Start with the decision
Use a excavation pre-bid visit to clarify conditions that the invitation cannot adequately describe. Prepare questions in advance, record what can and cannot be confirmed, and issue approved material clarifications to all bidders. A visit is not permission to investigate, disturb or alter the site.
This guide is for business-to-business project planning in the United States and Canada. For the wider trade context, visit the excavation resource hub.
Questions to take to the visit
| Work area | Question | Record to reconcile |
|---|---|---|
| Bulk excavation | Which investigations and existing-service records are available? | defined limits and available ground information |
| Material movement | Where can approved material be stored or loaded? | material categories and handling responsibilities |
| Formation and handoff | Who accepts the work before the next trade starts? | specified formation and receiving-trade requirements |
Download the excavation site visit worksheet (CSV)
Fill in the response, owner or source, and date checked. Keep unresolved items visible. The file contains planning prompts only; it does not calculate quantities or make an approval decision.
Put the checklist to work
- Arrange authorized access with the project team and follow the site’s access instructions. Confirm which areas and documents may be photographed or shared.
- Discuss survey, shoring, dewatering, unsuitable material, haulage and disposal arrangements. Ask which assumptions can be confirmed during the visit and which require further information.
- Walk through the logistics affecting project approvals, available investigations, utility coordination and the site-access plan. Note occupied areas, delivery routes and work windows without prescribing an installation method.
- Log each question with its location, respondent and required follow-up. Issue the approved response in the common clarification record.
A scope gap worth discussing
Illustrative example — not a Build Accord client project
A quotation includes excavation but assumes material can remain on site. The project instead requires removal. Confirm classification, quantities and destination responsibilities before comparing bids.
Apply this to your decision: A dated visit note and clarification log that improves the bid package without giving one bidder a private version of the scope.
Using this in the US and Canada
For a project in the United States
Record the state, local jurisdiction and actual service area. Confirm the project location and the scope of the business’s authority with the responsible project team. The U.S. Small Business Administration provides a starting point for business licensing resources.
For a project in Canada
Record the province or territory, municipality and actual service area. Use Canada’s permits and licences resources to locate relevant checks, including the linked BizPaL service. Confirm requirements for the actual activity and location.
For either market, state the currency, units and deadline time zone. This worksheet is general planning guidance, not a determination of licensing, procurement eligibility or technical compliance.
The next useful step
Continue with how to compare excavation contractor quotes. For the other side of the conversation, see the excavation bid proposal guide.
Build Accord coordinates introductions between construction project teams and trade contractors. An inquiry starts a discussion of fit and availability; it does not guarantee a contractor, an invitation to bid or an award. These guides are not a listing of currently available crews or projects.