The General Part 3: How To Evaluate A Bid and Award a Contract

One of the skills that a general contractor needs to have is to properly evaluate a bid. Besides getting a fair price, there are many other considerations that make the difference between a great job and a not-so-great job, and its helpful to have some knowledge about the bid and award process to make a good choice. Fortunately, I have extensive experience in the bid and award process from my day job as a Government contractor. And, because Government contracts typically involve tens of millions of dollars and up, the stakes are understandably much higher. Therefore the methods used to bid and make an award decision under these circumstances are pretty involved and detailed. Having said that, these methods for solicitation, evaluation, and award of large contracts can be suitably scaled down when you’re talking about a few thousand dollars. So, here are some pithy axioms of the bid and award process that I feel are distilled down to the essence so that you can make a good decision. It may be “only” a few thousand dollars, but hey, that’s a lot of money when it’s mine!

All the bids are in. Time to get to work!

All the bids are in. Time to get to work!

First: Assumptions. We start the process with the facts that (a) you’re ready and committed to get the job done and (b) you have the necessary funding to start now. It’s just not fair to take people’s time and have them out for a “free” estimate when you’re not ready to commit.

Second: Become knowledgeable about what you really want and have an idea of work that is going to involved. You don’t have to be an expert, but the better prepared you are explain what you want to the bidders, the better bids you’re going to get. (Government equivalent: Request For Proposal (RFP) or Request For Information (RFI)). For my painting bid, I’ve done some painting before, so I knew that you have to mask and prime before you paint, and that different substrates (metal, wood, previously painted) would need a different primer. I also went around the house to make specific note of what I wanted painted and what color scheme I wanted.

Third: Choose your bidders and schedule appointments. You want to first figure out who is most likely going to provide the best product and service. Nowadays, the Internet has an amazing amount of resources for you to pre-qualify your bidders. Angie’s List, Yelp, and Home Advisor are some examples of these services. Personally, I use Angie’s list because I can read through the reviews and do a little bit of analysis on how the individual contractors perform on an ongoing basis. The things that I look at are the number of ratings and the distribution of the ratings. If there is one rating that is low, I don’t necessarily take a lot of stock in it because there are people who are perpetually dissatisfied, no matter what. But, if there is a trend of dissatisfied customers, then I typically steer clear. (Government equivalent: Market research). For the painting job, I found three contractors with good ratings on Angie’s list, and I had recommendations from a couple of other subcontractors for a total of five.

A search for painters on Angie's list. I look at the rating and also the number of ratings that they have because more ratings means that you're getting a representative sample of their work. I also go to the company websites to check them out as well. They usually have pictures of their work.

A search for painters on Angie’s list. I look at the rating and also the number of ratings that they have because more ratings means that you’re getting a representative sample of their work. I also go to the company websites to check them out as well. They usually have pictures of their work.

Angie's list gives a really good breakdown of the ratings. I especially like the statistics which show, graphically, the level of customer satisfaction. I never consider bad ratings if they are statistically insignificant (as shown in this example) because you can't please everybody.

Angie’s list gives a really good breakdown of the ratings. I especially like the statistics which show, graphically, the level of customer satisfaction. I never consider bad ratings if they are statistically insignificant (as shown in this example) because you can’t please everybody.

Fourth: Always get multiple bids and be open to options. This has several advantages. (1) You get a chance to see what the job will cost and you’ll get a range for comparison (Government equivalent: price realism). (2) You get a chance to meet with the bidders and, if you apply your knowledge of what you want done (first step), you can engage the bidders and learn more about the options. While you may have something definite in mind, these folks are professionals who have been doing this and know the advantages and disadvantages of various approaches. If you keep your ears and mind open, you will learn a lot. You will also get more information to help you make a better informed award decision.

Fifth: Get the bids and do the evaluation. When doing the evaluation, you need some sort of strategy and ways of comparing apples to apples. (Government equivalent: Evaluation strategy/plan).  Be aware that price is not always the determining factor. Yes. price does have a lot to do with it, but you have to take into account the quality of the product and service, and have some confidence that the contractor is going to perform as expected. So besides price, here’s what I consider: (1) Timeliness. Was the bidder on time and did the bidder respect my time? If not, then maybe the bidder has time management issues and you can expect delays in your project. (2) Did the bidder listen to me? Did the bid come back with what we talked about, or was I being upsold into something? If the bidder did not listen carefully, then the job may not be completed to your expectations. (3) Did the bidder actively engage with me and provide helpful suggestions and recommendations, or was the bidder just taking notes and going to do what I said I wanted, even if what I wanted was not optimum? I certainly do not want a rubber stamp on my ideas and I want my contractors to provide value with their experience. (4) Was the bid in writing and was it accurate and complete? If the bid is meticulous and well written, that is a good sign of attention to detail and the quality of the work and the customer service you can expect. (5) Are you comparing apples to apples? Did the bids address different things, and how do you normalize them? You don’t want to pay a premium for something you don’t think is important, but you don’t want to waste money on a job that will fall short of your needs and expectations. For my painting example, I had to subtract the cost the bid of installing a garage side door from another competing bid. When I decided to replace the door myself, I had to add back in the cost of the door replacement materials to the both the first and second bidders.

