Build Comparable Commercial Paving Estimates

Issue the same site information to everyone

Provide the current site plan, numbered condition map, approximate quantities, rain observations, traffic and access constraints, photos and known prior repairs. Identify information that has not been verified. When every bidder receives the same dated package, later differences are more likely to reflect method and risk decisions rather than missing background information.

Request measurable quantities and limits

Ask for areas, depths, lengths or counts for removal, patching, milling, base repair, asphalt, drain adjustment and markings. Require the proposal to show phase or zone boundaries. If a quantity is an allowance, label it separately with a unit rate and approval process. Avoid comparing one fixed scope with another proposal that leaves core work undefined.

Define preparation and repair methods

Request written details for saw cutting, excavation, base preparation, compaction, cleaning, tack coat, levelling, asphalt lifts, joints and transitions. The appropriate specification depends on the site and design; this checklist does not set one. Its purpose is to expose what each estimate includes so the property owner can ask informed follow-up questions.

When the scope involves excavation, ask the bidder to identify the exact dig footprint and depth, who requests utility information, and who reviews each notified member's response before digging. BC 1 Call states that a confirmation ticket is not clearance to excavate. Its coverage also does not establish the location of every private or nonmember service: some secondary lines on private property may require a separate locator. List site lighting, irrigation and other known owner-installed services as questions for the responsible excavator, not as confirmed mapped lines. Compare whether locating, protection, utility-owner instructions and any associated delay or additional charge are included, separately allowed for or excluded before awarding the paving work.

Include traffic, access and communication

Ask who prepares and manages work-zone controls, how entrances and deliveries will be staged, what temporary pedestrian route is proposed and who communicates changes. Include notice assumptions, working hours, staging areas and after-hours contacts. WorkSafeBC traffic requirements belong to the employer and work zone, while municipal requirements depend on whether public property is affected.

Separate drainage and authority responsibilities

Require the bidder to state whether grading, drain adjustment, cleaning, new drainage, survey, engineering or permit coordination is included. Identify who confirms City versus Township jurisdiction. A private-lot paving price should not silently imply authority approval or drainage design, and any work beyond the private boundary needs an explicit review path.

Ask for quality and change controls

List the proposed inspection, testing or documentation for base preparation, materials, compaction, thickness and finished work, where applicable to the scope. Establish hold points before concealed work is covered. Require written authorization for changed conditions, with quantities and price effect recorded before proceeding unless an immediate safety response is necessary.

Compare closeout and warranty records

Request completion photos, test or delivery records promised in the proposal, drain and utility checks, marking completion, cleanup, maintenance guidance and written warranty terms. Note what is excluded and the time allowed to report a concern. Closeout requirements should be agreed before award so they are part of the price rather than an afterthought.