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2) Types and Methods of Measurements 3) Overview of Labor, Material, Equipment, and Subcontractor Costs 4) The Estimating Process & Preparation 5) Bid Analysis & Testing 6) Risk Philosophy & Risk Management 7) Definitions, Abbreviations and Acronyms 8) References 9) Appendix A - The Estimate 10) Appendix B - Pipe Zone Standards and Trench Configurations
Today, Mr. Clayton is an independent construction consultant. He is a licensed Professional Civil Engineer in the state of California, a LEED Accredited Professional and is active in ASCE, NAIOP, AGC and a voting member of the Standard Specications for the Public Works Construction (the Greenbook) Committee in Southern California. Mr. Clayton is currently a board member of ASPE Chapter 3, and will serve as 3rd Vice President of the Chapter for the year 2009 - 2010.
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Estimate the Cost of: Underground Wet Utilities for Residential/Commercial Development
1. Introduction
Estimating is a profession that is learned empirically. This technical paper will demonstrate how to estimate sewer, water and storm drain facilities for a Residential and Commercial Development. Today, these types of developments are normally multi-story full service complexes requiring public and private domestic water, fire water and sewer services. In addition to these utilities, a storm drain system is necessary to drain rainfall runoff into public storm drain systems. These utilities are typically new construction installations surrounded by existing developments that have points of connections within adjacent public street right-of-ways or infill projects having major renovations to existing structures. Whether working within undisturbed ground on the site of the new development or within public right-of-ways the estimating process is basically the same. Only the means and methods deployed in executing the work are different to cope with conflicts with existing aboveground and belowground utilities and storm drain systems, to protect public property and preserve pedestrian and vehicular traffic safety. The estimator must have experience and knowledge of these factors and conditions under which the work will be performed to create a competent estimate. In addition the estimator needs to have a working knowledge of the contract documents, local standard specifications and safety regulations. Main CSI 2004 MasterFormat Divisions Division 02 Earthwork Division 33 Utilities Main CSI 2004 MasterFormat Subdivisions Subdivision 02 02000 Excavations Subdivision 02 02350 Backfill and Compaction Subdivision 33 1000 Water Utilities Subdivision 33 3000 Sanitary Sewage Utilities Subdivision 33 3900 Sanitary Utility
Sewage Structures Subdivision 33 4000 Storm Drain Utilities Subdivision 33 4900 Storm Drain Structures Brief Discussion How to estimate the cost of underground wet utilities of a Residential/ Commercial Development will be approached from a utility subcontractors point of view, bidding to a prime or general building contractor. It is assumed that the prime contractor has either provided or made available to the subcontractor all the construction bid documents, contractual specifications, including: grading plans containing the storm drain plans and profiles; and public and private sewer plans and profiles; and public and private domestic water and fire water plans. Typically it is the responsibility of the estimator to locate and acquire any related As-built information and drawings in areas where the new construction is to be performed. As-built information is used to verify the points of connection locations and elevations, as shown on the plans, and to identify potential conflicts. This paper will outline the types and measurements used to calculate quantities and the variable factors affecting the cost estimate that need to be considered to accurately define the scope of the work to be included in the estimate. The estimate was prepared on a proprietary Microsoft Excel estimating program the author designed for his construction business. Appendix A includes: a sample plan and profile (Appendix A.1); 36 RCP material take off sheet (Appendix A.2); trench calculator sheet 1 of 14 (Appendix A.3); trench calculator calculations (Appendix A.4); a 36 RCP estimate sheet (Appendix A.5); Caterpillar Performance estimating tables and charts used in estimating the production rates shown on the estimate sheet (Appendix A.6 A.9); cost summary spread sheet (Appendix A.10); and, the ultimate bid proposal including Conditions, Stipulations and Exclusions (Appendix A.11). Appendix B includes: trenching minimum standard requirements, required by the state of California (Appendix B1); criteria
for the design of shoring (Appendix B.2) and, local agency pipe bedding and zone standards used in estimating underground wet utilities (Appendix B.3 B.5). In the private sector the grading, underground wet and dry utilities and the on-site and off-site improvements construction are typically governed by vertical construction. Since the first order of work for the estimator in preparing the estimate is to define the scope of the work, what better format to use to establish the scope of work and organize the estimate than to use the Schedule of Itemized Prices format commonly used by public works agencies. This bidding format assists the agency in knowing what they are purchasing and lessens the contractors need to interpret the scope of work. The estimating software or estimating format must be prepared so that the estimate can be easily understood for review and checking the estimate, and by field personnel for purposes of executing construction activities. Finally, the estimator must be aligned with the bidding philosophy of the company in terms of risk management, what contractual obligations the firm is willing to engage in, and prepare the estimate and bid proposal accordingly.
