Basis of Estimates

swimminghersheyUrban and Civil

Nov 25, 2013 (3 years and 9 months ago)

254 views

Melissa
Hollis

Engineering Systems Support

State
Specifications and Estimates Office

May 2011

1

Basis of
Estimates

for Designers, Estimators, and Reviewers

Basis of Estimates

Welcome to the Basis of
Estimates training. This
presentation is designed in three
parts:


Part 1 introduces users to the
Basis of Estimates, including
how to navigate the online
manual.


Part 2 helps Designers select
the appropriate item(s) for the
work required.


Part 3 assists with reviews by
FDOT and Consultants,
highlighting recent changes,
common errors, and related
issues.

2


Part 1: Introduction to the Basis of
Estimates



Part 2: Selecting Pay Items



Part 3: Estimating and Review

Basis of Estimates

If you need additional
information on a pay item or
project specific conditions,
please contact your District
Estimates Office, or the Basis of
Estimates Coordinator.


Contact information is available
on the Specifications and
Estimates Office web page at:

http://www.dot.state.fl.us/
specificationsoffice
/



This training is under
development. Suggestions for
future enhancement are
welcome. Please contact
Melissa.Hollis@dot.state.fl.us


3


Part 1: Introduction to the Basis of
Estimates



Part 2: Selecting Pay Items



Part 3: Estimating and Review

Basis of Estimates

The general Information section
includes a brief overview of the
various estimating systems.


The BOE Online section shows
how to access and use the BOE
files.


The first 10 Chapters of the
BOE provide additional details
that are applicable to all items.

Note: Chapters 11
-
20 are pay
item specific. They are detailed
in Part 2 of the Basis of
Estimates training.

4


Part 1: Introduction to the Basis of
Estimates


General Information


BOE Online


Chapters


Chapter 1
: Updates & Registration


Chapter 2
: Units of Measure


Chapter 5
: Contact Lists


Chapter 6
: Pay Item Requests


Chapter 7
: Plan Notes


Chapter 8
: Forms


Chapter 9
: Trnsport &
Webgate


Chapter 10
: Formatting Items



Basis of Estimates
-

Part 1

Within the General Information
section, we will review
Terminology and Timelines that
are important throughout the
Design Process.


Within our Department, we tend
to use acronyms or
abbreviations for commonly
used terminology. Here are a
few of the terms used
throughout this presentation.

5


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

Basis of Estimates
-

Part 1

DOT or FDOT: The Florida
Department of Transportation.



6


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

Basis of Estimates
-

Part 1

BOE: Basis of Estimates

An online document which
provides guidance on the use of
pay items for use on
Construction and Maintenance
contracts.


Note that this manual is NOT a
contract document. All
measurement and payment
information must be included in
the contract package.



7


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

Basis of Estimates
-

Part 1

Specs: Specifications, including
the Standard Specifications
(bound book), Supplemental
Specifications (FHWA
approved), Special Provisions,
Developmental Specifications,
and Technical Special
Provisions


Complete specifications
normally include:

description

material requirements

construction or installation
requirements

method of measurement

basis of payment


8


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

Basis of Estimates
-

Part 1

While the plan details often
include a visual “description” of
the work to be completed, the
specifications are normally used
to complete the materials,
construction, and compensation
details.


Note: Plan details should never
be used to repeat, modify, or
“override” specifications.

Conflicts between plans and
specifications should be
avoided. (More details in
Chapter 6.)


9


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

Basis of Estimates
-

Part 1

The Estimates part of the
contract package includes pay
items, quantities, and prices.


The pay items are selected to
correspond with the
specifications. Pay Item
selection information is available
in Part 2.


Quantities are estimated
according to the plans and
specifications.


10


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

Basis of Estimates
-

Part 1

Quantities may be tabulated the
plans, or calculated in the
computation book (COMP
book). More on forms and
documentation in Chapter 8.


Note that most prices are based
on “furnish and install”
operations, as indicated in the
contract documents (plans
and/or specs).


11


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

Basis of Estimates
-

Part 1

Together, the Plans,
Specifications, and Estimates
create the PSE package.


12


General Information


Terminology


PSE Package


Proposal


Bidder


Contract



Project


Category / Design Group


Roadway, Structures, Signing &
Pavement Markings, Lighting, Signals,
Landscaping, Utilities, Architectural,
Mass Transit

Basis of Estimates
-

Part 1

The completed PSE package,
also known as the proposal, is
used by various bidders. The
successful bidder is awarded
the contract and becomes the
Contractor.


Proposals are identified by a 5
digit alpha/numeric value such
as T12345, where the T
indicates a Tallahassee let
proposal. Other letters would
indicate a District Let proposal.
The number following the letter
indicates the primary district.




13


General Information


Terminology


PSE Package


Proposal


Bidder


Contract / Contractor



Project


Category / Design Group


Roadway, Structures, Signing &
Pavement Markings, Lighting, Signals,
Landscaping, Utilities, Architectural,
Mass Transit

Basis of Estimates
-

Part 1

Within a proposal (or later, the
contract), one or more projects
are included.


Projects are identified by a 11
digit number, normally in the
following format:

123456
-
1
-
52
-
01

This may also be known as the
Financial Management (FM)
number.



14


General Information


Terminology


PSE Package


Proposal


Bidder


Contract



Project


Category / Design Group


Roadway, Structures, Signing &
Pavement Markings, Lighting, Signals,
Landscaping, Utilities, Architectural,
Mass Transit

Basis of Estimates
-

Part 1

Within a project, work is divided
into various categories or design
groups. Each category normally
has a corresponding component
set of plans.


Note: Each bridge is entered as
a separate category, but the
plans may be developed
together, especially for parallel
bridges. A separate category is
required for each bridge, to
capture the length and width, as
well as the corresponding items,
quantities, and costs for the
bridge.



