Map every bid field to estimate support
List the base bid, alternates, unit prices, allowances, taxes, bonds, schedules, acknowledgments, and requested breakdowns. Point each monetary field to an approved estimate code or controlled calculation.
Treat nonprice declarations as required deliverables with an owner. Begin with the bid form compliance review and preserve the controlling form revision and submission instructions.
Reconcile arithmetic and scope
Confirm that the mapped fields total to the approved estimate basis. Check whether alternates are additive or deductive, whether allowances sit inside the base bid, and whether unit prices include the required cost components. Explain rounding and transfers instead of adding a silent balancing amount.
AACE resources on cost estimating offer general practice references. The project bid form and approved estimate remain the controlling evidence for this reconciliation.
| Bid field | Estimate source |
|---|---|
| Base bid | Approved included scope |
| Alternate | Separate approved delta |
| Allowance | Required inclusion treatment |
| Unit price | Defined unit and cost basis |
Control the final entry and review
Use one controlled bid-form copy and restrict last-minute changes to named owners. After entry, perform a second-person check against the approved reconciliation. Record changes made after that check and repeat the affected review.
Carry the final totals into the estimate freeze checklist. Keep the submitted form, estimate revision, crosscheck, and authorization together.
