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  • Pre Contract Cost Control & Cost Planning

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    Natascha Bardina
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    RICS QS Practice Pamphlet No. 2 (1982)

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    RICS QS Practice Pamphlet No. 2 (1982)

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    Attribution Non-Commercial (BY-NC)
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    18K vizualizări27 pagini

    Pre Contract Cost Control & Cost Planning

    Încărcat de

    Natascha Bardina
    RICS QS Practice Pamphlet No. 2 (1982)

    Drepturi de autor:

    Attribution Non-Commercial (BY-NC)
    Descărcați ca PDF, TXT sau citiți online pe Scribd
    Indicator pentru conținut neadecvat
    din 27
    Published on behalf of ‘The Roya! instution of Chartered Surveyors: ‘by Surveyors Publications 12, Great George Street, London SW1P 3AD Prepared by the Quantity Surveyors Division Printed by Hants Print Lid, London SW17 0BQ ®RICS June 1982. Copyright in all or part of this publication rests. vith the RICS, and save by prior consent of the RICS, no part or pats ofthis publication shall be reproduced in any form or by any means electronic, mechanical, photocopying, recording or other- wise, now known or to be devised. ISBN 0-85406- 169-X ISSN 0262-9682 co Quantity Surveyors Practice Pamphlet No. 2 Pre-contract Cost Control & Cost Planning The Quantity Surveyors Division of The Royal Institution of Chartered Surveyors SECTION 1 SECTION2 SECTION 3 SECTION 4 SECTION 5 SECTION 6 SECTION 7 SECTION 8 TABLE OF CONTENTS FOREWORD INTRODUCTION 11 Objectives 12 Format 1.3 Preliminary Cost and Feasibility Studies COST CONTROL AND COST PLANNING 11 Definition 1.2 Objectives 13 Generally 1.4 Design Stages BUDGET 2.1 Definition 2.2 Objectives 2.3 Information Requirements 2.4 Methods of Preparation 2.5 Statement of Quantity and Quality Parameters 2.6 Inflation 2.7 Cost Control THE COST PLAN AT OUTLINE PROPOSALS STAGE. 3.1 Definition 32 Objectives 3.3 Information Requirements 3.4 Methods of Preparation 3.5 Statement of Quantity and Quality Parameters 3.6 Design and Construction Period 3,7 Controlling Changes to the Cost Plan 3.8 Inflation THE COST PLAN AT SCHEME DESIGN STAGE. 4.1 Definition 4.2 Objectives 4.3 Information Requirements 4.4 Methods of Preparation 45 Statement of Quantity and Quality Parameters 4.6 Controlling Changes fo the Cost Plan 4.7 Inflation COST CHECKING 5.1 Definition 5.2 Objectives 5.3 Principles ACTION AFTER RECEIPT OF TENDERS 6.1 Objectives 6.2 Information Requirements SOURCES OF COST INFORMATION 7.1 Objectives 7.2 Sources 7.3 Dangers FORMAT OF BUDGET AND COST PLANS 8.1 Objective 82 Format ‘APPENDIX Square Index Density of Vertical Division Example of quantity generation BIBLIOGRAPHY ACKNOWLEDGEMENTS nam naan mI © 02.00.0000 10 10 10 10 10 10 10 ul un u 12 12 2 24 24 26 27 FOREWORD ‘by Roy Gibaud, FRICS, President of the Quantity ‘Surveyors Division 1981/82 This s the second Practice Pamphlet to be published in the series planned by the QS Members and Public Affaits Committee of the Council. A number of branches have undertaken the task of wring pamphlets for the guidance of the profession and fer this one I congratulate and thank most sincerely the groups of members of the Essex County Brench for their zea and nard Work. | would also wish to thank Mr James Nisbet FRICS for his assistance with the technical editing and Messrs R E Jones ERICS andJ A McAdam FRICS who, as members of the Practice Pamphlet Working Party, are making a major eoniibuton to whole series, INTRODUCTION La 12 Objectives ‘The objectives of this pamphlet are to set out the pro- cedures which are necessary to enable a chartered Quantity surveyor to carry out comprehensive. pre contract cost control for a proposed building project from the formulation of the client's brief, through the various design stages until a contractor's tender is finally accepted. The procedures are not designed for use sath cl engineering projects, But mat help. 0 provide a framework which can usefully be adapted to iil engineering needs, Format ‘The vorious sections ofthis pamphlet descibe the stops to be taken and the checks to be made during the design process to ensure that the client's budget is not exceeded: SECTION 1- COST CONTROL AND COST PLANNING SECTION 2~ BUDGET SECTION 3~ THE COST PLAN AT OUTLINE PROPOSALS STAGE SECTION 4— THE COST PLAN AT SCHEME DESIGN STAGE SECTION 5— COST CHECKING SECTION 6~- ACTION AFTER RECEIPT OF TEN SECTION 7— SOURCES OF COST INFORMATION SECTION 8— FORMAT OF BUDGET AND COST PLANS: APPENDIX BIBLIOGRAPHY 1.3 Preliminary Cost Studies and Feasibility Studies It is recommended, as a matter of importance, that before and during the formulation of the client's brief, the quantity surveyor in consultation with other mem: bers of the design team and the client, will undertake such feasibility studies (as defined in the RIBA Plan of Work) as may be necessary to ensure that the client's requirements can be reasonably accommodated within the finance that is available for the project. SECTION 1 — COST CONTROL AND COST PLANNING 1a 12 Definition Pre-contract cost control is the total process which ‘ensures~that the contract sum is within the clients approved budget or cost limit. Cost planning is the technique by which the budget is allocated to the various elements of an intended bulld- ing project to provide the design team with a balanced coat framework within which to produce a successful lesign. Objectives. ‘The objectives which should be achieved, in conjunc: tion with other members of the design team are:~ 1.2.1 To ensure that the client receives an economi- cal and efficent project in accordance with the agreed brief and budget. 