Contractor Bid Sheet Template for England and Wales

A bid sheet on its own is generally an invitation to treat or an offer, not yet a binding contract. It becomes binding only when the client formally accepts the bid and both parties agree on the terms. Until acceptance, either party can usually withdraw without liability unless the bid specifies a period during which the offer is held open.

Include a clear scope of works, itemised pricing, materials specifications, a proposed programme with start and completion dates, payment terms aligned with the Construction Act, any exclusions or provisional sums, and your VAT registration number if applicable. A well-structured bid reduces negotiation time and reduces the risk of later disputes about what was included.

Unless you state a specific validity period, the bid remains open as an offer for a reasonable time under general contract law. Best practice is to include an expiry date, typically 30 to 60 days, after which you may revise the pricing or withdraw the bid. Materials and labour costs can change, so a validity period protects your margins.

If the client accepts the bid before the validity period expires, the contractor is generally bound by the quoted price unless the contract contains a variation mechanism or the client requested changes after acceptance. Including a provisional sum for uncertain items and a clear variation procedure protects both parties when scope or costs change.

Once the bid is accepted and results in a construction contract, the Housing Grants, Construction and Regeneration Act 1996 applies if the work meets the definition of construction operations. The resulting contract must then contain compliant payment and adjudication provisions. The bid sheet itself is not subject to the Act, but its terms often feed directly into the contract.

Make it explicit. Most construction services in England and Wales are standard-rated at 20%, but new residential builds qualify for zero rate and certain conversions attract 5%. State clearly whether prices are inclusive or exclusive of VAT and confirm your VAT registration number. Ambiguity here often leads to disputes when the invoice is issued.

A provisional sum is an allowance included in the bid for work whose scope or cost cannot yet be accurately defined. It is commonly used for ground investigation, specialist subcontractors, or unforeseen elements. The client knows an item is uncertain, and the final cost is adjusted once the work is defined. Always label provisional sums clearly to avoid them being treated as fixed prices.

Construction disputes in England and Wales can be referred to adjudication at any time under the Construction Act, giving a quick binding decision (usually within 28 days). Parties can also negotiate, mediate, or litigate. Adjudication is usually the fastest route for payment disputes, and the adjudicator's decision is enforceable in court even while any final resolution is pending.