The Plan First series — part three
- Why one plan comes before any bid
- What a complete outdoor design actually includes
- How to compare bids once everyone has the same plan — you are here.
The Plan-First checklist
Everything on this page, condensed to a two-page printable list — what to settle before you call anyone, what a complete plan has to cover, and what to read line by line in every bid.
Bid comparison worksheet
A one-page, print-and-fill template with a column for each bidder — license and insurance, what scope is carried or excluded, how materials and allowances are specified, payment schedule, warranty and exclusions — so you can compare proposals apples-to-apples instead of comparing bottom-line numbers.
Two proposals, one plan. Now the comparison finally means something.
Comparing bids is only possible after everyone is pricing the same drawing and the same written scope. At that point the totals stop being noise and start telling you something real: how each company builds, what it carries, what it leaves out, and what it will stand behind. This is how we would read the proposals if we were sitting at your kitchen table — including the parts that are unflattering to us.
- AZ ROC 211530 · 347738 · 341002 · 340966
- Arizona-built since 2005
- President, Southwest Hardscapes Association
Set the bids up so they can be compared
- Send every bidder the same plan, the same scope document and the same list of selections or allowances.
- Ask for line-item pricing by area or system, not a single lump sum.
- Ask for exclusions in writing — the list of what is not included is more informative than the list of what is.
- Give everyone the same deadline and the same access to the property.
- Take notes during each site visit. How a company inspects your yard tells you a lot about how it will build in it.
Read scope before you read price
- Demolition and haul-off: included, excluded, or assumed to be yours?
- Grading, soil import or export, and compaction.
- Drainage: is a system priced, or is the word missing entirely?
- Base build for hardscape and turf — ask each bidder to state the depth and materials in writing, then compare the answers. AE's own practice on paver work is 2–3 inches of ABC under patios and walkways, 4–6 inches under driveways, additional ABC for build-up or heavier traffic, a 1-inch sand bed and polymeric joint sand, and AE does not use quarter minus under pavers. That is AE's practice, not a code requirement — final construction details follow site conditions, the signed scope, any approved engineering, manufacturer instructions and the authority having jurisdiction.
- Utilities: gas, electrical, low-voltage and irrigation modifications.
- Structures, footings and any engineering.
- Cleanup, protection, dust and access management.
Want a number for your own property?
Tell us the space and we'll come back with a real range for your site — no pressure, no "call for pricing."
Then read the allowances
- Every allowance should carry a dollar figure you can see.
- Compare allowances against real selections you actually like — pull the price of the paver you want, not the category average.
- Watch for allowances on items already specified in the plan. That means the bidder did not price your selection.
- Add up all the allowances across each proposal. Two proposals that look close on the total can differ substantially in how much of your budget is still unresolved.
Verify the company, not just the number
- License number, looked up by you in the official Arizona registrant search and confirmed current, with a classification that covers the work. A.R.S. §32-1121 contains only a limited exemption for casual or minor work under a $1,000 aggregate contract price, and it does not apply where a permit is required or where work is split to avoid licensing.
- Insurance: ask for the certificates a contractor says it carries, including general liability and workers' compensation where applicable, and confirm them with the issuing agent. Licensure, the statutory bond and insurance are separate protections — do not assume one implies another.
- Who is actually on site each day, and who supervises when they are not.
- Which portions are self-performed and which are subcontracted.
- Recent local projects of similar scope, and references you can call.
- Reviews you can read yourself, from real named sources.
Compare the terms, which is where the surprises live
- Payment schedule stated in writing, tied to defined construction stages and never far ahead of the work in place. A.R.S. §32-1158 requires covered contracts over $1,000 to state the deposit, the progress payments and the stages; A.R.S. §32-1158.01 sets stage caps for qualifying owner-occupied residential in-ground pool and spa contracts. AE's own practice on a new pool build is a 15/25/25/25/10 milestone schedule.
- Change-order process: how a change gets priced, approved and documented before it is performed.
- Workmanship warranty in writing, listed separately from manufacturer product warranties, with what voids it.
- Who is responsible for permits, engineering and inspections, and who pays for them.
- Schedule expressed as sequence and dependencies rather than a promised finish date — weather, approvals, materials and site conditions move real schedules.
- What happens if hidden conditions turn up once the ground is open.
The side-by-side worksheet
- Build one column per bidder and one row per scope item from your plan.
- Mark each cell included, excluded, allowance, or not mentioned.
