Run a second pass on unit conversions before release

Why a second pass is necessary

A takeoff may mix square feet, square yards, cubic yards, linear feet, tons, and each. The first estimator knows the intended unit, but the reviewer may see only a number and a label.

A second pass checks the unit and the conversion factor independently of the quantity calculation. It is not a repeat of the whole takeoff; it is a targeted review of the places where units change.

List every conversion point

Create a short list of conversion points: measured unit, source unit, conversion factor, result unit, rounding rule, and the person who checked it. Include derived quantities that combine two or more measurements. The list should show whether the factor is exact or rounded.

A factor copied from a reference needs its source and date, especially when the estimate will be reviewed later. The routine is easier to hand off through cost estimator support.

Check signs and direction

Add and deduct lines need a sign check. A conversion can be correct while the direction is reversed, for example when a deduct is entered as an addition. Compare the line with the bid form or scope note.

For a unit quantity, check that the count and the unit agree. A count of fixtures multiplied by a per-fixture quantity should not be labeled as a total area. The evidence path is described in the takeoff audit trail.

Record the review result

The reviewer marks each conversion point as checked, corrected, or unresolved. An unresolved point needs an owner and a date, not a silent release. At bid close, sample the highest-impact conversions and the newest lines.

The goal is a traceable review, not a claim that every number was recalculated. 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.

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