Identify every proposal revision
Log the bidder, trade package, proposal date, revision label, received time, addenda acknowledged, and base amount. Save the original file without renaming away the bidder revision.
If the bidder sends an unlabeled replacement, assign an internal receipt version while preserving the source email. Use the subcontractor bid recap as the related control and keep the record with the estimate revision under review.
Compare changes before replacing a quote
Compare price, exclusions, alternates, allowances, schedule statements, and clarifications. Do not assume that a higher revision changes only the total. Mark withdrawn language and new conditions so the bid team can see what moved before accepting the replacement.
AACE recommended practices offer general estimating references. The project documents, contractor procedures, and approved estimate remain the controlling basis for the decision.
| Review field | Required record |
|---|---|
| Identity | Bidder, package, date, revision |
| Change | Price and scope differences |
| Status | Current, superseded, or pending |
| Estimate use | Code, adjustment, and approval |
Freeze the quote used in the estimate
At estimate freeze, identify the exact proposal file and adjustment sheet used. Move older copies out of the active quote folder but keep them in history.
If a late quote arrives, reopen the affected leveling and approval checks before changing the estimate. Use the construction quote leveling checklist as the related control and keep the record with the estimate revision under review.
