Why a question set beats a general review

Subcontractor quotes arrive in different formats and levels of detail. A general instruction to check the scope produces inconsistent results.

A fixed question set makes the same gaps visible across bidders. The questions should test the work package boundary, the documents used, the schedule basis, the exclusions, and the conditions that could change the quoted scope.

Cover the package boundary

Ask what is included, what is excluded, and what is assumed to be supplied by others. Test temporary works, access, hoisting, cleanup, testing, commissioning, and closeout when those items sit near the package boundary. A quote that excludes a crane does not necessarily exclude rigging or the permit needed for the crane.

The question set should separate the item, the responsibility, and the evidence. The routine is easier to hand off through bid coordinator support.

Test schedule and quantity conditions

Ask which drawing issue, quantity basis, and schedule window the quote assumes. A quote based on a different revision or a shorter duration may not fit the current bid. For unit quantities, ask how the count was derived and whether the quote includes a minimum quantity or a mobilization condition.

For lump sums, ask for the scope narrative behind the number. The evidence path is described in the bid package coverage map.

Turn answers into estimate actions

Record each answer as included, excluded, unresolved, or not applicable. Link unresolved items to a clarification request and a review owner. Do not bury a material exclusion inside a general note.

At bid close, compare the question set across bidders. A repeated gap may signal a document problem rather than a vendor problem, which changes who should resolve it. For a broader review frame, use the AGC contractor resources.

Source notes

External reference: AGC contractor resources. Background sources: AACE International recommended practices, GAO cost estimating guide, and Census construction spending program.

Scope-gap question set
AreaQuestionEstimate action
BoundaryWhat is supplied or installed by others?Record the interface and owner
DocumentsWhich issue and addenda were used?Compare with the current package
ConditionsWhat schedule or quantity assumption changes the quote?Mark unresolved and request clarification

Frequently Asked Questions

What is the purpose of a fixed question set?

It makes the same scope gaps visible across bidders and keeps the review from depending on memory or a general instruction.

Should exclusions be copied into the estimate?

They should be recorded and assigned to a review action. A material exclusion cannot remain only in the vendor footnote.

What does a repeated gap across bidders suggest?

It may indicate an unclear document or package boundary that the estimating team should resolve before bid close.

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