Activities done by the Quantity Surveyor

1. Taking off measurements

2. Preliminary estimations

3. Preparation of BOQs

4. Preparation of tender Documents

5. Preparation of tender evaluation repots

6. Preparation of contract documents

7. Checking of interim bills and preparation of payment certificates.

8. Preparation of Tender Documents

9. Preparation of Preliminary Estimates

10. Scrutinizing of Interim Valuations

11. Preparation of Input Percentages

12. Preparation of Rate Analysis

13. Assessment of Time Extensions

14. Preparation of Bar Bending Schedules

15. Preparation of Sub Contractor Bills

1.0 Taking off Quantities

Taking off quantities is the initial part of preparation of BOQ. Taking off should be done in the fields of Building works, Electrical works, Plumbing works etc.

It is important to take off quantities accurately in a quick period of time. There are several methods for taking off quantities.

2.0 Preliminary estimations

When a client wants to construct a building or any other type of construction, he goes to meet consultant team and says his requirements. According to them architects and the design team draw sketches and give it to quantity surveyor to do the estimation for that. Using those drawings quantity surveyor prepare estimation for that. It is called “Preliminary Estimate”.

Preliminary estimation is prepared like cost per sq.ft or percentage of total cost. But those values should be adjusted according to the project location and market conditions, because transportation cost and some other factors have effect on those values. Also it is important to consider price fluctuation.

Purposes of preliminary estimation are,

· Established budget

· Exercise of cost control

· Information design team of cost commitment

3.0 Preparation of BOQs

After the preliminary stage according to client’s final proposal architects and the design team prepare drawings and send those drawings for preparation of tender document. In here preparation of BOQ is the major part.

Post activities of preparation of BOQ

• Correctness of figures
• Correctness of units of measurements
• Correctness of descriptions
• Sections and sub sections of the bill headed properly
• Order of the times
• Page numbering
• Proper provision for page totals and their caring forward or collection

When checking of the main quantities in the BOQ can use following methods.

• Check the total cube of excavation with the total cube of disposal.
• Compare the total excavation of top soil and the area of the floor finishes of ground floor, making allowances for the external walls and projection outside the building.
• Calculate the total floor area of the building on all floors inside the external walls and compare this with the total area of the floor finishes and beds.
• Make an approximate measurement of the external walls, deducting all openings, and compare with the total area of walling in the BOQ.

4.0 Preparation of tender documents

Tender document consist of

Volume I

Part 01

q Form of tender and Appendix

q Information and Instructions to tenderer and conditions of tender

q Form of agreement

q General conditions of contract.

q Conditions of contract – Particular applications

q Appendix I – format of bid bond

q Appendix II – formats of performance security and advance payment guarantee

q Appendix III – list of tender drawings

q Appendix IV – preferred specialist sub contractors

Part 02

q Specifications – General and particular specifications

q Soil investigation report

Volume II

q Bill of Quantities

Volume III

q Set of tender drawings

5.0 Preparation of tender evaluation reports

Preparation of tender evaluation report is one of the main function of consultant QS. It should be crucial to select a suitable contractor in a efficient manner. When doing tender evaluation lot of things have to consider.

Arithmetic error checking is an important aspect in tender evaluation.

Types of arithmetic error found in submitted tender documents.

· Some of the item they miss some digits on figure

· Made some multiplexing error but the total may correct

· Totalling error

· Some item totally miss to price

· When transferring the amount in summary contractor made mistake

Contents of tender evaluation report as follows;

Ø Introduction

Ø Issue of tender document

Ø Tender opening and tender prices

Ø Tender examination.

Ø Observations and recommendation

Ø Recommendation

§ Annexure

§ Annexure I - Comparison of detail tender summary

§ Annexure II - List of un-priced items

§ Annexure III - List of Arithmetical Errors

§ Annexure IV - Other information to be submitted with the Tender (Bid bond, Covering letters, etc.)

6.0 Preparation of contract documents

Contract document is a legal document, which assures the responsibilities of both parties, for the specified work under the law.

