PHILIPPINE INTITUTE OF CIVIL ENGINEERS – QATAR CHAPTER

(PICE-QC)
INTERNATIONAL CHARTER NO. 03

SEMINAR ON INTRODUCTION TO
QUANTITY SURVEYING
DECEMBER 7, 2007

PHILIPPINE SCHOOL OF DOHA

STATE OF DOHA QATAR

ENGR. SHERWIN R. SALCEDO; PICE, PSSE

Resource Speaker
Introduction

The quantity surveyor (QS) has been around for over two hundred years in one form or
another, originating in the U.K. and now a worldwide profession.

Well established in other Asian countries, quantity surveying entered the Philippines
early in the 1980’s to service the construction of the Asian Development Bank.

The Role of the Quantity Surveyor

When we look at the three aspects of a building project for which the design team are
concerned,

a) Function / Quality
b) Time
c) Costs

It is the last aspect of cost which is where the quantity surveyor plays his major role, but
cost, function and time are always interrelated and the QS will play an active role in
balancing all three.

“A Quantity Surveyor is an expert on construction cost management and the

selection of appropriate contractual arrangements to suit the client’s need in
relation to his specific construction project.

He acts as an objective and impartial link between the client, architect, engineer
and contractor, carrying out the financial control, cost and contractual
administration of a project at every stage, from inception to completion.”

The Quantity Surveyor’s Skills

The QS’s core skills is being able to analyze the cost of the buildings in great detail, from
the overall cost per m2 of a development down to the cost of each hinge, each type of
paint of door which makes up the building. The skill, coupled with the QS’s knowledge
of construction contracts and a practical approach to solving problems, is used in all
aspects of his work.

The QS can provide services on all types of construction work from building to civil
engineering to heavy engineering.
A Brief History of the Quantity Surveyor in Relation to Measurement Techniques

In the U.K.

17th Century Architects were responsible for the design and construction of
buildings and employed craftsmen direct to do the work. The
craftsmen often employed surveyors/measurers to submit accounts
to the architect for the labor and materials used after the work was
completed.

1785 First recorded quantity surveying firm, Henry Cooper.

1802 Group of Scottish quantity surveyor produced the first method of

measurement of building works.

19th Work as previously measured and valued after complete but during
this period General Contractors were established who would
submit estimates covering the work of all trades for the
construction of a building. General Contractors employed
surveyors to prepare bills of quantities which formed the basis of
their estimates.

During this period competitive tendering for building works

became popular. It was not long before General Contractors
bidding work started to collaborate in the use of one surveyor who
would produce a bill of quantities for all tenderers to use as the
basis for calculating their tender.

1922 First standard method of measurement for the whole U.K. was
produced.

In South East Asia

Mid 20th
Century The construction industries in Singapore and Hong Kong, already
having QS’s working actively and extensively, realized the
usefulness of the bills of quantities and produced their own
standard methods of measurement (Hong Kong in 1962 and
Singapore in 1959).
 In the Philippines

1982 Quantity Surveyors were commissioned for the new Asian

Development Bank and have remained ever since.

1990’s The demand for QS services since the early 1990’s has rapidly
increased as developers have realized the benefits of employing
quantity surveyors on their projects.

The Traditional Role of the Quantity Surveyor

The traditional role of the quantity surveyor in the construction process is summarized
below. This is by no means exhaustive but gives an indication of the work which the QS
carries out.

Stage of Design Architect/Engineer Quantity Surveyor

Inception of a project &
feasibility
Outline Proposal, Sketch
Design
Conceptual Design
Detail design, Design
development
Tender Documentation
Client requirements
determined and site
investigated. Provide ideas
of design solutions possibly
with rough outline sketches
Produce outline scheme
design in the form of sketch
plans
Full design of project in
sketch form
Fully design every part and
component of the building
Preparation of final tender
documentation; drawings;
schedules and specification.
Give broad advice on cost
of construction and most
efficient design
Prepare budget cost based
on initial sketch design.
Elemental estimate.
a. Prepare cost estimate (the
cost plan)
b. As design progresses
update the cost plan
c. Advise on appropriate
contract packaging
As design progresses check
cost of design against the
cost plan. Update and
advice as necessary. Prepare
Design Development
Estimate
a. Prepare BQ and/or other
form of tender
documentation
b. Price the BQ (pre-tender
estimate or PTE) as a check
against the cost plan.
Tender Action Report on tenders returned
and advise on selection of
Contractor
Post Contract Monitor and supervise the Post contract cost control
construction including:
a. Preparing interim
valuations for payment to
the contractor
b. Advising on cost of
variations (change orders)
to the contract and agreeing
with the contractor.
c. Providing estimate of
final cost during the
duration of the contract
d. Preparing and agreeing
the final account with the
contractor.

