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U – CAD College
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236, AL MUNAWWARA ROAD AKKARAIPATTU-04
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Training Program for Quantity Surveying E
Practice for Quantity Surveyors (Based on SMM 7, CESMM 3, POMI & FIDIC)
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M.A. Unais B.Sc. in Architecture Engineer, Dip. in Quantity Surveyor
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Contents Practice for Quantity Surveyors (Based on SMM7, CESMM3, POMI & FIDIC)
1.0) The Quantity surveyor’s role • Post‐contract duties
• Pre‐contract duties
2.0) Contract Payments 2‐a)
CESMM 3
POMI
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Interim Bill
2‐c)
Payment Certificate
2‐f)
2‐g)
2‐h)
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(Principles of Measurement for Works of Construction)
Some Important Term (Related to bill of Quantities and Payment)
Bonds
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2‐e)
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2‐d)
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(Civil Engineering Standard Method of Measurement)
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2‐b)
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Measurements SMM 7 (Standard method of measurement of building works)
Final Bill
Preparation of Bill Checking of Bill
2‐i)
Specimen Grand Summary / Payment Certificate
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3.0) Annexes
• Dimension Paper
• Measurement Sheet
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• Extension of Time
• Schedule for Extra Works
• Schedule for SSR
• Schedule for In‐Lieu Schedule
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• Application from for Variation Order
4.0) Contract Document 4‐a)
Condition of Contract (FIDIC)
4‐b)
Specifications
4‐c)
Drawings
4‐d)
BOQ
4‐e)
Tender with Appendix
4‐f)
Letter of acceptance
4‐g)
Contract agreement
5.0) Unit Pricing (Resource Cost) • Labour • Material • Plant M.A. UNAIS B.Sc. in Architecture Engineering, Dip in Quantity Surveying U – CAD College, Akkaraipattu
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• Grand summary / Payment Certificate
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1.0) The Quantity surveyor’s role 1‐a)
Pre – Contract (QS) Preparation of Bill of Quantity Quantity taker‐off Preparation of preliminary estimate and introduction to cost plant Estimating for tendering purposes Introduction to tender procedure and contractual arrangements Preparation of Tender documents for Sub Contractor and Supplier. Preparing comparison sheets and analyzing.
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2.0)
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Post‐Contract (QS) Preparation of interim and final application for payment Preparing of valuations for interim and final certificate Variation orders, preparation of variation accounts and valuation Preparation, valuation, negotiation and reporting on claims. Preparing Sub contractors and supplier’s payment certificate and certifying.
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1‐b)
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Measurements
The term “measurement” covers two types of measurements encountered in construction work namely Taking off dimension by reading or scaling drawing and indicating on “Dimension Paper”
This type of measurement is required either in case of proposed work or to check whether the completed work is in accordance with the proposed work. And The actual measurement of completed work at site and recording on “Measurement Sheets”
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Main classification of works related to field of civil engineering with respect to measurements. • Building works • Civil Engineering Works
2‐a)
Dimension Paper
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Timesing column (Number) Dimension column Squaring column (Qty.) Description
Form of Dimension (Units) Before going any further it is necessary to understand the asset down by the taker‐off. All dimensions are in of five forms Cubic measurements ‐ m3 Square measurements ‐ m2 Linear measurements ‐ Lm / m Numbers ‐ Nr / No Items ‐ item M.A. UNAIS B.Sc. in Architecture Engineering, Dip in Quantity Surveying U – CAD College, Akkaraipattu
M.A. UNAIS B.Sc. in Architecture Engineering, Dip in Quantity Surveying U – CAD College, Akkaraipattu
M.A. UNAIS B.Sc. in Architecture Engineering, Dip in Quantity Surveying U – CAD College, Akkaraipattu
2‐a.3.1)
Building Works • • • • • • • • • •
All types of building such as, House or Dwelling Units Flats Shops Hotels Hospital Theatres Gymnasiums Office Ware house
Civil Engineering Works
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Water supply schemes Surface drainage schemes Irrigation Schemes Highway Railways Culverts & Bridges Mass excavation filling and embankments (mass earth works) Dredging Retaining walls
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2‐a.3.2)
2‐a.4) Standard methods of measurements
2‐a.4.1)
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2‐a.4.2)
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Civil engineering standard method of Measurement (CESMM) This has been prepared by the institution of civil engineers and the federation of civil engineering contractor, in associations with the Association of consulting Engineers, UK
2‐a.4.3)