15


General Information


Terminology


PSE Package


Proposal


Bidder


Contract



Project


Category / Design Group


Roadway, Structures, Signing &
Pavement Markings, Lighting, Signals,
Landscaping, Utilities, Architectural,
Mass Transit

Basis of Estimates
-

Part 1

Note: Exceptions exist for
incidental landscaping that may
be included on Roadway plans;
refer to the Plans Preparation
Manual (PPM) for details.


Items for each category should
correspond to the work shown in
the component plans. For
example, lighting items loaded
in the lighting category should
correspond with the work shown
in the lighting plans.



16


General Information


Terminology


PSE Package


Proposal


Bidder


Contract



Project


Category / Design Group


Roadway, Structures, Signing &
Pavement Markings, Lighting, Signals,
Landscaping, Utilities, Architectural,
Mass Transit

Basis of Estimates
-

Part 1

Continuing with System
terminology…


LRE is the Long Range
Estimates System. This system
produces a budget cost estimate
before plans/quantities are
available.

Expected
items and quantities
are determined from the typical
section(s) and length. Items,
quantities, and prices are
updated as the scope is refined
and updated.

Prices are based on the
previous 12 months’ historical
bid prices, and/or updated
based on project conditions.

17


General Information


Terminology


LRE: Long Range Estimates


Trnsport


PES, CES, LAS,
SiteManager
, DSS


Webgate
, Designer Interface


WebTrnsport



PPM: Plans Preparation Manual


CPAM: Construction Project
Administration Manual


Standards: Design Standards, Interim
Standards, Indexes


Basis of Estimates
-

Part 1

Trnsport is a suite of programs
designed to meet the needs of
state transportation
departments.


Trnsport is an AASHTO product.
(pronounced “ash
-
toe”)

AASHTO = American
Association of State Highway
Transportation Officials.



18


General Information


Terminology


LRE: Long Range Estimates


Trnsport


PES, CES, LAS,
SiteManager
, DSS


Webgate
, Designer Interface


WebTrnsport



PPM: Plans Preparation Manual


CPAM: Construction Project
Administration Manual


Standards: Design Standards, Interim
Standards, Indexes


Basis of Estimates
-

Part 1

Within the Trnsport suite,
separate programs are used by
Designers, Estimators,
Contracts Administration, and
Construction. The modules
include:


PES: Proposal and Estimating
System


Items and quantities are loaded
into PES. (Consultant Designers
use the Designer Interface to
complete this task.)


19


General Information


Terminology


LRE: Long Range Estimates


Trnsport


PES, CES, LAS,
SiteManager
, DSS


Webgate
, Designer Interface


WebTrnsport



PPM: Plans Preparation Manual


CPAM: Construction Project
Administration Manual


Standards: Design Standards, Interim
Standards, Indexes


Basis of Estimates
-

Part 1

CES: Cost Estimating System

FDOT Estimators use CES to
compare item history for similar
quantities and similar project
types.


Item prices normally include
materials, labor, and equipment
costs.


The unit price for small
quantities is generally higher
than the unit price for a large
quantity, due to equipment set
-
up and related labor costs.




20


General Information


Terminology


LRE: Long Range Estimates


Trnsport


PES, CES, LAS,
SiteManager
, DSS


Webgate
, Designer Interface


WebTrnsport



PPM: Plans Preparation Manual


CPAM: Construction Project
Administration Manual


Standards: Design Standards, Interim
Standards, Indexes


Basis of Estimates
-

Part 1

LAS: Letting and Award System


The Contracts Administration
Office uses LAS to distribute bid
packages to potential bidders.
Once bids are received, the
successful bid is awarded.


(Details on the letting and award
process are included in the
Specifications, Section 3.)




21


General Information


Terminology


LRE: Long Range Estimates


Trnsport


PES, CES, LAS,
SiteManager
, DSS


Webgate
, Designer Interface


WebTrnsport



PPM: Plans Preparation Manual


CPAM: Construction Project
Administration Manual


Standards: Design Standards, Interim
Standards, Indexes


Basis of Estimates
-

Part 1

After award, Proposal
information, including items,
quantities, and awarded bid
prices are transferred to
SiteManager
.


SiteManager

is the database
used to track daily construction
activities. Monthly payments are
made to the contractor, based
on the progress of the
construction activities.


Historical bid information is
stored in DSS: Decision Support
System

22


General Information


Terminology


LRE: Long Range Estimates


Trnsport


PES, CES, LAS,
SiteManager
, DSS


Webgate
, Designer Interface


WebTrnsport



PPM: Plans Preparation Manual


CPAM: Construction Project
Administration Manual


Standards: Design Standards, Interim
Standards, Indexes


Basis of Estimates
-

Part 1

Webgate

and the Designer
Interface were designed by DOT
staff to simplify access to
various Trnsport modules and
databases.


Webgate

includes various
reports:


Project Edit Report


Proposal Summary


Master Pay Item List


Item Average Unit Cost


We’ll demonstrate these reports
at the end of the presentation.

23


General Information


Terminology


LRE: Long Range Estimates


Trnsport


PES, CES, LAS,
SiteManager
, DSS


Webgate
, Designer Interface


WebTrnsport



PPM: Plans Preparation Manual


CPAM: Construction Project
Administration Manual


Standards: Design Standards, Interim
Standards, Indexes


Basis of Estimates
-

Part 1

WebTrnsport

is the next
generation Trnsport product.


We have recently received a
test version. An implementation
schedule will be determined as
more details are available.

24


General Information


Terminology


LRE: Long Range Estimates


Trnsport


PES, CES, LAS,
SiteManager
, DSS


Webgate
, Designer Interface


WebTrnsport



PPM: Plans Preparation Manual


CPAM: Construction Project
Administration Manual


Standards: Design Standards, Interim
Standards, Indexes


Basis of Estimates
-

Part 1

The Plans Preparation Manual
is maintained by the State
Roadway Design Office. It
includes guidance on when
specific items of work should or
shouldn’t be included on a
project.


