technote estimating topsheets for tender finalisation

TECHNOTE

Estimating Topsheets

for

Tender Finalisation

2 | TECHNOTE – Estimating Topsheets for Tender Finalisation

Copyright © 2020 by Construction Computer Software (RIB CCS)

This publication is protected by copyright, and permission must be

obtained from the publisher prior to any prohibited reproduction, storage

in a retrieval system, or transmission in any form or by any means,

electronic, mechanical, photocopying, recording, or likewise.

Technote Reference: CAN-TCH-NTE-0018

Technote Version: 00

Technote Date: January 2021

Information is correct as per the functionality present in

Candy V 2.01f01.9


TABLE OF CONTENTS

INTRODUCTION ..................................................................................................... 4

ESTIMATE DETAILS ............................................................................................... 5

TENDER FINALISATION PROCESS IN CANDY ......................................................... 7

Tender Pricing (Net) ............................................................................................... 7

Apply Markup (Gross)............................................................................................. 7

Trade Markup ................................................................................................................. 8

Resource Type Risk ......................................................................................................... 8

Markup all trades ............................................................................................................ 9

Individual Markup ............................................................................................................ 9

Indirect Pricing (P&G)........................................................................................... 10

Barchart Input .............................................................................................................. 11

Monthly Spread ............................................................................................................. 12

Trade Totals and Confidence Check ........................................................................ 13

KEY TENDER FINALISATION REPORTS ................................................................ 15

BOQ – Continuous Listing – Net ............................................................................. 18

BOQ – Continuous Listing – Gross .......................................................................... 19

BOQ – Listing with Worksheets – Net ..................................................................... 20

Value Analysis 80/20 ............................................................................................ 20

Resource Percentage ............................................................................................ 21

Indirect Costs Barchart ......................................................................................... 22

Indirect Costs Monthly Spread ............................................................................... 22

FINALISATION TOPSHEETS ................................................................................. 23

Overview ............................................................................................................ 23

How it works ....................................................................................................... 23

Settings.............................................................................................................. 23

Security.............................................................................................................. 23

Download the Topsheet ........................................................................................ 23

Opening the Topsheet .......................................................................................... 24

TENDER FINALISATION TOPSHEET RESULTS ....................................................... 31

TOPSHEET CHARTS .............................................................................................. 33

SUBCONTRACT ADJUDICATOR SUMMARY ............................................................ 35


INTRODUCTION

Tender Finalisation is a crucial part of any Construction Company’s Procedures. It is the process of completion or approval of a Tender Procedure where all aspects of the Tender are looked at in detail.

The importance of Tender Finalisation is to understand the project being tendered on, the intricacies of the Tender and the timing of the Tender. Market conditions, risks, professional team, and any contract requirements are also be considered. All these factors will also have an influence on what will be a fair and competitive markup.

The benefits of a Tender Finalisation are that all role players are aware of what the project entails, and the risks are known by the entire project team. The opinions and experience of all role players are considered to help determine the different methods of construction. “What if” scenarios are done to will help determine the projects duration, resource requirements and tender price. Once a realistic duration has been calculated the team can then also identify any staffing requirements along with the availability of current staff.

All the tools required to do a Tender Finalisation are available in Candy with the added benefit of having access to all the information in one system.


ESTIMATE DETAILS

To check the Estimate details or information, take the following steps:

• Step 1: Open the required job under the Job Manager.

• Step 2: Under the Estimating tab > Main > Estimate Details.

This will open the Estimate Details Dialogue Box.


All the information in the Estimate Details Dialogue Box can be viewed, updated and printed. This information will form part of your Finalisation Pack.


TENDER FINALISATION PROCESS IN CANDY

The following steps need to be carried out within Candy, for the Finalisation Topsheets to be populated.

Tender Pricing (Net)

• Step 1: Using First Principles Pricing, all bill items will need to be priced.

Pricing, using worksheets, is the ideal method as it is priced from First Principles using Resources.

You can access the Worksheet by double clicking in the relevant cell under the Net Rate column.

Apply Markup (Gross)

• Step 2: Under the Estimating tab > Finalisation > Markup > Select the Markup that you would like to apply.


The Types of Markup’s available (including examples below) are:

o Trade Markup

o Resource Type Risk

o Markup ALL Trades

Trade Markup

Resource Type Risk


Markup all trades

Individual Markup

The Individual Markup (not available on the drop list) allows you to manually change the figures within a cell.

When entering in the cell directly under the % column, you will be asked to confirm if you want to change that entry to Individual Markup.


Indirect Pricing (P&G)

There are 3 methods of indirect cost input:

o Time Input – This option limits Post Tender control for monthly spreads (not recommended).

o Start and End Input – This option allows for better Post Tender information but is restricted to monthly entry and control.

o Barchart Input – Indirects can be spread over the BOQ as specified by the user.

To access the Indirect Cost Documents, take the following steps:

• Step 1: Under the Estimating tab > Indirects > Indirect Cost Documents.

• Step 2: Select how you would like to price your P&G’s by selecting the relevant documents.


Remember that you can create a new document if it is not listed by selecting the New Document button.

Below are some examples of Indirect documents available.

Barchart Input

This is the best method as Indirects can be spread over the BOQ as specified by the user.


Monthly Spread


Trade Totals and Confidence Check

The Trade totals can be used to analyse the jobs Net, Gross or Selling values per Trade. The split values are also displayed for each Trade and are a good indication on how the estimate was priced. To access the Trade Total Display, take the following step:

• Step 1: Under the Estimating tab > Finalisation > Trade Totals Display.

