Why lead time belongs in the assumption record
Equipment lead time affects the schedule, the temporary works, the submittal sequence, and the point at which a selection must be fixed. If the estimate records only a product name, the reviewer cannot see which schedule condition the estimate assumed. The assumption record should link the equipment package to the source document, the required in-service date, the quoted lead time, the submittal deadline, and the person who owns the selection.
Separate selection from installation scope
The equipment itself may be supplied by the owner, a vendor, or a subcontractor. Installation may include rigging, power, controls, commissioning, and startup support. Record those boundaries separately so a supply quote is not mistaken for a complete installed scope.
Options and accessories need their own line when they change the interface or the schedule. A factory-installed option and a field-installed option should not share a single assumption note. The routine is easier to hand off through cost estimator support.
Give every assumption an expiry date
An assumption without a review date tends to survive into a later bid even when the vendor, model, or schedule has changed. Set an expiry date tied to the bid milestone or the submittal deadline. When the expiry date passes, the owner either refreshes the evidence or marks the assumption as unresolved.
The estimate can still be reviewed, but the open condition should be visible. The evidence path is described in the takeoff audit trail.
Review the schedule interface
At the bid review, compare the equipment assumption with the construction schedule and the procurement plan. Check the release date, the submittal review period, the fabrication window, and the installation sequence. The handoff should name the next decision and the person who will make it.
A long-lead item is not closed merely because a vendor name appears in the file. For a broader review frame, use the AACE recommended practices.
Source notes
External reference: AACE International recommended practices. Background sources: GAO cost estimating guide and Census construction spending program.
| Field | Purpose | Review trigger |
|---|---|---|
| Source document | Shows where the lead time came from | Any vendor or model change |
| Required date | Links the package to the schedule | Schedule revision or bid addendum |
| Expiry date | Forces a fresh check before reliance | Bid milestone or submittal deadline |
