A good bid package makes it easy for contractors to price the same thing. For schools, summer is short, so clarity matters.

Key Takeaways

• Describe the work by building and surface.
• State summer dates, access hours and site rules.
• Ask every bidder for assumptions and exclusions.
• Offer a walkthrough before bids are due.

Describe the work

A strong bid package names rooms, surfaces and conditions. It should say what finish and color are expected, whether repairs are included, and which areas are out of scope. Bidders who price the same thing are easier to compare.

• Rooms and surfaces by building
• Existing conditions and any repairs needed first
• Colors and finishes

Describe the constraints

Summer windows are short, so dates matter. Include the earliest start, required completion date, working hours, key control and background-check rules. If buildings must be finished in a set order, say so.

• Summer start and finish dates
• Access hours and key control
• Background check and site rules
• Cleanliness before staff and students return

Ask bidders for

Ask bidders to list assumptions and exclusions. A bid that is silent on repairs or protection may be cheaper only because it leaves them out. A short question list at the pre-bid walkthrough often clears this up.

• Schedule by building
• Assumptions and exclusions
• A contact for the project

Schools often need work finished in a narrow summer window, so bids should state dates clearly. A bid that does not mention the finish date, access hours and cleanliness expectations leaves room for misunderstanding.

Providing the same package to every bidder also makes comparisons simpler. Ask each to list assumptions and exclusions so differences are visible, not hidden.

Pro Painter USA

Pro Painter USA walks school and campus buildings with facilities teams and writes scopes that can support a bid or budget request. Before you call, note the areas involved, your target dates and anything that must stay open or untouched.

A walkthrough before bids are due helps everyone price the same scope. Request a 2027 planning walkthrough with Pro Painter USA.

Frequently Asked Questions

Should the bid package include a walkthrough?

A walkthrough helps bidders price accurately and reduces questions later.

What should be excluded from the paint scope?

Anything handled by another trade, such as repairs, should be stated so it is not assumed in the price.

Should the bid include a unit price?

Many districts ask for unit prices to price additions or changes. Follow your procurement rules.

When should bids be requested?

Early enough that award, scheduling and materials fit before summer begins.