Bid schedule template: a free bidding schedule for subcontractors

A free bid schedule template: one row per bid with due date, walkthrough, RFI cutoff, addenda and status, so nothing slips. Print it or save it as a PDF.

Print this page or save it as a PDF, or copy the table into a spreadsheet. Add one row the day an invitation to bid arrives, not the week it's due. Sort by bid due date and look at it every morning.

| Job | GC / owner | Trade scope | Bid due (date and time) | Walkthrough | RFI cutoff | Addenda received | Estimator | Status | Bid amount | | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | | | | | | | | | | Invited | | | | | | | | | | | Takeoff | | | | | | | | | | | Pricing | | | | | | | | | | | Submitted | | | | | | | | | | | Won / lost | |

Bid due (date and time). The time matters as much as the date. Write the time zone if the GC is in another one. Walkthrough. Pre-bid site visit or meeting, and whether it's mandatory. Missing a mandatory walk can disqualify the bid. RFI cutoff. The last day the GC or owner takes questions. Questions after it usually go unanswered. Addenda received. Write the addendum numbers you have. Before you submit, check them against the list on the bid form. Status. Invited, Takeoff, Pricing, Submitted, then Won or Lost. A bid that sits in one status too long is the one that slips. Bid amount. Fill it in when you submit. Win or lose, the number is worth keeping for the next bid like it.

1. Work backward from the due date. Takeoff done three working days before, pricing two, proposal one. Put those dates in the row too if your shop is busy. 2. Count the bids due in the same week. If three big bids land on one Thursday, decide early which one gets your best estimator. 3. Say no on the schedule, not on bid day. If you can't do a job justice, decline the invitation the day it arrives. 4. Keep lost bids. Who won and by how much tells you more than any spreadsheet.

Questions

What is a bid schedule?

A bid schedule (or bidding schedule) is the list of every job you are bidding with its key dates: when bids are due, the pre-bid walkthrough, the last day for questions (RFIs), addenda, and when you expect an award. One row per bid, sorted by due date.

What's the difference between a bid schedule and a schedule of values?

A bid schedule tracks the bids you are chasing and their dates. A schedule of values breaks a contract price into line items for billing once you've won. Some owners also call the itemized price form in a bid package a bid schedule; that one lists the quantities and unit prices you fill in.

Can I keep the bid schedule in Bedrock instead?

Yes. In Bedrock the bid due date lives on the job itself, the bid calendar shows your bids by due date and status, and an automation can remind you when a bid is nearly due.

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