Most estimators I talk to use software with a database. Whether it’s a paper list, an independent database that can be rented or purchased or even in the estimator’s head, it needs to be managed.

A database dilemma

The biggest problem I’ve had with digital databases is adding items. This industry seems to generate new electrical items almost daily, and the estimating programs and database publishers can’t add important new items as fast as they pop up.

For instance, a few years ago, the industry started having problems with harmonic feedback. Electronic items, such as LED fixtures and lighting control components, were causing problems by dumping harmonic feedback voltages on the neutral. One industry response was to create MC cable with upsized neutrals, or with a neutral for every circuit. I had to start using this product in my estimates long before it appeared in my estimating software database.

Another newer product related to LED lighting was 0–10V dimming, which requires two No. 18 or No. 16 wires for dimming control. The MC cable manufacturers created a product that included dimming wires. However, this product also took some time to appear in my estimating software database.

How to add new items

So, what do you do if you need to include items in an estimate that are not in the database? If you developed your own system, you know how to add items. If you’re estimating on paper, you can add anything you want to your pricing sheets. If you’re using estimating software you purchased or are subscribing to or leasing, you may be able to permanently add items to your database.

I use the word permanent because every estimating system I have used since 1985 allows for the addition of temporary or job-specific items. However, these items only appear in the job in which you added them and are not added to your permanent database. Having the ability to permanently add items to your entire database is a real step forward.

I highly recommend contacting your software vendor before trying to add items. The first question should be, is it allowed? If the answer is yes, then your next questions should open a detailed discussion on how to add items and what constraints are involved. Only proceed once you are thoroughly trained in the methods of modifying the permanent database.

Determining labor units

After adding items, the next step is determining the labor units, which can be simple or complex. First, a more straightforward example: if you are adding an item similar to something already in your database, you can use the labor unit of the existing item for the new one. Say the plans call for a specific catalog number for a time clock. After researching the new clock, you find it is similar in size, weight and installation to one already in your database. In that case, you can use the same labor unit.

Now, let’s look at something complex. A while ago, I was counting light fixtures and came across a fixture completely new to me. When I researched the item, I found it was a 500-pound chandelier with 325 pieces. While my database already had a large chandelier in it, labored at eight hours, I knew that was not a sufficient amount of labor to install this one.

Fortunately, I had experience with large chandeliers like this and was able to come up with a labor unit. If you do not have experience installing a certain fixture, though, carefully investigate the installation. Use your resources. Read and reread the installation instructions. Look for tools to help lift this fixture into place. Talk to the manufacturer. There may be multiple answers.

I remember the first time I had to install large sports lighting poles. There were eight of them and they were used in an industrial setting. Before and after the estimating process, we had intense discussions about the installation.

For the estimate, I went with the methods recommended by the general foreman who was going to install them. He proposed building wood jigs to support the pole and fixtures while they were assembled on the ground. Then, the poles would be lifted into place with a crane. We won the project, and he beat his own proposed labor unit. My field experience with those poles became the labor unit I added to my permanent database.

Your database is the heart of your estimating system. Time spent managing it will pay off.

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