Practice for Quantity Surveyors

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U – CAD College
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SRI LANKA
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AKKARAIPATTU-04

Training Program for
Quantity Surveying
Practice for Quantity Surveyors (Based on SMM 7, CESMM 3, POMI & FIDIC)

M.A. Unais
B.Sc. in Architecture Engineer, Dip. in Quantity Surveyor

Contents
Practice for Quantity Surveyors (Based on SMM7, CESMM3, POMI & FIDIC)

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1.0) The Quantity surveyor’s role
• Post‐contract duties

• Pre‐contract duties

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2.0) Contract Payments
2‐a) Measurements
SMM 7   (Standard method of mea ent uildin works) surem of b g
(Civil En Stand et Measurement)
I (Princip for of
ent Certifica
nds
Preparatio
Checking o
Paper
ent Sheet
mary / Payment Certificate
Time
a Works
du

CESMM 3   gineering ard M hod of

POM les of Measurement Works Construction)

2‐b) Interim Bill

2‐c) Paym te

2‐d) Some Important Term (Related to bill of Quantities and Payment)

2‐e) Bo

2‐f) Final Bill

2‐g) n of Bill

2‐h) f Bill

2‐i) Specimen Grand Summary / Payment Certificate

3.0) Annexes
• Dimension

• Measurem

• Grand sum

• Extension of

• Schedule for Extr

• Schedule for SSR

• Schedule for In‐Lieu Sche le

• 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

M.A. UNAIS
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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.

1‐b) 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.

2.0) 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”

Main classification of works related to field of civil engineering with respect to measurements.
• Building works
• Civil Engineering Works

2‐a) Dimension Paper

1. Timesing column (Number)
2. Dimension column
3. Squaring column (Qty.)
4. 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
M.A. UNAIS

M.A. UNAIS

M.A. UNAIS
U – CAD College, Akkaraipattu, Sri Lanka
2‐a.3.1) Building Works
• All types of building such as,
• House or Dwelling Units
• Flats
• Shops
• Hotels
• Hospital
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• Theatres
• Gymnasiums
• Office
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• Ware house

2‐a.3.2) Civil Engineering Works
• Water supply schemes
chemes
hemes

methods
dard met
thod of measurement of building works (SMM of Building Works)
ing Standard Method of Measurement (CESMM)
ard method of measurement of building works (SMM of Building Works)
been prepared by the royal Institute of Chartered surveyors (RICS) and the National
ration of Building Trades Employers (NFBTE), UK
a m
t of ci engineers and th
w f consu
• Surface drainage s
• Irrigation Sc
• Highway
• Railways
• Culverts & Bridges
• Mass excavation filling and embankments (mass earth works)
• Dredging
• Retaining walls

2‐a.4) Standard of measurements
For the purpose of providing a uniform basis for measurements, two types of “stan hod of
measurement” have been established namely

• Standard me
• Civil Engineer

2‐a.4.1)   Stand
This has
Fede

2‐a.4.2)   Civil engineering st ndard ethod of Measurement (CESMM)
This has been prepared by he institution vil e federation of civil engineering
contractor, in associations ith the Association o lting Engineers, UK

2‐a.4.3) Comparison of Standard method of measurements of building works and civil
engineering works
• 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

• 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
• Civil engineering works
o 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
o Generally temporary work and incidental labors are not measured separately therefore cost of
which have been incorporated in related BOQ item
o There is a great risk in pricing

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2‐a.4.4) 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
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o Avoidance of disputes in measurements between parties
o Gaining familiarity in the standard method para n of bills of quantities  of pre tio
standard of pre d
ent reque c nce
n specim
rtant ter
ization Advance
yment made beforehand to the contractor by the employer / client before the
ncement of the contactor work as an assistance to mobilize or get ready to start
ctor work
t term an
mad for the work
ified
o Gaining familiarity in the method senting item escription in bills of quantities

2‐b) Interim bill
Interim bill are the paym st submitted by the contractor in ac orda with the terms &
condition of the contract during the course of the contract

2‐c) Payment certificate
This is the document which certificate payment the reader is referred to item 9.00 o en grand
summary certificate

2‐d) Some impo ms 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.

