How Main Contractors Can Improve Subcontractor Tender Engagement
For every main contractor, the primary goal during tendering is clear: to secure competitive and timely quotes from reliable subcontractors. In today’s fast-moving and challenging market, achieving this requires more than just sending out an Invitation to Tender (ITT) — it demands strategy, clarity, and strong communication. As an M&E estimating service, we regularly work alongside both main contractors and subcontractors, giving us valuable insight into what drives engagement, response rates, and ultimately, successful bids. While our experience focuses on mechanical and electrical trades, the principles below apply across all disciplines.
Develop a Robust Procurement Strategy
An effective procurement strategy is the backbone of a successful constructionproject. It involves more than just comparing prices — it’s about aligning cost, quality,and delivery.A strong strategy should cover:
- Cost Analysis – Assess material, labour, and plant costs to identify the mosteconomical options without compromising quality.
- Market Research – Understand current market trends to select reliable andcompetitive subcontractors.
- Negotiation Tactics – Know your project requirements thoroughly and negotiate from an informed position to achieve best value.
- Risk Management – Anticipate potential risks and develop contingency measures early.
- Supply Chain Optimisation – Ensure efficient delivery of labour and materials, balancing cost with reliability.
A proactive, data-driven procurement strategy not only improves profitability but also ensures your projects stay on schedule and within budget.
Craft Clear and Transparent ITTs
A well-prepared Invitation to Tender (ITT) and Pre-Qualification Questionnaire (PQQ) are crucial to attracting quality responses. The clearer and more comprehensive your tender documentation, the better the engagement you’ll receive. At a minimum, your ITT should include:
- The form of subcontract proposed (e.g., JCT Design and Build Subcontract 2016).
- Any relevant amendments or additional clauses.
- Key project details including scope, timelines, and deliverables.
Ideally, include a draft subcontract within the ITT, omitting only the subcontractor’s name and price. This level of transparency builds trust and eliminates uncertainty,allowing subcontractors to fully understand the terms before pricing.When subcontractors know exactly what they are signing up for, they are far more likely to respond promptly and provide competitive, realistic quotations.
Streamline Subcontractor Evaluation
Once you’ve compiled a list of potential subcontractors, evaluate their competence,availability, and suitability through a fair, transparent pre-qualification process.Provide each subcontractor with a clear PQQ and a covering letter explaining your expectations. Keep it concise and easy to complete — overly complex or time- consuming forms often discourage responses. To make the process more efficient:
- Use digital tools such as Google Forms or dedicated procurement portals for faster submissions.
- Focus on essential information relevant to the trade in question.
- Communicate outcomes clearly, informing unsuccessful subcontractors courteously.
A well-balanced PQQ process saves time for both parties while ensuring that onlyqualified and capable subcontractors move forward to tender.
Package Your Tender Professionally
Your tender package should be detailed, organised, and easy to navigate. Include:
- Drawings and specifications.
- Scope of works.
- DEmployer’s requirements.
- Contractor’s proposals or design intent.
Avoid the common “document dump” — sending subcontractors dozens of unfiltered files can overwhelm them and deter participation. Instead, curate and label documents clearly, highlighting what’s most relevant. Too much paperwork slows down the process and reduces the likelihood of timely responses. Clear, concise, and structured documentation encourages faster, higher- quality bids. You can also experiment with split testing two versions of your ITT to see which format yields better response rates — a simple but effective way to refine your tendering strategy.
Understand the Subcontractor’s Perspective
To improve response rates, it’s vital to appreciate how subcontractors view the tender process.
- Communication – Be transparent about why you’re inviting them to tender.Personalised, professional communication helps build rapport and demonstrates respect for their expertise.
- Empathy – Subcontractors often juggle multiple tenders and live projects. Give them adequate time — generally at least two weeks — to review documents, visit site if needed, and prepare their quotes.
- Professionalism – Maintain integrity throughout. Provide a clear scope, consistentt-minute changes. Reliable, organised main contractors attract better subcontractors.
Manage Time Efficiently
Tendering is resource-intensive. On average, a single subcontract package can take around 40 hours to progress from ITT to contract award. Multiplied across 20 or more packages, this can equate to nearly 21 weeks of a Quantity Surveyor’s time each year.To save time and improve quality:
- Standardise your tender templates.
- Use consistent pricing documents and measurement schedules.
- Include only the drawings and specifications necessary to price the works.
Streamlining this process boosts quality and response rates — while freeing your team to focus on negotiation and value engineering.
Best Practices for Stronger Tender Engagement
Securing multiple competitive quotes per package is challenging in today’s market, but achievable with the right approach.
- Provide a World-Class Tender Experience
Make your tender simple to access, understand, and respond to. Include clear scopes, relevant drawings, timelines, and contract details — nothing more, nothing less. - Leverage Digital Tools
Use project management software and electronic document systems to track responses, manage communication, and eliminate the chaos of email attachments. Tools like online portals or video conferencing also enable quick clarifications and virtual site visits. - Be Transparent About Project Details
Provide detailed designs, clear objectives, and honest timelines. Transparency reduces risk-loading and leads to more accurate, competitive bids. - Build Trust and Long-Term Relationships
Subcontractors value reliability. Transparent communication, prompt payments, and fair dealings will help you become a contractor of choice — improving not just tender response rates but also long-term collaboration.
Final Thoughts
Improving subcontractor engagement is about more than issuing tenders — it’s about clarity, consistency, and trust. By developing a strong procurement strategy, crafting clear ITTs, simplifying the pre- qualification process, and respecting subcontractors’ time, main contractors can significantly improve the quality and quantity of responses. At Chase Estimating, we support contractors across the UK with professional M&E estimating services, helping streamline tenders, prepare accurate cost data, and strengthen project delivery from the outset.
