More bids from good subs start with a better invitation.
In this article
Why it matters
Good subcontractors get many invitations. They bid on the ones that are clear, realistic and from contractors who pay on time. A vague invitation with a broken link and a two-day deadline goes straight to the trash.
Project summary
Name, location, size, owner and delivery method.
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Scope by trade
Short scope notes and key specs for each trade.
Documents
Working links to drawings, specs and addenda.
Due date
Realistic deadlines based on project size.
Site visit
Date, time and who to contact.
Requirements
Bonding, insurance, prevailing wage or certifications.
Contact person
One estimator who answers questions.
Follow-up
Call key subs a few days before the due date.
A message that gets bids
"We're bidding a 12,000 sq ft medical office in Tampa, due on the 20th. Drawings are at the link below. Your scope is section 09 29 00. Call me with any questions."
Where to start
Create an invitation template and track response rates by trade.
Common mistakes
Vague scope, broken links, unrealistic deadlines and no follow-up.
Know your numbers
Invitations sent, bids received per trade and coverage on bid day. If a trade keeps coming in thin, expand your list early for the next bid.
Thank and inform
After award, tell bidders the result. Subs who hear back are more likely to bid next time.
Run tighter jobs and win the right ones.
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Frequently asked questions
What should an invitation to bid include?
Project name and location, owner and delivery method, scope by trade, document links, bid due date, site visit details, contact person and any special requirements.