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Basis of Estimates & Preparation of the Proposal Summary of Quantities BT-05-0116. Melissa Hollis Engineering Systems Support State Specifications and Estimates Office May 2007. Objective.

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Basis of estimates preparation of the proposal summary of quantities bt 05 0116

Basis of Estimates & Preparation of the Proposal Summary of QuantitiesBT-05-0116

Melissa Hollis

Engineering Systems Support

State Specifications and Estimates Office

May 2007


Objective

Objective

  • This course will provide District and consultant designers with tools and instructions for preparing the Proposal Summary of Quantities for inclusion in the plans package.


Outline

Outline

  • 1. Overview of Estimating Systems (LRE and TRNS*PORT modules)

  • 2. Basis of Estimates overview

  • 3. Pay item structure

  • 4. Coordination of pay items, specifications, standards and other contract documents


Outline continued

Outline, continued

15 Minute BREAK

  • 5. Webgate, including loading items and quantities into the Designer Interface

  • 6. Using standard reports

  • 7. Requesting/opening new pay items

  • 8. Comments/Questions


Outline continued1

Outline, continued

  • This course is NOT

    • FDOT Estimating (Official Estimate)

    • CADD Quantities Manager

    • Comp Book Preparation


1 overview of estimating systems

1. Overview of Estimating Systems

  • PSE Package

    Plans, Specs, Estimates

  • Estimate

    • Pay Items

    • Quantities

    • Prices

      Note: Just as with plans, there are early estimates (LRE), phase estimates (Work Program), and the final bid package or “official” estimate


1 overview of estimating systems1

1. Overview of Estimating Systems

  • Tools Available:

    • LRE: Long Range Estimates

    • WebGate

      • Designer Interface

      • TRNS*PORT Reports

    • TRNS*PORT PES (FDOT Only)

    • TRNS*PORT CES (FDOT Only)

    • MRE/STARS: Custom Reports (FDOT Only)

  • Passwords and Security


1 overview of estimating systems2

1. Overview of Estimating Systems

  • LRE: Long Range Estimates

    • Develop a budget estimate

    • Before plans/quantities are available

    • Based on typical section(s) and length.

    • Historical prices

    • Assumed/average values

    • Type of project

    • Refined as scope is updated.

    • LS Projects until letting


1 overview of estimating systems3

1. Overview of Estimating Systems

  • WebGate

    • OIS Tool

    • RACF password to enter

    • Access to multiple programs


1 overview of estimating systems4

1. Overview of Estimating Systems

  • Designer Interface

    • Tool used by FDOT and Consultant Designers

    • For loading items and quantities into TRNS*PORT, by category

    • More details later in the training…

TRNS*PORT CATEGORY:

Design Group

(Structures, Roadway, Signing, Lighting, etc.)


1 overview of estimating systems5

1. Overview of Estimating Systems

  • TRNS*PORT Reports

    • Project Edit Report

    • Project Summary of Quantities

    • Proposal Summary of Quantities

    • Master Pay Item List

    • Item Average Unit Cost


1 overview of estimating systems6

1. Overview of Estimating Systems

  • TRNS*PORT PES

    (Proposal and Estimates System)

    • Used by FDOT Estimators

    • Project

    • Proposal

    • Contract


1 overview of estimating systems7

1. Overview of Estimating Systems

QUESTION:

What is the difference between a project, proposal, and contract?


1 overview of estimating systems8

1. Overview of Estimating Systems

Answer

  • Project: Single FPID number

  • Proposal: One or more projects, combined under one number, for letting purposes

  • Contract: Proposal after award


1 overview of estimating systems9

1. Overview of Estimating Systems

  • TRNS*PORT PES

    (Proposal and Estimates System)

    • Header Information from FM

    • Items & Quantities from Designer Interface

    • Items combine or “roll-up” for pricing


1 overview of estimating systems10

1. Overview of Estimating Systems

  • TRNS*PORT CES

    (Cost Estimation System)

    • Used by FDOT Estimators

    • Uses regression models

      • Work Type

      • Market Area

      • Season

    • Price items based on quantities


1 overview of estimating systems11

1. Overview of Estimating Systems

  • MRE/STARS: Custom Reports

    • FDOT Tool for special searches

    • Extensive historical data

    • Category totals over extended dates

    • Industry Searches

    • Large Trends

$10.39/lf or $10.42/lf ?

Use CES or the web reports


1 overview of estimating systems12

1. Overview of Estimating Systems

  • Passwords and Security

    • WebGate, LRE, Designer Interface, Reports: RACF or Mainframe UserID/password

    • CITRIX (access to TRNS*PORT modules): Windows or FDOT Network UserID/password

    • TRNS*PORT Modules- PES, CES, etc: TRNS*PORT UserID/password

    • Lotus Notes / Outlook

    • Others- Contact Database, Web publishing

Contact your FDOT Project Manager to reset the mainframe password. (Takes about 5-10 minutes to complete)


1 overview of estimating systems13

1. Overview of Estimating Systems

  • Summary

    • LRE: Long Range Estimates

    • WebGate

      • Designer Interface

      • TRNS*PORT Reports

    • TRNS*PORT PES

    • TRNS*PORT CES

    • MRE/STARS: Custom Reports


Outline1

Outline

  • 1. Overview of Estimating Systems (LRE and TRNS*PORT modules)

  • 2. Basis of Estimates overview

  • 3. Pay item structure

  • 4. Coordination of pay items, specifications, standards and other contract documents


2 basis of estimates overview

2. Basis of Estimates overview

  • Online document

  • Updated semi-annually

  • General Information (Chapters 1-10)

  • Pay Item Information (11-20)

  • Appendices


2 basis of estimates overview1

2. Basis of Estimates overview

  • Online Document

    • NOT a contract document

    • For reference purposes only

      • design

      • estimates

      • construction

    • Print only the pages needed


2 basis of estimates overview2

2. Basis of Estimates overview

  • Updated Semi-annually

    • Major changes implemented with the January and July lettings

    • Cover letter may be replaced/complimented by Estimates Bulletins

    • Minor changes published as needed (details, expanded options, etc.)


2 basis of estimates overview3

2. Basis of Estimates overview

  • General Information

    • Chapter 1: Updates & Registration

      Contact Database

    • Chapter 2: Units of Measure

    • Chapter 3: Alphabetical List

      General Starting point to identify section

      Use search within known section

    • Chapter 4: blank for future


2 basis of estimates overview4

2. Basis of Estimates overview

  • General Information

    • Chapter 5: Contact Lists

      • C-Team

      • District Coordinators

      • Responsible Office, by pay item range

    • Chapter 6: Pay Items

      • New/Open Requests

        … more later in this presentation

    • Chapter 7: Design Aids


2 basis of estimates overview5

2. Basis of Estimates overview

  • General Information

    • Chapter 8: Forms

      • CADD: CADD Office

      • COMP: Construction Office

    • Chapter 9: TRNS*PORT Designer Web Pages

    • Chapter 10: Formatting Pay Items

      … more later in this presentation


2 basis of estimates overview6

2. Basis of Estimates overview

  • Pay Item Information

    • Chapter 11: 100s

      • Mobilization

      • Maintenance of Traffic

      • Erosion Control

      • Earthwork

      • Stabilization


2 basis of estimates overview7

2. Basis of Estimates overview

  • Pay Item Information

    • Chapter 12: 200s

      • Base Courses

      • Optional Base

    • Chapter 13: 300s

      • Milling

      • Asphalt

      • Concrete Pavement


2 basis of estimates overview8

2. Basis of Estimates overview

  • Pay Item Information

    • Chapter 14: 400s

      • Structures

      • Drainage

        • Inlets

        • Optional Pipe

        • Edgedrain

      • Structures Foundations


2 basis of estimates overview9

2. Basis of Estimates overview

  • Pay Item Information

    • Chapter 15: 500s

      • Movable Bridges

      • Sidewalk

      • Curb & Gutter

      • Walls

      • Guardrail

      • Landscape


2 basis of estimates overview10

2. Basis of Estimates overview

  • Pay Item Information

    • Chapter 16: 600s

      • Signals

      • Conduit

      • Cabinets

      • Detectors


2 basis of estimates overview11

2. Basis of Estimates overview

  • Pay Item Information

    • Chapter 17: 700s

      • Signing

      • Striping

      • Lighting

      • Architecture

      • ITS


2 basis of estimates overview12

2. Basis of Estimates overview

  • Pay Item Information

    • Chapter 18: 800s

      • Mass Transit (rail)

    • Chapter 19: 900s

      • Special

    • Chapter 20: 1000s

      • Utilities

        Note: Maintenance Items are not listed in the BOE.