Modern Development in Quantity Surveying

The quantity surveyor had developed his skills in many areas further to the “traditional”
role discussed above such as:

Value Engineering Getting the best value for money of the project.

Lifecycle costing Providing the most economic construction solution over the
life of the project (not the lowest capital cost to construct)

Alternative Procurement
Methods Advising on alternative procurement to get the best solution
for an individual project.

These are outside the scope at this stage but please ask at a later date if you want to know
more.
Pre-tender Cost Advise and Cost Planning

During the pre-tender design of a construction project the QS will give continuous advice
on the costs of construction. This will be indicative costs based on a rate per m2 of the
building, but as the design details are produced a detailed cost estimate will be calculated
by measuring the quantities of the work and applying rates to build up a total cost for the
work.

This process is called cost planning and is produced in elemental format (see attached
list) giving an excellent framework within which to monitor and control the cost. These
elemental costs are often called cast targets as they give a target which, if met for all
elements, will ensure that the overall project does not exceed the budget. As the design
develops and more detailed drawings are produced the cost plan is checked to ensure that
the costs remain within the budget. If necessary further cost plans are produced to check
the latest financial position or to see the effect of design changes.

The principle is that the QS is advising on the total cost at a time when something can be
done if the cost is too high. It is too late to wait for return of tenders for a client to find
out he is over budget, he needs to know while the design is being developed so that the
design can be modified as necessary to remain within the budget.

Using the same techniques the QS will also advice on alternative design to see which is
most economic and use his skill to offer alternative solutions which may be more
economic.

Selection of Tendering Method

The QS will advice on the best procurement method taking account of the nature of the
project.

He will also advice on the best form of contract for use with the chosen procurement
method. We do have our own standard form of contract and this is used on many of the
projects on which we are appointed.

Most local construction projects are best suited to selective tendering using bills of
quantities as the basis of the tender.

For details of the various options available for tendering, we will provide further lectures
at a later date.
Bills of Quantities

Bills of Quantities are a detailed list of the components which make up a building.

Their main purpose is to obtain competitive tenders for construction work by enabling
building contractors tendering for a contract to do so on a uniform basis (see example
BQ).

Advantage of bills of Quantities

1. Enables all contractors tendering to price on the same basis.

2. Quantities only have to be calculated once.

3. Limits contractor’s risk to rates only. (although we often request the contractor to
take the risk on quantities as well).

4. Encourage full design prior to tendering.

5. Provides a basis for the calculation of interim payments to contractors.

6. Provides a basis for the valuation of variations (change orders) which may occur
during construction.

7. After pricing, the bill of quantities provides an excellent source of cost data which
can be used for other projects.

Standard Methods of Measurement

Bills of Quantities must be on a uniform and known basis so the estimators, contractors
and all others involved in the construction process understand what is included in
individual items.

At present we nominally use the Hong Kong Standard Method of Measurement

(HKSMM) but this is not perfect for use in the Philippines and we do hope to do
something about this in the near future.

Advising on Tenders Received

When tenders are received for a project the QS will produce a Tender Report. The QS
will analyze the tenders in detail and advice on any errors or inconsistencies in the
pricing and give a recommendation of which contractor should be awarded the work.
Production of Contract Documents

The QS will put together the sets of Contract Documents necessary for signing to ensure
the contract details are clearly set out before starting work and everyone knows what the
basis of the contract is.

Post Contract Cost Contract

The QS will monitor, control and advice on costs during the construction of the project
through to agreement of the final account. He will also advice on any contractual
problems and claims which may arise.

The main functions would be as follows:

a) Preparing interim valuation for payment to the contractor.

b) Advising on cost of variations (change orders) to the contract and agreeing with
the contractor.

c) Providing estimates of final cost throughout the duration of the contract.

d) Preparing and agreeing the final account with the contractor

e) Advising on contractual problems.

f) Advising and negotiating on Contractor’s claims.

Introduction

“Taking off” is the process of taking dimensions from drawings and entering them on
dimension paper against descriptions of the work. These are then worked up into formal
bills of quantities.

It is also refereed to as “measurement” although measurement really refers to the whole

process of preparing BQ’s

Taking off is done in elements of a building such as substructures, frame, upper floors,
internal walls, doors etc.

The elements are shared between the members of the taking off team. Ideally each
element is taken off by one person but in most projects in this office due to their size and
complexity elements are split between several people as it would be too much for one
person to do in the time available.

The person allocated a particular element is responsible for taking off all the items
associated with that element i.e. every item that is there as a result of that element. For
example the person allocated the internal doors to take off must measure everything in
the building that is there as result of the internal doors being there and that would include
the doors, door frames, architraves, glazing beads, glass, hardware and painting the doors
and frames.