This can get complicated, so it can be helpful to develop a table that lists the price options, features and benefits, and drawbacks and risks so that you can see the entire picture. I prefer a spreadsheet, but realistically a notepad and a pencil will do just fine (although I like the way the spreadsheet adds up things without mistakes).

 

Worksheet for comparing bids. Pricing can be tricky so the best way is to compare features and benefits against drawbacks to get the complete picture.

Worksheet for comparing bids. Pricing can be tricky so the best way is to compare features and benefits against drawbacks to get the complete picture.

Bottom line is that you need to understand what you’re getting for your money and have a way of comparing the options to what’s important to you. Once again, price may NOT be the most important factor!

Sixth: Award the contract. Once you make a decision, immediately contact each of the bidders to let them know their situation. I personally like e-mail, but any medium is good, so long as it’s timely. You need to respect the time of the bidders, especially those who did not win, because they have to keep moving on to generate other business, and they spent their valuable time with you, so they deserve to know. The winner, of course, will be happy, but now you both have to start working together to get the job scheduled and completed. No time like the present!

The House That Frank Built

OK sports fans! This moment has been many years in the making. The moment when I, and only I, will bust out the structure of our house with the intention of EXPANDING our living space and making a fantastic en-suite (master bedroom-master bathroom) in a manner that puts HGTV to shame! Because this is a big task, and I needed to focus all of my spare time on it, I haven’t made a blog entry for a while. It’s either work on the house and generate material for the blog, or write the blog and make stuff up. I prefer the former. I took 2 weeks of vacation to accomplish this bodacious task, and I got most of the way through. At least I put up the walls and the roof trusses. But it took another 4 weeks of my spare time to finish the roof structure, put the trim on, and finally cover the roof.

Phase 1: Demolition.

As with most building projects, the first part is the demolition. I know I’ve been talking about demolition a lot, so I won’t bore you with too much more of it. As with most demolition projects, the best course of action is to work from the top down, and to disassemble whatever you’re demolishing in the opposite order that it was built. Because the bedroom extension will also result in extending the roof (sleeping under the stars is OK if you’re camping), I began by stripping the shingles from a portion of the roof. My biggest concern was roof safety. If there is anything dangerous in this endeavour, this is it. So I took some time to get the proper equipment: roof jacks, scaffolding, and a safety line with a harness. Yes, it cost a few bucks, but it’s cheap insurance. As I have mentioned in previous posts, I’m a bit obsessed with safety. The other nifty tool that I got was a roofing shovel. This tool has a notched spade that you ram underneath the shingles to get under the roofing nails, and a fulcrum that allows you to pop the nails right out. The technique is to start at the top of the roof, and after you pry off the ridge shingles, you get a start on the shingles at the top and then just go to town. That being said, even with the right tools and safety equipment, it’s hard, tedious, and somewhat messy work.

Safety harness and safety line. It's kind of a PITA to work with, but it sure provided me peace of mind. This is what all the pros use now.

Safety harness and safety line. It’s kind of a PITA to work with, but it sure provided me peace of mind. This is what all the pros use now.

Roof safety: Roof jacks to provide a solid base for working.

Roof safety: Roof jacks to provide a solid base for working.

Roof stripping complete. Took me all day.

Roof stripping complete. Took me all day.

 

Next was the trim. One might think that removing trim is no big deal. But it was to me because I had to get way up high and had to bang and lever stuff around, keep my balance while precariously perched on the scaffolding and ladder, all the while making sure that whatever fell down didn’t fall on me. The other bad news was that we were experiencing a record heat wave, so that meant that every push and pull was accompanied by beads of sweat in my eyes, lack of energy, and dehydration. I kept trying to drink as much water as I could, but there’s really no way to keep adequately hydrated while doing heavy physical labor in 96 degree heat.

Roof overhang and trim removed.

Roof overhang and trim removed.

Now, on to the messy part: Knocking down the walls. This part of the demolition worried me a bit. I didn’t want to spend a lot of time cutting stucco vertically on the wall, but I needed to get the wall down in pieces that were not so big they would damage the subfloor when they would inevitably come crashing down. I first had to knock down the gable wall, first by taking down the triangular portion of the gable by splitting it at the top plate, and then taking down the vertical walls. Since the side walls are load bearing, I had to build a temporary structure to accept the load. Also, I only took down one of the side walls at a time so only one side of the roof was unsupported. Because I didn’t want to have to cut stucco while precariously balanced on a ladder from the outside, I decided to pull the wall down from the inside. Since I know that the easiest way to cut the stucco is when the stucco is lying flat, I decided to yank the whole wall down and then disassemble it. Sure enough, with all of that weight of the stucco, it came down with a big crash! This turned out to be a very bad thing because I, like a dummy, did not think to put temporary bracing under the joists of the bedroom floor. Here is the result:

Gable wall demo complete. What have I gotten myself into?

