Did you know that 70% of construction disputes start during the bidding phase, not during construction. Most of them could be prevented with better pre-bid planning.

You know that sinking feeling when bids come back 30% over budget, or when three qualified contractors all have wildly different interpretations of your scope? That's not bad luck—that's bad planning.

The difference between smooth projects and expensive disasters usually comes down to what happens before you ever send out the first RFP. Let's talk about the pre-bid planning steps that separate the pros from the amateurs.

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Define Your Scope (No, Really Define It)

The Problem: Most project scopes read like a wish list instead of a construction contract. "High-quality finishes" and "state-of-the-art systems" aren't specifications—they're invitations for change orders.

What Actually Works:

• Specific product standards: Not "high-quality flooring," but "Armstrong VCT, 12" x 12", commercial grade"
• Performance requirements: "HVAC system to maintain 72°F ±2°F during peak occupancy"
• Clear exclusions: List what's NOT included to prevent scope creep

Reality Check: If your architect says the drawings are "90% complete" but you're still having conversations about major systems, you're not ready to bid. Contractors price uncertainty, and uncertainty is expensive.

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Create Your Project Timeline (Backwards)

Start with when you need the building, then work backwards through every milestone that has to happen first.

Critical Milestones to Lock Down:

• Permit approval timeline (add 30% buffer because permitting is unpredictable)
• Utility connections (especially if new service is required)
• Site access dates (when can contractors actually start work)
• Owner-furnished equipment delivery (don't let your custom equipment become the critical path)

Pro Tip: Build weather delays into your schedule. If you're planning exterior work during prime storm season and then hoping for it not to rain, you're going to have problems.

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Document Strategy That Actually Helps

Plans and Specifications Your documents need to tell contractors exactly what to build, not give them a general idea and hope for the best.

Essential Document Package:

• Architectural plans (floor plans, elevations, sections, details)
• Structural drawings (foundation, framing, connections)
• MEP plans (coordinated, not just schematics)
• Site plan (utilities, drainage, parking, landscaping)
• Specifications (materials, methods, performance standards)

The Test: Show your documents to a colleague who's never seen the project. Can they understand what you want built? If not, contractors won't either.

Project Photos and Site Information For renovation work, photos are worth their weight in gold. Document existing conditions thoroughly—it's your best defense against "we didn't know that was there" upcharges.

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Submission Requirements That Matter

Don't just copy the last project's requirements. Think about what you actually need to evaluate contractors and manage the project.

Standard Requirements Worth Including:

• Insurance certificates (with correct coverage amounts)
• Bond capacity (if bonding is required)
• Reference projects (similar scope, recent completion)
• Project schedule (realistic timeline with critical milestones)
• Safety program documentation

Skip the Busywork: Requiring 47 different forms doesn't make you thorough—it makes good contractors walk away from your project.

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Budget Reality Check

Market Research Before You Bid: Know what similar projects are actually costing before you set expectations. Last year's pricing might not reflect today's reality.

Budget Components to Consider:

• Base construction cost (what contractors will bid)
• Site preparation (often underestimated)
• Permits and fees (varies wildly by jurisdiction)
• Owner contingency (7-12% is a good rule of thumb for most projects)
• Escalation (if there's time between bid and construction)

Reality Check: If your budget is based on what you want to spend rather than what it costs to build, you're setting everyone up for disappointment.

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Contractor Pre-Qualification

Don't wait until bid day to figure out if contractors are qualified. Do your homework upfront.

Key Qualification Factors:

• Recent experience with similar project types and sizes
• Local presence (long-distance GCs often means coordination problems)
• Current workload (overloaded contractors make mistakes)
• Financial capacity (can they handle your project size)
• Safety record (good safety correlates with good management)

Sweet Spot: 3-5 qualified contractors gives you competitive pricing without administrative chaos. Too many bidders often means lower quality submissions. If you think you are going to send the project to 10 GCs and get good pricing, you're mistaken. Many GCs often use similar subs and if it gets back to them that they are bidding against the entire city, their interest in your project just plummeted as well as the time they are going to spend on the bid.

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The Pre-Bid Meeting Strategy

Use the pre-bid meeting to clarify expectations, not just review documents.

Cover These Topics:

• Site access and logistics (where to stage, parking, security)
• Existing conditions (what's staying, what's going)
• Schedule expectations (critical milestones, occupancy requirements)
• Submission format (how you want bids organized)

Document Everything: Follow up with written clarifications to all bidders. Verbal clarifications during site walks become "he said, she said" arguments later.

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Setting Yourself Up for Success

Good pre-bid planning isn't just about getting accurate pricing—it's about starting your project with clear expectations, qualified contractors, and realistic schedules.

The best contractors appreciate thorough planning because it lets them focus on building instead of guessing what you want. The contractors who complain about detailed requirements are usually the ones you don't want anyway.

Spend the time upfront to get it right. Your future self (and your budget) will thank you.

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Want to set yourself up for success and are ready to organize your pre-bid planning process? Reach out to us at [email protected] or check out our website at outbidd.com to learn how our modern AI powered platform can help get planning right.

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P.S. - Yes, we know that "90% complete" drawings are really about 60% complete. Architects are eternal optimists.