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Mechanical Estimating Services for Bid Winners

Full-scope mechanical estimating: HVAC, piping, and plumbing systems priced together, the way mechanical work actually bids.

“We have bid three projects to date and have won all three.”

Speak with an Estimator Now

Art Graves, Clearwater Construction: 10 Years with Astra

Electrical, plumbing, and HVAC contractor. $1.15M+ won in three years.

You Don't Need a Full-Time Estimator.

You Need a Full-Time Estimating Company.

Mechanical contractors carry the widest scope in the trades. One bid can cover HVAC equipment, ductwork, hydronic piping, plumbing systems, and controls, and every one of those scopes can sink the number if it is counted wrong. That is exactly the kind of work our estimating team was built for.

We partner with contractors and companies to support their in-house estimators or be a complete outsourced estimating solution for them.

Mechanical estimating services help contractors get accurate costs for projects. This can mean the difference between winning a job and missing out. If you’re in Tallmadge, Ohio, you know how important it is to stay competitive. In this article, we will explore what mechanical estimating services are, how they work, and why you should consider using them.

Key Takeaways

  • Mechanical estimating services provide accurate cost estimates for projects.
  • They help save time and reduce errors in bids.
  • Accurate estimates improve your chances of winning contracts.
  • You can get help from experts who understand local markets.

For more insights on bidding strategies tailored to your projects, check out our comprehensive guide on preparing successful bids.

Understanding Mechanical Estimating Services

Understanding Mechanical Estimating Services

Mechanical estimating services focus on calculating the costs related to mechanical systems in buildings. These systems often include HVAC, plumbing, and piping work. Having the right estimate is vital to ensure that your bids are competitive.

When you use these services, you get a detailed list of costs. This list includes materials, labor, and other expenses. These estimates help you understand what you need to charge to make a profit.

Importance of Accurate Estimates

Accurate estimates are crucial for any contractor. They help you bid on projects confidently. If your estimates are off, you risk losing money or not winning the job at all. Mechanical estimating services ensure that you have the right numbers.

For example, if you underbid on a project, you may end up paying more for materials or labor than you expected. This can cut into your profits. Accurate estimates help you avoid these pitfalls.

When to Outsource your Mechanical Estimating

Outsourcing your estimating is a strategic move during high workload, rapid growth, or when a project's scope demands specialized expertise. Whether you are short on time, overwhelmed by software, or need an extra set of eyes on your proposal, we provide a premium, full-service estimating solution nationwide.

Benefits of Using Mechanical Estimating Services

Benefits of Using Mechanical Estimating Services

There are many advantages to using mechanical estimating services. Here are just a few:

Saves Time

Using estimating services can save you a lot of time. Instead of spending hours trying to figure out costs, you can get a clear estimate quickly. This allows you to focus on other important aspects of your business.

Reduces Errors

Estimating can be tricky. It is easy to make mistakes, especially when dealing with complex projects. Mechanical estimating services use experienced professionals who know what to look for. They can help reduce errors in your bids.

Improves Winning Chances

When you have accurate bids, you are more likely to win contracts. This is especially true in a competitive market like Tallmadge, Ohio. A well-prepared estimate can set you apart from the competition.

Increases Profitability

With the right estimates, you can ensure that you are charging enough to cover your costs and make a profit. This is key to running a successful business. Mechanical estimating services can help you achieve this goal.

See Our Sample Bids (330) 633-7300

Mechanical Estimating Service Packages

One scope or the whole mechanical package, pick the level of help the job needs.

Modified Complete

Where you select exactly the services you need from the Complete package list.

  • For contractors who only need certain tasks or portions of the estimate completed
  • Where you can select exactly the services you need from the Complete Package list

Assist Take-Off

For contractors who only need certain tasks or portions of the estimate completed. Detailed material counts from your plans, ready for your pricing.

  • We first submit fixture, gear, equipment, and material counts for quoted Items to you for your vendors to quote
  • Next, Labor hours for each and every item is calculated
  • Also, system material pricing on each item is finalized
  • We give you a detailed estimate of all labor and material needed
  • Finally, you finish the bid by adding in vendor quotes, labor rates, final markup and submit your proposal to your bidders

Astra Complete

Full-package with a detailed estimate and us representing your company to the GC. From complete bids and detailed material counts to executing a high-level proposal that gives you the best chance of winning.

