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Question DetailsAsked on 12/22/2016

how to turn down an estimate

Hi
What is the best professional way to respond to estimates given by contractors when you are not going to use their services?
Thanks

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In probably at least half and probably a much greater percentage of cases overall, bidders who werre not selected to do the work do not hear about the selection result unless THEY call or check up - so it is polite of you to notify them so they can remove that job from their potential work backlog list.

Obviously, notify the selected bidder first that he won and get the contract signed with hjim BEFORE dropping the others, in case the winning one balks at the last minute or trie to raise his price on you once he knows he was selected - but for the others just letting them know (phone or eMail is fine though of course a letter is "most professional" but very rare for non-government jobs) that you selected another bidder and thanking them for their bid is enough. If there was a particular factor that caused them to be ruled out they would certainly appreciate hearing about that, so you could offer a bit of info on that if you want - i.e.. that their bid was non-responsive to the bid request in some particular way (did not have certain proviswions or scope of work items you requested), was signfiicantly overpriced compared to the others, showed substitutions for features or items you specifically spelled out in the bid request, the chosen bidder offerred additional work or services in his bid which made it more attractive, or whatever.

You are not obligated in any way (unless under open bidding laws or rules because it was a government or maybe some commercial bid situations) to state WHY they did not get it, though of course they would like to know that. Likewise, most bidders would LIKE (though no obligation on your part to provide it) to know how many bidders there were and where they ranked in price (like 2 highest of 5 for instance). Of course, they would like to know exact competing bid amounts, but that is not necessary and is considered bad form amongst many contractors who do not want their competitors to know how much they bid. Likewise, most bidders would like to know WHO they lost out to, but again no obligation on your part to reveal that.

Be sure to check the successful bid forms or contract forms - some require you to hold the bid amounts confidential.

Answered 1 year ago by LCD




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