Taking Off Process

Taking off comprises two tasks:

1. Interpreting how the work is to be measure and calculating the quantities

This is determined from the Measurement Rules and some Definition and
Coverage Rules within the SMM.

2. Drafting proper descriptions

Descriptions are built up using the Classification Table, Supplementary

Information and some Definition and Coverage rules

In some projects quantities are produced which are not based on any particular method of
measurement. This occurs when:

a. we produce quantities for building contractors for tendering purposes (called

builders quantities), or
b. where we are preparing a BQ for a country which does not have a SMM.
Where this is the case the skill of the surveyor is in taking off the work in a way that
every cost significant item is measured and that descriptions are drafted such that the
estimator is in no doubt what is included and excluded in each item.

Measurement of building works is a skill and once this skill has been mastered the
surveyor will be able to measure any element of work under any SMM whether or not the
element or SMM has been encountered before. Of course to do this the construction must
be fully understood.

General Principles

Make sure you read the General Principles section thoroughly and fully understand its
contents. These are general principles which apply to all the measurement rules which
follow. Note in particular the following:
Procedure for Taking Off an Element of Work

1. Check the design information. Is it complete, is it clear is there any conflicting

information or ambiguities.

Prepare a list of queries where more information is required or clarification

needed. Think ahead, it is worth spending extra time at the start to prepare as
many of the queries as you can to ensure you get the answers in good time. You
do not what to be held up later waiting for information.

2. Get to know your way around the drawings and what is involved in the element
you are taking off

At the same time see what technical information is required and if they are not in
the technical library phone or send off for a copy now so that it will arrive in
enough time to be used for taking off.

3. Ensure that you understand fully the construction process.

4. Identify the SMM sections applicable and read them through noting what rules
apply. You must read through the SMM sections even if you are confident you
know them already, there may be an obscure rule which you have not had to use
before but which applies in this case.

5. Prepare a taking off list. This is a list of all items you have to measure presented
in a logical order.

Taking Off; Dimensions and Descriptions

Taking off involves two distinct tasks:-

a. Measuring the quantities in accordance with the SMM and accurately setting
down the dimensions.
b. Drafting proper descriptions in accordance with the SMM

General Points

1. Always use dimensions indicated on drawings in preference to scaling lengths even if

this involves a detailed calculation to build
DG Jones and Partners Phils. Inc.

STANDARD ELEMENTS

1.0 Site preparation 6.0 Services

1.1 Demolition 6.1 Sanitary fittings
1.2 Site formation 6.2 Plumbing and disposal
1.3 Service diversion 6.3 Electrical
1.4 Site investigation 6.4 Fire services
6.5 Transport
2.0 Foundations and substructure 6.6 HVAC
2.1 Piling/caissons 6.7 Security
2.2 Substructure 6.8 Gas
2.3 Basement enclosure 6.9 PABX and Telephone System
6.10 Data and cabling
3.0 Carcase 6.11 Gondola
3.1 Frame and slab 6.12 Building automation
3.2 External walls 6.13 Kitchen equipment
3.3 Internal walls 6.14 Swimming pool filtration plant
3.4 Doors and shutters 6.15 Sewage treatment
3.5 Windows 6.16 Refuse dispoal
3.6 Curtain walls and glazed screens 6.17 Builders work, profit and attendance
3.7 Shop fronts
3.8 Skylights 7.0 Miscellaneous works
7.1 External works and landscaping
4.0 Finishings 7.2 Drainage
4.1 Roof finishes 7.3 Utilities connections
4.2 Floor finishes 7.4 Others
4.3 Internal wall finishes
4.4 Ceiling finishes
4.5 External wall finishes
4.6 Décor and Graphics

5.0 Furniture and fittings

5.1 Metal works and sundries
5.2 Built-in furniture
5.3 Equipment

C:\Documents and Settings\techoff7\Desktop\Handouts for QS Seminar\[app1 LIST OF ELEMENTS.xls]Sheet1

