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Bid Intake & Bid / No-Bid Checklist

A step-by-step walkthrough for deciding which jobs are worth your time to price, and which ones to pass on — before real hours get spent.

10-item quick intake check 10 hard-gate stop signs 100-point bid/no-bid scorecard
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The full checklist is a fillable PDF with project-detail fields, notes lines, and an action list — this page walks through how it's structured.

Golden rule: if you do not know the answer, do not mark "Yes." Mark Needs Checking and write down exactly what needs to be found out.

How the Checklist Works

1
Quick Intake Check
A 5–10 minute pass to confirm the basics are in place before anyone spends real time on this bid.
2
Stop Signs
Hard gates. If any answer is "No," the job normally does not get bid unless the owner signs off in writing.
3
Bid / No-Bid Scorecard
A 100-point score across six areas that decides how confident you are in this job.
4
Final Score & Action List
What the score means, and what still needs fixing before you commit.
5
Risks & Bid Plan
Then a Final Check right before the bid goes out the door.

Section 1 · Quick Intake Check (10 items)

Covers whether you have every drawing and addendum, know exactly when and how to submit, are pricing off the latest plans, understand the scope, know the site conditions, know the schedule, have the required forms and bonds, know if a site visit is required, have enough time to price properly, and have the right person to price and check it.

Total "Yes" AnswersResultDecision
9–10Good to ReviewMove on to the Stop Signs and the Scorecard
7–8Mostly ReadyStart reviewing, but fix the missing items quickly
5–6Not ReadyGet the missing information before doing anything else
Below 5Too Many GapsDo not spend real time on this bid yet

Section 2 · Stop Signs (10 hard gates)

Yes / No / Needs Owner Approval questions covering: licensing, bonding & insurance, client reputation, funding source, scope clarity, time to complete, capacity to staff the job, minimum profit, contract terms, and known risks.

ResultDecision
All answers are YesContinue to the Scorecard
One or more need owner approvalContinue only once that approval is in writing
One or more answers are NoNormally, no-bid this one

Section 3 · Bid / No-Bid Scorecard (100 points, 6 categories)

Each item is scored 1–5 (1 = bad/major concern, 3 = normal risk, 5 = clear advantage). A score of 1 or 2 must be explained and carried to the Action List.

CategoryMax PointsCovers
A · Client & Payment20Payment history, payment terms, contract fairness, access to decision-makers
B · Job Fit & Scope20Relevant experience, right size/location, scope clarity, site workability
C · People, Materials & Schedule15Staff availability, material/sub availability, realistic schedule
D · Money & Risk20Confidence in the price, profit after risk, cash-flow capacity, risks covered
E · Chance of Winning15Real edge, competition level, understanding what the client values
F · Bid Effort & Business Value10Worth the estimating hours, fits your growth strategy

Section 4 · What Your Score Means

ScoreDecisionWhat to Do
80–100BID ITStart full estimating, collect quotes, build the bid plan, prepare to submit
70–79BID IT — FIX WEAK SPOTSResolve the low-score items before final approval
60–69NEEDS MANAGEMENT APPROVALLeadership decides if the upside is worth the risk
50–59HOLD FOR NOWGet better information or wait for answers
Below 50NO-BIDNot a good use of the company's time, money, or bond capacity
Override rule: even with a high total score, stop and get approval if any of nine specific questions — payment, terms, plans/scope, staffing, schedule, price confidence, profit, or cash capacity — scored a 1 or 2.

Sections 5–7 · Action List, Bid Plan & Final Check

Every "Needs Checking," every "No," and every score of 1 or 2 gets logged with an owner and a due date. Section 6 captures your top 2–3 risks and your competitive bid plan. Section 7 is a 10-item final check — forms signed, exclusions stated, sub quotes verified, all costs included, second review done, cash/bond/profit checked, contract risks resolved — before the bid goes out the door.

Free Resource

Get the fillable PDF checklist

Includes every project-detail field, scorecard, notes line, and the Action List and Bid Plan sections in a ready-to-print format.

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