Estimating With Electronic Documents

Kevin R. Miller, Ph.D.Brigham Young University

kmiller@byu.edu

Technology Assisting the Estimator

• Estimating loads are becoming more demanding.

• Estimate more projects in less time.• Electronic documents help estimators fight

back.• Electronic documents may help estimators

win more projects.

What Are Electronic Docs?

• Same thing as paper, just on a computer screen.

• Spec’s are typically PDF files.• Drawings are often TIF, CALS or DWF

files.

• They are not the computer automatically calculating all the quantities.

Creating Electronic Documents

• Generated directly from CAD or Word Processor – Generated from the applications in the exact same way

as paper documents. – The files that are created are Read-Only.– The PDF spec files can are searchable.

• Scan Documents– Readability issues.– Wasted resources.– Scanned specifications are typically NOT searchable

• OCR helpful but not 100%

Drawing File Types

• The print driver for each file format comes standard with AutoCAD.

ColorDesignersNODWG

B&WReprographics CompaniesYESTIF

B&WCorps of EngineersYESCALS

ColorDesignersYESDWF

ColorSOURCE OF FILESREAD-ONLY

FILE TYPE

PDF Drawings

• PDF– PDF files will work in some of the takeoff

software packages but may operate slower.– Multi page PDF files may or may not work

depending on the which takeoff software package is being used.

– PDF file creation is not a standard Autodesk print driver.

Electronic Docs Come From• Owners

– Corps of Engineers• Corps of Engineers on pilot project saved $20,000 in

reproduction costs.

– Federal / State Agencies

• Designers– Architects / Engineers

• Planrooms– FWDodge.com– Repromax.com Network or reprographic companies– SBR Technologies - Utah utbx.com– Builders Exchange network

Typical Costs to Contractors • The contractor pays a local reprographics

company to print the entire set of documents• Contractors prints only the sheets they need.• The contractor may elect to print smaller sheets to

reduce costs.• A free viewer is used to print the documents to

scale in-house.

• The above options does not represent a cost savings to the project, rather a cost shift is what has occurred.

Alternative to Printing

• Takeoff Viewers– Measurements are taken from the computer

screen.– Identifies what has been taken off.– An organizational structure can be used.– Integration with Estimating Software

Takeoff Viewer Features

• Digitizer like Features– Count– Lineal measurements– Area

Additional Features• Markups are placed on the documents.• The measurements are modifiable.• Review of takeoff easily accomplished.• Work Breakdown Structure• Highlighting• View multiple views at a time.

Electronic Document Benefits• Contractors can review the doc’s to decide

if they want to bid the project.• Receive project documents quicker

(Internet/Email). • Addenda docs are readable vs. faxed docs.• Better distribution to subcontractors.• Subcontractors receive a full set of plans

that they can keep.

Takeoff Viewer Benefits • Greater accuracy than digitizers.• Easier to identify where cost differences

occur in design/build projects.• Measurements are modifiable and stored.• All the measurements can occur before

calculating quantities.• Easier archival of documents.• Ability to overlay drawing changes.

Benefit to Estimators• Plan checkout time is reduced.• Plan return process is eliminated.• Takeoff time is reduced.• Standardized colors can be used for takeoff.• Takeoff review is visual.• Plans are easily taken with you, as well as the

takeoff tools.

Benefits for Clients

• Graphically designated quantities with the numerical quantities.

• Increased communication prior to construction.

• Limits liabilities.

Other Benefits of Using Electronic Documents

• Presentations to show staging and site considerations.

• Project Manager can verify estimate quantities.

• % complete calculations and provide support to the calculations.

• As-built drawings.

Google Earth and Takeoff Viewers

• Allows for preliminary site takeoff• GPS integration using .gpx files with Google

Earth• Layouts of site roads and utilities• www.earth.google.com

Screen Size Does Matter

• Minimum monitor size should be 17”.• Recommended 19” or 20” Viewable.• Screen resolution 1600 x 1200 or above.• Dual monitors are great.

– Plan view on one screen; details, schedules, specifications, or estimating software on the other screen.

Challenges

• Learning curve– Large curve until you start, then it is small. (half

a day or less to start using the software)

• Hardware 15” screens difficult to work with.

• Proprietary image file formats

• Getting the documents from designers without scanning

Takeoff Viewer Companies

Product Company URLOn-Screen Takeoff On-Center Software www.oncenter.com

Takeoff Tool US Cost Inc. www.uscost.com

Max View MaxView Corp. www.maxview.com

BidScreen XL (Excel Add-in) Vertigraph Inc. www.vertigraph.com

Elect. Doc’s in Education

• Greater accessibility to plans & specs• Reduced cost to students• Introduce students to more types of projects• Easier to show students the solutions.

• Require students to still use scales and digitizer.

Elect. Docs in Education Cont.

• Computer lab has 25 computers with dual screens.

• Faculty have gone to dual monitors.

• Industry is switching as a result of summer hires and graduates.