237.6 Project Estimates: Difference between revisions

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==237.6.1 Estimates==


An estimate is prepared by the district for each project using the microcomputer and instructions given in the “Estimate Program Manual”.  The estimate is valuable since it is used to program and schedule improvements and evaluate bids received to determine whether a contract is to be awarded. Since many things depend on this data, its accuracy is to be checked very carefully by the district.  The estimate will be reviewed by Design. Unit prices may be adjusted when the complexity of a job is judged to merit further consideration, or it is necessary to reflect statewide trends in bidding practices or adjustments in labor rates.  The final estimate is confidential information and must not be discussed with anyone outside of MoDOT.
The district is responsible for creating, maintaining and finalizing project estimates through all stages up to and including Plans, Specs and Estimates (PS&E). The estimate should be revised and refined as project details are established through the design process. As the design elements are finalized the final quantities and included pay items are solidified and the project estimate can be completed.


===237.6.1 Unit Prices===
==237.6.2 Unit Cost Estimates==
[[image:237.6.1 terrain considerations.jpg|150px|left|thumb|<center>'''Terrain Considerations'''</center>]]
Unit prices for the estimate are developed by the district.  Basic unit price information can be obtained from the annual calendar year “Unit Bid Prices” book prepared and distributed by Design.  To produce proper estimates, project characteristics such as size of project, rural or urban location, terrain, size of the major items of work, method of handling traffic, required delays to the sequence of construction operations, etc. are identified so the basic unit prices may be revised, if necessary.  This fully evaluated unit price is then used to complete the estimate.


Data for analyzing unit prices can be obtained from recent bid openings where comparable or nearly comparable work was performed. The district is furnished with a summary of bids awarded during the previous three years for each [http://www.modot.mo.gov/business/contractor_resources/biditemslisting.htm bid item]. These listings are valuable to note trends in average bid prices.
===237.6.2.1 Bid History===
BidTabs.Net provides detailed historical data on awarded project bid. Queries for project condition should be as focused as the bid history allows. A broader approach to an item may be necessary due to limited history. Similarity to specific projects for such elements as terrain, scope of work, quantities, regional proximity, market condition and other potential cost drivers should be considered.


===237.6.2 Surfacing for Temporary Use===
===237.6.2.2 Unit Cost===
The district must provide a unit cost for all pay items including both alternates when alternates are provided. Project estimates should use the best information available.  Use specific and accurate information for items when such information exists. When limited history is available, additional resources should be investigated. Additional resources may include internet searches, contacting suppliers/manufactures, other DOTs, and other division resources. The expectation is that a reasonable approximation of the cost of the item will be provided.


When it is determined surfacing for temporary use is necessary to satisfactorily provide traffic ingress and egress to private property, across the project or along the roadway, the district estimates the quantity of temporary surfacing.
===237.6.2.3 Mobilization===
Mobilization is determined last.  A recently awarded project of similar scope, size, and location can be used to provide insight, by comparing the percentage of mobilization bid items to the total project bid of the comparison project, The rule of thumb is 5% for resurfacing, 8% for bridges and 10% for maintenance, although these can vary significantly. Special restrictions, conditions or limitations should be considered, as they likely will impact cost.


===237.6.3 Sediment Removal===
==237.6.3 PS&E==


When sediment removal is specified for temporary erosion and sediment control plan, the district estimates the quantity.
At the time of [https://epg.modot.org/forms/general_files/DE/BCS/Bid_Opening_Dates_and_Final_PS&E_Due_Dates.pdf PS&E submittal] (a [https://epg.modot.org/forms/general_files/DE/BCS/Bidding_and_Contract_Services_Calendar.pdf calendar] is also available), 100% of the project is finalized. The district checks the accuracy of the estimate and should validate that the estimate pay item, unit of measurement and quantities match the quantity sheets. Unit prices should be adjusted to reflect recent trends in bidding practices or adjustments in material costs.


===237.6.4 Mobilization===
==237.6.4 Non-Contractual Costs==


Mobilization costs are included on every project. These costs may be estimated at 4% of the total construction cost of the project. This figure will be more carefully analyzed and adjusted by Design Division.
[[media:Fig 237.6.docx|Non-contractual costs]] are those costs incurred on a construction project utilizing MoDOT’s own labor, equipment or materials. Non-contractual costs are part of the estimated project cost as shown in the [[121.3 The Statewide Transportation Improvement Program (STIP)|Statewide Transportation Improvement Program (STIP)]] and are approved by the Commission at the time of the STIP approval.  


===237.6.5 Field Laboratories===
All non-contractual items will be charged to the district’s operating budget and coded to the appropriate project number to ensure the total expenses for the project are accurately tracked. Exceptions to this policy include right of way monumentation, specially fabricated steel, signal equipment, lighting equipment and [[:Category:910 Intelligent Transportation Systems|intelligent transportation system]] equipment. The district is authorized to charge the exception items, including utility relocations, directly to the right of way and construction program and appropriate project number.  


Field laboratories are required on jobs as stated in the standard specifications.  Type 1 and Type 3 field laboratories are specified at no direct pay. For grading projects that require a Type 2 field laboratory, the designer is to consult with the district construction and materials personnel on the core team to determine whether it is necessary to include a [http://www.modot.mo.gov/business/contractor_resources/biditemslisting.htm pay item] for the laboratory. There may be cases where the project is located in close proximity to a Resident Engineer’s office and the Type 2 field laboratory can be eliminated from the project.  Also, a project might be located in close proximity to another project in progress where the laboratory can be shared between the projects.
All MoDOT labor incurred on non-contractual items shall be charged to the district’s operating budget and coded to the appropriate project number. If the district encounters a non-contractual item not listed as an exception totaling more than $3,000, the district may request approval from Transportation Planning to charge the cost of the item directly to the right of way and construction program. In order to receive approval, the district must ensure the item was included in the final program estimate of the project.  


===237.6.6 Special Estimates===
Non-contractual costs are included in the district’s program estimate. Non-contractual costs are also included in the tabulation of final project costs for completed projects, regardless of whether the costs were paid for with right of way and construction funds or district operating funds.  


Because of auditing procedures, separate special estimates for work with special funding must be prepared.  An example of work requiring special estimates would include work done for a city included in the contract, with costs reimbursed by the city.  All guardrail items and attenuator items must have separate estimates as they may use special safety funding.  These items are distinguished with footnotes on the estimate.


===237.6.7 Alternate Bid Items===


For proprietary work items, or in other special circumstances, alternate bid items are used.  Pay items, descriptions, and quantities are included in the itemized proposal for each of the two alternates; the bidder can select only one.  The designer’s estimate indicates a unit price for only the more likely of the two alternates.  A job special provision describing the alternates and the bidding procedure is included in the proposal.


===237.6.8 Non-Contractual Costs===


[[media:Fig 237.6 (4-03.5) Costs for Non-Contractual Items.doc|Non-contractual costs]] are those costs incurred on a construction project utilizing MoDOT’s own labor, equipment or materials.  Non-contractual costs are part of the estimated project cost as shown in [http://www.modot.mo.gov/plansandprojects/construction_program/STIP2007-2011/index.htm the Statewide Transportation Improvement Program (STIP)] and are approved by the Commission at the time of the STIP approval. 
[[image:237.6.8 ITS monitors.jpg|right|300px|thumb|<center>'''[[:Category:910 Intelligent Transportation Systems|Intelligent transportation system]] monitors'''</center>]]
All non-contractual items will be charged to the district’s operating budget and coded to the appropriate project number to ensure the total expenses for the project are accurately tracked.  Exceptions to this policy include right of way monumentation, specially fabricated steel, signal equipment, lighting equipment and [[:Category:910 Intelligent Transportation Systems|intelligent transportation system]] equipment.  The district is authorized to charge the exception items, including utility relocations, directly to the right of way and construction program and appropriate project number.


