What to prepare before requesting a construction estimate

Start with a project summary

Write a short description of what you want built or remodeled, where the property is located and how it is used today. Name the owner or authorized representative, design contact and person handling bid questions. State whether the request is for early budget feedback or a proposal based on a defined scope.

Residential remodeling should identify occupied areas and parts of the home that must remain usable. Commercial construction should identify the business use, landlord requirements and any operating constraints.

Issue one controlled set of documents

Use a dated folder with an index of drawings and specifications. Identify the latest revision on the invitation; keep superseded files out of the active set. Ask bidders to acknowledge the same documents and distribute material clarifications to everyone.

ARCHE GROUP reviews construction opportunities based on architectural information supplied by separate design professionals. If your documents are still developing, say so rather than presenting them as a complete construction set.

• Current architectural drawings and relevant consultant information
• Written scope, finish schedule and equipment selections available for pricing
• Existing-condition photos, surveys or reports relevant to the proposed work
• Document index with revision dates and a list of unresolved design questions

Describe the real site

Show access for workers and deliveries, parking, storage and known restrictions. Identify building-management or association requirements and who can authorize a site visit. Include known conditions without treating a photo as proof of what is concealed.

For an occupied office, for example, specify which areas remain in operation and when access is available. Ask the contractor to explain any phasing assumptions instead of assuming work can occur during normal business hours.

Tell bidders how to respond

Define the bid deadline, the question deadline and the format for returning the proposal. Ask for scope assumptions, exclusions, allowances and proposed sequencing. Identify who supplies specified products and whether fees, professional services or other owner costs belong outside the construction proposal.

Include a working budget if it helps the review, clearly stating what it covers. A budget is context for a discussion; it is not an accepted construction price.

Check location and credentials

Use the full address to identify the permitting authority. Miami-Dade County distinguishes city jurisdiction from unincorporated county jurisdiction; the name “Miami” alone is insufficient. Florida DBPR provides records to check a contractor and the business linked to the qualifying license. These checks must be performed for the actual parties being considered.

A final check before you send

Try this test: can a contractor explain the intended work, the document version and the questions still open without guessing? If not, clarify those points in the package.

• One address, scope summary and decision contact
• One dated document index and secure access link
• A visible list of owner selections and unresolved items
• Consistent bid instructions and a route for shared clarifications
• A request for written inclusions, exclusions and schedule assumptions

Move from the package to the proposal

Use the guide to comparing construction proposals when bids arrive. For a live opportunity, share your package through Invite Us to Bid and identify whether the scope concerns residential remodeling or commercial construction. Initial review does not confirm availability or acceptance of the project.

Once the package is ready, Compare construction proposals using the same scope and drawing revision.