This manual is directed towards
designers working on FDOT
projects.


While the PPM is a part of the
Design firm’s contract with the
Department, it is not a contract
document between the
construction contractor and the
Department.

25


General Information


Terminology


LRE: Long Range Estimates


Trnsport


PES, CES, LAS,
SiteManager
, DSS


Webgate
, Designer Interface


WebTrnsport



PPM: Plans Preparation Manual


CPAM: Construction Project
Administration Manual


Standards: Design Standards, Interim
Standards, Indexes


Basis of Estimates
-

Part 1

The Construction Project
Administration Manual is
maintained by the State
Construction Office.

This manual is directed towards
FDOT Engineers and other
representatives, acting on behalf
of the Department.

26


General Information


Terminology


LRE: Long Range Estimates


Trnsport


PES, CES, LAS,
SiteManager
, DSS


Webgate
, Designer Interface


WebTrnsport



PPM: Plans Preparation Manual


CPAM: Construction Project
Administration Manual


Standards: Design Standards, Interim
Standards, Indexes


Basis of Estimates
-

Part 1

The Standards are also known
as the Design Standards,
Interim Standards, or Indexes.

The standards become a part of
the contract documents, by
reference in the plans or
specifications.

They are used by both
designers and contractors.


The standards, including any
interims or updates, are
available on the Roadway
Design web pages
. Be sure to
use the
Instructions for
Design Standards (IDS)
, when
available; they will provide pay
item guidance.


27


General Information


Terminology


LRE: Long Range Estimates


Trnsport


PES, CES, LAS,
SiteManager
, DSS


Webgate
, Designer Interface


WebTrnsport



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

Basis of Estimates
-

Part 1

With a typical project, there are
several common stages of
development.


In the Pre
-
Design stage, the
project scope is loosely defined.
Project limits and type of work
are identified.


Using LRE, a Scope Estimate is
produced. The project and
scope estimate are entered into
the 5 year work program
-

a
system to schedule proposed
work with expected funding.

28


General Information


Timeline


Pre
-
Design


Design


Letting & Bid Review


Award


Construction

Basis of Estimates
-

Part 1

Following the selection of a
designer, the initial design and
creation of plans begins.


Reviews are conducted at
various phases, throughout the
development of the PSE
package.


During phase 1, basic plan and
profile information is created.

Complete requirements for each
phase are shown in the PPM.

29


General Information


Timeline


Pre
-
Design


Design


Letting & Bid Review


Award


Construction

Basis of Estimates
-

Part 1


During phase II, additional
details are defined
-

lighting,
landscape, etc. Pay Items are
identified at this time.


During phase III, most of the
design work is completed.
Quantities for all pay items are
loaded into the Trnsport system.
Specifications are under review,
as needed.


Note: The LRE continues to be
the primary source for project
costs, until items, quantities, and
prices are complete in Trnsport.
It is important to maintain the
LRE scope and details.

30


General Information


Timeline


Pre
-
Design


Design


Letting & Bid Review


Award


Construction

Basis of Estimates
-

Part 1

Sometime between phases III
and IV, when the items and
quantities are finalized, the LRE
is archived, and the Trnsport
estimate is used.


Where LRE contains
expected
values

based on typical section
and length, Trnsport contains
known values
based on
calculation of quantities shown
in the plans.


Hint: If the LRE is maintained
with scope changes, we are
able to give you an earlier
“heads up” when pay item
changes are expected.





31


General Information


Timeline


Pre
-
Design


Design


Letting & Bid Review


Award


Construction

Basis of Estimates
-

Part 1

During Phase IV, designers
should be resolving any
comments from the phase III
reviews, as well as updating the
traffic control plans.
Specifications and estimates are
completed.


With the phase IV submittal, the
PSE package should be
complete
-

ready for the letting
process.





32


General Information


Timeline


Pre
-
Design


Design


Letting & Bid Review


Award


Construction

Basis of Estimates
-

Part 1

During Phase IV, designers
should be resolving any
comments from the phase III
reviews, as well as updating the
traffic control plans.
Specifications and estimates are
completed.


With the phase IV submittal, the
PSE package should be
complete
-

ready for the letting
process.


ALL design work should be
COMPLETE before the PHASE
IV “Final Plans” submittal.





33


General Information


Timeline


Pre
-
Design


Design


Letting & Bid Review


Award


Construction

Basis of Estimates
-

Part 1

Within the Letting and Bid
Review process, the project(s)
is/are attached to a proposal
number, authorized for funding,
and advertized to potential
bidders.


After the letting (when bids are
received), the bids are reviewed
and awarded.

Details of the letting and award
process are included in the
specifications.


Upon award, the proposal is
transferred to SiteManager, for
use by Construction.





34


General Information


Timeline


Pre
-
Design


Design


Letting & Bid Review


Award


Construction

Basis of Estimates
-

Part 1

Timeline review:

Just as with plans, there are
early estimates (LRE), phase
estimates (including the annual
Work Program reviews),
authorization estimate, and the
final bid package or “official”
estimate.


The authorization estimate can
be considered a good “ball park”
estimate for authorization and
advertisement. The more refined
official estimate is used for
review and award purposes.


35


General Information


Timeline


Pre
-
Design


Design


Letting & Bid Review


Award


Construction

Basis of Estimates
-

Part 1

Once the contract is awarded,
the construction activities begin.


Note that the terms “Monthly
Estimate” and “Final Estimate”
are used by the Construction
Office, for monthly and final
payment of the construction
operations.





36


General Information


Timeline


Pre
-
Design


Design


Letting & Bid Review


Award


Construction

Basis of Estimates

This completes the General
Information section of Part 1.


