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 General Part Two: Roofing.

Now that the stucco was complete, the roofers were next, but they were coming first thing the next week. The stucco folks had to remove the scaffolding, and we had it planned for a Saturday, but the scaffold guys were behind on another project and they had to delay. They promised they would come out on Monday to finish. Sure enough, when Monday rolled around, I had roofing guys having to work around the scaffolding guys to strip the roof. As the general contractor, I had to get this deconflicted in a hurry, so told the scaffolding folks to push the scaffolding back so the waste truck could park and then everybody was happy. The scaffolding guys came by the next day, removed the scaffolding from the front, clearing the way for the roof loader to load the shingles, and then they went about taking everything else down while the roofers worked on top. My experience in managing construction and maintenance in a shipyard on a submarine paid off in this case. (Actually, it was quite simple in comparison.)

Stripping the roof. These guys have this special truck which allows them to throw the junk directly from the top of the roof, making it much easier to clean up later. That process did not, however, work for the back of the house and the workers had to lug around a bunch of old roofing material around the yet-to-be-taken-down scaffolding by hand.

Stripping the roof. These guys have this special truck which allows them to throw the junk directly from the top of the roof, making it much easier to clean up later. That process did not, however, work for the back of the house and the workers had to lug around a bunch of old roofing material around the yet-to-be-taken-down scaffolding by hand.

After the old roofing material is torn off, the next thing that the roofers do is to waterproof with the roofing underlayment. Although not usually a problem here in Southern California, the reason that this is carefully coordinated is because if the home is left without at least a minimum amount of waterproofing after the roof is stripped, than any amount of precipitation will likely cause significant water damage. So the contractor usually plans on stripping the roof and waterproofing the same day in order to minimize his liability in case of rain.

After the old roofing material is torn off, the next thing that the roofers do is to waterproof with the roofing underlayment. Although not usually a problem here in Southern California, the reason that this is carefully coordinated is because if the home is left without at least a minimum amount of waterproofing after the roof is stripped, than any amount of precipitation will likely cause significant water damage. So the contractor usually plans on stripping the roof and waterproofing the same day in order to minimize his liability in case of rain.

Loading the roof. The shingles come in packages of 33 square feet each (1/3 of a

Loading the roof. The shingles come in packages of 33 square feet each (1/3 of a “square”, which in the roofing business translates to 100 sq. ft.). This portable conveyor belt is indispensable in getting these heavy hogs on top of the roof.

Roofing was proceeding apace, and the roofers had to replace some of the fascia boards. I was looking around and then thought about the back of the roof, which had no fascia board (none of the houses in the neighborhood to — a bunch of cheapskate builders!). The roofing company owner came around to look at the job and then explained to me that the wholesaler had run short of the shingles we were using, and they were going to have to stop the work until the following week. We then started discussing the missing fascia, and we agreed it was a good idea to put new fascia on. So, I was back in the carpentry business, with a deadline of Monday to get some new fascia boards up. Fortunately, I enlisted the help of my work crew (my generous co-workers), and we had it up in good fashion. I also took the opportunity to rip off the old patio cover roof and put up a proper deck with 5/8″ T1-11 siding facing upside down to make a nice pattern on the “ceiling”. I had to do this job anyway, but I figured it may as well be now so that the painter can come in, finish the exterior trim/fascia/vents, and then my roofing guy can come back and put in a proper low-slope roof and gutters.

The first shingles are up!

The first shingles are up!

Shingles are going up. The color of the roof was much lighter than I expected, but the color matched very well with the new stucco color. Having said that, we're going to have to reconsider the color scheme for the trim painting.

Shingles are going up. The color of the roof was much lighter than I expected, but the color matched very well with the new stucco color. Having said that, we’re going to have to reconsider the color scheme for the trim painting. This is where work essentially stopped because the workers ran out of shingles.

My own roofing project. I had to rip off the whole sheathing and roof assembly because it was all rotten.

My own roofing project. I had to rip off the whole sheathing and roof assembly because it was all rotten.

The detritus of my own roofing project. I'll get rid of it eventually....

The detritus of my own roofing project. I’ll get rid of it eventually….

The boss has a look. See how hard I'm working?

The boss has a look. See how hard I’m working?

My roofing contractor recommended that I use T1-11 siding for my patio roof sheathing. The idea is that you put it on upside down, and it instantly makes a nice overhead pattern for a minimal extra cost. Looks WAY better than CDX plywood! Truly a great recommendation.

My roofing contractor recommended that I use T1-11 siding for my patio roof sheathing. The idea is that you put it on upside down, and it instantly makes a nice overhead pattern for a minimal extra cost. Looks WAY better than CDX plywood! Truly a great recommendation.

The roofers came back but again they had a supplier delay. This time it was the ridge caps. So, a 4 day job ended up taking 2 weeks. Quite honestly, I’m not the least bit bothered by that, especially since the delays gave me some time to respond to emergent work (back fascia boards) and replace the roof on my patio cover, which I knew I need to do. All’s well that ends well!

