BAP CONSTRUCTION AND DEVELOPMENT

CORPORATION
TITLE: PROJECT COSTING AND QUANTITY SURVEY
DOC. NO. BAPCDC-OPN-003 REVISION NO. 00 EFFECTIVE DATE: Page 1 of 5

NAME SIGNATURE
AUTHOR

REVIEWED BY:

APPROVED BY:
DOCUMENT HISTORY RECORD
DCN REV. NO. DATE REVISED AUTHOR REASON FOR REVISION
00 Initial Issue

Important Note:
This document and the information herein is the property of BAP CONSTRUCTION AND DEVELOPMENT CORPORATION and issued in strict confidence. It shall not be
reproduced, copied or given to a third party without express permission from BAP CONSTRUCTION AND DEVELOPMENT CORPORATION.

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Doc.Ref. No.: BAPCDC-QF-DCC-001 Revision No.:00 Effectivity Date:

 BAP CONSTRUCTION AND DEVELOPMENT CORPORATION

TITLE: PROJECT COSTING AND QUANTITY SURVEY

DOC. NO. BAPCDC-OPN-003 REVISION NO. 00 EFFECTIVE DATE: Page 2 of 5

1.0 PURPOSE

1.1 The purpose of this procedure is to establish a system for the Bidding proposal generation, as required for
potential project to be acquired.
1.2 To define accurate and timely generation of winnable or negotiated bid costs.
1.3 To purpose of this procedure is to provide a uniform and consistent method in the engineering/business
development procedure of the company.

2.0 SCOPE

2.1 This documented information is applicable to all bid requirements / bidding for a new project of the BAP
CONSTRUCTION AND DEVELOPMENT CORPORATION & to satisfy the needs of prospective clients in the
computation of total contract price.
2.2 This documented information shall apply to all viable projects for competitive and to negotiate both customer from
government and private sectors.

3.0 RESPONSIBILITIES

3.1 The Marketing personnel is responsible for the accurate and timely generation of Bid Cost/s and submit to the
President for review and approval.
3.2 The Marketing personnel shall also responsible for the consolidation of approved Bid Documents to include Technical
and Financial requirements.
3.3 Sealing of Bid Cost/s that required by the Customer’s Bids and Awards Committee must be performed by Marketing
Personnel then endorse the sealed Bidding Proposal to the President for approval.
3.5 Quantity Surveyor is responsible for ensuring that the entire Tender Exercise be governed by this documented
information.
3.6 President is responsible for approving the Final Bid Proposal. Authorized personnel are responsible for reviewing all
documented information at least annually to ensure documents remain current.

4.0 DEFINITION OF TERMS

4.1 Quotation – Intransitive verb to assess something such as an item to be bought or a job to be done, and to state
a likely price for it.
4.2 Sub-Contractor – is an individual or in many cases a business that signs a contract to perform part or all of the
obligations of another's contract.
4.3 Invitation to Bid–Is an invitation to contractors or external providers, through a bidding process, to submit a
proposal on a specific project to be realized/product or services to be furnished.
4.4 Pre-bid - Is the process of submitting a proposal to undertake, or manage the undertaking of a construction
project.
4.5 Client - Is a person who shall give the project
4.6 Site Survey - A visit to the proposed project for the purpose of evaluation, collect information from the site to
determine the extent and severity of hazards posed by the site. It follows and is more extensive than a
preliminary assessment.

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 BAP CONSTRUCTION AND DEVELOPMENT CORPORATION

TITLE: PROJECT COSTING AND QUANTITY SURVEY

DOC. NO. BAPCDC-OPN-003 REVISION NO. 00 EFFECTIVE DATE: Page 3 of 5

5.0 PROCESS FLOW STEPS

STEP INPUT PROCESS FLOW OUTPUT RESPONSIBLE
START

Marketing/ President
Client Send Invitation / Notification
1 Send or GM
Invitation /
Notification

Accept & Conform Send Marketing/ President

2 Invitation /
Notification
or GM
Plans &
Specs
3 Purchase Plans & Specs Marketing personnel

4 Pre-bid Marketing personnel

Site Survey
Result Quantity
5 Site Survey Surveyor/Marketing
personnel

Bid Documents/
6 Estimation / Preparation of Requirement Requirements Marketing
Personnel/DCC

7 Approval General
Manager/President

8 Submission to Clients’ BAC Marketing Personnel

Awarding of Project Client

9

Tender Documents
Collect the tender documents Marketing Personnel
1
1

Review Project /Budgetary Top Management/

1
2 Finance Department

1 Project Outline Quantity Surveyor

3

Notice to
1 Proceed Notice to Proceed Client
4

Kick off Meeting General

1
5
Manager/Operations
Team/ Quantity
END
Surveyor

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 BAP CONSTRUCTION AND DEVELOPMENT CORPORATION

TITLE: PROJECT COSTING AND QUANTITY SURVEY

DOC. NO. BAPCDC-OPN-003 REVISION NO. 00 EFFECTIVE DATE: Page 4 of 5

6.0 PROCESS DETAILS

6.1 Costing of itemized Bidding Proposal

6.1.1 Reviews the Bidding documents & assign personnel to prepare Bidding proposal for canvass perform
by Engineering Head.

6.1.2 The Engineering Quantity Survey team conducts canvassing of project requirements through
indicated information on Canvass Form.

6.1.3 The Engineering Quantity Survey team indicates pricing to validate Bidding proposal and submits to
Engineering Head for review to finalize the pricing to Bidding proposal.

6.1.4 After the approval of President of finalized Bidding proposal, it must be sealed, including other bid
documents before submission to Finance/Admin.

6.1.5 Engineering Quantity Survey team shall comply with the number of copies as per required and submit
Master Copy to DCC either hardcopy or softcopy prior to submission.

6.1.6 All Bid Document’s requirements shall be made available prior to costing/pricing of Bid proposal.

6.1.7 The Engineering Quantity Survey team shall completely fill-in bid proposal to indicate items needed
and review before the approval President.

6.1.8 Ensure that the approved Bill of Quotation has been sealed before the submission to Finance/Admin
together with other Engineering Quantity Survey team documents.

6.1.9 Marketing Team shall comply with the number of copies as per required & submit master copy to
DCC, either hard copy or softcopy prior to submission.

6.1.10 Approved bid proposal must be sealed before submission to client.

7.0 RECORDS RETENTION

7.1 Retention Period shall be for 3 years for operational reference purposes. If the department determined that the
subject document is no longer needed within the area of functions, this will be endorsed to DCC for archival
retention system.

7.2 Archival Retention – In-active hard copy records/documents that shall be kept for 1 year for potential reference.
Archival may be extended upon request by the process owner or as deemed necessary for the effective operation
of process affected.

8.0 REFERENCE DOCUMENTS

8.1 ISO 9001:2015 QMS Standard

8.2 Quality Manual (if preexisting/preferred)
8.3 Approved Bidding proposal
8.4 Statutory and Regulatory Requirements

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 BAP CONSTRUCTION AND DEVELOPMENT CORPORATION

TITLE: PROJECT COSTING AND QUANTITY SURVEY

DOC. NO. BAPCDC-OPN-003 REVISION NO. 00 EFFECTIVE DATE: Page 5 of 5

9.0 ATTACHMENTS
9.1 Client Confirmation Form
9.2 Bid minutes
9.3 Site Survey Form
9.4 Bid Proposal / Schedule
9.5 Received Award Notification
9.6 Plans, specs and Proposal
9.7 Project Outline Form
9.8 Notice to Proceed
9.9 Site layout, Schedule, Equipment & Manpower

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