Equipment Demobilization Cost Calculator

Calculator Inputs

Configure costs, markups, and assumptions for your demobilization plan.

Equipment name

Used on exports and printouts.

Quantity (units)

Total units leaving the site.

Trailer capacity (units per trip)

Used to estimate trips automatically.

Trips

Override

Auto trips = ceil(quantity ÷ capacity).

Transport distance (km)

One-way distance from site to destination.

Haul rate (per km per trip)

Multiply by distance and number of trips.

Base demobilization fee

Admin, closeout, and scheduling charges.

Loading & unloading (per trip)

Forklift, ramps, chains, and spotters.

Escort / pilot vehicles (per trip)

Use for oversized or restricted routes.

Permits & documentation (total)

Road permits, gate passes, and compliance docs.

Demobilization crew hours

Teardown, packing, and site restoration labor.

Crew rate (per hour)

Blended labor rate including burden if needed.

Crane / rigging hours

Use when lifts are required for loading.

Crane rate (per hour)

Include operator and minimum callout if applicable.

Cleaning / decontamination (total)

Washdown, debris removal, and inspections.

Storage (days)

Use if equipment must wait at yard.

Storage rate (per day)

Per-unit storage is captured via total days here.

Standby / waiting (days)

Weather delays, missed slots, site access issues.

Standby rate (per day)

Carrier stand-by or crew idle time.

Miscellaneous costs (total)

Bonds, special tools, disposal, or escort extras.

Fuel surcharge (%)

Applied to the transport cost only.

Insurance allowance (%)

Applied to direct subtotal.

Contingency (%)

Covers uncertainty: access, timing, minor changes.

Overhead (%)

Applied after insurance and contingency.

Profit (%)

Applied to (risk subtotal + overhead).

Tax (%)

Applied to the pre‑tax total.

Currency code

Used for display only.

Rounding (decimals)

Controls displayed precision in outputs.

Reset

Results will appear above this form after calculation.

Example Data

Sample scenario for validating your inputs and outputs.

Scenario	Quantity	Capacity	Trips	Distance (km)	Haul rate	Key adders	Grand total (example)
Two tracked excavators to yard	2	1	2	120	2.75 / km-trip	6% fuel, 5% contingency, 7% OH, 8% profit	Varies with local rates
Four skid steers with shared trailer	4	2	2	35	1.80 / km-trip	Permits 0, load/unload 40 per trip	Varies with local rates
One tower crane section demob	1	1	1	15	8.50 / km-trip	Rigging hours 6, escort 120 per trip	Varies with lift plan

Use example rows to sanity-check trips, distance, and per-trip charges.

Formula Used

How the calculator builds an itemized total.

The calculator separates direct costs, risk allowances, and markups. Trips are estimated as ceil(quantity ÷ trailer capacity), unless overridden.

Transport = distance × haul rate × trips
Fuel surcharge = transport × fuel %
Per-trip adders = (load/unload + escort) × trips
Labor = crew hours × crew rate
Rigging = crane hours × crane rate
Storage = storage days × storage rate
Standby = standby days × standby rate
Direct subtotal = base + transport + adders + labor + rigging + other totals
Insurance = direct subtotal × insurance %
Contingency = direct subtotal × contingency %
Risk subtotal = direct subtotal + insurance + contingency
Overhead = risk subtotal × overhead %
Profit = (risk subtotal + overhead) × profit %
Pre-tax = risk subtotal + overhead + profit
Tax = pre-tax × tax %
Grand total = pre-tax + tax

Adjust percentages to match your contract terms and local practices.

How to Use This Calculator

Fast workflow for estimators and site teams.

Enter the equipment name, quantity, and trailer capacity.
Review trips; override if the haul plan requires more runs.
Add distance and carrier rate, then set per-trip handling fees.
Include labor, rigging, permits, cleaning, and waiting time.
Apply risk and markup percentages that match your policy.
Click Calculate to view totals and an itemized breakdown.
Download CSV for spreadsheets or PDF for submittals.

