We've completely revamped the project setup process in RedTeam Flex!

A new streamlined process for ease of use and quicker adoption. Say goodbye to multiple tabs and hello to our user-friendly, comprehensive workflow.

Introducing the Simplified Project Setup form – your one-stop destination for Scope, Estimate Quotes, Plans, Specifications, Project Preferences, Schedule of Values and Proposal. With just 7 easy steps, you'll reduce clicks and save precious time while setting up your project from Project creation to Proposal delivery.

After creating your project, you can continue tweaking the Scope details, setting up Project Preferences, and adding Plans and Specifications.

In the first step, you can update the Facility, Customer Contact, Project Name and Number.

You can designate the Project Manager and the work location. Includes details about the project. Some details will be filled in when the project is created, while others can be added throughout later stages of the Project.

After entering the initial details when first creating a new Project, you can Edit the Scope Details in order to see additional fields, known as Additional Scope details.

These fields are custom for your company, and can be modified or added in the Configuration section of RedTeam (please contact your System Administrator or RedTeam Support for help with Configuration).

Section: Opportunity Details

If a new project is created without an initial Opportunity, it will automatically create an Opportunity in Closed status.

You can fill out the information such as Opportunity Manager, Value, Type, Stage and Rating from the dropdown options provided. You can update these fields while the project is on any status except when it is Closed or Cancelled.

If a project was created from an existing Opportunity, all the information from the Opportunity will be shown in this section.

Any modifications done from the project setup form will synced to the Original Opportunity record.

In this step, you can set up your preferences for the project, including:

You can navigate to each one using the options on the top.

RedTeam Flex offers a big list of preferences that you can set up for your project. We'll describe the available options for this section.

In the first sections, you can configure all your Project options regarding Contracting, such as Contract payment terms and Change Order rates.

Including Retainage percentage, Payment Terms, Revenue Recognition, Negotiated Rates for Construction Management, and T&M Changes.

Following for the available options for Buyout Commitment terms, such as Determine the Sales Tax for your Buyout Commitments, entity to bill to, Lien Law statutory and shipping location for your vendors.

For Vendor Invoice, if you are using our TeamPlayer for RedTeam Flex you can customize the Vendor Certification text to be included on your Vendor billings. Also, have the option to include Notary and Architect's certification.

The Indirect Cost Allocation Rates feature provides users with the ability to update indirect rates on a per-project basis, offering enhanced flexibility and control over the management of overhead costs. This feature allows you to tailor the allocation of indirect costs according to the specific needs of each project.

Key Features

How to Update Indirect Cost Allocation Rates

You have the option to choose between Authorized Changes and Potential Changes to include in the Change Order Details page customization.

Customize your project schedules to manage weekends and holidays, manage your holiday schedule ahead of time, and work beyond authorized hours.

To streamline your Project RFIs, you can set default preferences. This involves selecting a default due date for responding to RFIs and determining who has permission to create and respond to them. You can choose from members of the Service Provider, Customer, Vendors, or Third Parties, depending on the RFI type.

Additionally, you can configure reminders in the form of pop-ups, emails, or action items to be sent to your team members. These preferences can be set up for each RFI type available within your company.

Use automatic numbering for your Project Issues and Discussions for all your Meeting Agendas and Meeting Minutes.

When checked, the Issue and Discussion ID numbers will be displayed on any Meeting Agendas or Minutes, even ones that have already been committed.
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Use automatic numbering when creating submittals, automatically commit your submittals as soon as you create them, this can save you an extra step in the Submittal Process.

Create automatic reminders for your Request for Approvals and Request for Submittals. Reminders can be in the form of a pop-up, Action item or email sent to the recipient X days before the due date. You can create more than 1 reminder using the option +Add Reminder.

For example:

Reminder 1: to my RFA responders 2 days before the due date in the form of an email.

Reminder 2: to my RFA responders 1 day before the due date in the form of a pop-up.

RedTeam Flex's Online Planroom provides a convenient and efficient way to share your project documents with people outside your organization, ensures that everyone on the team has access to the most current documents, and saves time for everyone involved in a project.

