Most property managers are handed a procurement rule — get three competitive bids over a dollar threshold — and no training on how to actually read them. So the middle number wins, or the vendor you know wins, and nobody can explain the choice later. You don't need a construction degree to do this well. You need a consistent framework.
1. Line the bids up against one scope
The first mistake is comparing bids to each other. Bid A lists 40 line items, Bid B lists 12 — that doesn't make B cheaper, it makes B less complete. Instead, build a single list of everything the job actually requires (pull it from the most thorough bid and the others combined), then check each bid against that list. Coverage percentage tells you far more than price.
2. Hunt for exclusions
Exclusions are where cost quietly shifts back to you. Permits, disposal, code upgrades, mold remediation, and warranty carve-outs are the usual suspects. A bid that 'excludes permits and disposal' isn't cheaper — it's incomplete, and you'll pay for those items regardless.
3. Price the change-order risk
Vague language is a red flag: 'as needed,' 'pending inspection,' allowances instead of firm unit pricing, and 'TBD' quantities all signal a bid that will grow after you sign. Firm, itemized pricing throughout is a sign of a contractor who has actually measured the job.
4. Confirm readiness
License, general liability and workers-comp insurance, bonding, and a realistic timeline separate a real contractor from a cheap quote. This is the easiest thing to verify and the most expensive to skip.
5. Write down why
Whatever you pick, capture the reasoning in plain English — the scope it covers, the true cost, the risks avoided. That one paragraph is what turns a defensible decision into a defended one when ownership asks.
BidsScores runs all five steps for you and hands back a board-ready report — but the framework works whether you use software or a spreadsheet.