  • Astra provides you with a complete and detailed estimate
  • 1 - We track down all the GC's bidding the project
  • 2- We call and build relationships with GC's representing your company
  • 3 - We submit fixture, gear, equipment, and material counts for quoted Items to directly to your vendors
  • 4 - We review and closeout the complete bid with your company
  • 5 - We prepare a bid proposal with all includes and excludes of your estimate
  • 6 - We submit your bid estimate to all bidding GC's from the bidders list
  • 7 - We call for bid results and track the estimates progress
  • In conclusion, we then help negotiate the win for your company

Most contractors running crews of ten or fewer choose Astra Complete, because they are already wearing every hat in the building. In fact, 98 percent of our customers choose the Complete package. Assist Take-Off fits shops with an in-house estimator who just needs the counts.

Estimating Software We Use

We use industry-leading software to give you the best odds of winning your bid.

QuoteSoft estimating softwareQuickPen estimating softwareFastEST estimating software

How our Mechanical Estimating Services Work

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What Our Clients Say

They Bring Us Results

“Mark has done a great job estimating our projects. If you are in a jam or need help with your estimating, then give them a call. We continue to use them because they bring us results.”

Kevin Skelton

President of KPS Plumbing Company

Well Within Range of Our Own Numbers

“Provided accurate HVAC estimation. We tested them on several projects and they were well within range of our own. I would highly recommend using them in future projects.”

Andrew Radder

A Professional Estimating Service

“Astra has been a great help to our company. They can turn around projects fast and the estimates are very detailed and accurate. I would recommend Astra to any contractor who is looking for a professional estimating service. We continue to use Astra on an as needed basis and have been extremely pleased with their work. Try them out and I am sure you will find that it is well worth it.”

Lou Tadiello

Two Seasons Heating & Cooling

Helped Us Win an $8 Million Project

“Astra helped us get a project for over 8 Million dollars. I would definitely recommend them!”

Robert Nickerson

N&T Mechanical Contractors

Over $1.15 Million Won in Three Years

“From the very first job, we have always made money with the jobs that you have estimated for us.”

“At the beginning I was skeptical. I didn't think it would work... I can honestly say, from the very first job, we have always made money with the jobs that you have estimated for us... When we were trying to bid jobs in-house, we were probably twenty to one. So winning one in four makes it well worthwhile... I can take what would have been twenty, thirty, forty hours and turn it into a two to three hour review and submit a bid... There is no way I could hire a mechanical estimator, a plumbing estimator, and an HVAC or electrical estimator and be able to afford it at the stage we are right now... There is no way that we could be where we are today without what you guys have done. And now I would not be without it.”

  • $1.15M+ Won in 3 Years
  • 1-in-4.2 Win Ratio
  • 10-Year Astra Client

Art Graves

Clearwater Construction (Livonia, Michigan)

Great Addition to my Company

“We have bid three projects to date and have won all three totaling over $675,087.00 in revenue for my company. I have nothing but great things to say about you and your services. Your team is always professional, always fair and a great addition to my company as a second look on my projects to help me gauge where my bids should be. I highly recommend your services and I have more jobs I will be sending your way to help me bid.”

Joe Dowd

Dowd's Mechanical Heating & Air Conditioning Inc

Speak with an Estimator

(330) 633-7300 See More Testimonials

Get Your Project Priced

Tell us a little about your project. An estimator will get back to you fast.

No estimate is ever shared with another contractor. Every project is on a first come first serve basis.

Speak with an Estimator (330) 633-7300

The Astra 5 Point Method

Have you heard of the 80/20 rule? Estimating is only 20 percent of winning a bid in the competitive open bid market. Most contractors, and most estimating firms, focus all their energy on that 20 percent. We built our whole service around the other 80: choosing the right jobs, building relationships with the GCs, tracking results, and negotiating the win. You pay for the estimating. The rest comes with it, because it is how we keep you winning, and winning is how we keep you as a customer.