1.2.2. To make the design process more efficient thus reducing the time needed to produce a successful design, 1.23. To ensure that all work arising from the client's bbtief to the design team is included in the cost planning ‘process. (e.g, the engineering services should normally Design Stages RIBA Stage B Feasibility Stage C Outline Proposals, Stage D Scheme Design Stage E Detail Design ‘Stage F Production Information ‘Stage H Tender Action be subject to the cost planning process). 1.2.4 To acquaint the client, if appropriate, wih the “costs in use"’or “life cycle costs” of the project. 1.3 Generally A general principle applies throughout the cost plan: ning process that any agreed budget or cost limits seen as the maximum cost, and the quantity surveyor should at all times work with the other design team menbers to satisly the client at a lower cost if possible. Ifat any time sums have been included in the approved ‘budget for site abnormal costs, for example, which sub- sequently are found to have been wholly or pertally unnecessary, the consequential saving always be notiied to the client. 1.4 Design Stages References (e.g. RIBA Stage C) n in this pamphlet fre laken fons the “RIDA Handbook of arditenerl eae at {which includes ‘the Pian of we main stages through which projet sign typically passes, and the links to the cost planning and control procedures, are summarized below. Quantity Surveyor Prepare feasibility studies and determine budget Consider with client and design team altemative strategies and prepare cost plan Carry out cost checks and update cost plan if necessary Camry out cost checks Prepare re-conciliation statement. SECTION 2— BUDGET 24 22 23 Definition The total expenditure authorised by the client which is within the responsibility of the design team. Objectives 22.1 To establish the limit of expenditure necessary to meet the client’s requirements set out in the brief. 2.2.2 To provide the client with a statement of the likely area and quality of building, which can be achieved within the limit of expenditure, and of the recommended methods of construction and contrac- tual procedures necessary to achieve the required ‘occupation date. 22.8 To provide the client with altemative budgets {or different completion dates and quality of building, if appropriate. Information Requirements The basic requirements from the client and members of ‘the design team to the quantity surveyor are as follows: 23.1 From the client: (Location of the site; the availability of the site for ‘commencement of construction work (@) In conjunction with the architect, a schedule of accommodation, (ii) Names of other similar buildings of broadly sult able qualiy if appropriate, (iv) The required occupation date(s) (v} Any specific requirements relating to life cycle costs, (i) Any specific requirements as to specification and/ or procedures, (ii) Requitements in respect of inflation, 23.2. From the architec: (Approximate location of the bullding on the sie. (i) Advice on necessary minimum storey heights for specialist areas on schedule of accommodation. (ii) Advice on likely planning conditions. (iv) Advice on likely Fire Regulations, (0) Advice on routes of public sewers ete (4) Architects concept of building. (ti) Names of previous similar projects designed by the practice, 2.3.3 From the services engineer: (i) Advice on areas of building which will require specialist engineering services. (ii) Advice on availability of public utility services, 2.3.4 From the structural engineer: (1) Advice on probable ground conditions. (8) Advice on probable floor loadings, The information from the quantity surveyor to the design team is as follows: 24 25 23.5 To the client, a report containing: () The budget, with alternatives if appropriate. (i) A statement of the basis of the budget calculation including any important assumptions made. (ii) A statement setting out the time for design and construction which the budget cost will meet. (iv) Cash flow forecast. {(v) A statement of items not included. (See Section 8 for format.) 23.6 Tothe architect: (A copy of docitments sent to the client. (i) A more detailed statement of quantity & quality parameters Included in the calculation. (See Sec- tion 8 for format.) 23.7 To other consultants: () Such quality & quantity parameters as relate to thelr area of design, Methods of Preparation ‘The method of preparation will depend on the type of. Project involved. Unusual projects, projects of great complexity and projects containing a large element of alterations, cannot normally be accurately budgetted ai an early stage. For many other types of project, it is Possible to build up a budget using the parameters set ‘out under 2.5 below. ‘The main elemental quantities of hypothetical buildings can easily be generated using agreed parameters, to which rates applicable to agreed quality and perfor: mance standards can be applied. An example of a method of calculating is described in the appendix. Once the budget has been calculated in this way it Provides the first cost plan for the project, and therefore the framework for the actual design to develop, ‘Statement