GRIOT
One project. Five modules. Nothing falls through.
Demo Scenario
Westhollow Medical Tower — Houston, TX
Commercial rooftop HVAC replacement.
Follow a long-lead RTU-3 unit from bid to closeout across all 5 Griot modules.
Commercial rooftop HVAC replacement.
Follow a long-lead RTU-3 unit from bid to closeout across all 5 Griot modules.
01
ESTIMATION
RTU-3 added to bid with qty and unit cost
02
PROCUREMENT
Vendor RFQ sent, quotes returned, selected
03
SCHEDULING
Delivery milestone on Gantt, linked to install
04
FIELD OPS
Crew logs arrival, status updates live
05
APPROVALS
PM approves cost, change order closes
Tap any module above to jump ahead
MODULE 01
ESTIMATION
Westhollow Medical Tower — Bid #2024-0311
BID ESTIMATE — HVAC LINE ITEMS
| Item | Qty | Unit | Unit Cost | Total | Status |
|---|---|---|---|---|---|
| RTU-1 Replacement (3-ton) | 1 | EA | $8,400 | $8,400 | Quoted |
| RTU-2 Replacement (4-ton) | 1 | EA | $10,200 | $10,200 | Quoted |
| RTU-3 Replacement (6-ton) | 1 | EA | $17,800 | $17,800 | Pending RFQ |
| Ductwork Modification | 240 | LF | $38 | $9,120 | Quoted |
| Crane / Rigging (RTU-3) | 1 | LS | $3,200 | $3,200 | TBD |
| Controls & Start-up | 3 | EA | $1,400 | $4,200 | Quoted |
$52,920
Bid Subtotal
18.5%
Margin
2
Open Items
ESTIMATOR NOTE
RTU-3 is a long-lead item — 10–12 weeks lead time. Sending RFQ to three vendors this week. Crane scope depends on building access confirmation from GC. Do not lock bid total until RTU-3 quote lands.
Long Lead
RFQ Pending
Crane TBD
MODULE 02
PROCUREMENT
Vendor RFQ — RTU-3 Equipment
RFQ STATUS FLOW
✓
RFQ Sent
✓
Quotes In
→
Review
Awarded
PO Issued
GULF COAST HVAC SUPPLY
▶ AI RECOMMENDED
Unit Price
$16,450
Lead Time
9 weeks
Warranty
5 yr parts / 2 yr labor
FOB
Houston, TX
Payment
Net 30
AI: Best combination of price, lead time, and past performance on 4 similar projects. $1,350 below next bid.
TEXAS COMMERCIAL HVAC
Unit Price
$17,800
Lead Time
11 weeks
Warranty
2 yr parts / 1 yr labor
FOB
Dallas, TX
Payment
Net 15
SUNBELT MECHANICAL
No response
Unit Price
—
Status
No Quote
SAVINGS vs. ESTIMATE
Bid estimate
$17,800
→
Awarded price
$16,450
Savings
$1,350
MODULE 03
SCHEDULING
Project Gantt — Westhollow HVAC
MILESTONE OVERVIEW
Jun 3
RTU-3 Delivery
Jun 5
Install Start
Jun 10
Start-up
GANTT CHART — WEEKS 9–14
| Task | W9 | W10 | W11 | W12 | W13 | W14 | Status |
|---|---|---|---|---|---|---|---|
| Structural Survey | Done | ||||||
| RTU-1 & RTU-2 Install | Done | ||||||
| RTU-3 Delivery | Jun 3 | ||||||
| RTU-3 Crane & Install | Pending | ||||||
| Ductwork Mods | In Prog | ||||||
| Controls & Start-up | Sched | ||||||
| Owner Acceptance | Sched | ||||||
RTU-3 critical path — 2-day float
DEPENDENCY CHAIN — RTU-3
Apr 2
Griot Scheduler
RTU-3 delivery milestone created from PO lead time (9 wks)
Apr 2
Griot Scheduler
Install task auto-linked with FS dependency on delivery milestone
Apr 8
Marcus T. (PM)
Crane confirmed for Jun 4 — installed 1-day buffer
Today
System Alert
⚠ RTU-3 delivery is on critical path — 2-day float only. Monitor vendor shipping status.