The science behind the estimate is our five point process, a proven method for successful competitive bidding:

  1. Numbers Analysis. Before we price anything, we work from your numbers: your overhead, your breakeven point, your labor rate and burden, your profit target. If you do not know those rates, we show you how to find them. A bid built on someone else's numbers is a guess wearing a suit.
  2. Project Qualification. We help you choose jobs you can actually win AND make money on. Example: if your breakeven is 55 dollars an hour and the market history on a project type shows it goes at 45, we will call you and tell you not to bid it, because you would be upside down before the first day of work. The next job, where the market allows 65, is the one worth your bid.
  3. Relationship Building. We track down the full bidders list so your bid reaches every GC bidding the project, then we call each one, as your company, to build the relationship and make you their new favorite. We win more second-place jobs than first because of these relationships.
  4. Professional Estimating. Every estimate is taken off piece by piece, so your company can job cost against it and know exactly where the money is. Scope letter with includes and excludes, quoted items to your suppliers, everything reviewed with you before bid day. Your letterhead, your name. No one ever knows you bid with an outside estimating company.
  5. Results and Bid Tracking. We call for bid results and track them so patterns form, then we work the negotiation for you, with your approval on every number. We get bid results about 80 percent of the time. Most contractors never find out why they lost. Our customers do.

No estimate is ever shared with another contractor. Every project is on a first come first serve basis.

How Mechanical Estimating Services Work

How Mechanical Estimating Services Work

These services involve several key steps. Here is a simple breakdown of the process:

1. Gathering Project Information

The first step is to collect all relevant project information. This may include plans, specifications, and any other documents that detail what needs to be done.

2. Analyzing Project Plans

Once you have the information, the next step is to analyze the project plans. This includes checking for the types of materials needed and the labor required. Estimators look closely at every detail.

3. Calculating Costs

After analyzing the plans, the estimator calculates the costs. This includes the price of materials and the estimated hours of labor. They may also factor in other costs like permits or equipment rentals.

4. Preparing the Estimate

Once the costs are calculated, the estimator prepares a detailed estimate. This document shows all the costs involved in the project. It is an important tool for bidding on jobs.

5. Delivering the Estimate

Finally, the estimator delivers the estimate to you. This can be done through email or in person. You can then use this estimate to prepare your bid and submit it to the general contractor.

Common Types of Mechanical Estimating Services

Common Types of Mechanical Estimating Services

There are various types of mechanical estimating services. Here are some common ones:

Type of ServiceDescriptionKey Components
HVAC EstimatingFocuses on heating, ventilation, and air conditioning.Equipment costs, ductwork, installation labor.
Plumbing EstimatingDeals with plumbing systems and installations.Pipes, fixtures, labor for installation.
Piping EstimatingSpecific to piping systems for various applications.Materials, installation, and maintenance labor.
Complete Estimating PackagesCovers all aspects of mechanical estimating.Integration of HVAC, plumbing, and piping estimates.

Speak with an Estimator Now

Finding the Right Estimating Service

Finding the Right Estimating Service

Choosing the right estimating service is important. Here are some tips to help you find a good fit:

Look for Local Expertise

When searching for estimating services, look for companies that know the Tallmadge area. Local experts understand the market and can provide valuable insights.

Check Reviews and References

Before hiring an estimating service, check their reviews. Talk to other contractors who have used their services. This can help you make an informed decision.

Ask About Their Process

Every estimating service has a different process. Make sure to ask about how they collect information and prepare estimates. You want to work with a service that aligns with your needs.

Consider Their Experience

Experience matters in estimating. Look for a company that has been in business for several years and has a good track record. This can give you confidence in their ability to deliver accurate estimates.

The Role of Technology in Mechanical Estimating

The Role of Technology in Mechanical Estimating

In today’s world, technology plays a big role in mechanical estimating. Many companies use software to help with calculations. This can speed up the process and improve accuracy.

Using Estimating Software

Estimating software helps professionals create detailed estimates faster. The software can calculate costs based on input data. It can also help track changes and revisions to project plans.

Staying Updated

It is important for estimating services to stay updated with the latest technology. This ensures that they can provide the best possible estimates. A company that embraces technology can often provide faster and more accurate services.

Mechanical Estimating FAQs

How fast can I get a mechanical estimate?

Most mechanical estimates can be prepared within 24 to 48 hours, depending on the scope and our current first come first serve queue. The sooner you reach out, the quicker we can assist you.

How do I submit plans?

Upload your plans through our website or the Project Center and our estimators review everything quickly.

Can you bid combined HVAC and plumbing scopes on one project?

