South Florida Commercial Renovation: Compare the Scope Before You Compare the Price

1. Give bidders the same information

Create a common package containing the address, intended use, drawings, specifications, site access conditions, landlord requirements, and known existing conditions. Ask each bidder to identify the exact drawing revisions and assumptions used.

If design is incomplete, describe the result as an early budget or preliminary proposal rather than a final apples-to-apples price. Make missing information visible. This does not make uncertainty disappear, but it makes the next investigation or design decision easier to identify.

Sources: [1]

2. Build a scope matrix instead of comparing only totals

Use the same rows for each proposal: demolition, structure, interior construction, MEP, fire protection, accessibility, finishes, equipment interfaces, exterior work, permits, and closeout. Mark each item as included, excluded, allowance, or unresolved.

Miami-Dade’s commercial review guidelines illustrate why occupancy, egress, fire protection, and related building requirements deserve attention before a finish-only budget is accepted. The checklist is jurisdiction-specific, but asking who owns each applicable system is useful throughout South Florida.

• Identify whether an allowance includes material only or installation as well.
• List owner purchases and the contractor’s installation or coordination responsibility.
• Record unresolved existing conditions separately from confirmed scope.

Sources: [3]

3. Investigate what must stay, move, or be upgraded

Ask the design team which existing systems can serve the proposed use and which need further investigation. Examples to review include electrical service, ventilation, restrooms, fire protection, and connections to the base building. Do not assume reuse is feasible because equipment is already present.

For an occupied property, discuss access, working hours, shutdowns, protection, and landlord coordination. Include those conditions in the bid package so each contractor can address the same operational requirements.

Sources: [3]

4. Evaluate experience through evidence and actual responsibility

Request comparable completed work and ask which responsibilities the contractor handled: general contracting, subcontracting, construction management, or coordination alongside another contractor. Discuss the scope and challenges that are relevant to your renovation.

Ask how the proposed team would handle a coordination issue from your drawings. Discuss references where available, verify the appropriate license using DBPR, and check who will lead your project. Focus on experience relevant to the building type, proposed scope, and coordination requirements.

Sources: [1], [2]

5. Compare how changes and completion are handled

Ask how a change will be described, priced, approved, and reflected in the schedule before the work proceeds. Clarify progress reporting, payment milestones, inspection responsibilities, and what documentation is included at handover. Have the agreement reviewed by an appropriate adviser.

A stated completion date should identify its assumptions about permits, procurement, owner selections, and landlord access. DBPR recommends obtaining a written estimate with a completion date. Ask each contractor to explain the dependencies behind that date and how changes will be communicated.

Sources: [1]