Evaluating Shelter Bids: A Municipal Scoring Checklist

When shelter bids come in, the lowest number isn’t always the lowest cost. The difference is usually hidden in assumptions: foundations, access, drainage, installation scope, and what “included” actually means.

This checklist helps municipalities evaluate shelter bids consistently, reduce risk, and select the bid that’s most likely to deliver on schedule with fewer surprises.

For help reviewing scope assumptions before award, email info@westplay.ca.

Table of Contents

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• What to look for first: are bids actually comparable?
• A practical shelter bid-scoring checklist
  • 1) Scope clarity (highest leverage)
  • 2) Documentation and submittals
  • 3) Schedule realism
  • 4) Risk management and coordination
  • 5) Price (only after scope is aligned)
• Red flags that often become change orders
• How Westplay supports procurement teams

What to look for first: are bids actually comparable?

Before scoring, confirm each bidder priced the same scope:

• Shelter model/type and footprint match the tender intent
• Foundations and civil/site work are clearly included or excluded
• Installation responsibilities are clear:
• Add-ons (tables/benches, bins, bike racks) are included or excluded
• Lighting/power coordination: included or excluded

If these aren’t aligned, your scoring becomes meaningless.

A practical shelter bid-scoring checklist

Use this as a simple framework (adjust weights to match your procurement policy).

1) Scope clarity (highest leverage)

Score higher when the bid:

• Clearly states inclusions/exclusions
• Identifies assumptions (access, staging, schedule)
• Addresses foundations and drainage coordination

2) Documentation and submittals

Score higher when the bid includes:

• Spec sheet and finish schedule
• Layout drawings (DWG where applicable)
• Installation requirements and coordination notes

3) Schedule realism

Score higher when the bid:

• Provides a realistic install window
• Accounts for foundation timing and curing
• Notes seasonal constraints (wet season, park closures)

4) Risk management and coordination

Score higher when the bid:

• Addresses access constraints and staging
• Notes drip line/drainage considerations
• Anticipates utility locates and site constraints

5) Price (only after scope is aligned)

Score price only after you’ve confirmed bids are comparable.

Red flags that often become change orders

• “Foundations by others” without clear post layout coordination
• Missing notes on access/staging requirements
• No mention of drainage at the roof drip line
• Add-ons or electrical intent not addressed

How Westplay supports procurement teams

Westplay supports municipalities and project teams with the following:

• Pre-tender scope checklists that reduce ambiguity
• Layout guidance to confirm post locations and circulation intent
• Documentation guidance (spec sheet/DWG intent where applicable)

Request a consultation or quote: