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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
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