of Quantity & Quality Parameters ‘The main parameters which should normally be ‘included in the calculation are as follows: 25.1 Quantity {i} _ In addition to the briefed areas, a statement: of the allowances for circulation etc. used to calculate a ‘g708s floor area, (i) The number of storeys of a possible solution, (Gi) The storey height(s) (Gu) The square index (see appendix} or wall/loor ratio (v) The densty of vertical division (see appendix) or partion floor rato, (vi) Proportion of window area. (vii) Floor loadings. (vit) ‘U" Values of fabric, (ix) Air change rates, (x) Heating and hot water loads. (i) Lighting levels, 26 (04!) Total electrical load. (bai) Areas of the brief with special functions of signific~ ant cost. {xiv)Road area & number of car parking spaces. (ow) Paved pedestrian areas. (svi) Length of boundary walls or fencing. 25.2 Quality General statement of quality and specification which relates to the rates used for the budaet calculation. This should cover specifically the following: foundations, roof, extemal walls, upper floors and vertical circula tion, internal vertical division, internal finishes, fumi- ture, furnishing and equipment, heating services, light ing and other services. External works should include roads, paths, landscape, boundary walls and fences, and service mains et. Inflation ‘The prediction of future inflation may not be necessary for some clients, and a statement of cost at current 27 prices may be adequate. Where an assessment of infla- tion is required for more than a few months ahead, a range of probable inflation is best provided. Thiscan be calculated using predictions published by the BCIS, the Architects Journal, or the PSA projections. The ‘assumptions upon which the prediction is made may need to be stated. ‘Some clients, particularly in the public sector, have their own inflation controls. Sometimes these are unrealistically low, and where this is ikely to be a signif icant factor, professional judgement needs to be exer- ised in setting the level of estimate to which the con- trols will apply. Cost Control Wf at any time during the design process it becomes apparent that the agreed budget is likely to be exceeded, without a change to the brief, the client should be informed and instructions requested. Like- wise, if it becomes apparent that the whole of the agreed budget will not be required, the client should also be informed. SECTION 3 — THE COST PLAN AT OUTLINE PROPOSALS STAGE 3a 32 33. Definition AA statement of the cost of an intended design at the ‘outline proposal stage (RIBA Stage C) which details the cost targets for the main elements of a building, together with approximate quantity and quality para: ‘meters which meet those targets. Objectives 3.2.1. To desctibe, together with the outline proposal drawings, the chosen distrbution of the resources made available by the budget to provide a balanced design to meet the clients needs. 32.2 To set cost targets for the main elements so thal, as the design develops, the targets are checked and adjustments made in order that the overall cost of the project is controlled within the budaet. 3.2.3 To provide the whole design team with a con- tral document which communicates the costs, quantity and quality parameters which are to be followed. 3.2.4 To provide the opportunity for a preliminary consideration oflife cycle cost Information Requirements The basic requirements from the members of the design team to the quantity surveyor are as follows: 3.3.1 From the client: (Confirmation of the budget. Where altemative budgets were quoted in the budget report the client must state his preferred alternative. (ii) Confirmation of the design and construction times stated in the budget report. (ii) Confirmation of the brief (iv) Acceptance of any other matters within the budget report, and authority to proceed. 3.3.2 From the architect: () Outline drawings of the building and site works indicating alternative solutions. 34 (8} Indication of preferred specification for main ele. ments, 3.3.3 From the services engineer: (i) Outline proposals of installations indicating alter- native systems, (i) Indication of preferred specification, after accep: tance by the architect of the visual inipleations. 3.34 From the structural engineer: i) Outline proposals of altemative structural solu: tions. 3.3.5 From the specialist consultants: (1) Outline proposals. Ti information fram the quantly surveyor to the 3.3.6 To the client, a report containing: (i) A statement of cost. (@) A broad indication of the specification. (i) setement of oor ares, (See Section 8 for fr- mat, (0) A request for deciéonson any altemative propos 3.3.7. To the architect: () A.copy of documents sent to the client. (i) The cost plan. (See Section 8 for format), 8.3.8 To other consultants: () Such quality and quantity parameters as relate to their area of design and target costs. Methods of Prepar: ‘The method of preparation will either be by the meas ‘urement of approximate quantities and the application of rates to the quantities generated, or from comparison, ‘of the requirements with analyses of previous projects i | a5, 36 ofa similar character. Evaluation should be made of the alternative forms of construction, or systems, of the ‘key’ elements, e.g. structural requirements,’ service installations, etc. The ‘key’ elements on each project will vary. However, it is anticipated that they will be those with the major financial consequences, and will almost always include the structural and service ele- ments, ‘Statement of Quantity and Quality Parameters 3.5.1 Quantity i) The areas of the accommodation divided into use classification, (e.g, office/classroom space, sanitary accommodation space, plant room space, circula ‘ion space, etc.), totalled to give gross floor area. (i) The storey height(s). (ii) Floor loadings. (iv) “U" values of fabrics. (¥} Air change rates. (vi) Heating and hot water loads. (vi) Lighting levels (vii) Total connected electrical load. (ix) Road area, number and area of car parking spaces, (%) Paved pedestrian area, (8) A schedule of those items for which lump sum allowances have been incorporated. 