Continuing on with the online
BOE…

37


Part 1: Introduction to the Basis of
Estimates


General Information


BOE Online


Chapters


Chapter 1
: Updates & Registration


Chapter 2
: Units of Measure


Chapter 5
: Contact Lists


Chapter 6
: Pay Item Requests


Chapter 7
: Plan Notes


Chapter 8
: Forms


Chapter 9
: Trnsport &
Webgate


Chapter 10
: Formatting Items


Basis of Estimates
-

Part 1

All BOE online files are provided
in .
pdf

format, searchable with
Acrobat Reader® or other
similar programs. The reader is
available from Adobe® at
www.adobe.com


The files are located on the
FDOT Specifications and
Estimates web page. Select the
BOE link from the top ribbon, or
use the Basis of Estimates link
within the blue bar on the left
side of the page.

38


BOE Online


searchable .
pdf

files


Reader is available from
http://www.adobe.com




Files are located on the
Specifications and Estimates web
page at
http://www.dot.state.fl.us/
specificationsoffice
/




Basis of Estimates
Basis of Estimates
-

Part 1

Note that this manual is NOT a
contract document. All
measurement and payment
information must be included in
the contract package.



39


BOE Online


NOT a contract document


Refer to Chapter 10 for
coordinating BOE content with the
plans and specifications

Basis of Estimates
-

Part 1

Do not print the entire BOE.


The BOE files add up to more
than 500 pages, and many
change on a monthly basis.


Print only the pages or groups
you need
-

signals, lighting, etc.



40


BOE Online


Complete file is large!

Basis of Estimates
-

Part 1

Chapter 1 provides update and
registration information, as well
as critical dates for proposed
changes.


The Monthly Updates generally
involve minor detail changes or
clarifications. The list of valid
“open” Pay Items is also
updated monthly.

41


Chapter 1


Updated Monthly


Estimates Bulletins


Registration through Contact
Database
http://www.dot.state.fl.us/
projectmanagementoffice
/
contactdatabase.shtm



Basis of Estimates
-

Part 1

Major changes, such as
new/replacement pay items, are
normally included in an
Estimates Bulletin.


Bulletins will detail history,
usage conditions, and
implementation dates.


When possible, major changes
are scheduled for January or
July letting implementation.
Applicable specifications and/or
standards are coordinated for
implementation with the same
letting date.

42


Chapter 1


Updated Monthly


Estimates Bulletins


Registration through Contact
Database
http://www.dot.state.fl.us/
projectmanagementoffice
/
contactdatabase.shtm



Basis of Estimates
-

Part 1

The Contact Database is
supported by the Production
Support Office, previously
known as the Project
Management Office. It is used to
contact customers of FDOT
Design and Construction
Offices, when major
announcements are needed.


BOE, PPM, CPAM, and other
design manual/handbook users
are encouraged to register for
these announcements.

BOE announcements are
normally sent 2
-
5 times
annually. (It is not used for
frequent “junk mail”.)

43


Chapter 1


Updated Monthly


Estimates Bulletins


Registration through Contact
Database

http://www.dot.state.fl.us/
projectmanagementoffice
/
contactdatabase.shtm



Basis of Estimates
-

Part 1

Chapter 2 includes a list of
abbreviation used by FDOT,
within our estimating systems.


Common conversion factors are
provided for general reference.


44


Chapter 2: Units of Measure


Abbreviations


Conversion Factors

Basis of Estimates
-

Part 1

Chapter 3 has been requested
by several users, although many
prefer to use the .
pdf

text
search.


Chapter 4 is currently blank.

45


Chapter 3: Alphabetical List


Chapter 4: Blank for future use

Basis of Estimates
-

Part 1

Chapter 5 includes several
contact lists.


For most of your pay item
needs, the Project Manger,
District Estimates (or Final
Plans) Office should be your
primary contact.


If you are considering a new
product, method, or non
-
standard design, the pay item
coordinators are available to
help with specs, standards, and
pay items.


When technical expertise is
needed, the responsible offices
are contacted.

46


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)

Basis of Estimates
-

Part 1

While the District Coordinators
and technical experts are quite
helpful, Designers are asked to
please follow district processes
by working through Project
Managers and/or District
coordinators, before contacting
the responsible office
representatives, especially for
project specific issues.


47


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

Basis of Estimates
-

Part 1

E
-
mail works well when the
appropriate persons are
included. Forward the e
-
mail
history when requesting
assistance from the responsible
office; the technical expert may
need to request additional
details from the designer.



48


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

Basis of Estimates
-

Part 1

Ensure that all correspondence
includes a project number. A
letting and/or production date is
helpful.


For best service, submit
questions and requests in a
timely manner, in accordance
with the PPM submittal
schedule. Allow others sufficient
response time, before submittal
dates.


More on requesting pay items in
a few moments…


49


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

Basis of Estimates
-

Part 1

Chapter 6 details processes for
Requesting Pay Items. Please
refer to the online file for
complete information.


Over the past year, we have
simplified the process for
requesting pay items; please
review the text or ask for
assistance when considering a
new pay item.


Looking at Opening Pay Items
and Creating New Pay Items…




50


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

Basis of Estimates
-

Part 1

Items shown in the Basis of
Estimates may be opened,
subject to implementation dates
or other notes shown.

Most of the valid combinations
are currently open.


When existing pay items do not
meet the needs for a project,
several options are available.

New items may included
additional sizes, shapes, or
other material properties.


The project may call for “adjust”,
rather than “Furnish & Install”.
Items may be furnished by a
local agency, to be installed by
the contractor.


51


Chapter 6: Requesting Pay Items


Opening pay items


Creating new pay items


Additional Size, shape, etc.


Other operations?


General use, new specs?


Project Specific/Limited use?


Developmental/Experimental?

Basis of Estimates
-

Part 1

New items are also created
when new specifications are
developed. These new items
may be an expansion of an
existing pay item structure, or
they may completely replace
pay item groups.

Old Specs:
old pay items;

New specs:

new pay items.


Finally, “special” pay items are
created when project specific
needs are unique,
developmental, or experimental.
Talk with your District Estimates
Office if you have “special”
considerations.


