Beck Building — Project Data Checklist

Early-stage estimate with quantities and unit costs. Your in-house takeoff before sub input comes in — the SD-level number used to frame the project with the owner.

Design development estimate incorporating updated takeoffs and initial sub input. The mid-design checkpoint number presented to the owner.

Construction document-level full estimate. Completed after full bid send and leveling — the locked number used to issue the GMP or cost-plus contract.

Historical unit costs used as benchmarks for these 5 projects — the internal reference file your estimators use to sense-check line items before bids come in.

Raw bids received per trade, per project. The system parses these documents, extracts vendor name, trade, line item amounts, and classifies them by AIA division automatically. Doesn't have to be clean — multi-page PDFs in different formats are fine. The messier they are, the better we can test the parsing engine on real-world data.

Side-by-side sub comparison sheets used to select winning bids — the leveling forms your estimators build after 3 to 5 bids come in for each trade. The system uses these to map which sub won each trade, at what price, and how their bid compared to the others. This is core data for the sub performance software intelligence.

What was included and excluded per bid — scope letters, scope exhibits, or email confirmations that define what each sub priced. The system uses this to flag scope gaps between competing bids and cross-check whether a low bid is actually missing scope items. Can be PDFs, emails, or Word docs.

Approved change orders during construction — amount, trade, reason, and days extended if applicable. The system tracks CO impact on both cost and timeline per AIA division, and categorizes reasons (scope change, field condition, owner request, design error) to surface patterns across projects. The post-GMP adjustments that show where costs moved from the original bid.

Actual costs by cost code and division — the line-item report Sage generates at project close. Crystal Reports export to Excel or direct CSV export both work.

Any post-project comparison of what was estimated vs. what was spent by line item. Sage generates this automatically — even a partial version is useful. If this doesn't exist, Item 9 plus Item 3 gets us there.

Profit and loss by division or overall project total — the financial performance summary showing margin at closeout relative to the original cost-plus budget. This is what feeds the reconciliation accuracy engine. The system compares what you estimated at each phase (SD, DD, CD) against what you actually spent, by division, to surface where the drift happens and how to tighten it on the next project.

Final financial summary reconciling total project cost against original contract value — the document used to close the project in Sage and present final numbers to the owner.

We will run your 5 projects through the system the same way you would in production. To do that, we need the full set of project details that drive the software intelligence. A simple spreadsheet with one row per project works.

Project Basics

• Project name
• Square footage
• Number of stories
• Lot size or acreage
• Project type (new construction / renovation / addition / restoration)
• Contract type (cost-plus / GMP / hard bid / design-build)

Funding & Compliance

• Funding source (private / municipal / state / federal)
• Prevailing wage (yes / no)
• Bonding required (yes / no)
• Retainage percentage
• Liquidated damages amount per day (if applicable)
• General conditions budget

Timeline

• Bids due date (if applicable)
• Estimated project duration
• Start date
• Substantial completion date
• Final completion date

Location & Site Conditions

• County and zip code
• Elevation range (if mountain / variable terrain)
• Any notable site conditions that affected cost: historic building, flood zone, poor soils, tight site access, occupied building, environmental remediation, steep grade, remote location, utility relocation, or other

Optional — Anonymize If Needed

• Owner or client name
• Full project address
• Architect of record
• Number of subcontractors on the project

These fields can be anonymized if your confidentiality obligations require it. "Client A," "Project 1," or similar labels work — the system does not require real names or addresses to run the analysis. If any field is unknown or not tracked, leave it blank — the gaps themselves are useful information for us.

Milestone schedule showing planned dates vs. actual dates — mobilization, foundation, framing, rough-ins, substantial completion, final punch. The system uses this to track schedule variance per trade and correlate timeline slippage with cost overruns by division. Baseline vs. as-built comparison is ideal, but planned schedule alone works. If this exists in your project management tool or Sage schedule, a simple export is fine.