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Standard method of measurement of building works (SMM of Building Works) This has been prepared by the royal Institute of Chartered surveyors (RICS) and the National Federation of Building Trades Employers (NFBTE), UK
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For the purpose of providing a uniform basis for measurements, two types of “standard method of measurement” have been established namely Standard method of measurement of building works (SMM of Building Works) Civil Engineering Standard Method of Measurement (CESMM)
Comparison of Standard method of measurements of building works and civil engineering works
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General Though there are two separate and distinct practices of measurements established for building and civil engineering works, there are common features too in between them such as o General approach o Units of measurement o Certain items of work which can be measured by any of the two methods
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Building works
At the time of preparing BOQ, the details available are usually in a for more precise stage, therefore items description can be made precisely and quantities can ascertained accurately for many items •
More trades or work section are available, resulting much more detailed measurements for which rates have been quoted by the tenders some of them may be quite small
M.A. UNAIS B.Sc. in Architecture Engineering, Dip in Quantity Surveying U – CAD College, Akkaraipattu, Sri Lanka
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Civil engineering works
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In BOQ detailed description are not available therefore in pricing the BOQ and in constructing the work the specification drawing and other related documents are to be closely studied constantly Generally temporary work and incidental labors are not measured separately therefore cost of which have been incorporated in related BOQ item There is a great risk in pricing
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Advantage of the use of standard methods of measurement The following are some advantages that can be gained by studying and referring to standard methods of measurements and incorporating same in contract documents Avoidance of disputes in measurements between parties Gaining familiarity in the standard method of preparation of bills of quantities Gaining familiarity in the standard method of presenting item description in bills of quantities
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2‐a.4.4)
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2‐c)
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Interim bill Interim bill are the payment request submitted by the contractor in accordance with the terms & condition of the contract during the course of the contract
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2‐b)
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Payment certificate This is the document which certificate payment the reader is referred to item 9.00 on specimen grand summary certificate
2‐d) Some important terms related to bill of quantities and payment 2‐d.1) Advance payment
These are payment made beforehand to the contractor by the employer / client either before the commencement of the contractor work or before the bills resubmitted are checked and certified.
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2‐d.1.1)
Mobilization Advance
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The payment made beforehand to the contractor by the employer / client before the commencement of the contactor work as an assistance to mobilize or get ready to start contractor work
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The payment terms and the recovery of the mobilization advance will depend on the terms and conditions of the contract applicable to the project
2‐d.1.2)
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On account payment / part payment
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This can be defined as an advance payment made for the work already performed and effected before bills submitted are checked and certified.
This type of payment is not incorporated in the contract but made only on mutual understanding and special agreement with relevant approval
In this type of payment only a percentage is certified therefore they are called part payments
2‐d.2) Retention The amount of money to be retained from the bill payments due to the contractor is known as retention This is to cover any possible shortcoming of the contractor Release of retention is mead in accordance with the Terms and Condition of the Contract.
2‐d.3) Recoveries The amount of money to be recovered from the contractor are called recoveries Some of the recoveries to be made from the bill payments to the contractor are as follows o Mobilization Advance o Liquidated Damages o Material used or services offered to the contractor by the Employer / Client. o Cost of any losses M.A. UNAIS B.Sc. in Architecture Engineering, Dip in Quantity Surveying U – CAD College, Akkaraipattu, Sri Lanka
2‐d.4) Extension of Time If the contract cannot be completed within the original agreed contract period due to some reason or reasons the contractor must request for the extension of the contract period which is termed Extension of time Such extension are granted if the delay is due to reasons beyond the control of the contractor otherwise the contractor is charged with Liquidated Damages In granting extension of time it is to be clearly stated whether the Contractor is entitlement what type of payment are entitled for.
