Comparing Itemized Contractor Bids Without Chasing the Lowest Total

Align the project definition

Provide each bidder the same written scope, drawings, site information, and selection schedule. Ask them to identify included work, alternates, assumptions, and exclusions. If a proposal uses a broad phrase such as “standard installation,” ask which tasks and materials it means.

Compare quantities and boundaries: rooms, elevations, fixtures, demolition areas, and finish limits. Confirm whether setup, protection, delivery, disposal, permits, inspections, and cleanup appear in the total or are separately excluded.

Look for allowance and risk differences

Mark allowances, provisional quantities, and unit-price items. Ask what each allowance covers and what documentation is used if actual quantities or selections differ. Find out who approves additional work and whether a written change order is required before it begins.

An unusually low or high line may reflect a different assumption, omitted task, or product—not necessarily an error. Ask the contractor to explain the difference and revise the proposal so the comparison is based on the same scope.

• Build a side-by-side checklist for scope, materials, and exclusions.
• Do not rely on verbal promises that are missing from the contract.

Evaluate the complete agreement

Review schedule, access, payment milestones, insurance, warranty, dispute process, and termination terms as well as the work description. Confirm who obtains permits and which inspections must be passed before later stages conceal the work.

Keep the final estimate, selection schedule, drawings, and accepted changes together. Consumer guidance recommends getting a written contract and understanding payment and contractor terms; check applicable state and local rules before signing.