1 Basis of Estimates & Preparation of the Proposal Summary of Quantities BT-05-0116 Melissa Hollis...

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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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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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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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WebGateOIS ToolRACF

password to enter

Access to multiple programs

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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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TRNS*PORT ReportsProject Edit ReportProject Summary of QuantitiesProposal Summary of Quantities

Master Pay Item List Item Average Unit Cost

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TRNS*PORT PES

(Proposal and Estimates System)

Used by FDOT Estimators

Project ProposalContract

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QUESTION:

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

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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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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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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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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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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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SummaryLRE: Long Range EstimatesWebGate

Designer Interface TRNS*PORT Reports

TRNS*PORT PES TRNS*PORT CES MRE/STARS: Custom Reports

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Outline




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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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Online DocumentNOT a contract documentFor reference purposes only

design estimates construction

Print only the pages needed

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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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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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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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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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Pay Item InformationChapter 11: 100s

Mobilization Maintenance of Traffic Erosion Control Earthwork Stabilization

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Base Courses Optional Base

Chapter 13: 300s Milling Asphalt Concrete Pavement

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Structures Drainage

Inlets Optional Pipe Edgedrain

Structures Foundations

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Movable Bridges Sidewalk Curb & Gutter Walls Guardrail Landscape

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Signals Conduit Cabinets Detectors

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Signing Striping Lighting Architecture ITS

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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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AppendicesPast Updates/Cover LettersHistory (Obsolete Structure) Training Info, including this presentation

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Outline




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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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0123-ABC-DEF 123 = Section Number

102: MOT285: Optional Base327: Milling334: Superpave400: Structures430: Drainage

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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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Method to the madness… 0123-ABC-DEF

Variables used to define Operation (Furnish & Install, remove, relocate, etc) Materials Size Shape

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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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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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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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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


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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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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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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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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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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




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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



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15 Minute BREAK

Please return on-time.

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Outline, continued



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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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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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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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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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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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Run ReportsProject Edit Report

Add items Change letting date After inactive periods Following BOE updates Before any reviews or submittals

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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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Special Bid ProposalsBid OptionsAlternatesAlternate Scope / Scope OptionsCONTACT DISTRICT ESTIMATES OFFICE

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Outline, continued



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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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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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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



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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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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


less than 1 hour)

Designer

ProjectManager

DistrictEstimates

DistrictSpecs

COEstimates-

ESS

Return toAll

?

?

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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


less than 1 hour)

Designer

ProjectManager

DistrictEstimates

DistrictSpecs

COEstimates-

ESS

Return toAll

?

?

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What?

A sample e-mail is included in Chapter 6.

Include project #, let dateItem #, Description from BOE, UnitsConsultant Name, contact #

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When?

Phase 2, when items are loaded into TRNS*PORT

Failure to do your job in a timely manner…

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Where?

Items and Categories (by design groups)

Use item(s) applicable for the category

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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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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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Additional ReviewsSpecialCustomFurnish Install

Plan Details and/or Tech

Spec Required

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Outline, continued



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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.

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