Build columns from the bid documents
List the work breakdown before entering prices. Use specification sections, drawing systems, alternates, allowances, taxes, freight, bonds, permits, and schedule requirements as separate comparison rows. A total-price-only sheet can make a low proposal look complete when it omits a major component.
Retain each proposal exactly as received and use adjustment columns for analysis. Never rewrite a bidder's scope inside the source quote. Use the exclusion normalization as a related estimate control.
Normalize with documented adjustments
For every gap, enter the source of the adjustment, the amount, and whether it is a carried estimate, another trade's quote, or a clarification. The subcontractor exclusion normalization process helps keep exclusions visible rather than buried in a net number.
The AACE recommended practices provide general estimating references. The solicitation, bidder clarifications, and company approval rules remain controlling for the comparison.
| Review field | Required record |
|---|---|
| Scope row | Document requirement |
| Bidder position | Included, excluded, unclear |
| Adjustment | Amount and source |
| Resolution | Clarification and revision |
Close the gaps before selection
Send focused questions that name the drawing, specification, or scope row at issue. Update the leveling sheet when a bidder responds and retain the prior revision.
If the team must proceed with an unresolved gap, assign the risk and show the estimate treatment. Link material changes to the subcontractor quote revision control record so the final selection cannot accidentally use an expired proposal.