All MoDOT labor incurred on non-contractual items shall be charged to the district’s operating budget and coded to the appropriate project number.  If the district encounters a non-contractual item not listed as an exception totaling more than $3,000, the district may request approval from Planning to charge the cost of the item directly to the right of way and construction program.  In order to receive approval, the district must ensure the item was included in the final program estimate of the project.
Non-contractual costs are included in the district’s program estimate.  Non-contractual costs are also included in the tabulation of final project costs for completed projects, regardless of whether the costs were paid for with right of way and construction funds or district operating funds.


[[category:237 Contract Plans|237.06]]
[[category:237 Contract Plans|237.06]]

Latest revision as of 11:00, 21 November 2023

Figure
Costs for Non-Contractual Items

237.6.1 Estimates

The district is responsible for creating, maintaining and finalizing project estimates through all stages up to and including Plans, Specs and Estimates (PS&E). The estimate should be revised and refined as project details are established through the design process. As the design elements are finalized the final quantities and included pay items are solidified and the project estimate can be completed.

237.6.2 Unit Cost Estimates

237.6.2.1 Bid History

BidTabs.Net provides detailed historical data on awarded project bid. Queries for project condition should be as focused as the bid history allows. A broader approach to an item may be necessary due to limited history. Similarity to specific projects for such elements as terrain, scope of work, quantities, regional proximity, market condition and other potential cost drivers should be considered.

237.6.2.2 Unit Cost

The district must provide a unit cost for all pay items including both alternates when alternates are provided. Project estimates should use the best information available. Use specific and accurate information for items when such information exists. When limited history is available, additional resources should be investigated. Additional resources may include internet searches, contacting suppliers/manufactures, other DOTs, and other division resources. The expectation is that a reasonable approximation of the cost of the item will be provided.

237.6.2.3 Mobilization

Mobilization is determined last. A recently awarded project of similar scope, size, and location can be used to provide insight, by comparing the percentage of mobilization bid items to the total project bid of the comparison project, The rule of thumb is 5% for resurfacing, 8% for bridges and 10% for maintenance, although these can vary significantly. Special restrictions, conditions or limitations should be considered, as they likely will impact cost.

237.6.3 PS&E

At the time of PS&E submittal (a calendar is also available), 100% of the project is finalized. The district checks the accuracy of the estimate and should validate that the estimate pay item, unit of measurement and quantities match the quantity sheets. Unit prices should be adjusted to reflect recent trends in bidding practices or adjustments in material costs.

237.6.4 Non-Contractual Costs

Non-contractual costs are those costs incurred on a construction project utilizing MoDOT’s own labor, equipment or materials. Non-contractual costs are part of the estimated project cost as shown in the Statewide Transportation Improvement Program (STIP) and are approved by the Commission at the time of the STIP approval.

All non-contractual items will be charged to the district’s operating budget and coded to the appropriate project number to ensure the total expenses for the project are accurately tracked. Exceptions to this policy include right of way monumentation, specially fabricated steel, signal equipment, lighting equipment and intelligent transportation system equipment. The district is authorized to charge the exception items, including utility relocations, directly to the right of way and construction program and appropriate project number.

All MoDOT labor incurred on non-contractual items shall be charged to the district’s operating budget and coded to the appropriate project number. If the district encounters a non-contractual item not listed as an exception totaling more than $3,000, the district may request approval from Transportation Planning to charge the cost of the item directly to the right of way and construction program. In order to receive approval, the district must ensure the item was included in the final program estimate of the project.

Non-contractual costs are included in the district’s program estimate. Non-contractual costs are also included in the tabulation of final project costs for completed projects, regardless of whether the costs were paid for with right of way and construction funds or district operating funds.

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