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Estimator Workflow

This guide walks you through the complete bid lifecycle from the moment you receive a Request for Proposal (RFP) through final bid submission.

The Complete Workflow​

🔍 Click diagram to expand

Phase 1: Pre-Bid Setup​

Step 1: Review the RFP​

When you receive an RFP, gather and review all documentation:

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RFP Checklist:

  • Plans and specifications
  • Project timeline and milestones
  • Site location and access
  • Special requirements (tax exempt, prevailing wage, etc.)
  • Bid submission deadline
  • Payment terms
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Create a project folder on your computer with all RFP documents before you start estimating in ForgeX.

Step 2: Site Visit (if applicable)​

For concrete work, site conditions matter:

  • Check soil conditions
  • Identify access constraints
  • Note existing utilities
  • Document haul distance for concrete delivery
  • Take photos for reference

Phase 2: Create the Bid​

Step 3: Create or Select Client​

New Client:

  1. Click Dashboard → "New Client"
  2. Enter client details:
    • Company name
    • Contact email
    • Phone (optional)
  3. Click Save

Existing Client:

  • Select from the client dropdown when creating bid

Step 4: Create the Bid​

  1. Click "Add Bid"
  2. Fill in bid information:
FieldDescriptionExample
Bid NumberYour internal referenceB-2025-042
Job NameProject name from RFP"Downtown Parking Garage"
LocationJob site location"Houston, TX"
ClientSelect from dropdownABC Development Corp
Tax ExemptCheck if client is tax-exempt☑️ (if applicable)
Per Diem EnabledFor out-of-town jobs☑️ (if > 50 miles)
  1. Click Create Bid
note

Tax Exempt removes sales tax from all taxable items (concrete, materials, equipment rentals). Double-check the client's tax status before creating the bid.

Phase 3: Break Down the Work​

Step 5: Add Scopes​

Scopes represent distinct work areas or phases. Break your bid into logical scopes:

Example Scopes for a Parking Garage:

  • Foundation (footings and grade beams)
  • Elevated Deck Level 1
  • Elevated Deck Level 2
  • Elevated Deck Level 3
  • Ramps and Stairwells
  • Curbs and Wheel Stops

How to Add a Scope:

1
Open Your Bid

Click on the bid from your dashboard

2
Add Scope

Click "Add Scope" button

3
Enter Scope Details
  • Name: Descriptive name (e.g., "Elevated Deck Level 1")
  • Shape: Select the primary shape (Prism, Cylinder, or Custom)
  • Multiplier: Use for repeated identical areas
    • Example: 4 identical stairwells → set multiplier to 4
4
Save Scope

Click Save to create the scope

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Scope Multiplier is powerful for repeated work. If you have 5 identical foundation piers, create ONE scope with multiplier = 5. All costs automatically scale by the multiplier.

Phase 4: Estimate Each Scope​

Step 6: Add Estimation Items​

For each scope, work through the 6 estimation modules:

📦1. Concrete Module

What to estimate:

  • Slabs, footings, walls, piers
  • Dimensions and cubic yardage
  • Rebar size and spacing
  • Mix design

See: Concrete Module Guide for detailed instructions

👥2. Labor Module

What to estimate:

  • Crew composition (foreman, operators, laborers)
  • Hours per day and total days
  • Labor rates (auto-filled from admin settings)

See: Labor Module Guide for detailed instructions

🚚3. Equipment Module

What to estimate:

  • Rentals (dozers, excavators, etc.)
  • Fuel charges
  • Delivery fees
  • Formwork (if applicable)

See: Equipment Module Guide for detailed instructions

📦4. Materials Module

What to estimate:

  • Formwork materials (plywood, lumber)
  • Supplies and consumables
  • Waste factors

See: Materials Module Guide for detailed instructions

🤝5. Subcontractor Module

What to estimate:

  • Concrete pumping
  • Joint sawing
  • Other subcontracted work

See: Subcontractor Module Guide for detailed instructions

➕6. Misc Module

What to estimate:

  • Permits and fees
  • Testing and inspection
  • Other costs not in other modules

See: Misc Module Guide for detailed instructions

Estimation Best Practices​

📋

Work Systematically

Complete one scope at a time, finishing all modules before moving to the next scope.

📦

Use the 3D Viewer

For complex concrete layouts, use the 3D viewer to visualize item positions and elevations.

🔗

Link Scopes

For related scopes, use scope linking to inherit dimensions and settings.

💾

Save Frequently

ForgeX saves automatically, but review costs frequently to catch errors early.

Phase 5: Review and Adjust​

Step 7: Review Costs​

After adding items to all scopes, review the bid totals:

  1. Navigate back to Bid Detail page
  2. Review the cost summary at the top
  3. Check each scope's total
  4. Verify the Grand Total includes overhead and profit

What You'll See:

┌─────────────────────────────────────┐
│ Downtown Parking Garage             │
│ ABC Development Corp • Houston, TX  │
│ Total: $847,234.50                  │ ← Final bid amount
└─────────────────────────────────────┘

Scope Breakdown:
├─ Foundation: $120,450.00
├─ Elevated Deck Level 1: $215,890.00
├─ Elevated Deck Level 2: $215,890.00
├─ Elevated Deck Level 3: $215,890.00
└─ Ramps and Stairwells: $79,114.50

Cost Rollup:
├─ Subtotal: $726,934.00 (all scopes + module markups)
├─ Overhead (10%): $72,693.40
└─ Profit (5%): $47,607.10
─────────────────────────
Grand Total: $847,234.50
note

Cost rollup happens automatically every time you add, edit, or delete an item. The bid total always reflects your latest changes.

