Estimate and Bid Notes

If you don’t understand something in the drawings or specifications, you might have the tendency to delay the estimate until the last minute. This will result in a late bid, or worse yet, bidding the job at the last minute without all of the correct information.

Whichever method you use to take notes (notepad or electronic file), keep it handy and write down any questions you have as you proceed through the estimate. You will keep these notes after you have completed the bid so use a text document, legal pad, or binder to keep them organized. If there is anything that is unclear, get the answer as soon as possible—don’t wait until the last minute. Submit a request for information (RFI) to the architect or engineer if necessary, but do it immediately. An RFI often requires days to be processed so that a formal response can be provided. Never submit a bid based on verbal answers to questions. Always capture the conversation in email or other written response. If you’re keeping paper job records make sure to print out the responses to these questions and add them to your file.

Keep a request for information (RFI) log in your job folder and include this with your proposal.

Using e-mail instead of the phone can save a lot of time, and will create an electronic documentation trail. If you use text messages or the phone, make sure you write down the answer to your question on the notepad (or the electronic file) when you receive it. Follow up a phone call or text message with an e-mail noting key details, “Per our conversation today, the following will be included in my proposal.” If you don’t receive satisfactory answers to your questions, then either list the exclusions in your proposal, or withdraw your request to bid the job at all. It's better to not bid a job at all than to be left in a difficult situation where you may lose time, money, or ruin a relationship with a vendor or contractor.

Estimating Forms and Worksheets

To quickly and accurately estimate a job, use proper estimating forms and worksheets. They will save time, create consistency, and help reduce errors. They also help serve as a reminder of items that are easily omitted or forgotten.

Different types of construction, such as residential, commercial, or industrial lend themselves to different types of estimating forms or worksheets. In addition, different types of forms and worksheets are required for different parts of the estimate. For example, a worksheet used to determine lighting requirements is different than those used for feeders and service equipment.

Author’s Comment:?Estimating software usually contains customizable preset forms for printing and/or emailing your proposals. You can also use a computer to design custom worksheets or order customized forms from various vendors online.

The above content is extracted from?Mike Holt's Electrical Estimating Program.

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Mike Holt is an author, businessman, educator, speaker, publisher and?National Electrical Code? expert. He has written hundreds of electrical training books and articles, founded three successful businesses, and has taught thousands of electrical code seminars across the US and internationally. His company, Mike Holt Enterprises, has been serving the electrical industry for over 40 years, creating and publishing books, DVDs, online training and curriculum support for electrical trainers, students, organizations, and electrical professionals.?

Mike has devoted his career to studying and understanding the?National Electrical Code?and finding the easiest, most direct way to share that knowledge with others. He has taught over 1,000 classes on over 40 different electrical-related subjects to tens of thousands of students. His knowledge of the subject matter, coupled with his dynamic and animated teaching style, has made him sought after from companies like Generac, IAEI, IBEW, ICBO, NECA, and Fortune 500 companies such as IBM, Boeing, Motorola, and AT&T. He is a contributing Editor for?Electrical Construction and Maintenance?Magazine (EC&M) and formerly Construction Editor to?Electrical Design and Installation?Magazine (EDI). His articles have been seen in?CEE News,?Electrical Contractor?(EC)?International Association of Electrical Inspectors?(IAEI News),?The Electrical Distributor?(TED) and?Power Quality?Magazine (PQ).