Gable wall demo complete. What have I gotten myself into?

Temporary bracing to transfer the roof load to the floor. Too bad I didn't complete the job by constructing concurrent bracing to properly transfer the load from the underlying joists to the slab foundation below.

Temporary bracing to transfer the roof load to the floor. Too bad I didn’t complete the job by constructing concurrent bracing to properly transfer the load from the underlying joists to the slab foundation below.

Wall before demo.

Wall before demo.

Wall after demo.

Wall after demo.

Minor damage from the downfall of stucco. I had a surprise coming.

Minor damage from the downfall of stucco. I had a surprise coming.

Joist failure as a result of not properly transferring the load to the foundation. I'm going to put a bag over my head when I call my engineer for recommendations.

Joist failure as a result of not properly transferring the load to the foundation. I’m going to put a bag over my head when I call my engineer for recommendations.

Cracked joists. I needed to deal with termite damage anyway, so really no extra work. But I sure feel dumb!

Cracked joists. I needed to deal with termite damage anyway, so really no extra work. But I sure feel dumb!

Phase 2: Build the walls.

One of the tricky things about building on a second floor is that you actually have to get the building materials UP to the second floor. This meant spending the better part of a day tediously pushing lumber, mostly one piece at a time, up a ladder and onto the second floor. I had to plan ahead to make sure that I had all of the lumber for the entire build, including the interior framing and plywood, because I did NOT want to struggle hauling this stuff up the indoor stairs after I closed in.

Lumber delivered. Now, to get it up to the 2nd floor!

Lumber delivered. Now, to get it up to the 2nd floor!

Building a standard wall for a house is pretty straightforward. You layout and cut the lumber, build and sheath the wall while flat on the floor, and then raise it up. The easiest way is to start by carefully aligning your sole and top plates, and then doing the layout of the studs all at once. This not only saves time, but more importantly, helps to make the wall square because all of the top and bottom measurements are the same. The next thing to do is to make a “kit” for all of the framing lumber. This not only includes all of the studs, but also the headers, sills, cripple, and jack studs for the window and door openings, as well as the framing for each corner. From there, it’s a simple matter of separating the sole and top plates, scattering in the pre-cut parts, and then methodically nailing them together. It’s important to follow a nailing schedule, meaning that the prescriptive codes require specific sizes and spacing of nails for a given assembly. For example, a stud to sole plate or top plate can be two 16d nails driven longitudinally into the stud (“face nail”) or three 10d nails driven in from an angle (“toe nail”). Fortunately, the County of San Diego has a convenient summary sheet of all of these requirements, which the plans inspector “suggested” that I include as part of my building plans. I took the hint.

Wall lumber cut to length and organized to form a "kit". I did this for the lumber for all three walls.

Wall lumber cut to length and organized to form a “kit”. I did this for the lumber for all three walls.

All kit parts need to be labeled so you don't get confused. These are labeled "C/O" for "cripple" stud (window), and "outside" because the top is cut at a 5º angle to allow for water drainage from the sill.

All kit parts need to be labeled so you don’t get confused. These are labeled “C/O” for “cripple” stud (window), and “outside” because the top is cut at a 5º angle to allow for water drainage from the sill.

The next thing to do is to sheath the wall. In many building situations, it’s better to put the wall sheathing on after the walls are raised because you can do some adjustments for dialing in plumb and square, and you can apply the sheathing in a fashion that overlaps the structural assemblies to add some strength. However, it’s more difficult to fool around with large pieces of sheathing, particularly plywood, when you’re trying to hang it vertically. Putting the plywood on the walls while they were still on the floor was a no-brainer for me as a one-man-show. One thing I learned about walls is that 2×4 lumber can be pretty flexible on this scale. You have to use a big sledge hammer to bang stuff around, but it’s important to square things up before you put the plywood on, because once the plywood is attached, it ain’t movin’!

Lastly the wall needs to be raised. There are lots of pictures of construction crews all gathering around a wall, and with a mighty “heave ho”, the wall comes up. Not possible with just me doing the heaving. Fortunately, there is an outfit (Qualcraft) that makes something called a wall jack. This operates much like the old-fashioned car jack that you used to hook under your bumper to change a tire. But instead of a metal jack shaft with teeth, it uses a long 2×4 piece of lumber. It’s pretty ingenious, and here is a short video and some pictures:

Wall jacks in position, ready for action!

Wall jacks in position, ready for action!

Close-up of wall jack. 2x4 screwed into the floor prevents kick-out.

Close-up of wall jack. 2×4 screwed into the floor prevents kick-out.

 

Last wall up, ready for trusses.

Last wall up, ready for trusses.

