By automating a tedious, time-consuming, and error-prone process, estimating and bidding software opens the door to higher productivity and more profits.
The idea behind most technological advances is to replace the old with something that is easier, faster, or better. Computer software for calculating material takeoffs and preparing bids on grading and excavation projects represents a giant leap forward in all three areas. This technology can do everything you can do by head and hand, using protractors, slide rules, and calculators—only it does it with much less effort and with greater speed to boost your productivity. Even more importantly, it can result in a much more accurate bid to boost your profitability.
In some cases, the data generated by this software can also be used in other programs for site layout and GPS for controlling blades on your dozers, excavators, and motor graders.
Construction estimating and bidding software has been available for the past 20 years or so. Still, despite the benefits, grading and excavation contractors have been slow to adopt this technology.
“Our biggest competition isn’t other software programs but people who are still doing their project estimates the old way,” says Steve Warfle, project manager for Insite Software. “This technology is well proven. Once people get over their fear of it and see how it increases their productivity, they don’t go back to the other ways.”
The Easy Way
The software makers say that they have designed their products for use by people who actually prepare construction project bids, not for computer experts. Matthew Anderson, marketing director for Quest Solutions, offers a hands-on clinic to acquaint trade show attendees with some of his company’s software. “They can see for themselves how easy it is to use these programs,” he says. “They can be doing takeoffs and understanding how the program works in as little as 30 or 40 minutes. You don’t even need a keyboard. If you can operate an ink pen, you can operate this software.”
He’s referring to two key reasons for the ease of using many of these programs: a pen-like electronic stylus and a digitizer. The digitizer is a tablet or board, measuring about 4 feet by 3 feet, in which a wire mesh grid has been embedded. After placing the site plan on the tablet, the stylus is used to trace over the features of the plan, such as existing and proposed grades and elevations. In doing so, the tablet’s grid picks up a current from the stylus, and the coordinates of this tracing device are passed on to the computers. The software then converts this information into actual measurements of area, length, and volume of the features traced. Compare that to the traditional, time-consuming practice of drawing 50-foot grids on a site plan, figuring the thickness of cuts and fills, and dividing by 27 to get the cubic-yard quantities for each and every one of those grids.
The More Accurate Way
The more precise your job bid, the better your chances of making money on the project. Harnessing the power of a computer eliminates transposed numbers, tricky calculations, math mistakes, and other variables that can lead to inaccurate and costly errors in measurements, quantities, and costs.
The Faster Way
The ability of computers to handle even the most complex cut-and-fill calculations at electronic speed can dramatically reduce the time you spend on takeoffs. In fact, it’s not uncommon for contractors to report that these software programs enable them to generate complete takeoffs in half the time and often much less than they used to spend using conventional methods.
The Newest Way
The latest advance in the speed and accuracy of takeoff software is the elimination of the digitizer. For example, InSite SiteWork includes a Paperless CAD Take-Off for importing CAD files. Today, almost every construction engineer designs a site plan using CAD. This plan is then printed out and distributed to a grading and excavation contractor for a bid. Using a digitizer, the estimator then converts this paper plan back into a digital form similar to the one used to create it in the first place. The Paperless CAD Take-Off feature eliminates that reconversion.
It allows you to go from a CAD file to a complete takeoff without having to actually use a CAD program. This feature allows you to import information on existing and proposed grades and subgrades as well as soil borings and topsoil stripping from AutoCAD files. You can use it in place of or in combination with a digitizer. Because data imported from a CAD file are exact translations of the design files, the data developed with this feature can be used for generating stake-out and machine-control files.
“Once you learn how to use a digitizer, you can learn this CAD-based process in very little time,” says Warfle. “A complex takeoff that would require several hours to do with a digitizer can be completed in a fraction of the time using this feature.”
It also boosts accuracy. As Warfle points out, the width of a pencil line on a 50-scale plan represents a width of about 1 foot on the ground. “Just printing out a paper plan and putting it back into the computer using a digitizer can lead to inaccuracies,” he says.
Using the Software
Estimating software programs are available in two basic types: those based on AutoCAD and those that aren’t. Generally, if you’re experienced in using AutoCAD programs you’ll probably feel more comfortable with this format. These estimating programs feature the same type of menus, pull-downs, and commands. However, if you not already familiar with AutoCAD, you’ll probably find that the non-AutoCAD programs are easier to learn.
These programs are more than a takeoff or estimating tool. They can share data with other software programs that you may use for scheduling, accounting, and project management.
You can use this software with a desktop or laptop computer. Typical requirements include at least a 2-gigahertz or higher central processing unit (Intel Pentium 4 or AMD Athalon), and a 512-megabyte system memory. Large CAD files can require a gigabyte or more.
You have a choice of two types of digitizers for software that uses them. Tablet digitizers provide a rigid table for holding the site plans and operating the stylus as you trace over the plan. A roll-up digitizer, a portable version of a tablet digitizer that you can use with a laptop computer, lets you work in the field, the plan room, or the job-site trailer as well as in the office.
