Introduction To Quantity Surveying PDF

DAR 1205 QUANTITY SURVEYING I
Introduction:
 History and Development of Quantity Surveying.

 Personnel in Building Contracts and Their Responsibilities.
 Functions of a Quantity Surveyor in Building Contracts.
 Use of Dimension Paper; Setting out, order of Dimensions, side notes, waste
calculations and use of schedules
 Use of Bill of Quantities.
 Use of Standard Method of Measurement.
1.01 QUANTITY SURVEYING

This is the quantification/estimation of works for a construction project and costing them.
1.02 A QUANTITY SURVEYOR

This is a trained person in construction works’ quantification and costing and contract
procedures.
1.03 ROLES OF A QUANTITY SURVEYOR
 Prepares the bills of quantities

 Approximates the estimate of costing in every stages of the formation of the building
project.
 He plans for the client so that he gets the best value of his/her money for any construction
projects to be carried out ( cost planning)
 Examines, the tenders and prices of the BOQ and reports his findings to the architect
 Negotiates with the contractor the desired amount to pay to him for the contract
 Advices the client on the selection of the contracton
 Values work in progress and recommends payment to be made to the contractor.(
valuation)
 Advices on financial aspects of the contract valuation( Cost advise)
 Prepares the final account when the contractor finishes the work
 He prepares the tender documents
 Advises on the form of contract
1.04 ESSENTIALS OF A GOOD QUANTITY SURVEYOR
 He must be able to describe clearly, fully and precisely the requirement of the architect
and arrange the BOQ in such a way that the works can be quickly and accurately cost.
 Must be able to write in clear technical language that will not be miss-understood
1|Quantity Surveying notes prepared By Mr. Zzigwa Marvin

Email:zzigwabrenda@gmail.com; Tel No 0775984782
 Must have sound knowledge of the building materials, construction techniques and of
customs prevailing in the industry
 Must be able to accurately interpret construction drawings
 Must be careful and accurate in making calculations
 Must have a systematic and orderly mind to be able to visualize the drawings and details
 Must have good knowledge of the construction prices ( to be able to offer cost advise)
 Must have ample knowledge of the law of contract
 Must be competent to conveyor to the person who is to price the BOQ, the quantity and
quality of the materials required and the nature of labour to be applied during the
construction of the structure.
2.0 TYPES OF BUILDING CONTRACTS (WITH AND WITHOUT QUANTITIES)

2.1.0 Contracts without Quantities
These contracts are normally restricted to minor works and the contract documents comprise of
drawings, specifications and form of agreement.
 Drawings include plans, elevations, sections and large scale details of proposed work.
 The specification is prepared by the architect to supplement the drawings. In the
specification, the mixes of concrete, types of bricks and quantities of any other work are
stated and methods of work are normally stated.
 A form of agreement is a legal agreement signed by both parties which states the
builder’s contract to erect the structure in accordance with the drawings and
specifications and the client agrees for his part to pay the contract sum.
Formally contractors would simply study the drawings and specifications and would rely on past
data to quote the contract sum. As competition grew keener, it became difficult to use it.
It became necessary to take off measurement and prepare quantities of work involved.
Applying prices to these quantities, one would come up with the total estimate of the work. The
quantities prepared were not only those of materials but specific elements in the structure like
walls, roof, e.t.c.
Examples
2.1.1 Cost Based Contracts
(Happens under negotiated tenders) A cost REIMBURSEMENT/ COST PLUS CONTRACTS
Here a contractor agrees that his expenditure on labour and materials will be met by the client
(thus cost reimbursed) on top of which he will charge a fee on an agreed basis, to cover his
profits and overheads
This type of contract encourages wastes and extravagancy

Reasons for their use
i. Emergency on repair works where time is no available to allow the traditional process to
be used.
ii. When new technology is being used
iii. Contracts where high quality work is required
iv. Contracts where cost is not important but where the client wants control over the
methods of executing of projects
v. Where a special relationship exists between the employer and the building contractor
Main Benefits
i. Great flexibility of design changes
ii. Easy client participation
iii. Permits earlier Start of the project
iv. Low risks to the contractor
v. Full knowledge of the costs
Dis-advantages
i. The client cannot forecast the total cost of the project with high degree of certainity
ii. No incentive for the contractor to reduce costs
iii. Encourages wastes and extravagancy
iv. High caliber client management skills are required
v. Difficulty in evaluation of competitive tenders
Types
a) Cost Plus Percentage
In this type of contract, the contractor charges a certain agreed percentage on the amount spent
on the materials, labour and plants, for his profits and overheads
The major disadvantage is that the greater the cost, the higher the fee to the contractor.
1) Cost Plus Fixed fee