From this section, you can decide what documents you want to share with your team, from Plans and Specifications, Submittals, RFIs, Schedule and Checklists.

Option to secure your planroom is available, allowing you to restrict access to only your Project Team.

Send important project messages to Planroom visitors with ease, using the Broadcast text box.

Create automatic reminders for your Request for Quotes. Reminders can be in the form of a pop-up, Action item or email sent to the recipient X days before the due date. You can create more than 1 reminder using the option +Add Reminder.

If you utilize any of our integrated applications, you can confirm which of those integrations are connected to your project and the current status of the connection. Additionally, if you use Levelset, you have the ability to customize the corresponding settings for your Levelset Lien documents.

Project Phases are optional, user-definable and project-specific distinctions that enable grouping of estimated and actual costs by clearly definable elements of your projects. They are flexible and may be created for discrete building elements, structures or building efforts over time, location or by resource.

Cost Estimates and Job Costs can be organized into Project Phases, whether it be a period, aspect, structure, or some physical aspect of your Project. Your Project Cost Codes are assigned to Phases, allowing you to track and organize estimated or actual costs by Phase.

Phases can be set up during the estimating and bidding process while the Project is in "Request" status, or later as you organize and adjust the Budget while the Project is in "In Progress" status.

Phases are linked to your Project Cost Codes, so you could have the same Project Cost Code used in multiple Phases on a Project and track your Commitments and costs accordingly.

You can use Project Phases to manage your Estimates, Budgets, and Costs in a specific job by whatever criteria for Phase you choose to set up. Once Phases are created in a Project, you can begin linking as many Project Cost Codes as you need to each Phase.

To create a New Phase, click the +New button and select Add Project Phase.

Assign a Phase Code, Phase Name and Description, and click Save when you are ready.

You can Edit the name and code once they are created if needed, but you can only Delete Phases that do not contain Project Cost Codes.

Project Cost Codes are industry standard alphanumeric codes that describe specific building processes or components published by the Construction Specifications Institute (CSI) to help AEC professionals organize expenses into common categories. Companies may use either their own customized list or the traditional 16 or newer 48-division MasterFormat lists to organize specifications and other written information for commercial and institutional building projects in the U.S. and Canada.

All cost estimates are started by adding one or more Cost Codes to your cost estimate. For a new project, cost codes should be added manually from your review of the project plans and specifications and your experience performing similar work. For change orders, identification of the Vendors affected by a particular change automatically inserts the Cost Codes associated with their existing commitments and creates draft Requests for Quote in order to obtain their pricing impacts.

Cost Codes may or may not be assigned to a Phase.

Project Cost Categories are required, user-definable categories are selected from a master list configured in your instance of RedTeam Flex.

Project Cost Categories are assigned and summarized based on a broader grouping of Cost Types (also known as Elements of Cost for procurement and construction accounting purposes) - Labor, Material, Subcontract, Equipment and Other.

Once you have configured the Master Cost Categories, you can begin setting them up on a Project. This can be done manually, but they will also be set up automatically as you add Cost Categories via an Estimate or Commitment, for example.

Unit Prices are commonly negotiated at the outset of all customer contracts, if not for use in the pricing of the original scope of work, but commonly applicable to most change orders.

Unit Prices are grouped into Direct Rates, Indirect Rates and Markups.

In this step, you can manage your project's Plans and specifications and any Project's Addendums. Use the navigation option at the top of the form.

We'll cover each of them in the following paragraphs.

When a Project is promoted to "In Progress" status in RedTeam Flex, the Plans and Specifications that are part of the executed Customer Contract are locked in as the official contract documents. Any changes to these Plans and Specifications, such as additions, revisions, and ASIs, are uploaded via a Change to the Project.

Click here to learn more about Uploading and managing your Plans & Specifications.

When additional information and/or revised Plans & Specs are issued during the bidding phase of a Project (prior to issuance of a Proposal or execution of a Contract), they are typically referred to as Addendums.

