TECHNOTE Estimating Topsheets For Tender Finalisation

TECHNOTEEstimating TopsheetsforTender Finalisation

Copyright 2020 by Construction Computer Software (RIB CCS)This publication is protected by copyright, and permission must beobtained from the publisher prior to any prohibited reproduction, storagein a retrieval system, or transmission in any form or by any means,electronic, mechanical, photocopying, recording, or likewise.Technote Reference: CAN-TCH-NTE-0018Technote Version: 00Technote Date: January 2021Information is correct as per the functionality present inCandy V 2.01f01.92 TECHNOTE – Estimating Topsheets for Tender Finalisation

TABLE OF CONTENTSINTRODUCTION . 4ESTIMATE DETAILS . 5TENDER FINALISATION PROCESS IN CANDY . 7Tender Pricing (Net). 7Apply Markup (Gross). 7Trade Markup . 8Resource Type Risk . 8Markup all trades . 9Individual Markup. 9Indirect Pricing (P&G). 10Barchart Input . 11Monthly Spread. 12Trade Totals and Confidence Check . 13KEY TENDER FINALISATION REPORTS . 15BOQ – Continuous Listing – Net. 18BOQ – Continuous Listing – Gross. 19BOQ – Listing with Worksheets – Net . 20Value Analysis 80/20. 20Resource Percentage . 21Indirect Costs Barchart. 22Indirect Costs Monthly Spread. 22FINALISATION TOPSHEETS . 23Overview . 23How it works . 23Settings. 23Security. 23Download the Topsheet . 23Opening the Topsheet . 24TENDER FINALISATION TOPSHEET RESULTS . 31TOPSHEET CHARTS . 33SUBCONTRACT ADJUDICATOR SUMMARY . 353 TECHNOTE – Estimating Topsheets for Tender Finalisation

INTRODUCTIONTender Finalisation is a crucial part of any Construction Company’s Procedures. It is the processof completion or approval of a Tender Procedure where all aspects of the Tender are looked at indetail.The importance of Tender Finalisation is to understand the project being tendered on, the intricaciesof the Tender and the timing of the Tender. Market conditions, risks, professional team, and anycontract requirements are also be considered. All these factors will also have an influence on what willbe 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 playersare considered to help determine the different methods of construction. “What if” scenarios are doneto will help determine the projects duration, resource requirements and tender price. Once a realisticduration has been calculated the team can then also identify any staffing requirements along with theavailability of current staff.All the tools required to do a Tender Finalisation are available in Candy with the added benefit ofhaving access to all the information in one system.4 TECHNOTE – Estimating Topsheets for Tender Finalisation

ESTIMATE DETAILSTo 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.5 TECHNOTE – Estimating Topsheets for Tender Finalisation

All the information in the Estimate Details Dialogue Box can be viewed, updated and printed. Thisinformation will form part of your Finalisation Pack.6 TECHNOTE – Estimating Topsheets for Tender Finalisation

TENDER FINALISATION PROCESS IN CANDYThe following steps need to be carried out within Candy, for the Finalisation Topsheets to bepopulated.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 usingResources.You can access the Worksheet by double clicking in the relevant cell under the Net Ratecolumn.Apply Markup (Gross) Step 2: Under the Estimating tab Finalisation Markup Select the Markup that youwould like to apply.7 TECHNOTE – Estimating Topsheets for Tender Finalisation

The Types of Markup’s available (including examples below) are:oTrade MarkupoResource Type RiskoMarkup ALL TradesT rade Marku pRes ou rce T y pe Ris k8 TECHNOTE – Estimating Topsheets for Tender Finalisation

Marku p all t radesIn dividu al Marku pThe Individual Markup (not available on the drop list) allows you to manually change the figures withina cell.When entering in the cell directly under the % column, you will be asked to confirm if you want tochange that entry to Individual Markup.9 TECHNOTE – Estimating Topsheets for Tender Finalisation

Indirect Pricing (P&G)There are 3 methods of indirect cost input:oTime Input – This option limits Post Tender control for monthly spreads (not recommended).oStart and End Input – This option allows for better Post Tender information but is restricted tomonthly entry and control.oBarchart 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.10 TECHNOTE – Estimating Topsheets for Tender Finalisation

Remember that you can create a new document if it is not listed by selecting the NewDocument button.Below are some examples of Indirect documents available.Barch art In pu tThis is the best method as Indirects can be spread over the BOQ as specified by the user.11 TECHNOTE – Estimating Topsheets for Tender Finalisation