To help contractors and estimators adopt this technology, the software makers offer a variety of training options. Depending on the company, they may include training videos and tutorials, classes in selected locations, private classes, and online training sessions. Quest Solutions makes several different estimating and bidding software products. It offers a one-day basic class for one of its takeoff programs and a two-day basic class for its other core product, an estimating program. “These two products are often used together,” says Anderson.
A Closer Look
A number of estimating software programs are available. Here’s a look at some features of two of them to illustrate how they can differ in their approach to calculating takeoff quantities and helping you prepare your project bid.
InSite Software
InSite SiteWork is designed for earthwork and utility estimating. It calculates cuts and fills, stripping, strata quantities, subgrade materials, topsoil respread, areas, lengths, trench excavation, and backfill.
To give you an idea of how it works, the takeoff enters the existing and proposed contours and spot elevations by digitizing or CAD import. Next, you use the stripping feature of this program to figure quantities of topsoil, unsuitable soil, or demolition material to be removed. You digitize the perimeter of the area to be stripped. Then, by inserting the appropriate number in a drop-down menu, you indicate the depth of topsoil or other material you want to strip, say, 8 inches. In the case of poor subsoils, you can also enter soil-boring information to indicate which strata you want to remove. The program calculates the strata removal indicated by the boring information. On the other hand, if you’re demolishing a paved or a building pad, you trace around the area, enter the overall thickness of the demolition in the drop-down menu, and itemize the individual materials. This program automatically gives you the material volumes.
The program’s subgrade feature allows you to account for areas like parking lots and building pads, and for replacement topsoil. Assume your site has all three of these features. To begin figuring topsoil quantities, trace the perimeter of the topsoil replacement footprint with your stylus. Then, in the drop-down menu enter depth of topsoil, say, 4 inches below the proposed grade. The program will automatically calculate the replacement volume of topsoil needed. Next, trace the perimeter of the footprint for the parking area and enter the thickness of the paving material. The area and elevation of the subgrade for the building pads are done in a similar manner. The program automatically subtracts the parking areas and building pads to provide the total quantity of replacement topsoil. The proposed grades and subgrade areas are independent of each other. So, if the grades change, revising the quantities is a matter of simply changing the values for the grades in the drop-down menu. Similarly, if the footprint of the subgrade changes, you just run the cursor around the perimeter of the new area.
Another handy feature is the program’s Dynamic Site Balancer. It allows you to answer a frequently asked question: What is the best way to balance cut-and-fill without affecting the desired drainage or creating an eyesore? As Warfle notes, seldom is adjusting the whole site the most economical alternative, and rarely can you adjust a design surface without altering drainage of the site. Usually, it’s best to adjust a seeded area, retention pond, or ball field, either up or down. “The Dynamic Site Balancer allows you to adjust the whole site, individual design surfaces, or areas traced freehand to achieve the desired site balance, and make a presentation of the change,” he says.
It’s one thing to calculate excavation and backfill quantities when the depth of a utility below grade remains constant, as is the case with water or conduit. But what if the depth of the ditch changes as the elevation of the terrain above the ditch changes, such as the case with sanitary and storm sewers? The Terrain-Link Trenches feature of InSite SiteWork handles both scenarios, Warfle says.
The program generates a variety of reports to provide complete numbers on all aspects of the site. Also, they can be exported to spreadsheet and many estimating or bidding software programs.
The cut-and-fill report, for example, includes the amount of compacted material required onsite, quantities of expanded materials to be hauled, and total amounts of imported fill and exported materials. To better visualize the site, the program provides a variety of three-dimensional views of surfaces, such as existing, proposed, and subgrade, as well as each strata and cut-and-fill. It also gives cross-sectional and plan views of various aspects of the site plan.
The detailed graphics are used to demonstrate the competence of the takeoff and avoid disputes between the engineer, general contractor, and other contractors.
InSite SiteWork can also be combined with InSite’s Field General construction layout program to use point data to prepare the site for stake points with traditional data collectors and positioning equipment (traditional two-person total station, robotic total station, or GPS) and to export models of the site to GPS machine-control systems.
“They work seamlessly together,” says Warfle. “This way you can tweak the takeoffs you’ve already done for machine control, rather than developing an entirely new machine control model.”
Quest Solutions
Quest Solutions’ takeoff and estimating softwares include two primary products—Estimator and Earthworks—and a variety of special applications programs.
Estimator is designed to complete the bid from start to finish, printing the final bid. It is integrated with several online Invitation-to-Bid (ITB) systems and includes six screens:
Takeoff—Using a stylus pen and digitizer board, you trace over your site plan to generate measurements and quantities. The program provides access to several different takeoff tools to digitize lines and areas as well as to count items. The program also provides the ability to customize line styles and symbols.
