Proposal versions and revisions: changing a price without confusion

Once a proposal has been sent, never quietly change it — issue a new version. Give every revision a version number and date, say exactly what changed and why (an addendum, a scope clarification, a price update), and send it to every GC still bidding that had the old one. Keep the versions you sent untouched as your record of what each GC was offered.

By Michael Reddy, IntelBid

After this lesson you can

Recognize when a proposal needs a new version
Write a revision that makes the change obvious
Handle a mistake found after bid day the right way

When do you need a new version?

Trigger	Example
An addendum changes scope	Addendum 3 adds 1,200 SF of LVT to a corridor
A GC clarifies its scope or bid form	The GC confirms wall base belongs in flooring
An alternate is added or changed	The owner asks for a new deduct alternate
Your price validity runs out	Award comes after 60 days and material pricing moved
Negotiation after scope review	Value engineering swaps a product
You find an error	A room was missed in the takeoff

What must a revision say?

Version number and date — “Version 3, June 12.”
Why it changed — “Revised per Addendum 3,” or “Revised per scope review with ABC Builders.”
What changed — the lines and totals that moved, with the old and new amounts.
Current basis of bid — every addendum now included.
What it replaces — “This proposal supersedes Version 2 dated June 3.”

Revising a proposal for an addendumWorked example · illustrative numbers

Version 2 base bid: $97,145
Addendum 3 adds: 1,200 SF of LVT
Your installed sell rate for that LVT: $6.10 / SF
New transitions created: $180

Added LVT: 1,200 × $6.10 = $7,320.
Plus new transitions: $7,320 + $180 = $7,500.
Version 3 base bid: $97,145 + $7,500 = $104,645.

Send Version 3 — revised per Addendum 3: +$7,500 for 1,200 SF LVT-1 in Corridor 110 and associated transitions. New base bid $104,645. Illustrative figures.

Can you change your bid after bid day?

Before a GC relies on your number, a correction is usually just a new version. After bid day it gets harder. On private work, a GC may accept a revision — or may not. On public work, bids to the owner often can't be withdrawn after opening except under specific rules for clerical mistakes. And in some states, a GC that relied on your price to build its own bid can hold you to it; California's Drennan v. Star Paving decision is the well-known example.

Found a mistake? Say so immediately, in writing

The sooner a GC hears about an error, the more options everyone has. Explain what was missed, show the corrected number, and ask how they want to handle it. For large amounts, talk to a construction attorney about your obligations.

Keep the history

Never overwrite a version you sent. It's your record of what the GC was offered.
Keep every sent PDF, with the date and the recipient.
Make the subcontract reference the final version by number and date, so your qualifications come with it.

How do you revise a bid proposal?

Issue a new version with a number and date, state what changed and why, list the addenda now included, say which version it supersedes, and send it to every GC that had the previous version.

Can a subcontractor change a bid after submitting it?

Often yes before the GC relies on it, but after bid day it depends on the GC and the project. Public bids may have strict withdrawal rules, and in some states a GC that relied on a subcontractor's price can hold the subcontractor to it.

Should I resend my proposal after an addendum?

Yes, if the addendum affects your scope or price — or confirm in writing that it doesn't. Send the revision to every GC still bidding.

Key points

A sent proposal never changes — a new version does.
Every revision says what changed, why, and what it replaces.
Report mistakes immediately and in writing.

In IntelBid · Proposal builder → version

Versions that protect what you sent

Each time you generate a proposal, IntelBid lets you overwrite the current version or create a new one. A version that's been marked sent is never overwritten — generating again creates the next version, so what each GC actually received stays on record.

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About the author. Michael Reddy builds IntelBid, bid management software for commercial flooring subcontractors. These lessons come from the bid desk: how the work is priced, won and paid for.