- Fill the gaps by asking — do not assume anything is included because it is obvious to you.
- Then, and only then, put the totals at the bottom of the columns.
- If a total is far below the others, find the rows that explain it, and ask the bidder to explain the gap in writing.
Signals worth paying attention to
- Good sign: a contractor who tells you something in your plan will not work on your property, and explains why.
- Good sign: exclusions listed plainly, and allowances with real numbers.
- Worth a question: a bid that arrives within an hour of the site visit with no line items.
- Worth a question: pressure to sign today for a discount that disappears tomorrow.
- Worth a question: a payment schedule heavily front-loaded relative to the work.
- Worth a question: any refusal to put the warranty, the scope or the responsibility for approvals in writing.
Common questions.
Official sources and limits
- A.R.S. §32-1121 — the limited licensing exemption, including the under-$1,000 aggregate contract price, permit and anti-splitting conditions.
- A.R.S. §32-1158 — written-contract requirements, including stated deposit, progress payments and construction stages.
- A.R.S. §32-1158.01 — payment stage caps for qualifying owner-occupied residential in-ground pool and spa contracts.
- roc.az.gov/before-hire — Arizona ROC before-you-hire guidance.
- roc.az.gov/license-classifications — current classification descriptions and scopes.
- Contractor verification checklist — the step-by-step way to read an official record yourself.
Reviewed September 14, 2026. Current official records and current law control. This page is general educational information — not legal, engineering, code, insurance or contract advice, and not a scope determination.
From planning to estimating
Once you know what belongs in the plan, put rough numbers next to it. Start with the calculator for a whole-project range, then read the guide for each piece of scope you are carrying. These are planning ranges for budgeting, not quotes — measured conditions, selections and the signed scope control the final investment.
Open the outdoor renovation cost calculatorPricing guides by scope
- What an outdoor living space costs in ArizonaOverall project ranges and what moves them.
- Complete backyard costWhole-yard budgeting when several trades overlap.
- Pool installation costPool scope, equipment and deck considerations.
- Paver patio costBase depth, material line and square-foot ranges.
- Outdoor kitchen costStructure, appliances, utilities and finishes.
- Artificial turf costBase prep, turf line and installed square-foot ranges.
Bid AE against your plan
Send the same plan and the same scope you sent everyone else. You will get line-item pricing, written exclusions, real allowance figures and the warranty terms in the proposal — so it can be compared honestly against the others on your table.
- Your plan and written scope document
- The selections you have already made, or the allowance figures you are working from
- Photos of the space and any known problem areas
- The other proposals, if you want them reviewed
- Your investment range and phasing preferences
We reply within 1 business day
A real AE team member — not an auto-reply — reads your submission and responds by phone or email, usually same day during business hours.
Quick mutual-fit review
We confirm project type, location, rough budget range, and whether AE's process is the right fit before scheduling any site time.
Scope conversation before pricing
We understand the project first — no rushed generic quote. You get honest guidance on repair vs. rebuild, phasing, and what your investment range actually looks like.
You decide the next step
If it's a fit, we move into design, selections, and preconstruction. If it isn't, we tell you — and often point you toward the right resource anyway.
The intake form takes about 3 minutes and routes straight to the AE team. Prefer to talk first? Call the number below during business hours.
Want a second set of eyes on the proposals?
Send us the plan and the bids you have collected. We will walk the scope with you and point out what is missing, what is an allowance and what the numbers are actually telling you — whether or not we end up being one of the bidders.
Review My Bids With AEWhy this is an investment, not a cost.
An AE backyard is engineered to add daily livability and long-term home value. We publish honest ranges and build to code with a licensed and bonded Arizona crew. AE provides project-specific workmanship and manufacturer-warranty information in the signed agreement. Website summaries are for planning only.
- Licensed, bonded & insured in Arizona. ROC 340966 (R-62) · ROC 341002 (R-3) · ROC 347738 (KA-5) · ROC 211530 (CR-21). Most Arizona contracting work valued at $1,000 or more — or requiring a permit — must be performed by a properly licensed contractor, subject to statutory exemptions. Verify the legal entity, license status, and classification with the Arizona Registrar of Contractors.
- Real ranges, itemized scope. You see materials, finishes, equipment models, and a line-item budget before you sign — not a one-line "pool — $90,000."
Plan your investment with a designer.
Five minutes, a real range, and no sales pressure. Or vet any Arizona contractor (us included) before you spend a dollar.