CLIENT : OWNER
ARCHITECT
PROJECT : DESIGN ENGINEERS
PROJECT MANAGER
SCOPE OF WORK MATRIX CONST MANAGER
ACTION LEGEND: QTY SURVEYOR
P - Prepare/Initiate D - Decide/Approve CONTRACTOR
A - Assist C - Coordinate OTHERS
R - Review/Recommend
PROJECT STAGE ACTIVITIES
A.
PRE-CONSTRUCTION 1.0 PROJECT INCEPTION PHASE
STAGE 1.1 Prime Architect Selection D
1.2 Project Manage Selection D R
1.3 Select Engineering Consultants
Construction Manager and QS D R R
1.4 Conceptual Design D P A R
1.5 Feasibility Study
a. Technical Aspect P P R
b. Marketing & Financial Aspects D A P
c. Legal Aspects A A A P
d. Socio-environment Aspects P A A
e. Feasibility Report D P
1.6 Development & Design Criteria D P P R
1.7 Programme of Work D A A P
1.8 Preliminary Project Budget D P A R
2.0 DESIGN PHASE
2.1 Site Survey C P
2.2 Soil Investigation R R R
2.3 Preliminary/Schematic Design D P P R
2.4 Value Engineering D R R P
2.5 Final Design and Specifications D P P R
2.6 Working Drawings P P R
2.7 Pre-Construction Permits
(ie, Location and Zoning Clearance, Development P A A C A
Permit, License to Sell, DENR Permit
2.8 Final Project Budget/Cash Flow D R A P
3.0 CONTRACTORS BIDDING AND SELECTION
PHASE
3.1 Composition of Bid Packages D P A A
3.2 Pre-qualification of Bidders
a. Pre-qualification Documents A A P A
b. Pre-qualified Bidders D R R P A
3.3 Selection of Contractors
a. Bid Documents/Bulletin A A R P A
b. Pre-Bid Conferences A A R P A
c. Bid Evaluation D R A P
d. Contract Award D R P

B.
CONSTRUCTION 1.0 LAY OUT /STAKE/ BATTERBOARD R P
STAGE 2.0 CONSTRUCTION PERMITS
a. Temfacil Permits R P
b. Building Permit R P
c. Electrical Permit R P
d. Sanitary/Plumbing R P
e. Mechanical/Fire Protection Permit R P
3.0 TEMPORARY SITE OFFICE & FACILITIES P
4.0 DETAILED CONSTRUCTION SCHEDULE
a. CPM, Bar Chart/ S-Curve D R P
b. Manpower Schedule D R P
c. Construction Equipment Schedule D R P
d. Procurement Schedule D R P
e. Project Organization Charts D R P
5.0 PROGRESS MONITORING
a.
Project Supervision and Evaluation of Work Progress R P
b. Progress Report R P
c. Update Construction Schedules D R P
d. Recommendation on Construction operations R P A

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CLIENT : OWNER
ARCHITECT
PROJECT : DESIGN ENGINEERS
PROJECT MANAGER
SCOPE OF WORK MATRIX CONST MANAGER
ACTION LEGEND: QTY SURVEYOR
P - Prepare/Initiate D - Decide/Approve CONTRACTOR
A - Assist C - Coordinate OTHERS
R - Review/Recommend
PROJECT STAGE ACTIVITIES
6.0 PROJECT COORDINATION
a. Overall Coordination Meetings C A
b. Regular Project Meetings C
1 Upper Management Meeting C
2 Site Coordination meeting C
Special Technical Meetings C A
Safety Meetings C
c. Clarifications on Plans and Specifications D D R C
7.0 RECORDS MANAGEMENT
a. Minutes of Meetings P
b. Correspondences P
c. Project Logbook P P
d. Submittals D D C P
e. Shop Drawings D D C P
f. Test Results R R P
g. Inspection Reports P
h. Accomplishment Report R R P
I Payments D
j. Safety Records P
k. Manpower, Equipment and Materials Status
Reports P
l. Weather Chart P
m. Project Cost vs Budget D R P
n. Guarantee Certificates R C P
o. Other Records P
8.0 VALUE ENGINEERING D R R P P P

9.0 QUALITY CONTROL

a. Samples of Materials D D R P
b. Materials Testing R R P
c. Inspection of Various Disciplines R
d. Q.C. Reports P
10.0 SAFETY
a. Safety Guidelines P
b. Inspection P
c. Safety Reports R P
11.0 VARIATION ORDERS
a. Extra Works/Change Order Works D R P R P
12.0 PROJECT COSTING
a. Monthly Progress Billing D R A R P
b. Variation Order Cost D R A R P
c. Cost Variance Analysis P
d. Budget Update D R P
13.0 COMPLETION
a. Punchlisting P
b. Final Inspection C P P
c. AS-Built Drawings A A C R P
d. Operating Manuals and Certificates of guarantee C R P
e. Government Certificates C R P
f. Occupancy Permits C R P
g. Certificate of Completion and Acceptance D R P

C.
POST-CONSTRUCTION 1.0 ORIENTATION OF OWNER MAINTENANCE PERSONNEL C A P A
STAGE 2.0 START-UP OF BUILDING EQUIPMENT & FACILITIES C P
3.0 CORRECTIVE MEASURES C R P
4.0 FINAL PROJECT REPORT P A A
5.0 PROJECT ACCOUNTS CLOSE-OUT D R A P

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