Builder's Playbook · England · UK02
Levelling subcontract bids
Educational, not legal advice. Check your contract, the tender documents and the current law (England and Wales).
5 points
Same lines and quantities to every bidder
Send each bidder the same scope lines with the quantities from your bill, and ask for a rate against every line. Then a missing price shows at once, and the totals compare like for like (practice; scope lines per RICS NRM 2, work sections 20 and 30).
Record each bid line by line
Enter each bidder's rate against each line, exactly as quoted. Leave an unpriced line empty; never fill a gap with a guess (practice).
Clarify gaps in writing, with all bidders
Put every clarification to all bidders at the same time, with a reply date, and file the replies. A bid that still leaves a line unpriced is incomplete (practice).
Level exclusions, attendances and programme before ranking
Price every gap and exclusion before you rank, for example at the highest rate you received. A levelled figure is your estimate, not the bidder's offer. Confirm attendances (scaffold, hoist, waste, storage) and your programme dates in writing (practice).
Record the award reason and the allowance gap
Write down why the winner won (for example, lowest complete bid and one firm responsible for the fire-rated walls and their interfaces), and compare the order value with the sum you carried in the tender. Update your cost report yourself: the difference is a buying gain or loss. An award in software is not the subcontract; that is still to be agreed and signed (practice).