The Art of Leveling an Architectural Bid: Why the Lowest Bidder Could Cost You More

Ah, the classic temptation… going with the lowest bid. It’s like finding a $3 sushi special at a gas station: it seems like a great deal at first, but you’re going to pay for it later. 

At Hover Architecture, we’ve seen this story play out too many times: a client picks the lowest bidder, thinking they’ve struck gold, only to find themselves knee-deep in change orders, unforeseen delays, and costly mistakes. By the time they’re done “saving” money, they’ve spent more than if they’d just gone with a team that understood the project from the start.

So, how do you level an architectural and design bid? What should you really be looking at beyond that bottom-line number? Let’s break it down.

There’s a reason some firms come in significantly lower than others, and it’s not because they’ve unlocked the secret to cutting costs without cutting corners. More often than not, a bid is low because of one or more of these “money-saving” strategies:

1. The “Oops, We Forgot That” Approach

Some bidders conveniently exclude major components of the project whether it’s engineering, site conditions, permitting requirements, or construction administration. You only realize this when you’re deep into the project, and suddenly, surprise! A string of change orders comes rolling in.

At Hover Architecture, we take the time to understand the scope of work from the start. We ask the right questions. We factor in real-world conditions. And we build on our extensive experience in the industry to craft a complete and fair bid. That way, you’re not blindsided by “unexpected” costs that weren’t in the original bid. That’s not to say things don’t still come up over the course, but at least we’ve done everything in our power to limit the exposure.

2. The “We’ll Figure It Out Later” Strategy

A low bid often means the firm hasn’t fully worked out the details. Maybe they’re relying on vague assumptions about engineering, zoning, or permitting. Maybe they’re underestimating the complexity of carwashes, quick lubes, or storage facilities. Maybe they just really need the work…

We don’t “figure it out later.” We know what it takes to get a project across the finish line because we’ve done it again and again. With our experience in niche markets, we’re not making wild guesses; we’re giving you a complete and accurate bid from day one.

3. The “Sure, We Can Do That” Team

Some firms promise the world to win the bid, despite lacking the necessary information and expertise. They say “yes” to everything, only for you to find out later that their team is learning on the fly, or worse, outsourcing key components to underqualified subcontractors. Don’t even get us started on “In-House Engineers.” Here’s some insider information: Architects and Engineers work together, but they don’t live under the same roof. 

Hover Architecture and its team of consultants specialize in carwashes, quick lube, and storage facilities. This isn’t our first rodeo. We know the best engineering solutions, the regulatory hurdles, and the operational needs specific to these industries. When we say we can do it, it’s because we actually can.

So, if you’re not just looking at the lowest price, what should you be analyzing? Here’s how to make sure you’re comparing apples to apples instead of apples to, well…rotten fruit.

1. Scope of Work: Is It All There?

A complete bid should cover everything. Not just the architectural design, but also engineering, permitting, and any required comments. If a bid looks significantly lower, take a closer look at what’s missing.

Hover Architecture provides two types of bids and will make sure you know what you’re getting from the get-go.

Comprehensive Bids – Also referred to as “Turn Key” bids. These bids will include everything from entitlements to planning to permitting. We assemble a team of all the engineers you need including civil, landscaping, geotechnical, survey, architecture, MEP, structural, and other specialties like traffic engineers, or sound engineers if it’s required by the local jurisdiction. The goal of these bids is to take you from concept to construction with a single master agreement so you don’t have to coordinate any of the moving pieces.

Documentation Bids – These are the most common bids Hover Architecture provides. They focus on delivering high-quality construction documents that set your project up for success. A Documentation Bid typically includes:

• Schematic Site Planning & Building Design – We develop a well-thought-out site plan that considers zoning requirements, circulation flow, and efficiency. The building design follows industry best practices while reflecting your brand’s vision.
• Construction Documents – These are the detailed, permit-ready drawings that include architecture, structural engineering, and MEP (mechanical, electrical, and plumbing). These documents provide contractors with a clear roadmap for construction.
• Construction Administration Support – Once construction is underway, we stay involved by responding to Requests for Information (RFIs), reviewing shop drawings, and ensuring that what’s built aligns with the design intent.

While Documentation Bids don’t include site-specific consultants like civil, landscaping, or geotechnical engineers, we can still help coordinate these services if needed. The key difference is that you, the client, take on the responsibility of assembling the full consultant team. 

At Hover Architecture, we don’t just send over numbers, we explain what you’re getting and help you choose the bid type that aligns with your project needs. Whether you’re looking for a full-service turn-key approach or just the essential design and documentation, we make sure there aren’t surprises down the road.

2. Experience & Industry Knowledge

Would you trust a physician to perform brain surgery? No? Then why trust a generalist firm with a specialized project like a carwash, quick lube, or storage facility?

