Help me prepare a construction estimate for [PROJECT AND LOCATION]. Bid documents and scope: [BID DOCUMENTS AND SCOPE] Known quantities, takeoff notes, and site conditions: [QUANTITIES AND CONDITIONS] Labor, material, equipment, subcontractor, and pricing information: [PRICING INPUTS] Contract requirements, schedule, and commercial constraints: [CONTRACT AND SCHEDULE] Estimator assumptions and known gaps: [ASSUMPTIONS AND GAPS] Create a traceable estimate workbook outline and bid-review memo. This is decision support, not a substitute for a licensed professional, contract review, code review, or verified takeoff. Do not invent quantities, unit costs, productivity rates, supplier quotes, wage rates, taxes, or allowances.
Produce: 1. A scope matrix by CSI division or trade, showing included work, quantity basis, labor, materials, equipment, subcontract, allowance, exclusion, responsible estimator, and source drawing or specification. Identify scope interfaces such as demolition, temporary works, utilities, protection, permits, testing, commissioning, and closeout. 2. A quantity and pricing register that separates measured quantities, calculated quantities, quoted costs, historical benchmarks, and assumptions. Include units, waste factors, productivity basis, quote expiration, escalation basis, and contingency rationale. 3. A schedule-cost review covering long-lead items, phasing, access, weather, overtime, general conditions, mobilization, site logistics, and cash-flow exposure. 4. A bid risk register with ambiguous documents, scope gaps, design coordination, subcontractor coverage, bonding or insurance, differing site conditions, and owner-furnished items. 5. A concise bid-review memo listing total estimate components, exclusions, clarifications, alternates, value-engineering options, and the five facts to verify before submission. Ask up to 3 clarifying questions only if a required input is missing. Before answering, check that every cost has a quantity or stated basis, and flag discrepancies between drawings, specifications, addenda, and assumptions.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [PROJECT AND LOCATION] | Enter the project type, size, delivery method, and location. | 12,000-square-foot tenant improvement for an outpatient clinic in Columbus, Ohio; lump-sum general-contracting bid. |
| [BID DOCUMENTS AND SCOPE] | Summarize or paste the drawings, specifications, addenda, bid form, and trade scope. | Architectural sheets A0.1-A9.2, MEP set dated August 14, addendum 2, Division 1 specifications, and bid form requiring base bid plus two alternates. |
| [QUANTITIES AND CONDITIONS] | Provide takeoff quantities, existing-condition notes, access constraints, and site observations. | 4,800 square feet of new partitions, 7,100 square feet of ceiling tile, 1,950 square feet of LVT; occupied building with elevator-only material access after 6 p.m. |
| [PRICING INPUTS] | List supplier quotes, labor assumptions, equipment rates, subcontractor pricing, and date of pricing. | Drywall quote $62,400 valid 14 days; electrical subcontractor $118,000 excluding fire alarm; carpenter burdened rate $58/hour; scissor lift $1,150/week. |
| [CONTRACT AND SCHEDULE] | State schedule milestones, procurement rules, payment terms, insurance or bond requirements, and liquidated damages if known. | Notice to proceed January 5; 16-week completion; owner requires builders risk and payment and performance bonds; clinic opens after final inspection. |
| [ASSUMPTIONS AND GAPS] | List unresolved scope, missing documents, proposed allowances, exclusions, and key questions. | No reflected ceiling plan for exam rooms; assume existing sprinkler mains have capacity pending contractor review; include allowance for 12 after-hours deliveries. |
How to use
- Upload or paste the latest drawing index, addenda, bid form, and relevant specifications before asking for a scope matrix.
- Keep actual supplier quotes separate from allowances and historical rates so the bid review can expose weak pricing.
- Reconcile the estimate against the schedule, site access plan, general conditions, and required closeout before submitting.
- Follow up with: "Create a subcontractor bid-leveling sheet that normalizes inclusions, exclusions, alternates, qualifications, and quote expiration dates."
Variations
Conceptual budget
Use this during early design when drawings are incomplete.
Prepare a conceptual construction budget for [PROJECT TYPE] in [LOCATION] at [DESIGN STAGE]. Program details and size are [PROGRAM], known site conditions are [SITE CONDITIONS], and budget constraints are [CONSTRAINTS]. Produce an elemental cost plan with basis of estimate, cost range, major quantity assumptions, escalation and contingency logic, exclusions, and design decisions with the largest cost effect. Use only supplied benchmarks or clearly identified research needs; do not present an unsupported number as a quote. Ask up to 3 questions if needed. Check that uncertainty ranges widen where design information is thin.
Subcontractor scope
Use this to issue a clear bid package to a trade contractor.
Draft a subcontractor scope sheet for [TRADE] on [PROJECT]. Relevant drawings, specs, and addenda are [DOCUMENTS], interface trades are [INTERFACES], and schedule requirements are [SCHEDULE]. Produce inclusions, exclusions, alternates, unit-price items, submittals, testing, protection, cleanup, closeout, and coordination responsibilities. Cite drawing or spec references where supplied and identify ambiguities as bidder questions. Ask up to 3 questions only if required. Check that no work is silently assigned to two trades or omitted between trades.
Estimate review
Use this before submitting a bid or presenting a guaranteed maximum price.
Review this construction estimate for [PROJECT] using [ESTIMATE SUMMARY], [BID DOCUMENTS], and [SCHEDULE]. Identify missing scope, double counts, unrealistic productivity or waste assumptions, quote gaps, expiring pricing, inadequate general conditions, and unpriced contract requirements. Return a prioritized bid-day checklist with owner, evidence needed, and decision deadline, followed by proposed exclusions and clarification requests. Do not calculate unknown prices as facts. Ask up to 3 questions if needed. Check that alternates, allowances, contingency, bonds, insurance, tax, and escalation are explicitly addressed.
Tips
- Price from the latest addendum set and record the drawing, specification, and quote dates; an otherwise sound estimate can fail on document control.
- A quantity takeoff is not a scope check: compare every trade against general requirements, temporary conditions, testing, protection, commissioning, and closeout.
- Do not bury design uncertainty in a single contingency line. State the assumption, exposure, owner, and planned resolution date.
- Bid leveling should normalize scope and qualifications before comparing totals; the lowest subcontractor number may exclude required work.
FAQ
Can AI create a construction estimate from plans?
It can organize quantities, scope, assumptions, and review questions, but measured takeoffs, current pricing, code requirements, and contract interpretation need qualified verification.
What should be included in an estimate contingency?
Use contingency for identified estimating uncertainty, not known scope. Document its basis, such as incomplete design or volatile access conditions, and reduce it as uncertainty is resolved.
How do I handle conflicts between drawings and specifications?
Log the conflict, review the contract’s order-of-precedence clause, and issue a written clarification before relying on an interpretation in the bid.