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

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

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 http://www.adobe.com Files are located on the Specifications and Estimates web page at http://www.dot.state.fl.us/ specificationsoffice/ 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 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 ft 2 /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. 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 Caution: Read the rules! Great for single use, but not for testing.

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

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

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

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

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

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. 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

39. 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

40. 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

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 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

43. 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

44. 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

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

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

47. Answers Bid Prices Materials Labor Equipment

48. 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

49. 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

50. 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

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