Confirm Which Drawings a Partner Used to Price the Work
A quotation can be internally consistent and still rely on an outdated drawing package. Before comparing partner bids, reconcile the files each bidder actually received and the revisions used. A filename containing final is not a reliable document-control method.
Create a small pricing-document register
List the drawing titles, revision identifiers, issue dates and attachments supplied for pricing. Include clarification notes that materially affect scope. Keep the original files intact and identify the current authoritative package through the project’s actual process. Do not assume that an email with a newer date supersedes every drawing attached to an earlier message.
Ask the bidder to identify its basis
Request the document references used in the quote and any information still missing. Separate a bidder’s assumption from a requirement shown in the package. If bidders received different information, resolve that difference before treating their totals as directly comparable. Avoid adding design details yourself merely to make the quotes align; the relevant authorized professional or project owner should supply them.
Carry the same references into the handoff
When a revised package is issued, ask whether the quotation and planned work need review. Retain acknowledgement of the revision without describing it as acceptance of unrelated changes. Give the mobilizing crew a clear current reference and preserve superseded versions for traceability. This process supports scope clarity without implying that a contractor’s quote independently approves the design or confirms every concealed site condition.
Copyable worksheet
Use one row for each field. Mark unknown information clearly and retain the original records.
| Field | Your note |
|---|---|
| Drawing package and issue date | ____________________ |
| Revisions actually used by bidder | ____________________ |
| Material clarifications and attachments | ____________________ |
| Assumptions requiring reconciliation | ____________________ |
| Current reference for crew handoff | ____________________ |
Worked example
Illustrative example: two fictional partners price different revisions of a repair detail. The project team identifies the mismatch before comparing totals and requests quotes on the same current basis. The register prevents a document difference from being misread as a simple difference in contractor value.