124.1 Quality Control / Quality Assurance for Project Estimates

124.1.1 Quality Control

The district engineer is responsible for establishing the quality control procedures that their district will use to maintain consistency and accuracy of the project estimates and the appropriate documentation of project estimate files. The district engineer has the discretion to establish the quality control procedures that best complement their organization structure and staff. It is recommended these procedures be formally documented in written form and made available to those responsible for preparing the estimates.

One method the district engineer may choose is the establishment of a district Cost Estimate Quality Control Review Team. An example of the staff that might be included on this team are: the district’s transportation planning coordinator, design engineer, right of way manager, transportation project managers, and other personnel deemed necessary. This team could develop the quality control procedures and conduct quality assurance reviews as necessary to ensure the procedures are being incorporated into the preparation of estimates and documentation of estimate files.

The establishment of the district quality control procedures is intended to ensure the best possible estimate is obtained for each project and that documentation supporting the estimate is included in the project estimate file. The only requirement for the district quality control procedures is that it must require that the Project Estimate Record Sheet be included in each project estimate file. The Project Manager is responsible for completing and/or updating the Project Estimate Record Sheet on a yearly basis or at project milestones.

124.1.2 Quality Assurance

The district engineer is also responsible for establishing procedures for conducting quality assurance reviews of project estimates and compliance with the district’s estimating procedures. The quality assurance review is necessary to ensure accurate estimates are produced and district staff is following established quality control procedures. Regardless of the method used, it is not necessary to audit each estimate in detail. Review of an appropriate number of randomly selected estimate files will ensure that the district’s procedures are followed for the appropriate preparation, updating and documentation of project estimates.

Any recommendations resulting from the quality assurance review will be provided to the district engineer and district staff. The district’s estimating procedures should be modified as necessary to achieve the goal of accurate and well documented project estimates.