35.2 Quality: A statement of quality and specification, in similar for- ‘mat to that provided at budget stage, expanded to Incorporated additional information. The parameters shold follow those ncluded inthe badge! sees where Possible based upon the outline drawings and preferred specifications. Design and Construction Period In establishing the outline cost plan, the quantity sur- veyor must take into account the consequences of the Proposals made by the other members of the design 37 38 team upon the design programme and the construction rogramme. jere completion dates are critica, the sdlection of components or systems should be made with a view to there being acceptable alternatives available if there should be a supply difficulty. Controlling Changes to the Cost Plan When a change is proposed to the outline cost plan the following procedures should be followed: 3.7.1 Allelevant members of the design team should be informed, 3.7.2 The architect should confirm his agreement, in Principle, to the proposal. 3.7.3 No proposal should be incorporated into the cost plan without the agreement of the quantity sur vveyor, and he should indicate his confirmation that the proposal can be met within the agreed elemental target. Where the proposal incurs additional cost over the elemental target, or would cause the total budget to be exceeded, the quantity surveyor should positively ind! cate fo the design team altemative savings that are available to maintain the overall budget. 3.7.4. Upon the conclusion of a proposed change, the ‘quantity surveyor should communicate to the client, and all members of the design team, the consequential affects of the change and provide’an up-deled cost lan. S75 _The quantly surveyor should tae nto account when considering the proposed change, the likely effect ‘on the design and construction programme. Inall considerations of altemative proposals, the use of consultants for additonal ‘work should take into account any consequential addition to. proiessional fees. In particular, this applies to consulting ergineers, Whose fees are calculated only on specic pars of the Droject. Inflation Where the client has been given a forward projection of inflation, and where this prediction is significantly changed, it should be reported periodically, SECTION 4 — THE COST PLAN AT SCHEME DESIGN STAGE N.B. Where the cost plan has already been produced at an eartier design stage only updating may be required. 44 42 Definition A statement of the cost of a selected design at the ‘scheme design stage (RIBA Stage D) which details the for all the elements of a building, together with the quantity and quality parameters described by the scheme drawings and specications, Objectives 4.2.1 To set out for the design team the actual dis tribution of resources described by the scheme design. 422 To setcost for all the elements so that, as the detail design develops, the targets are checked and adjustments made in order that the overall cost of the Project is controlled within the budget. 4.2.3 To provide the whole design team with a con- trol document which describes, in detall, the costs, quantity and quelity parameters which have been adopted. 4.3 Information Requirements To the quantity surveyor: 4.3.1. From the client: (Confirmation that the cost plan prepared at the outline stage is acceptable. (li) Confirmation of the brief. (ii) Indication of any preferred alternatives given in a Previous cost plan. (iv) Acceptance of any other matters within the previ- ‘ous cost plan report, and authority to proceed. 4.3.2 From the architect: () Scheme drawings and scheme specifications. 44 4.3.3 “From the services engineer: (i) Scheme drawings and scheme specifications (8) Detailed design parameters, e.g. heat loads, elec: ‘tical loads, ete. 4.3.4 From the structural engineer: (i) Scheme drawings and scheme specifications. (8) Confirmation on floor loadings and the like, (ii) Provisional indication of reinforcement weights, where appropriate. 4.3.5 From the specialist consultants: (0) Scheme drawings and scheme specifications, The information from the quantity surveyor to the design team is as follows: 4.3.6 To the client, a report containing: {) A statement of the cost. (8) A statement of the specification. (ii) statement of the floor areas. {iv) A statement of the proposed design and construc- tion programme. (¥) A cash flow forecast, where appropriate. (Wi) A statement of the relevant life cycle costs, where appropriate. 4.3.7 To the architect: ()) Acopy of documents sent to the client. (i) The cost plan (See Section 8 for format). 