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The crucially important
task of project cost estimating and bidding begins with identifying
prospective jobs on which to bid. Once a suitable prospective grading
and excavation project has been identified, the next important step
is to quickly prepare an accurate cost estimate for carrying out
the work defined in the bid documents and then to skillfully mark
up that cost estimate to cover overhead expenses and profit—thereby
arriving at a bid price that is ideally low enough to win the project
but high enough to make a reasonable profit.
There are some important
issues here:
- How do grading and
excavating contractors and subcontractors track prospective jobs?
How do they decide which prospective jobs to pass up and which
to bid on?
- Once they have selected
a project to bid on, how do they go about preparing a project
cost estimate? Why did they choose the cost-estimating programs
they use and what major benefits do they get from using such?
- Currently, how helpful
is the Internet for quickly gathering information (especially
product specifications and current prices) on construction products
and materials?
- And given the fact
that subcontractors play a dominant role in purchasing, what role
is the Internet currently playing—and likely to play in the future—in
the actual purchase of construction products and materials?
To get at these and other
important questions centering on project cost estimating and bidding,
we turn now to three in-depth case histories with grading and excavating
contractors and to two sidebar interviews. One interview is with
a leading producer of cost-estimating software, and the other is
with a leading provider of Internet-based services (including dissemination
of forthcoming project plans and specs and an online construction
products and materials catalog) for contractors and subcontractors.
Cost-Estimating
Advances at a Midsize Alabama Contractor
One midsize grading and
excavating contractor that has been modernizing its approach to
cost estimating and bidding is Waters Brothers Construction in Decatur,
AL. According to Vice President Rodney Terry, the firm does about
$20 million/yr. of site development work (including clearing, grading,
installation of utility lines, and paving) and highway grading and
paving, operating mainly in northern Alabama. About 30% of this
contractor’s work is in the public sector, and the remaining 70%
is in the commercial and industrial sectors. Waters Brothers also
owns and operates a quarry that produces sand and gravel, the output
of which is sold to paving contractors, ready-mix plants, and concrete-pipe
plants.
The job estimating and
bidding process of course begins with deciding on which job to bid.
To keep on top of prospective projects in northern Alabama, Waters
Brothers subscribes to an information service called Construction
Datafax in Montevallo, AL. This service posts advertisements for
bids from state, county, municipal, and other public agencies in
Alabama, Mississippi, and the Florida Panhandle. This service sends
several sheets of updates via fax daily. Terry estimates that about
20% of his company’s prospective project leads come from this source.
The other 80% of job leads, he believes, come in as a result of
the firm’s well-established reputation as a grading, site development,
and paving contractor. Major private developers of shopping centers,
industrial and commercial general contractors, and other companies
in the private sector frequently invite Waters Brothers to bid on
upcoming projects.
Waters Brothers is also
finding the Internet very useful in searching for work. For instance,
the Alabama Department of Highways now regularly posts on its Internet
site on the first day of every month its advertisements for bids.
Terry says Waters Brothers regularly scrolls through these items,
confining its interest to prospective projects in northern Alabama;
there is enough work in this region to keep the firm plenty busy
without the need to go farther afield.
Terry believes that,
in the near future, many of the large developers in Alabama will
create Internet sites and, among other things, list their advertisements
for bids (currently, few developers in Alabama have Web sites).
Once that is the case, Waters Brothers plans to regularly scan these
Web sites for leads.
Reflecting on his experience
in the construction industry over the past 15 years, Terry explains
that the company has made some major changes in the way it estimates
and bids jobs. Terry learned the business of being a grading and
excavating contractor from his father, who headed a firm called
Larry Terry Contractors. Terry says that, back in the 1980s, it
was fairly common for his father’s estimating department to spend
three or four weeks, using hand calculation methods, to put together
a cost estimate for a major project. At that time, the people in
the estimating department often worked 12 hours a day, six days
per week. Using project drawings and maps dealing with, for instance,
a proposed highway project, estimators had to determine what cuts
and fills would have to be made on a project, how many tons of earth
would have to be moved from location A to location B, what average
haul distances would be, what haul-road conditions would be like
(e.g., how steep), what equipment would have to be used, the equipment
and manpower makeup of construction crews, and so on.
The
Main Benefits of PC-Based Cost Estimating
But this labored approach
to cost estimating began to change quite radically in 1990, when
Rodney Terry bought an IBM-compatible PC, Hard Dollar’s cost-estimating
software, and take-off software made by Agtek Corporation. At the
time, Terry himself was quite inexperienced in the use of computer
software. Yet by carefully studying the accompanying software manuals,
he was quickly able to learn the ins and outs of the programs. And
software-support technical assistance was readily available from
both Hard Dollar and Agtek for problems he could not solve on his
own.
