Most of the trouble I get called in to fix started the same way: a vague scope, a rushed scan, and a model that doesn’t quite line up when it hits the design team’s desktops. You don’t need the fanciest brochure—you need a provider who will put accurate geometry and clean files in your hands on the date you need them. Here’s the checklist we actually use in the field and in the office when we’re vetting partners and planning work.

Start with outcomes, not hardware

A Cleveland GC rang us on a Thursday about a late-stage coordination miss—MEP risers didn’t fit an existing chase. We mobilized a two-person crew Saturday, walked 92,000 sq ft with the NavVis VLX3, and supplemented six tight areas with a Leica RTC360. We controlled the building to state plane with four total-station setups and registered the point cloud to ±6 mm. By Wednesday morning, the architect had an RCP and E57 (72 GB), clipped section views, and an LOD 300 riser model. Result: 0 change orders on that scope, 14 RFIs avoided, and about $68,000 in rework that never happened.

It wasn’t the scanner alone. It was clear deliverables, control, and QC.

Non‑negotiables: accuracy, density, and control

If a proposal can’t state these in numbers, move on.

Accuracy (registered): ±6–10 mm for interiors; ±10–15 mm for exteriors unless tied to survey control
Point density: 5–10 mm at 10 m standoff for interiors; 10–20 mm at 10 m for exteriors
Control: targets or survey control to lock SLAM drift; state plane tie-in if you’re coordinating with civil

How we approach it:

Mobile capture with the NavVis VLX3 using SLAM at walking pace for coverage and efficiency
Terrestrial fill-in with Leica RTC360 or FARO Focus for long corridors, glassy lobbies, roofs, and tight MEP congested areas
Checkerboard or spherical control targets, plus total-station control for vertical accuracy and coordinate system alignment
Registration: hybrid target-based plus cloud-to-cloud, loop closures checked; RMSE and bundle stats reported

If you want more on VLX throughput and best-use cases, this post breaks it down: Inside the NavVis VLX3: How Mobile LiDAR Captures Buildings at Walking Pace.

Deliverables you can actually draw on

Names matter. So do file sizes, software versions, and layers.

Point clouds: E57 (clean, unified), RCP/RCS (Autodesk Recap indexed), LAS (when you need classification)
Typical sizes: 50,000 sq ft interior = 40–80 GB E57; 200,000 sq ft mixed = 120–220 GB E57
Alignment: project base point/Survey Point in Revit; northing/easting/rotation documented
2D/3D: Revit LOD 200/300/400 per scope; AutoCAD 2D plans/sections/elevations with sheet sets and legends
Metadata: scanner list, timestamps, control coordinates, registration RMSE, notes on occlusions and inaccessible areas

If you’re new to formats, keep this handy: Point Cloud File Formats Explained: E57, RCP, LAS, and PTS.

And if you’re comparing modeling asks, this primer helps right-size scope: LOD 200 vs LOD 300 vs LOD 400: Choosing the Right Revit Model from Your Scan.

The buyer’s checklist (use this on your next RFP)

Ask your provider to answer—in writing—these exact items.

Scope and site context

Net area (sq ft) and levels; ceiling heights; roof access; exterior skin type
MEP density and critical systems (steam, med gas, process, etc.)
Live facility constraints: hours, escort, PPE, hot work, infection control

Hardware and methods

Which systems (NavVis VLX3, Leica RTC360, FARO Focus), and where each will be used
SLAM path plan with loop closures; tripod scan count and target plan
Control approach: benchmarks, coordinate system (local or state plane)

Accuracy and density

Guaranteed registered accuracy (± mm) and point density at 10 m
How glass, mirrored finishes, and exterior bright sun will be handled

Registration and QC

Cloud-to-cloud vs target-based registration workflows
Reported metrics: RMSE, max residual, loop closure error
Independent QA review steps before delivery

Deliverables and metadata

File formats (E57, RCP/RCS, LAS), versioning, units, coordinate system
Revit LOD (200/300/400) element list; CAD layer naming and lineweights
Views, sections, and clipping boxes included for quick start
Known gaps documented with snapshots

Schedule and staffing

Field days; registration days; modeling days by LOD
Team size and backup personnel if someone goes down

Safety, access, and site prep

Traffic control, spotters, lifts; electrical/roof permits
Owner prep checklist: move pallets, unlock doors, remove ceiling tiles where needed
Data security, badging, and PHI/PII handling for healthcare sites

Price and value

Fixed fee vs unit rate; travel; overtime; rescan policies
What’s included in one round of comments vs additional change orders

“If a proposal doesn’t name a coordinate system, a registration tolerance, and a file format, you don’t have a scope—you have a guess.”

Timelines you can plan around

For commercial interiors, we see these ranges hold up:

Field capture (two-person crew, VLX3 + selective RTC360): 80,000–150,000 sq ft/day
Registration and QC: 2–5 business days depending on size
Point cloud delivery: 3–7 business days from site exit
Revit modeling:
LOD 200: ~50,000 sq ft per 7–10 business days
LOD 300: ~50,000 sq ft per 12–20 business days
LOD 400 (select systems): by element list; typically 2–3x LOD 300 durations

We document these in our SOW and track against actual dates. If your provider won’t commit to ranges, expect slippage.

