When I first started training as an estimator, the company I worked for used a one-page checklist with each estimate. The checklist had sections for each type of material, such as conduit and fittings, wire types, wiring devices and plate finishes. While reviewing the specifications, I would check off the appropriate items. For instance, I might select steel setscrew EMT connectors, THHN wire, 20A specification grade receptacles and stainless steel plates.

As I moved on to larger, more complex projects, the checklist was no longer sufficient. I needed something more, with a place to record unusual things I found in the specifications and on the drawings. I first tried to replace the checklist with handwritten notes. I was not pleased with that method, as corrections had to be erased and rewritten, and reorganizing was very time-consuming. Then I turned to the word processor that came with the Apple II computer included with our estimating system.

The word processor allowed me to create a flexible organization of headers for each type of information I wanted to record. I could easily make corrections, and cut, copy and paste text. Eventually, as computers and word processing software became more powerful, I created a template for my bid notes. Every time I start a new project, I open the template and save it as a new file with the project name. The following is the description of the headers and their purpose.

• Project name: Every document related to a project should have the name on it near the top so it can be immediately identified. This came from receiving documents and finding no name on them. Many times, I could not fathom what project the document was part of or why the document was in the file.
• Bid date: When I was a young estimator, this header did not seem important, as I knew what the bid date was. However, as my schedule became more hectic, and addendums changing bid dates occurred more frequently, it became more difficult to keep dates straight. This header may be a little redundant, as I also keep a bid calendar. I suppose it is a personal preference.
• Specifications: While reading the specifications, I list each section number and the page range in this section, such as 261015 1–25. This information will be copied to my proposal as part of the scope statement. This is important because I have caught engineers adding more pages and sections to the construction documents after the bid date.
• Plans: I also list the plan sheet numbers for the same reason I list the specification sections. On smaller projects, I also indicate the date on each plan sheet. On larger projects (more than 25 plan sheets), I refer to the date on the project list.
• Addendums: Each addendum is listed in this section, along with an indication of its status and any changes to the bid documents.
• Schedule: This information is recorded because knowing the project schedule is important for resource scheduling and manpower allocation.
• Bid items: Many commercial and most industrial projects require separate bids for parts of the work, as required by the bid form. I copy the bid item number and the description here, such as 1: Base bid and 2: Generator.
• Notes: The header is simply for notes to myself, such as, “Make sure the switchgear vendor includes the spare parts required by specification 16400 A.”
• Questions: I list questions about the project here. If I cannot resolve them myself, they become requests for information (RFIs).
• RFIs: These are questions that have been submitted to the owner/engineer in the method the specifications required.
• Scope: As our scope is basically all the electrical work, I list unusual scope here, such as “All data wiring is by the owner.”
• Exclusions: This is a list of scope you are not including, such as “utility company charges.”
• Qualifications: This is similar to exclusions, but requires more of an explanation, such as, “The primary conduit is only included to the property line.”
• Quotation control: I record all my quotation requests here, including who I spoke to, their telephone number, email address, dates they were contacted and their responses.
• Specification review: This is an expansion of the checklist I originally started with. The requirements for each type of material are listed here.

This document has kept me organized and helped prevent errors in the busiest of times. It can be used for the simplest or most complex projects. I hope it works for you.

stock.adobe.com / Jane Kelly