Today Terry continues
to use an updated version of these original software packages. The
upshot is that Waters Brothers can now produce project cost estimates
that are considerably more accurate and do it much faster than before—in
some cases as much as 20 times faster. Terry says that three people
in the estimating department can now do the work that once required
20. As a consequence, the company is bidding on far more jobs—triple
what it did a decade ago, prior to the use of cost-estimating software.
Terry believes that most
medium-size contractors in Alabama are currently using some sort
of cost-estimating software and that even small contractors could
greatly benefit from the using it.
What are the features
of this cost-estimating software that Terry finds most beneficial?
The biggest advantage, he says, is being able to use your cost database
over and over again from one project to another. Terry has stored
in his PC all his cost estimates for the past decade. To do a cost
estimate for a new project, he merely retrieves a computer file
of a cost estimate for a similar past job, then proceeds to update
various cost parameters such as fuel costs, labor costs, and equipment
rental rates. It is a matter of fine-tuning the old estimate to
meet the conditions of the present project, notes Terry.
He says another major
advantage of the Hard Dollar cost-estimating software is the fact
that it is compatible with the related Hard Dollar project management
software. That is, all the planning and data created during the
cost-estimating phase can now be transferred to the project management
software. Thus, once Terry has cost-estimated a project, submitted
a bid based on that estimate, and won the bid, he does not have
to go back to square one in managing the actual construction project.
All the planning and data embodied in the Hard Dollar Estimating
Office System program can now be readily transferred to a Hard Dollar
project management program. This program can now be used to track
carefully budgeted dollars for certain project tasks against actual
construction costs in the field. Further, that project management
program can be used for a wide variety of project management tasks,
including the recording of meeting minutes and the preparation of
contracts, change orders, and purchase orders (see "Computerized
Project Management Jumps to the Internet" in the September/October
2000 issue).
Cost estimating for Rodney
Terry and Waters Brothers has changed dramatically over the past
decade, as they have moved from hand calculation and PC-based spreadsheet
programs to more sophisticated PC-based cost-estimating software.
Computerized cost estimating has enabled them to do cost estimates
up to 20 times faster compared to hand calculation. They now bid
three times the number of jobs they did a decade ago, in large measure
because of their ability to quickly grind out cost estimates and
bids. Whereas in the past it might have taken two to three weeks
to do a cost estimate on a major project, they can now do a cost
estimate—if necessary—in a few days. This gives them the capability
to bid on a project they hear about at the last minute, only a few
days before bid opening.
A big advantage of the
software Waters Brothers uses for cost-estimating is not needing
to continually reinvent the wheel: Much of the planning and cost
data developed for past jobs are transferable to current jobs, and
all of the planning and data developed during the cost estimating
and bidding phase are readily transferable to the project management
phase—if the project is won.
Internet
Will Further Speed Up Cost Estimating
This is not the end of
the road, as Terry sees it, for advances in the science and art
of job cost estimating. Over the next several years, the Internet
will considerably speed up and make less tedious the task of cost
estimating. Instead of having to plow through suppliers’ catalogs
and make numerous phone calls, the contractor or subcontractor estimator
will be able to connect via the Internet to a supplier’s Web site
and research from any place at any time product specifications and
price information.
Or the contractor or
subcontractor will be able to tap into Internet-based catalogs put
together by third parties such as Build Point (see sidebar).
Here he or she will be able to quickly pinpoint relevant suppliers
in a geographical area and quickly view product specifications and
prices from such suppliers, as well as order products on-line.
Terry believes the Internet
will help Waters Brothers improve the speed and accuracy of its
project cost estimates. Specifically, in the near future, he expects
to be able to visit the Internet Web sites of relevant product and
materials suppliers to get instantaneous access to product specifications
and prices. For his projects, Terry typically has to buy such items
as concrete pipe for storm drains, sewer pipe, water mains, aggregate,
and filter fabric.
"Right now,"
Terry explains, "though we may have a supplier’s catalog, we
do nonetheless often have to phone the supplier to get current information
on price, availability, etc. It would be much more convenient if
we could access the supplier’s Internet site to retrieve updated
product information and prices—especially when trying to crash out
a project cost estimate late at night or on a weekend to meet a
tight deadline for a bid opening. Currently, very few construction-products
and materials suppliers in Alabama have Internet sites. But I would
very much like to see most suppliers launch such Internet sites
during the next year. It would be a tremendous help—not only to
our company but to any contractor or subcontractor—to be able to
access a supplier’s Web site, double-click on a product, then quickly
be able to view specifications and list price."