Phase 3: Place the trusses.

Now that the walls were up, it was time to get some help. The trusses, by themselves, are not particularly heavy, but they are difficult to handle and are fragile if they are handled while they are flat. Fortunately, the same co-workers that helped me place the big beam I needed for my garage portal were willing to spend a morning yanking these bad boys up and securing them into position. I only had 4 of these, but we had a little trial and error at first, so it took a little longer. I also had them come back to help me with the gable wall. Now, it was up to me to finish detailing the front of the roof line with outlookers and blocking.

Last wall up. Things are beginning to take shape.

Last wall up. Things are beginning to take shape.

Trusses delivered.

Trusses delivered, ready for installation.

My "crew". Their help was indispensable in completing this phase of the project.

My “crew”. Their help was indispensable in completing this phase of the project.

Trusses are up!

Trusses are up!

Gable wall and outlookers in place.

Gable wall and outlookers in place.

Phase 4: Finish the roof.

Finishing the roof was actually a two step process. I first needed to get the trim boards placed on the ends of the truss overhangs and outlookers. These are called “barge” rafters, and these were particularly long and heavy. I spent an entire day messing around with scaffolding and engineering a “third hand” to hold the rafter while I put it in place. But when I found it impossible to even the the board up there by myself, I knew it was time to call my crew back for another session. Sure enough, in about 3 hours, we were all done. Finally, I was able to get the roof sheathing in place. If this were a flat surface, this job should have taken about 3 hours. But because it was on a roof, I had to laboriously move around and reconfigure scaffolding, haul materials up and install them, and then move onto the next part. Getting the plywood up for the roof sheathing was also challenging. I decided to make a simple lifting fixture from scrap 2x4s that I screwed onto the plywood, and then used a rope to pull up the plywood. I also set up a couple of long boards to help the plywood slide up to the roof. This lifting fixture also proved valuable in placing the plywood because it gave me some leverage. Note that I had to place on piece of plywood at a time using this method, so, again it took a long time.

Another thing I learned about working on a roof is that it’s physically hard! That’s because you constantly have to fight against gravity because you’re working on a slope. Plus, there’s no shade (duh!). So, in addition to it being hot, all of that up-and-down and muscling the plywood in place really wore me out. In the end it took about a week (!) to finish the roof. But I liked the result.

Outlookers in place, ready for the barge rafters. Note the "3rd hands" to the right and left of the scaffolding on the outlookers.

Outlookers in place, ready for the barge rafters. Note the “3rd hands” to the right and left of the scaffolding on the outlookers.

Barge rafters in place. Beginning to look like a house!

Barge rafters in place. Beginning to look like a house!

Shiplap appearance boards are on the roof overhangs to match the rest of the house.

Shiplap appearance boards are on the roof overhangs to match the rest of the house.

Roof all done! Looks nice.

Roof all done! Looks nice.

The inside. This is going to be a nice bedroom!

The inside. This is going to be a nice bedroom!

The proud builder and his creation.

The proud builder and his creation.

Phase 5: Install the connectors.

Actually, installing the connectors is something that I did as I went, but I wanted to highlight the fact that the days are gone when you can simply use nails to build a house. Modern house construction uses metal connectors almost everywhere, especially between major components (e.g., foundation to first floor, first floor to second floor, second floor to roof). There are hundreds of connectors to choose from, but that was taken care of during the design phase, so the ones that I’m using are all in my plans. Each connector has a specific fastening schedule (number and type of fasteners), so you have to be pretty meticulous. I made copies of the specification sheets for each connector that I used, and highlighted each one and keep them in my permit book so that when the inspector comes by, I can show him what I’m working to. I really did learn something when I prepared for my inspections in the Navy!

Metal connectors for the roof, studs, and top plate.

Metal connectors for the roof, studs, and top plate.

Connectors between gable and front wall. I still need to add connectors between the wall and the rim joist on the bottom.

Connectors between gable and front wall. I still need to add connectors between the wall and the rim joist on the bottom.

I’m hoping the pace will now pick up with the roof, windows, stucco, and HVAC contractors coming in. Stay tuned!

 

Getting Ready For A Concrete Pour

Things are beginning to shape up in front, and one of the final “projects” was going to be to pour the concrete. This is DEFINITELY a job for a professional crew — NOT DIY! I know this from harsh, personal experience. Oh, I know, the videos make it seem really easy, but trust me, striking off a mound of concrete with a screed is hard, messy work, and is actually quite comical if it’s just you and your wife doing it. OK, I’ve done a couple of small sidewalks, but this job is way too large and intricate to trust to anybody but a professional crew. Hey, at least give me credit for knowing the difference!