2‐d.5) Liquidated Damages
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These are charges imposed on the contractor on the terms specified in the contract when the extension of time is not granted
2‐d.6) Variations
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2‐d.6.1)
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Compliance with acts of parliament, regulation or by laws... Type of variation and valuation of variation The types of variation recognized and practiced
o Extra works
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A variation on the work is defined as any alteration or modification of the design material workmanship quality or quantity of the work This include any additional omission or substitution of the work or alteration of the kind or standard of any material A variation is caused to the following reasons too o A discrepancy or divergence between the bills of quantities drawing and specification o Error or omission in the bill of quantity drawing and specification
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The variations occurred due to increase or decrease of BOQ quantities either due to error in BOQ or addition or omission which affects quantities in BOQ items is called extra works These are valued at relevant prevailing BOQ rates The schedule to be prepared with respect to extra work is given in Annex V
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o SSR (Special schedule of Rates) The variation occurred due to addition of new items of works which is not available in the BOQ are called special schedule of rates These are to be valued by one of the following methods in the sequence mentioned o Rates of similar BOQ items executed under similar conditions o Rates based on similar BOQ items executed under similar conditions o Rates build up on day works applicable to the contract o Applicable rates o Rates build up on day works rates indicated in relevant rate book o Rates build up on prevailing market prices and labor rates and accepted labor and plant output and material requirements A specimen from for SSR is indicated in Annex VI M.A. UNAIS B.Sc. in Architecture Engineering, Dip in Quantity Surveying U – CAD College, Akkaraipattu, Sri Lanka
o In lieu schedule In lieu schedule is issued when a substitution is made for a BOQ item Eg. Fixing rubber water bars in place of PVC water bars. Annex Vll is referred for specimen from of in‐lieu schedule
2‐d.7) Provisional quantities Assumed quantities are entered against some items in BOQ of which the actual quantities cannot be calculated at the time of preparing BOQ since the extent of work is not known these are termed provisional quantities this will be apparent only once the job is done This will become a variation in the contract once the variation is approved the provisional quantities are replaced with actual quantities and paid as per quoted rates Eg: o item of work in sub‐structure of a building o Excavation for pipe laying
2‐d.8) Prime Cost Sums
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2‐d.10) Escalation
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These are included in BOQ to cover work which require, special selection and generates the appointment of nominated sub‐contractor or nominated suppliers Eg: o Purchasing sanitary appliances from the nominated suppliers by the main contractor and installed by the main contractor. o Air‐conditioning or supplying and installation of pumping equipment by nominated sub‐ contractor Since these prime cost sums are not the actual sums these will become variation and to be dealt with accordingly 2‐d.9) Provisional Sums These are included against some BOQ items, without quantities as “items of which either the full extent character or actual cost involved are not known at the time of preparing BOQ These will also become variations Eg: Excavation for Pipe Laying on roads.
