Site Setup Cost Calculator

Example Data Table

Sample inputs for a 30-day project with a 10-person crew.

Formula Used

• One-time subtotal = sum of all one-time setup costs.
• Recurring subtotal = (sum of per-day costs) × duration days.
• Crew allowances = (PPE per person + induction per person) × crew count.
• Custom items = one-time custom + (per-day custom × duration days).
• Base subtotal = one-time + recurring + crew allowances + custom.
• Contingency = base subtotal × contingency%.
• Overhead = (base subtotal + contingency) × overhead%.
• Tax = (base subtotal + contingency + overhead) × tax%.
• Grand total = base subtotal + contingency + overhead + tax.

What Drives Site Setup Costs

Site setup costs cover everything needed to start and sustain work before production activities reach pace. Typical drivers include access planning, compliance requirements, temporary services, and the level of security and supervision demanded by the location. Remote sites add haulage, camps, and standby equipment, while urban sites add traffic control, neighbor protection, and strict working-hour constraints.

Structuring One-Time Setup Budgets

One-time items often occur in the first week, yet they can represent a large share of early cash flow. Mobilization, surveys, temporary roads, fencing, office installation, permits, insurance, safety stations, waste arrangements, and connectivity should be priced using supplier quotes and approved scope notes. Where items are shared across phases, split them by area or duration to keep accountability clear.

Managing Daily Operating Charges

Recurring costs scale with time, so duration assumptions matter. Security, generators, power connections, water delivery, toilets, cleaning, and standby plant rentals should be entered as daily rates. Use realistic consumption and attendance assumptions, especially for cleaning and welfare services. If scope changes extend the schedule, the calculator quickly reveals the added site support burden and helps justify time-related claims.

Applying Contingency and Overhead Wisely

Contingency protects against unknown conditions, redesign, and market volatility. Overhead captures management time, supervision, reporting, site administration, and internal tools. Apply contingency to the base subtotal, then calculate overhead on the subtotal plus contingency to reflect the true effort of managing risk. Keep percentages aligned with project maturity, and reduce them as quantities and contracts firm up.

Reporting and Scenario Comparison

The breakdown makes conversations with clients and project controls easier. Use custom line items for unique needs such as traffic marshals, temporary lighting, dewatering pumps, calibration, or community engagement. Export CSV for estimating registers, and PDF for approvals, allowing consistent documentation across options. Run scenarios for different durations and crew sizes to select the most efficient setup strategy. Include demobilization planning early so temporary assets are removed safely, minimizing closeout costs and schedule disruption at finish.

FAQs

What counts as mobilization and logistics?

Include transport, fuel, loading, permits for movement, crew travel, initial deliveries, and any startup subcontractor charges required to open the site safely.

How should I estimate per-day costs?

Use contract day rates or supplier quotations for security, utilities, welfare, cleaning, and standby rentals. If billing is weekly or monthly, convert to a daily figure using the planned working calendar.

When should I use custom line items?

Use them for scope-specific needs like traffic management, temporary lighting, dewatering, monitoring, neighbor protection, or special inspections that are not listed in standard fields.

How are contingency, overhead, and tax applied?

The calculator adds one-time, recurring, crew allowances, and custom items into a base subtotal. Contingency is applied to that base, overhead is applied after contingency, and tax is calculated on the combined amount.

Can I run the estimate in my local currency?

Yes. Enter any three-letter currency code and input costs in the same unit. The calculator formats totals consistently and keeps exports aligned.

Why does the total increase sharply with longer duration?

Time-related services multiply by days, so small schedule extensions can add significant support costs. Review recurring rates, confirm the duration baseline, and test scenarios to understand exposure before committing.