Scoping Laser Scanning projects like a pro

When offering laser scanning services, crafting proposal documents can be overwhelming, especially due to all the associated risks if things don’t go as planned. In this article, I’ve shared some tips outlining the main components that a solid document should encompass, so you can feel confident when submitting your proposals.

*Note 1: These suggestions might seem extensive for smaller projects and potentially insufficient for larger ones. They consist of a broad description of insights I've gained after doing this work for quite some time, so feel free to utilize the ones that align better with your project’s needs.

*Note 2: this article was created for the AEC (Architecture, Engineering & Construction) industry, specifically.

With that said, the following items will help you structure your document and make sure nothing important gets left out:

The scope statement

First thing, first. What does the scanning scope consist of? Right out the gate, your proposal should describe the project. This includes but is not limited to its location, size, the areas to be scanned, and the intended scanning purpose. When describing the areas in question you will want to be VERY specific. Are you referring to the entire building or just a portion? Does your scope include above-ceiling scanning work or solely below? If you are considering the exterior, are you accounting for the entire site or just the immediate surroundings? Is the roof included? This is your canvas, spare no details!

*Tip: You should ALWAYS include pictures of the drawings highlighting the areas in question along with your area calculations.

Strategy and methodology

The beauty is in the details. How is the survey being performed? The specifics of the scanning services are unique to each project but certain key aspects shape the scope of any scanning endeavour:

• Technology: static, mobile, aerial, hybrid, you named it. Ideally, the proposal should specify the scanning technique and provide details of the hardware and registration software, if possible.
• Accuracy: what will be the guaranteed accuracy with the proposed technology? Let’s set the expectations straight.
• Phasing: does your work consider one or more mobilizations? How are those phases structured and what are their dependencies?
• Survey Control Need: depending on the extent and other nuances of the scanning work, survey control might be needed to ensure accuracy. Setting and measuring points implies a considerable amount of work, resources, and time, therefore it is imperative to address it early on to make sure it is properly budgeted by you and, of course, your client.
• Deliverables: estimated number of scans and point cloud attributes. File formats, size, transfer method, and coordinates, among other details, might be laid out in this section.
• Exclusions: what are you not doing or including? Ignorance is not bliss here.

The schedule

Time is precious. If possible, your proposal should always include the estimated number of days both for scanning and registration (you’ll thank me later). Depending on the project scale and the proposed technology, scanning times can vary significantly. When I think of scanning times, the first word that pops up in my mind is RISKS. In most cases, the scanning work implies expenses for mobilizations and accommodations where unforeseen delays can undoubtedly impact the budget. To prevent overpricing but, at the same time, mitigate these risks, it is crucial to outline ideal scenarios and articulate assumptions. Here are some items that I always like to reflect on when putting together my proposals, they might vary depending on the project type:

• Does the survey account for night shifts or weekend work? Will extended workdays be necessary?
• Will the site crew need an escort to accompany them during the survey and open locked spaces or grant access to restricted areas? This is pretty common for facilities like data centers and hospitals, among others.
• Will assistance be required for moving furniture around or removing ceiling tiles? This will definitely slow down the game.
• Is there any preferable time of the day when you can encounter lower people traffic onsite? For hospital settings, for example, night shifts might be preferred.
• Does the project mandate safety measures that could potentially delay the scanning work? Think of specific personal protection equipment or procedures such as the use of containment carts -definitely not ideal-.
• Lead Time: How much time prior to the scanning day do you need to coordinate the mobilization/s?
• Fast Track. Can the schedule be expedited by increasing human resources?

The fees

A solid services proposal needs a clear pricing breakdown, it’s the law. This not only brings clarity and order to the document but also will help you structure, track, monitor, and bill the progress completed down the road, especially in the case of larger projects. Here are some helpful trigger thoughts for shaping the pricing section of your document:

• Scope Information: the clarity or ambiguity of the scope of work often dictates the path to be taken by choosing between a Lump Sum fee or a Time and Material scheme, among other more hybrid approaches.
• Optional Services: here goes everything you're uncertain the client may want, and consequently, elements you’d prefer not to add up in the overall total.
• Expenses: would you rather bill the expenses separately and at the actual cost once the project is completed or incorporate a rough estimate in the lump sum fee?
• Project Delays: In case of unforeseen circumstances, what would be the charges for a return trip or an extended scanning day? This information is crucial and can be a game-changer during change orders negotiations if unforeseen circumstances require the crew to stay longer on site. Mobilization fees and daily fees for extended periods of time should be addressed in the document to make this less painful.
• Downpayment: will you need an initial upfront payment to kickstart the work? Deployment costs can be significant, especially for larger projects.

The assumptions, planning for the unpredictable

Based on experience, when working on reality capture projects, many things can go out of our control, especially in projects with high uncertainty and unpredictability. That’s when your proposal and its assumptions should cover your back. Here is some additional food for thought:

• Bad weather when planning to scan the building fa?ade or roof. How will that situation be handled?
• Accessibility challenges like the need for ladders or scissor lifts. Who will be accounting for providing those?
• Tile removal and/or cutting hard lids to scan interstitial space above the ceiling. Who will take care of that? what happens if any of those get damaged during the survey?
• Extensive safety training, certifications, or badges are required to access the site. Who will cover those expenses?

Risks, risks, risks. Outline all the necessary assumptions and clarifications to make sure you know how to proceed if some of those known unknowns arise.

Final thoughts!

Changes are inevitable in our field and that’s why a good and well-written proposal contract will give you peace of mind and tools to negotiate when the time comes. You might not have all the information handy at the time of putting it together, but a thorough understanding of risks, variables, and constraints can help you play safe even with very complex and uncertain scopes of work.