Asphalt Paving Proposal Checklist

At minimum, a paving proposal should include contractor name, project address, date, work area description, approximate quantity, paving method, asphalt thickness, preparation scope, price, exclusions, and payment terms. Without these items, the proposal is difficult to compare or enforce.

The proposal should describe exactly where the work occurs. Clear wording: "Remove and replace approximately 18,500 square feet of asphalt in the north parking lot drive lanes as shown on attached diagram." Vague wording: "Pave parking lot." The clearer version tells the owner what area is included; the vague version creates room for disagreement.

Useful quantities may include square footage, linear footage, tons, cubic yards, number of patches, number of stalls, number of phases, and number of mobilizations. For most property owners, square footage is the key starting point.

A quick sanity check when a proposal lists both tons and square footage: one ton of hot mix asphalt covers roughly 80 square feet at 2 inches compacted, or about 55 square feet at 3 inches. If the tonnage and square footage do not roughly reconcile, ask why before signing.

The proposal should state the method: asphalt overlay, mill and overlay, full-depth replacement, new asphalt paving, full-depth patching, remove and replace asphalt, private road paving, or driveway paving. The method should match the pavement condition — a proposal that doesn't say whether the work is overlay, milling, or replacement is incomplete.

The proposal should state asphalt thickness and clarify whether it is compacted thickness. Clear wording: "Install 3 inches compacted hot mix asphalt." Vague wording: "Install asphalt." If thickness changes by area, the proposal should say where. For typical thickness benchmarks by area type, see Asphalt Paving Thickness for Parking Lots.

The proposal should explain what happens below the asphalt — fine grading, compacting the existing base, installing aggregate base, repairing soft spots, removing unsuitable material, and whether base repair is excluded, priced by unit, or handled by change order. Base work is one of the most common scope gaps.

The proposal should address drainage when visible problems exist: low spots, catch basins, utility covers, grade adjustments, water flow, ponding areas, and ADA access aisles. If drainage is not included, the proposal should say so.

For parking lots, the proposal should say whether striping is included — stall lines, ADA stalls, access aisles, fire lanes, arrows, crosswalks, curb painting, wheel stops, and signs. If excluded, get a separate proposal from Parking Lot Striping Contractors.

Occupied properties need access planning. The proposal should clarify work days, work hours, phasing, closures, reopening time, notices, traffic control, barricades, and emergency access. This is especially important for commercial properties, HOAs, apartments, retail centers, and facilities that stay open during work. For what a complete access plan looks like in practice, see Commercial Asphalt Paving Contractors.

Common exclusions include permits, engineering, testing, base repair, drainage correction, utility adjustment, striping, concrete repair, ADA compliance review, traffic control, night work, weekend work, and unforeseen conditions. Exclusions are not automatically bad — missing exclusions are the risk.

The proposal should say whether a warranty is included. One to two years is common for commercial paving workmanship warranties, though terms vary widely. Ask what it covers and excludes — common exclusions include base failure, drainage problems, heavy vehicle damage, utility trench settlement, standing water, oil damage, lack of maintenance, and existing pavement movement.

Ask for clarification if you see phrases like "as needed," "where necessary," "pave area," "repair bad spots," "standard thickness," "includes prep," "warranty included," or "ADA included." These phrases may be acceptable if they are defined, but risky if left vague.