What is a bid sheet?
A bid sheet is the form a contractor fills in to submit a price on a project. It lists the work as line items with quantities and unit prices, adds up a total base bid, and prices any alternates the owner asked for. It also states what's included and excluded, how long the price holds, and any bid bond.
Owners and general contractors often send their own bid form. When they do, use theirs. When they don't, or when you're bidding to a GC on a trade package, a clear bid sheet makes your number easy to compare and hard to misread.
How to fill out a bid sheet
- Read the bid documents and every addendum. List the addenda you received on the sheet.
- Fill in the project details. Who you're bidding to, the project, the bid or RFP number, and the due date and time.
- Price the line items. Break the work down the way the drawings or specs do. Enter a quantity, unit and unit price for each. The amounts and total calculate for you.
- Price the alternates. Each one as an add or a deduct from the base bid.
- Write inclusions and exclusions. This is where bids that look the same on price turn out to be different.
- Set the validity period and bid security.
- Sign it and deliver it before the deadline. Late bids are often rejected.
Units commonly used on a construction bid
| Unit | Means | Typical use |
|---|---|---|
| LS | Lump sum | Mobilization, permits, cleanup |
| EA | Each | Doors, fixtures, light fittings |
| LF | Linear foot | Fence, curb, trim, pipe |
| SF | Square foot | Flooring, drywall, roofing |
| SY | Square yard | Paving, carpet |
| CY | Cubic yard | Concrete, excavation, fill |
| HR | Hour | Labor or equipment time |
Use the same units as the bid documents so the owner can compare bids line by line. For material quantities, the concrete calculator and other calculators give you a starting count.
Construction and commercial bid template tips
- Alternates are separate. Don't fold them into the base bid. Owners compare base bids first.
- Exclusions protect you. Permits, testing, after-hours work, patching by others and bonds are common items to address.
- Bid security. Public and many commercial jobs require a bid bond or certified check, often a percentage of the bid. Read the bid instructions for the amount and form.
- Insurance. Commercial owners and GCs usually want a certificate of insurance on award, sometimes with specific limits.
- Validity. Public jobs often set how long bids must stay open. Price material escalation into longer windows.
Bid sheet vs estimate vs proposal
An estimate is your working number, usually for a homeowner. A bid sheet is a formal price against a set of documents, compared side by side with other bidders. A proposal adds context and options for a client who is choosing who to hire, not just the lowest number. If you win, the next document is usually a subcontractor agreement or a construction contract.
Questions
Is this bid sheet template free?
Yes. Fill it in, then download it as a PDF or Word file. No account needed.
What's the difference between a base bid and an alternate?
The base bid is your price for the work in the bid documents. An alternate is a priced change the owner may accept or not, such as a different material. It's shown as an add or a deduct from the base bid.
What is a bid bond?
A bid bond is a guarantee from a surety that you'll sign the contract and provide any required performance and payment bonds if you win. Public jobs often require one. The bid instructions set the amount.
How long should a bid be valid?
Follow the bid instructions if they set a period. If not, 30 to 60 days is common. Longer windows carry more risk of material price changes.
Should I list addenda on my bid?
Yes. Listing the addenda you received shows your price includes them. Many bid forms require it, and missing one can get a bid rejected.