Flooring Scope of Work: Template and Checklist for Commercial Projects

Flooring scopes are deceptively complex. A single floor plate can contain ceramic tile in restrooms, LVT in corridors, carpet tile in offices, polished concrete in lobbies, and epoxy in mechanical rooms — each with different substrate requirements, moisture thresholds, adhesive systems, and installation tolerances. A vague flooring scope of work leads to disputed substrate prep costs, warranty voids from moisture failures, and change orders on transitions and cove base. This guide covers the line items that PMs and estimators must include in every commercial flooring scope of work.

Flooring scopes must be defined by zone, not by project. Each flooring type has its own set of technical requirements that must be called out explicitly.

Substrate Assessment and Preparation

• Moisture vapor emission testing: Required for all resilient, carpet, and adhesive-applied flooring on concrete slabs. Specify ASTM F1869 (anhydrous calcium chloride) or ASTM F2170 (in-situ relative humidity probes). Many manufacturer warranties are voided if RH exceeds 85% (F2170) or MVER exceeds 3 lbs/1,000 sf/24 hrs (F1869). Define who pays for remediation if testing fails — this is a critical scope gap.
• Concrete flatness and levelness (F-numbers): Define minimum FF (flatness) and FL (levelness) values per ACI 117. For LVT/LVP and tile, a tolerance of ¼" in 10 LF (or 3/16" for tile per TCNA A108.02) is standard. Substrate prep to meet tolerance is the flooring sub's scope unless concrete exceeded tolerance at pour.
• Concrete surface grinding, shot blasting, and patching: Define the surface preparation standard (ICRI CSP 1–9). Adhesive manufacturers typically require CSP 2–4 for resilient flooring adhesives. Confirm who is responsible for crack repair, joint filling, and leveling compound application.

Flooring Types and System Specifications

• Luxury Vinyl Tile/Plank (LVT/LVP): Specify commercial grade (≥20 mil wear layer), lock vs. glue-down method, plank or tile dimensions, and direction of run. Glue-down is preferred for high-traffic commercial installations; floating is generally not recommended.
• Porcelain/ceramic tile: Specify PEI wear rating (PEI 4 or 5 for commercial floors), slip resistance (DCOF ≥0.42 wet per ANSI A137.1 for floor tile), grout type (sanded, unsanded, or epoxy), joint width, and TCNA installation method (e.g., F115C for thin-set on concrete).
• Carpet tile (modular): Specify tile size, broadloom vs. modular, face fiber (solution-dyed nylon preferred for commercial), backing system (cushion-backed vs. hard-backed), and installation pattern (monolithic, ashlar, quarter-turn).
• Polished concrete: Define the grit progression sequence (e.g., 30/50/100/200/400/800/1500/3000 grit), densifier application, guard/sealer type, and final sheen level (flat, satin, semi-gloss, high-gloss). Polished concrete is a specialty scope — verify the sub has certified installers.
• Epoxy/MMA resin flooring: Required in commercial kitchens, mechanical rooms, labs. Specify system type (self-leveling, broadcast, slurry), thickness, aggregate broadcast for slip resistance, and base coat/topcoat chemistry. Substrate must be fully dry and contamination-free.

Transitions, Thresholds, and Cove Base

• Transition strips between flooring types must be defined by material (aluminum, stainless, brass, vinyl), profile (T-bar, reducer, end cap, saddle), and height-change accommodation. Omitting transition strips from the scope guarantee you will buy them as an add-on.
• Cove base: specify material (rubber or vinyl), height (4" or 6"), style (straight or coved), and color. Define whether cove base is part of the flooring scope or the painting/finishing scope — this is a common grey area.
• Thresholds at door openings: specify who supplies and installs saddle thresholds, particularly at exterior entries and between rated compartments.

Tip for PMs: The most common flooring change order is substrate prep. If the scope does not define explicitly who is responsible for moisture remediation and self-leveling compound — and to what standard — you will have a scope dispute. Define it before the RFP.

Flooring submittals require owner and architect approval before ordering. Build this timeline into your schedule — late approvals delay material procurement and push flooring installation back into finish trades.

Required Submittals

• Flooring layout plan: room-by-room schedule showing flooring type, color, pattern, and direction of run
• Physical sample submittals for owner/architect approval (minimum 12"×12" for tile, full-size plank for LVT, 24"×24" for carpet tile)
• Product data sheets and installation instructions for all flooring systems, adhesives, and grouts
• Moisture vapor emission test results prior to installation
• VOC compliance documentation (LEED v4, CARB/CALGreen where applicable)
• Manufacturer's warranty documentation and maintenance requirements

Seaming and Pattern Plans

• For carpet, require a seaming plan as a submittal. Seam locations should be away from high-traffic paths, perpendicular to the primary light source, and avoiding doorways. Review seaming plan before cutting material.
• For large-format tile installations, a layout drawing with control lines, grout joint alignment, and cut tile placement should be submitted and approved before installation begins.

Best Practices from Leading GCs

• Lock flooring selection and color approval early — ideally during design development, not after IFC drawings are issued. Lead times for commercial flooring range from 4–12 weeks for custom colors and patterns.
• Require the flooring sub to provide a written pre-installation inspection report noting substrate condition, moisture test results, flatness/levelness readings, and any conditions that need to be corrected before work begins. This protects the GC from warranty disputes.
• Define temperature and humidity requirements during installation: most adhesive and resilient flooring manufacturers require 65°F–95°F ambient temperature and ≤65% RH for 48 hours before, during, and after installation.

Flooring is installed after most trades are complete, but the conditions for a successful installation must be built into your schedule from day one.

Pre-Installation Requirements

• Final plumbing rough-in complete: all floor drain and cleanout sleeves set, drain bodies installed, and areas waterproofed before tile work begins in wet areas (restrooms, showers, kitchens).
• HVAC system operational: building must be at occupied temperature and humidity for a minimum of 48 hours before resilient or carpet flooring installation. This is non-negotiable from a warranty perspective.
• All floor penetrations (conduit stubs, pipe sleeves, drain bodies) must be set to correct elevation and sealed before flooring begins. Penetrations added after flooring installation damage the floor and void warranties.
• Doors and jambs must be hung and cleared to finished floor height before flooring installation. Confirm door clearances (typically ¾" to 1" from finished floor) with the architectural details.

Sequencing with Other Trades

• Flooring installs after: painting (base coat), millwork and casework rough-in, HVAC system startup, plumbing trim-out in wet areas.
• Flooring installs before: door hardware, base molding, furniture placement, and final cleaning.
• Define protection requirements: once flooring is installed, specify the protection system (Ram Board, Masonite, carpet protection film) and who is responsible for maintaining protection until substantial completion.

Pre-Installation Coordination Checklist

• Moisture vapor emission tests complete — results within manufacturer's limits
• Substrate flatness/levelness measured and documented
• All floor penetrations set to correct elevation
• HVAC operational for minimum 48 hours
• Plumbing trim-out in wet areas complete
• Sample submittals approved by owner/architect
• Seaming plan and layout plan approved
• Material delivered to site and acclimated per manufacturer requirements

Tip for Estimators: When reviewing a flooring bid, check whether substrate prep, moisture testing, and leveling compound are included. These items are frequently excluded by flooring subs — listed as "not included — substrate to be provided flat, level, and dry." Build a flooring scope that explicitly defines each of these responsibilities so bids are comparable.