In summary, Terry is
quite receptive to the idea of using the Internet for gathering
information concerning product specifications and price—whether
it be off a supplier’s Web site or a third-party Internet-based
catalog like that of Build Point. How aggressively contractors and
subcontractors will actually purchase products and materials via
the Internet should begin to become clear over the next few years.
Advances
in Cost Estimating at Another Midsize Contractor
Beyer Construction is
a $22 million/yr. grading and paving contractor based in Houston,
TX. Much of its work is the grading and paving of concrete roads
for private commercial developments, residential subdivisions, and
municipal, county, and state governments. Its focus is on concrete
paving; the company avoids asphaltic-concrete paving because of
the high cost of asphalt. It also tends to avoid interstate highway
work because of high-liability exposure and troublesome traffic-control
problems.
Once again, the task
of job cost estimating begins with identifying prospective projects
on which to bid. How does Beyer track prospective projects? According
to estimator Jim Thompson, Beyer uses an information service called
Amtek. That company operates an Internet site that posts advertisements
for bids from public agencies in the Houston, Dallas, and San Antonio
areas. Beyer has been using this service for four years now. With
this service, the company finds it easier to track prospective jobs
than using its former method of scanning through numerous daily
and weekly newspapers to uncover advertisements for bids. Dodge
Reports and the Association of General Contractors also have plan
rooms that Beyer has visited from time to time to examine plans
and specifications for jobs on which it was planning to bid.
Beyer scans through the
advertisements for bids on the Amtek Internet site and identifies
those projects it wishes to bid on, avoiding any projects calling
for asphalt paving. Then it calls upon the relevant government agency
or consulting firm in the Houston area to pick up a copy of plans
and specifications for the project of interest. More recently Amtek
has had the plans and specs for many projects posted on its Internet
site, so Beyer now has the option of obtaining a particular job’s
plans and specs by downloading them from Amtek’s Internet site.
Thompson says most public
agencies in Texas begin advertising for bids 30 days before the
bid deadline. And this is plenty of time, for it usually takes Beyer
only one to 10 days to ready a bid proposal.
Deciding
Which Jobs to Bid On
How does Beyer decide
on what jobs to pass up and which to bid on? Similar to some other
contractors, Beyer will sometimes bid on a project that is not on
its "top-priority" list. On such projects, it will bid
with a higher profit markup than for projects that are on its top-priority
list. Why bother to bid on such projects at all? Because, explains
Thompson, many other contractors may also put the project on their
"low-priority" list and decided not to bid; if so, Beyer
might end up getting the job—earning a higher profit margin than
with the jobs it wins on its top-priority list. Also, Beyer sometimes
bids on low-priority projects just to keep in touch with the marketplace
and keep abreast of what competitive prices are.
Beyer screens out all
projects that exclude reinforced concrete pavement. And it often
passes on projects that are highly competitive, where too many paving
contractors are competing for the project. (A company can usually
find out from the public agency how many contractors are planning
to bid.) "We have a much better chance of winning on a project
where only five contractors are bidding than on one where 20 are
bidding," explains Thompson.
Overall, Beyer bids on
about 15 public-sector projects per month (ranging in size from
$80,000 up to $10 million), perhaps winning 30-40% of these, Thompson
guesses. Yet 70% of Beyer’s work comes from housing developers and
other private-sector clients. And in the private sector, the work
is usually secured not by competitive bidding, but by negotiation
with a client for whom the company has done work in the past.
Beyer
Does Its Own Cost Estimating
For much of the 1990s,
Beyer Construction used PC-based Lotus spreadsheets for working
up job cost estimates. In working up the cost estimate for a new
project, it would begin with the spreadsheet from a previous, similar
project and make appropriate adjustments to tailor it to the present
job.
One of the frustrations
of using this spreadsheet approach, Thompson recalls, was that the
user would often accidentally type a number into a cell containing
a formula, thereby annihilating the formula and forcing the estimator
to re-create the spreadsheet all over again.
In late 1998, Beyer purchased
Hard Dollar’s Estimating Office System software. The upshot of using
this cost-estimating software is that it has substantially reduced
the tedium and time of working up a cost estimate. Whereas in the
past it took two-and-a-half to three hours to do an estimate with
a spreadsheet for a typical paving project, that time, Thompson
guesses, has now been cut to between one and one-and-a-half hours—an
average time reduction of 50-60%. This greater cost-estimating efficiency
means that Beyer has been able to boost the number of jobs on which
it bids by about 10%.
