The Art of Bid Leveling: Ensuring Fair & Complete Proposals Part I

The primary reasoning for having a single item (or a highly specific, curated set of items) on a construction document, rather than duplicate or cluttered items, is to ensure clarity, accuracy, and efficiency throughout the construction process. This approach minimizes discrepancies, reduces the likelihood of costly change orders, level bids and provides a clear, actionable guide for contractors.

Sub-trades are required to refer to all documents in the bid package—drawings, specifications. This is exactly why architects intentionally include certain information only once instead of repeating it across multiple sheets or specs. A few key reasons:

1. To avoid contradictions When the same requirement is repeated in several places, there’s a high risk one gets updated and another doesn’t. One authoritative location reduces conflicts, RFIs, and “which note governs?” arguments later.

2. To establish a clear hierarchy of information Bid documents are structured so different types of information live where they logically belong—dimensions on plans, performance requirements in specs, installation requirements in details. This helps enforce the order of precedence if something appears unclear.

3. To control liability and reduce claims Repeated information creates openings for claims like “we followed Note A, not Note B.” By stating it once, architects reduce ambiguity that can lead to change orders or disputes.

4. To encourage full document coordination Construction documents are not meant to be read sheet-by-sheet in isolation. Architects expect sub-trades to cross-reference plans, specs, and details—just like they will during construction.

5. To keep drawings readable and build able Overloaded drawings slow everyone down. If every sheet repeated all requirements, plans would become cluttered and harder to interpret in the field.

6. To align with industry standards Standard practice (AIA, CSI, MasterFormat) assumes that bidders will review the entire bid set. Specs often carry the “rules,” while drawings show the “where.”

Bottom line:Architects don’t repeat information because repetition creates risk. Sub-trades who read the entire bid package tend to produce tighter bids, fewer exclusions, and far fewer surprises after award—which ultimately protects both the contractor and the owner.