2 basis of estimates overview13

2. Basis of Estimates overview

  • Pay Item Information

    • Unit, Accuracy, PQ

    • Notes

    • Details

    • Related/Recommended Items

    • Forms

    • Documentation, References

    • Pay Item Structure: 123-ABC-DEF


2 basis of estimates overview14

2. Basis of Estimates overview

  • Appendices

    • Past Updates/Cover Letters

    • History (Obsolete Structure)

    • Training Info, including this presentation


Outline2

Outline

  • 1. Overview of Estimating Systems (LRE and TRNS*PORT modules)

  • 2. Basis of Estimates overview

  • 3. Pay item structure

  • 4. Coordination of pay items, specifications, standards and other contract documents


3 pay item structure

3. Pay Item Structure

  • Method to the madness…

  • 0123-ABC-DEF

    • Leading zero required in TRNS*PORT

    • Dashes are provided on input screens

    • Omit leading zero on plans/specs

    • Blank spaces are significant


3 pay item structure1

3. Pay Item Structure

  • 0123-ABC-DEF

  • 123 = Section Number

    • 102: MOT

    • 285: Optional Base

    • 327: Milling

    • 334: Superpave

    • 400: Structures

    • 430: Drainage


3 pay item structure2

3. Pay Item Structure

Watch the Section Number: If the specs don’t apply, then likely the pay item doesn’t either

  • 0123-ABC-DEF

  • 123 = Section Number

    • 536: Guardrail

    • 580: Landscape

    • 600s: Signals

    • 710: Paint

    • 715: Lighting

    • 750s: Architectural

    • 780s: ITS


3 pay item structure3

3. Pay Item Structure

  • Method to the madness…

  • 0123-ABC-DEF

    • Variables used to define

      • Operation (Furnish & Install, remove, relocate, etc)

      • Materials

      • Size

      • Shape


3 pay item structure4

3. Pay Item Structure

  • Method to the madness…

Too Few Items:

specs or plan details to distinguish between items; mixed cost history on each item

?

Grouped by similar cost history; special details in specs or plans

Too Many items: detailed pay item; limited cost history on each item. Details in specs or standards?


3 pay item structure5

3. Pay Item Structure

  • Method to the madness…

  • Variables used to define parameters that have a significant effect on the price

  • Ranges used when items have a similar price

  • Consider INSTALLED cost, not only materials.


3 pay item structure6

3. Pay Item Structure

  • Method to the madness…

  • Installed cost=

    • Materials

    • + Equipment

    • + Labor

  • Unit price on small quantities is normally higher, due to equipment/labor


Price vs quantity

Price vs Quantity

District X

District Y

$

District Z

Quantity


3 pay item structure7

3. Pay Item Structure

  • Method to the madness…

  • Tech Spec or Special Items may have “extreme” history, based on the project requirements. Use caution when pricing these items.


Quiz pay items and specifications

Quiz: Pay Items and Specifications

  • 0104-10-2 Synthetic Bales

  • Section 104: Prevention, Control, and Abatement of Erosion and Water Pollution

  • Item Number 0104-10-2

  • What Specification Section?


Quiz pay items and specifications1

Quiz: Pay Items and Specifications

  • 0334- 1-25 Superpave Asphaltic Concrete

  • Section 334: Superpave Asphaltic Concrete

  • Item Number 0334- 1-25

  • What Specification Section?


Quiz pay items and specifications2

Quiz: Pay Items and Specifications

  • Item Number 0632- 8

  • What Specification Section?

  • 0632- 8- Interconnect Cable

  • Section 632: Signal and Interconnect Cable

  • Note: Sections 603 through 699 are for Traffic Control Devices (Signals plans, Signals category)


Quiz pay items and specifications3

Quiz: Pay Items and Specifications

  • Item Number 0781-11-113

  • What Specification Section?

  • 0781- 11-113 ITS Dynamic Message Sign

  • Section 781: Intelligent Transportation Systems, Motorist Information Systems

  • Note: Sections 780 through 786 are for ITS work (ITS Plans, ITS Category)


Quiz pay items and specifications4

Quiz: Pay Items and Specifications

  • Work: Conduit

  • What Item/Specification?

  • 630: Signals

  • 715: Lighting

  • 783: ITS

  • 1050: Utilities

  • Choose the item based on work to be performed (plans, category to match); detail quantity by location


Quiz pay items and specifications5

Quiz: Pay Items and Specifications

  • Work: Tree Protection

  • What Item/Specification?

  • 580: Landscape

  • All landscape work is listed in the landscape plans with tabulation sheet, and paid under large/small plants (landscape category)

  • Exception: minor landscaping may be permitted in roadway plans (still landscape category)- PPM Vol 2, ch 26


Quiz pay items and specifications6

Quiz: Pay Items and Specifications

  • Work: Electrical Work

  • What Item/Specification?

