and finding the right builder for your project
Introduction
Once your plans are in hand, or your Scope of Work is finalized, you’re ready to start finding the right contractor to build your project. This stage is called the bidding and selection phase, and it’s where your design ideas begin turning into real numbers, timelines, and team decisions.
Even if you’re working with an architect or project manager, understanding how this process works will help you ask better questions, stay organized, and avoid costly mistakes. The goal isn’t just to get the lowest bid, it’s to find a contractor who’s qualified, aligned with your goals, and able to deliver the project successfully.
How the Bidding Phase Works
Here’s what typically happens during this stage:
- You prepare a bid package, which usually includes your plans, Scope of Work, and any materials or expectations you’ve decided on so far.
- You share that package with multiple contractors (usually 2–4), along with instructions for how and when to submit their bid.
- Contractors perform site visits, ask questions, and review the scope in detail before submitting a proposal.
- You receive bids, each with different formats, pricing structures, and assumptions.
- You compare and evaluate the bids, ask for clarifications or revisions, and may work through a round or two of adjustments.
- You choose your contractor, sign a construction agreement, and prepare to begin the next phase of pre-construction.
The process typically takes 2 to 6 weeks depending on your project size, the number of contractors involved, and how complete your drawings or SOW are.
What Makes a “Good” Bid
The best contractor bids aren’t just the cheapest. A strong bid will:
- Clearly describe what’s included and what isn’t
- Align with your plans and scope
- Include realistic pricing and timeframes
- Come from someone who visited the site and understands the full context
- Be responsive to your questions and open to clarifications
Poor bids often look rushed, lack detail, or leave too many decisions open-ended.
Why This Phase Can Be Confusing (and How This Guide Helps)
Even experienced owners can find the bidding process frustrating. Here’s why:
- Contractors use different formats – some detailed, some vague
- Prices can vary significantly even when scope seems the same
- Important items may be left out entirely if not spelled out
- It’s hard to compare bids if you’re not sure what to look for
That’s why this section exists. It breaks the process down into manageable steps, explains what documents you need, shows you how to compare bids side-by-side, and helps you make a confident, informed decision.
What You’ll Learn in This Section
This part of the guide will walk you through everything you need to know between finalizing your scope and hiring your contractor. Here’s what’s coming next:
- Understanding Scope of Work & Bidding Documents
How to organize your scope into a simple, useful package for contractors - Contractor Walkthroughs: How to Run a Productive Site Meeting
What to do during contractor visits, and how to make the most of that time - The Bid Collection Process & Managing Contractor Questions
How long bids take, what contractors ask, and how to keep things moving - What’s Included in a Contractor Bid
Typical bid components like labor, materials, allowances, and exclusions - Understanding Bid Structure & Construction Categories (CSI Divisions)
A deeper dive into how bids are formatted and categorized - Comparing Contractor Bids
How to evaluate proposals side-by-side, and what to watch out for - Clarifications & Revisions
How to ask contractors for updated bids or reduced pricing - How to Choose the Right General Contractor
Key factors beyond price—like communication, schedule, and team fit
What’s Next: Understanding Scope of Work & Bidding Documents
Before you can collect accurate bids or schedule walkthroughs, you’ll need to assemble a simple, clear bid package. Whether you’re working from full plans or just a Scope of Work, the way you present your project to contractors will directly affect the quality and accuracy of their bids.
Continue to Scope of Work & Bidding Documents to learn how to organize your scope, what to include in your bid materials, and how to set contractors up to respond clearly and consistently.