When your district passes a bond, vendors line up like it’s a buffet. And unless you set the rules early, they’ll treat your project like an all-you-can-eat.

We’ve seen it happen over and over: the bond is approved, the plans are drawn, and suddenly change orders, inflated allowances, and padded bids start flying. Before you know it, the budget’s blown — and the vendors are the only ones who aren’t surprised.

Here’s how to keep your bond project from turning into a vendor free-for-all.

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1. Don’t Treat the Low Bid as the Best Bid

‍Some bids are designed to win — not deliver. Contractors can come in low, then make it up later with change orders.
Instead:
Look beyond price — factor in quality, experience, and completeness.
Investigate anything that looks too good to be true.

2. Prequalify Your Bidders

‍Letting anyone bid invites risk. Not every contractor is built for your project’s size or complexity.
Instead:
Require proof of relevant experience.
Check references and past performance.
Prequalify before the bid opens.

3. Lock Down Scope and Specs Early

‍Vague plans lead to costly assumptions. Vendors will fill in the blanks — and charge for it.
Instead:
Finalize your plans before bidding.
Define specs and allowances clearly.

4. Control the Change Orders (Before They Control You)

‍Without a process, change orders become a profit center.
Instead:
Set expectations for how changes are handled.
Require written approval.
Know what counts as a legitimate change.

Final Thought: Vendors Push Where There’s Give

‍Without structure, even good vendors will test the limits. The districts that stay on budget are the ones that enforce controls — early and often.
Want to see learn more about how others are doing it right?

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