MODULE 04
FIELD OPS
Live Dashboard — Jun 3, 2024
3
Crew On-Site
78%
Project Complete
LIVE
Feed Active
FIELD LOG — RTU-3 DELIVERY & INSTALL
DL
Darius L. — Lead Tech
06:48 AM
Checked in on site. Waiting on Gulf Coast delivery truck — ETA 7:30 per driver.
Check-in
GL
Griot — Auto Log
07:31 AM
✓ RTU-3 delivery confirmed — Gulf Coast HVAC Supply. PO #GC-4481 matched. Delivery milestone closed.
Milestone Closed
PO Matched
DL
Darius L. — Lead Tech
07:45 AM
Unit arrived. Inspected — no shipping damage. Serial # confirmed matches PO. Crane rigging starting now.
📷 Photo: RTU-3 unit on truck bed — tap to view
RV
Ricardo V. — Crane Op
09:12 AM
RTU-3 lifted and set on roof curb. Unit is seated. Crew beginning electrical and refrigerant connections.
Install Started
MT
Marcus T. — PM
09:30 AM
Confirmed with GC — crane access window extended to 4PM. Install on track for today.
DL
Darius L. — Lead Tech
NOW — 2:17 PM
Electrical complete. Refrigerant charged. RTU-3 start-up test initiated. Running diagnostics — all sensors nominal so far.
Live Update
Start-up Test
TODAY'S SITE STATUS
| Task | Assigned | Status |
|---|---|---|
| RTU-3 Delivery Receipt | Darius L. | Done |
| Crane Set | Ricardo V. | Done |
| RTU-3 Install & Start-up | Darius L. | In Progress |
| Ductwork — Zone C | Tony M. | 50% |
| Controls Wiring | Darius L. | Tomorrow |
MODULE 05
APPROVALS
Change Order — CO-008 · RTU-3 Final Cost
CHANGE ORDER CO-008 — LINE ITEM DETAIL
RTU-3 Unit (Gulf Coast HVAC — PO #GC-4481)
$16,450.00
Crane & Rigging — confirmed scope
$3,200.00
Controls / Start-up (3 units)
$4,200.00
Additional refrigerant (2 lbs overage)
+$180.00
Labor — install (actual vs. budgeted)
-$240.00
CO-008 TOTAL
$23,790.00
$21,000
Original Budget
$23,790
Actual Cost
+$2,790
Variance
COST RECONCILIATION — RTU-3 THREAD
| Phase | Estimated | Actual | Delta |
|---|---|---|---|
| Equipment | $17,800 | $16,450 | -$1,350 |
| Crane / Rigging | $3,200 | $3,200 | $0 |
| Controls | $4,200 | $4,200 | $0 |
| Consumables | — | $180 | +$180 |
| Labor | $3,960 | $3,720 | -$240 |
| TOTAL | $29,160 | $27,750 | -$1,410 |
Note: CO-008 covers RTU-3 scope only. Full project CO reconciliation at closeout.
PM APPROVAL — CO-008
Submitted by
Darius L.
Jun 3, 2024
Reviewed by
Marcus T.
Jun 3, 2024
Owner
J. Whitmore — Westhollow
Jun 4, 2024
APPROVED
Apr 1
Estimation
RTU-3 added to bid at $17,800 est.
Apr 9
Procurement
Gulf Coast awarded — PO issued at $16,450
Apr 9
Scheduling
Delivery milestone set Jun 3 — install task linked
Jun 3
Field Ops
RTU-3 delivered, installed, start-up confirmed
Jun 4
Approvals
CO-008 approved by owner. RTU-3 thread closed.
GRIOT
01
Estimate
02
Procure
03
Schedule
04
Field
05
Approve
ONE RTU. FIVE MODULES. NOTHING LOST.
RTU-3 went from a line item in a bid to a closed change order — and Griot tracked every step. No calls to find a quote, no spreadsheet to chase a milestone, no mystery about what got approved.
RTU-3 Thread Summary
Estimated cost
$29,160
Actual cost
$27,750
Saved vs. estimate
$1,410
Delivered on schedule
Jun 3 ✓
Change order closed
Jun 4 ✓
griotsystem.com · Houston, TX