How To Create Bid Packages

How to Create Effective Bid Packages (Using a Lean Approach)

At Lean Built, we recently completed our first round of sending invitations to bid along with complete bid packages for a $120 million multifamily project in Phoenix, Arizona. The results were impressive—and in this blog, I’ll share exactly how we structured our process and documents.

Here’s a breakdown of how we create comprehensive bid packages:

1. Start with a Personalized Email Invitation:

• Includes a personal welcome from the COO.
• Shares core company values and project information.
• Outlines mutual expectations: what trade partners can expect from us and what we expect from them.
• Provides links to our social media to give bidders insight into our company culture.
• Contains a link to the “Instructions to Bidders” document.

2. Include an ‘Instructions to Bidders’ Document:

• Invites trade partners to confirm their intent to bid.
• Directs them to the full set of bidding documents.

3. Organize the Bid Package Folder Clearly:

For example, in the case of bidding out framing, the folder includes:

a. Bidding & Drawing Documents:

• Bid drawings and drawing log.
• (Live drawings linked when available; static files used if needed.)

b. Key Planning & Execution Documents:

• Bid Forms – for basic bidder info.
• Basis of Schedule – written explanation of how the schedule was built.
• Logistics Map – visual of how the site will be managed.
• Production Plan – current schedule with trade partner durations and position.
• Zone Map – breakdown of site zoning strategy.

c. Company & Site Information:

• Job Information Brochure – includes company policies and project overview.
• Health and Safety Manual – outlines safety expectations.
• Team Resumes – profiles of key team members.
• Resources & Books – reference materials on Lean construction practices.

Goal: Ensure trade partners enter the project with eyes wide open, fully understanding scope, logistics, and expectations.

4. Include Contractual and Legal Information:

• Trade-specific contract details.
• Master Subcontract Agreement (MSA).
• Work Authorization.
• Insurance and Bonding Requirements.

5. Use a Bid Tracking System:

We use a simple spreadsheet to:

• List all invited trade partners.
• Track previous pricing input (DD set, 30%, 50%, or 100% CDs).
• Mark:
• If the bid package was sent.
• If a call was made and answered.
• If they accepted the invitation.
• If they submitted a bid.

Our target: Invite at least 5 qualified trade partners and receive at least 3 solid bids for selection.

6. Purpose of This Lean Bid Package Process:

• To provide trade partners with all the information they need to bid accurately.
• To ensure fairness, clarity, and trust from the outset.
• To build true partnerships—not just GC-subcontractor relationships.

Key Takeaway:

Providing trade partners with a complete, transparent, and well-organized bid package—built on Lean principles—not only improves the accuracy of bids but also fosters trust and stronger partnerships from the very beginning.