Mobile vs tripod vs hybrid: pick for the building you have

One size doesn’t fit all. Here’s how the approaches shake out in the field.

Approach	Speed (typical)	Registered accuracy	Best for	Watch-outs
Mobile SLAM (VLX3)	80k–150k sq ft/day	±8–12 mm	Large interiors, corridors, back-of-house	Glass/atriums, exterior facades without control
Terrestrial only (RTC360/FARO)	8k–20k sq ft/day	±4–6 mm	Tight MEP rooms, reflective finishes, roofs	Slow; higher labor cost
Hybrid (mobile + terrestrial)	40k–100k sq ft/day	±6–8 mm	Mixed-use buildings, hospitals, plants	Requires a clear method and control plan

Hybrid wins on most live facilities. It’s what we used on a Mansfield warehouse turn loft-conversion—180,000 sq ft captured across three long days, ±7 mm registered, model started the following week. Full case study here: Downtown Mansfield: 180K Sq Ft in 3 Weeks.

Red flags we see too often

“We’ll stitch it in Recap” with no mention of control, targets, or RMSE reporting
Only one scanner listed for complex sites (no plan for glass or long lines of sight)
Deliverables limited to raw scans with no E57 or RCP indexing
“LOD 350 everywhere” without an element list or modeling tolerances
No schedule for access to mechanical rooms or roof—those get missed
A single day promised for 250,000 sq ft interiors—math doesn’t work

Numbers that predict the real cost

Reality capture isn’t the cheapest line item, but it usually pays for itself before demo starts.

A 250,000 sq ft distribution center in Columbus scanned in 4 days, registered in 4 more; point cloud 185 GB; LOD 200 shell model at day 14. The GC cut MEP RFIs by 31 and shaved two weeks off coordination. See the approach we use on footprint jobs: Why Mobile LiDAR Beats Traditional Surveying for Large Buildings.
A process plant near Cincinnati: live environment, five days on site, hybrid capture. We modeled steel, pipe racks, and major equipment to LOD 300. Clash detection early saved one shutdown window—about $120,000 in avoided downtime. For more on industrial pacing, read: Inside an Industrial Retrofit: Scanning a Live Process Plant in 5 Days.

Preservation note: scanning supports, it doesn’t replace

For historic fabric—masonry that’s out-of-plumb, wood that’s moved—use scanning to inform, not overrule, what conservation specialists find by hand. We combine high-density tripod work on facades with measured sketches, plumb bob checks, and limited probes. The scan becomes a record and a coordination base, not the only source of truth. More here: How 3D Scanning Supports Historic Preservation Documentation and our industry page: Preservation.

What to send your bidders to get apples-to-apples quotes

You’ll save days of back-and-forth by packaging these up front:

PDF floor plans if you have them; if not, a fire plan or life-safety plan helps
Area by level, ceiling heights, roof access notes; photos of tricky rooms
Required tolerances (registered ± mm), point density at 10 m
Deliverables list: E57 + RCP; Revit LOD 200 shell + LOD 300 core MEP; 2D AutoCAD plans
Coordinate system (local vs state plane) and a CAD/Revit template if you have one
Deadlines: field start window; point cloud due; model due; expected review cycles
Site rules: hours, badging, safety orientation, escorts, material handling
“Do not miss” rooms/spaces; shutdown dates; infection control plans if healthcare

If you need a template, steal from our playbook: How to Write a 3D Scan Deliverable Spec That Protects Your Project and the owner prep guide: How to Prepare Your Site for a 3D Laser Scan: An Owner’s Guide.

What ZEALOT actually delivers (and how fast)

Capture: NavVis VLX3 mobile LiDAR with SLAM; Leica RTC360 and FARO Focus for control areas
Registration: hybrid target + cloud-to-cloud; control to state plane when required; metrics included
Formats: E57, RCP/RCS, LAS; Autodesk Recap project structuring with regions and limit boxes
Modeling: Revit LOD 200/300/400 per scope; AutoCAD 2D drawings with lineweights and legends
Turnarounds: point clouds in 3–7 business days; LOD 200 models start at 7–10 business days per 50k sq ft
Documentation: QC report, coordinate notes, access issues list, and a quick-start sheet for your team

If you’re planning renovations, start here:

Final pass: print-and-carry checklist

Does the proposal state registered accuracy (± mm) and point density (mm at 10 m)?
Is there a control plan (targets, total station, coordinate system)?
Are hardware and methods matched to the building (mobile + tripod where needed)?
Does it list file formats and versions (E57/RCP/LAS) and include Revit/CAD deliverables with LOD and layers?
Are registration stats and a QC report included?
Are timelines broken out by field, registration, and modeling with crew size?
Are safety, access, and site prep addressed?
Are exclusions and rescan policies stated in plain language?

Pick the team that answers these cleanly. You’re buying certainty, not just scans.

Choosing the Right 3D Laser Scanning Provider: A Buyer's Checklist