Where they are
The instructions to bidders sit in the front end of the Project Manual, in Division 00. A short invitation or advertisement for bids usually comes first. The instructions follow with the detail. Some owners use a published form and add their own supplementary instructions.
What they cover
- Bid date, time and place, and how to deliver the bid.
- The pre-bid meeting and whether attendance is required.
- How to examine the documents and the site.
- How to ask questions, and the last day to ask.
- How to request a substitution during bidding.
- Bid security, such as a bid bond.
- Required forms and attachments.
- How long bids must stay open.
- How the owner evaluates bids and awards the contract.
- Reasons a bid can be rejected.
Why a subcontractor should read them
The instructions are written for prime bidders. They still set dates and rules that reach every trade. The question deadline applies to your questions too. The substitution deadline decides if your product can be approved in time. The time bids must stay open tells you how long your price must hold.
Some owners also require prime bidders to list their subcontractors or meet participation goals. Those rules affect when the general contractor needs your number and what paperwork comes with it.
A short checklist
- Write down the bid date and time. Set your own deadline earlier.
- Write down the last day for questions and for substitution requests.
- Note the pre-bid meeting and site visit.
- Note how long the price must hold.
- List every form a subcontractor must supply.
When the general contractor sets different rules
A general contractor's bid invitation can add its own deadline, scope sheet and forms. Follow both. The owner's instructions set the outer limits. The general contractor's invitation sets what that contractor needs from you.
Bid documents · Updated 11 Nov 2026