Your senior estimator just called in sick. Your backup estimator is on vacation. A bid is due in 36 hours and you do not have anyone on staff who can perform the electrical takeoff in time.
This scenario plays out in electrical contracting firms across the country every week. The difference between winning and losing the bid often comes down to whether you have a plan for estimator absences.
Why Estimator Availability Matters
Electrical estimating is a specialized skill. You cannot pull someone from the field and expect them to produce an accurate takeoff in hours. A professional electrical estimator understands:
- NEC code requirements and local amendments
- CSI MasterFormat organization for electrical scope
- Labor productivity factors by task and working condition
- Material pricing and regional variations
- Software tools (Accubid, PlanSwift, Bluebeam, etc.)
- Scope identification and gap analysis
When your estimator is unavailable, you need an alternative that delivers the same quality and accuracy.
Strategies for Handling Estimator Absences
1. Cross-Train Your Team
Train multiple team members on estimating fundamentals. While you may not have two full-time estimators, having one person who can perform basic takeoffs in an emergency provides backup coverage.
2. Maintain a Relationship with an Outsourced Estimator
Establish a relationship with an outsourced estimating firm before you need one. Having a trusted partner who knows your standards means faster turnaround when emergencies arise.
3. Document Your Estimating Standards
Maintain written documentation of your CSI structure, labor factors, markup rules, and bid format. This enables any backup estimator to produce estimates consistent with your standards.
4. Use Rush Estimating Services
When no in-house option exists, rush estimating services deliver takeoffs in 12-24 hours. Professional estimating firms maintain capacity specifically for urgent requests.
When to Use Rush Estimating Services
Not every bid emergency requires outside help. Consider rush estimating services when:
- The bid deadline is within 48 hours and your team cannot complete the takeoff
- The project is complex and requires specialized estimating expertise
- Multiple bids are due the same week and your team is at capacity
- The project type is outside your normal scope and requires niche expertise
How to Choose a Rush Estimating Partner
When evaluating rush estimating firms, consider:
- Guaranteed turnaround time: Do they commit to delivery by a specific time?
- Electrical specialization: Are they electrical estimators or generalists?
- Software compatibility: Can they deliver in your estimating software format?
- Quality assurance: Do they review takeoffs before delivery?
- Availability: Can they handle requests on short notice?
Building a Contingency Plan
Do not wait for the next emergency to develop your plan. Build a contingency plan that includes:
- Cross-trained backup estimators on your team
- Documented estimating standards accessible to any estimator
- A relationship with an outsourced estimating firm you can call on short notice
- Budget allocated for rush estimating during emergencies
Conclusion
Estimator absences are inevitable. The contractors who handle them best are those who plan ahead. Whether through cross-training, documented standards, or relationships with outsourced firms, having a plan ensures you never miss a bid deadline.
Facing a bid deadline with no estimator available? Apex Electric Estimating Inc delivers rush electrical takeoffs in 12-24 hours. Contact us now for immediate help.