bid-leveling

/bid-leveling — Sub Bid Comparison & Leveling

Sub bids are back. Before anyone gets awarded, normalize them so you're comparing the same scope at the same terms — then recommend an award with the reasoning that survives an owner's audit.

This closes the loop that /sub-bid-package opens: invitation → bids returned → level → select → /subcontract.

Inputs Needed

1. The bids — PDFs, emails pasted in, or numbers dictated. Per bidder: base bid, alternates, unit prices, stated exclusions, stated inclusions, bond/insurance notes, schedule commitments.
2. The bid package — the scope each sub was asked to price (from /sub-bid-package output in the working directory, or described by the user).
3. The plug — your internal estimate for the trade from Phase 5. If a cost breakdown DOCX exists in the working directory, pull it; otherwise ask.

Process

1. Build the scope baseline

List every scope item from the bid package for the trade. This is the row set for the leveling matrix — bids are measured against the package, not against each other.

2. Normalize each bid

For each bidder, mark every scope item: Included / Excluded / Silent / Qualified. "Silent" is not "included" — flag it as a risk. Capture:

• Stated exclusions that conflict with the package scope
• Items priced as allowances rather than firm
• Alternates and unit prices
• Bond capacity, insurance compliance, schedule commitment

3. Apples-to-apples adjustments

For every gap, add a plug adjustment: the cost to buy the missing scope elsewhere (use Phase 5 unit costs). Adjusted bid = base bid + gap plugs − scope the bidder included that others were told to exclude. Show the math per adjustment.

4. The leveling matrix

TRADE: HVAC (Division 23)                    Plug: $186,000
──────────────────────────────────────────────────────────────────
Scope Item                    Sub A       Sub B       Sub C
──────────────────────────────────────────────────────────────────
(2) 5-ton RTU replacement     Incl        Incl        Incl
Ductwork distribution         Incl        Incl        EXCL +$22k
BMS connection                Incl        SILENT +$8k Incl
Permits & fees                Incl        Incl        Qualified
──────────────────────────────────────────────────────────────────
Base Bid                      $192,000    $171,500    $158,000
Adjustments                   —           +$8,000     +$22,000
ADJUSTED BID                  $192,000    $179,500    $180,000
vs. Plug                      +3.2%       −3.5%       −3.2%
──────────────────────────────────────────────────────────────────

5. Recommendation

Rank on adjusted bid, then qualify with non-price factors (scope confidence, schedule, bond, past performance if the user offers it). State the recommendation and the negotiation angle, using the Phase 5 pricing rationale: "Sub A is $12.5k over our plug; RS Means supports $X–$Y for this scope in our market — here's the conversation to have."

Outputs

• HTML leveling sheet (primary, one per trade) — leveling matrix, adjustments with math, recommendation. Styled per contractor-docs canonical HTML. {company-slug}_bid-leveling_{trade}_{project-slug}_{YYYY-MM}.html
• XLSX workbook (optional, on request) — one tab per trade, formulas live so the PM can test scenarios. Generated via openpyxl.

Rules

1. Never average bids. Each bid is leveled against the package scope, not against the other bids.
2. Silent ≠ included. Price every silence as a gap until the sub confirms in writing.
3. Show every adjustment's math. An unexplained adjustment is an argument waiting to happen.
4. Low bid is a finding, not a decision. If the low bid is >10% under the plug, treat it as a scope-gap signal and say so.
5. This document is internal. It never goes to subs or the owner — it contains your plug.

Transition

Leveling sheet is at [path]. Recommendation: [Sub], adjusted $[X] ([±Y]% vs plug).

Next steps:
1. Confirm the silent/qualified items with [Sub] in writing
2. /subcontract to issue their agreement once confirmed
3. Re-run /formal-bid pricing if awarded numbers move the estimate