A subcontractor quote request checklist for government bids

Prepare the request

• Identify your company, the project, location and requested trade.
• Share the applicable scope and document revisions through an appropriate access method.
• State the quote deadline separately from the government bid deadline.
• Describe expected work dates, site constraints and any known visit requirement.
• Ask for inclusions, exclusions, assumptions, alternate prices and quote validity.
• Provide a clear reply contact and explain how questions will be handled.

Make the scope boundaries visible

Ask what labor, materials, equipment, travel, testing and cleanup are included where relevant. Identify interfaces between trades so two quotes do not both exclude the same responsibility. Share changes with every affected candidate, not just the first person to reply.

Do not include controlled, sensitive or restricted material in a general outreach email. Confirm the applicable handling requirements and use an approved sharing process. A connected mailbox does not itself establish permission to distribute every attachment.

Review the response before accepting the number

• Confirm that the reply is a quote rather than an acknowledgment or a request for information.
• Match the price to the trade, scope version, units and quantities.
• Check exclusions, allowances, expiration and missing assumptions.
• Keep an unconfirmed number separate from a verified quote.
• Record who resolved each clarification and retain the supporting message.

Follow up with a purpose

Prioritize missing coverage and unresolved scope, not simply contacts who have not replied. Respect opt-outs and your contact rules. If a phone call is needed, give the caller the project context and the exact question rather than another generic task.

BrostCo can coordinate outreach and replies through connected services under your rules. Your team still confirms unclear pricing, qualifications and final trade coverage before relying on them in the bid.

Put the next step in one place

BrostCo helps organize supported opportunity analysis, subcontractor coordination and draft bid work. Your team verifies source requirements and submits the response. Local notice imports require your own amendment checks.

A worksheet for your next step

Turn this guidance into a document your team can use. The free tools run in your browser and require no account.