One thing that Thompson
especially likes about the Hard Dollar estimating software is the
way all the basic cost information gathered on a previous job can
be reused on a new job. He is able to create a master folder into
which he places basic cost data—on equipment, construction products
and materials, labor, workers’ compensation, insurance, and so on.
If there have been any basic changes in these costs for the current
job versus previous jobs, he can quickly update these costs in the
master folder—and these changes will be automatically carried through
all other components of the Hard Dollar software.
Said another way, once
Thompson builds up a cost estimate for a particular work task—for
example, paving 6-in.-thick reinforced concrete pavement in a housing
subdivision using steel formwork (in recent years Beyer has been
using mainly steel forms because they last much longer than wood
forms, wood forms being used now mainly on curves)—he can reuse
that work module for his next project. Of course, he will have to
fine-tune the estimate to meet the circumstances of the new project—adjusting
hourly labor rates, crew production rates, and equipment costs (soils
on the current project might be more abrasive to equipment than
on a previous project).
Thompson believes that
most contractors today are using computer-based methods to work
up bid prices. Yet many, he says, are still using spreadsheets as
distinct from more sophisticated cost-estimating software. Among
other cost-estimating software that Beyer looked at before settling
on the Hard Dollar software were those marketed by HCSS and Timberline.
To quickly recap the
benefits of using this cost-estimating software over the previous
spreadsheet approach at Beyer: (1) Working up cost estimates is
50-60% faster, typically taking one to one-and-a-half hours rather
than two-and-a-half to three hours; (2) the greater speed enables
Beyer to bid on 10% more projects; (3) the software is easier to
use and reduces tedium; and (4) the cost-estimating program readily
meshes with Hard Dollar accounting and project management programs,
ensuring that all the planning and cost estimates done at the bidding
stage do not have to be repeated during the project management phase.
Marking
Up the Cost Estimate to Arrive at a Bid Price
Once Beyer has come up
with a job cost estimate, it then marks up that cost to arrive at
a bid price. The first step in doing that is to cover all appropriate
overhead costs—costs associated with its office operations, other
buildings and equipment maintenance facilities, bond costs, construction
insurance, general liability insurance, workers’ compensation, and
so on.
To arrive at the actual
bid price for a particular job, Beyer, like other construction companies,
adds two markups to the job cost estimate: markup # 1 is for covering
overhead costs; markup # 2 is to provide for a fair profit. As a
rule of thumb, on a very competitive project (e.g., 20 other contractors
bidding), Thompson says he would use a low percentage for profit
markup. On a less competitive project, however (e.g., two to four
other bidders), he would risk a higher percentage markup for profit
while still hoping to have a low-enough bid price to win the job.
Beyer’s Thompson is very
guarded about company cost information—how much it is paying for
equipment, materials, labor, insurance of different kinds, and so
on. This is critical information that Beyer dreads falling into
the hands of a competitor. Says Thompson: "Not every contractor
has the same costs. If a competitor gets a hold of my cost data
and is able to see my costs for equipment, materials, labor, insurance,
et cetera, that could hurt us a great deal. He would know what we
would likely be bidding on future jobs and then be able to consistently
underbid us. Many people are currently talking about sending job-bidding
information across the Internet, subcontractors transmitting job
bid price data to GCs and owners. But for security reasons I would
be extremely reluctant to do so, especially on public-sector jobs
requiring a detailed breakdown of costs for various components of
a job."
Yet, as an alert estimator,
Thompson is himself very eager to learn all he can about the cost
databases of competitors. To that end, he spends considerable time
studying how competitors bid on jobs. And by comparing a competitor’s
bid price on one job (which may have 10 job components) with a subsequent
job (which may have the same 10 components plus another two), he
can begin to understand what the competitor’s costs and markups
might be with respect to those two new components. The information
that comes out of the analysis of a competitor’s bidding prices
is very useful to Beyer in bidding on future jobs.
The
Small-Contractor Approach
Earth Construction is
a small ($2.5 million/yr.) grading and excavation contractor based
in Fort Wayne, IN. Operating mainly within a 100-mi. radius of Fort
Wayne, the company is involved mainly in the laying of water and
sewer lines, in industrial and commercial site development, and
in the grading and paving of roads and highways.
How does Earth Construction
locate prospective jobs on which to bid? Similar to most other construction
companies, explains the firm’s Michael Evertson, Earth Construction
scans local newspapers covering the 100-mi. radius around Fort Wayne
for advertisements for bids from municipalities and other public
agencies as well as solicitations from private owners and developers.
In addition, public agencies, owners, and consulting engineering
firms will send solicitations to Earth Construction to bid on forthcoming
projects. The company also reads Dodge Reports.
