Overview
The subcontractors you choose can make or break a project's profitability. Getting competitive bids ensures you're not overpaying, while maintaining quality standards and building strong vendor relationships.
This guide shows you how to use Structur's Bid Package feature to solicit competitive pricing, compare bids objectively, and select the best subcontractors for your projects.
Understanding Bid Packages
What It Does
Bid Packages allow you to:
Send specific scopes of work to multiple subcontractors
Collect and organize bid responses in one place
Compare pricing side-by-side
Track which vendors have responded
Award bids and create subcontracts automatically
Maintain transparent bidding processes
When to Use It
Use the Bid Package feature when you want to:
Solicit competitive pricing from multiple subcontractors
Compare bids side-by-side for specific scopes of work
Ensure you're getting the best value for your project
Maintain transparency in your subcontractor selection process
Create a competitive bidding environment
Document your vendor selection process
Navigate to Bids
Open an active lead or project
Click Preconstruction
Select Bids
You'll land on the Bids page where you can create new bid packages and view existing ones.
Creating a New Bid Package
Start the Process
Click New Bid Package
Enter:
Bid Package Title (e.g., "Electrical Rough-In", "HVAC Installation")
Description of the work to be bid
Naming Best Practices:
Be specific: "MEP Rough-In" vs. just "Mechanical"
Include phase or building if applicable
Use consistent naming across projects
Adding Cost Codes to Your Bid Package
You can add cost codes that you want subcontractors to bid on:
Select Cost Codes
Click + Cost Code
Select cost codes from your cost code catalog
For each cost code, include:
Description
Quantity
The more detail you provide, the more accurate the bids will be.
Attachments
Upload any relevant project files to support the bid package
Supports images, videos, documents, CAD files, design files, and more
Maximum 50 files, up to 1024MB total
Set a Deadline
Set a Date for when bids are due
Set a Time for the deadline
Set Begin Daily Reminders. Enter the number of days before the deadline to start receiving daily reminders
Notes
Add any additional notes or instructions for subcontractors
Use the rich text editor to format content with headings, lists, images, and links
Click Create to finalize the bid package
Why Detail Matters
Incomplete scope = inaccurate bids. Clear, detailed scope descriptions lead to:
More accurate pricing
Fewer change orders
Better vendor understanding
Reduced disputes
Apples-to-apples comparisons
Sending Bid Package to Vendors
Review and Send
Review all details carefully
Click Send to Vendors
Search for Vendors and use filters to help with the search
Select Vendors
Click Next
Insert a custom message for all Vendors
Click Send to Vendors
Each vendor receives:
An email notification
A link to view the bid package
The deadline for submission
All attached files and specifications
Pre-Send Checklist:
All items included?
Quantities correct?
Specifications attached?
Deadline appropriate?
Right vendors selected?
Instructions clear?
Vendor Bid Submission Process
From the vendor's perspective:
They receive the bid package email
Click the link to view all details
Enter their pricing for each line item
Add any notes or clarifications
Upload supporting documents (optional)
Submit their bid
What Vendors See:
Complete scope description
All specifications and drawings
Quantities and units
Deadline
Project information
Your contact details
Awarding the Bid
Once you've reviewed all bids:
Make Your Selection
Select the winning vendor
Click Award Bid
This can automatically create a Subcontract with the vendor
The awarded amount flows into your project budget if you create a Subcontract
What Happens After Award
The winning bid becomes a subcontract
Cost codes are linked to the project budget
You can track actual costs against the bid amount
The vendor can begin work under the agreed pricing
Next Steps:
Execute formal subcontract agreement
Collect required insurance and bonds
Coordinate scheduling
Provide site access details
Confirm material selections
Set up payment schedule
Best Practices for Competitive Bidding
Vendor Relations
Invite at least 3 vendors - True competition requires multiple bidders
Consistent invitations - Rotate vendors across projects
Fair process - Same information to all vendors simultaneously
Timely responses - Let vendors know results quickly
Relationship building - Even with non-awarded vendors
Scope Definition
Set realistic deadlines - Give vendors adequate time for quality bids
Be specific - Detailed scope = accurate bids
Include all specifications - Attach drawings, plans, requirements
Clarify exclusions - What's NOT included
Answer questions promptly - Don't let vendors guess
Communication
Follow up - With vendors who haven't responded
Document selection criteria - Beyond just lowest price
Keep communication professional - And transparent
Respond to all bidders - Even if not selected
Build relationships - For future projects
Building a Strong Vendor Network
Qualify New Vendors
Before adding to your bid list:
Verify credentials - License, insurance, bonds
Check references - Speak with past clients
Review past work - Quality and performance
Assess capacity - Can they handle your volume?
Meet in person - Build relationship
Vendor Performance Tracking
After each project:
Rate performance - Quality, schedule, communication
Document issues - And how they were resolved
Track costs - Bid vs. actual
Update vendor list - Add stars or remove non-performers
Maintaining Relationships
Regular communication - Even when not bidding
Fair opportunities - Distribute work appropriately
Prompt payment - Build trust
Feedback - Help them improve
Partnership mentality - Long-term relationships
Common Questions
Q: Should I always pick the lowest bid?
No. Consider quality, schedule, past performance, and financial stability. The lowest bid isn't always the best value.
Q: What if all bids come in over budget?
Options include: value engineering, scope reduction, seeking additional bidders, or adjusting your budget.
Q: Can I negotiate after receiving bids?
Yes, but be fair. If you negotiate with one vendor, give others the same opportunity.
Q: What if only one vendor responds?
Extend the deadline and invite more vendors, or proceed if confident in the single bidder's pricing and qualifications.
Q: Should I tell vendors who their competitors are?
Generally no. Keep bidder identities confidential until after award (unless required by law for public projects).
Q: How do I handle vendor questions during bidding?
Document all questions and answers, and share with ALL bidders to maintain fairness.
Common Mistakes to Avoid
❌ Don't | ✅ Do |
Send vague or incomplete scope information | Provide complete, detailed scope |
Not give vendors enough time to prepare bids | Set realistic deadlines (minimum 5-7 days) |
Only invite one vendor (no competition) | Invite multiple qualified vendors |
Forget to set a deadline | Clearly communicate deadlines |
Not follow up with non-responsive vendors | Follow up proactively |
Choose solely based on price without considering quality and experience | Evaluate multiple factors beyond price |
Change scope during bidding without notifying all bidders | Treat all bidders fairly |
Award without checking references and qualifications | Verify qualifications before award |