Yes. Multi-scope bids are the core of mechanical estimating. We take off HVAC, piping, and plumbing systems together so one number covers the whole mechanical package.

Do you handle MEP projects that add electrical scope?

Yes. For projects that bundle mechanical, electrical, and plumbing work, see our MEP estimating services page.

What does it cost?

It depends on the job and the size of the project. After we receive your plans we send a cost quote you can approve or deny before any work begins.

Which estimating package should I choose?

Certain tasks only: Modified Complete. Takeoff only: Assist Take-Off. Full solution: Astra Complete.

Speak with an Estimator (330) 633-7300

How our Pricing Works

We Quote You the Hours

1 We quote you the amount of hours to complete the estimate based on the project and services you selected.

You Approve the Cost Quote

2 After reviewing and approving the hours quoted to complete the estimate, we start the estimating process.

Modified Complete

3 You can accept and we will then start the estimate or you can also pass on the project and choose a different one.

The first question everyone asks is what we cost per hour. We challenge that question, because the real measurement is not what an estimator costs per hour. It is what it costs you to win a job. A cheap estimator who wins you one job in fifteen is the most expensive estimator you can hire.

Here is how it works: you send the project, we quote you the hours to complete the estimate, and nothing starts until you approve. You never pay for overage hours unless we give you the reason, like a mid-bid addendum, and you approve them.

Any fool can win you an estimate. You can win jobs all day long and lose money on every one of them. Our job is winning you work, making sure you make money on the work we win you, and making it affordable. And we make it affordable because our win rates are what make it affordable: it is not what an estimator costs per hour, it is what it costs you to win a job.

How We Improve your Win Ratio: It All Starts with your Numbers

Most contractors price overhead as a percentage of the job. Ten percent for overhead, ten percent for profit, done. Here is the problem: overhead is not consumed by contract dollars. It is consumed by TIME. Your trucks, your insurance, your office, your software: they cost the same for every hour your crew works, whether the contract is big or small. Watch what that does to two real-world bids.

A Worked Example

Illustrative numbers, not a rate quote.

Line item Job A ($50,000 project)Job B ($200,000 project)
Job total $50,000 $200,000
Who supplies material + equipment package Owner You
Labor hours 1,000 1,000
Overhead by the 10% method $5,000 $20,000
Real overhead at $10 per hour × 1,000 hrs $10,000 $10,000
Result by the percentage method Short $5,000 — your 'profit' was overhead. You won a loser. Overpriced by $10,000 — you likely lose the bid.
Result by the hourly rate Priced right — you know this job can't carry your cost, so you pass or price it honestly. WIN: add $8,000 profit on top of your 10% and STILL come in $2,000 under the percentage bidders.

The Percentage Method: wins the wrong jobs and loses money on them.

Declining chart crashing into a broken dollar sign

The Hourly Rate: wins the right jobs with the profit still in them.

Win checked, lose unchecked

Labor is where all the risk is. Materials get quoted; labor gets estimated. That is why we recommend pricing overhead as an hourly rate, not a percentage: it stays consistent across every project size, and it lets you see instantly whether a job can carry your real cost of doing business.

It matters more than most contractors realize, because the overhead a market will bear changes with the project type.

Restaurants, retail, and national chains are brutally competitive: low market overhead, low average labor rates, and full of bidders who do not know their numbers.

Medical office buildings, office buildings, and hospitals allow for higher overhead and higher average labor rates with thinner competition.

Once we run your numbers analysis, we can tell you which types of projects your company can actually win AND make money on, and steer your bidding there. If you have options, go after the jobs where you are competitive, profitable, and likely to win. That is the whole game.

Want to know what your real overhead rate is? That conversation is free.

Speak with an Estimator Now

Improving Your Bids with Expert Help

Improving Your Bids with Expert Help

When you choose to work with mechanical estimating services, you are investing in your business. Accurate estimates lead to better bids, which can help you win more projects.

Building Relationships

Working with an estimating service also allows you to build relationships with general contractors. When you submit accurate bids, you create trust. This can lead to more opportunities in the future.

Following Up

After you submit your bids, it is important to follow up. An estimating service can help you with this. They can provide insights on how to stay in touch with contractors and keep your bids on their radar.

