Why most coating bids aren't comparable
If you've ever received three industrial coating bids that ranged from $40,000 to $180,000 for the same room, the problem usually isn't the contractors — it's the RFQ. Without a real spec, every bidder fills in their own assumptions about prep, system, mil thickness, coving, and cure time. The numbers stop meaning anything.
A good RFQ does the opposite: it forces every bidder to price the same scope, the same materials, and the same schedule, so the only variable is the contractor's actual execution capacity. Use the checklist below as a starting template.
1. Define the scope physically
Bidders need to know exactly what surfaces they're coating, in what condition, and at what total square footage.
- ›Floor plan with coated areas hatched, total square footage per area
- ›Linear feet of integral cove base required
- ›Wall and ceiling square footage if those are in scope
- ›Existing surface — bare concrete, sealed concrete, existing coating, steel, etc.
- ›Slab age, last documented MVT/RH test results if available
- ›Photos of current condition including any cracks, spalls, or contamination
2. Specify the system (or ask the contractor to recommend one)
You can either dictate the exact system or ask each bidder to recommend their preferred system for your environment. Both approaches work, but be explicit about which one you're doing.
- ›If specifying: name the system (e.g. 'Sherwin-Williams General Polymers 3744 urethane mortar, 3/16″'), include cove and topcoat
- ›If allowing alternates: state the performance requirements (chemical exposure, thermal range, traffic, slip rating)
- ›Required surface profile per ICRI CSP rating (CSP-3 minimum for thin-mil, CSP-4+ for high-build)
- ›Required mil thickness, verified by wet-film gauge during install
- ›Required slip resistance rating if applicable (ANSI A326.3 DCOF)
3. Spell out the schedule and access
Schedule and access drive 20–40% of the cost. Be explicit so contractors don't sandbag with worst-case assumptions.
- ›Required completion date and any phasing requirements
- ›Available work hours (days, evenings, weekends, 24/7)
- ›Site access — loading dock, freight elevator, hours, security clearance
- ›Adjacent operations during work — production continues, partial shutdown, full shutdown
- ›Power and water availability at the work area
4. Require contractor qualifications
Industrial coating work is high-risk. Make qualifications a pre-bid requirement, not a tiebreaker.
- ›ISNetworld and/or Avetta in good standing
- ›Manufacturer certification for the specified system (Sherwin-Williams Certified Applicator, Tnemec, Stonhard, etc.)
- ›Current EMR below 1.0 and OSHA 300 logs for the past 3 years
- ›Sample JHA / safe work plan for the project type
- ›References from at least 3 similar projects completed in the last 24 months
- ›Proof of insurance — typically $2M GL minimum for industrial work
5. Require a real warranty — and read it
A 'lifetime warranty' is meaningless without manufacturer backing. Require a written joint contractor-and-manufacturer warranty for the specified system, including labor for years 1–2 and material for years 1–10 at minimum.
Read the exclusions. Most warranties exclude moisture-related failure unless the contractor performed and documented MVT testing — make MVT testing a deliverable in your RFQ.
Putting it together
If you'd like a downloadable RFQ template or a free pre-bid walk-through of your facility, contact us. We'll help you write a spec that produces comparable bids — even if you ultimately go with another contractor. We work across California, Oregon, Washington, Nevada, Utah, Arizona, Idaho, and Montana.
