Post on 30-Mar-2015
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Basis of Estimates & Preparation of the Proposal Summary of Quantities BT-05-0116
Melissa HollisEngineering Systems SupportState Specifications and Estimates OfficeMay 2007
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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.
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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
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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
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Outline, continued
This course is NOT FDOT Estimating (Official Estimate)CADD Quantities ManagerComp Book Preparation
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1. Overview of Estimating Systems
PSE PackagePlans, 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
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1. Overview of Estimating Systems
Tools Available:LRE: Long Range EstimatesWebGate
Designer Interface TRNS*PORT Reports
TRNS*PORT PES (FDOT Only)TRNS*PORT CES (FDOT Only)MRE/STARS: Custom Reports (FDOT Only)
Passwords and Security
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1. Overview of Estimating Systems
LRE: Long Range EstimatesDevelop a budget estimateBefore plans/quantities are availableBased on typical section(s) and length. Historical pricesAssumed/average valuesType of projectRefined as scope is updated.LS Projects until letting
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1. Overview of Estimating Systems
WebGateOIS ToolRACF
password to enter
Access to multiple programs
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1. Overview of Estimating Systems
Designer InterfaceTool used by FDOT and Consultant DesignersFor 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.)
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1. Overview of Estimating Systems
TRNS*PORT ReportsProject Edit ReportProject Summary of QuantitiesProposal Summary of Quantities
Master Pay Item List Item Average Unit Cost
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1. Overview of Estimating Systems
TRNS*PORT PES
(Proposal and Estimates System)
Used by FDOT Estimators
Project ProposalContract
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1. Overview of Estimating Systems
QUESTION:
What is the difference between a project, proposal, and contract?
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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
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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
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1. Overview of Estimating Systems
TRNS*PORT CES
(Cost Estimation System)
Used by FDOT EstimatorsUses regression models
Work Type Market Area Season
Price items based on quantities
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1. Overview of Estimating Systems
MRE/STARS: Custom ReportsFDOT Tool for special searchesExtensive historical data
Category totals over extended dates Industry SearchesLarge Trends
$10.39/lf or $10.42/lf ?
Use CES or the web reports
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1. Overview of Estimating Systems
Passwords and SecurityWebGate, LRE, Designer Interface, Reports:
RACF or Mainframe UserID/passwordCITRIX (access to TRNS*PORT modules):
Windows or FDOT Network UserID/passwordTRNS*PORT Modules- PES, CES, etc:
TRNS*PORT UserID/password Lotus Notes / OutlookOthers- Contact Database, Web publishing
Contact your FDOT Project Manager to reset the mainframe password.
(Takes about 5-10 minutes to complete)
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1. Overview of Estimating Systems
SummaryLRE: Long Range EstimatesWebGate
Designer Interface TRNS*PORT Reports
TRNS*PORT PES TRNS*PORT CES MRE/STARS: Custom Reports
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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
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2. Basis of Estimates overview
Online document Updated semi-annually General Information (Chapters 1-10) Pay Item Information (11-20) Appendices
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2. Basis of Estimates overview
Online DocumentNOT a contract documentFor reference purposes only
design estimates construction
Print only the pages needed
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2. Basis of Estimates overview
Updated Semi-annuallyMajor changes implemented with the January
and July lettingsCover letter may be replaced/complimented
by Estimates BulletinsMinor changes published as needed (details,
expanded options, etc.)
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2. Basis of Estimates overview
General InformationChapter 1: Updates & Registration
Contact Database
Chapter 2: Units of MeasureChapter 3: Alphabetical List
General Starting point to identify section
Use search within known section
Chapter 4: blank for future
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2. Basis of Estimates overview
General InformationChapter 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
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2. Basis of Estimates overview
General InformationChapter 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
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2. Basis of Estimates overview
Pay Item InformationChapter 11: 100s
Mobilization Maintenance of Traffic Erosion Control Earthwork Stabilization
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2. Basis of Estimates overview
Pay Item InformationChapter 12: 200s
Base Courses Optional Base
Chapter 13: 300s Milling Asphalt Concrete Pavement
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2. Basis of Estimates overview
Pay Item InformationChapter 14: 400s
Structures Drainage
Inlets Optional Pipe Edgedrain
Structures Foundations
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2. Basis of Estimates overview
Pay Item InformationChapter 15: 500s
Movable Bridges Sidewalk Curb & Gutter Walls Guardrail Landscape
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2. Basis of Estimates overview
Pay Item InformationChapter 16: 600s
Signals Conduit Cabinets Detectors
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2. Basis of Estimates overview
Pay Item InformationChapter 17: 700s
Signing Striping Lighting Architecture ITS
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2. Basis of Estimates overview
Pay Item InformationChapter 18: 800s
Mass Transit (rail)
Chapter 19: 900s Special
Chapter 20: 1000s Utilities
Note: Maintenance Items are not listed in the BOE.