Mo n th ly Spread12 TECHNOTE – Estimating Topsheets for Tender Finalisation

Trade Totals and Confidence CheckThe Trade totals can be used to analyse the jobs Net, Gross or Selling values per Trade. The splitvalues 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 theResource 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 themaster, markup and selling rates are listed.13 TECHNOTE – Estimating Topsheets for Tender Finalisation

The Confidence Check forms part of the Tender Finalisation process.This Confidence Check information above can also be printed.14 TECHNOTE – Estimating Topsheets for Tender Finalisation

KEY TENDER FINALISATION REPORTSIn Candy various reports are available to print, customise or preview and this can be accessed underthe Estimating tab Reports Estimating Reports.Select the Preview button if you need to see the report before printing.15 TECHNOTE – Estimating Topsheets for Tender Finalisation

Depending on the report selected, you can Customise the report. Certain selection boxes willappear allowing you to change information you want to see on the report. Some examples below.16 TECHNOTE – Estimating Topsheets for Tender Finalisation

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.17 TECHNOTE – Estimating Topsheets for Tender Finalisation

BOQ – Continuous Listing – Net18 TECHNOTE – Estimating Topsheets for Tender Finalisation

BOQ – Continuous Listing – Gross19 TECHNOTE – Estimating Topsheets for Tender Finalisation

BOQ – Listing with Worksheets – NetValue Analysis 80/2020 TECHNOTE – Estimating Topsheets for Tender Finalisation

Resource PercentageWith the Resource Percentage Report, it will be required to customise the report to what informationneeds to show on the report. This can be based on the BOQ, Final Quantity, Number off x Bill Quantityand Number off x Final Quantity.21 TECHNOTE – Estimating Topsheets for Tender Finalisation

Indirect Costs BarchartIndirect Costs Monthly Spread22 TECHNOTE – Estimating Topsheets for Tender Finalisation

FINALISATION TOPSHEETSOverview 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 ExcelTopsheet template that you have on your computer.How it worksYou 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-calculatesusing this Candy data and your formulae on your format.SettingsYour Topsheet will be listed under the Estimating tab Main Definitions & Settings. Select 6.3Topsheet where you will be required to browse to your Topsheet template which will be stored onyour computer and then select which worksheet to export the data. See Download the Topsheetand Opening the Topsheet below for more detail.SecurityThere are no security risks in rivals seeing or using your Topsheet. When the Topsheet template isissued the only information that can be seen is how and where the Candy data is used. If theTopsheet is exported into a blank excel document, all that will be seen is the raw Candy data andnot how it applies or is used in the Topsheet.Download the TopsheetPreviously the Topsheet template was built into the system. We now have a more comprehensiveTopsheet available which displays more detail to assist you in the Finalisation of your Tenderwhich 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 V1.xlsm Step 2: In Explorer, browse to the MyCCS folder, create a folder called Templates.23 TECHNOTE – Estimating Topsheets for Tender Finalisation

Step 3: Save the Candy Topsheet Template to the newly created folder.Opening the TopsheetOnce the Topsheet has been downloaded, certain new steps are required to open the Topsheet backinto Candy. To open this Topsheet, take the following steps: Step 1: Under the Estimating tab Main Definitions & Settings.24 TECHNOTE – Estimating Topsheets for Tender Finalisation

Step 2: Select 6.3 Topsheet Selection, then tick next to Use Template Topsheets, then selectOK. Step 3: Under the Estimating tab Finalisation Topsheets Topsheet (based on BillQuantity). 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.25 TECHNOTE – Estimating Topsheets for Tender Finalisation

Step 5: Select where the Excel file to be saved to, either an External document or browse todesired location.26 TECHNOTE – Estimating Topsheets for Tender Finalisation

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.27 TECHNOTE – Estimating Topsheets for Tender Finalisation

Step 8: Select the Import button. Step 9: The External Document Manager Warning dialogue box will open, select Yes tocontinue.28 TECHNOTE – Estimating Topsheets for Tender Finalisation

Step 10: Browse to the location where the Excel Topsheet have been downloaded. Ensure thatSpreadsheet Files have been selected to see the Excel file/s. Select the Topsheet then selectOpen. Click on the Topsheet imported, then click on Select.29 TECHNOTE – Estimating Topsheets for Tender Finalisation

This will open the Excel Topsheet.30 TECHNOTE – Estimating Topsheets for Tender Finalisation