Arborist scope and tree protection takeoff checklist

Start with the documents that define the work

A tree count alone does not describe a construction arborist scope. Fence details, excavation notes, permit conditions and the proposed work sequence can create separate requirements. The Arborist Group provides completed tender schedules, takeoffs and quotes for the full arborist scope across Toronto, the GTA and Southern Ontario.

Collect the following documents where available. If one is missing, identify that gap in the quote request rather than assuming it contains no requirements.

• Current arborist report, tree inventory and tree protection or preservation plan.
• Survey and site plan, with drawing numbers, scale, revision and issue date.
• Demolition, grading, servicing and landscape drawings that affect retained trees.
• Tree protection details, root-work specifications and site access or staging plans.
• Permit conditions, municipal comments and any arborist undertaking or retention requirement.
• Tender instructions, pricing schedule, addenda and the date your quote is due.
• Construction phases, likely excavation dates and any restricted work windows stated in the project documents.

Confirm whether the documents are for budget, tender or construction. A quote against tender drawings may need revision after approval or a design change. Keep the document list with the quote so the basis of the price remains clear.

Reconcile the tree schedule and drawings

Match each tree number across the report, plan and work schedule. Identify trees to retain, trees proposed for removal and trees affected by construction. Include the adjacent or public trees identified by the project's assessment. Do not treat a tree symbol on a drawing as permission to remove or injure it.

Check the limits of work against the protection areas shown on the approved plan. Resolve inconsistent tree numbers, omitted fence segments and conflicts with access routes. If the drawings and report disagree, record a clarification for the design team or tender authority. The estimator should not choose a different protection limit to make the quantities fit.

Measure physical work and price attendance separately

Fence length is the length of the specified barrier, not automatically a circle around every tree. Retained trees can share an enclosure. Access and phased construction can also change the installation sequence. Mark the measured segments on the drawing so another estimator can trace the quantity.

For supervision, identify the activities before estimating hours. An excavation crew may reach several tree protection areas on different days. State the planned sequence and attendance allowance rather than hiding an unknown number of visits inside a lump sum.

Check interfaces with other trades as well. If a sediment-control detail, access route or utility trench conflicts with the tree protection plan, identify the conflict before pricing the work. Ask for a coordinated detail rather than assuming one trade's drawing overrides another.

Give each item a responsible party

Put the arborist, civil contractor, landscape contractor and general contractor scopes side by side. Name the party responsible for each physical task and the party responsible for its documentation.

• Fence supply, installation, inspection, maintenance and removal.
• Root-excavation equipment, its operator, root pruning and arborist attendance.
• Site access, utility information and coordination with the work crew.
• Permit submission, municipal fees and owner signatures.
• Replacement planting, its records and any follow-up assessment.
• Final arborist records and the request for municipal acceptance.

ARG can quote reports, protection fencing, agreed root work and arborist supervision together. We do not sell tree removal. General excavation and other trades remain with the parties named in the accepted quote. Confirm any additional assessment scope separately.

Keep a traceable scope schedule

Download the arborist scope checklist as a CSV spreadsheet. Each row has space for the document reference, revision, quantity, unit, responsible party, pricing basis, assumption and clarification. The sample item names are prompts, not measured quantities or an approved scope.

For example, a fence row can identify a specific drawing segment, its measured length and the required barrier detail. A supervision row can identify the excavation note and an assumed number of attendances. Leave uncertain quantities marked for confirmation. Do not present them as verified site measurements.

Return a completed pricing schedule in the requested format

Send the original Excel workbook, PDF bid form or portal field list with the drawings. ARG completes the arborist entries using the buyer's item numbers and units. We separate fixed work from provisional quantities, attendance allowances and requested alternatives. The quote identifies taxes, validity, timing and any qualifications to the price.

Keep the buyer's supplied quantity distinct from a measured takeoff quantity. If they differ, we identify the difference and prepare a clarification rather than silently change the bid form. We check extended amounts against unit rates and quantities and reconcile the schedule with the supporting quote. A missing requirement must not become a zero-price commitment by accident.

A larger engineering tender can contain arborist requirements inside another discipline's package. Peel's Finch stormwater pumping station procurement, for example, called for an ISA arborist and a landscape architect for tree inventory and preservation or replacement work. ARG completes the arborist portion and identifies the interfaces with the lead consultant. See the Peel procurement package.

Check addenda before the bid goes out

1. Confirm the report and drawing revisions used by every supplier.
2. Review each addendum for changed tree disposition, fence layout, work method or attendance requirements.
3. Reconcile fixed items, provisional quantities and work by others.
4. Check that the programme supports the assumed number of site visits.
5. Include the required records, closeout visit and any later monitoring in the scope.
6. Obtain clarification of unresolved requirements through the tender's specified channel.

Use the same completed schedule when you compare arborist quotes. After award, review it against the final approved package before site work begins.

ARG prepares the takeoff and completes your schedule

Send the drawings, tender instructions and your pricing workbook. We find the arborist requirements, measure the quantities supported by the drawings and complete the relevant schedule entries. You receive the priced arborist scope, document references, assumptions and clarification items. Where tree condition, hidden roots or site dimensions require a site assessment, we include that step in the agreed scope.

For delivery details, see construction reports, tree protection fencing, root work and construction supervision.