Prepared by The Hammer Mill · Sources checked September 2026 · Editorial approach
A bid comparison should show whether contractors priced the same work. Put the required scope in one column and each bidder’s response beside it. Mark an unanswered item as not stated. Do not turn silence into an inclusion or assign an invented cost to make the totals look comparable.
This worksheet is an owner-side organizing tool. It does not replace technical specifications or contract review.
Start with a common description
Give each bidder the same dated packet: building list, elevation register, measured drawings if available, condition report, proposed product options, access constraints, and required handover documents. Number every revision. If a site walk reveals a condition that affects pricing, circulate the clarification to everyone invited to bid.
| Scope item | Required response | Bid A | Bid B | Bid C |
|---|---|---|---|---|
| Buildings and elevations | Identifiers and removal limits | Not stated | Not stated | Not stated |
| Measurement basis | Quantities and treatment of openings | Not stated | Not stated | Not stated |
| Existing material removal | Layers, trim, disposal, excluded work | Not stated | Not stated | Not stated |
| Proposed product | Manufacturer, product, profile, finish | Not stated | Not stated | Not stated |
| Water-management work | Barrier, flashing, connections, exclusions | Not stated | Not stated | Not stated |
| Concealed repairs | Allowance or unit rates, inclusions, approval process | Not stated | Not stated | Not stated |
| Design and permits | Responsible party and fee inclusions | Not stated | Not stated | Not stated |
| Access | Equipment, staging, parking, restricted areas | Not stated | Not stated | Not stated |
| Resident coordination | Notice responsibility and access plan | Not stated | Not stated | Not stated |
| Building protection | Windows, landscaping, walkways, cleanup | Not stated | Not stated | Not stated |
| Testing or special handling | Available reports and excluded investigations | Not stated | Not stated | Not stated |
| Schedule | Mobilization assumptions and building sequence | Not stated | Not stated | Not stated |
| Warranty | Product and workmanship documents | Not stated | Not stated | Not stated |
| Closeout | Photos, approvals, instructions, punch list | Not stated | Not stated | Not stated |
Separate four kinds of price
Base price is the contractor’s amount for a defined scope. The definition matters as much as the amount.
Allowance is a stated provision for work or selections that are not fully resolved. Ask how the allowance is reconciled and whether unused amounts are credited. A bare allowance amount does not explain the quantity or quality included.
Unit price is a rate for a specified measurable item. Record the unit, measurement method, and whether labor, material, disposal, overhead, and access are included. “Sheathing: $X” is not an adequate unit description.
Alternate is an explicitly priced variation from the base scope. Keep alternates separate until the owner selects them. A different finish, additional elevation, or optional upgrade should not appear in only one bidder’s unqualified total.
Avoid adding all allowances and alternates automatically. Some alternatives replace base work; adding both would double count the same item.
Use a clarification register
Assign each unresolved item a number and ask for a written response by a common deadline.
| ID | Question | Response needed | Status |
|---|---|---|---|
| C-01 | Does the proposed flashing scope include existing windows that remain? | Specific retained/replaced details and exclusions | Open |
| C-02 | How are concealed repairs measured and approved? | Unit definition, evidence, and authorization process | Open |
| C-03 | Who obtains required permits and schedules inspections? | Named responsible entity and included fees | Open |
| C-04 | What changes if the start date moves? | Price validity, availability assumptions, schedule consequences | Open |
| C-05 | What is delivered before final payment? | Contractual closeout list and acceptance process | Open |
“Included as needed” may still be ambiguous. Ask the bidder to describe what is included, what triggers extra work, and how an extra is authorized.
Record risks without pretending to calculate them precisely
A low base price and a large unresolved exclusion can create budget uncertainty. That does not mean the exclusion will become a charge; it means the owner lacks information needed for a decision.
Use plain labels such as resolved, needs investigation, owner decision, or contract clarification. Resist assigning numerical risk scores unless everyone understands the method and its limitations.
For a difficult concealed condition, the next step may be a limited investigation, not another round of guessing. Price that investigation explicitly and make its findings available for the next scope revision.
Verify qualifications against the actual work
Oklahoma’s CIB states that general contractors are not currently required to hold a state general-contractor license, while regulated trades and local requirements remain separate. Avoid using an undefined “Oklahoma licensed” badge as a shortcut. Oklahoma Construction Industries Board.
Ask for the contracting entity’s legal name, relevant work history, required trade registrations or licenses, local requirements, and insurance documentation appropriate to the project. Have the owner’s adviser check the proposed insurance requirements and endorsements. Obtain the actual warranty terms before treating a warranty duration as an advantage.
Reference checks should address comparable occupied-building work. Ask what the contractor did, how changes were handled, and whether the owner received useful closeout records. A product training credential and a successful multifamily installation are different pieces of evidence.
Write the selection memo before signing
A useful selection memo states the accepted scope revision, evaluated proposals, resolved clarifications, selected alternatives, remaining assumptions, and reason for the choice. Attach the documents that support it.
The reason need not be “lowest price.” It might be clearer scope, a workable resident plan, better-documented relevant experience, or an acceptable schedule. Make that reasoning visible to the people who approve the commitment.
Use the selected proposal, clarification responses, drawings, and specifications to prepare a coherent contract. If those documents contradict one another, resolve the conflict before work begins rather than expecting the project team to improvise later.
Put the scope to work
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