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minimum requirements are specified by local governing agency (Appendix B.3 B.5). To be competitive, the estimator would want to seek these minimums where ever possible to minimize excavation, backfill and to consume the least amount of commercial bedding and pipe zone materials possible. The actual trench width in the pipe zone is allowed to be increased to accommodate for soil conditions, shoring, worker safety and access for the workers to perform the work of installing the pipe. The allowable trench configuration options the estimator has are based on soil types. In these cases the trench width is not specified. The quantity of trench excavation, pipe zone materials and backfill quantities will increase according to the trench geometry chosen by the estimator. In ideal working conditions choosing the optimum trench configuration with an optimum trench width can make the excavation, pipe bedding, pipe laying and backfill easier and faster, offsetting extra costs of additional work and material. A case for widening the trench bottom would be installing RCP storm drain pipe. RCP storm drain pipes range in diameter beginning at 12 inches and exceeding 120 inches in diameter and have joints that require grouting inside and out. Laborers must have sufficient access to get between the pipe and the trench wall to grout the joints. The other variable affecting the cost is the trench geometry selected. There is numerous types of trench configurations to choose from. The least costly trench configurations are shallow trenches for smaller diameter pipes less than 4 feet in depth. In good soil conditions these trenches have vertical trench walls and do not require shoring. Within public right-ofways the only practical type of trench is a shored vertical trench when the trench is deeper than 4 feet or if there are adverse soil conditions. In open spaces the optimum trench configuration will depend mostly upon the soil conditions. The estimator will want to choose the trench configuration that minimizes the amount of work, the amount of bedding and pipe zone material required and be in conformance
with worker safety laws and regulations to be competitive. Geotechnical reports resulting from geotechnical studies of the site will contain the site soil conditions and recommend allowable trenching configurations, along with shoring and dewatering criteria. The estimator must be able to accurately identify the correct working conditions and deploy the optimum achievable and least costly trench configuration, calculate the respective volumes of trench excavation, pipe bedding and zone material, displaced soils and backfill, and estimate accordingly. Pipe bedding and zone materials are measured by volume and normally purchased by weight in tons. Most agencies specify commercial rock and sand products for pipe bedding and pipe zone materials. These materials are commercially manufactured at a plant, loaded into trucks, weighted by a certified weight master and dispatched to various job sites. The estimator must accurately convert the calculated volumes from the take offs into the units of weight that they are sold. Agency-approved material source vendor will periodically test its material products to certify compliance with local standard specifications to compete in the market place. Rock and sand products are tested to ASTM standards to assure that they conform to specified gradation, sand equivalent and durability requirements. Compactable products are tested to establish maximum compacted unit weights, in pounds per cubic foot at an optimum moisture content, to certify that their products comply with local agency specifications. The estimator will use these material densities to convert the estimated take off volumes into weight in tons. Shoring is used to protect existing adjacent aboveground and belowground facilities, existing improvements, and the public, and to provide worker safety by stabilizing the area adjacent the trench excavation by preventing the trench walls from collapsing (Appendix B.2). Dewatering is required when the excavation is expected to penetrate the underground water table or perched water in lenses of the soils that will flood the trench. The estimator must be able to
