Guide
How to compare outdoor-living proposals apples-to-apples
Two proposals that look similar on price can describe very different projects. Before comparing totals, compare written scope across the same categories. Two patio proposals can cover the same square footage and still differ in what happens under the pavers, at the edges, and in the warranty terms.
The 11 categories every proposal should make clear
- Scope. Services, quantities, areas, materials, manufacturers.
- Exclusions. What is explicitly NOT included — written, not implied.
- Assumptions. Site conditions, access, soil, utilities, weather.
- Site preparation. Demo, haul-off, excavation, grading, drainage, base, compaction.
- Utilities. Electrical, gas, plumbing, low voltage, irrigation, sleeves, conduit.
- Permits / HOA / Engineering. Who handles each — and whose fees are included.
- Timeline. Preconstruction, design, engineering, permits, lead times, inspections.
- Payment terms. Deposit, milestones, final payment, change-order timing.
- Change orders. Written process, pricing method, schedule impact, approval.
- Warranty. Workmanship, manufacturer, exclusions, transferability, support process.
- Customer responsibilities. Access, HOA docs, selections, pets, removals, decisions.
The 8-step comparison method
Follow this sequence in order. Jumping to price before step 7 means comparing totals that cover different work.
- Normalize the scope on one page. Rewrite every bidder's scope into the same 11 categories. Comparing PDFs side by side is difficult because bidders format differently. A single normalized worksheet makes the comparison consistent.
- Verify materials and manufacturers by model number. 'Premium travertine' means little without a supplier and product line. Same for pool equipment (pump, heater, sanitation), pavers, glass fencing hardware, and LED fixtures. Model numbers travel; adjectives don't.
- Confirm site prep, base depth, and drainage in writing. Base material and depth, compaction lifts, bedding sand, drainage destination, and pitch all belong in the proposal rather than the sales conversation. AE's own practice under pavers is 2–3" ABC for patios and walkways and 4–6" for driveways; ask each bidder to state theirs.
- Reconcile permits, HOA, and engineering ownership. Every bidder should either include permit and HOA coordination in the price or exclude it clearly. If it's ambiguous, ask in writing which party is responsible before you sign.
- Line up payment schedules and change-order rules. Milestone-based draws with clearly defined deliverables beat calendar-based invoicing. Change orders should be priced before work, in writing, with a schedule impact stated.
- Compare warranty terms — length, transfer, and exclusions. Workmanship term, manufacturer warranty pass-through, transferability on home sale, and the specific exclusions list all matter more than the headline year count.
- Add owner-shouldered costs back into each total. Permits you'll pull, materials you'll supply, decisions you'll make on-site, disposal you'll arrange — quantify and add them to that bidder's total so you're comparing full delivered cost, not proposal cost.
- Then, and only then, compare price. Once every proposal covers the same work, a price difference finally means something. If the ranking changed after steps 1–7, the exercise worked.
The normalization worksheet
Copy this table into a document and fill one column per bidder. When every row is populated for every bidder, comparison becomes arithmetic instead of gut feel.
| Row to fill for each bidder | Why it matters |
|---|---|
| Square footage / linear footage per scope | Confirms you're pricing the same area. |
| Material line + manufacturer + model | Removes 'premium' as a hiding place. |
| Base spec (depth, lifts, sand, joint sand) | Not visible after the install — get it in writing. |
| Drainage plan + destination + pitch | Frequently left vague — ask for it in writing. |
| Permit + HOA + engineering ownership | Ask which party is responsible in writing. |
| Timeline windows (pre-con → close-out) | A price without a schedule is half a proposal. |
| Payment schedule (deposit + milestones) | Structure matters as much as the total number. |
| Change-order pricing method | Cost-plus, unit rate, or lump sum — get it in writing. |
| Warranty (workmanship + manufacturer) | Length, transfer, exclusions. |
| Owner responsibilities | Anything assigned to you belongs in your own budget. |
Worked example: two patio proposals, same square footage
Here's the same 600 sq ft paver patio scoped two ways. Column A is the vague version. Column B is what an install spec should actually read like.
| Line item | Proposal A (vague) | Proposal B (specific) |
|---|---|---|
| Base excavation | 'Prep as needed' | 6" over-dig, haul-off 14 cy, geotextile fabric under ABC |
| Paver base | 'Compacted base' | 4" ABC in 2" lifts, plate-compacted, 1" bedding sand |
| Joint sand | 'Sand joints' | Polymeric joint sand (Techniseal HP NextGel), power-wash + reactivate |
| Drainage | Not mentioned | 2 area drains, 4" SDR-35 to daylight, 1% pitch to grade |
| Permits | 'Owner to obtain' | Named contractor applies for city permit; fees, inspection coordination, and closeout responsibility stated. |
| Warranty | '1 year' | Workmanship term stated in writing with exclusions and transferability listed; manufacturer warranty on pavers passed through |
Proposal A can be cheaper because the missing scope is either not being done, or is not priced yet and would be handled as a change order later. Proposal B describes more of the job in writing. Ask each bidder to confirm which is the case for their proposal.
