Bid Leveling Template

Bid Leveling Done Right: How to Use a Simple Template to Compare Apples to Apples

When it comes to construction estimating, one of the most time-consuming—and critical—tasks is evaluating and comparing bids from trade partners. Each subcontractor sends their pricing in a different format. Some skip breakouts for alternates, some don’t split up the phases, and others include incorrect quantities. Suddenly, what should be a straightforward comparison turns into a tangled mess of numbers.

That’s why you need a solid bid leveling template.

In this blog, I’ll Walk you through a clear, visual bid leveling template that helps you compare trade to trade, apples to apples, not apples to oranges.

Why a Bid Leveling Template Matters:

When estimators receive multiple bids, it’s rarely a clean comparison. Formats differ, quantities are off, and categories are missing. That’s where your bid leveling template comes in—it creates structure and clarity so that your recommendations for selection are backed by consistent, comparable data.

This blog is designed to give you not only the template but also tips and tricks for using it effectively. And if you have a better approach? Let me know! Lean is a two-way street—we’re always looking to improve.

Inside the Template:

I’m showing you a sample in Miro—just an image with some placeholder data to illustrate the concept. As we progress through projects, I’ll share real examples and lessons learned.

Here’s how the layout works:

• Top Left Section: Project scope, pro forma budget, and key notes.
• Left Sidebar: Quantities and risk/action items—for example, long lead procurement.
• Main Table: Trade names at the top, with breakdowns for materials, labor, and equipment.
• Bottom Totals: Where all pricing adds up.
• Alternates and Adjustments: Captured separately to avoid confusion and keep everything visible.

You want at least three trades for a solid comparison. Plug in their numbers under consistent categories. If one trade includes a component the others don’t, use adjustments to normalize the totals so you’re still comparing apples to apples.

It’s Not Just About Price:

The lowest bid is not the lowest total cost.

You should also evaluate:

• Did they comply with bid docs?
• Did they price all required alternates?
• Are they aligned on the schedule?
• Did they follow the process and checklist?
• Did they help identify risk?

Grade them on these soft criteria too—because qualifications matter just as much as pricing.

Pro Tips for Leveling:

• Keep everything visual, clear, and traceable.
• Use color codes or yes/no indicators for compliance.
• Highlight your selected trade in the final row.
• Add a row for notes and a section for final recommendation.
• Guide the trades with a well-structured bid package up front.

We’ve all been there—getting back a bid that’s just one number with no breakout. That’s why guiding the process from the start helps avoid frustration and wasted time later. When you use a well-formatted bid leveling template, you set your team up for better decisions.

Final Thoughts:

Remember, we’re not just chasing the lowest number—we’re chasing the best value. That comes from a combination of cost, clarity, risk awareness, and process compliance.

And I’d love to hear your feedback—what works for you? What could we improve?

Let’s build smarter, together.