1. Confirm the pricing basis
List the drawing issue date, specifications, addenda, site walk information, and bid instructions supplied to each contractor. Ask every bidder to identify the documents used. Record late design changes and decide whether all bidders need to reprice them. Keep Design Bid and Design Build responsibilities explicit in the comparison.
2. Organize a scope comparison
Create a row for each trade or major package. Add columns for each bidder’s included scope, exclusions, allowances, alternates, and questions. Separate landlord work from tenant work. Track items such as sprinkler changes, controls, testing, after-hours access, protection, cleanup, and closeout where relevant to the project.
3. Make exclusions visible
An exclusion moves a cost or responsibility elsewhere. It does not make the work disappear. Identify who will perform an excluded item and whether an owner budget carries it. Request a written price or clarification when scope is unclear. Avoid inserting an unsupported estimate as though it were a contractor commitment.
4. Separate allowances from fixed prices
An allowance is a placeholder governed by the proposed contract terms. Record its scope, quantity, basis, and reconciliation method. Compare the assumed material or equipment selection across bidders. Flag any unresolved design selection so the owner understands which part of the total remains exposed to change.
5. Compare schedules and site assumptions
Review mobilization, construction duration, long-lead procurement, work hours, building access, and owner decisions. Ask how the contractor plans to maintain operations if the building stays occupied. A proposed completion date should be assessed against procurement commitments and the design information available for ordering.
6. Reconcile the proposed award
Document accepted alternates, scope clarifications, fees, general conditions, and unresolved items before award. Make sure the contract reflects the negotiated scope. Keep the original bids and the final comparison so later change order reviews have a clear record of what the team agreed to buy.
What your owner’s representative contributes
Your PM organizes the comparison, coordinates design clarifications, and supports scope and price discussions. a.i. Const PM uses AI to support proposal comparisons, with senior PM verification before recommendations. The final award decision follows the owner’s approval authority and the project agreement.