1. 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

2. 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.

3. 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
I’ll return to this outline each time we move to a new section, so that you can follow along with where we are in the presentation.
There are 8 items on our list today.
The first 4 are:
1. Overview of Estimating Systems (what are the tools available)
2. Pay Item Structure (understanding the pay item numbers and variables)
3. Coordination of pay Items, specifications, standards, and other contract documents (how they work together)
4. Basis of Estimates Overview (how to select and use the items, how/when changes are made)

4. 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
Break- don’t be late…
5. Webgate, including Designer Interface (Loading items for a project, reviewing edit reports, and project/proposal summaries for the plans.)
6. Using standard reports (available tools)
7. Requesting/opening new pay items
8. Comments/Questions, including “who to contact” information

5. Outline, continued This course is NOT
FDOT Estimating (Official Estimate)
CADD Quantities Manager
Comp Book Preparation
Lets get started…

6. 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

7. 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

8. 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
From LRE Handbook:
LRE is a conceptual estimate, prepared before design plans and quantities are available. The system uses project-specific design characteristics to calculate quantities, and draws unit prices from an extensive database of FDOT historical bid prices. The design characteristics may be either assumed values that are considered to be “average” conditions for that type of project, or they may be the actual characteristics of the project if that information is known at the time the estimate is performed.
In some districts, maintaining projects in the LRE program is the responsibility of the Project Manager, with data input by the Designer. In other districts, the Project Manager informs the District Estimates Staff, who update the projects. Either way, the LRE budge total must be coordinated with the Work Program Office, so that funds are budgeted based on the latest available scope information.
A full-day course is offered to cover the use of the LRE program. Contact your District Estimates Office to request this training.

9. 1. Overview of Estimating Systems
WebGate
OIS Tool
RACF password to enter
Access to multiple programs
More details on these programs as we get to item 5 on the outline

10. 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.)
CATEGORY = DESIGN GROUP

11. TRNS*PORT Overview & graphic

12. 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

13. 1. Overview of Estimating Systems
TRNS*PORT PES
(Proposal and Estimates System)
Used by FDOT Estimators
Project
Proposal
Contract

14. 1. Overview of Estimating Systems
QUESTION:
What is the difference between a project, proposal, and contract?

15. 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

16. 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

17. 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

18. 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
MRE= Managed Reporting Environment
STARS: State Transportation Ad-Hoc Reporting System (aka Dashboard)
Legislative Requests
Management Requests
Industry Requests
Large Trends
For item price searches, please use the tools available on the TRNS*PORT REPORTS menu.
NOT to be “abused” for price searches
$10.39/lf or $10.42/lf ?
Use CES or the web reports

19. 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)
Tools to meet almost every need:
Long Range (conceptual) or Production (Item Specific)
Input (Interface) and Output (Reports)
Pricing and Cost trends

20. 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
Tools to meet almost every need:
Long Range (conceptual) or Production (Item Specific)
Input (Interface) and Output (Reports)
Pricing and Cost trends

21. 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
1. Overview of Estimating Systems (what are the tools available)
2. Pay Item Structure (understanding the pay item numbers and variables)
3. Coordination of pay Items, specifications, standards, and other contract documents (how they work together)
4. Basis of Estimates Overview (how to select and use the items, how/when changes are made)

22. 2. Basis of Estimates overview
Online document
Updated semi-annually
General Information (Chapters 1-10)
Pay Item Information (11-20)
Appendices

23. 2. Basis of Estimates overview
Online Document
NOT a contract document
For reference purposes only
design
estimates
construction
Print only the pages needed
Design: Assists with when to use/not to use an item
References specifications (indirectly through item number; directly as needed)
References standards, as applicable
References form(s) to consider for documentation
Estimates:
Summarizes method of measurement & basis of payment, from specifications
Construction: Assists with final documentation

24. 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.)

25. 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
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 (QA Checklist?)
STOP. Select volunteer to register

26. 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

27. 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

28. 2. Basis of Estimates overview
Pay Item Information
Chapter 11: 100s
Mobilization
Maintenance of Traffic
Erosion Control
Earthwork
Stabilization

29. 2. Basis of Estimates overview
Pay Item Information
Chapter 12: 200s
Base Courses
Optional Base
Chapter 13: 300s
Milling
Asphalt
Concrete Pavement

30. 2. Basis of Estimates overview
Pay Item Information
Chapter 14: 400s
Structures
Drainage
Inlets
Optional Pipe
Edgedrain
Structures Foundations

31. 2. Basis of Estimates overview
Pay Item Information
Chapter 15: 500s
Movable Bridges
Sidewalk
Curb & Gutter
Walls
Guardrail
Landscape

32. 2. Basis of Estimates overview
Pay Item Information
Chapter 16: 600s
Signals
Conduit
Cabinets
Detectors

33. 2. Basis of Estimates overview
Pay Item Information
Chapter 17: 700s
Signing
Striping
Lighting
Architecture
ITS

34. 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.

35. 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

36. 2. Basis of Estimates overview
Appendices
Past Updates/Cover Letters
History (Obsolete Structure)
Training Info, including this presentation

37. 2. Basis of Estimates overview
Complete file
Do not print (500+ pages)
Watch for updates & bulletins

38. 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
1. Overview of Estimating Systems (what are the tools available)
2. Pay Item Structure (understanding the pay item numbers and variables)
3. Coordination of pay Items, specifications, standards, and other contract documents (how they work together)
4. Basis of Estimates Overview (how to select and use the items, how/when changes are made)

39. 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

40. 3. Pay Item Structure 0123-ABC-DEF 123 = Section Number 102: MOT
285: Optional Base
327: Milling
334: Superpave
400: Structures
430: Drainage

41. 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

42. 3. Pay Item Structure Method to the madness… 0123-ABC-DEF
Variables used to define
Operation (Furnish & Install, remove, relocate, etc)
Materials
Size
Shape

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

44. 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.

