General Conditions Checklist for Construction Estimating [2025]

Critical Warning:

Missing just 2-3 general condition items can turn a profitable project into a loss. General conditions typically represent 8-15% of total project cost, yet many estimators either forget them entirely or underestimate their true cost.

What Are General Conditions?

General conditions are the indirect costs required to complete a construction project that aren't directly tied to installing materials. They're the "everything else" category that supports your field crews and keeps the project running smoothly.

Think of it this way: Direct costs are shingles, underlayment, and the roofers installing them. General conditions are the project manager supervising the work, the dumpster for tear-off debris, the temporary toilets, the permits, and the insurance certificates.

Key Difference:

General Conditions: Indirect project costs (supervision, permits, safety, temporary facilities)
Overhead: Company operating costs (office rent, utilities, admin staff)
Profit: Your compensation for risk and running the business

Why General Conditions Matter

General conditions can make or break a project's profitability:

They're often 8-15% of total cost - On a $100,000 project, that's $8,000-15,000
They're required but easy to forget - You can't skip permits or dumpsters
They compound quickly - Long projects accumulate supervision, toilets, and storage costs
They're non-negotiable - Unlike materials, you can't value-engineer most general conditions
They vary by project - Commercial jobs have different requirements than residential

Complete General Conditions Checklist

Use this comprehensive checklist for every estimate. Not every item applies to every project, but review each one:

1. Project Management & Supervision

Project Manager Time: Hours spent managing the project (not in the field installing)
Superintendent/Foreman: On-site supervision and coordination
Pre-construction Meetings: Time spent before work begins
Site Visits & Inspections: Progress checks, punch list walkthroughs
Scheduling & Coordination: Coordinating with other trades, owner, architect
Submittal Preparation: Product data sheets, shop drawings, samples
Closeout Documentation: As-builts, warranties, O&M manuals

Estimating Tip:

Calculate PM/superintendent time based on project duration, not just size. A small complex project might need more supervision than a large simple one.

2. Permits, Fees & Bonds

Building Permits: Municipal or county fees (typically 0.5-2% of contract value)
Plan Review Fees: Separate from permit in some jurisdictions
Performance Bond: Usually 1-3% if required (common on public work)
Payment Bond: Protects subs and suppliers
Bid Bond: If required for proposal submission
Special Permits: Fire department access, crane permits, street closures
Inspection Fees: Third-party inspections (fire marshal, structural, etc.)

3. Insurance & Certificates

Project-Specific Insurance: Builder's risk, additional coverage for high-value projects
Certificate of Insurance (COI) Fees: Processing fees from your agent
Additional Insured Endorsements: Adding GC or owner to your policy
Increased Liability Limits: If project requires higher than your standard coverage
Inland Marine/Tools Insurance: For valuable equipment on site

4. Temporary Facilities & Utilities

Portable Toilets: $150-300/month per unit (more for occupied buildings)
Dumpsters: $300-800+ depending on size and haul frequency
Temporary Fencing: Job site security and safety barriers
Temporary Power: Generator rental or temporary service drop
Temporary Water: Hose bibs, water tanks, or taps
Job Site Trailer/Office: For large commercial projects
Storage Containers: Secure tool and material storage
Temporary Heat/AC: For working in extreme conditions or occupied buildings

5. Safety & Protection

Fall Protection Systems: Guardrails, harnesses, lifelines, anchors
Scaffolding Rental: By week or month depending on project duration
Safety Netting: Debris nets, personnel nets
Signage: Safety signs, project signs, no trespassing
Barricades & Caution Tape: Protecting public areas
First Aid Supplies: OSHA-required kits
Safety Equipment: Hard hats, vests, safety glasses for visitors
Fire Extinguishers: Required on most job sites
OSHA Compliance: Training, documentation, inspections

6. Site Protection & Cleaning

Floor Protection: Ram board, plywood, carpet protection
Wall Protection: Corner guards in occupied buildings
Window/Door Protection: Covering during work
Dust Control: Tarps, plastic barriers, zipper walls
Daily Cleanup: Labor hours for end-of-day cleaning
Final Cleanup: Detailed cleaning before owner occupancy
Landscape Protection: Protecting existing plants, grass, hardscape
Driveway Protection: Plywood paths for equipment