438 To the other consultants: () Such quatity & quantity parameters as relate to thew ata of dich and we target costs ‘Methods of Preparation The method of preparation should: normally be by measurement of approximate quantities from the proposed scheme drawings. The degree of detail to be measured should be related to the cost significance of the elements in the particular design. Likewrse, the pric- ing should be similarly related. Some elements may stl 'be most suitably priced on an elemental unit rate basis, where the cost significance is low. Major elements will normally need to be priced in greater detail The preliminary engineering and specialist services SECTION 5 — COST CHECKING 5a 52 10 Definition ‘The process of calculating the costs of specific design Proposals and comparing them with the cost plan dur- Ing the whole design process. (RIBA Stages D to F), Obj: () Toallow flexibility in the design process for change ‘of mind, whilst maintaining overall cost control of the project within the framework of the cost plan. (i) To reduce the amount of abortive design work and lost time caused through proceeding too far in the design process before realising that the budget will be exceeded 45 46 a7 53 scheme drawings and outline specification notes will be required from the consulting engineers, fram which approximate quantities of equipment can be measured and priced using all-in rates. Pipework and cables will normally stl need to be priced on an overall basis related to floor area or service points at this sage. This also ensures that the likely buldere work ions are understood by the design team and the costs are taken into account, ‘Statement of Quantity and Quality Parameters 4.5.1 Quantity: () The areas of the accommodation divided into use classification. (e.g, office/classroom space, sanitary ‘accommodation space, plant room space, circula fon space, et.) tolled to give a gross for area (fi) The storey height(s). (fi) Floor loadings (iv) ‘UP values of fabric (v) Air change rates. (4) Heating and hot water loads. (vii) Lighting levels, ¢ (vil Total connected electrical load. (ix) Road area and number of car parking spaces. (x) Paved pedestrian areas, (8) A schedule of those items for which Iump sum allowances have been incorporated. 452 Quality: A statement of quality and specification based on ‘chome diauings h suliaent tal to provide contal of the production information drawings by the architect and consultants, 45.3. Life cycle information: ‘A statement of the likely relevant maintenance, cleen- ing, and running costs which are required or implied by the’ scheme design proposals. Controlling Changes to the Cost Plan ‘The principles have been described in paragraph 3.7. ‘ Inflation (See paragraph 3.8) Principtes ‘Poe methods wl vary according to the sage reached the design process. Normally, however, this takes the form of measurement of approximate quanti from the consultants drawings, to provide a check on the guantiy and quali set dow in the appropriate cost plan. The gross floor area should lways be the first check at any stage. The two dominant considerations in deciding the priorities for cost checking elements are as follows. 1) The cost significance of an element related to the total cost of the project 2) The known variability of cost of an element i.e. where a wide range of cost Is possible in an ele ‘ment, it will be necessary to cost chock this before checking elements of low variability but of the same overall cost significance. Judgement must be applied before notifying the architect of possible excess expenditure in a par- ticular element. If an excess revealed during cost checking is of such significance that it is highly improbable that compensating savings will occur elsewhere, then this must be notifed immediately and the design team must be asked to consider modification to the cost plan. If, however, the excess (or saving) revealed in an element is rela tively small and there are stil a number of ele ments to be checked, itis usually more aparoprate {0 advise the architect ofthe difference ard te sug ‘gest that no further action is taken until further cost checks have been camtied out, since these may produce compensating amounts. Itis important for the quantity surveyor to maintain proper records of the cost checking process, set- Sng down op a summary the value ofthe elements cost checked compared with the cost plan targets, and to be especially clear as to the drawings of Information upon which the cost check fas been ased. SECTION 6 — ACTION AFTER RECEIPT OF TENDER 61 62 Objectives 6.1.1 To provide a contract sum within the approved budget. 6.1.2 To provide sultable analyses for future projects, Information Requirements To the quantity surveyor: 62.1 From the architect and other design consul- fants: {i) Provisional ist of potential areas of saving (to be considered during tendering period). (i) Detailed list, drawings etc., to determine actual savings, if required. 