Be that as it may, I had my plans, so I know what I wanted to do. Well, at least I thought that I did at the beginning. More on that later. The fact is that a dedicated DIY’er can do essentially all of the prep work. This is quite a lot of work, it turns out, and while you may get some benefit of saving some money, the biggest advantage for me was giving the concrete subcontractor a lot of flexibility with the schedule. If you have a pro do the whole job (demolition, site and grade prep, base fill, building the concrete forms, and setting out the remesh), then you’ll have to wait several weeks until the schedule is clear for a multi-day (or week) job. If you do all of the work, it’s a 1 day job of pouring and finishing the concrete, which can be scheduled more easily. Now for all of that prep work.

Demolition was done previously, per several of my previous posts. And, although I did a reasonable job of getting the grade set correctly with the steer skid, I still had a fair amount of cleanup to do. The skid steer doesn’t get into the corners, plus I had to get some stumps ground after I had completed the initial excavation. Plus the rains over the winter (such as they were) ended up “displacing” some dirt which had to be “re-placed”. In other words moved around some more. I ended up barrowing out about 4-5 yards of dirt to the back.

Will I EVER get rid of this dirt?

Will I EVER get rid of this dirt?

 

 

 

 

 

 

 

The next thing to do was to set up a base. I had a choice between 3/4″ gravel and “class II  road base”. I decided to use gravel because I though it might be better, but it turns out that class II road base is what is typically used around here because gravel is used for areas where frost heave is a problem, and you want something to absorb the resulting ground motion. Road base is less expensive (!), and since it compacts way better, I plan on using it as the base for my brick-on-sand patio. So I find this out too late and I now have 7 yards of gravel to chuck  and spread around. C’est la vie! Fortunately this went reasonably quickly. The only hiccup was that I had to somehow figure out a way to get wheelbarrows of this stuff to the back while navigating around previously installed drainage pipes that were annoyingly protruding from the ground. My solution was to barrow a pile of gravel around the drains and then take some plywood and make little ramps so that I could gingerly push a wheelbarrow with several hundred pounds of gravel through the maze that eventually lead to the back yard. After all was distributed, I rented a plate compactor to give a good solid base.  Because the compactor wouldn’t fit into the corners, or around some of the obstacles sticking up, I had to use a hand compactor to get everything nice and tight.

That there is a cubic butt ton of gravel to move!

That there is a cubic butt ton of gravel to move!

Chucking gravel from front to back. Note the plywood highway.

Chucking gravel from front to back. Note the plywood highway.

 

 

 

 

 

 

 

I used a pile of gravel and some plywood ramps to navigate around the drain grates that were sticking up. I ended up raking the gravel level as i worked my way back, so it ended up all good.

I used a pile of gravel and some plywood ramps to navigate around the drain grates that were sticking up. I ended up raking the gravel level as i worked my way back, so it ended up all good.

 

 

Front entrance gravel all level and compact. Ready for the forms.

Front entrance gravel all level and compact. Ready for the forms.

 

 

 

 

 

 

 

 

While I was gearing up to move all of this gravel, I also had to buy lumber for the forms. So, I woke up early on a Saturday and headed over to the local Home Depot. Alas, it was raining, so it promised to be a mucky day outside. As I drove into the parking lot, I saw that the rental truck was conveniently parked, so I assumed it was available. I loaded up a bunch of lumber (plywood, 2x4s.), paid for it, and tried to rent the truck. I was then told it was out of commission for some obscure reason. Since my mood sufficiently sour to begin with, I vented my frustration. The customer service people were very nice, let me have my say, then proceeded to help me out with a free delivery. How good is that? So, shame on me for being a dickhead, but good for the Home Depot folks. I sent their boss a nice e-mail apologizing for my brief outburst and profusely thanking them for their excellent customer service. At any rate, I come back to the house and discover that my brand new wheelbarrow has a flat tire that will not succumb to mere inflation. So it’s back to Home Depot to get a flat-free tire. I guess it just was going to be one of those days….

 

My new wheelbarrow with a flat tire. Come on!

My new wheelbarrow with a flat tire. Come on!

 

 

 

 

 

 

 

Next was the forms. With my previous experiences with concrete, getting the forms right was always a challenge. So this time, I wanted to make them very sturdy and straight. I used 1/2″ plywood and made a frame of 2x4s to support the plywood so there would be no bending. The 2×4 frames also gave me something solid to work with so when I drove the stakes, I would be using the forms as the guide. The contractors who came out to bid basically said that this was overkill, and they may have been right. But as a DIY guy working alone, I think this gave me the best result and minimized the amount of fussing around to get the forms aligned and in place.

Frame for the form. I had to eventually rebuild this one because it was too large, but you get the idea.

Frame for the form. I had to eventually rebuild this one because it was too large, but you get the idea.

Detail of my forms. The corners are bolted together with braces that pull everything tight and square, and make disassembly very easy. Too bad I won't be using these again.

Detail of my forms. The corners are bolted together with braces that pull everything tight and square, and make disassembly very easy. Too bad I won’t be using these again.

