Define the proposal arithmetic check
Treat one proposal total as the review unit. Record the source before changing the estimate so the submitted or governing basis remains available.
Use these working fields: Proposal reference, Line extensions, Subtotal and alternates, Tax treatment, Checked total. Keep source facts separate from reviewer decisions.
Set the review basis
Freeze the estimate version and the source documents used for the check. Name the package estimator, reviewer, and release supported by the work.
Coordinate the boundary with the subcontractor quotes. Use that guide for connected scope while keeping this control focused.
Check each proposal total
Recalculate every quantity and rate extension, follow subtotals in the order shown, and test additions and deductions by sign. Check alternates and taxes separately before comparing the result with the submitted total.
Retain proposal reference and line extensions as the baseline. Record any correction in a separate decision field.
| Field | What to record | Review question |
|---|---|---|
| Proposal reference | Source or baseline evidence | Can another reviewer verify the proposal reference? |
| Line extensions | Source or baseline evidence | Can another reviewer verify the line extensions? |
| Subtotal and alternates | Current treatment and support | Can another reviewer verify the subtotal and alternates? |
| Tax treatment | Current treatment and support | Can another reviewer verify the tax treatment? |
| Checked total | Decision and estimate result | Can another reviewer verify the checked total? |
Work through an exception
If the listed line extensions add to a different subtotal, record both figures and the exact lines that create the variance. Carry the checked value only after the treatment is approved, without editing the original proposal.
Complete the record with tax treatment and checked total. State the exact value carried into the estimate.
Distinguish errors from valid exceptions
Do not assume a round-number difference is a tax or rounding issue. Trace the arithmetic and proposal language before assigning a cause. The AACE recommended practices can help the team select controls that fit the estimate class and project requirements.
Close the finding
Record the original value, checked value, variance, source, owner, and disposition. Recalculate affected detail lines and rollups before closing the finding.
Keep unresolved questions open with a fallback basis and decision date. Do not turn an assumption into a confirmed fact to finish the review.
Connect the result to the estimate
Use the subcontractor quote scope leveling for the related estimate control. Link records by identifier rather than copying unsupported conclusions.
The proposal arithmetic check supports the project decision. It does not replace the approval authority assigned to the estimate.
Use a repeatable review sequence
Test a typical proposal total, an exception, and a condition with a material effect on the estimate. Record why each sample was chosen. Trace proposal reference through line extensions, subtotal and alternates, tax treatment, and checked total.
Stop where the evidence and estimate treatment diverge. After a correction, recheck dependent subtotals, markups, alternates, and reported totals. Close the item only when the reviewed release contains the result.
Prepare the handoff
Give the receiving reviewer the active record, source references, closed findings, open actions, and exact estimate version. The person should be able to reproduce the treatment without searching email. Confirm that every material proposal total has a source, named owner, current treatment, and closure status.
