Estimating Guidelines

Company policy for how a cost estimate is requested, built, reviewed, and delivered on a Property matter. The BTK owns the scope and the client. The estimator owns the numbers and the cover letter. The estimating TR checks estimating practice, not scope.

The 12 steps

1. BTK writes the scope of work for the estimate (the Conceptual Repair Protocol). A drawing or sketch helps explain the scope to the estimator.
2. BTK requests an estimator by emailing estimating@rimkus.com with a general description of what needs estimating. The Director of Estimating (and backups) monitors that inbox and assigns the most qualified estimator, balancing workloads and delivery time. No prompt response? Contact your Regional Property Practice Leader, then your District Manager.
3. Estimator gives the BTK a budget and timeframe for the estimating work.
4. BTK folds the estimating budget into the overall matter budget, plus the BTK's own time to coordinate, technically review the scope, and report the estimate to the client.
5. BTK communicates budget and timeframe to the client. The estimator may join if needed. If the client meets the estimator without the BTK, the two must debrief afterwards on what was asked for / agreed. - Reopened matters: if a closed matter is reopened, or a client calls back after the ROF asking for an estimate, the BTK still does steps 1–5. It is not acceptable to forward the request to estimating@rimkus.com and move on. The BTK re-engages and stays the client's main point of contact.
6. Upon client approval, the estimator completes the estimate, once the BTK has determined the scope of repairs, with BTK guidance as needed.
7. Estimator submits the estimate to the BTK for a detailed scope review. The BTK is responsible for making sure the estimate covers the entire scope and everything pertinent to the matter. - The BTK should have a working knowledge of Xactimate to review material types, quantities, labor assumptions. If not, contact Matt Stevens for training. - Have the estimator print the estimate with detailed line-item information so the BTK can see the labor, tools, equipment, and material in each line.
8. After BTK scope approval, the estimator sends the estimate for Technical Review to estimatingtechreviews@rimkus.com (currently Matt, Justin, Ryan). - The estimating TR does not know the matter background and cannot confirm the scope is complete. The TR checks estimating best practices, efficiency, repair means and methods, correct format and software. - Scope verification (quantities, material types) is the BTK's job (step 7).

9. After TR, the estimator gives the Rimkus Cost of Repair Estimate to the BTK. - Estimators: all estimating work goes in the matter folder — ESX files, Excel, item cost quotes, all backup cost data — clearly identified and organized. Never leave estimates or pricing in the cloud at RS Means, Xactimate, etc., regardless of size.

   Your note: "RS Means?" — written down, then crossed out. (Training Notes, p.2) 10. BTK delivers the estimate to the client by verbal report. If the client wants a copy, it may be attached to the ROF, but that is not preferred (see 11). 11. Preferred delivery: under a CPC-reviewed cover letter. It is against Rimkus policy to email the estimate PDF to the client. Approved cover letter templates come from the Director of Estimating via your estimator. 12. Estimate cover letters: - Estimator and BTK agree on who signs. - Regardless of signer, the estimator produces the cover letter and places it in the matter folder for TR by an approved estimating-group reviewer. - After TR, the estimator places the cover letter in the matter folder for the BTK's final review. - BTK wants changes or extra wording? Send it back to an estimating Practice Leader or Director for final approval. - Cover letter goes through CPC for Rimkus standards and e-signature formatting. Then the estimator (or BTK) applies their e-signature. - CPC attaches the estimate to the signed cover letter and issues it to the client.

Engineering seal

Check the state rules where the work is performed. An estimate is typically not considered engineering work and would not necessarily need a seal, but consider how it fits with the rest of the project and the engineer's role.

Key contacts in this document