Plumbing Estimating Class
📋 Module 8: Project Management & Change Orders
Keep scope, schedule, and cost under control. Run RFIs and submittals, protect margin with airtight change management, and communicate clearly from kickoff to closeout.
📘 Overview
This module connects estimating to execution. You’ll set up a PM toolkit (logs, dashboards, meetings), manage submittals/RFIs, control budgets and production, and price change orders (T&M and Lump Sum) with the right sequence: Direct Cost → Overhead → Profit (margin). Finish with a bulletproof closeout plan that accelerates payment.
🎯 Learning Objectives
- Build a project startup packet: submittal register, RFI log, responsibility matrix, schedule.
- Track cost and production weekly; forecast ETC (estimate-to-complete) by cost code.
- Run a disciplined change process: notice, pricing, documentation, approval, tracking.
- Price change orders correctly using markup vs. margin rules and CO impact costs.
- Prepare clean pay apps and a closeout checklist to accelerate final payment.
Project Startup Essentials
- Submittal Register: fixtures, valves, pipe/insulation, specialties, O&M.
- RFI Log: conflicts, missing dims, spec ambiguities, shutdown windows.
- Responsibility Matrix: sleeves, firestopping, patch/paint, controls.
- Look-Ahead Schedule: 3–6 weeks with material/crew needs.
Cost & Production Tracking
- Weekly hours by cost code; earned vs. planned quantities.
- Labor curve vs. baseline; identify slippage early.
- Commitments log (POs/subs) vs. budget; track remaining to buy.
- ETC/EAC forecasting with variance notes.
Submittals & RFIs
- Submit long-leads first (fixtures, specialty valves, equipment).
- RFI within 24–48 hours of discovery; include sketch/marked-up plan.
- Track due dates; escalate politely before impact dates.
Meetings & Communication Cadence
- Weekly coordination: clashes, shutdowns, hold points, inspections.
- Daily huddles: crew goals, constraints, material readiness.
- Distribution: minutes with decisions, owners, and action owners/dates.
🔄 Change Order (CO) Workflow
- Notice: Written notification per contract (often 3–7 days) with brief impact statement.
- Field Documentation: photos, marked plans, timecards, delivery tickets, T&M tags.
- Pricing: Use DC → OH → Profit with clear breakouts; attach vendor quotes.
- Submission: Follow owner/GC form; include schedule impact and unit prices if requested.
- Approval: Do not proceed without written approval unless emergency protocol exists.
- Tracking: Log CO status (Proposed/Approved/Executed/Billed/Paid).
Lump Sum CO Pricing (Margin Target)
Use margin when you have a target price outcome:
DC = Labor + Materials (landed) + Equipment + Subs Subtotal = DC × (1 + OH%) CO Price = Subtotal ÷ (1 − Margin%) Add: Schedule/Access Impacts (if permitted)
Example: DC=$8,000; OH=12%; Margin=12% → Subtotal=$8,960 → CO=$10,182
T&M CO Pricing (Contractor Rates)
Follow contract multipliers and approved rates:
CO = (Hours × Rate) + (Materials × (1 + Mat Mkup%)) + Equipment/Small Tools + Subcontract + (OH/Profit as allowed) Attach daily T&M tickets signed by site rep.
Tip: Keep T&M tickets legible, with names, hours by class, and scope description.
Pay Applications
- Schedule of Values ties to bid/cost codes; update percent complete.
- Include COs on separate lines with executed docs.
- Attach certified payroll/waivers if required.
- Resolve punch items promptly to release retainage.
Closeout Readiness
- As-builts, O&M manuals, warranties, training signoffs.
- Test/flush reports, disinfection certificates.
- Final lien releases from suppliers and subs.
- Turnover binder + digital archive (PDF + CSV exports).
📂 Module 8 Downloads & Templates
Copy from the blocks below and save as CSV/TXT to use in your sheets or PM software.
📦 Submittal Register (CSV)
Spec Section,Item,Required?,Submitted,Returned,Approved,Lead (days),Notes 22 40 00,Valves,,,No,,,, 22 07 00,Pipe Insulation,,,No,,,, 22 47 00,Grease Interceptor,,,No,,,, 22 30 00,Plumbing Equipment,,,No,,,,
❓ RFI Log (CSV)
RFI #,Subject,Submitted,GC/AE Due,Status,Impact (Cost/Sched),Response Ref,Notes 001,Conflicting DWV slope detail, , ,Open,Schedule,, 002,Sleeve responsibility at Area B, , ,Open,Cost,,
🔄 Change Order Log (CSV)
CO #,Title,Status,DC $,OH %,Margin %,Price $,Submitted,Approved,Billed,Paid,Notes P-001,Add floor drains @ Restrooms,Proposed,,,,,,,, P-002,Replace fixtures to Spec B,Approved,,,,,,,,
📝 T&M Ticket Template (Copy/Paste)
Project: Date/Time Window: Scope of Extra Work: Crew (Name/Class/Hours): Materials (Qty/UoM/Desc): Equipment (Type/Hours): GC/Owner On-Site Rep (Print/Sign/Time):
📊 Weekly Cost Report (CSV)
Cost Code,Desc,Budget $,Committed $,To-Date $,ETC $,EAC $,Variance $ 15-100,Pipe Rough-In, , , , , , 15-110,Fittings/Valves, , , , , , 15-200,Fixtures/Trim, , , , , ,
💵 Pay App Checklist (TXT)
• Updated SOV; percent complete by line • Executed COs attached • Stored material tickets (if allowed) • Lien waivers (sub-tier as required) • Certified payroll if prevailing wage • Updated schedule narrative (if required)
🗓 Coordination Meeting Agenda (TXT)
1) Safety & access constraints 2) RFIs status & urgent decisions 3) Submittal/approvals & long-leads 4) Look-ahead (3–6 weeks) by area 5) Foreman needs (manpower/material) 6) Shutdowns/inspections 7) COs & potential changes 8) Action items (owner & due date)
🧪 Practice Exercise (45–60 min)
- Populate the Submittal Register and RFI Log from a sample set of plans/specs.
- Build a Change Order for a spec change (include quotes, DC→OH→Margin math).
- Enter weekly hours/quantities into the Cost Report and forecast ETC/EAC.
- Draft a Pay App Checklist for this month’s billing and attach supporting docs.
👩🏫 Teacher Notes (Facilitation Guide)
- Mini-lesson (10 min): CO math—show markup vs. margin with a live example.
- Workshop (25 min): Teams price one Lump Sum CO and one T&M CO; attach T&M ticket.
- Apply (10–15 min): Fill RFI log and draft one clear RFI with a sketch/narrative.
- Debrief (5 min): Share top three practices that speed approvals and cash flow.