I’m setting out to outline all of the forms used by a contractor in chronological order. Since this a large project, I figured I’d break it down into categories. I wanted to start this time line with the first phone call from a prospective customer. Although the types of forms are a little intertwined here, the general theme at this stage seems to be estimating. <!—-><!—-><!—->
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I suppose some will wonder why I bother with learning about all of these forms. The fact of the matter is that the information needs to be recorded in one way or another. So if you don’t like forms, just suppose that all of these headings are headings for different sticky-notes and cocktail napkins. For me, forms are just a lot easier to work with.<!—-><!—->
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However, I would be glad if you can answer any one of a few questions for me:<!—-> <!—->
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1. Can simplify this paperwork in any reasonable way?<!—-><!—->
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2. Are any of these forms are listed out of the usual chronological order?<!—-> <!—->
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3. Are there common forms that I am missing?<!—-><!—->
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4. Are there more professional names for any of these forms?<!—-><!—->
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For example, I used the form names from Craftsman Book’s “Construction Forms and Contracts.†The book seemed to use the word “sheet†in the title of a lot of these forms. If you a “form†or “sheet†is a “form†or “sheet†just by looking at it, it sounds like you need to familiarize yourself with the printed page and read a book. Are there more professional titles that are used?<!—-><!—->
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5. Is there ever a form that you use to calculate labor take-offs before transferring the numbers to the “Unit Estimate Sheet.?â€<!—-> <!—->
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The book “Construction Forms and Contracts†said that the “Quantity Sheet,†which it said is also known as a “Quantity Survey†(any idea why they think the word “Sheet†is more accurate than Survey?), is only supposed to be used for material take-offs. Is this so? If so, what form, if any, do you use for calculating take-offs for labor? <!—-><!—->
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Thanks in advance for any insights anyone can give me.<!—-><!—->
–T
Replies
First Contact Sheet
Once I receive a call from a customer, I use the “First Contact Sheet†to record all necessary information, as well as filter out tire kickers.
Time Management Worksheet
The “Time Management Worksheet†is simply the sheet in my pocket calendar or PDA where I schedule appointments for my workday. If the customer’s first contact goes well, I use it to schedule a consultation.
Job Survey
If the consultation goes well, I survey the job. When I measure the job, I draw out the floor plan and record my measurements on the “Job Survey.†I also include details that will affect the amount of labor involved in the installation process.
Unit Estimate Sheet
This is the form I use to work up my estimate. Although this is the main form I set before myself, all of the numbers on this sheet must first be calculated on several others.
Estimate Checklist
First, using my “Job Survey†along with an “Estimate Checklist,†such as a version of the “CSI Estimator†(Construction Specification Index) that I tailor to my particular construction business; I determine which tasks I need to estimate for on my “Unit Estimate Sheet.â€
Quantity Sheet
This is the form I use to do material take-offs for larger or more complex projects. Using the measurements and other information from the “Job Survey,†I calculate the quantity of materials I’ll need on a “Quantity Sheet.†If I’ll only be installing one type of material, I skip this sheet altogether, since in that case it’s easier to simply calculate the quantity of material while filling out “The Job Survey.†I transfer this information onto the “Unit Estimate Sheet.â€
Cost Book
Once I have determined the amount of materials I’ll be installing, my “Cost Book†is of course what I refer to not only for the cost of the materials, but especially for the cost of the labor to install those materials. In the event I don’t have something in my cost book, I can use one available commercially, such as those by “Craftsman,†“MS Means,†or “Exactomate.†I transfer this information also onto the “Unit Estimate Sheet.â€
Office Directory
If I don’t have the specific material costs in my personal cost book, or if the material costs I’ve personally recorded are not up to date, I need to contact my supplier. Although it takes more time, actually asking my supplier for the price of materials is far more accurate than referring to one of the cost books available commercially.
The “Office Directory†is a directory I keep of all my suppliers, subcontractors, and consultants, including fellow contractors. If I have a question about material costs, I call my supplier. If I have a question about labor costs, I might ask a fellow contractor, a consultant, or even one of my subcontractors.
Quotation
The “Quotation†is a form I fill out whenever I’m asking for a quote on a price. While I would a supplier to fax me a price for specific materials, I might also end up filling out a “Quotation†while talking with a supplier over the phone. Depending on the type of supplier, if I’m in the area, I might even fill it out while visiting the store or rental center and checking the price myself.
I might also fill out a “Quotation†while on the phone asking a fellow contractor about a specific labor price. If I can’t find a specific labor price in my personal cost book, from a local fellow contractor or consultant, or a commercially available cost book, I might have to refer to a book or magazine as a last resort. Whenever I fill out a “Quotation,†I enter the quote, as well as the source.
If the job will involve subcontractors, I’ll also need quotations in the form of subcontractor bids.
-T
Transmittal Form<!----><!----><!---->
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If the job will involve subcontractors, I might have to inform them of the project. The “Transmittal Form†is a form I use to send them a short letter requesting them to bid.<!----><!---->
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Plan Log<!----><!---->
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If the project involves many subcontractors, “The Plan Log†is simply what I use to keep track of which subcontractor has received a set of plans to bid from.<!----><!---->
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Bid Log<!----><!---->
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If I’ll be choosing from a variety of subs, I use a “Bid Log.†This is where I keep track of which subcontractors I’ve requested bids from, which subcontractors have requested to bid for me (usually those who have purchased plans), and those who have already submitted their bids. The “Bid Log†will allow me to compare prices of the subs I have to choose from.<!----><!---->
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If I’m choosing from several subcontractors, but not too many, I use the “Bid Log†to keep track of the bids as well as the plans.<!----><!---->
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Subcontract Agreement<!----><!---->
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If I’ll be using my own contract for subcontractors, than each of them will receive a copy of the “Subcontract Agreement†with the plans.<!----><!---->
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Subcontract Policy<!----><!---->
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All new prospective subcontractors also receive copy of my “Subcontract Policy†that informs them of what will be expected.<!----><!---->
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Subcontract Transmittal<!----><!---->
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The “Subcontract Transmittal†is simply a short letter requesting a current certificate of insurance. When using my own contract for subcontractors, it serves as a cover letter to the “Subcontract Agreement†and shows the recipient how many pages are to be accounted for.<!----><!---->
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Contractor/Supplier Questionnaire<!----><!---->
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If I decide to use a subcontractor, the “Contractor/Supplier Questionnaire†asks a new sub for additional contact and licensing information I’ll need if I’m going to be responsible for another contractor.<!----><!---->
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Questionnaire Cover Letter<!----><!---->
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The “Questionnaire Cover Letter†is a cover letter I use for the “Contractor/Supplier Questionnaire.†Like the “Subcontract Transmittal,†it shows how many pages should be accounted for, but it’s also a courteous request for the recipient’s cooperation. When it’s sent to a contractor, it also serves to inform him he’s won the bid.<!----><!---->
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Subcontractor Insurance Verification Log<!----><!---->
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The “Subcontractor Insurance Verification Log†keeps track of which subcontractors have responded to the “Contractor Supplier Questionnaire,†and keeps all subcontractor insurance information in one handy place.<!----><!---->
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Rejection Letter<!----><!---->
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As a gesture of professional courtesy, I use the “Rejection Letter†to inform subcontractors that another subcontractor has won the bid.<!----><!---->-T
Cost Data Form<!----><!----><!---->
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The “Cost Data Form†organizes information from the “Quotation†similar to the way the “Quantity Sheet†organizes information from the “Job Survey. Like the “Quantity Sheet,†it is usually for larger or mare complex projects that require price quotations. Once I get all the price quotes I need to estimate a job, I enter them all on a “Cost Data Form.†This form will serve as a source to update my cost book. Once I’ve gathered all of the “Quotations†on the “Cost Data Form,†I then transfer this information onto the “Unit Estimate Sheet.â€<!----><!---->
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Overhead Calculations<!----><!---->
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Labor rates are based on the indirect costs of doing business itemized in “Overhead Calculations†for the year.<!----><!---->
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Historical Project Cost Sheet<!----><!---->
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If there were very similar projects I’ve done in the past, I can get an even better idea of how much materials and labor will cost by looking at the specific job costs I’ve kept track of on previous jobs with the “Historical Project Cost Sheet.â€<!----><!---->
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Estimate Recap Sheet<!----><!---->
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If I’ve estimated the job with on a unit price basis, the “Estimate Recap Sheet†could very well save me time in the future by combining certain unit estimates to equal certain job or assembly estimates that I might come across again. This way I don’t have to estimate every little project piece by piece, since I’ve already done that the first time.<!----><!---->
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Sometimes I might use this sheet before using the “Cost Data Form.†For instance, if I got a quote on a price for labor for a particular job, but not necessarily a quote based on units (e.g. Piece, Lineal Foot, Square Foot, Board Foot, or Cubic Yard), I use the “Estimate Recap Sheet†to convert it into one. This way I can still use the quote in my cost book on a unit basis.<!----><!---->
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Summery of Estimate<!----><!---->
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The “Summery of Estimate†is simply the estimate summarized in the way I want it to appear when I deliver it to the customer with the proposal.<!----><!---->-T
Man, I estimate projects in the hundreds of millions of dollars, and I don't have that many forms- I think you need to pare it down a bit....."Brilliance!! That's all I can say- Sheer, unadulterated brilliance!!" Wile E. Coyote- Super Genius
Which forms would you eliminate Bob?-T
small jobs..... maybe two pages of figures..... existing condition photos
one sheet of spreadsheet : labor matls subs equip burden overhead profit
one sheet Proposal
big job.......design contract separate..... then
24 categories...... 5 - 6 sheet spreadsheet
specifications......payent schedule..... contract
Mike Hussein Smith Rhode Island : Design / Build / Repair / Restore