When it comes to the take-off, there’s much more involved than just counting
It might seem like it’s taken us awhile to get to the part of the estimating process that actually seems like we’re getting something accomplished. However, everything we’ve discussed so far sets the tone for an efficient system.
As we discussed last month, a thorough review of the specifications helps you map out the entire bid process and sets up your take-off. Most estimators want to “get the counts done” before they really review the job. That’s because they feel like the sooner they get this information, the more likely they are to get the quotes submitted on time. Although I agree that getting the counts out is important, I recommend “walking the drawings” before you even uncap your highlighter. By taking a proactive approach with this step of the process, you can get a feel for the scope of work and building layout — and, quite possibly, determine anything that seems to be missing from the drawings.
For example, you may find upon your initial flip-through of the drawings that there is no fire alarm shown. It may be that fire alarm equipment/systems are not part of your scope. However, it could also mean there are separate fire alarm drawings you may not have downloaded — or maybe there’s no fire alarm on this particular job at all. Now is a good time to get whatever is missing from the general contractor so you don’t lose any precious estimating time.
Once you review the electrical drawings, you should also review the architectural drawings, looking for information regarding the building construction details. This step is critical because not only does this information help you determine the appropriate wiring methods as listed in the specifications, but it also gives you valuable data regarding ceiling heights and elevations. For example, the specs might read “MC in concealed areas, EMT where exposed or subject to physical damage, and Schedule 40 PVC in the slab or underground.” With this spec — and a building made of steel with metal studs and a poured concrete deck with acoustical ceilings in most areas — you’d run your lighting and branch circuits in MC with EMT home runs, running as much as possible in the slab to save time and money. It’s always good to know the building construction up-front because you will want to count those items that need to be surface-mounted separately from recessed, and you can measure the slab work “as the crow flies” versus surface EMT that runs parallel with building construction.
Other drawings to quickly review are the civil drawings, which usually show the location of incoming utilities, the transformer, and sometimes even site lighting. The mechanical drawings are handy to examine as well, because they contain information regarding the equipment specifications and whether or not the disconnects are provided with the equipment.
Before you uncap that highlighter, I must mention one more thing. Every general contractor, construction manager, or building owner will tell you that you “own” everything on all the drawings, not just what is shown on the electrical drawings. Many times, items are “hidden” on another trade’s drawings, which is why I suggest you at least glance at the other sets, familiarizing yourself with the job as a whole.
Now that we’re finally ready to count, you may be asking what’s next. Should you pick up a piece of paper, a pencil, and a highlighter or let one of those snazzy “counting software programs” do the legwork for you? The answer is really up to you. Because I own an estimating consulting firm, we have to be absolutely certain that our counts are correct; therefore, we normally count the old-fashioned way — with a tally counter or scaler. However, many contractors are perfectly happy using counting software, as long as the drawings are “clean.”
I usually count the lighting items first to ensure that I give my vendors plenty of time to get me a quote. On some smaller projects, when I count luminaires, for example, I will put the count directly into the computer software program. However, on larger jobs — where I would like a paper trail — I’ll put the counts on good old-fashioned count sheets. Keep in mind that many estimating programs have count sheets built in, so you never have to use a piece of paper again if you don’t want to. As for me, I still like paper. Regardless of the method you chose, you should always list the fixture types across the top and the drawing numbers down the side so you can easily isolate where you found a specific luminaire. Because you have already reviewed the building construction, ceiling types, and heights, you know which luminaires you will have to assign a higher labor factor to, such as high ceilings, other areas that may be difficult to access, or locations where you’ll need to use an aerial lift.
Once your counts are done, it’s time to send them off to your vendors. I know I have mentioned this many times before, but if you do not have a relationship with your vendors, start working on them sooner rather than later. They are the ones who will ensure you get the “right” price on bid day. When you receive your quote, please review it to ensure the vendor has quoted “your” quantities.
Next month, we’ll continue our discussion about taking-off branch, wiring, feeders, mechanical equipment, and special systems.
Candels is president of Candels Consulting, an electrical estimating consulting firm in Niantic, Conn. She can be reached at firstname.lastname@example.org.