2‐d.1.1) Mobil
The pa
comme
contra

The paymen s d the recovery of the mobilization advance will depend on the terms and
conditions of the contract applicable to the project

2‐d.1.2) On account payment / part payment
This can be defined as an advance payment e already performed and effected
before bills submitted are checked and cert .

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

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
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In granting extension of time it is to be clearly stated whether the Contractor is entitlement what type of
payment are entitled for.

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2‐d.5) Liquidated Damages
These are charges imposed on the contractor on the s spe ied in the contract when the extension
of time is not granted
term cif
defined a ign
e kind
cation
nce with acts of parliament, regulation or by laws...
variation and valuation of variation
es of variation recognized and practiced
cre or due to erro


2‐d.6) Variations
A variation on the work is s any alteration or modification of the des material workmanship
quality or quantity of the work

This include any additional omission or substitution of the work or alteration of th 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 specifi

o Error or omission in the bill of quantity drawing and specification

o Complia

2‐d.6.1) Type of
The typ

o Extra works
The variations occurred due to in ase decrease of BOQ quantities either r 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

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
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
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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

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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 quo ates ted r
cture of a
g
d in BOQ to d generate
asing sani ontracto
‐conditioni
tractor
ums
ded against some BOQ items, without quantities as “items of which either the full extent
ctual cost involved are not known at the time of preparing BOQ
become variations
La
t t contractor th
rial specified in
Eg:
o item of work in sub‐stru building
o Excavation for pipe layin

2‐d.8) Prime Cost Sums
These are include cover work which require, special selection an s the appointment
of nominated sub‐contractor or nominated suppliers
Eg:
o Purch tary appliances from the nominated suppliers by the main c r and
installed by the main contractor.
o Air ng or supplying and installation of pumping equipment by nominated sub‐
con

Since these prime cost sums are not the actual sums these will become variation and to be dealt with
accordingly

2‐d.9) Provisional S
These are inclu
character or a

These will also
Eg:   Excavation for Pipe ying on roads.

2‐d.10) Escalation
If the escalation clause is applicable o the pertinen e contractor is entitled for the
additional payment at the rates for labor and mate 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
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

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2‐e.1) Types of bonds
Three types of bonds generally used in building and civil engineering contracts are as follows:

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2‐e.1.1) Bid bond or tender guarantee
o Tender submitted should remain open for accept for th period indicated in the Appendix to the
form of tender. No tender is e withdraw el or voke his tender during the staid period
ance e
ntitled to canc re
itions imp follo
nd validity orm of ten
with th
iven to
tender w
of the successful tender shall be returned after he furnishes the performance bond
the successful tender fail to sign the contract and to submit the performance bond as
bid bond will be forfeited.
on advance payment
nt of ob
um the way
by co
ct ag

o According to the cond osed Bond can be furnished in one of the wing alternative forms:
o Cash Deposit
o An acceptable Bank Guarantee
o A certified cheque issued by a recognized bank

o The value a of the bond should be as indicated in the Appendix to the f der
o This Bond should accompany the tender any tender not accompanied by bid bond e required
value validity and terms will be disqualified and no further consideration will be g such tender

o After the award has been finalized the Bid Bond will be returned to the respective ith the
exception of that of the successful tender

o The bid bond

o In the event
specified the

2‐e.1.2) Mobilizati
Before the payme m ilization advance on the request of the contractor a bond as per the specimen
form provided and the other doc ents specified in the contract for eg: of expending the
advance is to be provided the ntractor

2‐e.1.3) Performance bond
Within the specified period on signing the contra reement 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
o Signatory
o Signature and
o 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
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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 join surement are done staring from the beginning
automatically correcting an ade at pr s measurements.
t mea
y errors m eviou
e followin f th is
k done on the
bills
Contract
r’s signature
ck whether the signature is available and its correctness
s
of the
escription
em number
ld
ly ity b he rate

