Skip to main content
Procore

Scope Sheets

  1. Last updated
  2. Save as PDF
  1. Save all proposals at Egnyte Drive/ project location.
    1. Saved emails should follow the following format:
      1. Subcontract Date Received
      2. Ex:  Baker 250215
      3. EX:  Polaris 241012
      4. Ex:  Italkraft 250110
    2. Abbreviate the subcontractor name when saving emails:
      1. EX:  General Properties = GP
      2. ThyssenKrupp = TKE
      3. Power Design = PDI
      4. Baker Concrete = Baker
      5. Perfect Pavers = Perfect
      6. Florida Exotic = Florida
  2. Trade estimators to make sure that all proposals are saved and organized in the Egnyte Drive.
  3. Identify competitive bidders; you should not waste your time on bidders that appear to be high, although it is always beneficial to try to find out why they are high. The high bidder may have picked up on something that you or other subs might have overlooked. 
  4. Read the proposals carefully, especially the subcontractors' qualifications and exclusions.
  5. Highlight any items on the proposal that stand out.
  6. Identify high-dollar value items from your scope sheet and any other items that are not common and send an email to the subcontractor to confirm these items.
  7. Identify any discrepancies between the subcontractor proposal and the scope sheet. For example, a plumber might have stated in their proposal to have CPVC piping for domestic water, but in the scope sheet, they indicated that they would have copper. Send an email to the sub to clarify the discrepancy.
  8. Request that the bidders return the scope sheet for comparison, and be sure to highlight important and/or ambiguous scope items for the project. 
    1. Do not provide bidders with KAST takeoff quantities; request bidders provide a takeoff (preferably OST or similar format with quantities) for comparison if there is a question on the scope.
    2. Identify specific breakouts on the scope sheet that you want the bidders to provide
      1. For comparison, this is especially important in the metals, millwork, and waterproofing trades.
      2. This provides transparency to the Owner on where they are spending money and can help identify VE/alternates, especially for budgets.
    3. The scope sheet should be thought of as a working document and will more than likely be updated and changed as you continue to scope bidders. It should be a best practice to send the final version of the scope sheet to the low bidder(s) to acknowledge
  9. The example below of an email to a plumber confirming scope:
    1. Your proposal states to have CPVC piping for domestic water, but in the scope sheet, you indicate that you need to have copper. Please clarify. If you actually have CPVC, please provide an adder for copper. 
    2. How much are you carrying for permits?
    3. How much are you carrying for plumbing fixtures (material and tax only)?
    4. Please divide your cost of 2.57 million into Building & Parking Garage.
    5. Can you please confirm that you included the specified pre-fabricated shower base pans from Asura?
    6. Please confirm that pipe materials are per the scope sheet
      1. Water – must be copper per Bid Documents
      2. Sanitary & Storm – cast iron
      3. Condensate – copper of cast iron
    7. Please confirm all the common area plumbing fixtures on the scope sheet. Some are not identified on floor plans. The scope sheet reflects what the Owner wants in common areas based on meetings we have had with them. 
    8. Please confirm that you have a water softener system as per the specifications
  10. Depending on the trade, ask for the subcontractor takeoff. Once received, insert the takeoff somewhere in the scope sheet so you can compare numbers. Examples of takeoffs that should be requested include but are not limited to:
    1. Cubic yards of concrete
    2. # of CMU blocks
    3. Square feet of exterior wall panels
    4. Linear feet of railing
    5. Square feet of waterproofing
    6. Square feet of roofing
    7. Square feet of windows
    8. Square feet or square yards of stucco
    9. Square feet of drywall
    10. Square feet of painting
    11. Square feet of countertops
    12. # of casework boxes
    13. Cubic yards of earthwork – is it an import or export job
    14. Square feet of pavers
  11. When an email is received from the subcontractor confirming the scope, file the email under the "Proposal" folder.
  12. File all emails from subs regarding scope. This is the best way to have proof of subcontractor scope. It is always good to have a telephone conversation as well with the subcontractor to discuss the scope. Still, it is better to have it in writing. Examples below on how to save scope emails:
    1. EX:  Baker 240116 (Scope email)
    2. EX: PDI 240925 (Fire alarm)
    3. EX: Jorda 250216 (Permits)
    4. Coastal 241202 (Balcony railings)
  13. If a subcontractor excluded anything from their proposal or excluded anything from the scope email that you sent, ask for an adder for the item excluded. 
  14. If a subcontractor included something in their proposal that is not part of the scope of work, ask for a deduction to remove the item from the scope.    
  15. If a proposal does not state the bond rate, request the bond rate from the subcontractor. 
  16. If the subcontractor is new to KAST and we do not know much about them, request a list of completed and current projects with contract value. When the list is received, the estimator will file the email under the "Subcontractor Information" folder.
  17. It is good practice to check out the subcontractor's website. 
  18. Check if the subcontractor is registered in Compass. Provide the color of the subcontractor in the scope sheet. If the subcontractor is not in Compass, send an invitation.