House with new roof -- well, almost. The supplier did not order the ridge caps so we had to wait another week to finish the job. This stuff happens all the time, so you need to know how to accommodate if you're the general contractor.

House with new roof — well, almost. The supplier did not order the ridge caps so we had to wait another week to finish the job. This stuff happens all the time, so you need to know how to accommodate if you’re the general contractor.

New roof with ridge caps. Really looks nice and we're getting a lot of compliments.

New roof with ridge caps. Really looks nice and we’re getting a lot of compliments.

The back of the house looks nice. This shows the improved roof vents, as well as the new fascia on the main roof and my new patio roof structure. The patio roof will be covered with a special

The back of the house looks nice. This shows the improved roof vents, as well as the new fascia on the main roof and my new patio roof structure. The patio roof will be covered with a special “low slope” roofing system after the trim and fascia boards are painted.

The next thing I have to do is to schedule the painters, get the roofers back for the patio roof and gutters, and get the HVAC replacement done. I’d like to get it done in the month of December, and I think that so long as the painters finish on time, I should be good from a schedule standpoint. We’ll see….

The General: Getting Other Trades Involved and How To Be A General Contractor Part One: Stucco.

With the project sufficiently mature, the time has come to involve other trades for work that I was not going to do by myself. I had to get a new roof put on, get the stucco put up, paint the exterior trim, and get a new HVAC system installed. I had planned all along to contract these jobs out because there really are limits to what even a pro can do by themselves (and I’m just a lowly, but enthusiastic, DIY’er). Finally, I could relax a bit and have someone else do the hard work, right? Well, not so fast….

It turns out that when you start to bring other trades in, you have to work as your own general contractor. That means coordinating schedules, materials, inspections and the like. Fortunately for me, I have a lot of experience in coordinating projects, so this one was really not so tough from a management perspective. However, I had to hustle to make sure that I did my part of the job and get truly ready for the next steps. The one thing that you have to understand are the dependencies that the jobs have on one another.

We start with the stucco. I had to coordinate the stucco and the roofing because, on my home, there was some interrelated work. I had to contract with a roofing company and get on their schedule, and they had to come out and do some preliminary roofing work before the stucco contractor could start. The stucco contractor then had to agree that he could finish the work before the roofing folks came in. But it turns out that some other trades were involved, and because I was covering those, I had to get back to work! For example, I had to finish rough electrical work around the living room and porch because they would be inaccessible after the stucco was up. So I had to DO the work, then schedule an inspection to get it signed off, then finish installing the plywood substrate and all of the other electrical penetrations. I also had to install bases for the new exhaust vents (dryer and ventilation fans) before the lath was put on. Even so, I forgot the doorbell and the intercom penetrations. I’ll just have to compensate later.

Getting ready to cover this area with plywood. I had to tear it all apart to get the porch roof beam installed, and as long as it was uncovered, I took the opportunity to fix up the wiring and add new coaxial and ethernet cabling.

Getting ready to cover this area with plywood. I had to tear it all apart to get the porch roof beam installed, and as long as it was uncovered, I took the opportunity to fix up the wiring and add new coaxial and ethernet cabling. I also had to get this inspected and all buttoned up before the stucco lath folks showed up. I had to hustle!

Insulation installed prior to lathing. This is R-19 underneath where the master bedroom floor cantilevers out by about 12 inches.

Insulation installed prior to lathing. This is R-19 underneath where the master bedroom floor cantilevers out by about 12 inches.

Nice lath job around the front door.

I also had to install all of the electrical fixtures (see the little yellow wire) and get a new front security door before the lath started. That’s because there was not enough clearance to remove and replace the old door without damaging the stucco. More unexpected work!

So, I finally got to the point where the lathing could take place, but I had one problem: I needed to remove the old electrical panel, and in order to do that I had to get the electrical service transferred. I worked with my stucco guy and we worked out a plan where I would get the electrical service transferred first thing on a Friday, then rip out the old box and have the lather come in and finish the area around the old electric box. Then the inspector would come later in the day. Unfortunately, the guy who was supposed to come to finish the job didn’t show, and the stucco contractor had to get a substitute who (a) came too late, so the inspection was called off and (b) was not a lath specialist, so he missed a few things. Fortunately, my stucco contractor and I came up with a plan “B” and he had somebody come out the following Monday to make sure everything was right, and then we got the lath inspection completed on Tuesday.

Utility workers pulling new electrical cables through the conduit that I installed almost 2 years ago. These guys are working on live lines, but are extremely careful to only work with one at a time. and they know how to do it safely. I'm way to chicken to ever do this.

Utility workers pulling new electrical cables through the conduit that I installed almost 2 years ago. These guys are working on live lines, but are extremely careful to only work with one at a time. and they know how to do it safely. I’m way to chicken to ever do this.

New meter installed. Actually, it's really just the existing meter taken out of the old panel and installed in the new main panel. Still, it's my nwe electrical work which has been given life!

New meter installed. Actually, it’s really just the existing meter taken out of the old panel and installed in the new main panel. Still, it’s my new electrical work which has been given life!

My old electric meter is now out, but we only have a few hours before the inspector comes to inspect the lath. I'm not feeling good about this...