Good practice: Keep quotes, haul tickets, and permit receipts together. This makes closeout reviews and cost recovery much easier.

Demobilization Cost Planning Guide

A practical, numbers-driven overview for project closeout.

1) Scope of equipment demobilization

Demobilization typically includes teardown, cleaning, loading, transport, unloading, and documentation. Many projects also capture yard storage, standby time, and return inspections. For mid-size fleets, closeout activities commonly require 4–12 crew hours per machine, depending on attachments, access routes, and site rules.

2) The biggest cost drivers

Transport usually dominates the total. Distance, trip count, and carrier pricing create the widest swings. A one-way haul of 50–200 km is common on regional jobs. Per-trip handling fees and minimum callouts can rival mileage charges on short routes, especially when multiple mobilizations share the same carrier schedule.

3) Trips and capacity assumptions

Trips are estimated as ceil(quantity ÷ trailer capacity). This is reliable when units are similar size and the trailer plan is stable. Override trips when routing restrictions, staging limits, or attachment separation adds runs. Even a single extra trip can increase totals by 10–40% on long-distance hauls.

4) Per-km transport and fuel surcharge

The calculator treats the haul rate as “per km per trip,” then applies fuel surcharge to transport only. Fuel surcharge often ranges from 0–15% depending on carrier terms. If you receive a lump-sum quote, convert it to an equivalent rate by dividing quote value by distance × trips.

5) Handling, rigging, and escorts

Loading/unloading can include forklifts, ramps, chains, and spotters, commonly billed per trip. Rigging or crane time is best captured in hours; 1–6 hours is typical for complex lifts. Escorts and pilot vehicles may be required for oversize loads, billed per trip plus waiting time.

6) Permits, cleaning, and closeout labor

Permits are often fixed totals, while cleaning and decontamination vary by site conditions. Add crew hours for packing, teardown, and site restoration. Many teams use blended labor rates (wage + burden) and include 1–5% insurance allowance when equipment value or route risk is elevated.

7) Contingency, overhead, and profit policy

Contingency is commonly set at 3–10% to cover access delays, weather, and small scope changes. Overhead is applied after risk allowances and may fall around 5–12% for small subcontracted moves. Profit is typically 5–15%, depending on contract strategy and market conditions.

8) Reporting that supports approvals

Itemized breakdowns help align operations, estimating, and accounting. Use cost-per-unit to allocate shared carrier invoices, and cost-per-trip to validate dispatch notes. Export CSV for spreadsheets and PDF for submittals. Keeping haul tickets, permits, and inspection photos with the report improves audit readiness and speeds closeout.

FAQs

Quick answers for estimators and site teams.

1) What does “demobilization” include?

It covers removing equipment from the site: teardown, loading, transport, unloading, cleaning, and closeout documentation. Add permits, escorts, storage, standby, and labor as needed for your scope.

2) How are trips calculated?

Trips default to the ceiling of quantity divided by trailer capacity. If your haul plan needs extra runs for attachments, route restrictions, or staging limits, enable the override and enter trips manually.

3) Should distance be one-way or round-trip?

Enter one-way distance when your haul rate is priced per km per trip for the move. If your carrier bills round-trip mileage, double the distance so the transport line matches the quote basis.

4) Where should fuel surcharge be applied?

Fuel surcharge is applied to transport cost only in this calculator. If your carrier applies it to additional items, add the difference under miscellaneous costs to keep the total accurate.

5) How do I handle minimum carrier charges?

Put minimum callouts or flat dispatch fees in the base demobilization fee or miscellaneous costs. This keeps per-km rates realistic while still capturing the carrier’s invoice structure.

6) What percentages are typical for contingency and overhead?

Contingency often runs 3–10% and overhead commonly 5–12%, but both depend on contract rules, access uncertainty, and management effort. Use your company’s historical closeout data when available.

7) Can I use this for multiple equipment types?

Yes. Run separate calculations per equipment group (e.g., excavators, skid steers, crane sections) to keep trips, permits, and rigging accurate. Combine CSV outputs in a master spreadsheet if needed.