identify soil and site conditions that will require shoring or dewatering or both. Measuring of shoring elements depends upon the type of shoring being used. Common units of measure for aluminum hydraulic shores, trench boxes and manhole boxes are measured by counting the number required, and steel beam and wood or steel plate lagging and Zsheet pile shoring systems are measured in units of area in square feet. Elements of shoring generally have units of measure in both lineal feet and square feet. Dewatering systems are mostly bid as lump sum because these systems have so many elements all working to accomplish one thing, dewatering. Extensive shoring and dewatering are considered specialty trades that are frequently bid lump sum by specialty subcontractors. The estimator must have a working knowledge of the limitations shoring and dewatering systems impose on the choice of equipment that can be used, due to the severe reduction in the excavation, pipe laying and backfill production rates, and the extra labor and the appropriate equipment necessary to accommodate the installation maintenance and handling of the shoring equipment, and in maintaining the dewatering system. The estimator must also know the legal methods of cleaning, and discharging extracted water and disposing of wet unsuitable soils. These conditions will have a significant impact on the cost. The estimator must take the time and make the effort to perform the due diligence to know as much as possible about the conditions that will be encountered in executing the job and the contractual obligations to be complied with to chose the most achievable, least costly approach in constructing the project. This is a prerequisite for the estimator to select the appropriate labor and equipment crews and to apply the appropriate production rates in preparing the estimate. There are other variables, such as, seasonal weather conditions that cannot be predicted or measured but none the less, must be considered in terms of the contractual obligations in performing the work.
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vendors and subcontractors prices are entered into the estimates material and subcontractor data bases. The estimating program then automatically enters the material and subcontractors prices onto each items estimate sheet in their respective sections. It is critical that the estimator accurately specifies the type and model of the material on the RFQs. For example, storm drain RCP material RFQs must include the strength class of the pipe and their straight and curved pipe information along with their respective lengths, in order for the vendor to determine their fabrication costs. Another example would be water line pipe fittings. These must be called out with the desired type of joints and connecting accessories, such as a flanged by mechanical joint tee in addition to the quantity of each type of fitting. This level of detail is important in order to develop accurate material costs in the estimate. Many water agencies specify the types of fittings to be used and the estimator must obtain prices accordingly.
tity take offs, sent out the RFQs to the material vendors and subcontractors, the estimator then enters the pipe lengths, trench depths and widths, and the trench geometry into the estimating programs trench calculator by item, which then calculates the quantity of excavation, pipe bedding, pipe zone, and displaced soil and backfill volumes, for each pipe item listed in the schedule of itemized prices (Appendix A.3). The estimator now has everything necessary to prepare the estimate sheet for each item. When the schedule of itemized prices was prepared, the estimator entered each item description and the item quantity to establish the project scope of work (Appendix A.10). The estimator can now prompt the program to prepare each items estimate sheet (Appendix A.5). The program automatically enters the item number, and the description and quantity at the top of each estimate sheet. The first section of the estimate sheet (Appendix A.5) below the heading is the Activity Calcs. Section. This is where the estimator enters the various activities involved in executing that item. The estimator will enter take off quantities, the units of measurement, the sequence of each activity and productionrelated information for each activity. The Labor and Equipment Section is where the estimator constructs the various labor and equipment crews to be used for each activity. The computer enters the rates and does all the calculations once the estimator enters the crews and the production rates in the Activity Calcs. Section. The Note Section to the right of each section is designed for the estimator to show his/her thoughts in deciding the type and size of crew and details used in determining the production rates. For example, to determine the production rate for Crew A Excavation and Bedding for the 36 RCP Estimate Sheet, the estimator selected a Caterpillar 330 B excavator as the excavation production equipment and the supporting labor and equipment for the crew in section A Labor and Equipment. In the notes the estimator has outlined the trench width, the average trench depth and the trench geometry he/she has chosen to use in the trench calculation. Based upon the
