Why the handoff needs its own record
Bid close compresses many decisions into a short period. The people who made those decisions may be unavailable when a reviewer asks why a quantity, alternate, or assumption changed. A handoff note records the state of the estimate at release: what was decided, what remains open, who owns each item, and which evidence supports the decision.
Keep the note short and specific
Use sections for scope, assumptions, alternates, open items, and contacts. Each line should name the item, the decision, the evidence, and the owner. Avoid a narrative that repeats the estimate without adding a decision.
Link to the estimate file and the relevant source documents rather than copying every detail. The note is an index to the evidence, not a second estimate. The routine is easier to hand off through bid coordinator support.
Make open items actionable
An open item needs a question, an owner, a due date, and the consequence of leaving it unresolved. A note that says only to confirm scope is not actionable. Separate decisions that block submission from items that can be resolved after submission.
This helps the reviewer focus on the conditions that affect the offer. The evidence path is described in the takeoff audit trail.
Review the note before release
The bid lead and one independent reviewer read the note against the estimate summary and the bid form. They check that every alternate is listed and that no open item is hidden in a general assumption. The final version records the review date and the next check.
If the bid is revised, the note is updated with a new version rather than overwritten silently. For a broader review frame, use the ASPE estimating resources.
Source notes
External reference: ASPE estimating resources. Background sources: AACE International recommended practices, GAO cost estimating guide, and Census construction spending program.
| Section | What to include | Review test |
|---|---|---|
| Scope | Included work, exclusions, and package boundaries | Matches the bid form and summary |
| Assumptions | Basis, source, owner, and expiry | Each assumption has evidence |
| Open items | Question, owner, due date, and consequence | Blocking items are visible |
