McCully Construction — Sub Bid Filing Card

Field	Rule
scope	One word from the list below. Never invent one — if it isn't listed, ask.
tradepartner	Lowercase, closed up. Spelling comes from the subcontractor master — not the letterhead, not memory.
proposalnumber	Exactly as they numbered it: est4471, 4471, p2291. No number on the bid? Put the bid's date here.
value	Whole dollars. No comma, no cents. $13,702.10 → 13702. Round to the nearest dollar.
date	The date printed on the proposal. MM.DD.YY — always two digits each.

⛔ Never put an underscore inside a word. The underscore separates the fields, so a two-word scope closes up: garagedoors, lowvoltage, stoneveneer — never garage_doors. Same for a sub's name: oakcreek, not oak_creek. One stray underscore and the file can't be read correctly. No job number on a sub bid — the folder already tells you the job.

The three prefixes — these set prices

a_	This is the bid we are using.
x_	We are NOT using this bid. Keep the file — it is never counted as a price.
(none)	Not decided yet.

a_electrical_hunter_est4471_16225_08.11.26.pdf

Stop using ~. It used to mean "the bid we're using" — but backup and sync software skips ~ files by default, so the one file we most want read was the one most likely to be ignored. ~ becomes a_.

What the bid covers

Only add a marker when the bid is not the whole scope.

(none)	Material and install — the normal case
_mat	Material only
_inst	Installation / labor only

tile_arizonatile_est9912_31200_08.11.26.pdf
tile_arizonatile_est9912_18400_08.11.26_mat.pdf
tile_setterspro_4471_12800_08.11.26_inst.pdf

Revised bid, same date

If the sub changed their date, nothing special — it's a new file. If they kept the same date, add _rev02, then _rev03. Highest rev = most recent.

electrical_hunter_est4471_16225_08.11.26.pdf
electrical_hunter_est4471_14800_08.11.26_rev02.pdf ← later

Scope words — the only ones in use (54)

appliances

bathaccessories

cabinethardware

cabinets

carpet

centralvac

cleaning

closets

concrete

countertops

demo

doorhardware

doors

drywall

dumpster

earthwork

electrical

fireplace

firesuppression

flooring

framing

garagedoors

glass

grading

gutters

hardscape

hvac

insulation

landscape

lowvoltage

masonry

metal

misters

outdoorkitchen

paint

plumbing

pool

portabletoilet

protection

roofing

septic

shades

showerglass

spa

stoneveneer

stucco

tempfence

termite

testinginspection

tile

trim

utilities

waterproofing

windows

Retired — do not use

Was	Use instead
roughstructure	framing
hardware	cabinethardware / doorhardware
hardsurfaces	countertops
utlilities	utilities
siteservices	grading / earthwork / hardscape
architectural	Not a sub bid. Architect and engineer proposals, invoices and agreements go in arch_admin/

If two words could both fit

demo	the demolition sub
earthwork / grading	the site / dirt sub — go by who bid it, not what was moved
glass	windows and exterior glazing
showerglass	shower enclosures and mirrors
stoneveneer	adhered or cast stone — not masonry, which is block and CMU
framing	rough carpentry. Metal studs go under metal

Two scopes on one bid

Ask the trade partner for separate bids, one per scope. That's what we want and it's now in the RFP language. If a combined bid arrives anyway — join with one hyphen, biggest dollars first.

One file, one amount. Never save it twice under two names — that creates two files with the same price and nobody will know which is real.

What does not belong in sub_bids/

Every file in sub_bids/ has a dollar amount. That's what makes it usable.

Shop drawings, specs, plans, cut sheets → bid_docs/
A quote in the body of an email → still a bid. File it here with this pattern
Product manuals and warranty documents → manuals_specs/

A folder for one sub is fine when there's a lot of back-and-forth: scope_tradepartner/ — e.g. cabinets_oakcreek/. Optional. Filenames inside don't change.

Sub Bid Filing Card

The pattern