Bill preparation is to be don g the same order o e BOQ and it a good practice to indicate the
BOQ items and wor Variation Orders granted separately with ir total values independently

2‐h) Checking of
The points to be noted in checking of bills are as follows:

2‐h.1) Contract particulars
• Name of the contractor
• title
• Contract number
• Date of measurement

2‐h.2) Contracto
Should che

2‐h.3) BOQ item
The correctness
• Item d
• BOQ it
• Quantity (this shou not exceed the BOQ quantity)
• Unit
• Rate
• Amount obtained by multip ing the quant y t
• Total

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

DATE:___________________
PROJECT: PAGE:___________________
Time/
NO.
DIM.
SQU /
QTY.
DESCRIPTION
Time/
NO.
DIM.
SQU /
QTY.
DESCRIPTION
QUANTITY TAKE-OFF SHEET
(BS 3327-statinery for Quantity Surveyours)
M.A. UNAIS

U – CAD College, Akkaraipattu, Sri LankaContrector Name : …… Project :- ………….
Contrect No : …… Date :- …………….
Description
BOQ
Item No.
No. Length Breadth Depth Quantity Total
Measurement Sheet
M.A. UNAIS

TITLE OF CONTRACT : …………………………..
CONTRACT NO. : …………………………..
CONTRACTOR : …………………………..
CONTRACT VALUE : …………………………..
BILL NO : …………………………..
1.00 Value of work executed (Excluding Variations) 5,461,190.00
2.00 Value of work executed on Variation Orders 1,177,493.40
Sub Total - A 6,638,683.40
3.00 80% of Valvue of Matrial on site 1,071,600.00
Sub Total - B 7,710,283.40
4.00 Add Advance Payment 5,875,513.18
Sub Total - C 13,585,796.58
Less
5.00 Retention (10 % of B) (771,028.34)
6.00 Recovery of Mobilization Advance (20% of B) (1,542,056.68)
7.00 Other Recoveries
7.10 Water provided by
the board (15,907.50)
7.20 Power provided by
the board (2,328.00)
7.30 Non provision of services as per
contract (23,453.75)
7.40 For utilization of Board Building (4,500.00)
7.50 Recovery of preliminaries due to use of
pre mixed concrete (45,426.00)
7.60 Item not recovered from (3,010.00)
(2,407,710.27)
Less Previous payments 11,178,086.31
Certificate No. 1 (Mob. Advance) (5,875,513.18)
Certificate No. 2 (Bill No.-2) (1,914,225.24)
Certificate No. 3 (Bill No.-3) (453,008.67)
Certificate No. 4 (Bill No.-4) (394,065.26) (8,636,812.35)
Balance due to the Contractor 2,541,273.96
Project Manager ……………………….
Date ……………………….
we recommend the payment of Rs. Two Million, Five Hunderd Forty One Thousand, Two Hundred and
Seventy Three and Cents Ninety Six
GRAND SUMMARY / CERTIFICATE NO
M.A. UNAIS

U – CAD College, Akkaraipattu, Sri LankaScheme ……………………….
Project : ……………………….
Contractor Name : ……………………….
Contract No : ………………………. Date :- ……………
Variation Order No. ………………………. Page :- ……………
Serial
No.
BOQ
Item No.
Item Description Unit
Actual
Qty.
BOQ
Qty
Excess
Qty
Rate Amount
Remarks /
Reasons
Schedule for extra works
M.A. UNAIS

Scheme ……………………….
Project : ……………………….
Contract No : ………………………. Date :- ……………
Serial
No.
Unit Qty. Rate Amount
Reasons
for
Variation
Justification
for Rate
Special Schdule of Rates
Item Description
M.A. UNAIS

Scheme ……………………….
Project : ……………………….
Contract No : ………………………. Date :- ……………
Unit Qty. Rate Amount Description Unit Qty. Rate AmountItem Description
Serial
No.
BOQ Item In Lieu Item
Saving Excess
Reasons for
Variation
In Lieu Schdule
Variation Order No
M.A. UNAIS

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