How useful would Earth
Construction find the huge Internet-based databases of bid solicitations
that some Internet companies are now offering? Evertson says such
a service would not be all that useful to a company such as Earth
Construction because its focus is very local. They get all the information
they need from the sources mentioned above—local newspapers, owners,
consulting engineers, and Dodge Reports. Evertson believes these
large Internet-based services posting solicitations are more suitable
for large construction companies that operate over a much wider
geographical region.
Doing
the Cost Estimate Itself
Once Earth Construction
has scanned through the advertisements for bids and selected the
relevant projects in its territory, it moves on to the business
of estimating costs on a particular project. According to Evertson,
Earth Construction has been using computers to help work up cost
estimates since the early 1980s, when it purchased its first personal
computer and began to use spreadsheet programs such as Lotus and
VisiCalc. By the mid-1980s, Earth Construction was using its first
cost-estimating software, a so-called earthwork-takeoff package
produced by Agtek. By the late 1980s, it was using Hard Dollar’s
cost-estimating program called Estimating Office System.
In working up a cost
estimate for a typical site development project to construct a shopping
center, office park, or housing development, Earth Construction
has to come up with unit cost estimates (e.g., so many dollars per
foot of sewer line installed) for these job items: site clearing
and demolition; stripping away topsoil; site grading, including
all cuts and fills; compacting of fill; installation of storm and
sanitary sewers (in sizes ranging from 6 to 60 in. in diameter);
installation of sewage lift stations; and installation of water-distribution
systems.
The end result is a total
project cost calculated from a long list of unit costs. But the
unit costs do vary from project to project, depending on the site
location, the terrain, the soil conditions, the depth to which the
pipe must be laid, and so on. The cost of site grading also varies
from job to job, depending on how much earth has to be moved and
how far it has to be hauled. Crew production rates (so many feet
of sewer pipe laid per hour) are also going to vary, depending on
site conditions.
Nonetheless, Evertson
points out, there are certain things that remain relatively constant
from job to job: the crew size and equipment for laying pipe, certain
material costs, and so on. The software enables these constants
to be preserved from job to job so estimators are not constantly
reinventing the wheel. Estimators can fine-tune the various unit
cost estimates from a previous similar job to meet the circumstances
of the present job. With that done, it is an easy matter for the
cost-estimating software to now quickly calculate the total cost
for various components of the job and for the total job cost.
Evertson says that using
PC-based cost-estimating software has enabled Earth Construction
to do cost estimates in one-quarter the time it used to take it
years ago when it was still using hand methods.
How
Does the Internet Figure Into Cost Estimating and Purchasing?
Currently, Evertson says
Earth Construction is finding the Internet useful in cost estimating
by looking up the Web sites of various suppliers to get useful information
on product and material specifications and for price information.
On what kinds of products
and materials does Earth Construction need to get price quotes for
cost estimating—and later for purchasing once it has won the contract
for a project? Here are the most typical items it orders: water
pumps, manhole covers, water pipe, sewer pipe, pipe fittings, valves,
fire hydrants, catch basins, soil, aggregate, backfill materials,
concrete-reinforcing steel, French drains, filter fabrics, grass
seed, and erosion control materials.
Nonetheless, Evertson
still gets most of his hard price quotes by first faxing several
suppliers of a given construction product or material a list of
the items and the quantities desired. The supplier then faxes back
a quotation for the total cost of the materials in the quantities
desired delivered to the actual job site. Often the supplier will
quote his numbers in terms of unit price (e.g., so many dollars
per foot of 12-in. ductile iron pipe delivered to the job site).
The upshot here is that
Earth Construction is finding the Internet useful in doing cost
estimating because it enables instant access to supplier Web sites
for information on products and prices. But it is clear that much
business is still done the old-fashioned way, by phone and fax,
to get firm price quotes from suppliers.
What is the likelihood
that, in the near future, Earth Construction will be purchasing
construction products and materials via Internet sites with online
catalogs such as Build Point? From his current perspective on things,
Evertson does not believe such Internet construction-product sites
will change the traditional way the company purchases.
"We are very wedded
to local suppliers, those within about a 25-mile radius of Fort
Wayne," explains Evertson. "On a typical construction
project, we encounter many changes and we may have to send materials
back to the supplier and have them quickly replaced with a different
size or material. Maintaining such flexibility requires that suppliers
be local to the area that we are operating in."
This critical need for
flexibility was underscored on a recent Earth Construction project.
The company contracted to tap into an existing buried, 10-in. water
main and to run a new 10-in. water line off that main. A local supplier
delivered 10-in. water pipe to the site for the project. Subsequent
excavation of the existing water main revealed it to be not a 10-in.
water main, as anticipated, but a 6-in. one. Result: The 10-in.
water pipe had to be quickly sent back to the local supplier and
replaced with 6-in. pipe.