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If the escalation clause is applicable to the pertinent contractor the contractor is entitled for the additional payment at the rates for labor and material specified in the contract
2‐d.11) Day works There are certain items of work which cannot be measured and the cost determined beforehand until the work is attended to. For such items there are rate for labor materials and plant either incorporated in the contract or agreed in advance between the parties which are called day works labor rates day works material rates and day works plant rates When the said items of work are executed records are kept on the labor hour’s material used and plant hours involved and the valuation of the work is done applying the day work rates The items of work described above are termed day works Eg: Attending to pipe leak M.A. UNAIS B.Sc. in Architecture Engineering, Dip in Quantity Surveying U – CAD College, Akkaraipattu, Sri Lanka
2‐e)
Bonds In case of contracts the bonds are legal documents which bind a person for a legally accepted action under the terms and conditions specified In case of building and civil engineering contracts the surety undertakes to be liable for the contractor’s default
2‐e.1) Types of bonds Three types of bonds generally used in building and civil engineering contracts are as follows:
2‐e.1.1) Bid bond or tender guarantee
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Tender submitted should remain open for acceptance for the period indicated in the Appendix to the form of tender. No tender is entitled to withdraw cancel or revoke his tender during the staid period
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According to the conditions imposed Bond can be furnished in one of the following alternative forms: o Cash Deposit o An acceptable Bank Guarantee o A certified cheque issued by a recognized bank
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The value and validity of the bond should be as indicated in the Appendix to the form of tender This Bond should accompany the tender any tender not accompanied by bid bond with the required value validity and terms will be disqualified and no further consideration will be given to such tender
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After the award has been finalized the Bid Bond will be returned to the respective tender with the exception of that of the successful tender
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The bid bond of the successful tender shall be returned after he furnishes the performance bond
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In the event the successful tender fail to sign the contract and to submit the performance bond as specified the bid bond will be forfeited.
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2‐e.1.2) Mobilization advance payment
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Before the payment of mobilization advance on the request of the contractor a bond as per the specimen form provided and the other documents specified in the contract for eg: the way of expending the advance is to be provided by the contractor
2‐e.1.3) Performance bond
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Within the specified period on signing the contract agreement the contractor should present performance bond for due and proper performance of the contract
2‐e.2) Encashment of bonds In case of default of the contractor the bonds are lodged with the surety claimed encashment as per the terms and conditions specified
2‐e.3) Points to be checked in a bond The points to be checked in a bond are as follows o The accuracy of the o Surety o Parties involved in the contract o Title of the contract o Contract price o Period of validity of the bond o Terms and conditions o Clause on payment on demand o Wording M.A. UNAIS B.Sc. in Architecture Engineering, Dip in Quantity Surveying U – CAD College, Akkaraipattu, Sri Lanka
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Signatory Signature and Official Stamp
2‐f)
Final Bill This is the last bill submitted by the contractor with respect to the contract entered into.
2‐g)
Preparation of bills The standard practice is to prepare the bills in cumulative basis in which the total value of work done up to the date of measurement from the commencement of work including those already paid are ascertained and the balance due to the contractor is determined by subtracting the amounts already paid from the said total value
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Each and every time of bill preparation the joint measurement are done staring from the beginning automatically correcting any errors made at previous measurements.
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Bill preparation is to be done following the same order of the BOQ and it is a good practice to indicate the BOQ items and work done on Variation Orders granted separately with their total values independently
The points to be noted in checking of bills are as follows:
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Checking of bills
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2‐h)
2‐h.1) Contract particulars • • • •
Name of the contractor Contract title Contract number Date of measurement
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2‐h.2) Contractor’s signature Should check whether the signature is available and its correctness
The correctness of the • Item description • BOQ item number • Quantity (this should not exceed the BOQ quantity) • Unit • Rate • Amount obtained by multiplying the quantity by the rate • Total
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2‐h.3) BOQ items
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2‐h.4) Items of work done on variation orders Only the items of work already approved are to be certified for payment the copies of approved orders should be available in the finance branch
It is a good practice to group and total the extra works schedule of rates and in lieu schedule separately in the order of BOQ sections
The following are the points to be noted • Variation order number • Item description • Quantity • Unit • Rate • Amount • Total M.A. UNAIS B.Sc. in Architecture Engineering, Dip in Quantity Surveying U – CAD College, Akkaraipattu, Sri Lanka
U – CAD College, Akkaraipattu, Sri Lanka
PROJECT:
DATE:___________________ PAGE:___________________
QUANTITY TAKE-OFF SHEET (BS 3327-statinery for Quantity Surveyours)
Time/ NO.
DIM.
SQU / QTY.
DESCRIPTION
Time/ NO.
DIM.
SQU / QTY.
DESCRIPTION
M.A. UNAIS B.Sc. in Architecture Engineering, Dip in Quantity Surveying
Contrector Name : …… Contrect No : ……
Description
U – CAD College, Akkaraipattu, Sri Lanka Measurement Sheet BOQ Item No.