62.2 From the cient: (i) Acceptance of potential savings, if required. (8) Details in respect of any analyses required, (Where the clent body tsa Publ Authonly or We tke where standard analyses are always required, con: sideration of this matter should be given in the construction of the Bills of Quanttios | 6.2.3 From other sources: ~ () Indexing of the tender by BCIS to establish con- firmation of tender levels, if appropriate, The information from the quantity surveyor to the design team is as follows: 6.24 To the client, a report containing: ()_A statement of the cost reconciled to the latest budget. (G) Any further information in respect of the construc: tion programme. (id) An updating of the preliminary cash flow forecast, where appropriate, To the architect: (8) Acopy of documents sent to the client. (i) A detetied reconetiation between the tender and the latest cost plan. To the other consultants: {) Such information as relates to their area of design and associated costs. Note: See the Practice Pamphlets entitled “Tender Action” (Section 5 and 6) and. "Cost Analysis", for a fuller description of the procedures applicable at this stage. JECTION 7 — SOURCES OF COST INFORMATION 7 Objectives To ensure that all costs used are up to date and accu- rate, 72 Sources 7.21 Cost analysis: {i} Building Cost Information Service (BCIS). (ii) Chartered Quantity Surveyor, Architects Journal, Building, : (ii) in-house cost analyses of previous projects. 7.2.2. Price information handbooks: (i) Spon's — Building/Mechanical and Electrical/ Landscaping Price Books. (i) Laxton’s Price Book. (il) Grifith’s Price Book. (iv) Blue and buff books (Building Materials Market Research), (v) Building. (9) Cost Data Fle forthe Bulding Industry. (BWS (vit) In-house priced Bills of Quantities, (vil) Specialist suppliers quotations 7.2.3 Published indices (@ BCIS Tender Indices and Cost Studies on Reg ional Variations. {8 DoE (Housing and Construction Statistics), (ii) NEDO. {iv) Architects Journal, {v) Building. (vi) CIBS Journal. Building Services Research and Information Association (BSRIA) Statistics Bulletin, 7.3 Dangers ‘The following items should be taken into account when using any of the above information, (a) Differential rates of inflation on various aspects/ elements of the building, (©) Acute shortages in specific trades at different times. {c) Regional variations. (4) Market conditions of analyses. {e) Careful consideration of external published infor- mation. () Consideration of tender period and its relationship to the tender period of the analy, 1 Objective 8.1.1 To communicate clearly io the client, architect and consultants the basis of the budget and cost plans. 8.2 Format The presentation of information to the client and design team should be of a high standard. The budget and ‘cost plans are the result of the application of a high level ‘of professional skill, and the format of documents should reflect the importance that the profession attaches to this service, ‘The example of format included in this pamphlet is intended as a guide to good practice showing the main areas of information that may require coverage. The first 4 pages of the example are intended as a guide as. to what can be provided to a client to ensure that there is clear statement of the budget or cost limit, its inclu: 12 (a) High levels of inflation demand constant checking of rates and prices. {h) Assumption that cost information in cost analyssis tendered price information, when a siificant amount could be in prime cost or provisional sums. 6) Initial quotations from specialist suppliers ete. are likely to be low. {K) Building regulations can be statutorily amended, e.g. energy conservation measures have increased the ‘U" value requirements for roofs and wall. Care must therefore be taken to ensure frat the analysis used is consistent with current building standards, () Firm priced or fluctuating contracts, (m) Special planning conditions epplying either to the (7) Seahned orto lhc cumen eke SECTION 8 — FORMAT OF BUDGET AND COST PLANS sions and exclusions, together with the total prog: ramme to which the budget relates and the standards which have been used in its calculation. They are client ofientated, Provision is made for the chartered quantity surveyor fo suggest allematves which the client may wish fo consider. If life cycle costs are to be § the client should be given this information and page 11 ie simple guide to this copy of information sent to the client should normally be sent to the architect, In addition the architect should receive the information contained on pages 5 fo 10 when the cost plan is pre- pared. These are architect orientated. They should Clearly set out the main parameters affecting the cost targets. The precise level of detail to be included in these documents should relate to the size and complexity of projects. Simple projects may require less in ‘than shown in the example, complex projects signif cantly more. CONSTRUCTION BUDGET AND PROGRAMME, CLIENT PROJECT Budget serial number: ...........0.. COSTS (for basis see sheet .. ) Price base date: New building work: Site works: Alterations: STRUCTION COSTS AT COMPLETION ;SIONAL FEES OF ALL ONSULTANTS including expenses VALUE ADDED TAX — On construction. Onfees .... ‘TOTAL BUDGET OF CONSTRUCTION WORK AND FEES Exclusions from budget 13 | 1 | NOTE: All figures in thousands TIME Preliminary/Final Programme (weeks) Construction commencement Client occupation: phase .. phase .. phase . Alternative 1 Alternative 2 CASH FLOW ~ FO as Budget Cost Alternative 1 Alternative 2 Client decision to accept budget and proceed ° ° ° Final brief and scheme design approved Receipt of first tenders Formation of contract... Quarterly from acceptance CEES EE and authority to proceed (nchuding fes) 19 | 20 [3@ | 40 | 5@ | 6 | 79 | 8q [99 [109 f2r@ ]i20 | Balence [Tora |As Budget Cost ; ‘Akemative 1 ‘Akernative 2 Construction commencement quarter indicated by 'C’ ‘Occupation quarter indicated by ‘O" Balance shown normally payable during first year of occupation i C BASIS OF BUDGET Areas Min. floor to. Schedule of Accommodation ceting nt mt) omen ‘TOTAL FLOOR AREA Quality Standards External elevations: Internal frishes: Heating & ventilation: Lighting: Other (specify): Exclusions from budget: 15 Alternative Standards Alternatives Cost Extra/Saving Comment Budget prepared by: Signature: Firm: 16 (Tecrmcat QUANTITY AND QUALITY PARAMETERS (Budget serial no. .....