My old electric meter is now out, but we only have a few hours before the inspector comes to inspect the lath. I’m not feeling good about this…

Temporary electrical hookup. I needed to install a working electrical system so I just ran new wires to the existing wiring and secured it. with tie wraps. It's neat, and it's exposed so I can monitor it, But definitely will need a total replacement. The good news was that everything worked when I turned it on the first time!

Temporary electrical hookup. I needed to install a working electrical system so I just ran new wires to the existing wiring and secured it. with tie wraps. It’s neat, and it’s exposed so I can monitor it, But definitely will need a total replacement. The good news was that everything worked when I turned it on the first time!

This little experience highlights something that I have found important as a project manager: A good project manager knows how to anticipate problems and avoid them, but also knows how to accommodate when unforeseen problems occur. I knew that scheduling a bunch of things to happen in a certain sequence that Friday had inherent risk. The electrical switchover had to go just right and be timely, the stucco guy had to come early enough and finish, and the inspector had to come late enough to give the lather enough time. So, things didn’t work out, but it was worth the try to maintain schedule. The good news was that I was done with all of the work that I was personally responsible for, so now, I’m not in the way. Nothing makes me more productive than the last minute!

The stucco work commences first with the scaffolding. This Sam the scaffold man. His work is solid and so much better than the tower scaffold that I had to endure working on during the construction of the addition.

The stucco work commences first with the scaffolding. This Sam the scaffold man. His work is solid and so much better than the tower scaffold that I had to endure working on during the construction of the addition.

Scaffolding all ready to go to start work!

Scaffolding all ready to go to start work!

Removing some of the old stucco in front. We just had to get rid of all of that

Removing some of the old stucco in front. We just had to get rid of all of that “chunky monkey” look that was popular when these houses were built. It’s not popular anymore.

Lath installed where I will get the new stucco. The rest of the house will be color coated only, but the combined effect will be like getting a brand new stucco finish.

Lath installed where I will get the new stucco. The rest of the house will be color coated only, but the combined effect will be like getting a brand new stucco finish.

The next day, the stucco guys came in and started the “scratch” coat, which is the first part of a 3 part stucco siding. It is designed to cling to the lath and help tie in the rest of the stucco. It is called the “scratch” coat because the finish is “scratched” to provide a good bond for the rest of the stucco. The following day, they came in and did the “brown” coat. This is the coat that gets close to the final depth of the siding, and is finished fairly smooth. Not sure why it’s called a brown coat, but that’s the lingo. Now it was time to wait a few days before the color coat. I had a hard deadline coming up because I needed the stucco guys out so the roofing guys could come in.

Let the stucco begin! First application of the scratch coat has started.

Let the stucco begin! First application of the scratch coat has started.

The mixer man dumping a load to hod around. This stuff is really heavy!

The mixer man dumping a load to hod around. This stuff is really heavy!

 

Brown coat complete. It really looks good, and will even look better once the finish coat is applied over the whole house.

Brown coat complete. It really looks good, and will even look better once the finish coat is applied over the whole house.

The next week, a couple of guys came out to do the scaffolding on the entire house. That was an all day job and it really had to be all over. This is one of the many reasons that stuccoing an entire house is NOT a DIY project! Then, the stucco finishers came out and started putting the color coat on. When they put it on the back, they smoothed out the existing texture and then put an awesome lace texture on. These guys are really artists — well maybe not Michaelangelo, but same idea (and same medium).

Scaffolding on the West side of the house. Scaffold set-up and take-down is a significant part of the cost of the work.

Scaffolding on the West side of the house. Scaffold set-up and take-down is a significant part of the cost of the work.

Scaffolding outside my loft window. I'm glad somebody else is doing this work while dancing on scaffolding!

Scaffolding outside my loft window. I’m glad somebody else is doing this work while dancing on scaffolding!

The man at the mixer mixing the color coat. Apprentices get to do the heavy work of mixing the stuff up and hodding it around to keep the plasterers busy so that they have time to work with the material. This is why I subcontracted this work out. Definitely NOT DIY!

The man at the mixer mixing the color coat. Apprentices get to do the heavy work of mixing the stuff up and hodding it around to keep the plasterers busy so that they have time to work with the material. This is why I subcontracted this work out. Definitely NOT DIY!

Color coat being applied over existing stucco (right under the eaves).

Color coat being applied over existing stucco (right under the eaves).

The master plasterer at work. Michelangelo had nothing on this guy!

The master plasterer at work. Michelangelo had nothing on this guy!

Stucco is a very messy trade. Sort of like sausage making -- you don't want to see the process, but you like the result.

Stucco is a very messy trade. Sort of like sausage making — you don’t want to see the process, but you like the result.

In the end it all worked out. I was very pleased with the result, and my home is becoming the envy of the neighborhood. Next, onto the roof!

beautiful-texture

Close-up of the texture. This is real artisan stuff here. I have a very unique product that looks great!

color-coat-complete

Color coat complete. Looks fabulous! The roofers are coming next week, so the scaffolding still has to be removed. It’s going to be tight with the schedule!

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!

 

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?