Ordering pipe from a
supplier 1,000 mi. away via an Internet-based construction-materials
catalog does not make sense to Evertson. Even if he got a better
price that way, such an approach would inhibit his flexibility on
projects.
Says Evertson, "Maintaining
our flexibility on the construction site means that we have to have
local suppliers of construction products and materials. We like
dealing with local suppliers, with people we know and trust and
with whom we have had a longstanding relationship, with people who
know our needs and who understand our problems. In sum, doing business
face to face is important to us. We want to know the companies and
the people in them. Consequently, I don’t see much of a role for
Internet-based purchasing of construction products and materials
for contractors like us operating in a small geographical region
and long accustomed to dealing with local suppliers. Internet purchasing,
on the other hand, might be fine for large construction companies
who operate over a large geographic region."
Going
for Speed and Compatibility
Superior Construction
Company Inc. is a highway, bridge, and utility contractor with operations
based in Jacksonville, FL, and Gary, IN. According to Pete Kelly
of Superior Construction in Jacksonville, FL, the company’s bid
software—Bid2Win by Niche Software of Portsmouth, NH—provides a
consistent platform for all its estimators, reducing repetitive
input errors and expediting the review process.
"Our estimates range
from $250,000 to $85 million, and we needed an intuitive, user-friendly
environment based on familiar Windows concepts," Kelly explains.
"Also, the software allows for seamless import/export to and
from the [Florida Department of Transportation Code Enforcement
Board] program. This is critical on bid day as we are closing out
multiple estimates."
Jonathan Olson, project
manager for Palmer Paving in Springfield, MA, emphasizes the same
values. "We changed to a bidding software package because it
allowed us to print MassHighway bid forms, which could be submitted
as official bid forms and eliminated simple mathematical errors
that were inevitable during the rush to finalize bids." For
small, simple paving jobs, Palmer uses Niche’s Powerbid Paving program.
Prior to transitioning
to Bid2Win, the company used spreadsheets or even did the figuring
projects by hand, depending on the size and scope of the projects.
The company does paving, road construction, excavation, site development,
utilities, and general contracting and manufactures bituminous concrete,
with projects ranging from $5,000 to $10 million.
"We can set up task
templates and then tweak them as required to precisely match how
we see the job going," Olson points out. "It’s easy to
use but very powerful. Also, it allows us to import bid items from
MS Excel sheets, which we generate with our takeoff software. It
allows us to estimate more jobs more accurately and increase our
volume without adding additional estimators."
Precise
Historical Data Is Crucial
Sometimes the best bidding
tool might not be a bidding package. "We don’t use a bidding
package," states Chris Hallum of DeSilva Gates Construction,
a grading and paving contractor at Dublin, CA, in the San Francisco
Bay area. Instead the company uses its accounting system and historic
data for guidance in the preparation of bids.
"Profitool is an
accounting software with an extremely strong job costing system,"
Hallum remarks. "The grading and paving business is really
unit-price–oriented so that everything’s in square feet, cubic yards,
tons, and loads. Profitool tracks your quantity for us, as well
as our unit prices, budget variances, and change orders so that
we have a full history of everything we’ve done. Then when our estimators
prepare bids, they’re able to look at similar jobs in the past and
base their work on good historical data."
One of DeSilva Gates’
major cost areas is equipment, especially since the company handles
the routine maintenance itself. "It’s important that we track
the costs of each individual piece of equipment by repair cost code.
This allows us to adjust our equipment costs on a regular basis.
Obviously, if you adjust your rates too high, you’ll lose jobs."
The corollary, Hallum goes on to say, is that you’ll lose money,
so precision is really important, particularly since the company
owns several hundred pieces of equipment. "We use the system
for our mining operations as well," he adds. "DeSilva
Gates owns rock and asphalt plants in addition to its construction
operation."
Gene Dallaire
is a former feature article writer for Chemical Engineering and
Civil Engineering magazines. He currently teaches history at Lansing
(MI) Community College.
| Hard
Dollar's Evolving Internet Site: Help for Contractors Bidding
On Public Works Projects |
|
The aim of Hard
Dollar Corporation of Tempe, AZ, is to create a complete on-line
business place for contractors and subcontractors involved
in public works construction, including highways and bridges,
wastewater collection and treatment, and drinking-water treatment
and distribution systems. Its Internet site, www.harddollar.com,
includes not only cost-estimating and project management software,
but also databases useful for finding jobs to bid on and for
dealing with equipment operating costs and equipment production
rates, including geographical variations in the costs of operating
construction equipment. The company’s president is Grant Lungren,
a civil engineer and former contractor who founded Hard Dollar
in 1989.
