The Output

What Is a Bid Defense Memo?

The Bid Defense Memo is the report format CostCheckGPT is being built around.

It is designed to turn a contractor bid into a clear owner-side review of the bid's math, scope, allowances, exclusions, pricing concerns, contractor credentials where applicable, and questions that should be answered before signing.

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What would a Bid Defense Memo include?

  1. 1Bid Summary
    The stated contract amount, project information, and the basic structure of the contractor's proposal.
  2. 2Math Check
    A reconciliation of the listed line items against the contractor's stated total.
  3. 3Scope Review
    Items that appear included, excluded, duplicated, vague, or missing.
  4. 4Allowance Review
    Major placeholder amounts that deserve clarification based on the stated project and selections.
  5. 5Pricing Concerns
    Specific line items that deserve additional support, clarification, or market context.
  6. 6Credential Review
    Public contractor-license information where licensing applies and reliable records are available.
  7. 7Questions Before Signing
    Clear questions the owner can take back to the contractor.

What is the purpose of the memo?

The purpose is to make the bid easier to understand before the owner makes a commitment.

A useful review should identify the specific issue, explain why it matters, quantify the exposure when the evidence supports a number, and turn unresolved items into clear questions.

Can I send the questions to my contractor?

Yes. The planned memo is designed to make the findings usable in a professional conversation with the contractor.

The language should focus on clarification.

Example:

“I noticed the listed line items total $227,450 while the stated contract total is $287,450. Can you provide a breakdown of the $60,000 difference?”

Illustrative example · Not a customer file
Current Status

CostCheckGPT is currently in development. The Bid Defense Memo is not yet available for purchase.

Join early access to be notified when reviews open.

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Related pages

Contractor Bid ReviewMethodologyScope NormalizationCompare Contractor BidsIs This Quote Fair?