Contract document is consist of followings;

Volume I

q Contract agreement

q Letter of acceptance

q Conditions of contract – Particular applications

q General conditions of contract.

q Copy of performance bond

q Copy of advance payment guarantee

q Copy of insurances

q Specifications – General and particular specifications

q The tender

§ Form of tender and appendix to form of tender

§ Information and instruction to tenderers and conditions of tender

§ List of contract drawings

§ List of BOI approved materials

§ List of preferred specialist sub contractors

§ Soil investigation report

q Bill of Quantities

Volume II

q Set of contract drawings

7.0 Checking of Interim Bill & preparation of Payment Certificate.

Normal procedure in checking interim bills is to took off all the quantities and check whether contractor provided realistic quantities. Arithmetic corrections, finding out reasons for changes, checking of quantities of accumulated work done and checking of summary sheets were very important in checking of interim bill.

After checking the interim bill the payment certificate should be prepared. When preparing payment certificate it should be done very carefully. Here we have to consider value of work done up to that day as per BOQ, advance payment, variations, materials at site, retentions, advance recovery, client supply materials, previous payments, etc.

Cost Analysis

Cost Analysis can be identified as a systematic breakdown of available cost data of a previous project, which can be used to predict the cost for similar projects.

Standard Form of Cost Analysis should be used as a guideline for analyzing work.

Use of Standard Form of Cost Analysis

When preparing Cost Analysis, But the practicing of Standard Form of Cost Analysis is less in industry as that considered as more time consuming and complex task. Senior QSs have their methods through their experience, which were not complex and less time consuming.

8.0 Preparation of Tender Documents

Preparation of a Tender Document is another work, should recognized about the contents of Tender Documents, purpose of having such sectors in a Tender Document and difference between a Tender Document and a Contract Document.

9.0 Preparation of Preliminary Estimates

Preliminary Estimates are prepared to give a rough idea to the client about the project cost, before it starts. The estimate was purely based on approximate quantities and rate per gross floor area of recently completed similar project.

Advantages of this method are less preparation time and less detail requirement. Adjust of the rate per gross floor area of past project as appropriate should be done.

10.0 Scrutinizing of Interim Valuations

Scrutinizing the Interim bills is also a major tasks.

In “Measure and Pay” contracts, site visits has to be made and joint measurements should be taken too in order to check the doubtful quantities. Most of the items can be checked by using the drawings.

In “Lump Sum” contracts, the percentage of work done was certified by the contractor’s QS, scrutinizing process is easier than “Measure and Pay” contracts.

Preparing Price Fluctuations and Payment Certificates

Most of the time the price fluctuation is calculated for measure and pay projects. To do that the indices published by the government agencies is important. Also some formulas are there to calculate the fluctuation for the period.

Preparation of payment certificate is done after clarify all the doubts relating to the bill. Therefore PC should be prepared after clarify all those doubts.

11.0 Preparation of Input Percentages

Input percentages are prepared at the time of tendering. This is mainly useful when preparing price escalations.

12.0 Preparation of Rate Analysis

One of the most important aspects of QS is the knowledge about rates.

13.0 Assessment of Time Extensions

ECL has Project Management team work in their most of the projects. Through Progress reviewing, the time extensions are monitoring. Causes for delays are monitored and actual extension period was recommended by them.

Calculating of Liquidated Damages

I involved in preparation of Liquidated Damages in the project of ‘Proposed Building for Institute of Advanced Technical Education at Naiwala’. I gained lots of knowledge about assessment of time, conditioned applied for that claim, etc.

14.0 Preparation of Bar Bending Schedules

Bar bending schedules were prepared by me for the reinforcements in raft slab, retaining walls, sump walls, columns, ramp starters in the basement of the project. These schedules used by the bar benders and calculations had to be precise. The ‘Shop Drawings’ should be used as in preparation of those schedules. By doing this work.

15.0 Preparation of Sub Contractor Bills

Preparation of sub contractor bill was a main aspect of the Site QS. It is very important to note that these bills are prepared on a cumulative basis and later, deductions done for retentions, total amount previously certified and etc.

Advance Payments

Generally the advance payments were made, when the sub contractors are not in a good financial position to carry out their work. After the first two weeks work in the month, the advance payments were paid in our site. By considering the request from the sub contractor and depending on the type of work to be done, the amount of advance payment was determined.

Drawback of the Payment Method

Normally sub contractors are not informed on what they are being paid for, which finally result in discouraging those sub contractors in doing their work. My opinion is, they must fully be aware of their payments and for what they are being paid or not.

Through preparing of sub contractor bills, I learnt to deal with the sub contractors and improved the skills of dealing with them when a problem arouse.