In this form the contract, the contractor is paid the actual cost of work plus a fixed
lump-sum, which has been previously agreed upon and which does not fluctuate with
the cost of the job
2) Cost Plus Fluctuating Fee

Here the contractor is paid the actual cost of work plus a few, with the amount of the
fee being determined by the reference to the allowable cost of works, the lower the
actual cost of the works, the greater will be the fee that the contractor receives.
It encourages the contractor to carry out the work as quickly and cheaply as possible

2.1.2 Schedule contracts
Types
a) Schedule of rates
Here, expected items of work to be done are listed (without their quantities) for the contractor
to price. It is used where it is not possible to pre-determine the nature and full extent of the
proposed work. It is difficult for the contractors to price the schedule realistically in absence
of quantities. It is commonly used on repair works, agent works, etc.
b) Schedule of materials
This is alternative to the schedule of rates. Here a list of all materials to be used for the
expected works is given and the contractor attaches the price on each. The contractor may
then add a percentage of the total sum for the materials for hos labour, profit and overheads.
(Cost for running the contract)
2.1.3 Package Deal/ Design and Construct/ All-In Contract

With this type of contract, the employer gives his requirement in broad outline to the contractor
who submit full detail of the design, construction and cost of the project
It is suitable for specialized work
The contractor can commit himself to a price and completion date at an early stage
In case of competitive tendering, prices are based on different designs which makes
evaluation hard
2.1.4 Direct labour
The client employs labour, buys materials and engages sub-contractors on the items that require
so. The client does all the organization of the work and bears all the risks. The client may employ
a technical adviser
2.1.3 Lump- Sum Contracts

In a lump sum fixed price contract, the contractor undertakes to carry-out the contract work
for a fixed sum of money. The details of the contract are normally shown on the drawings
and described in the specifications but no BOQ is supplied. It is often used where:
The job is reasonably certain in nature and small in extent
2.2.0 Contracts with quantities

These contracts are normally prepared for major works and they are based on BoQ. The BoQs
are prepared by the quantity surveyor on behalf of the client. Several copies of BoQs are repaired
and sent out to the contractors who are interested in doing the work to enter in their prices or rate
for the execution of the work.
When the contract is signed, the BoQ and prices become part of the contract agreement and will
be used in preparation of the final accountability and in the settlement of variations. The revision
of BoQ leads to accurate tendering as all those tendering have identical conditions on which to
work and this considerably reduces the cost of estimating.
Examples
2.2.1 Price In Advance
Under this type of contract, the contractor agrees to carry-out his obligation for the sum of
money agreed upon in advance.
The contractor is responsible for all the labour, materials, and plants. Etc. This type of contract
gives the client almost no control over the detail of methods of neither work programming nor
expenditure. The contractor bears all the risk
Types
a) Contracts based on BOQ
This is generally the soundest form of contract. It is suitable for all projects, provided all
planning and design work has been completed at tender stage.
The scheme is designed and a number of contractors are asked to submit in Lump-
sum tenders based up on the pricing and totaling of the BOQ prepared on the behalf
of the client
Standard qualitative and quantitative information enables tenders to be compared on
the price alone
Is the most common type of contract used for all major construction projects
Provides the client with good degree of control over financial aspects of the project
It does not provide for contractor participation at the design stage
The prices BOQ provides are the basis for valuation of variation
2.2.2 Target Cost Contracts

In a target contract a basic fee is quoted as a percentage of the agreed target estimate obtained
from a priced bill of quantities. The target estimate may be adjusted for variation in the quantity
and design and fluctuations in labour and material costs. The actual fee paid to the contractor is
determined by increasing or reducing the basic fee by an agreed percentage of the savings or
excess between the actual cost and adjusted target estimate,
It discourages wastes
There is an incentive to the contractor to complete the work speedily and economically as
possible

