Materials Watch: Metals & Machinery Parts Are Running Hot — How to Bid Safely

Here’s a no‑drama way to protect yourself without scaring the client away.

1) Add an escalation clause that clients actually accept.
Keep it short, specific, and tied to real paperwork. For example:
“Pricing is valid for 30 calendar days. If supplier quotes change after acceptance, the contract sum will adjust by the documented difference in affected line items. Contractor will submit vendor quote copies as backup.”
It’s plain English, objective, and hard to fight because it’s anchored to documentation—not vague indexes.

2) Offer Good/Better/Best alternates in metals‑heavy scopes.
If your base is steel or aluminum, present at least one alternate that reduces exposure: modified profiles, different gauge, or a coated product with better availability. Label the schedule impact next to each option so owners can trade price against time with their eyes open.

3) Shorten the window between “yes” and “buy.”
When the client verbally approves, switch to “procure now” mode: convert the BOQ into POs the same day. If cash is the bottleneck, propose a materials deposit held in a dedicated account; show the client the PO and the receipt so they know funds went to their job.

4) Lock delivery windows with your supplier.
Ask for a defined ship week on the quote and a named contact you can escalate to. If the supplier won’t commit, assume the longer lead and communicate that date to the owner now—not when you miss it later.

5) Keep substitutions pre‑approved.
Submit a one‑page substitution matrix at contract time. That way, if something goes sideways, you’re swapping apples for apples within pre‑approved bounds, not renegotiating under pressure.

Client talk track you can paste into emails:
“We’ll hold pricing for 30 days. If you’re ready, we’ll place materials immediately and protect your schedule. If we slip past the hold window, any vendor‑documented increases will be passed through at cost; we’ll send the backup paperwork with the change.”

The goal isn’t to win every job—it’s to win work you can deliver at a profit with time certainty. Clear terms and fast purchasing beat wishful thinking every single time.