Free bid leveling template for subcontractor bids
This free bid leveling template is an Excel workbook for comparing subcontractor bids on one trade package. It has a bid tab organized by CSI MasterFormat with extended prices, inclusion flags, median and variance formulas, a scope sheet for inclusions and exclusions, and an award memo. It has no macros and opens in Excel or Google Sheets.
Download the template
No sign-up. Four sheets, no macros. The sample rows are an illustrative Division 09 interiors package; delete them before you use the file on a live bid.
What is in the workbook?
| Sheet | What it is for |
|---|---|
| Instructions | The steps on this page, in short |
| Bid tab | One row per CSI section; three bidder blocks; median and variance per line; base, plug and leveled totals |
| Scope sheet | 22 inclusion and exclusion items (addenda, bonds, tax, hoisting, firestopping, cleanup and more), marked Y, N or ? per bidder |
| Award memo | Recommendation, adjustments, clarifications and approval, with leveled totals pulled from the bid tab |
What do the bid tab columns mean?
| Column | Meaning |
|---|---|
| CSI division, section | CSI MasterFormat number, so every bidder lines up on the same row |
| Scope item, unit, quantity | Your description and your estimated quantity. Unit prices are extended at this quantity |
| Unit price (per bidder) | The bidder's unit price, or the lump sum with quantity 1 |
| Extended (formula) | Quantity times unit price, only when included is Y |
| Included Y/N | Whether the bidder's proposal covers this scope, after reading the qualifications |
| Note | Proposal page and any qualification, so every number can be checked |
| Median extended (formula) | Median of the bidders who included the line; also the default plug |
| Variance (formula) | Each bidder's extended amount against the median, as a percentage |
What does the sample look like?
The first rows of the Bid tab, as the formulas compute them. Illustrative numbers, not real bids. N marks scope the bidder excluded.
| CSI section and scope item | Quantity | Bidder A extended | Bidder B extended | Bidder C extended | Median |
|---|---|---|---|---|---|
| 09 21 16 Gypsum board assemblies, walls | 42,000 SF | $840,000 | $869,400 | $1,123,500 | $869,400 |
| 09 22 16 Non-structural metal framing | 42,000 SF | $411,600 | $399,000 | $424,200 | $411,600 |
| 09 51 13 Acoustical panel ceilings | 18,500 SF | $184,075 | $192,400 | N | $188,238 |
| 09 65 13 Resilient base | 6,200 LF | $56,110 | $48,050 | $71,300 | $56,110 |
| 09 67 23 Resinous flooring, loading dock | 3,400 SF | N | $92,480 | $104,040 | $98,260 |
| 09 91 23 Interior painting | 96,000 SF | $278,400 | $283,200 | $292,800 | $283,200 |
| 07 84 00 Firestopping at rated walls | 1 LS | $18,500 | N | $22,000 | $20,250 |
| 01 74 00 Final cleaning, trade areas | 1 LS | $6,500 | $5,800 | N | $6,150 |
| Base total | $1,795,185 | $1,890,330 | $2,037,840 | ||
| Plugs (median) | +$98,260 | +$20,250 | +$194,388 | ||
| Leveled total | $1,893,445 | $1,910,580 | $2,232,228 |
IllustrativeBidder A is $95,145 below Bidder B as submitted. After plugging the scope each excluded, the gap is $17,135. Close enough that clarifications and non-price factors should decide.
How do you use the template?
- Set up the scope. On the Bid tab sheet, list each CSI MasterFormat section in the package with unit and your estimated quantity. Delete the illustrative sample rows first.
- Send the scope sheet. Edit the inclusions and exclusions list on the Scope sheet and send it with the invitation to bid, so every bidder answers the same questions.
- Enter each bid. For each row, type the bidder's unit price (lump sums use quantity 1), Y or N for included, and the proposal page in the note column.
- Mark exclusions from the qualifications. Read each cover letter. Anything excluded or "by others" is N, even if a price is shown. The extended amount for an N row stays blank.
- Check the plugs and variances. The template plugs every N at the median of the bidders who included it and shows each line's variance from the median. Replace a plug with your own estimate where needed, and question large variances.
- Compare leveled totals and write the memo. Use the leveled totals, not the base totals. Fill in the Award memo sheet with the recommendation, adjustments, open clarifications and approval.
For the reasoning behind each step, read how to level subcontractor bids. For what the variance column can reveal, see unbalanced bids.
When does a spreadsheet stop being enough?
A template works for a few bidders on a few packages. It gets slow when proposals arrive as long PDFs with exclusions buried in prose, when there are 20 trade packages in a week, or when someone has to check every number against a proposal page. Nova, BAU AI's bid leveling agent, reads PDF and XLSX proposals, fills the same bid tab by CSI MasterFormat, marks exclusions and outliers with the proposal page, and drafts the award memo for your team to review.
Frequently asked questions
Is the bid leveling template free?
Yes. Download it without signing up and adapt it for your own projects. A credit line to BAU AI sits at the bottom of each sheet.
Does the template work in Google Sheets?
Yes. Upload the .xlsx file to Google Drive and open it with Google Sheets. The formulas use standard functions (IF, MEDIAN, SUMIFS, COUNTIF) and there are no macros.
How do I add more bidders?
Copy one four-column bidder block (unit price, extended, included, note), insert it before the median column, and add the new extended column to the median and total formulas.
How are excluded items plugged?
Every line marked N is plugged at the median of the bidders who included it. Replace the plug with your own estimate when fewer than two bidders priced the line or the median is not credible.
What is the variance column for?
It shows how far each bidder's line is from the median. Large positive or negative variances are errors, scope differences or unbalanced pricing, and each one is worth a written question before award.
Level your next trade package with a second pair of eyes
Bring one set of sub bids to a 15-minute call. We level them with you and walk through every flag, each one cited to the proposal page.