  • 508: Movable Bridge

  • 639: Signals

  • 715: Lighting- incidental

  • 750: Architectural

  • 780: ITS- incidental

  • 1050: Utilities- incidental

  • Read the specifications carefully (plans, category to match)


Outline3

Outline

  • 1. Overview of Estimating Systems (LRE and TRNS*PORT modules)

  • 2. Basis of Estimates overview

  • 3. Pay item structure

  • 4. Coordination of pay items, specifications, standards and other contract documents


4 coordination

4. Coordination

Watch the Section Number: If the specs don’t apply, then likely the pay item doesn’t either

  • Specifications

    • Description

    • Materials

    • Construction

    • Method of Measurement

    • Basis of Payment


4 coordination1

4. Coordination

  • Standards (aka Design Standards, Roadway and Traffic Design Standards, Indexes, Interim standards)


4 coordination2

4. Coordination

  • M-Team

    • Management team for setting policy; improve communication between design and construction

  • C-Team

    • Coordination for Implementation


4 coordination3

C-Team

Roadway

Structures

Construction

Specifications

Estimates

Other offices, as needed

Proposed Changes

Design Standards

Specifications

FDOT Practice (Guidelines, Handbooks, etc.)

Legal Issues

4. Coordination


4 coordination4

4. Coordination

  • Designer

    • Ensure that the plans (sheets, standards), specs (special provisions, supplemental specifications, Tech Specs), and pay items agree

    • Any conflicts could result in supplemental agreements.


Outline continued2

Outline, continued

15 Minute BREAK

  • 5. Webgate, including loading items and quantities into the Designer Interface

  • 6. Using standard reports

  • 7. Requesting/opening new pay items

  • 8. Comments/Questions


15 minute break

15 Minute BREAK

Please return on-time.


Outline continued3

Outline, continued

15 Minute BREAK

  • 5. Webgate, including loading items and quantities into the Designer Interface

  • 6. Using standard reports

  • 7. Requesting/opening new pay items

  • 8. Comments/Questions


5 webgate designer interface

5. Webgate & Designer Interface

  • Webgate, including loading items and quantities into the Designer Interface

    • Login & Select Project

    • Update Category

    • Load items & Quantities

    • Run Reports


5 webgate designer interface1

5. Webgate & Designer Interface

  • Login & Select Project

    • RACF UserID & Password

      • NOT Windows id/pw

      • NOT Network id/pw

      • NOT Lotus Notes id/pw

      • Is “Mainframe” or “DOTNET” id/pw

    • 3 “tries” before account is locked

    • Opened / reset by Help desk; contact FDOT Project Manager for assistance


5 webgate designer interface2

5. Webgate & Designer Interface

  • Login & Select Project

    • Select Designer Interface, if entering from Webgate

    • Select Project from list

      Contact Project Manager or District Estimator if project is not available to you.

    • Verify Project Header Information

      STOP if any information is incorrect. Must be updated by Work Program Office.(Refreshed nightly from FM system)


5 webgate designer interface3

5. Webgate & Designer Interface

  • Update Category

    • Bridges must be entered separately, regardless of type of work to be completed

    • Bridge number is available, upon request, from early design: LRE or before phase 1

    • For similar bridges, enter common data in first bridge, then copy category for other(s). Update all bridges, as necessary

    • Update remaining categories

    • Delete unused categories


5 webgate designer interface4

5. Webgate & Designer Interface

  • Load Items and Quantities

    • Refer to BOE for complete pay item structure

    • Verify valid dates

    • Verify usage: details, standards, specs

    • Verify unit of measure

    • REQUEST ITEMS as necessary*

      • *more info in a few moments


5 webgate designer interface5

5. Webgate & Designer Interface

  • Run Reports

    • Project Edit Report

      • Add items

      • Change letting date

      • After inactive periods

      • Following BOE updates

      • Before any reviews or submittals


5 webgate designer interface6

5. Webgate & Designer Interface

  • Run Reports

    • Project Summary of Pay Items

      • Early phase reviews

      • Verify project quantities

      • Attached to plans

      • Print from .pdf viewer


5 webgate designer interface7

5. Webgate & Designer Interface

  • Run Reports

    • Proposal Summary of Quantities

      • After proposal has been created; later phase reviews

      • Verify proposal quantities

      • Items “roll-up”

      • Run by Consultant

      • If Items added/deleted, need to “Generate Section and Line Numbers” from PES (District Estimator)