More info in a few moments…

52


Chapter 6: Requesting Pay Items


Opening pay items


Creating new pay items


Additional Size, shape, etc.


Other operations?


General use, new specs?


Project Specific/Limited use?


Developmental/Experimental?

Basis of Estimates
-

Part 1

Frequent questions: “Is it close
enough?” or “Should I use an
existing pay item, with a plan
note?”


NO,
don’t abuse a pay item

because it…


Skews Cost History



Avoids development of a new
item/ product/ specification



Introduces potential claims due
to non
-
standard use (or
incomplete specs/details)


Do not use a plan note to
change the intent of an existing
item or spec.

53


Chapter 6: Requesting Pay Items


Opening pay items


Creating new pay items


Additional Size, shape, etc.


Other operations?


General use, new specs?


Project Specific/Limited use?


Developmental/Experimental?

Basis of Estimates
-

Part 1

The Pay Item Request Form is
not required.

When requesting a new item,
either by form or e
-
mail, please
include the proposed pay item
description, unit of measure,
and pay item structure (size,
shape, or other needed
variables).

For new items, it is also helpful
to include BOE details, specs, or
plan details, as needed to
complete the BOE information.
(Don’t copy the online BOE; I
have a copy…)


54


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

Basis of Estimates
-

Part 1

Remember to Include your
contact information
-

name,
phone, and e
-
mail address.


Hint: Furnish only and Install
only are questioned. Please
explain when these items are
requested.


District Estimators will forward
your request. A response will be
sent “reply to all” as soon as the
item is available.

Most requests are completed
within 30 minutes. (If I am at my
desk, items can be opened in
+/
-

3 minutes. Afternoon
requests are normally
processed the following
morning.)


55


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

Basis of Estimates
-

Part 1

Notes concerning pay item
structure (variables):

Variables should be used when
needed to distinguish operation,
size, shape, or any other
characteristic that significantly
affects the installed cost.
Characteristics that do not affect
cost may be detailed in the
plans or specs, or left as an
option to the Contractor.

More details on the pay item
structure are available in
Chapter 10.

56


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

Basis of Estimates
-

Part 1

As specifications and/or
standards are updated, the
Responsible Office(s) are asked
to review the list of valid pay
items.


Items are considered to be
inactive when they are not used
for a 2 year period. If no future
use is proposed, the
Responsible Office may
recommend removing the
item(s) from the BOE.


If items are deemed obsolete,
due to specification or design
standard changes, they are
blocked, as needed.

57


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

Basis of Estimates
-

Part 1

Continuing on with the
Coordination Team “C
-
Team”
and Management Team “M
-
Team”…

58


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



Basis of Estimates
-

Part 1

Both Teams are composed of
members from Design,
Construction, Traffic Ops, and
Maintenance.


The C
-
Team works to coordinate
the implementation of Pay
Items, Specifications,
Standards, and other issues.


The M
-
Team works to resolve
issues between offices, whether
resulting from project,
specification, policy, legislation,
or other administrative issues.

59


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.

Basis of Estimates
-

Part 1

Depending on the issue, either
the responsible office, C
-
Team,
or M
-
Team will coordinate with
the District Office(s) prior to
implementing major changes.


Following direction from the M
-
Team, the specifications,
standards, pay items, manuals,
and/or handbooks are updated.
The C
-
Team coordinates the
implementation, preparing
Bulletin(s) as necessary.

60


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.

Basis of Estimates
-

Part 1

Developmental, Trial, and/or
“Special” pay items are
considered for various limited
use situations:

Specifications are subject to
change, often due to new or
experimental conditions

Unique or uncommon project
conditions

New product evaluation



All of these situations should be
monitored by the Responsible
Office, so that results can be
carefully recorded and
evaluated.

61


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


Basis of Estimates
-

Part 1

Generic Pay Items are new.
“They are intended to support
one
-
time usage pay items or
specialty situations where a
standard pay item is not
available, and for which it is not
practical to create a new pay
item.”


While they are a wonderful new
tool, there are rules that apply,
to avoid abuse.


62


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


Basis of Estimates
-

Part 1

The following rules apply in the
usage of all generic pay items,
including duplicate Lump sum
projects.

63


Chapter 6: Requesting Pay Items


Generic Pay Items
-

Rules


do not use if there is an existing item


do not use to avoid an item


do not use to circumvent a review or
approval process


do not use as a “work around” for
something that has been rejected or
denied.


do not use to “sole source” a product


do not use to avoid requesting an item



Must be supported by Tech spec and/or
plan detail


Must be loaded in the appropriate
category


Basis of Estimates
-

Part 1

Chapter 7 addresses Plan
Notes.


While this chapter previously
contained a list of commonly
used plan notes, these notes
are no longer duplicated from
the PPM.


This chapter is now used to
address when some plan notes
are needed, and how to ensure
that the note compliments the
standards, specs, and or pay
items.

64


Chapter 7: Plan Notes


General Information


Coordination between plans,
specs, and pay items


“T” Flag for Tech Specs and/or
Plan Details

Basis of Estimates
-

Part 1

Plan Notes should NOT be used
to change, duplicate, or override
the specifications or standards.


When changes to the
specifications or standards are
needed, coordinate with the
responsible office for
instructions on how to complete
the change. Approvals may be
needed for “non
-
standard”
design or construction
requirements.

65


Chapter 7: Plan Notes


General Information


Coordination between plans,
specs, and pay items


“T” Flag for Tech Specs and/or
Plan Details

Basis of Estimates
-

Part 1

Specifications generally include:

Description

Materials

Construction or Installation
requirements

Method of Measurement

Basis of Payment


When all or part of a
specification is not available, a
plan note or detail may be used
to complete the information.



