How to Read Bid Tabulation Sheets: Complete Guide for Contractors

What is a Bid Tabulation Sheet?

A bid tabulation sheet (or "bid tab") is a document that summarizes all bids received for a public construction project. It lists each bidder, their total bid amount, and often includes line-item pricing—making competitor pricing visible to all.

Public

All Bids Disclosed

Line Items

Often Included

Free

Competitive Intel

Why Bid Tabs Matter

Public procurement laws require transparency. When government agencies open bids, the results become public record. Smart contractors use this free competitive intelligence to:

Understand market pricing: See what competitors charge
Identify patterns: Track competitor behavior over time
Calibrate estimates: Compare your numbers to actual bids
Find opportunities: Identify projects with limited competition
Improve win rates: Refine pricing strategies based on data

Key Elements of Bid Tabulation Sheets

Standard Information

Element	Description
Project Name/Number	Identifies the specific project
Bid Opening Date	When bids were publicly opened
Bidder Names	Companies that submitted bids
Total Bid Amounts	Each bidder's total price
Line Item Prices	Individual bid items (often)
Engineer's Estimate	Agency's budget estimate (sometimes)
Responsive/Non-Responsive	Whether bids met requirements

How to Read Bid Tabulation Sheets

Step 1: Identify the Apparent Low Bidder

The lowest total bid is typically highlighted or noted as the "apparent low bidder." However, this doesn't mean they'll win—responsiveness and responsibility checks come next.

Note: "Apparent" means the bid appears lowest but hasn't been verified for compliance, math errors, or responsiveness.

Step 2: Calculate Bid Spread

Compare the range between lowest and highest bids:

• Tight spread (under 10%): Competitive market, accurate estimates
• Wide spread (20%+): Different interpretations of scope or varying overhead
• Very wide spread: Someone may have missed something—or seen something others didn't

Step 3: Compare to Engineer's Estimate

When available, the engineer's estimate reveals the agency's budget expectations:

• Bids below estimate: Competitive market, possibly aggressive pricing
• Bids above estimate: Costs may have changed, scope misunderstanding, or outdated estimate
• All bids way over: Project may be rebid or scope reduced

Step 4: Analyze Line Items

When line-item pricing is available, dig into the details:

• Compare unit prices across bidders for key items
• Identify where the low bidder saved money
• Look for unbalanced bids (high early items, low later items)
• Note any items where you were significantly higher or lower

Using Bid Tabs for Competitive Analysis

Track Competitor Patterns

Over time, bid tabulations reveal competitor strategies:

What to Track:

• Which projects they bid
• Their typical markup patterns
• Geographic focus areas
• Project size preferences
• Win rate trends

Insights to Gain:

• When competitors are hungry for work
• Their cost structure vs. yours
• Markets they dominate or avoid
• How to position against them

Build a Bid Tab Database

Systematically collecting bid tabs creates valuable competitive intelligence:

• Track historical pricing trends for common bid items
• Compare your estimates to actual market pricing
• Identify projects where competition is consistently limited
• Spot emerging competitors or market shifts

Where to Find Bid Tabulation Sheets

Sources for Bid Tabs

• State DOTs: Usually post all bid tabs online
• City/County Websites: Procurement department pages
• SAM.gov: Federal contract award information
• Agency Bid Portals: Often include results
• FOIA Requests: If not published online
• Bid Tab Services: Commercial aggregators

Public Records Right

Bid tabulations for public projects are public records. If an agency doesn't post them online, you can request them through Freedom of Information Act (FOIA) or state public records laws.

Using Bid Tab Data to Improve Win Rates

1. Calibrate Your Estimates

If you consistently bid 15% higher than winners, your estimates may include too much contingency or your costs are genuinely higher. Bid tabs help you understand where.

2. Find Your Sweet Spot

Analyze which project types and sizes you win most often. Focus bidding effort on opportunities that match your competitive advantages.

3. Identify Less Competitive Markets

Projects with only 2-3 bidders offer better win probability than those with 10+. Use bid tabs to find agencies or project types with limited competition.

4. Learn from Losses

When you lose, study the bid tab. Was it price? Did someone have an advantage? Use each loss as a learning opportunity.

Common Mistakes When Analyzing Bid Tabs

✗
Racing to the bottom: Cutting prices to match the lowest bidder without understanding why they're cheaper.
✗
Ignoring context: A competitor's low bid might reflect unique advantages (nearby plant, available crews) you don't have.
✗
Single project focus: One bid tab is a data point. Patterns emerge from tracking many projects over time.
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Missing the story: Very low bids sometimes mean the winner made a mistake. They may lose money on the project.

Frequently Asked Questions

Are bid tabulations always public?

For public agency construction projects, yes. Private projects and some negotiated procurements may not disclose bid information.

How soon after bid opening are tabs available?

Often immediately or within a few days. Some agencies read bids aloud at opening. Others post results online within 24-48 hours.

Can I attend bid openings?

Yes. Public bid openings are open to anyone. You can hear bids read aloud and often see the bid documents themselves.

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