How to level subcontractor bids (bid leveling, step by step)

On bid day, the quotes you get from subcontractors rarely cover the same scope. One includes taxes and another doesn't. One excludes patching, another excludes cleanup. Bid leveling is how you turn those apples and oranges into a fair comparison so you carry the right number.

1. Build a scope sheet first

Before bid day, list everything the trade should include: spec sections, drawings, alternates, testing, permits, cleanup, hoisting, taxes, bonds and schedule. Send it to subs with your invitation to bid so they price the same thing.

2. Put every quote in a leveling sheet

Use a spreadsheet with your scope items down the side and each sub across the top. For each item, mark included, excluded or unclear.

3. Price the gaps

For every item a sub excluded, add your best estimate of what it will cost you (or what another sub charges for it). That "plug" brings every quote to the same scope. Common gaps:

• Sales tax, permits and fees
• Patching, firestopping and cleanup
• Hoisting, scaffolding and lifts
• Overtime or phased work
• Bonds and insurance requirements
• Alternates and unit prices

4. Look for red flags

• A quote far below the others usually means a missed scope or a math error. Call the sub and walk through it.
• "Per plans and specs" with a long list of exclusions underneath.
• Quotes that are good only for a few days, or that list a different drawing set.

5. Pick and confirm

Carry the lowest leveled number from a sub you'd actually hire. Confirm their scope in writing before you use the number. Keep your leveling sheet with the bid file: it's valuable when you write the subcontract and when you need to explain a change later.

Related: bid day checklist · bid bonds and performance bonds.

Published October 26, 2026. We do not use affiliate links on this page; see our Affiliate Disclosure.