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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
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2. Basis of Estimates overview
AppendicesPast Updates/Cover LettersHistory (Obsolete Structure) Training Info, including this presentation
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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
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3. Pay Item Structure
Method to the madness…
0123-ABC-DEFLeading zero required in TRNS*PORTDashes are provided on input screensOmit leading zero on plans/specsBlank spaces are significant
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3. Pay Item Structure
0123-ABC-DEF 123 = Section Number
102: MOT285: Optional Base327: Milling334: Superpave400: Structures430: Drainage
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3. Pay Item Structure
0123-ABC-DEF 123 = Section Number
536: Guardrail580: Landscape600s: Signals710: Paint715: Lighting750s: Architectural780s: ITS
Watch the Section Number: If the specs don’t apply, then likely the pay item doesn’t either
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3. Pay Item Structure
Method to the madness… 0123-ABC-DEF
Variables used to define Operation (Furnish & Install, remove, relocate, etc) Materials Size Shape
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3. Pay Item Structure
Method to the madness…
Too Many items:
detailed pay item; limited
cost history on each item.
Details in specs or standards?
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
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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.
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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
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Price vs Quantity
District XDistrict Y
District Z
Quantity
$
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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.
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0104-10-2 Synthetic Bales Section 104: Prevention, Control, and
Abatement of Erosion and Water Pollution
Quiz: Pay Items and Specifications
Item Number 0104-10-2 What Specification Section?
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Item Number 0334- 1-25 What Specification Section?
0334- 1-25 Superpave Asphaltic Concrete
Section 334: Superpave Asphaltic Concrete
Quiz: Pay Items and Specifications
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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)
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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)
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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
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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
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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)
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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
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4. Coordination
SpecificationsDescriptionMaterialsConstructionMethod of MeasurementBasis of Payment
Watch the Section Number: If the specs don’t apply, then likely the pay item doesn’t either
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4. Coordination
Standards (aka Design Standards, Roadway and Traffic Design Standards, Indexes, Interim standards)
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4. Coordination
M-Team Management team for
setting policy; improve communication between design and construction
C-Team Coordination for
Implementation
C-Team
Estimates Roadway Specifications
Team discusses schedule forimplementation
StructuresOthers
M-Team
Proposed Changes presented toDDEs and/or other District staff
M-Team
Finalize Implementation Plan
Estimates Roadway Specifications
StructuresOthers
Originator/Responsible Officeprovides bulletin, revision letter
and/or update information
C-Team Coordinates changes withOriginator & Responsible Office
Re-work
Re-work
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4. Coordination
C-TeamRoadwayStructuresConstructionSpecificationsEstimatesOther offices, as
needed
Proposed ChangesDesign StandardsSpecificationsFDOT Practice
(Guidelines, Handbooks, etc.)
Legal Issues
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4. Coordination
DesignerEnsure that the plans (sheets, standards),
specs (special provisions, supplemental specifications, Tech Specs), and pay items agree
Any conflicts could result in supplemental agreements.
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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
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15 Minute BREAK
Please return on-time.
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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
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5. Webgate & Designer Interface
Webgate, including loading items and quantities into the Designer InterfaceLogin & Select ProjectUpdate CategoryLoad items & QuantitiesRun Reports
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5. Webgate & Designer Interface
Login & Select ProjectRACF 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 lockedOpened / reset by Help desk; contact FDOT
Project Manager for assistance
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5. Webgate & Designer Interface
Login & Select ProjectSelect Designer Interface, if entering from
WebgateSelect Project from list
Contact Project Manager or District Estimator if project is not available to you.