66


Chapter 7: Plan Notes


General Information


Coordination between plans,
specs, and pay items


“T” Flag for Tech Specs and/or
Plan Details

Basis of Estimates
-

Part 1

It is the Designer’s responsibility
to ensure that the plans,
specifications, and pay items
are complete for each item of
work included in the plans.



67


Chapter 7: Plan Notes


General Information


Coordination between plans,
specs, and pay items


“T” Flag for Tech Specs and/or
Plan Details

Basis of Estimates
-

Part 1

When specifications are known
to be incomplete for a given pay
item, a “T” flag is included on
some reports to remind the
designer that additional
information (specs and/or
details) is needed in the contract
documents.


Remember: to be complete, the
description, material
requirements, construction or
installation instructions, method
of measurement, and basis of
payment is needed.

68


Chapter 7: Plan Notes


General Information


Coordination between plans,
specs, and pay items


“T” Flag for Tech Specs and/or
Plan Details

Basis of Estimates
-

Part 1

Plan notes or detail drawings
are often helpful to “describe”
the work to be completed.

Does the plan note include
material requirements?

Does the plan note include
installation methods or
performance requirements?

Does the plan note include
measurement instructions? Is it
field measured or plan quantity?

Does the plan note require a
complete installation?


If not complete, a Tech Spec
may be required.

69


Chapter 7: Plan Notes


General Information


Coordination between plans,
specs, and pay items


“T” Flag for Tech Specs and/or
Plan Details

Basis of Estimates
-

Part 1

In other terms, a plan note is
used with the Tech Spec to
provide complete information for
an item of work.


Other flags include

D

Plan Details required

P

Permit required

M

Monitored item

G
Generic Item

A
Approvals needed

70


Chapter 7: Plan Notes


General Information


Coordination between plans,
specs, and pay items


“T” Flag for Tech Specs and/or
Plan Details

Basis of Estimates
-

Part 1

There are two types of forms
used to calculate and document
pay items and quantities.


71


Chapter 8: Forms


CADD (Tabulation forms included
in the plans)




COMP (Computation Book forms)

Basis of Estimates
-

Part 1

The CADD forms are included in
the plans. Most items are
tabulated by location, with
quantity totals by pay item for
the entire category of work.


The CADD forms are
maintained by the State CADD
Office.

72


Chapter 8: Forms


CADD (Tabulation forms
included in the plans)




COMP (Computation Book forms)

Basis of Estimates
-

Part 1

The COMP forms are included
in the Computation Book. Most
items are calculated by location,
with quantity totals by pay item
for the entire category of work.


COMP forms are maintained by
the State Construction Office.

73


Chapter 8: Forms


CADD (Tabulation forms included
in the plans)




COMP (Computation Book
forms)

Basis of Estimates
-

Part 1

Chapter 9 provides an overview
of the
Webgate

and Designer
Interface. These FDOT
programs were designed to
work with the AASHTO Trnsport
software.



74


Chapter 9:
Webgate

and Designer
Interface


RACF Password required


Designer Interface


Trnsport Reports



Internet Reports


Basis of Estimates
-

Part 1

The
Webgate

and Designer
Interface web application require
a RACF or “FDOT mainframe”
userID

and password. These
accounts are only available to
consultants whose firms have
current contracts with the
Department.


UserIDs

and passwords should
be requested through your
FDOT Project Manager.

75


Chapter 9:
Webgate

and Designer
Interface


RACF Password required


Designer Interface


Trnsport Reports



Internet Reports


Basis of Estimates
-

Part 1

The Designer Interface is a
FDOT web interface to the
Trnsport PES module. This
interface allows the Designer to
enter pay items and quantities,
by category, for projects
assigned to their consulting firm.

76


Chapter 9:
Webgate

and Designer
Interface


RACF Password required


Designer Interface


Trnsport Reports



Internet Reports


Basis of Estimates
-

Part 1

Several reports are available for
Designers. The two most
commonly used reports are the
Project Edit Report and
Proposal Summary of
Quantities.


The Project Edit Report should
be used after any changes are
made to the pay items or
quantities, or after any “idle” or
“shelved” period.


The Project Edit Report will help
to identify missing structures
category information, obsolete
items, and possible “T” flag
items.

77


Chapter 9:
Webgate

and Designer
Interface


RACF Password required


Designer Interface


Trnsport Reports



Internet Reports


Basis of Estimates
-

Part 1

The Proposal Summary of
Quantities report is used to
include the items and quantities
in the plans. Note that the
proposal is normally created
during the later project phases.


The Project Edit Report should
always be run & verified, for
each project within the proposal,
prior to running the Proposal
Summary of Quantities. This
will help to avoid many pay item
and Trnsport errors.

78


Chapter 9:
Webgate

and Designer
Interface


RACF Password required


Designer Interface


Trnsport Reports



Internet Reports


Basis of Estimates
-

Part 1

The Project Edit Report is also
used to verify structures header
information for each structure.
Critical information includes:


Bridge Number


Length


Width


Superstructure Type


Substructure Type


This information is used for
FHWA reporting. Refer to
Chapter 9 for additional
information.

79


Chapter 9:
Webgate

and Designer
Interface


RACF Password required


Designer Interface


Trnsport Reports



Internet Reports


Basis of Estimates
-

Part 1

For users who do not have a
RACF password, several
common reports are available
on the Specifications and
Estimates web page.

http://www.dot.state.fl.us/
specificationsoffice
/Estimates/
HistoricalCostInformation
/
HistoricalCost.shtm



If additional pay item information
is needed, please contact the
District Estimates staff, or the
State Specifications and
Estimates Office
-

Estimates
System Support section.






80


Chapter 9:
Webgate

and Designer
Interface


RACF Password required


Designer Interface


Trnsport Reports



Internet Reports


Basis of Estimates
-

Part 1

Chapter 10 details the how the
BOE information is organized for
each pay item group.


There are 10 digits available for
a pay item number, including the
leading zero for most items:

0123
-
456
-
789


The first group of digits
corresponds to the applicable
specification section.

