How to Write a Construction Bid and Win More Jobs

As bidding season ramps up, estimators need to know how to write a construction bid that helps them stand out against the competition. This involves creating accurate estimates that not only secure contracts but also help them deliver profitable projects while maximizing their profit margins.

Preparation is key, and a well-thought-out strategic approach can make the difference between winning a lucrative contract or missing out.

With that in mind, we’ll explore a few ways you can prepare for the busy bidding season, and then we’ll provide a step-by-step guide that outlines how to develop a comprehensive bid strategy and write winning construction bids.

Key Takeaways About The Construction Bidding Process

Estimators should review their project’s scope, timeline and understand the expectations of the project owner before submitting their bid.
The bid should include detailed cost breakdowns while highlighting your company’s expertise and proving why you’re the best option to handle the project.
By investing in construction estimating software — like McCormick — estimators can easily access information from past projects and leverage real-time data for more accurate bids.
Estimators should strengthen their relationships with trade-specific material suppliers and subcontractors to improve communication and potentially gain access to discounted rates.

1. Review Past Projects and Learn From Experience

One of the most effective ways to prepare for the upcoming bidding season is by reviewing past projects to help you refine your estimating process.

Look at successful bid proposals, as well as the ones that fell short. Assess whether you overestimated or underestimated certain project costs and pinpoint areas where the construction project didn’t go as planned.

Understanding these patterns will help you avoid common pitfalls in the construction industry, create more accurate estimates and win more bids.

2. Focus on Data Accuracy and Research Construction Estimating Software

Accurate, real-time data is of the utmost importance when creating reliable estimates. Before bidding season begins, review your current data collection methods, compare past estimating data with actual project outcomes and highlight potential blind spots.

Apply these insights as you research construction estimating software. Understand that no two estimating software are the same.

Some provide all-in-one takeoff and estimating with trade-specific material databases, while others may just provide basic functionality and data storage. Estimators can use this software to:

Perform on-screen measurements directly from digital blueprints
Seamlessly sync data from their takeoff into their estimates in a few clicks, saving time and reducing errors caused by manual data entry
Easily combine or split costs that are featured in the bid. This gives estimators the visibility to ensure accuracy and make the necessary updates before submitting their bid

By reviewing past estimating data and harnessing the power of estimating software, contractors can ensure they’re working with accurate, up-to-date data as they begin building their bids.

3. Strengthen Relationships With Suppliers and Subcontractors

Bidding isn’t just about what you know; it’s also about who you know. You can get an edge by strengthening relationships with your suppliers and subcontractors ahead of the busy season. By building a strong relationship with suppliers and subcontractors, you can:

Understand their capacities and limitations so you can create more accurate, reliable estimates
Maintain effective communication to get faster responses during the bidding process
Receive potential discounts or better pricing

Ultimately, contractors who strengthen their relationships with suppliers and subcontractors can create bids that make them stand out in a competitive construction industry while maximizing their project profitability and profit margins.

4. Enhance Your Bid Presentation

Think of the bid presentation as a resume showcasing your company’s skillset and specialized expertise. Make your bid documents eye-catching, but professional, while outlining your company’s ability to effectively complete the project.

Ensure the important information is easily seen on the bidding documents and offers clear, easy-to-understand information that includes a breakdown of project timelines, costs and milestones.

Additionally, if possible, highlight your company’s qualifications and past experiences with similar projects or offer case studies that showcase your expertise and reliability , increasing your chances of success with a comprehensive proposal.

5. Plan for Contingencies

In the unpredictable world of construction, even the best-laid plans can be disrupted by outside factors.

When preparing your construction proposal, be sure to include contingency plans for unforeseen circumstances, like unexpected material price hikes, delays or potential changes in project scope.

It’s also a good idea to communicate these contingencies clearly to your client. Make it clear that while you’re confident in your estimate, certain factors outside of your control may affect the final cost.

This transparency will not only build trust but also help manage client expectations, leading to greater client satisfaction throughout the project.

6. Stay Organized

The busy bidding season can quickly overwhelm even the most experienced estimators. To avoid last-minute scrambles, stay organized and manage your time effectively.

Set up a system that allows you to simultaneously track:

Multiple bids
Deadlines
Tasks
Project documents

Prioritize your workload to ensure that you’re addressing the most important construction contracts first and break larger tasks into manageable steps to avoid feeling rushed. This helps ensure each bid form is complete before submission.

Investing in construction estimating software can help reduce stress and maximize productivity, leading to more winning bids. Additionally, you can leverage the real-time data from construction estimating software to improve your construction bid creation process.

How to Create Winning Construction Bids

Now that you’re prepared for the bidding process, let’s take a closer look at the purpose of a construction bid and the steps you should take to writing one.

Construction bids serve as an opportunity for you to show potential clients how your company would complete a project within a specific timeline and budget. It also allows you to display your company’s qualifications and experience, which may set you apart from the competition.

There are a few steps you should take when approaching your bid submissions:

Introduce your company and highlight your qualifications and experience that are relevant to the project specifications.
Clearly explain your deep understanding of the project requirements and identify challenges or unique aspects of the job that will need to be addressed.
Outline your plan to execute the project, addressing key project details, materials and solutions. Also, explain how the project will be organized and how you plan to meet deadlines.
Offer a detailed cost estimate breakdown, including labor, materials, equipment, overhead and subcontractor costs. Be clear about the pricing and mention payment terms, conditions and contingencies (if necessary).
Provide a timeline that clearly reflects each phase of the project, its expected completion and the start and finish dates of the entire project.
Include details about your company’s safety plan and ensure it addresses the project’s potential hazards.
Mention your team’s qualifications, certifications and past experiences with similar projects to set yourself apart from the competition.
Provide proof of insurance, licenses and bonding that are necessary for the job to give the project owner peace of mind.
If there’s enough room, include references from previous clients to build trust with the client.

Ultimately, a competitive construction bid demonstrates that you not only understand the project’s requirements but that you have the skills, resources and experience to execute it successfully.

Streamline Your Bidding With McCormick

As the bidding season approaches, it’s important to have a plan in place to create winning bids. Many estimators have invested in construction estimating software—like McCormick — to simplify their bidding process. With McCormick estimators can build estimating templates that include all the key elements to:

Streamline the bidding process by creating a structured, ready-made framework
Manage multiple bids at the same time
Build consistent bids that are easy to compare and review in the future
Easily track and justify construction costs within the bid
Minimize errors by giving estimators a guide through each step of the process

In addition to estimating templates, estimators can also use McCormick to automate their estimating calculations, perform fast, accurate on-screen takeoff and access trade-specific databases. Ultimately, McCormick gives you the tools and real-time data to build successful construction bids and set you up for long-term success.

For more information about McCormick, talk to a specialist now.