Why one proposal may be lower
A lower total often reflects a smaller project, lower-spec materials, or owner-shouldered responsibilities. Common causes:
- Missing demolition, haul-off, or site protection
- Missing drainage, grading, or base preparation
- Missing engineering, permit, or HOA coordination
- Lower-grade product or unspecified manufacturer
- Limited or unclear warranty
- Excluded utility work
- Specialty scope routed through a separate vendor
- A different base build — ask each bidder to state the base material, depth and compaction in writing, along with the approved or manufacturer documents behind it
- A different joint system — ask which joint sand product is specified and why
None of these are automatically bad — but they should be explicit and acknowledged before you compare totals.
Seven questions that surface hidden differences
Ask every bidder these. The answers, side by side, show what each total actually covers.
- What ABC depth are you installing under the pavers, and how many compaction lifts?
- Is polymeric joint sand included, and which product line?
- Where does surface water go — daylight, drywell, area drain? Who calculates the pitch?
- Who pulls the permit, coordinates inspections, and handles HOA submittals?
- What's the written workmanship warranty term, and what voids it?
- How are change orders priced and approved — cost-plus, unit rate, lump sum?
- Which line items are self-performed vs subcontracted, and are those subs licensed for their scope?
Ask for clarification when you see these
- "Call for pricing." Ask for a written unit rate or lump sum you can compare.
- Verbal-only warranty. Ask for the workmanship warranty term, transferability and exclusions in writing.
- Payment far ahead of the work. Ask which construction stage each payment is tied to, and get the stages written into the contract.
- No exclusions list. Silence on exclusions is not "everything is included" — ask for the exclusions in writing.
- Change orders priced after work is done. Price and scope should be approved in writing before the work happens.
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: 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 — how to read an official Arizona registrant record yourself.
Reviewed September 14, 2026. Current official records and current law control. General educational information only — not legal, engineering, code, insurance or contract advice, and not a scope determination.
Frequently asked questions
How many outdoor-living proposals should I get?
Two to three from vetted, licensed contractors is the sweet spot. Beyond that, the extra bids rarely add signal — you get faster to a decision by comparing scope carefully than by adding a fifth bidder.
Why do proposals differ so much in price?
A gap can reflect legitimate differences in scope, quantities, materials, site access, scheduling, overhead, warranty terms, or risk — or it can reflect work that simply is not in the proposal. Compare scope first and price last, and ask each contractor in writing to explain the lines that differ from the others.
What's a normal deposit for an outdoor-living project in Arizona?
Arizona does not set a universal deposit percentage for ordinary landscape or hardscape work. A.R.S. §32-1158 requires covered written contracts over $1,000 to state the deposit, the progress payments and the construction stages they are tied to. Qualifying owner-occupied residential in-ground pool and spa contracts follow the stage caps in A.R.S. §32-1158.01, starting at no more than 15% at execution. AE's own practice on a new pool build is a 15/25/25/25/10 milestone schedule.
Should the proposal name specific paver and equipment brands?
Yes. A written spec should list the paver line, color, and thickness; the base material and depth; the joint sand product; pool equipment brand and model; and lighting fixture manufacturer. Vague product language makes proposals impossible to compare and leaves substitutions unresolved.
What if two proposals use different base materials?
Ask each bidder to state the base material, depth, bedding layer and compaction in writing, then compare the answers. AE's own practice under pavers is ABC — 2 to 3 inches for patios and walkways, 4 to 6 inches for driveways, with a 1-inch bedding sand layer — and AE uses quarter minus under turf rather than under pavers. That is AE's practice, not a code requirement; final details follow site conditions, the signed scope, approved engineering, manufacturer instructions and the authority having jurisdiction.
How long should a workmanship warranty be?
Warranty terms vary widely between companies, so ask for the term in writing, ask whether it transfers on sale, and read the exclusions — that is where the real coverage is defined. Compare the written warranty documents side by side rather than relying on a stated industry norm.
Use the tool
The Proposal Scope Scorecard walks you through these categories on a real proposal and flags items that are missing or unclear. Pair it with the License Check for full due diligence, and the Arizona license guide to understand which classifications should appear on each scope.
Educational planning guidance only. Not legal advice, engineering advice, code determinations, or a hiring recommendation.