Alternatively, select the Trade Totals Display icon on the toolbar.

The Trade Total Display shows the Trades used in the job vertically down the screen with the Resource Types horizontally.

The screenshot below looks at the Trade Total display based on the Net Rate (Excluding Markup).

The Confidence Check is beneficial as it helps to identify possible problems within the Estimate. Unpriced or Plug/Split Pricing Codes, provisional items and resources, data copied from the master, markup and selling rates are listed.


The Confidence Check forms part of the Tender Finalisation process.

This Confidence Check information above can also be printed.


KEY TENDER FINALISATION REPORTS

In Candy various reports are available to print, customise or preview and this can be accessed under the Estimating tab > Reports > Estimating Reports.

Select the Preview button if you need to see the report before printing.


• Depending on the report selected, you can Customise the report. Certain selection boxes will appear allowing you to change information you want to see on the report. Some examples below.


• When a recommended document is not listed, you can select the New Document button, find, and add the required document.

• Once you have approved your report there are Printing options available.

Below are some examples of the different reports available.


BOQ – Continuous Listing – Net


BOQ – Continuous Listing – Gross


BOQ – Listing with Worksheets – Net

Value Analysis 80/20


Resource Percentage

With the Resource Percentage Report, it will be required to customise the report to what information needs to show on the report. This can be based on the BOQ, Final Quantity, Number off x Bill Quantity and Number off x Final Quantity.


Indirect Costs Barchart

Indirect Costs Monthly Spread


FINALISATION TOPSHEETS

Overview

• Finalisation can be done from within Candy using Finalisation Topsheets.

• This facility will copy relevant data from your Candy Estimate to specified cells on an Excel Topsheet template that you have on your computer.

How it works

You would issue your Topsheet to your users to store on their computers. When using this facility, Candy transfers the specified data to the cells on the Topsheet. Excel Topsheet then re-calculates using this Candy data and your formulae on your format.

Settings

Your Topsheet will be listed under the Estimating tab > Main > Definitions & Settings. Select 6.3 Topsheet where you will be required to browse to your Topsheet template which will be stored on your computer and then select which worksheet to export the data. See Download the Topsheet and Opening the Topsheet below for more detail.

Security

There are no security risks in rivals seeing or using your Topsheet. When the Topsheet template is issued the only information that can be seen is how and where the Candy data is used. If the Topsheet is exported into a blank excel document, all that will be seen is the raw Candy data and not how it applies or is used in the Topsheet.

Download the Topsheet

Previously the Topsheet template was built into the system. We now have a more comprehensive Topsheet available which displays more detail to assist you in the Finalisation of your Tender which will need to be installed.

To download the BOQ Topsheet template, take the following steps:

• Step 1: Select the download file below to open the Topsheet Template.

Alternatively, you may select this link https://docs.ccshosts.com//MyCCS Templates/TSCandyAV1.xlsm

• Step 2: In Explorer, browse to the MyCCS folder, create a folder called Templates.

https://docs.ccshosts.com/MyCCS%20Templates/TSCandyAV1.xlsm





• Step 3: Save the Candy Topsheet Template to the newly created folder.

Opening the Topsheet

Once the Topsheet has been downloaded, certain new steps are required to open the Topsheet back into Candy. To open this Topsheet, take the following steps:

• Step 1: Under the Estimating tab > Main > Definitions & Settings.


• Step 2: Select 6.3 Topsheet Selection, then tick next to Use Template Topsheets, then select OK.

• Step 3: Under the Estimating tab > Finalisation > Topsheets > Topsheet (based on Bill Quantity).

• Step 3: Select Candy Standard, then select the green tick icon to continue.

• Step 4: Click on Yes, then select a Contract Number, then click on Yes again.


• Step 5: Select where the Excel file to be saved to, either an External document or browse to desired location.


• Step 6: You will now be required to map your Indirect costs, Direct costs, Provisional Sums & Resource type allocations as follows then click on Continue.

The information from your priced job in Candy then gets transferred to an external document.

• Step 7: Click on the External Document icon on the toolbar.


• Step 8: Select the Import button.

• Step 9: The External Document Manager Warning dialogue box will open, select Yes to continue.


• Step 10: Browse to the location where the Excel Topsheet have been downloaded. Ensure that Spreadsheet Files have been selected to see the Excel file/s. Select the Topsheet then select Open.

• Click on the Topsheet imported, then click on Select.


This will open the Excel Topsheet.


TENDER FINALISATION TOPSHEET RESULTS

The Finalisation Results will show the breakdown of your Indirect costs, Direct costs, Subcontractors values & Provisional sums.

There are also Tender adjustments which can be made here. Any items over and above the directs & indirects cost can be allowed here. This could also be edited to include for VAT.

The tender can be signed off by all parties involved in the Tender Finalisation.


Further detail can be viewed by clicking on the Plus sign at the top as follows:

Note that a remarks column has been added to the document.


TOPSHEET CHARTS

Below are some examples of Charts in Candy.


SUBCONTRACT ADJUDICATOR SUMMARY

You will first need to load Subcontractors in order for the data to be extracted from your Subcontractor Adudicator onto the Excel Topsheet.

The result of the Subcontract Adjudicator Summary Tab will now show the values of each Subcontractor, any discounts given, the lowest and highest quotes and their minimum and maximum makeup totals if items are not priced. You will also see the variance between the subcontractors in establishing which subcontractor to award the works to. In the notes column you will see any additional information added by the estimator.

Should you require any further assistance, please contact your local RIB CCS office.