 

 

 

 

 

 

 

 

 

 

Bottom of plywood on form extends down to allow for concrete to flow between levels to allow a monolithic slab without a lot of fuss in removing the form to finish the faces.

Bottom of plywood on form extends down to allow for concrete to flow between levels to allow a monolithic slab without a lot of fuss in removing the form to finish the faces.

 

 

 

 

 

 

 

 

One of the nuances of my design was that I wanted to place can lights within the concrete to provide lighting for the steps (as a safety feature). Although the lights that I chose were rated for casting in concrete, in the long run, that is a bad idea because when (not if) they fail, you’ll have to tear out the concrete to get to them. No thanks. So, my plan was to construct plywood molds that would result in a perfectly sized recess that I could fit the lights into. Additionally, the molds had a hole that accepted PVC conduit, so that I could run the wiring between the boxes and back out through the wires that I had cleverly routed around the house while I was digging the drainage lines to supply the power. This is 12v lighting, so no problem with running the wires adjacent to where water might be. However, on the back porch, the lights needed to be located near the top of the slab. This could be problematic with cracking, so I added a 1×1 wire mesh reinforcement with material I had left over from a previous project. I also knocked down the sharp edges of the plywood boxes to minimize stress concentrations. My hope is that, with these little details, plus the fact that I am going to tile over these fragile areas, will make everything all right.

After I had set up the forms, I and my wife had a good chance to look at what the final result might be and, you guessed it, we were having some reservations. So, we took a step back, and perhaps some steps around, and started to actually walk through the expected traffic patterns. After a few iterations, it became obvious that we had to change things around a little in the front, and that is one of the advantages of DIY. You really can change things at almost the last-minute without a great impact on cost or schedule. Had this been an agreed upon design and had I already had a contractor doing the work, changing this stuff would have been out of the question. Of course, perhaps my design was not so good to begin with, and maybe a pro would have come up with the right answer in the first place, but what fun is that? I also had to re-design (and re-build) the forms to have the proper height above the finished concrete surface and provide a gap underneath so that the pour could be continuous, resulting in a monolithic slab. Good thing I had ordered some extra lumber!

The front landing is disjointed and not ergonomic. It looked better in the model and plans.

The front landing is disjointed and not ergonomic. It looked better in the model and plans.

Just doesn't look right.

Just doesn’t look right.

 

 

 

 

 

 

 

That's more like it! Nicely balanced and allows access up the ramp (on the right), from the driveway apron (on the left), and from the garage.

That’s more like it! Nicely balanced and allows access up the ramp (on the right), from the driveway apron (on the left), and from the garage.

 

 

 

 

 

 

 

 

While I was doing all of this, it was time to get some bids for the work. I had a number of folks come by, and each was very helpful and offered some advice as I was finishing up. One comment was pretty much universal: “Fill in the areas where you have deep concrete (e.g. the back porch and front landing) with materials that are less expensive than concrete. Well, it turns out that I had a big pile of masonry detritus  accumulated from my previous work, so it was a no-brainer to chuck that stuff into these areas, if not to save money, than to just get rid of the stuff in a manner that did not involve surreptitiously dumping this crap into the residential waste stream over a long period of time. Which is my normal modus operandi. I learned this from my wife.

Finally, the re-mesh. This is a welded wire mesh that is used to provide reinforcement in the concrete. It is made of large gauge (#6) steel wires that are spot welded together to form a  6″x6” mesh. You can buy these in flat sheets of 5’x8′, but that is much more expensive than buying a 150′ roll and cutting it yourself. Of course, I did the latter. I had previously purchased a heavy-duty wire cutter (essential for this work) and set about unrolling the beast and nipping off sections so that they fit where I needed to put them. I ended up with a number of relatively small pieces because (a) they were easier to make flat — the roll has some “memory” so you have to bend it a little to make it lie flat — and (b) they were easier to handle and place where I needed them.

Back porch ready for the pour. Can you see the masonry detritus poking through the gravel? Also a good look at the forms and reinforcement for the can lights.

Back porch ready for the pour. Can you see the masonry detritus poking through the gravel? Also a good look at the forms and reinforcement for the can lights.

Left driveway apron all ready for the pour.

Left driveway apron all ready for the pour.

 

 

 

 

 

 

 

 

 

 

PVC electrical conduit is supported by rebar stakes so that it won't bend when the concrete is poured over it.

PVC electrical conduit is supported by rebar stakes so that it won’t bend when the concrete is poured over it.

Service sidewalk all ready. I'm replacing the square grates with round ones on the advice of the subcontractor to minimize cracking.

Service sidewalk all ready. I’m replacing the square grates with round ones on the advice of the subcontractor to minimize cracking.

 

 

 

 

 

 

 

 

 

 

Now everything was all set and the bids were in. It was time to choose a subcontractor. I chose a person who (a) provided a reasonable price (part of my day job is cost estimation, so I knew what the price range should be), and (b) would provide a schedule (e.g., meeting time, estimates), and stick to it. I believe the latter is a key indicator of future performance.