3.0.0 TENDERING
This is the submission of a quotation.
A quotation is a price that a firm charges to offer a good or service.
3.0.1 Taking a decision to tender

Against corporate plan, senior managers will take the decision to bid for a specific contract.
Decisions are taken;
During the pre-selection stage
After careful examination of the contract documents
After the estimate has been prepared and tender is ready to submit
3.0.2 Factors considered while taking the decision to tender

Potential contribution of the contract to the company’s turnover in a particular sector; the
overheads recovered and the anticipated profits
The likely demands of the contract on the company’s financial resources
The company’s resources available e.g the working capital and human resources
Type of work
The location of the project
The type of client
Contract deal
3.1.0 Tendering Procedures or Methods / Contract Procurement Mechanisms

3.1.1 Open tendering/contracting
The procedure is to advertise in the press inviting any firm that wishes to do so to submit a
tender; bid or offer. The advertisement will give an outline detail of the type of work, the scale
program and any other key features.
Any interested firm applies for the tender documents and there are usually no formalities other
than a little fee for the tender documents and discourage those who are not interested in the job
or idle curiosity. This system is commonly used by public bodies. e.g. local governments, public
services although it is also used by private institutions.
It’s usually stated in the advertisement and in the tender document that the employer does not
bind himself to the lowest offer as the advertisement does not bid the employer in any way but it
is merely an invitation to person or firms to make an offer and any offer made should be
unconditionally accepted.
Merits
It gives a chance of tendering to a firm which wishes to do so.
Since there is no restriction, there can be no chance of favouritism.
Demerits
There are a large number of tenders to evaluate hence much time and money wasted.
There is normally pressure to accept low tenders.
There is a high cost on the contractor’s side as he tenders for very many jobs and wins
nothing or only one.
There is difficult in selecting the right firm.
3.1.2 Selective tendering/contracting

Here the procedure is to select a limited number of firms known to the architect/client and invite
them to tender and this procedure is mainly used by private firms or institutions.
Selection should be made sufficiently early for firms to be asked whether they will be willing to
tender at the required time. The criteria to be employed in drawing up the list of the selective
firms will depend to some degree on the character of the project as well as its size, location. Also
consider equipment available, standard of workmanship by firms, size of payroll, business
record, and number of strikes within the company, financial stability, and real willingness to
tender.
Merits
It’s possible to select the most competent firm.
Since tenders are few, there is time and cost saving.
Demerits
The firms are sometimes overloaded as they may be reluctant to decline some tenders at
the time they have a lot of jobs.
It breeds/ brings favoritism and corruption.
There is always reluctance to strike off incompetent firms from the list.
Newly formed firms that are competent cannot tender for the job.
There is always higher quotation than obtainable by open tendering as there is less
competition.
3.1.3 Single tendering/contracting

There may be circumstances in which only one firm will be able to satisfy the criteria for
selection.
This likely happens when specialist or nominated contractors e.g in installation of lifts, gas pipes
works, supply of some selected materials are involved.
Merits
It is cheap to evaluate the tender.
The firms with tested results are employed.
Demerits
It’s usually expensive as a single contractor tenders.

It’s somewhat undesirable and perhaps an un health state of affairs and can be
embarrassing is un satisfactory tender is received.
3.1.3 Serial tendering/contracting

Is a premeditated (deliberate) form of extension and comes essentially into the category of
tendering rather than negotiation. It applies where there a series of similar schemes which are to
be carried out over a period of time within the same area and permitting the phased utilization of
the site organization and plant e.g construction of schools.
It is useful for main contracts and can also secure the benefits of the increased size of order and
production run for component contract and specialist site installation work which become
subcontracts to a series of main contracts.
An example is where a contractor is invited to tender for one building e.g a school on the
understanding that the successful firm will build several schools at the agreed rate.
Merits
It encourages keener prices than would project for single project.
Experience gained on the earlier project will be useful later on.
Demerit
Rapid inflation tends to curtail this type of contract
3.1.4 Negotiated tender/contracting

