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Drive Folder Structure

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General Note: Move old files to the "_History" folders. Keep the most current versions of files in the main folders.

  1. Forms
    1. ___Project Template – Full Structure
      1.  
        1. The primary folder structure is copied to the "Projects" folder for new projects.
        2. The only files in this folder tree are below. They all have the Word template in them, which should be removed when you edit, so we know it's not just the template file.
          1. Bid docs – Narratives and trade responsibilities
          2. Document logs
          3. Bid tracker Blank Templater. Also, you will find the WPB/Mia Bid sub tracker.
          4. Div 1 Bids that carry from project to project
          5. Topo elevations
      2. _Contract exhibits
        1. Precon agreement
        2. Contracts & Exhibits
        3. Make subfolders for different contracts
      3.  _Pre-Con Schedule
        1. Design Schedule and schedule for activities up to the start of the construction schedule.
      4. 01—The main folder for the first effort should be 02, and the new folder should be 03 for the second effort. This matches the last two digits of the project number in the Smartsheet precon log.
        1. Bid docs - See New Project Setup (2.0) for more details.
        2. Costs-GCs-Q&A
          1. Reference projects - Estimates used as the basis for the budget.
        3. Document Logs
          1. Document Log Drawing– Use Procore export into this template when possible
          2. Document Log Specifications – Add misc docs to this log
        4. Logistics
        5. Mtg Docs – Agenda, Meeting Minutes, etc
        6. Owner presentation
          1. Create a folder for each submission. Save the folder with the date submitted and the description (210101 Initial Budget). You MUST also save a copy of the email sent to the Owner and the attachment.
        7. Permitting
          1. Permits
          2. Any permit review comments & responses
        8. Photos
          1. Folder for each site visit. Save the folder with the date taken, then the initials of the photographer, then the description
        9. RFIs – Logs, RFIs submitted, RFI responses, associated emails
        10. Schedule - Construction Schedule
        11. Subcontracts – See Standard Bid Procedures (03.c) for more details.
          1. _Sub Mgmt: Sub lists and coverage reports
          2. 00-Trade: Scope sheets and sub-bids within each trade folder
            1. Add folders as needed for the project to keep bids organized.
        12. Take-offs & Coordination
          1. Overlay
          2. OST takeoffs or Bluebeam takeoffs. See OST training for what to save.
            1. Save files with estimator initials at the end of the file name.
        13. VDC
          1. This folder keeps the project models and/ or any information related to the BIM department.
    2. __Project Template – Schematic Only
      1. A limited folder structure was copied to the "Projects" folder for high-level budgets, and there was less confusion about needing to look through multiple empty folders to confirm their emptiness.
    3. _History
      1. Old versions of documents are in this folder. Typical to all folders on Y Drive.
    4. Contracts
      1. Subcontract for going out with bid docs
      2. Other contract references
    5. Cost Codes
      1. Templates for subcontractor codes for isqft.com and subcontractor trade folders
    6. Doc for ITBs
      1. Files are sent out with ITB in a folder called "KAST Requirements." All files in the main folder plus one of the files from the insurance folder are CCIP or OCIP (currently only Kolter OCIP program). Still, you can send out the provided OCIP document instead if it exists or typically sends out CCIP as a placeholder for OCIP.
    7. Document & Constructability Review – Plan Review and milestone requirement templates
    8. Logos
    9. New Employee
      1. Bluebeam Tools & Stamps
        1. Templates for the initial addition to BlueBeam are needed to stamp plans.
        2. Tools for Area Takeoffs
        3. Template for BlueBeam Set categories
      2. OST Database Template
    10. Owner Presentation
      1. Files are needed for deliverables to the Owner that may apply to some but not all projects.
    11. Permitting
      1. Permit fee requirements by AHJ. The Estimating Coordinator manages this.
    12. Scope Sheets – Scope sheet templates
    13. Q&A Templates -Source for schematic budgets, qualifications, and assumptions.
    14. RFI Log -Templates, Word, and Excel for requests for information.
    15. Value Engineering – VE master template and VE
    16. Other Template Files in the Main Folder
      1. ***Rename all files with the date, project name, etc., when copying them to the project folder.