I’m meeting with the subcontractor tomorrow, and with luck, I’ll have the concrete poured by the end of the week. Wish me luck!

How Many Hats Do I Have? — A Short Essay On Project Management

Yesterday, I was picking up some materials at one of my local suppliers (Home Depot). I got there just when the store opened (0600), yet I wasn’t ready to do any “real” work until 0900. What’s up with that?

Actually I was engaged in a lot of activity because I had to rent the truck, wait for the materials to get forklifted to the truck, drive back to the house, unpack, unload, dispose of the packing material, drive the rental truck back, top it off with gas, and then drive back to the house.

Turns out, that whenever you take on a home improvement project of any size, one of the critical tasks is to get your materials. In addition, there are a number of other tasks that need to occur before you commence “real work”. (By “real work” I mean doing the deed. Measuring, cutting, digging, assembling… whatever your concept of “real work” may be.) My Dad always said: “Always have a plan.” For simple tasks, this can be a drawing on the flap of an unused cardboard box. I did this today when I was laying out a manifold for my irrigation system. For more complex tasks, you might need dimensional drawings or a 3D model. Yet, this kind of “plan” is only one-dimensional. Well, really 2-D, but it oversimplifies the task of planning. Planning includes ALL of the tasks necessary to complete a project (of any size). Here is a list of common tasks that are necessary predecessors for “real work” in the context of DIY home improvement:

  1. Define your task. This is the fulcrum around which everything else rotates. Do you want to remodel your kitchen? Do you want to have an accessible bathroom? Do you want to have a water-conserving landscape? Do I want to put in new flooring? (Yes to all.)
  2. Make a drawing. A drawing will force you to detail  critical information. What kind of cabinets do I want for my kitchen? What kind of shower to I need to make my bathroom accessible? What kind of irrigation system do I need to have a water conserving landscape? What kind of flooring do I want? How big? How much? What shapes? As you answer these questions, your design will become increasingly more detailed, and from this, you can not only get an idea of how you’re going to put things together, but also be able to extract a list of materials. This is crucial to the next step.
  3. Source and obtain your materials. I remember before the Internet that I used to spend hours roaming the aisles of the big box stores just seeing what materials were available for my project. Now, I spend hours roaming the Internet. The cool thing is that I now have access to exponentially more choices of materials, and most come with free shipping, so I don’t even have to leave the house. Stuff just shows up. As a matter of practice, I develop my material list in conjunction with the design process, so by the time I have finished the drawings, I also have my shopping list.
  4. Perform a cost estimate and obtain financing. OK, for simple projects, that may mean taking $200 from your savings account. But for bigger projects, like a home remodel, this step is more integrated with the planning process as you will be making trade-offs with your design. Cost estimation is a science unto itself, and there are some good software tools out there when it comes to estimating residential construction projects. I did a detailed cost estimate using an online program called Clear Estimates just before I had my plans approved. Not only did I get a good figure the cost of my remodel, but I also was able to get estimates for the work I plan to contract out. Now I have some benchmark costs so I can better evaluate the bids of the subcontractors.
  5. Set aside time for the project. You want to have a block of free time that allows you to have an uninterrupted workflow to make the job go faster, and minimizes repetitive set-up times. Planning when to work on the project also helps you schedule your material procurements and deliveries. Frequently, deciding on when I’m going to do a project is the first thing that I do because it helps me plan and complete all of the predecessors (task definition, design/drawing, and material procurement). Deadlines are an effective motivator.
  6. GET TO WORK! Finally!

The steps above are the essence of what is called “project management”. It’s actually pretty straightforward if the project is simple, and if the project is larger, you just have to break it down into smaller chunks until what you’re left with are a bunch of simple projects. Here is where it gets interesting. This collection of simple projects, representing a much larger project, is not just a “honey-do” list. These sub-projects are interrelated. Some tasks have to be completed before others can start. Some tasks can be done in parallel. Some tasks require specialized skills which are best left to professional contractors. So, answering the questions of “where to start” and “what’s next” can become quite complicated. Large commercial projects develop what is called an “Integrated Master Schedule” (IMS) which typically uses computer software (e.g., Microsoft Project) to logically link all of the sub-tasks and assign labor and material resources to each task. In theory, you can get an accurate estimate of how much the project will cost and how long it will take. In reality, there are ALWAYS cost overruns and ALWAYS schedule delays, largely due to the facts that (a) there is always a measure of uncertainty in planning any project, (b) the bosses will tend to be overly optimistic because they want to win the bid, and (c) the customer frequently has a change of mind, which results in a change in the plans, and things just cascade from there. I actually have experience with doing this, and I made up an IMS for this home remodeling project about a year ago. That schedule showed that I would complete the project sometime later this year (2015). Alas, the IMS was difficult to keep up to date, and since I’m the only guy working the project, I made a choice to ditch the IMS in favor of doing “real work”. Needless to say, I now only have a vague idea when I’m going to finish, and I’m not quite sure what the final cost is going to be. All I know is that I’ve been stopping by Home Depot almost every day to pick up yet another part that I seemed to have overlooked in planning.