      • Output viewed on screen or saved to user’s local drive

      • No need to go to ftp site


5 webgate designer interface8

5. Webgate & Designer Interface

  • Special Bid Proposals

    • Bid Options

    • Alternates

    • Alternate Scope / Scope Options

    • CONTACT DISTRICT ESTIMATES OFFICE


Outline continued4

Outline, continued

15 Minute BREAK

  • 5. Webgate, including loading items and quantities into the Designer Interface

  • 6. Using standard reports

  • 7. Requesting/opening new pay items

  • 8. Comments/Questions


6 using standard reports

6. Using Standard Reports

  • Master Pay Item List

    • Item Year (spec year, master file)

    • Item Range

    • Output format (.pdf, .xls, .htm)

  • CompBook Master Pay Item Extract (.xls)

    • Project Let date

    • Item Year (spec year, master file)


6 using standard reports1

6. Using Standard Reports

  • Item Average Unit Cost

    • State/Market/County

    • Contract type

    • Date Range

    • Item Range

  • Pay Item Unit Cost

    • Similar input as Item Average

    • Specific Items

    • Links to complete project list: awarded info


6 using standard reports2

6. Using Standard Reports

  • Pricing Items

    • CES vs Item Averages

      CES prices based on quantity and regression models

      Item Averages include some “extreme” high/low values, as awarded

      Both consider date range and area(s)

    • Choose the best tool for the current need


Outline continued5

Outline, continued

15 Minute BREAK

  • 5. Webgate, including loading items and quantities into the Designer Interface

  • 6. Using standard reports

  • 7. Requesting/opening new pay items

  • 8. Comments/Questions


7 requesting opening new pay items

7. Requesting/opening new pay items

  • Who?

  • What?

  • When?

  • Where?

  • How?

  • Why?


7 requesting opening new pay items1

7. Requesting/opening new pay items

  • Who?

Designerrequests items from the District Estimates Office, through the FDOT Project Manager

District Estimatesreviews the request; they coordinate with District Specs, as necessary


7 requesting opening new pay items2

7. Requesting/opening new pay items

  • Who?

  • *Reviews:

    • Valid item structure

    • Valid for project letting date

    • Specifications available

    • Details and/or standardsavailable

CO Estimates- Engineering Systems Support Section(our group) reviews and opens the items*


7 requesting opening new pay items3

7. Requesting/opening new pay items

  • What?

A sample e-mail is included in Chapter 6.

Include project #, let date

Item #, Description from BOE, Units

Consultant Name, contact #


7 requesting opening new pay items4

7. Requesting/opening new pay items

  • When?

Phase 2, when items are loaded into TRNS*PORT

Failure to do your job in a timely manner…


7 requesting opening new pay items5

7. Requesting/opening new pay items

  • Where?

Items and Categories (by design groups)

Use item(s) applicable for the category


7 requesting opening new pay items6

7. Requesting/opening new pay items

  • How?

How long does it take?

Opening an item: 5 minutes

Requesting/creating a new item: about 10 minutes- once the specs, drawings, and form are completed


7 requesting opening new pay items7

7. Requesting/opening new pay items

  • Why?

Why not use an existing item that is “close enough”?

  • Skews Cost History

  • Avoids development of a new item/ product/ specification

  • Introduces potential Claims due to non-standard use (or incomplete specs/details)


7 requesting opening new pay items8

7. Requesting/opening new pay items

  • Additional Reviews

    • Special

    • Custom

    • Furnish

    • Install

Plan Details and/or Tech Spec Required


Outline continued6

Outline, continued

15 Minute BREAK

  • 5. Webgate, including loading items and quantities into the Designer Interface

  • 6. Using standard reports

  • 7. Requesting/opening new pay items

  • 8. Comments/Questions


Contact information

Contact Information

  • Consultant Designer

  • FDOT Project Manager

  • District Estimates Office

    • TRNS*PORT Coordinator

    • LRE Coordinator

    • Final Plans


Contact information1

Contact Information

  • Engineering Systems Support

    • Cheri Sylvester- TRNS*PORT, opening pay items and system issues: 850-414-4179

    • Melissa (Missy) Hollis- BOE, new pay item requests and item usage: 850-414-4182

    • Tyrone Ware- Price Trends, Opening Items

    • Mike Johnson- MRE Reports

    • Dale Stanley- LRE

    • www.dot.state.fl.us/estimates


Basis of estimates preparation of the proposal summary of quantities bt 05 0116

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