In RedTeam, the Addendum process allows you to easily add these additional requirements, clarifications, or revisions to an open Request for Proposal, and to quickly and easily issue these Addendums to any Vendors to whom you may have already sent Requests for Quote. Some of the features of the Addendum process in RedTeam include a thorough audit trail, identification of superceded Plans & Specs, and electronic distribution of Addendums to all members of your Project Team.

Click here to learn more about issuing Addendums.

RedTeam Flex Cost Estimating features an innovative spreadsheet-style user interface and supports industry-standard cost structures including project phases, cost codes and cost categories, making it flexible and well-suited for all construction markets and fully compatible with industry-leading job cost accounting systems, including Sage 100, Sage 300, Sage Intacct, Acumatica and Intuit QuickBooks.

RedTeam Flex therefore supports the best practice of estimating the cost of work in the same manner that job costs are to be managed.

To learn more about how to use the Cost Estimate tools click here.

Create Requests for Quote from your Cost Estimate, compare and level to select as best, instantly updating and recalculating your Cost Estimate and Pricing.

RedTeam Flex cost estimating includes essential features and is capable of supporting simple to your most challenging pricing tasks.

Cost estimates can be leveraged to facilitate bid solicitation, bid leveling, and final selection of team members.

To learn more about how to enter and manage your Vendor Quotes, click here.

In construction, a Schedule of Values is a defined list of tasks that make up the work for a job as outlined in the original contract. Each line item contains one of these tasks as well as its determined value.

The Schedule of Values can be created in this step. You may import values from the Project's Estimate, or from the Schedule of Values from another Project. Cost codes are a good way of organizing your tasks into a Schedule of Values. You will only need to create a Schedule of Values when working with a Construction Management or Fixed Price Proposal. T&M Proposals do not utilize a Schedule of Values.

Items in SOV can be added manually or imported from another project, your project estimate, or a spreadsheet. Click on +New and choose the appropriate option.

To learn more about how to enter and manage your Schedule of Values, click here.

In RedTeam Flex, a Proposal refers to both a main contract Proposal and a Change Order Proposal, both of which are typically sent to the Customer for review. Proposals can be one of three different types: Fixed Price, Time & Materials, and Construction Management.

These Proposals can have their fees described as a percentage of a project's Total Cost or Total Price.

In this Project setup form, you will prepare your Project's Original Scope Proposal.

In the first section, you can choose the Proposal Format and recipient, and set the Proposal Date.

In the second section, you can choose how to include the Estimate in the document. You have the option to display the scope of work by Cost Division, Cost Code, Assembly, or Work Description.

The following section provides options to input the proposal's expiration date, proposed duration, billing terms, retainage, additional comments, and clarifications for the Scope of work.

To learn more about how to configure Proposal Clarifications click here.

In RedTeam Flex, you can request, receive, and enter much of this information (i.e. Plans & Specs, Vendor Quotes, Unit Prices) during the bidding phase, while a Project is in Request status. To include many of these items on the Proposal document, you can use the Attachments section to select what you would like to display.

Perhaps the most important attachment for consideration is the Schedule of Values. Often the SoV is created as the Proposal is being prepared.

For documentation and attachments not yet stored in RedTeam Flex, you can use the upload option to include even more attachments to the Proposal.

You can refer to this section after the Proposal has been executed to add the Contract date and view your Contract Documents.

To learn more about how to Prepare and Submit a proposal click here.

Project Setup: https://redteam.wistia.com/medias/9q28p9c6w9

Scope Details: https://redteam.wistia.com/medias/o64dnd9l7g

Project Preferences: https://redteam.wistia.com/medias/bylqcl7eox

Plans & Specs Management: https://redteam.wistia.com/medias/5rjfdhc2b1

Cost Estimating: https://redteam.wistia.com/medias/1j0tmpmzdp

Estimate Importing: https://redteam.wistia.com/medias/fiz14ofuw1

Vendor Quote Creation: https://redteam.wistia.com/medias/np3imra4kz

SOV Management: https://redteam.wistia.com/medias/sayjn9g1ga

Proposal Management: https://redteam.wistia.com/medias/y89jcvayk2