Not all architecture firms are created equal. Designing a retail building is one thing. Designing a high-traffic, operationally efficient, and regulation-heavy carwash or storage facility is another. These projects require a deep understanding of site planning, equipment coordination, permitting, and end-user functionality. A firm that “does a little bit of everything” might overlook critical details that could cost you later.

At Hover Architecture, we’ve been in the trenches of the automotive and storage industries for decades. We don’t just draw up buildings; we understand the entire operational ecosystem of carwashes, quick lubes, and storage facilities.

Why Does This Experience Matter?

• Site Layout Efficiency – A well-planned site isn’t just about cramming a building onto a lot. It’s about maximizing throughput, minimizing bottlenecks, and ensuring smooth vehicle flow. We know how to optimize entry and exit points, queueing lanes, and equipment placement to keep operations running seamlessly.

• Industry-Specific Code & Compliance Knowledge – Regulations vary by jurisdiction, and carwashes, quick lubes, and storage facilities come with unique zoning, environmental, and safety requirements. From water reclaim for carwashes to fire protection standards for storage units, we know what to anticipate—so you’re not blindsided by compliance issues mid-project.

• Engineering Coordination for Specialized Equipment – Carwashes and quick lubes require careful coordination with mechanical, electrical, and plumbing engineers to ensure proper water reclamation, ventilation, and power supply for heavy-duty equipment. Storage facilities demand expertise in security, climate control, and loading. These are not “figure-it-out-later” details; they need to be integrated into the design from the beginning.

• Proven Track Record – We’ve designed hundreds of facilities in the industry. We know what works, what doesn’t, and how to prevent common pitfalls that inexperienced firms might miss.

Choosing an architect who actually knows your industry isn’t just a preference—it’s a necessity. With Hover Architecture, you’re not just getting a designer; you’re getting a trusted partner who understands your business and how to make your project a success.

3. Engineering & Consultant Coordination

A bid isn’t just about architecture, it’s about the full integration of engineering. Structural, mechanical, electrical, and plumbing all need to be coordinated from the start.

At Hover Architecture, we don’t just pick any engineers; we work with seasoned consultants who specialize in carwashes, quick lubes, and storage facilities. These industries have unique technical requirements. Our engineering partners match our level of expertise, ensuring that every aspect of your project is designed with operational efficiency, compliance, and long-term durability in mind. By bringing these experts to the table early, we create a fully integrated bid, eliminating the guesswork and giving you a clear, complete roadmap from day one.

4. Realistic Timeline Commitments

A low bidder might promise you the moon in record time, only for you to find out later that “expedited” really means “rushed and sloppy.” And in architecture, sloppy work doesn’t just lead to frustration, it leads to delays, rework, and costly mistakes.

Every extra day your project is stuck in permitting or waiting on revisions means more overhead, more financing costs, and more operational downtime. Some firms claim they can get things done faster by skipping steps, pushing out incomplete drawings, or making unrealistic assumptions about permitting timelines. Unfortunately, reality always catches up, whether it’s through unexpected plan check revisions, missed engineering requirements, or last-minute redesigns to fix what was rushed.

At Hover Architecture, we don’t make empty promises. Our timelines are built on real-world experience; not wishful thinking. We factor in actual permitting processes, site-specific challenges, and industry best practices to provide a realistic, achievable schedule. That means fewer surprises, smoother approvals, and a project that moves forward on time and on budget.

5. Hidden Fees & Change Orders: The Low-Bid Trap

A low bid might look great on paper, but what happens when construction is underway, and suddenly, the costs start creeping up? Was saving $10K now worth spending $20K in change orders or $100K in the construction phase to pick up the missing pieces? Some firms intentionally leave out critical components in their initial bid, keeping the price low to win the project. Then, once you’re too deep to back out, the change orders start rolling in. Need additional structural support? That’ll cost extra. Permitting requires revisions? More fees. Whoops, forgot to include key engineering work? Time to adjust the budget… again.

By the time the project is complete, that “budget-friendly” bid has ballooned into an expensive nightmare. At Hover Architecture, we believe in transparency from the start. Our bids reflect the real cost of your project, not just a number designed to win your business.

At the end of the day, choosing an architecture firm isn’t about picking the lowest number. It’s about picking the right partner. A complete, accurate, and well-coordinated bid will always save you more money (and headaches) in the long run than one filled with hidden costs, missing details, and unrealistic promises.

At Hover Architecture, we bring the experience, industry knowledge, and consultant coordination needed to deliver a smooth, cost-effective project from day one. Whether it’s a carwash, quick lube, or storage facility, we know the unique challenges of your industry and how to design a project that’s built to last without costly surprises.

So, before you fall for the too-good-to-be-true bid, take a step back. Compare. Ask the hard questions. Is the cheapest option really the best choice or is it the most expensive mistake waiting to happen? And when you’re ready to work with a team that knows what it’s doing, we’ll be here.