-. a BUILDING Quantity Gr05s Moor area: eee ee eeeeeeeeeeeeee EOF Maximum square index: .......+ cesseses (Perimeter on plan Petree? m) No, ofstoreys: .. m m m Calculated external wall/floor ratio: .... Proportion of gazed extemal wall area: . Density of vertical division: ‘measured over door openings: Calculated partion floor ratio: Liss eee No. Stairs: number of fights: ....... ‘of partitions and intemal walls Structural Ground bearing pressure: .... Ground water level: aaa Floor loadings ~ Ground: . -KN/tm? (maximum live) Intermediate: JkN/mn* (maximum live) Highest: . JN/m? (maximum live) Roof loading: .. ln? (maximum live) Environmental Fabric ‘U’ values: Rot -Wime?C, --Wint*C Wim?*C Heating load: : sete Wim?) Hot water load: .... ce kW 7 ‘TECHNICAL QUANTITY AND QUALITY PARAMETERS (Contd.) Lighting levels (Specify spaces, lux level and load in W/m?) Total lighting load: IW ( Wim?) Total power load: kW (. - Wim?) Special areas with higher than average service or other costs (specify) External Works Site area: . Road area Pedestrian paved areas: ...... sundary walls or fencing: Other: (f quantities calculated from. state drawing number(s) etc: 18 ‘SPECIFICATION Block: .... Elements ‘Specification included in budget/cost plan Altematives [Cost + or — ‘Substructure Extemal walls and windows Roofs Upper floors/ stairsffts Intemal vertical division Intemal finishes Fittings ete, 19 SPECIFICATION (contd.) ‘Specification included in beotimaial budgeticost plan Altematives [Cost + or ~ Hot and cold water services! sanitary fittings! intemal drainage Heating and ventilation Lighting and Power Other services Road and vehicle parks Paved areas and landscape Drainage F ( cosrrarcets Block: ... Price base: oe eece eases Elements Parameter Rate | T#"se cos 2h COST TARGETS Block: Price base: .. Elements Parameter Rate |Cost per m£ svi |saouay Arepunog ‘Sper ep ue speoy, adeospury sIOHeNOEE/ ST ‘Buny6r] ‘SeOIAaS Taye ue Bugeayy suey sie S101 ‘oop jewiang smopuyy, stem yeurong, sj00y ¥ Fstwos 3 nye suopeoyoads yo wnurpcew {1004 poued 7909 qwasaig ‘anneuranty| BNO 9h" ** 3k S509 xordde ayes} “xoxdde ayeis) | ody, jenuuy| adj] Jo anyeajuosaig] _sysoo yuounoerdoy, s9800 207B0y ae begged gscsaaaopvaans eounceee neat Tes au sSu0u = 3 Sunes = 9 Bupmies — ¢ Uuoqerosepat = Coy, :sedé 3805 SLSO0 ATOAD Fat Eee eee eee APPENDIX Square index This index i simply a way of deseribing the degree to which the portnetes lena of ah acted bolding escaeds hat | —_Buldng ofthe same aren which ia pict square, Any single storey building can be described, as slso can mull storey buildings, with a constant shape at each floor Formulas =p where P = Lead length on at a ate fl - inl storey baldngs) 5 = Square index. Density of vertical division This density provides a coarse measure of the amount of paritoning leadbearng wal tc that a building contains As the formula includes the perimeter of the building, it ‘takes into account the contribution to the enclosure’ of ‘spaces that this makes. Formula d = (Yep) +L where p = sum of the perimeter lengths ofa building measured € ateach floor. L = total lenath of partitions etc. measured over doors. A= gross floor area, d= density of vertical division. 24 | Example of quantity generation for a hypothetical building Assumptions From brief, gross floor area (A): = 1350m? (including circulation) Site area dictates a two storey solution (n) = 2 storeys ‘Average floor to ceiling height: 2.7m ‘Assumed floor/toof zone: 600mm + Square index (s): 14 Density of vertical division (4):.3 ‘Area of ground floor (a) =675m* Calculation of Quantities | Element Formulae Calculation Parameter Substructure A 1950 =| 675m* @ ‘Upper floors 1-1 (A) ~ area of stir (2-1) 1350) 7 ~ 40 =| 635m" n) openings ( 2 )] Root |-A+.3(4s-Va) + .3(4 x 1.4-V675) =| 718m n "(3 is assumed wall width) External walls n(4s-va} 2(4 x 1.4.V675) (2.7 +.6) = | 960m? {incl windows & X (Floor celling ht + external doors) zone) | (see note.} Intemal aA ~ nigga (3 * 1850) ~ 214. x L4v675) division X Floor to celling x27 =| 700m* height Gross floor 1350m? | area i | The quantities calculated in this, or similar ways, can then be used with selected Element Unit Rates to calculate budgets and Cost Plans for projects in the eariest stages of design, or for checking the approximate cost difference of alternative design s N.B. A percentage can be used to split ‘wall’ from ‘window’. | | BIBLIOGRAPHY Books Estimating and cost control Nisbet, Batsford 1961. Pre-contract practice for architects and quantity surveyors, Sth ed. (metric) Aqua Group. Crosby Lockwood Staples 1974 £2.50 Building cost control techniques and economics, Bathurst, P. E. and Butler, D. A. Heinemann 1973 £5.75 National standard control procedures for house construction costs. Eire: An Foras Forbartha, 1979, £2.00 Estimating in building and civil engineering, Proceeding of conferences held on 20 September 1973 and 22 and 23 March 1974 at Loughborough University. Department of Civil Engineering ed. by R. McCafier. Northwood Publications 1975 £2.50 * Estimating for building and civil engineering works 6th ed. Geddes, S. Newnes-Butterworths 1976 £13.00 Cost control in building design: a programmed text “yeat Britain Ministry of Public Building and Works: «we Directorate of Building Management. HMSO 1968 £1.50 Cost control manual ‘National Public Works Conference 1977. ‘An introduction to cost planning RICS 1976 £4.00 Building economics and cost planning, Browning, Batsford 1961. Cost Planning of buildings Ferry, D. J. and Brandon, P, Granade 1981 £6.95 Aspects of the economies of construction. | Turin, D. A. Godwin, 1975 £6.50 Estimating for residential construction. ‘Van Orman, H. Van Nostrand Reinhold, 1978 £8.90 | Engineering services cost planning and control policy state- ment. 1963 RICS Nottingham Conference No. 3 Project cost control. A. C. Southwell, FRICS. Running costs of buildings — the sig. nificance of running costs in the cost planning and design of buildings. 