Estimating & Proposals

When Should Contractors Submit Their Construction Bids?

Contractors should submit their construction bids before the deadline specified in the bid invitation or request for proposal. Submitting early can help avoid last-minute technical issues and gives time to correct any errors. Always confirm the submission cutoff and allow for review to ensure your bid is complete and competitive.

We Get It

Missing bid deadlines or submitting incomplete proposals can cost us valuable work opportunities. Many contractors struggle with juggling multiple bids and staying organized under tight timeframes.

Understanding the Details

Key Factors in Bid Timing

As contractors, we know timing is everything when it comes to submitting bids. The ideal window depends on several factors:

  • Bid deadline: Always prioritize the official cutoff stated in the invitation to bid (ITB) or request for proposal (RFP).
  • Complexity of the project: More complex jobs require extra time for takeoffs, vendor quotes, and clarifications.
  • Pre-bid meetings: Attend these early to ask questions and adjust your bid approach if needed.
  • Client expectations: Some owners prefer early submissions to allow for Q&A and clarifications.

Submitting too close to the deadline increases the risk of technical issues, missing documents, or accidental errors.

Practical Steps

Steps for Timely Bid Submission

  1. Mark all bid deadlines: Use a calendar or project management tool to track every opportunity.
  2. Start your takeoff early: Begin quantity and cost calculations as soon as you receive the bid documents.
  3. Gather vendor quotes: Request materials and subcontractor pricing well ahead of time to avoid delays.
  4. Allow for internal review: Set an internal deadline at least 24 hours before the official cutoff to review for errors or omissions.
  5. Submit electronically and confirm receipt: For online portals, always save confirmation emails and take screenshots as proof of submission.

By building in buffer time, we reduce stress and catch mistakes before they cost us work.

How EZcontractPRO Helps

Our team has found that using EZcontractPRO's estimating tools keeps all our deadlines in one place and speeds up the bid preparation process, so we never miss a submission.

Start Free 30-Day Trial

Frequently Asked Questions

What happens if I submit my construction bid after the deadline?
Bids submitted after the official deadline are typically disqualified and not considered by the project owner. It's essential to submit your proposal on time to remain eligible for selection. Always double-check the cutoff and account for any potential technical delays.
Is it better to submit a construction bid early or right before the deadline?
Submitting your bid early is always safer and more professional. Early submissions allow time for corrections, reduce the risk of technical issues, and demonstrate reliability to the project owner. Last-minute submissions can lead to costly mistakes or missed opportunities.
How do I keep track of multiple bid deadlines at once?
Use a digital calendar, project management software, or specialized estimating tools to organize all your bid deadlines in one place. Setting reminders and internal milestones helps ensure nothing slips through the cracks when juggling several opportunities.
What should I review before submitting my construction bid?
Double-check your bid for complete scope coverage, accurate pricing, and all required attachments or forms. Reviewing quantities, subcontractor quotes, and compliance documents helps prevent disqualification or costly errors after submission.
Can I make changes to my bid after submission?
Some project owners allow clarifications or corrections before the deadline but not after. If you need to revise your bid, contact the owner or bid administrator immediately and follow their process. Once the deadline passes, bids are usually final and cannot be changed.

Contractor Community Q&A

Real questions from contractors like you, answered by experts and peers.

Featured
C
Carlos M. Electrician • Phoenix, AZ

What's the best way to handle estimates when I don't know exact material costs until I open up the walls?

31 found helpful 2 answers
EZcontractPRO Team Official

Use allowances! Give a budget range for the unknown portion (e.g., "Electrical rough-in: $800-1,200 allowance, final based on actual conditions"). This sets expectations and protects your margin.

24
M
Maria G.

I always add 15% contingency for remodel work. Clients understand old houses have surprises. Just explain it upfront.

11
M
Mike R. General Contractor • Austin, TX

How detailed should my estimates be for residential remodels? I've been doing simple one-line quotes but wondering if I'm losing jobs because of it.

23 found helpful 2 answers
EZcontractPRO Team Official

Detailed estimates almost always win more jobs. Clients feel more confident when they can see exactly what they're paying for. Try breaking down by room or phase - it also protects you if scope changes mid-project.

15
J
James P.

I switched to itemized estimates last year and my close rate went up about 20%. Takes more time upfront but worth it.

8
S
Sarah K. Kitchen & Bath • Denver, CO

Do you guys include labor as a separate line item or bundle it with materials? Clients keep asking me to break it out.

18 found helpful 1 answers
Construction Coach Expert

I recommend showing labor separately for transparency, but bundle it if you're worried about clients nickel-and-diming your hourly rate. Either way, be consistent across all your estimates.

12

Have a question about estimating & proposals?

Ready to Streamline Your Business?

Join thousands of contractors who create professional estimates in minutes, not hours.

Start Free 30-Day Trial See Features