By Anne Patterson
J. T. Bradley has very definite ideas on what a good written bid should contain. As president of Bradley Builders in Carmichael, Calif., J. T. obtains new remodeling work in two ways: a direct call from a prospective client as the result of a referral, or a request for a bid from an architect, who typically has submitted plans to at least two other remodeling contractors.
In the first case, J.T. will walk the project with the client prior to preparing a bid. He pays great attention to detail and to all the client's needs and desires. If the project is small in scope, he will design it with the client and draw up plans. For larger projects, he recommends one of several architects with whom he has worked previously.
J.T. says that both types of bids should contain the same elements. "But when bidding against others, it's more important to have your bid stand out," J. T. says.
He recommends including the following elements in a bid proposal:
A complete line item breakdown of trade-specific tasks and costs: The bid should contain as much detail as possible about the tasks and costs of all materials and all work to be done on the project, including any work to be done by subcontractors. "I look for documentation from my subs," J. T. says. "I always try to be as open and honest as possible so my clients know exactly where they stand. I also show my overhead costs and anticipated profit."
A professional appearance: The bid should be typewritten on your firm's letterhead. It should contain accurate information on the project, including the full name of the client, his or her address, the address of the job site, and the completion date. J.T. avoids faxing his bids to his clients since the faxing process can distort the copy and doesn't look as professional.
An all-inclusive proposal: The completeness of the proposal is very important. His goal is to have change orders only if the clients change their minds—not if his firm belatedly decides to make a change. "I always include the phrase 'as per plan,'" J. T. says. He explains how much of a deposit is necessary and provides a payment schedule for the balance. He also has line items for services that other contractors often fail to mention, such as disposal of wastes, clean-up, and the protection of the rest of the home.
The completion date: J.T. tells his clients up front when he expects to complete the project, but he includes a contingency clause about factors not under his control, such as bad weather or delivery delays in specified materials.
A timely submittal: "I always try to submit my bids on or before the due date," J. T. says. He believes that timeliness is a reflection of professionalism.
J.T. appears to have developed a winning formula for bid proposals, at least judging from the business he receives from other building professionals. He's pleased with the response his bids have received from architects, many of whom who have seen thousands of such estimates cross their desks. He also gets a significant portion of business from referrals by his clients. The attention to detail that goes into his bids truly make them stand out from the rest—in many cases, head and shoulders above them.
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