Writing the Scope Section of a Dog Park RFP

A dog park RFP scope should describe site conditions, list every deliverable, define equipment performance criteria instead of just brand names, and spell out submittal and documentation requirements. Vague scope language is the most common reason bids come back impossible to compare fairly.

Key takeaways

Describe existing site conditions in detail so every bidder prices against the same starting point.
List deliverables as discrete line items rather than a single bundled description.
Write performance criteria for equipment rather than relying only on brand names, unless a sole-source justification supports naming one product.
Specify what documentation and submittals are required before, during and after installation.
State clearly what is excluded from the scope to prevent assumptions that inflate or deflate a bid.

Why Scope Quality Determines Bid Quality

Every ambiguity left in an RFP scope gets resolved by the bidder, in the bidder's favor, whether that means excluding a cost they assumed was someone else's responsibility or pricing a lower-tier product because nothing in the scope specified otherwise. The result is a set of bids that all satisfy the letter of the RFP but represent very different projects.

A precise scope does the opposite: it forces every bidder to price the same project, which is the only way a fair comparison later in the process actually works. See bid tabulation and comparing amenity proposals fairly for how that comparison plays out once bids are in.

Describing Site Conditions Bidders Can Actually Price Against

Include the site's existing grade, drainage behavior, soil information if available, utility locations, and access constraints. If a soils report or topographic survey exists, reference it directly in the RFP rather than summarizing it, since bidders need the source document to price site work accurately.

Also note anything unusual about access, such as a locked gate, limited hours, or nearby residents sensitive to construction noise. These details prevent a bidder from later claiming a change was unforeseen. For site-specific factors to gather before writing this section, see reading a site plan for amenity placement and stormwater considerations in dog park siting.

Listing Deliverables as Discrete Items

Site preparation and grading, stated as a distinct scope item with any drainage work called out separately.
Fencing and gate hardware, including perimeter length and number of enclosures if known.
Surfacing system, named by type or performance criteria rather than left open-ended.
Amenities such as shade structures, seating, waste stations, and wash stations, each listed individually.
Installation labor, distinguished from equipment and materials cost.
Submittals, shop drawings, and closeout documentation.

Bundling all of this into a single line item, such as "furnish and install a dog park," invites every bidder to interpret it differently.

Writing Performance Criteria Instead of Just Naming Brands

Performance-based specifications describe what the equipment and materials must do, such as drainage rate for turf or minimum gauge for fencing, which keeps the competitive field open while still protecting quality. Naming a single brand without an or-equal provision can limit competition and may not hold up to a challenge under many public procurement rules.

Where a specific product genuinely is the only one that meets the project's needs, document that reasoning separately rather than relying on the RFP scope alone. See writing a sole-source justification for park amenities and writing a dog park specification that holds up during bidding.

Specifying Submittal and Documentation Requirements

Stage	Typical submittal
Pre-award	Product cut sheets, references, proof of insurance and bonding as required
Post-award, pre-fabrication	Shop drawings, material samples, schedule
Pre-installation	Site-specific installation plan, utility locate confirmation
Closeout	Warranty documentation, maintenance instructions, as-built drawings if required

Spelling this out in the RFP means bidders price the administrative work involved, not just the physical materials, which prevents disputes about who is responsible for producing these documents later.

Stating Exclusions Clearly

Every scope should state what is not included, such as permitting fees, utility connection charges, or offsite work, so bidders do not have to guess. Silence on an item usually gets read by bidders as "not our responsibility," which can leave the owner holding an unbudgeted cost after award.

If utility work, prevailing wage requirements, or other conditions apply to only part of the project, state that explicitly rather than leaving it to be discovered mid-project. Related planning topics are covered in utility locates before amenity installation and prevailing wage questions on amenity installation.

Reviewing the Scope Before It Goes Out for Bid

Before releasing an RFP, have someone outside the drafting team read the scope section and try to identify anything they would need to ask a clarifying question about. Each of those questions represents an ambiguity that, left unresolved, will show up as inconsistent assumptions across the bids received.

If your team is drafting an RFP for a dog park project and wants a second set of eyes on the scope section or help defining equipment performance criteria, our RFP support resources and project quote process can help align the scope with what is actually available in the market.

Frequently asked questions

Should an RFP name specific products or use performance specifications?

Performance specifications generally keep competition open and reduce the risk of a challenge, unless there is a documented, defensible reason to require a specific product, in which case a sole-source justification process is typically more appropriate than naming a brand inside the general RFP scope.

How detailed should site condition information be in the RFP?

As detailed as the owner has available, including surveys, soils reports, and drainage observations. The goal is for every bidder to price against the same known conditions rather than making their own assumptions.

What happens if the scope section is too vague?

Bids come back based on differing assumptions about what is included, making fair comparison difficult and increasing the likelihood of change orders once the awarded contractor begins work and discovers gaps between their assumptions and the actual project needs.

Should submittal requirements be part of the scope or a separate section?

They can be organized either way procedurally, but they need to be referenced within the scope so bidders account for the administrative time and cost of preparing shop drawings, samples and closeout documents.