Verify Project Header InformationSTOP if any information is incorrect. Must be
updated by Work Program Office.(Refreshed nightly from FM system)
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5. Webgate & Designer Interface
Update CategoryBridges must be entered separately,
regardless of type of work to be completedBridge number is available, upon request,
from early design: LRE or before phase 1For similar bridges, enter common data in first
bridge, then copy category for other(s). Update all bridges, as necessary
Update remaining categoriesDelete unused categories
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5. Webgate & Designer Interface
Load Items and QuantitiesRefer to BOE for complete pay item structureVerify valid datesVerify usage: details, standards, specsVerify unit of measure
REQUEST ITEMS as necessary* *more info in a few moments
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5. Webgate & Designer Interface
Run ReportsProject Edit Report
Add items Change letting date After inactive periods Following BOE updates Before any reviews or submittals
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5. Webgate & Designer Interface
Run ReportsProject Summary of Pay Items
Early phase reviews Verify project quantities Attached to plans Print from .pdf viewer
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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
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5. Webgate & Designer Interface
Special Bid ProposalsBid OptionsAlternatesAlternate Scope / Scope OptionsCONTACT DISTRICT ESTIMATES OFFICE
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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
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6. Using Standard Reports
Master Pay Item List Item Year (spec year, master file) Item RangeOutput format (.pdf, .xls, .htm)
CompBook Master Pay Item Extract (.xls)Project Let date Item Year (spec year, master file)
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6. Using Standard Reports
Item Average Unit CostState/Market/CountyContract typeDate Range Item Range
Pay Item Unit CostSimilar input as Item AverageSpecific ItemsLinks to complete project list: awarded info
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6. Using Standard Reports
Pricing ItemsCES 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
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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
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7. Requesting/opening new pay items
Who? What? When? Where? How? Why?
Allow 24 hours(often in
less than 1 hour)
Designer
ProjectManager
DistrictEstimates
DistrictSpecs
COEstimates-
ESS
Return toAll
?
?
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7. Requesting/opening new pay items
Who?
Designer requests items from the District Estimates Office, through the FDOT Project Manager
District Estimates reviews the request; they coordinate with District Specs, as necessary
Allow 24 hours(often in
less than 1 hour)
Designer
ProjectManager
DistrictEstimates
DistrictSpecs
COEstimates-
ESS
Return toAll
?
?
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7. Requesting/opening new pay items
Who?
CO Estimates- Engineering Systems Support Section (our group) reviews and opens the items*
*Reviews: •Valid item structure•Valid for project letting date•Specifications available•Details and/or standards available
Allow 24 hours(often in
less than 1 hour)
Designer
ProjectManager
DistrictEstimates
DistrictSpecs
COEstimates-
ESS
Return toAll
?
?
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7. Requesting/opening new pay items
What?
A sample e-mail is included in Chapter 6.
Include project #, let dateItem #, Description from BOE, UnitsConsultant Name, contact #
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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…
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7. Requesting/opening new pay items
Where?
Items and Categories (by design groups)
Use item(s) applicable for the category
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7. Requesting/opening new pay items
How?
Opening an item: 5 minutes
How long does it take?
Requesting/creating a new item: about 10 minutes- once the specs, drawings, and form are completed
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7. Requesting/opening new pay items
Why?
• Skews Cost History• Avoids development of a new item/ product/ specification• Introduces potential Claims due to non-standard use (or incomplete specs/details)
Why not use an existing item that is “close enough”?
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7. Requesting/opening new pay items
Additional ReviewsSpecialCustomFurnish Install
Plan Details and/or Tech
Spec Required
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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
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Contact Information
Consultant Designer FDOT Project Manager District Estimates Office
TRNS*PORT CoordinatorLRE CoordinatorFinal Plans
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Contact Information
Engineering Systems SupportCheri Sylvester- TRNS*PORT, opening pay
items and system issues: 850-414-4179Melissa (Missy) Hollis- BOE, new pay item
requests and item usage: 850-414-4182Tyrone Ware- Price Trends, Opening ItemsMike Johnson- MRE ReportsDale Stanley- LREwww.dot.state.fl.us/estimates
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Thank you for your time.