Subcontractor Bid Comparison Template, Excel and Google Sheets: Bid Leveling, COI Expiration Tracker for GCs

Level up to 5 sub bids per trade package, flag the lowest adjusted bid, compare it with your budget, and get reminders before insurance certificates expire.

What it does
• Compare up to 10 trade packages with up to 5 subs each.
• Adjusted bid = base bid + your exclusion adders + alternates. The lowest adjusted bid is flagged.
• Shows each bid against your budget in dollars and %.
• Award Summary shows every package on one page with the low bidder and the high to low spread.
• Track up to 60 subs with contacts, W-9 status, and general liability and workers comp COI expiration dates, with days until expiry and a reminder.

What's inside
One ZIP file (KitgridStudio-20-sub-bid-comparison.zip) with:
• KitgridStudio-20-sub-bid-comparison.xlsx for Microsoft Excel
• KitgridStudio-20-sub-bid-comparison-GoogleSheets.xlsx for Google Sheets
• KitgridStudio-20-sub-bid-comparison-HowTo.pdf: setup steps, the cells you edit, and how to open the kit in Google Sheets
• KitgridStudio-License.pdf: your license terms
• KitgridStudio-Download-Instructions.pdf: how to download and open the files

Tabs in the workbook
• Start Here: 6 setup steps and the exact cells you fill in.
• Settings: company, project, bid due date and how many days ahead you want COI reminders.
• Bid Compare: 10 package blocks, 5 subs each.
• Award Summary: one line per package. Printable.
• Sub Tracker: 60 rows with COI dates, days until expiry and a Reminder column.

Sample data: A project with several trade packages and a sub list with upcoming expiration dates. Type over it with your own numbers.

Tested before release
Both files were tested with the sample data in Excel (Excel for the web) and Google Sheets: all 23 expected results matched (totals, single rows, blank rows, cross-sheet values and percentages, each worked out separately), with no formula errors across 610 formulas.
No macros, no add-ins, no external links. Input cells are blue text on light amber. In the Excel file, formula cells are locked with no password so they don't get typed over by accident.

Who it's for
General contractors bidding work with subcontractors.

Not the right fit if
You need insurance verification. The COI tracker is a reminder tool only. It does not check coverage.

Works with
Tested in Excel for the web and Google Sheets. Uses standard functions that work in Excel 2016 and newer.
• Excel on the web (free Microsoft account): Yes
• Google Sheets (free Google account): Yes. Upload the Google Sheets file to Google Drive and open it with Google Sheets
• Excel or Google Sheets phone and tablet apps: Opens and edits. Setup and printing are easier on a computer
• Apple Numbers: Not supported. It may open the file, but some formulas and formatting may not carry over
• LibreOffice: Not tested

How delivery works
• Instant digital download. Nothing ships.
• After checkout, go to Your account, then Purchases, then Download Files. Use a browser on a computer or phone; the Etsy app can't download files.
• You get one ZIP file (KitgridStudio-20-sub-bid-comparison.zip). Unzip it: on Windows, right-click it and choose Extract All. On a Mac, double-click it.
• Inside: the Excel file, the Google Sheets file, the how-to PDF, the license PDF and the download instructions PDF.
• For Google Sheets, upload the GoogleSheets.xlsx file to Google Drive and open it with Google Sheets.
• In Excel, if a yellow PROTECTED VIEW bar appears, click Enable Editing. Excel does this for every downloaded file.

FAQ
Q: What are exclusion adders?
A: Your own estimate of the cost of anything a sub left out, so all bids compare on the same scope.

Q: Is the lowest bid a recommendation?
A: No. It is a starting point. Check scope, schedule, references and insurance before you award.

Q: Do the days until expiry update?
A: Yes. They use today's date, so they update each time you open the file.

Q: Does it work on a Mac or in Google Sheets?
A: Use the Google Sheets version in any browser, or open the Excel file in Excel on the web. Tested in Excel for the web and Google Sheets. Uses standard functions that work in Excel 2016 and newer. Apple Numbers is not supported.

Q: Can I change the rates, categories and layout?
A: Yes. Rates and defaults sit on the Settings sheet and are examples only, so set them to match your suppliers, crew and market. To change a formula or the layout in Excel, use Review, then Unprotect Sheet (there is no password).

Save with a bundle
This kit is also in the Office and Admin bundle, together with: Time and Materials (T&M) Tracker; Crew Timesheet and Job Labor Cost; Material Takeoff and Purchase Order Log; Multi-Job Profit Dashboard (WIP). All 20 kits are in the Complete 20-Kit Library. See the Bundles section of our shop.

License: one business. Use the kit for your own business's work, on any devices your business controls, and let your own staff use it. Change it however you like. Do not resell it, share the files outside your business, or upload them to any template site. The estimates, invoices and reports you make with it are yours. Full terms are in KitgridStudio-License.pdf.

This is a calculation tool. It is not tax, legal, accounting or engineering advice. Sample data and default rates are examples only. Check your numbers.

How this was made: Designed and tested by Kitgrid Studio with the help of AI tools. AI tools helped draft the formulas, sheet layout and instructions. Every kit is tested with sample data in Excel and Google Sheets before release.

Questions before you buy, or a file that won't open? Send us a message on Etsy. We reply within 2 business days, usually sooner. Digital files can't be returned, but if a file doesn't work as described, we'll fix it or help you get it working.

Version 1.0, 9/2026