So, as the only person who is working this project, I need to wear many hats. Designer, draftsman, planner, scheduler, estimator, finance manager, procurement specialist (shopper), shipping and transportation (bring the stuff home), warehouse manager (store the stuff), general contractor, and finally tradesperson. I’m sure I left something out, but I think that’s enough to illustrate the point.

Now, when you see a construction crew at work, realize that there is a lot of action behind the scenes that is necessary to support that work. Even if that construction crew is a crew of one.

Here are some pictures of my warehousing operation:

WAREHOUSE

WAREHOUSE

WAREHOUSE  Do you see my ShopSmith?

WAREHOUSE
Do you see my ShopSmith?

 

Shopping for Parts — What Else Would I Do On Black Friday?

As the last bits of excavation and site preparation come to fruition, the project is now entering the phase where I have to actually start buying materials. When I was making my plans, I did a lot of research on the Internet to make sure I could source the critical parts that I needed, and I did some preliminary estimating. Even though it was quite helpful, things become more serious when you start putting cash on the table. Back in the day, I would spend hours perusing the aisles of the big box stores, writing down prices and in general figuring things out. Now I spend hours on the Internet, copying and pasting prices and in general figuring things out. At least I don’t have to waste time travelling to and from the store. And I can sip a beer without fear of arrest.

All kidding aside, the Internet and stores with an on-line presence are the best thing that has happened to DIY’ers since, well, DIY. Not only can I check inventory and prices, but I can also source difficult to find products and have them shipped to me. For example, I was looking for an irrigation controller that was set up for a smart home, and I found one for sale directly from the manufacturer (Irrigation Caddy). It has an ethernet port, controls 10 zones, and has a rain sensor option. Boo-Yah! In addition, many of these stores have a lot of how-to’s. I completely figured out my outdoor 12v lighting system from a website that sold lighting parts directly from the factory (Landscape Lighting World). They had tons of how-to videos and some very practical advice on landscape lighting. Their products seemed pretty good as well, and when I compared prices, they were reasonable, so I ordered from them.

The big box stores also have significant online presence, and the ones that I use (Home Depot and Lowe’s) have convenient features on their websites that allow you to develop lists. However, sometimes navigation of that all that stuff is tricky. For instance, if you type in a key word on the Home Depot site, you get results that are typically incomplete. The best way to search is to drill down from the home page once you find the department where the product is located. The other hassle is that sometimes you get things that are in the store, which get pulled immediately, and other things which have to be shipped to the store. So I get several e-mails and texts urging me to hurry to pick up my in-store order (and being threatened that they will cancel it) while they haven’t even shipped the balance of the order to the store. I eventually straightened that out, but really, HD should figure out a way to let me know when the complete order is ready for pick-up. Then some items they won’t ship to the store and they’ll charge you to ship it to your home. For example, I wanted to order some drain pipe, and the price was $28, but the shipping was $55. No thanks.

Of course, sometimes they won’t have what you want. Mostly, I try to figure out a way to order it from someplace that has free shipping like Amazon, but in some cases, that’s impractical. So, it’s back to the big box store where you can ask if they can do a special order. My experience with these is pretty positive, because the folks at the special order desk typically have a lot of experience, and they will do thorough research. If they can order the part, you’ll have it in a few days. If they can’t they usually will give you good advice about who may have it.

Lastly, sometimes you really need to see the product in person. Thus far, I’ve been pretty fortunate in that I’ve been looking up the product specifications on line while I was in the planning phase, so I have a very good idea of what I want and how much I need. This works fine for commodities (pipe, wire, fittings), especially if they’re hidden. If they’re not, then you have to start worrying about color and texture, and shape, and … all that stuff that I’m not very good at. So, because my wife has a far superior sense of style, I enlist her help when it comes to these things. She also has a vested interest because she doesn’t want the house to look like I dress. Well, ok,  like I USED to dress before she started picking out clothes for me. Now, I have to busy myself in obtaining “samples” so we can carry them around when we look at materials. These samples go beyond paint samples, although that’s included. We’re talking brick, retaining wall blocks, roofing shingles, … etc.. I hope I don’t need a truck to haul this stuff around! Actually, I exaggerate. All we really need are paint samples and a piece of roof shingle. Be that as it may, my wife is correct about getting all this stuff together to see what it looks like in person. Pictures on the Internet can fool you when it comes to colors because there are so many variables (lighting direction, lighting color, camera settings). Sometimes you can get the data, such as RGB values, for colors, and that can help with computer rendering. But bottom line is that you need to see things in person to make sure. Especially if you’re buying several pallets of bricks for a brick wall. I have a feeling that would be WAY more difficult to return than a pair of bunny slippers.