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trench configuration, a 60 wide bucket was selected. The heaped bucket capacity for a 60 general purpose bucket for a Cat 330B Excavator was determined using the bucket specifications in the Excavator Bucket Specifications page of the Caterpillar Performance Handbook in Appendix A.6. The heaped capacity of the bucket is 3 cubic yards (cy). A fill factor for the soil must be applied to the bucket capacity to compensate for the characteristics of the soil. From the Bucket Payload Chart, the estimator chose the fill factor of 90%; therefore, the bucket capacity calculation is .90 x 3.0 cy = 2.7 cy per bucket. Next the estimator determines the digging cycle time. A digging cycle comprises loading the bucket, swinging loaded, dumping the bucket and swinging back empty. Assuming above average job conditions, an average operator, a 60-degree to 90-degree swing angle and no obstructions, the cycle time is determined using the Cycle Time vs. Job Condition Description Chart (Appendix A.8), and the Cycle Time Estimating Chart (Appendix A.9). The estimator has chosen a 30-second cycle time or two cycles each minute instead of the average 20-second cycle time on the chart because in his/her judgment the job conditions did not warrant that production rate. The estimator has used a 55/60 minute per hour efficiency, which is 92% efficiency giving the excavator 2 cycles/minute x 55 minutes/hour = 110 cycles/hour and at 2.7 cubic yards/bucket yields a production rate of 297 cy/hour. This production rate was then entered into the production column in the Activity Calcs. Section. The computer now calculates the hours the excavation and bedding Crew A will spend and extends the crew costs as shown in the Crew A section of the Labor and Equipment Section below. At the bottom of the Labor and Equipment Section, there is a window to enter the labor and equipment that is common to all the activities whose costs can be spread across all of the activities, such as supervision. The next section, Misc. Equipment, is for equipment incidental to the work, such as shoring equipment rental, steel trench top plates and hand tools. The rest of the sections are self explanatory. The costs are sum-
marized at the bottom of each page and transferred to the Schedule of Itemized Prices (Appendix A.10) as they appear at the bottom of the Estimate Sheet. At the very bottom of the Estimate Sheet is a mini Gantt Schedule of the item, so that the estimator can check the logical sequence of the activities and optimize common equipment and labor costs by adjusting the sequences or lead times in the Activity Calc. Section. To finalize the estimate, the estimator enters the client information, lists all of the plans, specifications, and bid documents used in preparing the bid, and lists the specific stipulations and conditions in the schedule of itemized prices. The Conditions and Stipulations Section of the Schedule of Itemized Bid Prices is designed to complement the bid by listing what is included and not included in the bid (Appendix A.11).
sheets to suit the estimators estimate. The Caterpillar Performance Handbook is the single source reference used to determine production rates for the excavation and backfill. The estimator uses historical data to confirm assumptions and judgments in using the data. Determining the quality of the estimate is very important. The estimators estimating attitude toward the job, the accuracy and thoroughness of their due diligence and takeoffs and the confidence they have in their work cannot be over looked. The direct costs in the estimate represent 80% to 90% of the total bid price. Therefore, thoroughly checking the estimate for consistency, and errors, and that the estimate accurately represents the work to be done, is where the majority of risk can be mitigated. Relying on ratios and rule of thumb have there place but are not to be relied upon as a primary method of checking an estimate of this nature.