Dealing With
Equipment Operation Costs
One of the most
important components of a construction project cost estimate,
Lungren points out, is equipment capital and operating costs.
Operating costs depend on numerous factors, including wages
of repair mechanics; costs of repair parts, tires, and fuel;
soil conditions; climate; and weather. All these factors vary
with geographic region. And if a contractor or a subcontractor
is to arrive at project cost estimates that are accurate,
he must not assume that equipment operating costs that are
valid in his accustomed "home" territory will also
be valid when he is doing work beyond his usual bailiwick
(in "foreign" territory).
In recent years,
Hard Dollar has assembled a massive database on construction
equipment costs. It contains capital and operating cost data
on 13,000 different types of construction equipment. This
database and associated software for manipulating the data
is called FLEET. Although FLEET has been available in CD-ROM
for a few years now, Hard Dollar is just now making it available
on its Internet site. This database is basically a tool for
contractors and subcontractors who want to get a better handle
on equipment costs—either the cost of operating equipment
they have had no prior experience with, or the cost of operating
equipment in regions of the country where they have little
prior experience.
The cost of operating
equipment in "foreign" areas, Lungren points out,
will be different than the operating costs in a contractor’s
"home" area because of geographical variations in
the cost of mechanics, repair parts, tires, and fuel and the
different wear rates on equipment due to differences in climate,
weather, soil conditions, and other factors.
The Hard Dollar
FLEET database, Lungren says, enables a contractor to quickly
adjust his equipment operating costs when operating in foreign
locations. With this database, a contractor can determine
the operating cost of any piece of construction equipment
in the database—and fine-tune that cost to any given geographical
region of the United States. The database user is able to
input local costs for mechanics, repair parts, tires, fuel,
and any other of a total of 27 variables and come up with
accurate operating costs for a particular piece of construction
equipment in a particular geographic region.
Another situation
for which this database would be useful is where a contractor
is operating in his home area with a piece of construction
equipment he has never used before, say a large D10 Cat dozer.
The contractor can now look up the operating cost of the D10
in the database and adjust it to local conditions.
Getting Solid
Information on Equipment Production Rates
Another important
factor in producing solid construction cost estimates, Lungren
explains, is using accurate construction-equipment production
rates. For example, how many hours would it take to move 1
million cu. yd. of earth from an excavation site to an embankment
1,800 ft. away? To estimate the time and cost of doing this,
a contractor needs to know the cycle time of the equipment—the
loading time, haul time, dump time, and return time for, say,
a Caterpillar 631 Scraper.
More basically,
to minimize construction-equipment costs in such a situation,
he needs to know the character of the material to be moved;
how much is to be moved and how far; the best equipment for
the job; and the equipment’s production rate, based on past
experience. Drawing on the Caterpillar Performance
Handbook, which provides production-rate curves (yd.3/hr.)
on numerous pieces of construction equipment, Hard Dollar
has assembled a massive Internet-based database giving the
production rates of numerous pieces of construction equipment.
How Much to
Mark Up Project Cost Estimates?
Once a contractor
has estimated the construction cost of a job, the question
becomes how much can he mark up the cost estimate and still
win the contract. The amount of the profit markup, obviously,
will depend on the contractor’s guess of what his competitors
will be bidding. And he will try to set his price just below
what he thinks his most competitive opponent will be bidding.
To enable the contractor
to get a better fix on what his competitors may be bidding
on public works projects, Lungren explains, Hard Dollar has
collected actual bid-price data on recent projects from numerous
departments of transportation at the federal, state, and local
levels. The database includes bid-price data submitted to
these highway departments by many prime contractors, including
price data for various components of highway construction.
This database is now available on the Hard Dollar Internet
site.
Finally, Hard Dollar
has included on its Internet site a public works jobs-for-bid
room, located on the second "floor," the so-called
community floor. This is a collection of all the advertisements
for bids from all the states, counties, and cities in the
US. And it is updated daily. A user can search this database
using certain categories, such as geographic region, job category,
and job size.
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Subcontractor Purchases of Construction Products Move to the
Internet? |
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Construction contractors
and subcontractors may wish to look more closely at a new
Internet-based company formed in 1999 that is now being used
by more than 30,000 general contractors (GCs) and subcontractors
in the US. Known as Build Point (www.buildpoint.com),
the California-based company offers these services:
- For GCs, it
e-mails or faxes bid invitations to a select list of subcontractors
provided by the GC, and it tracks the status of these invitations.
