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New Project Setup

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Project File-Folder Organization 

  1. Receive plans and specifications from the Architect or Owner.

    1. Typically, plans will come via an FTP site or download link.
    2. The Department Head will send plans to the Lead Estimator or Administrative Assistant to create a new project folder and download plans. The Administrative Assistant will let the Lead know when they are ready for review.
  2. Create a New Project Folder
    1. Create a new folder on Y: Shared\ Precon\ Projects by copying and pasting the template folder “Y:\Shared\Precon\Forms\___Project Template - Full Structure.”
    2. Rename the “_Project Template Folder” per the below standards. For example, “3550 S Ocean-CONDO.” This is important so we can later refer to the projects by where they were located and what type of project they were.
      1. Project Name. Use the project name on the plans. Try to abbreviate where possible to keep the file path short.
  3. Create a New Folder for the Existing Project
    1. For an existing project, you will need to go to “Y: Shared \ Precon\ Forms\___Project Template Folder -Full Structure.” Open this folder and copy only the “01-xx Estimate” folder.
    2. Rename the “01-xx Estimate” folder by going into the Preconstruction Log in Smartsheet and matching the last (2) digits of the project number for this deliverable, i.e.….03-80% CD Set. This is to ensure that the information stays separate for each deliverable requested per project.
  4. Save downloaded documents in the “From owner/arch” folder:
    1. All documents are saved here the way they came in from the owner/architect.
    2. The folder name is to be dated RECEIVED to KAST (YYMMDD format), followed by a description (initial, Conceptual, SD, DD, permit, etc.).
    3. If several documents are received within a day or so of each other and nothing has gone out to the subs yet, they can be combined in one folder or saved in separate folders. Some examples below:
      1. The initial bid docs were sent in three separate emails over three days. Save all three in the same folder with the date of the most recent email.
      2. A revised set of plans is issued within 3 hours of the initial set and saved in separate folders.
    4. Save the email(s) with the plan link or attachments from the owner/architect in the same folder as the documents.
    5. The Lead Estimator typically will review the package for any obvious missing items (Geotech report or civil sheets). Check the plan index and specifications in the Table of Contents for any items not received. Below are some typical bid documents for reference:
      1. Specifications – plans or book
      2. Survey
      3. Geotechnical Report
      4. Matrix – Unit, Parking & Square Footage
      5. Civil
      6. Landscape
      7. Irrigation
      8. Hardscape
      9. Architectural
      10. Interior Design
      11. Structural
      12. Mechanical
      13. Plumbing
      14. Gas
      15. Fire protection
      16. Electrical
      17. Fire Alarm
      18. Data/Phone/Access Control/AV/CCTV/Intrusion Alarm
      19. Specialty-Food Service/Pool Drawings
  5. Organize and stamp documents in the “Working Folder”:
    1. There are two possible scenarios for the use of the information received:
      1. An estimating exercise that requires the use of Procore:
        1. The Lead will move the organized information from the folder called “from Owner” to the folder named “Procore upload.”
        2. The Lead will inform the Procore Help Team of the project name, general information, and location of the drawings so they can use that information to create the job in Procore.
        3. As the project progresses, the same approach will be used for clarifications/ addendums and new sets.
      2. An internal quick budget, where the project won’t go to Procore or subcontractors. For these, please refer to the project manual, section 16-d, for the “On-Screen-Section” project setup.
    2. Once the information is organized:
      1. The lead will move the necessary information “from Owner” folder to the “Working Folder.” It will be placed in the “YYMMDD ITB Template” folder and then organized per the (3) folders within that folder (Dwgs, Misc-RFI-Etc, Specs). Please delete if one of them does not apply.
      2. The lead estimator will create the project narrative using the template. This document has highlighted all the areas, so the description matches the scope of work for each project. (Please leave it in Word format)
      3. The lead estimator will create the trade responsibilities for the project using the template. This document has a tab for each team. (Please leave it in Excel format)
      4. Subfolders of ITB
        1. “Dwgs”
          1. Individual sheets are preferred. Rename files with sheet number, then sheet name (A-101_Floor Plan).
        2. “Specs”
          1. Organize and rename so it is easy for subs to locate what they need.
        3. “Misc-RFIs-etc”
          1. For all other bidding files.
        4. “NOT ISSUED”
          1. This folder can be used for drafts or Word/Excel versions of anything issued
  6. Move organized documents to the “To Subs” folder (The estimating assistant typically does this process). Be sure to delete any combined files (the combined files should remain in the “Working Folder”). Also, be sure that a PDF version of the Narrative and Trade Responsibility Sheet is in the “To Sub” folder.