81


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

Basis of Estimates
-

Part 1

The remaining digits are used to
describe the operation and other
variables needed to distinguish
the pay item.


Maintenance Items, valid only
on maintenance contracts, are
shown in some editions of the
BOE. They are easily identified
with a leading “E” in the first
group of digits. The remaining
pay item structure and
formatting guidelines are the
same for all pay items.

82


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

Basis of Estimates
-

Part 1

The Pay Item Description should
be clear and concise.


When entered into the Trnsport
system, the pay item
description, along with all
variable characteristics, will be
entered. Some text may be
abbreviated to fit within the
available fields.

83


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

Basis of Estimates
-

Part 1

A sample pay item is shown.

Note that the top area has the
pay item details, while the
bottom area has the pay item
structure.

84

Basis of Estimates
-

Part 1

A sample pay item is shown.

Note that the top area has the
pay item details, while the
bottom area has the pay item
structure.

85

Structure

Details

Basis of Estimates
-

Part 1

The pay item description shown
at the top of each item group.


While some pay item groups will
list the primary word first, as in
“Pipe, Optional”, more
descriptions are now shown as
we commonly speak them, as in
“Optional Pipe”.

Either description may be used
in the specs and plans.

Variables, as shown in the pay
item structure, should be
included with the pay item
description whenever necessary
to clearly identify a specific pay
item: PIPE CULVERT,
OPTIONAL MATERIAL,
ROUND, 12” SD



86


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

Basis of Estimates
-

Part 1

The unit, accuracy, and plan
quantity information must agree
with the available specifications
and/or standards.


When creating a new item, the
unit of measure should consider
the application or installation
methods, as well as possible
quantity adjustments in the field.


Accuracy requirements should
consider both the product and
field conditions.

87


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

Basis of Estimates
-

Part 1

The response to “Plan
Quantity?” is either a “yes” or
“no”.


The available specifications or
standards must indicate a “Plan
Quantity” measurement for this
field to be “yes”.


For new items, the responsible
office will consider field
measurement and possible
adjustments before
recommending whether to use
Plan Quantity.


88


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

Basis of Estimates
-

Part 1

For Designers, ensure that the
plan quantity is accurately
shown in the plans.


Subject to 9
-
3 of the
specifications, adjustments to
plan quantity will be made if the
difference between actual and
plan quantity exceeds 5% or an
amount of $5000.

89


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

Basis of Estimates
-

Part 1

The Important Dates field is
used to inform users of
implementation (or obsolete)
dates.


When available, replacement
items will be referenced in this
field.


Notes for obsolete items will
normally remain in the BOE for
1 year after implementation, to
assist designers with
replacement items.



90


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

Basis of Estimates
-

Part 1

The Detail section of each pay
item is intended to provide a
brief summary of the correct
usage, as well as measurement
details. As necessary, a “do not
use when…” statement will be
included to clarify correct usage.


The details are obtained from
the responsible office, valid
specifications, and helpful
designers. Comments and
suggestions are welcome
through e
-
mail or online BOE
web page.

91


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

Basis of Estimates
-

Part 1

When related pay items are
recommended or required, they
are shown in this field. Carefully
consider each pay item and the
product or work included for
payment.

92


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

Basis of Estimates
-

Part 1

Items are documented in either
the plans: CADD tabulation
sheets; or computation book:
COMP forms.


In general, pay items with
complex geometries are
calculated and documented in
the computation book, and
identified by location. Pay items
with easily defined geometries
or locations are shown in the
plans on a tabulation sheet.


When a CADD form is available,
tabulation in the plans is
generally preferred. See the
PPM and Design Standards
Instructions for more
information.

93


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

Basis of Estimates
-

Part 1

References may include PPM
guidelines, standards, or
specifications. When available,
these references should be
considered before choosing the
pay item(s).


If the specification or standard
does not apply,
do not use the
pay item

without further
guidance. Depending on project
conditions, either a modified
spec or standard is needed, or a
“special” pay item may be
recommended. Contact the
District Estimates staff for
assistance.

94


Chapter 10: Formatting Pay Items


Pay Item Description


Unit, Accuracy, Plan Quantity


Important Dates


Detail


Related Items


Documentation


References, Specs, Stand.


Plan Detail and/or Tech Spec


Pay Item Structure


Where to Find It

Basis of Estimates
-

Part 1

Plan Detail and/or Tech Spec
Required: Refer to Chapter 7 for
additional information.


When is a Plan Note/Detail
sufficient?
Only when the
remaining specification
information is complete:
description, materials,
construction, measurement, and
payment.


Then is a Tech Spec required?
Whenever the above information
is incomplete in the contract
documents.

95


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

Basis of Estimates
-

Part 1

Most specifications are written
for “furnish and install”
operations. When other
operations are called for, ensure
that the appropriate instructions
are available.


Furnish only: Due to FHWA
funding rules, the Department
does not normally require
additional items to be furnished
without installation. Exceptions
might include special items, to
be funded by a local maintaining
agency. Contact the District
Estimates staff prior to using this
operation.

96


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

Basis of Estimates
-

Part 1

Install only: Some “specialty
items” are available on a state
contract, purchased by the
Department, and then installed
by the Contractor. In this case,
an Install only item may be
used. When this occurs, the
plans or specs must detail the
item, pick
-
up/delivery
instructions, as well as any
incidentals that may need to be
furnished by the Contractor.


Another example: For some
signals or utility items, a local
agency may furnish the product
to be installed by the contractor.
This ensures that installed
products remain compatible with
existing systems.

97


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

Basis of Estimates
-

Part 1

Relocate: Ensure that the
existing item is in good
condition. Evaluate whether it is
cost effective to relocated an old
or obsolete item. Plans or specs
should clearly identify the initial
and final locations, as well as
any incidental items that may
need to be furnished by the
Contractor for a complete
installation.