No.
Length
Breadth
Project :- …………. Date :- …………….
Depth
Quantity
Total
M.A. UNAIS B.Sc. in Architecture Engineering, Dip in Quantity Surveying U – CAD College, Akkaraipattu, Sri Lanka
U – CAD College, Akkaraipattu, Sri Lanka TITLE OF CONTRACT
:
…………………………..
CONTRACT NO.
:
…………………………..
CONTRACTOR
:
…………………………..
CONTRACT VALUE
:
…………………………..
BILL NO
:
…………………………..
GRAND SUMMARY / CERTIFICATE NO 1.00 Value of work executed (Excluding Variations) 2.00 Value of work executed on Variation Orders Sub Total - A 3.00 80% of Valvue of Matrial on site Sub Total - B 4.00 Add Advance Payment Sub Total - C
5,461,190.00 1,177,493.40 6,638,683.40 1,071,600.00 7,710,283.40 5,875,513.18 13,585,796.58
Less 5.00 Retention (10 % of B) 6.00 Recovery of Mobilization Advance (20% of B) 7.00 Other Recoveries 7.10 Water provided by the board 7.20 Power provided by the board 7.30 Non provision of services as per contract 7.40 For utilization of Board Building 7.50 Recovery of preliminaries due to use of pre mixed concrete 7.60 Item not recovered from Less Previous payments Certificate No. 1 (Mob. Advance) Certificate No. 2 (Bill No.-2) Certificate No. 3 (Bill No.-3) Certificate No. 4 (Bill No.-4)
Balance due to the Contractor
(771,028.34) (1,542,056.68)
(15,907.50) (2,328.00) (23,453.75) (4,500.00) (45,426.00) (3,010.00) (2,407,710.27) 11,178,086.31 (5,875,513.18) (1,914,225.24) (453,008.67) (394,065.26)
(8,636,812.35)
2,541,273.96
we recommend the payment of Rs. Two Million, Five Hunderd Forty One Thousand, Two Hundred and Seventy Three and Cents Ninety Six Project Manager Date
………………………. ……………………….
M.A. UNAIS B.Sc. in Architecture Engineering, Dip in Quantity Surveying U – CAD College, Akkaraipattu, Sri Lanka
Scheme Project : Contractor Name : Contract No : Variation Order No.
Serial No.
BOQ Item No.
………………………. ………………………. ………………………. ………………………. ………………………. Item Description
U – CAD College, Akkaraipattu, Sri Lanka
Schedule for extra works
Unit
Actual Qty.
BOQ Qty
Date :Page :-
Excess Qty
Rate
Amount
…………… …………… Remarks / Reasons
M.A. UNAIS B.Sc. in Architecture Engineering, Dip in Quantity Surveying U – CAD College, Akkaraipattu, Sri Lanka
U – CAD College, Akkaraipattu, Sri Lanka ………………………. ………………………. ………………………. Contract No : ………………………. Variation Order No. ………………………. Scheme Project : Contractor Name :
Serial No.
Item Description
Special Schdule of Rates
Unit
Qty.
Rate
Amount
Date :Page :-
Reasons for Variation
…………… …………… Justification for Rate
M.A. UNAIS B.Sc. in Architecture Engineering, Dip in Quantity Surveying U – CAD College, Akkaraipattu, Sri Lanka
U – CAD College, Akkaraipattu, Sri Lanka Scheme Project :
………………………. ……………………….
In Lieu Schdule
Contractor Name : ……………………….
Variation Order No
Contract No : ………………………. Variation Order No. ……………………….
Serial No.
BOQ Item Item Description
Unit
Date :Page :-
In Lieu Item Qty.
Rate
Amount
Description
Unit
Qty.
Rate
Amount
Saving
Excess
…………… …………… Reasons for Variation
M.A. UNAIS B.Sc. in Architecture Engineering, Dip in Quantity Surveying U – CAD College, Akkaraipattu, Sri Lanka