      2. Builder's Risk Quote
      3. Estimate Template
        1. Rename with date, Project name, KAST, and description (210101 Loftin Place – KAST 50%DD Budget.
      4. Estimators phone extensions.
      5. Finish Schedule
        1. This template is set up to do takeoffs by unit type and have them expanded for project totals.
      6. Google Earth -how to find current and past KAST projects
        1. There are three versions: all Florida, West Palm, and Tampa.
      7. Hotel responsibility matrix
        1. If a Team is working on a hospitability project that does not include a matrix for the items provided by the Owner, this is a good template.
      8. KAST phone list.
      9. New prospective project announcement. For Business Developers to get more info when bringing a project to precon. If they don't give this info, ask these questions.
      10. Qualifications & Assumptions
        1. Rename with date, Project name, KAST, and description 210101 Loftin Place –  50%DD Q&A.
      11. Schedules for precon activities in Excel and MS Project
      12. Schedule Structural Calculation Template – Use the form to calculate the duration of the structural schedule for the project.
      13. Temp Power Survey – PDI document to calc temp power load
      14. Turnover Meeting
  2. Historic Cost
    1. Historical cost by project type
    2. Historical unit cost spreadsheet
  3. Logs
    1. Project log with all revisions saved. Old projects are not deleted but moved down to History by the date they are submitted so they can be searched for historical information.
    2. Lead updates are the weekly project update files sent to the Department's Head.
  4. On Screen Take Off Drawings
    1. Individual and department OST databases
    2. Plans connected to OST estimates are duplicated here for a few reasons:
      1. OST plan folders cannot be moved, so this is the static location for plans.
      2. OST creates subfolders and tiff files that would create confusion in the project folder structure
      3. Allows for a more straightforward organization to match the OST project names
  5. OST Databases
    1. This is the folder that contains the On-Screen-Takeoff database from each estimator.
  6. Post-Mortem
    1. Post Buy and Post Mortem meeting minutes and attachments
    2. Folders are Project Name and Year-quarter the project completed
  7. Projects
    1. This folder currently divides the projects between:
      1. East – Miami/ West Palm offices.
      2. West -Tampa office.
    2. The process of dividing the jobs between East and West started in 2022, so to find a project from 2022 or before, this is the folder to see it. The projects in this folder are organized alphabetically.
  8. Subcontractor
    1. Preliminary info from subs
      1. Save requested info from subs here, project lists, financial/bond info, etc. Save the entire email and rename it with sub name, date, and description (Anthony's Closet 170101 Project List)
    2. Prequalification Forms – Used by the Administrative Assistant in charge of Subcontractor Prequalification.
    3. KAST Awarded Sub List is updated frequently to keep a current list of current and past subs. The database goes back to 2010.
    4. Preferred Sub list – Subs who bid on standard project types.
    5. Specialty subs when looking for a specialty item that there is not a specific cost code.
  9. Training & SOP
    1. Sign-in sheets. Blank and completed sign-in sheets. Email or drop off sign-in sheets for the HR department.
    2. Trade Specific Topics
      1. Organized by Division and then traded for reference material about trade.
      2. There is also some general info about bldg in division 01. codes, legal, etc
    3. Training Table of Contents and Modules to match TOC format.
  10. Vendors
    1. Contains information from some of the estimating vendors: Draper (3rd party schedule), OST (takeoff software), Togal (takeoff software)…
  11. WINT
    1. This is a 3rd party service that KAST will include in all multifamily projects. It is a 24/7 monitoring service that will make sure to report any plumbing leak during construction.
    2. Up to 100% Design Development drawings, KAST typically will carry an internal budget for this service.
    3. At a 100% DD or higher level of drawings, the lead estimator will send a request to WINT for:
      1. The plumbing hardware will have to be shared with the plumbers so they can add the cost of the hardware and installation,
      2. The software costs for a year.