Set the basis before reviewing the total
Begin with the estimate basis and the working schedule. Record the construction duration, anticipated start, major phases, working-hour assumptions, and any owner milestones that affect field support. A monthly total without this basis cannot show whether supervision, trailers, utilities, or protection cover the same period as the work.
Compare that basis with the construction logistics review. Logistics decisions often explain the general conditions lines: access points affect fencing and traffic control, phased turnover affects cleaning and security, and constrained laydown changes material handling. Record the connection instead of leaving each estimate section to carry a different project story.
Separate project-specific support from company overhead and from direct trade work. The exact boundary follows the contractor’s accounting and bid structure, but it must be stated. Reviewers need to know where field supervision, project administration, temporary services, permits, testing support, and closeout labor were carried before they can judge coverage.
Build a duration and staffing review
Lay out each time-related cost against the schedule period that drives it. Staffing should show when each role starts and finishes, not merely a single blended allowance. Do the same for trailers, sanitation, temporary power, communications, fencing, cleaning, security, and equipment that remains on site for defined phases.
Review staffing by responsibility as well as headcount. A superintendent, project manager, engineer, safety lead, scheduler, and closeout coordinator do different work and may not be present for the full job. If one person is expected to cover several functions, write that assumption where the labor is extended so the reviewer can test it.
Tie one-time costs to mobilization, phase changes, or demobilization. Setup, permits, signage, utility connections, temporary partitions, final cleaning, record-document support, and trailer removal do not behave like monthly expenses. Keeping them separate prevents a duration change from scaling costs that should remain fixed.
Maintain an exception list for uncertain requirements. Owner-provided services, shared facilities, restricted work periods, special reporting, badging, temporary heat, winter protection, and phased occupancy may still be unresolved at bid time. Name the assumption, estimate treatment, and decision owner rather than burying uncertainty inside a broad line.
Find duplication and duration gaps
Duplication often appears where general conditions meet trade packages. Temporary power may sit in both electrical scope and project support. Hoisting, cleanup, layout, protection, testing assistance, dumpsters, and traffic control can be carried by several bidders or by none.
Check each interface once and record which estimate section owns it. A schedule revision can leave the estimate internally inconsistent. Field staff may follow the new duration while rentals and temporary utilities still use the old period.
Compare every recurring line with the same schedule revision, then document any item that intentionally follows a shorter or longer window. A formal basis and review record helps reviewers understand what the estimate includes.
AACE International publishes estimating practice material that treats basis documentation and review as part of estimate quality. Use the project record to support judgment; a polished summary does not replace the underlying assumptions.
Checks before the estimate is released
Recalculate time-related extensions from their stated periods and confirm that partial months, shift coverage, overtime assumptions, and escalation treatment follow the estimate basis. The purpose is not to force every line into one formula. It is to make deliberate exceptions visible and reproducible.
Walk the estimate in project sequence: mobilization, active construction, phased turnover, commissioning, and closeout. This catches costs that disappear between phases, such as temporary protection during owner occupancy or staff retained after substantial completion to resolve records and punch work. Compare the exclusions and qualifications with the cost detail.
If the estimate excludes temporary heat, security, permit fees, testing support, or a project requirement, the qualification should say so plainly. If the cost is included, remove language that suggests otherwise. The commercial package and the estimate must tell the same story.
Finish with a duplication matrix that names the responsible estimate section for shared support items. Review material costs, labor, rentals, and subcontractor inclusions separately because a single interface can be split across them. Close each material gap with an inclusion, exclusion, allowance, or assigned follow-up.
| Review area | Evidence to compare | Decision to record |
|---|---|---|
| Schedule basis | Milestones, phases, and working periods | Duration used for each recurring cost |
| Project staffing | Role, responsibility, start, and finish | Coverage accepted or revised |
| Temporary facilities | Site plan, logistics plan, and rental periods | Included location and duration |
| Shared support | Trade scopes and general conditions detail | Single cost owner or stated split |
| Closeout | Turnover duties and post-completion period | Staff and facilities retained |
Use remote support for traceable review work
Remote estimating staff can assemble the duration worksheet, map recurring costs to schedule periods, compare staffing versions, and maintain the duplication matrix. They can also trace stated assumptions back to bid documents and collect exceptions for the lead estimator. These are useful tasks when the handoff includes current files and a defined estimate structure.
The contractor retains decisions about staffing adequacy, safety responsibilities, contract qualifications, overhead treatment, and the amount carried in the bid. Support staff should flag a mismatch and preserve the evidence, not resolve commercial or operational judgment on their own. Procurement dates can also change field support duration.
Pair this review with the long-lead item check when late release, storage, temporary protection, or resequencing may extend site operations. The two reviews should share schedule assumptions while keeping their cost ownership distinct.
