Comparing sub bids apples to apples
Subcontractor bids rarely arrive in the same format. One sub sends a lump sum, another sends a detailed breakdown, a third lists six exclusions on page two. Comparing them fairly means putting them on the same line items and filling the gaps before looking at totals.
What to check on every sub bid
- Exclusions and clarifications - the most common source of surprise change orders.
- Addenda acknowledged - a bid that missed an addendum is pricing a different job.
- Allowances and unit prices that may not match your quantities.
- Schedule and manpower assumptions, including overtime or phasing.
- Bond, insurance and warranty inclusions if your contract requires them.
- Material escalation language and how long the price is held.
A quick process for leveling sub bids
- Build your line items from the spec section or your scope sheet.
- Enter each sub’s price per line; call subs who only gave a lump sum.
- Flag every exclusion as N/I instead of leaving it blank.
- Add a plug for each excluded item so totals cover identical scope.
- Call the low bidder to confirm the scope before awarding - a bid that is far below the others is usually missing something.
The tool above does the arithmetic and highlights the low total as you go, so the conversation with your subs can focus on scope instead of spreadsheet math.
Frequently asked questions
How many subcontractor bids should I get?
Three is a common target for each major trade. Fewer makes it hard to spot an outlier; many more takes time to level. The tool handles up to five bidders per package.
What should I do when a bid is much lower than the others?
Treat it as a question, not a win. Check exclusions, addenda and quantities, then call the bidder to confirm they priced the full scope. A very low bid that is missing scope usually turns into change orders.
Can I save my comparisons?
The comparison tool is free without an account. TrueBid Pro saves each bid package so you can reopen it or reuse the same bidders and line items on the next job.