7. Equipment & Tools

Lift Rental: Scissor lifts, boom lifts, bucket trucks
Crane Service: For heavy material lifts
Dumpster/Conveyor Belt: Tear-off material removal
Generator Rental: If no site power available
Compressor/Nailer Rental: If not using your own equipment
Small Tools: Consumable blades, bits, supplies
Equipment Delivery/Pickup: Transport fees for rentals

8. Materials Handling & Logistics

Material Deliveries: Delivery fees not included in supplier quotes
Crane/Boom Truck: Getting materials to roof
Material Hoisting: Elevator use fees in high-rises
Staging Area Rental: Off-site if no on-site storage
Fuel Surcharges: For remote projects
Small Quantity Charges: Multiple trips for phased work

9. Testing & Quality Control

Flood Testing: Before roofing warranty activation
Infrared Scanning: Moisture detection on existing roofs
Core Samples: Testing existing roof assemblies
Third-Party Inspections: Required by some manufacturers
Warranty Registration: Manufacturer inspection fees
Documentation/Photos: Time for progress photos, reports

10. Miscellaneous

Shop Drawings: CAD work for custom details
As-Built Drawings: Documenting changes from original plans
Cutting & Patching: Coordination with other trades
Winter Conditions: Snow removal, heating, weather protection
Overtime Premium: If tight schedule requires OT
Small Tools Allowance: Consumables, wear items
Communication: Job phone, two-way radios
Copies & Printing: Plan sets, submittals, RFIs

How to Calculate General Conditions Costs

Method 1: Line Item Breakdown (Most Accurate)

Estimate each item individually based on project specifics:

Example: 3-Week Commercial Roof Project

Project Manager (30 hrs @ $75/hr)	$2,250
Superintendent (3 weeks @ $1,200/week)	$3,600
Building Permit	$850
Performance Bond (2% of $100k)	$2,000
Portable Toilet (3 weeks @ $200/week)	$600
Dumpster (40-yard, 3 hauls @ $500)	$1,500
Scaffolding Rental (3 weeks @ $800/week)	$2,400
Safety Equipment & Signage	$400
Floor/Wall Protection	$300
Final Cleanup (16 hrs @ $25/hr)	$400
Submittal Preparation (8 hrs @ $60/hr)	$480
Miscellaneous (copies, photos, etc.)	$200
Total General Conditions	$14,980
Direct Costs	$85,020
Total Project Cost	$100,000
GCs as % of Total	15.0%

Method 2: Percentage of Direct Costs (Quick Estimate)

For preliminary estimates, apply a percentage based on project type. Use this only for rough budgets, then refine with line items:

Warning:

Percentage methods are quick but less accurate. Always use line-item breakdown for final proposals.

Typical Percentages by Project Type

Project Type	GC Range	Notes
Small Residential ($5k-20k)	3-6%	Simple permit, minimal supervision
Large Residential ($20k-100k)	5-8%	More coordination, protection needed
Small Commercial ($50k-200k)	8-12%	Bonds, submittals, coordination
Large Commercial ($200k+)	10-15%	Full project management required
Occupied Buildings	12-18%	Heavy protection, coordination, phasing
Government/Public Work	15-20%	Bonds, prevailing wage, compliance
Remote/Difficult Access	10-15%	Extra logistics, travel time

Common Mistakes to Avoid

1. Using the Same Percentage for Every Project

A 1-week residential project has vastly different GCs than a 3-month commercial project. Always adjust based on duration, complexity, and project type.

2. Forgetting Duration-Based Costs

Toilets, dumpsters, scaffolding, and supervision are time-based costs. If the project takes 4 weeks instead of 2, these costs double. Always calculate based on realistic schedule.

3. Not Reading Division 01 Specifications

Division 01 of the specifications spells out general requirements: who provides temporary facilities, safety requirements, testing, submittals, and closeout procedures. Read it carefully for every commercial project.

4. Assuming GC Provides Everything

On subcontractor work, verify what the GC provides vs. what you must provide. Don't assume they're providing toilets, dumpsters, or scaffolding. Get clarification in writing.

5. Underestimating Submittal Time

Commercial projects require submittals: product data sheets, shop drawings, samples, and coordination. This takes real time from qualified staff. Budget 8-20 hours minimum for typical roofing submittals.

6. Not Planning for Weather Delays

If weather extends your project, time-based GCs continue accruing. Consider a contingency for winter projects or rainy seasons.

Pro Tip:

Create a master general conditions spreadsheet with typical costs for your area. Update it quarterly with current rental rates, permit fees, and hourly costs. This makes estimating faster and more accurate.