1967 (out of print). Building and public works administration estimating and costing. Geddes, S, Newnes, Butterworths. 1967. 6th edition, £3.50 Purchasing in the construction industry. Dand, R. and Farmer, D. Gower P. 1970. £4.25 Estimating building construction: quantity surveying Hornung, W. J. Prentice Hall, 1970. £5.50 Building cost forecasting: selected papers on a systematic | approach to forecasting building costs. | Southwell, J. RICS, 1971 £3.00 Cost study, pre-tender stages of the building process. Bullding Bulletin 4, HMSO, 1972 Costin-use: a guide to data and techniques HMSO, 1972, £0.90 1 26 Building economics: appraisal and control of building design cost and efficiency. Seeley, I. H Macmillan, 1972. £5.00 Cost planning and bullding economics, Cartlidge, D. P, Hutchinson, 1973. £2.50 RIBA Handbook of architectural practice and management, Articles/Papers Cost estimating service combines two broad data bases. Brager, E. Architectural Record (4) April 1979, 73-75 (2) (Abstract 24971) ‘A framework for cost exploration and strategic cost planning in design. Brandon, P. Chartered Surveyor Building and Quantity ‘Surveying Querterly 5 (4) Summer 1978, 60-63. Costs and standards for new public sectot building. ‘Budd, R. Housing Review 25 (2) March/April 1976, 33-37 (5) (Abstract 20362), Cost planning the design process. ‘Smith, G. Chartered Quantity Surveyor 3(1) August 1980, 13416. ‘The construction control estimate. Cowley, J. Chartered Quantity Surveyor 2(4) November 1979, 78-82 (5) (Abstract 25666). Initial cost estimating: cost of warehouses, Davis Belfield and Everest. Architects’ Journal 165/22) 1 dune 1977, 1037-1042 (6) (Abstract 21934). Initial cost estimating: cost of factories. Davis Belfield and Everest. Architects’ Journal 166 (37)14 Sept 1977, 509-516 (8) (Abstract 22413). Initial cost estimating: the cost of. Davis Belfield and Everest. Architects’ Journal 167 (68 Feb- ruary 1978, 265-274 (10 (Abstract 23028). Initial cost estimating: the cost of flats and maisonettes Davis Belfield and Everest, Architects' Journal 167 (22) 31 May 1978, 1059-1071 (13) (Abstract 23386), Initial cost estimating Davis Belfield and Everest, Architects’ Journal 168 15 November 1978, 945-956 (12) (Abstract 24145), Initial cost estimating: offices. Davis Belfield and Everest, Architects’ Journal 170 (28) 11 duly 1979, 81-94 (7) (Abstract 25251), Control of costs allowances for uncertainty, Duft, A. R. Building Technology and Management 14(7) July/August 1976, 19, 45. ‘Annew look at estimating the cost of zepetitive work. Dui, R. Building 236 (7084 20 April 1979, 56-58 (3) (Abs- tract 24808). Initial cost estimating: hotels. Farrington, N. and De Vaal, D. Architects’ Journal 169 (12) 21 March 1979, 601-609 (9) (Abstract 24709}, Cost planning. George, W. H. Building Economist (Jounal of the ‘Australian Institute of QS) 12 (3) December 1973, 148-158 (11) (Abstract 16927). Quality and total cost in building and service design — a case study. Hoskins, B. J. and Read, J. Building Services Engineer 45 (6) September 1977, 93-103 (11) (Abstract 22411), Assessing the economics of bullding: proceedings of sym- osium Dublin 19-21 June 1974, Intemational Council for Building Research Studies and Documentation. Dublin: An Foras Forbatha, 1974. Control is on the shop floor. ‘Jackson, T. Chartered Quantity Surveryor 1 (4) April 1979, 107-111 (5) (Abstract 24802). Cost planning and the future, January, M. Building Economist 16 (3) December 197, 142-145 (4) (Abstract 23143), A cost model for reinforced concrete frame design: cost ‘comparison and decision making, Moore, G. Chartered Quantity Surveyor 2 (3) October 1979, 40-44, Cost control from inception to completion in public officers committee: Value for money ~ the economics of land afid building, Nott, C. M, RICS 1971. ‘Construction finance and cost escalation. Perry, J. 'G. ICE Proceedings 62 (1) November 1977, 623-642 (11) (Abstract 22727). Project cost control by sensitivity analysis. onstruction Surveyor 8 (27) January/March 1978, 14-15 QS Weekly 8 September 1977, 3-4 (2) (Abstract 22502) ‘On the cost model. Reynolds, G. Building 235 (7059) 20 October 1978, 91: (7060) 27 October 1978, 67 (2) (Abstract 23918). | Economy in building ~ the role of the chartered quantity i surveyor P. W. Grafton RICS 1965. European practice in controlling construction costs, Glendinning, N. J. Germany; Osbome, J. G. Netherlands; Trouilloud, L Frence. RICS 1973, Cost planning for control Sherran, R. Cost Engineer 16 (6) November 1977, 4-7 Financial management in reaction to refurbishment con- tracts. ‘Smith, P. A. in Managing the nation’s and resourees, RICS 1976.

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