Additional Considerations

  • Understand the local market dynamics.
  • Evaluate the competition for similar projects.
  • Determine the necessary project timelines.

Tracking Your Success

Tracking Your Success

Once you start using mechanical estimating services, keep track of your success. Pay attention to your win ratio. Are you winning more projects than before? This can help you see the value of using these services.

Metrics to Consider

There are several metrics to track. Consider the number of bids you submit, the number of contracts you win, and your profit margins. These numbers can tell you how effective your estimating services are.

MetricDescriptionImportance
Number of BidsTotal bids submitted for projects.Indicates market activity and engagement.
Contracts WonTotal contracts awarded from submitted bids.Measures overall success and effectiveness.
Profit MarginsProfit percentage per project.Evaluates financial health and sustainability.

Why Choose Astra Estimating for Your Needs?

Why Choose Astra Estimating for Your Needs?

If you are looking for mechanical estimating services in Tallmadge, Ohio, consider Astra Estimating. Here are some reasons why:

Proven Track Record

Astra Estimating has helped contractors win thousands of jobs. Our experience spans 25+ years, making us a trusted choice in the industry.

Comprehensive Services

We provide a full range of estimating services. Whether you need HVAC, plumbing, or piping estimates, we have you covered.

Local Understanding

Being based in Tallmadge, we understand the local market. This allows us to provide estimates that reflect real costs in the area.

Client-Focused Approach

At Astra Estimating, we prioritize our clients. We work closely with you to understand your needs and ensure you get the best estimate possible.

We have helped contractors win thousands of jobs across America, and we bring 40+ years of estimating experience across commercial, industrial, and public utility projects.

We are one of the largest independent estimating services in the country. Our estimators do one thing, estimating, 365 days a year, each in their own trade. They are not juggling project management, supplier orders, and payroll between takeoffs, which is exactly why in-house accuracy is so hard to match.

Talk to a Mechanical Estimating Expert Today

Speak with a Mechanical Estimator Now: (330) 633-7300

No estimate is ever shared with another contractor. Every project is on a first come first serve basis.

The Win Ratio Is the Whole Game

Most contractors come to us winning one job in every fifteen or twenty bids. Our goal path is simple: get you to one win in five bids quickly, then push toward two in five, and with bid tracking and relationships working, three in five.

Industry Standard

Before Astra: most contractors win 1 in 15 to 1 in 20 bids. That is a 5 to 7 percent win rate.

1 in 5 = 20%

our customers typically get here quickly

2 in 5 = 40%

where we push next

3 in 5 = 60%

where bid tracking and relationships take you

Winning 1 in 5 instead of 1 in 20 does not just mean more work. It means every dollar you spend bidding buys four times the revenue.

“We have bid three projects to date and have won all three totaling over $675,087.00 in revenue for my company. I have nothing but great things to say about you and your services. Your team is always professional, always fair and a great addition to my company as a second look on my projects to help me gauge where my bids should be. I highly recommend your services and I have more jobs I will be sending your way to help me bid.”

Joe Dowd Dowd's Mechanical Heating & Air Conditioning Inc

Speak with an Estimator Now

Conclusion

Mechanical estimating services are a valuable resource for contractors. They save time, reduce errors, and improve your chances of winning bids. For contractors in Tallmadge, Ohio, these services can make a significant difference in your business.

Choosing the right estimating service is essential. Look for a company with local expertise and a proven track record. At Astra Estimating, we offer a range of mechanical estimating services tailored to meet your needs. We can help you bid with confidence and win more projects.

If you are ready to take your business to the next level, consider mechanical estimating services. They are an investment in your future success.

Call to Action

Want to learn more about how mechanical estimating services can help your business? Call Astra Estimating at (330) 633-7300 today. Let us help you win more bids and grow your success!

For further insights into HVAC estimating specifics, explore our detailed page on HVAC estimating services.

Related Mechanical Estimating Topics

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We are a professional estimating services company located in Tallmadge, Ohio. Over the past 25+ years we have worked with large and small Electric, Plumbing and HVAC Contractors Nationwide.

We are not your average estimating company. The clients we work with understand implementing successful strategies do not happen over night. Long term solutions require time, professional instruction and a client open to discovering new solutions that get real results.

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No estimate is ever shared with another contractor.
Every project is on a first come first serve basis.