98


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

Basis of Estimates
-

Part 1

Adjust / Modify: Detail minor
work to be completed by the
Contractor.


Remove: Plans or specs should
identify whether the contractor is
to take ownership, stockpile, or
deliver the item(s) to a FDOT
maintenance yard.

99


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

Basis of Estimates
-

Part 1

Special or Custom Items: When
available, the special or custom
description should only be used
when there is a significant
deviation from the specifications
or standards. Complete specs,
details, or design calculations
may be required.


Minor changes to the spec or
standard requirements may
often be noted in the plans,
using the standard pay item(s).

100


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

Basis of Estimates
-

Part 1

Is an item standard or special?

If the proposed change does not
significantly affect the design
calculations, cost, or lifespan of
the item, it is likely a minor
change; use the standard pay
item.

If the proposed change
significantly affects the design
calculations, cost or lifespan, it
is likely that a special or custom
pay item should be used.


101


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

Basis of Estimates
-

Part 1

Mast Arm Example

Slightly shorter arm required:
load calculations are not
negatively impacted, may be
field cut; use standard pay item.

Additional sign or signal
required: wind loads need to be
evaluated by designer; extra
length or diameter arms may
increase material requirements,
additional cost. Use the custom
pay item.



102


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

Basis of Estimates
-

Part 1

The Pay Item Structure shows
the available pay item
combinations, including
operation, size, shape, etc.


Variables are only used when
they significantly affect the
installed cost of an item.


Ranges are used to group items
with a similar installed cost.




103


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

Basis of Estimates
-

Part 1

Too few items:
Specs or plan
details are used to distinguish
between many items; this
provides a mixed cost history on
each item.


Too Many items:

detailed pay
items, but limited cost history on
each item. Details are needed in
the specs or standards.


104

Too
Many
items

Too
Few
Items

Basis of Estimates
-

Part 1

Grouped by similar cost
history (ranges)
: common
features are shown in the
standards; specific sizes or
special

details are shown in the
specs or plans.


Grouping by similar cost
provides a balance between too
many items (limited history on
each item) and too few items
(mixed history for varied
characteristics).


105

Too
Many
items

Too
Few
Items

Grouped
by
similar cost
history

Basis of Estimates
-

Part 1

Items to remember:


Installed cost=

Materials

+ Equipment

+ Labor


Unit price on small quantities is
normally higher, due to
equipment set
-
up or labor costs.


Additional pricing information is
available in Part 3 of the CBT.


106

Price vs. Quantity

District X

District Y

District Z

Quantity

$

Basis of Estimates
-

Part 1

A “Where to find it” table is
included at the end of Chapter
10. Remember that the first
group of pay item digits
corresponds to the applicable
specification section.

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

107


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

Basis of Estimates

This concludes this part.


Part 2 is designed to help
Designers select the appropriate
item(s) for the work required.


108


Part 1: Introduction to the Basis of
Estimates



Part 2: Selecting Pay Items



Part 3: Estimating and Review

Basis of Estimates
-

Part 2

Each section will review BOE
details about specific items, to
assist with item selection:


Spec highlights


Standards


References


Additional guidance


This guidance highlights
commonly used items.


For complete details, refer to the
Basis of Estimates,
Specifications, and/or other
references for each item.



109


Selecting Pay Items


100s


200s


300s


400s


500s


600s


700s


800s


900s


Utilities


Generic Items

Basis of Estimates
-

Part 2

The 100s deal with General
Construction Operations,
Clearing the Construction site,
and Earthwork.


As you can see, from the
section titles, they begin with
set
-
up of the construction site…

110


Selecting Pay Items


100s


101 Mobilization


102 Maintenance of Traffic


103 Temporary Work
Struct
.


104 Erosion/Sediment Control


109 Engineer’s Field Office


110 Clearing and Grubbing


120 Excavation and Embankment

Basis of Estimates
-

Part 2

…continues with basic ground
preparation,…


111


Selecting Pay Items


100s


121 Flowable Fill


125 Excavation for Structures and Pipe


141 Settlement Plate Assembly


144 Geotechnical


145 Geotechnical Fabrics

Basis of Estimates
-

Part 2

and includes some related
operations.


We’ll now take a look at each
section, along with selected pay
items. Remember that the first 3
digits of a pay item correspond
to the associated specification
section number.

112


Selecting Pay Items


100s


160 Stabilizing


161 Predesigned
Subbase


162 Prepared Soil Layer


173 Pressure Grouting


175 Cracking and Reseating Existing
Concrete Pavement

Basis of Estimates
-

Part 2

The Mobilization pay item is
used on each project, loaded in
the Roadway category. When no
roadway plans are present, the
item is loaded in the primary
category, i.e. Signals category
for a “signals only” project, or
Landscape category for a
“landscape only” project.


This Lump Sum item is intended
to cover the contractor’s
expenses for “movement of
personnel, equipment, supplies,
and incidentals to the project
site…”

113


Selecting Pay Items


100s


101 Mobilization


102 Maintenance of Traffic


103 Temporary Work
Struct
.


104 Erosion/Sediment Control


109 Engineer’s Field Office


110 Clearing and Grubbing


120 Excavation and Embankment

Basis of Estimates
-

Part 2

The Maintenance of Traffic
items are only intended for use
while the contract is under
construction. Most MOT items
(cones, barricades, signs, etc.)
should be removed at the end of
the construction period.


Designers should carefully
consider the item, unit of
measure, MOT phase, and
contract duration when selecting
and estimating MOT items.


If the contract duration is
changed MOT quantities (per
day) may need to be
recalculated.

114


Selecting Pay Items


100s


101 Mobilization


102 Maintenance of Traffic


103 Temporary Work
Struct
.


104 Erosion/Sediment Control


109 Engineer’s Field Office


110 Clearing and Grubbing


120 Excavation and Embankment

Basis of Estimates
-

Part 2

Separate payment for