This is usually used for construction of a very difficult nature of work, where the magnitude of
the contract may be unknown at first or where early completion is most important, or where
continuation or repetition of an existing contract is considered desirable.
For this contract, there is usually no time to wait for drawings and BoQ to be prepared. One firm
is selected and negotiated with.
Merits
It’s time saving as no documents/ drawings are prepared.
It offers a more rational price basis for the contracts perhaps stimulate design
improvement.
Demerits
It’s hard to satisfy the test of the public accountability.
Suffers from higher cost due to lack of competition.
3.1.5 Prequalification contracting

Is where a selection of capable firms takes place before submission of the tenders or quotations.
Merits
The same as for selective tendering.
Demerits
The same as for selective tendering except leaving out of new firms.
4.0 Tender Documents Vs Contractual Documents
4.1.0 Biding/Tender DOCUMENT

Is a formal document issued at a fee by the client to the interested contractors prepared
by the clients professional technical advisors which contains all relevant information
about the clients project, that needs to be brought to the knowledge of the contractor with
reference to the contracting procedures, terms of contracts and work specifications .
It contains general conditions of the contract, draft contracts for work, form of bid,
technical specifications, and bill of quantities, drawings, forms of item/final certificates
invitation to bid and instructions of bidders.
4.1.1 General conditions

These are laws defining the relationships in the contract (I.e. Between the client and the
contractor and other parties) and how work will be executed.
4.1.2 Forms of bid /contractor’s bid

It is the document signed by the contractor in which he offers to execute the work as
described by the drawings and specifications and accepting all the conditions and
provisions of the contract as described in the bidding document for a given sum of money,
the discussion is left to the client to accept or reject the offer.
4.1.3 Instruction to tender

This will include;
Place, date, time by which tenders must be returned.
Methods of dealing with queries.
How qualified tenders will be dealt with.
Provision for site visits.
Documents to be submitted with a tender.
Methods of dealing with errors
4.1.4 Conditions of contract
These do two things:
Sets out the contractual responsibilities and liabilities.
Establishes the administrative arrangement.
4.1.5 Draft contract for work

(Form of document)

It is a legal document signed by both the employer and the contractor which states the
contractor is to undertake the works in accordance with the drawings and the
specifications and the clients’ contracts to pay him the contract sum in consideration.
4.1.6 Technical specifications
This is the part of the bidding document drawn up by the architect to suppliment the
drawings which clearly describe in detailed manner.
i. The quantity and standard of materials to be used ( and where applicable the
possible supplier )
ii. Handling and treatment of materials
iii. Nature of fixing ,assembling and installation of any materials and service
iv. Quality of work manship required
v. Any other special treatment or handling of material that needs to be brought to the
attention of the contractor.
4.1.6 Drawings
Are plans, elevation, sections and large scale details of construction projects all drawn on
a suitable scales which give the dimensions of the structure to be erected .
4.1.7 Preliminaries
(As part of BOQ)
Are works or services done by the contractor on site but are not part of the main or basic
work on the site ,these works are just done to enable the main work to be executed .i.e.
supply of water for works ,storage of materials ,hoarding ,scaffolding etc.
a) Time related preliminaries

Are preliminary works considered to be proportional not to the quantity of work
but to the length of time for which it is undertaken e.g water, electricity, security etc
b) Fixed charge preliminary

Are neither preliminary works which are not proportional to either the quantity of
work nor time for which the contract is undertaken e.g hoarding, temporal structure
etc.
10 | Q u a n t i t y S u r v e y i n g n o t e s p r e p a r e d B y M r . Z z i g w a M a r v i n
4.2.0 Contract documents
4.2.1 Form of agreement, It is a legal document signed by both the employer and the
contractor which states that the contractor is to undertake the works in accordance with
the drawings and specifications and the client ‘contracts to pay him the contract sum in
consideration.in general it contains the essentials of an enforceable contract. For a contract,
certain conditions must be fulfilled. (This form of agreement must contain the essentials of
contract).
Essentials of contract
i. Offer and acceptance
An offer is when a contractor submits a quotation. An employer invites him to
make a proposal .when an employer selects him, and then this is acceptance.
ii. Consideration .This is something of value exchanged by hands .The
employer must undertake to pay something to; the contract sum is the
consideration to hold the contractor to build the house.
iii. The subject matter should be clear on drawings etc
iv. Parties, these must be identified ,name of contractor ,name of company
,employer etc
Contract drawings
1. These contracts the subject matter
2. Parties
3. Consideration contract sum
4.2.2 Conditions of contract

