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Basis of Estimates Part 1 Introduction

Basis of Estimates Part 1 Introduction. Melissa Hollis Engineering Systems Support State Specifications and Estimates Office June 2012. Basis of Estimates. Part 1: Introduction to the Basis of Estimates Part 2: Selecting Pay Items Part 3: Estimating and Review.

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Basis of Estimates Part 1 Introduction

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  1. Basis of Estimates Part 1 Introduction Melissa Hollis Engineering Systems Support State Specifications and Estimates Office June 2012

  2. Basis of Estimates Part 1: Introduction to the Basis of Estimates Part 2: Selecting Pay Items Part 3: Estimating and Review

  3. Part 1: Introduction to the Basis of Estimates • General Information • BOE Online • Chapter 1: Updates & Registration • Chapter 2: Units of Measure • Chapter 5: Contact Lists • Chapter 6: Pay Item Requests • Chapter 7: Design Tools • Chapter 8: Forms • Chapter 9: Trnsport & Webgate • Chapter 10: Formatting Items

  4. General Information: Terminology DOT or FDOT: Florida Department of Transportation BOE: Basis of Estimates Specs: Specifications, including the Standard Specifications (bound book), Supplemental Specifications (FHWA approved), Special Provisions, Developmental Specifications, and Technical Special Provisions Estimates: Pay Item, Quantity, Price PSE Package

  5. General Information: Terminology Bridges: One category for each bridge • Proposal • Bidder • Contract • Project • Category / Design Group Roadway, Structures, Signing & Pavement Markings, Lighting, Signals, Landscaping, Utilities, Architectural, Mass Transit

  6. General Information: Terminology LRE: Anticipated quantities based on typical section TRNSPORT: Known quantities based on plans • LRE: Long Range Estimates • Trnsport • PES, CES, LAS, SiteManager, DSS • Webgate, Designer Interface • WebTrnsport

  7. General Information: Terminology • PPM: Plans Preparation Manual • CPAM: Construction Project Administration Manual • Standards: Design Standards, Interim Standards, Indexes, Instructions for Design Standards http://www.dot.state.fl.us/rddesign/ DesignStandards/Standards.shtm

  8. General Information: Timeline Pre-Design Design Letting & Bid Review Award Construction

  9. General Information: Timeline Pre-Design Design Letting & Bid Review Award Construction

  10. Part 1: Introduction to the Basis of Estimates General Information BOE Online Chapter 1: Updates & Registration Chapter 2: Units of Measure Chapter 5: Contact Lists Chapter 6: Pay Item Requests Chapter 7: Design Tools Chapter 8: Forms Chapter 9: Trnsport & Webgate Chapter 10: Formatting Items

  11. BOE Online • searchable .pdf files • Reader is available from http://www.adobe.com • Files are located on the Specifications and Estimates web page at http://www.dot.state.fl.us/ specificationsoffice/

  12. BOE Online NOT a contract document Refer to Chapter 10 for coordinating BOE content with the plans and specifications

  13. BOE Online Complete file is large! Use online chapter files, whenever possible.

  14. Basis of Estimates- Chapter 1 Updated Monthly, or as needed Estimates Bulletins Registration through Contact Database http://www.dot.state.fl.us/ projectmanagementoffice/ contactdatabase.shtm

  15. Chapter 2: Units of Measure • Abbreviations • ED: Per each, per day (5 items x 5 days= 25 ED) • LO: Location • Conversion Factors • 43,560 ft2/ac

  16. Chapters 3 and 4 • Chapter 3: Alphabetical List Pipe, Optional vs Optional Pipe Excavation, Borrow vs Borrow Excavation Impact Attenuator vs Crash Cushion • Chapter 4: Blank for future use

  17. Chapter 5: Contact Lists • Directory of Coordinators • Central Office Pay Item coordinators • Responsible Offices • Listing, by pay item range, of the responsible office and contact person(s)

  18. Chapter 5: Contact Lists Project Specific Issues • Designer coordinates with Project Manager. • Project Manger works with District or Responsible Office, as needed • E-mail, with Designer and Project Manager’s contact information, works well to expedite responses. Carefully select the “cc: group” • Project Number, Letting & Production Dates

  19. Chapter 6: Requesting Pay Items Opening pay items Creating new pay items Pay Item request instructions Inactive Items Pay Item reviews Coordination Team Management Team Developmental, Trial, and/or Special Pay Items Generic Pay Items

  20. Chapter 6: Requesting Pay Items • Opening pay items • Item structure is already in the BOE • Valid/Obsolete dates may apply • Creating new pay items • Additional Size, shape, etc. • Other operations? • General use, new specs? • Project Specific/Limited use? • Developmental/Experimental?

  21. Chapter 6: Requesting Pay Items Opening pay items Creating new pay items Pay Item request instructions Inactive Items Pay Item reviews Coordination Team Management Team Developmental, Trial, and/or Special Pay Items Generic Pay Items

  22. Chapter 6: Requesting Pay Items • Coordination Team • Representatives from Design, Construction, Maintenance, and other offices • Coordinate the implementation of Pay Items, Specifications, Standards, and other issues • Management Team • Managers from same offices • Work to resolve issues between offices, policy issues, etc.

