How to make your bids and proposals stand out from your competitors

Research the markets you’re interested in, consider what your company does well and work to be the best at it that you can possibly be. Network with GC’s and suppliers who can introduce you to new customers. Attend industry events and share your history about projects you have been involved with. Offer to perform building survey and make improvement suggestions. When you do a good job you will undoubtedly get referrals to new clients.

To make your bids stand out, personalize each proposal by addressing the client’s specific needs and goals. Showcase past successes with relevant case studies and clear, transparent cost breakdowns. Emphasize value beyond price, such as your expertise, quality materials, or efficiency. Include a realistic timeline that highlights your project management skills, and add short bios of key team members to build trust. Enhance the proposal with high-quality visuals for impact. Finally, follow up promptly to demonstrate responsiveness and a client-centered approach.

Organize Content: Structure your proposal with clear headings and sections for easy navigation. Include an introduction, solution overview, project plan, timeline, budget, and conclusions. Use Visuals: Incorporate charts, graphs, and images to make your proposal visually appealing and to illustrate key points effectively.

In my experience, keeping it simple is always the best way to get your point across. Avoid unnecessarily difficult words and this will result in fewer issues as the project progresses. Leave no room for interpretation.

Your proposal layout should open with the description of service you’re providing based on “something” (Ie: RFQ, ITB,or a walk thru). Using bullet points or similar, the main body should outline the scope of services in the manner they would be performed. This will make it easier for your client to understand and act as an outline if you are actually speaking to them about it ! Your exclusions and items which may need to be addressed by others should be clearly written out after the inclusions. Finally payment terms, lead times, project duration, and any other generic items can be written at the end. Be sure to double check spelling through out, including the customer name !

Following the requirements is not just about including the information requested—it's also about presenting it in the order specified in the RFP or Bid. As someone who has been on both sides of the process, I can attest that the people reviewing proposals won't always search for answers out of sequence. If your response doesn't follow the requested order, there's a risk that reviewers may miss key information or perceive your submission as vague or incomplete. This can harm your proposal's chances, even if the content itself is strong. Adhering to the specified order shows respect for the client's process and helps ensure that your proposal is fully understood and considered.

Read everything in the bid package so you make the job of the team evaluating it a lot easier. Ask questions whenever relevant to get clarity!

Speak to the contractors and owners to build relationships with them. Getting feedback on proposals can help you optimize your future bids. This can help you maximize your shot at being awarded jobs! Keeping an open line of communication also shows that you are reliable and are willing to work with different stakeholders to find a win-win for all parties involved.

Communicating and sharing your expertise with a customer as early as the design and ultimately the bid process, will cultivate a relationship of trust that may earn you the “last look” once scope reviews are completed. If you have demonstrated your understanding of the project to the GC or Owner your proposal may even be used to make sure everyone has Included the proper scope.

When your competition is issuing one page bid forms with no breakdown of trades, you can show your superior abilities by providing comprehensive estimates that will be perceived with more trust and interest. This same concept carries down the line: contractor who issue abbreviated bid forms will be elusive when it comes time to negotiate and substantiate change orders, which can create an environment of mistrust.