- For GCs, it
also e-mails or faxes copies of bid documents to interested
subcontractors and alternatively posts these plans and specifications
on an Internet site to which the invited bidders have password
access. Build Point calls this service of managing bid invitations
and bid documents bid manager.
- It also has
created an online catalog that lists the construction products
of thousands of suppliers, a catalog that can be readily
searched by product category and geographic region, with
automatic generation of requests for quotes.
Taking the Drudgery
out of the Bid Management Process
According to company
founder Peter Daley, the more than 30,000 contractors and
subcontractors using Build Point include 75 GCs from the Engineering
News-Record Top 400 Contractors. This Build Point service
not only distributes bid documents to interested subcontractors,
it also keeps a record of subcontractors to whom bid packages
have been sent and whether or not they intend to submit bids,
keeping track of which subs have downloaded bid documents
from the Internet site.
If too few subcontractors
are bidding on certain portions of a forthcoming project,
explains Daley, the bid manager system will alert the project
manager that there are too few bidders in such-and-such specialties.
He can then take corrective action—for example, inviting additional
subcontractors to bid in those areas.
Ordering Construction
Products On-Line: Does It Make Sense?
The other major
service offered by Build Point is called product marketplace.
Its heart is a huge on-line construction-products catalog
containing product listings from thousands of construction-product
suppliers from across the US. The main product areas currently
are concrete mixes; electrical products; heating, ventilation,
and air-conditioning equipment; and plumbing supplies. Right
now there is only a one-line entry for each product, together
with a product number and a price. But both the scope of the
catalog and the amount of product information will be expanded
in the next few years.
Though the catalog
is national in scope, a subcontractor can readily narrow his
search, for instance, to steel-water-pipe suppliers in northern
Alabama. By scanning through the product entries from this
limited list and clicking on items of interest, the subcontractor
can generate requests for quotes that are automatically e-mailed
to relevant local suppliers.
Build Point’s aim,
explains Daley, is to provide a central place for contractors
and subcontractors to find construction-industry products,
saving them from the tedious task of scanning through dozens
of supplier Web sites in search of product and price information.
Build Point is not the only company trying to do this; Citadon
is also moving in this direction.
Looking down the
road five years, Daley predicts that between 10% and 30% of
construction products and materials will by then be purchased
via the Internet.
Some people have
the impression, says Daley, that contractors and subcontractors
on the Internet will be seeking to buy many products and materials
from suppliers that are hundreds of miles away, in an aggressive
search for the lowest price. But such a scenario, he believes,
is very unrealistic.
"Shopping
around for the lowest prices," Daley explains, "is
not the main motive for buying construction products over
the Internet. A subcontractor could send out a request for
quotation [RFQ] for a given product to 600 distributors, but
the vast majority will ignore his RFQ because they don’t want
to compete against 599 other suppliers. Whether they respond
depends upon their past win/loss record with this subcontractor.
How often has this sub ordered from them in the past? Internet
ordering won’t bring an explosion in the number of suppliers
a contractor or subcontractor works with; most will continue
to buy from local suppliers. Nor will the Internet make price
the only consideration; good customer service and delivery
time will remain important."
Many subcontractors
currently buying construction products over the Internet,
Daley emphasizes, are buying from local suppliers. Their motive
in using the Internet is not to get the lowest price from
a distant supplier, but to more efficiently deal with traditional
suppliers in their own region. "My guess," says
Daley, "is that for the first year, subcontractors using
our catalog will be buying their construction products from
the same 10 suppliers they have always used."
The advantage of
using the Internet over traditional phone and fax purchasing,
explains Daley, is not better price but better and more efficient
service. Purchasing via an Internet-based catalog means that
orders and required delivery dates are much less apt to get
lost. For the suppliers, Internet-based transactions will
mean a streamlining of all the paper, a reduction in the need
to keyboard information from faxes and telephone notes into
the company’s computer system.
Over the next several
years, Daley expects to see many subcontractors and local
suppliers who have been doing business with one another for
years by phone and fax migrate to the Internet, so that they
can improve the efficiency of their interactions. Suppliers
will spend less time pushing paper and searching for lost
faxes and have more time for improved customer service.
Build Point is
trying to aggregate all these suppliers into one location
and make them accessible to construction contractors and subcontractors
at all times. It sees its online catalog as being both an
information resource and an efficient purchasing service for
contractors and subcontractors. The user can currently search
through the catalog both by product category and geographic
region, so that he can quickly narrow down the search, for
instance, to steel-pipe suppliers in northern Alabama. Right
now, though, the Build Point online catalog provides little
information on product specifications: there is only a one-line
product description, a part number, and a reference price.
But it is likely that Build Point will include far more product
information in the future.
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