  23. Chapter 6: Requesting Pay Items • Opening pay items • Creating new pay items • Pay Item request instructions • Inactive Items • Pay Item reviews • Coordination Team • Management Team • Developmental, Trial, and/or Special Pay Items • Generic Pay Items

  24. Generic Pay Items Caution: Read the rules! Great for single use, but not for testing. Format 000-AAA-BBB, where AAA = Design Groups /Category and BBB= sequential numbering 1, 2, 3, etc. • 000-100-BBB Structures • 000-200-BBB Roadway • 000-300-BBB Signing/Pavement Marking • 000-400-BBB Lighting • 000-500-BBB Signals/ITS • 000-600-BBB Landscaping

  25. Generic Pay Items Complete rules in Chapter 6. Here is a brief summary of the rules: • Must not be used if there is an existing pay item. • Must not be used to violate or circumvent standard pay items. • Must not be used to circumvent the approval process on developmental items. (No “testing” without Product Evaluation or Materials Office involvement) • Must not be used as a work-around for a pay item that has been rejected for statewide usage by Central Office. • Must not to be used for sole-sourcing of materials/ methods for items of work.

  26. Generic Pay Items Complete rules in Chapter 6. • Good Examples: • Utility Items without existing pay items • “Single use, Unique work”- Skyway lighting • “Unusual”- Geotechnical or Structural work • Remember: • No tracking, no project or cost history • No applicable specs/standards

  27. Chapter 7: Design Tools • Specifications include: • Description • Materials • Construction or Installation requirements • Method of Measurement • Basis of Payment • Coordination between plans, specs, and pay items • Plan Notes • “T” Flag

  28. Chapter 7: Design Tools Estimate: Item Number, Description, Units, Prices Specs: Book, SPs, TSPs, Developmental, Supplemental Plans: Structures, Roadway, Lighting, Signals, etc. Standards: E-book, IDS • Coordination between plans, specs, and pay items

  29. Chapter 7: Design Tools Project Specific Details- good Duplicating Specs- bad • Coordination between plans, specs, and pay items • Plan Notes • “T” Flag

  30. Chapter 7: Design Tools When is a Tech Spec needed? • Coordination between plans, specs, and pay items • Plan Notes • “T” Flag

  31. Chapter 7: Design Tools T Tech Spec/Plan Details D Plan Details required P Permit required M Monitored item G Generic Item A Approvals needed • Coordination between plans, specs, and pay items • Plan Notes • “T” Flag

  32. Chapter 8: Forms • CADD (Tabulation forms included in the plans) • Created by the responsible office: Roadway, Structures, Drainage, or other • Maintained by the CADD Office • Instructions in PPM or other handbooks/manuals • COMP (Computation Book forms) • Created and Maintained by the Construction Office • Master PI List available within Webgate • Instructions in Preparation and Documentation Manual

  33. Chapter 9: Webgate and Designer Interface • RACF Password required • Designer Interface • Trnsport Reports • Project Edit Report • Proposal Summary of Quantities (for use in plans) • Master PI List • Internet Reports • Item Average Reports

  34. Chapter 9: Webgate and Designer Interface • RACF Password required • Designer Interface • Trnsport Reports • Project Edit Report • Proposal Summary of Quantities (for use in plans) • Master Pay Item List • Internet Reports

  35. Chapter 9: Webgate and Designer Interface • RACF Password required • Designer Interface • Trnsport Reports • Project Edit Report • Proposal Summary of Quantities (for use in plans) • Internet Reports

  36. Chapter 10: Formatting Pay Items • Pay Item Description • Unit, Accuracy, Plan Quantity • Important Dates • Detail • Related Items • Documentation • References, Specs, Standards • Plan Detail and/or Tech Spec • Pay Item Structure • Where to Find It

  37. Chapter 10: Formatting Pay Items

  38. Chapter 10: Formatting Pay Items District X District Y District Z $ Quantity Price vs. Quantity

  39. Question? Which is less expensive- concrete or pvc/plastic pipe? How can we bid concrete vs PVC?

  40. Answers Bid Prices

  41. Chapter 10: Formatting Pay Items • Pay Item Description • Unit, Accuracy, Plan Quantity • Important Dates • Detail • Related Items • Documentation • References, Specs, Standards • Plan Detail and/or Tech Spec • Pay Item Structure • Where to Find It

  42. Chapter 10: Formatting Pay Items • Specification Section number • Pay Item Number 123-ABC-DEF 100s General, Earthwork 200s Base Courses 300s Pavement 400s Structures 500s Incidental Construction 600s Traffic Control Devices 700s Signing, Lighting, and Pavement Markings 900s Special Items

  43. BOE Advice If you don’t see a pay item that you need, please ask. Existing/available Item Open an item/existing structure Create a new item Developmental Pay Item Generic Pay Item

  44. Thank you for your time! Melissa Hollis Basis of Estimates Coordinator State Specifications and Estimates Office Melissa.Hollis@dot.state.fl.us

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