45. 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

46. Price vs Quantity District X District Y $ District Z Quantity
Ideally, looking at historical prices, you would see some type of relationship between the price and quantity. (Small quantities of a given item tend to have larger prices, due to the set-up & clean-up involved: mobilization & demobilization of the sub-contractors)
With enough data, you could even look at a particular district to determine a price trend. (Concrete, asphalt, and dirt/rock materials tend to vary by location around the state.)
In the example above 15+ “hits” or “Awarded Contract Bid History” data points would be reasonable to get an estimate based on quantity.
Quantity

47. 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.

48. Quiz: Pay Items and Specifications
Item Number
What Specification Section?
Synthetic Bales
Section 104: Prevention, Control, and Abatement of Erosion and Water Pollution

49. Quiz: Pay Items and Specifications
Item Number
What Specification Section?
Superpave Asphaltic Concrete
Section 334: Superpave Asphaltic Concrete

50. Quiz: Pay Items and Specifications
Item Number
What Specification Section?
Interconnect Cable
Section 632: Signal and Interconnect Cable
Note: Sections 603 through 699 are for Traffic Control Devices (Signals plans, Signals category)

51. Quiz: Pay Items and Specifications
Item Number
What Specification Section?
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)

52. 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

53. 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

54. 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)

55. Quiz based on handouts- conduit

56. 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
1. Overview of Estimating Systems (what are the tools available)
2. Pay Item Structure (understanding the pay item numbers and variables)
3. Coordination of pay Items, specifications, standards, and other contract documents (how they work together)
4. Basis of Estimates Overview (how to select and use the items, how/when changes are made)

57. 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

58. 4. Coordination
Standards (aka Design Standards, Roadway and Traffic Design Standards, Indexes, Interim standards)

59. 4. Coordination M-Team C-Team
Management team for setting policy; improve communication between design and construction
C-Team
Coordination for Implementation

60. 4. Coordination C-Team Proposed Changes Roadway Structures
Construction
Specifications
Estimates
Other offices, as needed
Proposed Changes
Design Standards
Specifications
FDOT Practice (Guidelines, Handbooks, etc.)
Legal Issues

61. 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.

62. 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, including Designer Interface (Loading items for a project, reviewing edit reports, and project/proposal summaries for the plans.)
6. Using standard reports (available tools)
7. Requesting/opening new pay items

63. 15 Minute BREAK
Please return on-time.

64. 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, including Designer Interface (Loading items for a project, reviewing edit reports, and project/proposal summaries for the plans.)
6. Using standard reports (available tools)
7. Requesting/opening new pay items

65. 5. Webgate & Designer Interface
Webgate, including loading items and quantities into the Designer Interface
Login & Select Project
Update Category
Load items & Quantities
Run Reports

66. 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

67. 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)

68. 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

69. 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

70. 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

71. 5. Webgate & Designer Interface
Run Reports
Project Summary of Pay Items
Early phase reviews
Verify project quantities
Attached to plans
Print from .pdf viewer

72. 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

73. 5. Webgate & Designer Interface
Special Bid Proposals
Bid Options
Alternates
Alternate Scope / Scope Options
CONTACT DISTRICT ESTIMATES OFFICE

74. 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, including Designer Interface (Loading items for a project, reviewing edit reports, and project/proposal summaries for the plans.)
6. Using standard reports (available tools)
7. Requesting/opening new pay items

75. 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

76. 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

77. 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

78. 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, including Designer Interface (Loading items for a project, reviewing edit reports, and project/proposal summaries for the plans.)
6. Using standard reports (available tools)
7. Requesting/opening new pay items

79. 7. Requesting/opening new pay items
Who?
What?
When?
Where?
How?
Why?

80. 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

81. 7. Requesting/opening new pay items
Who?
*Reviews:
Valid item structure
Valid for project letting date
Specifications available
Details and/or standards available
CO Estimates- Engineering Systems Support Section (our group) reviews and opens the items*

82. 7. Requesting/opening new pay items
What?
A sample is included in Chapter 6.
Include project #, let date
Item #, Description from BOE, Units
Consultant Name, contact #

83. 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…

84. 7. Requesting/opening new pay items
Where?
Items and Categories (by design groups)
Use item(s) applicable for the category

85. 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

86. 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)

87. 7. Requesting/opening new pay items
Additional Reviews
Special
Custom
Furnish
Install
Plan Details and/or Tech Spec Required

88. Quiz based on light pole special, master
Sample

89. 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, including Designer Interface (Loading items for a project, reviewing edit reports, and project/proposal summaries for the plans.)
6. Using standard reports (available tools)
7. Requesting/opening new pay items

90. Contact Information
Consultant Designer
FDOT Project Manager
District Estimates Office
TRNS*PORT Coordinator
LRE Coordinator
Final Plans

91. Contact Information
Engineering Systems Support
Cheri Sylvester- TRNS*PORT, opening pay items and system issues:
Melissa (Missy) Hollis- BOE, new pay item requests and item usage:
Tyrone Ware- Price Trends, Opening Items
Mike Johnson- MRE Reports
Dale Stanley- LRE

92. Thank you for your time.