Step 8: Adjust Bid Settings​

If you need to adjust pricing variables for this specific bid:

  1. Click "Bid Settings" button
  2. Review all variables (overhead, profit, labor rates, etc.)
  3. Edit any variable:
    • Click "Edit" next to the variable
    • Enter new value
    • Click Save
  4. Watch the bid total recalculate automatically

Common Adjustments:

VariableWhen to AdjustExample
Overhead %Competitive bid, reduce margin10% → 8%
Profit %Client negotiation5% → 3%
Labor RatesPrevailing wage jobStandard → Prevailing
Tax RateDifferent jurisdiction8.25% → 6.25%
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Changes in Bid Settings only affect THIS bid. Other bids are not impacted.

Phase 6: Final Review & Submit​

Step 9: Final Quality Check​

Before submission, verify:

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Pre-Submission Checklist:

  • All scopes have items in all applicable modules
  • Concrete cubic yardage matches takeoff calculations
  • Labor hours and crew size are realistic
  • Equipment rentals include fuel and delivery
  • Subcontractor quotes are current (not expired)
  • Bid total is competitive but profitable
  • Tax exemption status is correct
  • Overhead and profit percentages are appropriate

Step 10: Export or Share​

Option A: Export to PDF

  1. Click "Export PDF" button
  2. Select sections to include:
    • Cost summary
    • Scope breakdown
    • Item-level detail
  3. Download PDF for email submission

Option B: Share Link

  1. Click "Share Bid" button
  2. Generate shareable link
  3. Set permissions (View only or Edit)
  4. Copy link and send to client or PM

Step 11: Submit Bid​

When you're ready to submit:

  1. Click "Submit Bid" button
  2. Confirm submission
  3. Bid status changes from DRAFT → SUBMITTED
  4. Bid moves to "Submitted" column on Pipeline Board
note

Submitted bids can still be edited, but the submittedAt timestamp is recorded for tracking purposes.

After Submission​

Track Bid Status​

Use the Pipeline Board to track your bid through the lifecycle:

StatusMeaningNext Steps
DRAFTStill working on estimateContinue estimating
SUBMITTEDBid submitted to clientWait for client response
UNDER_REVIEWClient is reviewingFollow up if needed
AWARDEDYou won the bid!Create project
LOSTBid not acceptedReview for lessons learned
CANCELLEDBid cancelledArchive

Win the Bid? Create Project​

If you win the bid, convert it to a project:

  1. Open the awarded bid
  2. Click "Create Project"
  3. Project Service creates:
    • Project record
    • Budget (from bid totals)
    • Purchase order templates
    • Crew assignments

Tips for Efficient Estimating​

📋Use Templates for Repeated Work

If you bid similar jobs frequently:

  1. Create a "template" bid with standard scopes
  2. Use "Duplicate Bid" feature
  3. Adjust dimensions and quantities
  4. Much faster than starting from scratch
🔗Leverage Scope Linking

For multi-level buildings with identical floors:

  1. Create and fully estimate Level 1 scope
  2. Create Level 2 scope
  3. Link Level 2 to Level 1 as parent
  4. Inherit dimensions and settings
  5. Make small adjustments as needed
🕐Review Historical Bids

Before estimating a new job:

  1. Search for similar past bids
  2. Review actual costs vs estimates
  3. Adjust your new bid based on lessons learned
  4. Check labor productivity rates
👥Collaborate with PM

For complex or large bids:

  1. Share bid link with Project Manager
  2. PM can review and add notes
  3. Discuss labor productivity and schedule
  4. Get input before final submission

Common Pitfalls to Avoid​

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Watch Out For These Common Mistakes:

MistakeImpactHow to Avoid
Forgetting tax exemptionBid 8% too highAlways check client tax status
Wrong mix design$20-50/CY differenceVerify mix requirements in specs
Underestimating rebarRebar can be 30% of concrete costUse accurate OC spacing
Missing delivery feesEquipment costs lowAlways add delivery for rentals
Wrong labor hoursUnrealistic scheduleCross-check with PM on crew size
Not including wasteMaterial costs too lowUse 10-15% waste for materials
Subcontractor quotes expiredPricing no longer validVerify quote expiration dates

Quick Reference: Typical Bid Timeline​

PhaseTypical DurationNotes
RFP Review1-2 hoursUnderstand scope and requirements
Site Visit2-4 hoursIf needed, schedule early
Create Bid & Scopes30 minutesSetup in ForgeX
Concrete Takeoff2-4 hoursMost time-consuming module
Labor Estimation1-2 hoursCoordinate with PM
Equipment/Materials1-2 hoursLeverage catalogs
Subcontractor Quotes1-3 daysRequest quotes early!
Review & Adjust1-2 hoursFinal quality check
Submit15 minutesExport and send
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Total typical time: 8-15 hours for a mid-size commercial concrete job. Complex projects may take longer.

Next Steps​

📄

Creating a Bid

Detailed guide on bid creation

📦

Concrete Module

Master the concrete estimation module

🔗

Scope Linking

Learn to link related scopes

⚙️

Bid Settings

Customize pricing variables per bid