With the poor quality of today’s bid documents, solving the errors takes more time and effort than ever before. 

Software

I will start out by saying good estimating software is essential to implementing the solutions to these problems quickly and efficiently. Good software packages include many features that allow the user to make corrections to the takeoff with little effort. Features such as replace and substitute are powerful ways to make large-scale corrections to your takeoff. 

Imagine, after you already finished the takeoff, getting an addendum that changes the minimum conduit size from ½ inch to ¾ inch. Instead of looking at hours of reentry and deletions, the corrections will take minutes—if your software has the right features. Also, estimating software instantly recalculates the material and labor numbers, instead of you making manual corrections when you estimate by hand.

KISSing complex feeders

Some time ago, I had to deal with a feeder that started on the second floor of a building. Then it went through a hazardous area on its way out of the building. Thereafter, it continued underground, under a road, again underground, under another road, then underground to a maintenance hole, and finally underground and underslab to a new piece of switchgear. This was the first time I had to deal with such a complex feeder. 

My standard practice at that time was to take the entire feeder off at the same time. Since that seemed like a great way to make mistakes, I decided to follow the KISS (keep it simple, stupid) philosophy. I broke this feeder down into nine individual feeders, with each one representing a logical break point, including changes in conduit material and installation as required by the specifications and details. This made it much simpler to select the correct materials and types of fittings needed for each installation situation.

I apply the KISS philosophy for many estimating tasks, not just complex feeders. Often I will open a plan sheet and be initially overwhelmed by the content: I am taking in dozens of notes, details, lines on the drawing that go nowhere, and references to work and details on other pages (which often are not there). 

By the way, this is a great time to mention digital takeoff programs. The ability to magnify the details on a small-scale print is by itself justification of the purchase price. 

After my initial dismay at the plan sheet’s appearance, I settle down and simply pick something to start on. Do not worry about understanding the whole sheet before you begin—just pick something. I often start with the notes. Understand and takeoff Note 1, and then move on to Note 2. By the time you are done with the notes, the plan sheet will make a lot more sense. If you find a mistake that needs a request for information (RFI) along the way, add it to your bid notes and move on. 

Dealing with design mistakes

Unfortunately, what they say is true. Bid documents continue to get worse. By the time I finish a project, I rarely have fewer than a dozen questions regarding scope, material specifications and installation details. While these design errors still slow me down, I have become proficient at getting them handled and moving on with the estimate. Here are a few examples.

One of the first things I look for when starting a project is conflict regarding conduit and wire requirements. I often find that the general electrical requirements of the specifications contradict the conduit and wire specifications, which then contradict notes and details on the drawings. This information must be clarified quickly, as the answers could affect the material costs and labor hours for the bid. This is an instance of when an RFI should be sent through the proper channels right away. Without answers, you will not be able to finish the takeoff in a timely fashion.

Another design mistake I am seeing more often is missing items. My last two projects did not show junction boxes and disconnects. This is not something that requires an RFI, as these things are required by the National Electrical Code. Also, it is more than likely that the requirement to furnish these items is tucked away in a small note somewhere in the bid documents. Almost always, the general electrical requirements will say the project has to be built according to the NEC as well as a dozen other authorities. For these kinds of mistakes, you must include the missing items in your estimate. If there are missing items that need additional design work, they may require sending an RFI.

My main point is, don’t get hung up on design mistakes. Develop a consistent way of dealing with them quickly, then move on with finishing your estimate.

Designpics / stock.adobe.com