TL;DR:

Bid reviews are often inefficient due to lack of preparation, turning strategic discussions into long info sessions. By enforcing pre-meeting prep, clear roles, and using tools like video summaries, teams can streamline reviews and focus on strategy.

You know the feeling. It's a week before the letting. Eighteen bids are due next Friday, and you've got four solid days of bid reviews booked. These meetings are meant to ensure cost accuracy. Pricing comes later.

So, why do you need to be in the bid review room?

We need work

Translation: I’m here to make sure our takeoffs are aggressive, and our productions are realistic. Otherwise, we’ll miss out.

We’re full of work, and it’s all super cheap

Translation: We got too ambitious on past bids. I need to make sure our costs are accurate and we don't overcommit with our current backlog.

More eyes prevent mistakes

Translation: We’re all human, estimators included. Extra sets of eyes mean fewer things get missed.

The Problem

I've been in bid reviews that dragged on for 4 hours but could've been done in 30 minutes. Imagine what you could do with an extra 3.5 hours. The issue? Too often, half the meeting feels like someone reading off a PowerPoint slide. Estimators spend hours understanding every detail, but bid review attendees often just show up. If you're walking into a bid review cold, not knowing the project, there is a better way.

How to Fix Bid Reviews - Starting Tomorrow

Build a Culture of Preparation

Action: Make it mandatory for participants to review project scope, documents, and past similar bids before the meeting. No exceptions.

Why: When everyone comes in prepared, meetings are faster and more efficient. No time wasted on catching people up.

Assign Clear Roles and Responsibilities

Action: Define who handles what - estimators, project managers, field supervisors - and create a checklist for each role to review before the meeting. Do not invite people that do not contribute, not everyone needs a ticket to the dance.

Why: When roles are clear, discussions stay focused, reducing missed details and keeping meetings on track.

Standardize the Review Process

Action: Develop a consistent template covering: Project Overview, Takeoff Review, Key Quantities, Risks & Assumptions, Pricing

Why: Standardization saves time on structure, allowing more focus on analysis and any missing details.

Use Asynchronous Tools

Action: Have estimators create 5-10 minute video summaries (using tools like Loom) that highlight key aspects of the bid and potential challenges. Distribute these ahead of time.

Why: This approach allows participants to get up to speed on their own, so live reviews can focus on strategic discussions, not basic info transfer.

Integrate Field & Executive Team Insights Early

Action: Involve input from field and office teams - superintendents, project managers, VPs - during preparation, not just in the review.

Why: Field teams know what works on the ground and ensure your bids reflect reality.

The 21st Century Bid Review

Imagine a bid review that feels more like a strategy session than a grind. Everyone walks in already familiar with the project, having watched a short video, reviewed a checklist, and with a clear understanding of the job. The meeting flows smoothly because there’s no need to cover basics. Instead, it's about strategic discussions - risks, past costs, and field insights. Remember, profit and pricing come later. Right now, cost is what matters. You're done in 30 minutes, not two hours, and everyone leaves with a clear game plan.

Start Tomorrow By:

1. Setting up a standard template for bid reviews.

2. Using video tools to cut down on meeting time.

3. Creating and distributing clear pre-review checklists. Here’s a template to help you get started!

The secret to a successful bid review isn’t the meeting itself. It’s how well your team prepares before they walk in the room.

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About the Author

Tristan Wilson is the CEO and Founder of Edgevanta. We make software that helps contractors win more work at the right price. He is a 4th Generation Contractor, construction enthusiast, ultra runner, and bidding nerd. He worked his way up the ladder at Allan Myers in the Mid-Atlantic and his family’s former business Barriere Construction before starting Edgevanta in Nashville, where the company is based. Reach out to him at [email protected]