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Estimate the Cost of: Underground Wet Utilities for Residential/Commercial Development
to successfully mitigate risks as they develop during the course of executing the project. Many risks can be resolved by stipulating conditions in the bid that are consistent with the prime contractors and the owners expectations and the risks they are willing to assume in contracting with the firm. These are negotiated by the estimator during the bidding process with each of the prime contractors bidding the project. Adjusting the estimated cost, stipulations and conditions according to each prospective clients needs and expectations is a very effective risk management tactic. Another risk management tactic is learning the prospective clients values and management practices. Some clients are unorganized, unable to maintain control of the construction process on their job sites, are not clear on their objectives, are unable to manage their clients, and some also do not effectively manage finances. The estimator must know enough about the owners and prime contractors he/she is submitting a bid to, so that appropriate costs are included in the estimate to manage these risks. The stipulation and exclusion section of the proposal is an effective place to equalize these risks. One of the least controllable risks is the unpredictability of how the regulatory agency representatives will enforce compliance to their specifications and standard plans. Another agency risk is that during the course of executing the contract work, the local regulatory agency often issues a new standard plan or specification. Owners and prime contractors at times do not feel obligated to compensate the subcontractor for these types of changes. Also, the local regulatory agency often reduces inspection hours, thereby negatively impacting job efficiency. It is very difficult for the estimator to mitigate these types of risks without compromising competiveness in the estimate. Therefore, the estimator has to make sure he/she includes all the costs necessary to be in compliance with the local regulatory agencys standards and its normal enforcement practices. The local regulatory agency is also the eyes and ears of the California Occupational Safety and Health Administration
(OSHA) regulation enforcement. Worker safety is paramount in managing risk. The estimate must include costs for the appropriate Personal Protective Equipment and the cost to maintain safe working conditions on the project. That includes safe production rates appropriate for the labor and equipment chosen to execute expected working conditions. Lastly, the estimator must attempt to persuade prime contractors to have the existing utilities located and marked prior to subcontractors preparing their bid estimates to expose conflicts between existing utilities and the new construction. The Underground Service Alert (USA) is a locating service that is free. However, many points of connections locations and elevations shown on the plans can be significantly different from their actual location and elevation. It is in the interest of everyone for the estimator to confirm the design firms due diligence in confirming the location and elevation of these points during the design period. If the estimator suspects there could be significant discrepancies, the prime contractors and the owner must be notified as soon as possible and stipulate the outcome accordingly in the bid. Taking this sort of tack builds the clients confidence in the estimators competency and bid prices, which may give the estimator an advantage over the competition.
construction (i.e., wet underground utilities). Perched Water Is underground water trapped between layers of soils. Pipe Zone Materials The pipe zone is an envelope of commercial rock or sand around the pipe to provide uniform stable support for the pipe. The bedding provides stable uniform support for the pipe to rest on. Prevailing Wage Determinations In 1931 the Federal Government passed the DavisBacon Act. This legislation requires all Federal, State and local public agencies to require all of the contractors performing work on their public works projects to pay their employees government mandated wages and benefits. These wages and benefits are similar, if not the same as union wages and benefits. If there is a conflict between the Federal and State prevailing wage rates the highest rate prevails. These wage rates are revised semi-annually and annually by publishing Prevailing Wage Determinations. Productivity and Efficiency Productivity is the average output of a laborer, equipment or a crew per unit of time. Efficiency is a measure of how well the laborer, equipment and crew uses its time and resources. Take Off The process of measuring and calculating quantities from plans. Vertical Construction This term is used to describe building construction.
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8. REFERENCES
BNI Publications, 2008. Standard Specifications for Public Works Construction, 2009 Edition. California Code of Regulations, 2008. Title 8 Article 6 Excavations. July. Caterpillar, Inc., 1997. Caterpillar Performance Hand Book, 28th Edition, Pages 4-103, 4-108, 4-142 and 4-143. City of Irvine Standards and Design Manual, 2003. July. Irvine Ranch Water District, 2004. Standard Drawings and Standard General Technical Specifications. December. Los Angeles County Flood Control District, 1989. Design Manual Standard Drawings. May.
B.3 Storm Drain Bedding Detail City of Irvine Std. Paln No. 318 B.4 Sewer Trench IRWD Std. Dwg. S-6 B.5 Water Trench IRWD Std. Dwg. W-17
A.10 Schedule of Itemized Prices Cost Summary A.11 Schedule of Itemized Bid Prices
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