Notepad—This quick-reference tool lets you organize your takeoff information in a basic spreadsheet format. It provides a list of all takeoff items along with quantities and units of measurement. You can also add your own notes. “A single mouse click lets you sort items, convert from one unit of measurement to another, or get sum totals for your quantities,” Anderson says.
Database—This screen stores all information related to your cost items. You can customize the database to fit your business practices, and it works with other databases, such as Excel spreadsheets. It holds an unlimited number of cost items, and you can edit details for each to reflect changes in your actual costs. You can also use it to track historical cost data.
Estimate—This feature combines quantities from the takeoff screen with cost item information from the database to calculate your job totals. Among other actions, it lets you quickly apply changes to broad classes of cost items rather than updating each cost item individually.
Alternates—“Alternates are a great way to play the what-if game and show your clients the cost impact of adding or removing particular cost items,” Anderson says. “Simply add an alternate cost item, then change its status—pending, accepted, rejected, et cetera—as it moves through the approval process. Once it’s approved, it’s immediately added to the estimate. There’s no limit to the number of alternates you can consider and include, and all alternate cost items are fully
customizable.”
Summary—This is where you can subtotal costs from your estimate, organized by work breakdown structure codes. You determine which codes to subtotal. You can also use this screen to set baseline costs and compare any changes in the estimate to those baselines.
Calculating Cut and Fill
Earthwork, Quest’s cut-and-fill measuring system, features AutoCAD integration. It includes seven screens:
Takeoff—Using a stylus pen and digitizer board, you trace over your plans, once for existing elevations and once for proposed elevations to generate accurate cut-and-fill quantities. “Different takeoff tools enable you to easily digitize contours and count items, like borings,” Anderson explains. “You can even import your takeoff information directly from AutoCAD or data collector files, or export your cut-and-fill quantities directly to Estimator.
Area—In Earthwork, an area is a section of your job site for which you plan to calculate cut-and-fill totals. This includes the site perimeter, job phase, or special construction areas like building pads, retention ponds, and parking lots. Digitizing areas works the same way as digitizing contours. You trace your existing layer once and your proposed layer once. You can raise or lower the elevations in an area and strip or replace topsoil.
3D—The 3D view gives you a bird’s-eye perspective of your existing and proposed elevations. You can rotate the view to see your site from almost any angle and zoom in for extra detail or zoom out to get the big picture. You can color-code the view by elevation or by cut-and-fill amounts. The Flyby feature gives you a overhead tour of the site at the altitude and speed you select.
Section—This screen provides a cross-section view of elevations between any two points on your site. “Because you can see both existing and proposed elevations simultaneously, you’ll get a quick idea of just how much cut or fill will be required for any section of your job site,” says Anderson. “You can set the station interval as high or low as you need. What’s more, your sections are not limited to straight lines between two points. You can generate profiles consisting of any number of points to profile your site perimeter, for example, or the perimeters of any special construction areas.”
Grid—The grid view displays your elevations and cut-and-fill amounts in a gridded format. You can choose any predefined area to view, like site perimeters, phases, or special construction areas. You’ll see totals for cut and for fill, with the net amount available in the corner.
Summary—This screen provides a complete breakdown of cut-and-fill quantities by area and layer (existing and proposed). The breakdowns include the measured quantity, swell and yield factors, and adjusted total quantity. “The Balance feature enables you to balance your entire site in just a few seconds,” Anderson says. “You can raise or lower proposed grades to reduce or eliminate import or export. You can’t always do this. But, when you can, it’s a nice way to save clients money.”
Layout—This window lets you offset and stake lines in either the proposed or existing layer and generate staking reports. Then you can export your staking report to a data file that can be loaded by a GPS or laser-total station.
Quest’s takeoff program lets you generate takeoffs directly from a digital plan, rather than a paper blueprint, by eliminating the digitizer board.
“You can use your computer mouse to digitize directly over the electronic image of the job’s blueprints on your computer screen,” says Anderson. “It makes the estimating process much more mobile. You can take your work with you to the job site, to the client’s office, or on the road. And, because digital plan files are made of bytes and not paper, it’s easy to keep a digital archive of every bid.”
The Payoff
The cost of estimating and bidding software and digitizer hardware can often approach $10,000 or so. Still, when you consider the increased quality and value of your bid that this technology can produce, the purchase easily pencils out, notes Warfle.
“If your bid is too low and you win the job, you lose money,” he says. “And if you bid too high and fail to get the job, you don’t make money. Either way you won’t stay in business.
“By reducing the risk of a costly mistake on your bid, this management tool more than pays for itself. For example, let’s say your lump-sum bid on a half-million-dollar project using traditional estimating methods is off by 15%. At that point, our software looks real cheap. Equipping estimators with this type of software and providing them the training to use it properly can offer a much higher return on investment than any piece of construction equipment.”