ITB & Clarifications

  1. Clarifications
    1. All revisions should be saved in the same format as the original plans in “from owner/arch.” The lead estimator should then organize them in the “working folder” per items #2 and #3 in this training module.
    2. All revisions should be named “Clarification” and followed by a sequential number starting with 1. A clarification can contain multiple addenda or no addenda.
    3. Lead to provide a Clarification narrative from a template in the “Working Folder.”
    4. The assistant estimator will take the information from the “working folder” to the “to subs” folder and proceed with the same approach as described in point “d” above.
    5. A clarification could be as simple as a bid date change or multiple addenda issued.
    6. If plans are done in Revit, the Lead estimator should request the Revit Model with every drawing revision
    7. This information needs to be shared with the Procore Help Team, too.
  2. Print Plans & Specifications
    1. Estimating Assistant to send an email with plan link to Reprographic Solutions (wpb@repro718.com or 561-640-5450) to print a half-size set, separated by discipline, so the team can share according to their trades. If more sets are needed, please request them via email to the Estimating Assistant. The plan organization in step #3 will ensure that plans are printed in proper order.
    2. Estimating Assistant to print specifications in the house or use a printing company.
      1. Confirm with the lead estimator how many specification books are required. We usually just need one or two. Consider printing on 3-hole punch paper to avoid hole-punching later.
      2. Make one binder for the team to share.
  3. Invitation To Bid
    1. Create iSqFt Project
      1. Go to the Projects tab and select “Create New Project” from the drop-down menu; a dialogue box will open, allowing you to enter project information.
      2. Enter the project name from the plans; when possible, try to make the project name match the plans to avoid confusion with the subcontractors on the name of the project. Enter the project location, and if the narrative and trade responsibilities are ready, enter that information in the dialogue box as well and click the “create project” button. Leave the legal title blank.
      3. Project description. This is the project narrative written by the Lead Estimator.
      4. Location. Enter the street address, city, state, and zip code. This will automatically determine the county for you, which will help you select the subcontractors based on which ones work in that county.
      5. Construction Type. Enter the type of construction if different than new construction (default).
    2. Add Documents
      1. In the “Drawings” folder, you will upload from the “Dwgs” in the “To Subs” folder
      2. In the “Specs” folder, you will upload from the “Specs” folder in the “To Sub” folder
      3. In the “Other Documents” folder, you will need to upload all items from the following Y:\Shared\Precon\Forms\Docs for ITB. These should include Exhibit X, KAST Subcontract, Exhibit C, KAST Sample COI, Textura, and CCIP Insurance. You will also upload the “Trade Responsibility,” which should be in a separate folder within this folder.
    3. Sending Invitation to Bid
      1. Checklist to ensure ITB is ready to be sent:
      2. Confirm with the Lead estimator to determine if they are to be “cherry-picked” or advanced search methods for all subs that match the project criteria (location and trade codes).
      3. Be sure you have changed the Lead Estimator and the subdue date in the “Details” tab on iSqFt. (If applicable, click to add the project to the iSqFt Plan Room; it is located where the sub-due date is)
      4. All plans and specifications or any other applicable files are uploaded.
      5. All applicable trades have been added to the project per the Trade Responsibility sheet.
      6. Once you have checked all the items above in this section and it is ready to send, you can start to select subs using the following steps.
      7. Under the bid management tab, click on the Add Bidders button. Then select “Advanced Search” in the drop-down.
      8. Change selection from “by trade” to “by company.”
      9. Then select to add the surrounding counties and click the search button.
      10. You will see several pages of subcontractors come up. Select all subcontractors and add to the project
      11. Do not add the first group, which is paid iSqFt subscribers (Our subs will have a little orange guy symbol)
      12. Add all from one page and go to the next page to select all before clicking add to project
      13. Once all bidders are selected it will take you back to the Bid Management screen here you will see a button “issue xxx invitations” click the button.
      14. Next will come to a new screen, click on the “Recipient” tab and be sure to click “Email Only”. Then you will go to the “Preview” tab and highlight the entire page. You will right click and select copy, open an email in Outlook and paste the preview. This email will be sent to the Lead Estimator, Project Team and Head of the Department.
      15. Now you are ready to click “Send Transmittal”
  4. Subcontractor’s proposals –Most jobs, whether they are a hard bid or not, have multiple rounds of pricing. It is very important that each estimators save proposals in their individual trade “history” folder and keep the scope sheets organized by date and all the emailed proposals. For example:

The goal is: only the latest proposals and emails clarifications should be in the individual trade folders.