SOP Templates > Home Builder > Bidding & Estimating > Preliminary Scope Definition Checklist

Preliminary Scope Definition Checklist for Home Builder

This checklist is designed to guide home builders specializing in custom homes through the preliminary scope definition process. It ensures that all major elements of the project are clearly defined before moving into the concept estimating phase. This process is crucial for aligning client expectations with project deliverables, identifying potential constraints, and establishing a comprehensive understanding of the project’s requirements. By following this workflow, builders can produce a clear and detailed document that serves as the foundation for accurate and efficient bidding and estimating.

Review client notes and initial design documents

Step 1: Gather all relevant documents

Collect all client notes, sketches, and initial design documents. Ensure you have the most recent versions to avoid any discrepancies.

Step 2: Identify key client preferences

Highlight any specific preferences or requirements mentioned by the client, such as preferred materials, design styles, or functional needs.

Step 3: Note any preliminary design assumptions

Identify and document any assumptions made in the initial design documents that may impact the scope, such as structural or spatial considerations.

Define major scope elements

Step 1: List structural components

Identify and document all major structural components, such as foundation type, framing materials, and load-bearing walls.

Step 2: Outline architectural features

Detail the key architectural features, including roof style, exterior finishes, and window types. Ensure these align with client preferences.

Step 3: Specify site development requirements

Document any site development needs, such as grading, drainage, and landscaping. Consider any zoning or environmental regulations that may apply.

Establish finish levels

Step 1: Identify interior finish preferences

Discuss and document the client's preferences for interior finishes, including paint, trim, and ceiling treatments.

Step 2: Select cabinetry and fixture styles

Work with the client to choose cabinetry styles and fixture finishes for kitchens and bathrooms. Ensure these choices are documented for future reference.

Step 3: Determine flooring materials

Identify preferred flooring materials for each area of the home, considering durability, aesthetics, and budget.

Define mechanical systems

Step 1: Specify HVAC requirements

Determine the type and capacity of HVAC systems needed, considering the home's size, climate, and energy efficiency goals.

Step 2: Outline plumbing system needs

Identify the plumbing requirements, including water supply, waste systems, and any special features like water filtration or softening systems.

Step 3: Detail electrical system specifications

Document the electrical system needs, including service capacity, lighting plans, and any special electrical features such as smart home technology.

Assess energy requirements

Step 1: Identify energy efficiency goals

Discuss with the client their goals for energy efficiency and sustainability, such as achieving a specific energy rating or incorporating renewable energy sources.

Step 2: Evaluate insulation and window options

Consider insulation types and window specifications that enhance energy efficiency, and document these choices.

Step 3: Plan for renewable energy systems

If applicable, outline plans for integrating renewable energy systems like solar panels or geothermal heating.

Identify known constraints

Step 1: Review budget limitations

Discuss and document any budget constraints that may affect the scope or quality of the project.

Step 2: Consider regulatory requirements

Identify any local building codes, zoning laws, or environmental regulations that must be adhered to during construction.

Step 3: Assess site-specific challenges

Evaluate any site-specific issues, such as access limitations, soil conditions, or environmental concerns, that could impact construction.

Coordinate with design team

Step 1: Schedule regular meetings

Set up regular meetings with the design team to discuss progress, address concerns, and ensure alignment on project scope.

Step 2: Share scope definition documents

Provide the design team with all relevant scope definition documents to ensure they have a clear understanding of project requirements.

Step 3: Resolve discrepancies collaboratively

Work with the design team to resolve any discrepancies or conflicts in the project scope, ensuring all changes are documented and agreed upon.

Define exclusions and open items

Step 1: List scope exclusions

Document any elements that are explicitly excluded from the project scope, such as landscaping or certain interior finishes.

Step 2: Identify open items

Highlight any open items that require further clarification or decision-making, such as final material selections or design details.

Step 3: Communicate exclusions and open items to client

Ensure the client is aware of all exclusions and open items, and document any feedback or decisions made during these discussions.

Prepare scope definition document for concept estimating

Step 1: Compile all scope elements

Gather all defined scope elements, including structural, architectural, mechanical, and energy requirements, into a single document.

Step 2: Ensure clarity and completeness

Review the document to ensure all information is clear, complete, and accurately reflects the project's requirements and constraints.

Step 3: Submit document for review

Submit the completed scope definition document to the estimating team for review and use in the concept estimating process.

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