BID PREPARATION RESOURCE
Who carries the work
around the equipment?
An equipment quote and a complete installed package can have different boundaries. Use this checklist to define responsibilities before combining vendor prices and trade estimates.
This is a review framework. Responsibility comes from the actual contract, bid documents and vendor scope; the examples below do not allocate it for your project.
| Work item | Responsibility to confirm | Scope question |
|---|---|---|
| Equipment supply | Owner / vendor / contractor | Exact package and accessories in the quote |
| Delivery and unloading | Transporter / vendor / contractor | Delivery point, unloading equipment and handling |
| Foundations | Civil / equipment contractor | Excavation, concrete, anchors and templates |
| Setting and grouting | Installer / vendor / civil | Rigging, positioning, alignment and grout |
| Mechanical connections | Vendor / piping contractor | Internal piping versus field utility connections |
| Electrical connections | Vendor / electrical contractor | Power, controls, grounding and field termination |
| Supports and access | Vendor / steel contractor | Frames, platforms, ladders and maintenance access |
| Finishes | Vendor / specialist / contractor | Shop finish, field coating, insulation and repairs |
| Testing and start-up | Vendor / specialist / contractor | Required attendance, test work and temporary services |
Use one row per equipment tag
Record the equipment identifier, drawing reference, vendor quote revision and the parties responsible for each activity. Mark uncertain assignments as questions requiring clarification. Do not quietly treat an unresolved item as excluded from every package.
Reconcile each package against the same basis
Compare the vendor quote, mechanical scope, electrical scope and civil or steel work using the same current documents. An item appearing in two quotations may be a legitimate split between supply and installation, or it may be a duplicate. Record the distinction.
Check temporary work and reinstatement
Permanent installation drawings may not describe all handling, access and restoration work. Include the available execution information and identify temporary arrangements that remain unconfirmed. Existing-facility work also needs a clear tie-in and demolition boundary.
Send the checklist with your estimating enquiry
Share the available equipment list, relevant vendor quotes, installation drawings and open questions. Specify whether you want a quantity takeoff, installation estimate or a coordinated package comparison.
Context: AACE's Basis of Estimate guidance discusses documenting scope, assumptions and exclusions. This checklist is our proposed review format, not an AACE-issued form.