For pricing of estimator so chooses
 It provides procedures for administering the agreements
 It provides rights and obligations if disputes arise e.g if the contractor does not
finish on time as per the agreement.
4.2.3 Technical Specifications

This is the part or sections of the bidding document drawn up by the architect to
supplement the drawings which clearly describe in a detailed manner.
i. The quantity and standards of materials to be used (and where applicable the
possible supplier)
ii. Handling and treatment of materials
iii. Nature of fixing and assembling and installation of any materials and
services
iv. Quality of workmanship required
v. Any other special treatment or handling of materials that needs to be
brought to the attention of the contractor
4.2.4 Bills of Quantities
 Tendering on the same basis
 Valuations
 Valuing variation
 The contract will also use the BOQ for their future activities to aviod gender
bids
4.2.5 Drawings
Drawings are plans evaluation sections and large scale details of the construction projects
all drawn on suitable scale which give the dimension of the structure to be selected
 Its use is that it depicts what is to be done ,scope plus details
 Estimations use the drawings to see the shape of the structure ,the extent and
characteristics
 A contractor bases on drawings tos build his bills of quantities
4.2.6 Forms of bid/contractor’s Bid

Is a document signed by a contractor in which he (the contractor) offers to execute the
works as described by the drawings and specifications and accepting all the conditions
and provisions of the contract as described in the bidding document for a given sum of
money, the decision is left to the client to accept or refuse the offer.
 It Is Record Purposes
 It is a form of offer; it contains things like tender ,figures ,tender period ,and
appendix
4.3 Other Terms used in the preparing contract documents
Day work
We record (resource, materials, labour and plant, per day .Therefore, a day work
section will be included in BOQ in order to get percentage over heads and profits.
Draft of a day work section /items
Labour P.C sum % 1,000,000

Over head profits %
Materials % ` 200,000
Over head profits %
Plant PC 5,000,000
Over Head Profits %
Why include P.C sum is to cater for work that could appear and not easily be measured as
per the BOQ.
Why is that section included?
 Reason is to get over heads
 To judge its impact on over all costs of the project
Sport items
Is work to be executed on site but whose extent and nature can-not be established by the
contractor unless if he visited the site, this kind of work is normally kept together under a
separate section of the BOQ, precisely headed under demolition and attention. The details
of the spot items are always obtained on site.
Other methods-to provide provisional quantities
List of principal qualities

Is list of major cost items, drainage, roads, and retaining walls
Vol. of excavation cubic meter
Vol. of concrete cubic meter
Plat form tone of steel
Purpose of list principal quantities

1. To give the estimation an idea of work involved before he goes to price the details
2. Assists the contractor to easily tell whether he has capacity to carry out the works
Preamble
Several items having same characteristics
Preamble are introductory clauses entered at the head of each section or trade in BOQ
relating to matters which affect the contractor in pricing the BOQ and which ought to be
drawn to his notice. The materials and workmanship are specified.
i.e
 Brick work in c.m 1.4
100mm these are items
150mm of preamble
230mm
 List of common characteristics to enable brief description i.e concrete grade 20

Column
Beam
Slab
Where work departs from CES mm e.g house, toilet, it has to be put in preamble.
General contingency allowance
This is a special type of provision sum which is met to meet or off set assets of work or
expenses which cannot be fore seen before construction begins and which may not rise at
all.
Attaining any sum has no real action therefore to the contract work at all and in practise
merely serves to reduce the total net as of any extra or more expensive work than urgently
receive this sum has to be spend under the discretion of the architect
(in short this is our contingency sum)
Money allowed for unexpected expenditure
 Helps to include what had not been seen before ( by using the allowed money)
 The percentage of contingency sum varies depends on the nature of work / contract
but renovation works takes a higher percentage sum
Provision sum
You realize that an item is required but its details are not available, we use our judgment
and prepare a provisional sum (item has been identified but no detail is
measured)Designer has not given enough information but work has to be done .Work is
done and we negotiate a provisional sum (this is included in section of work you are
measuring)
Attendance
 General attendance
Is an item given in the BOQ for work ,that involves nominated sub contractors and is
deemed to include such item as use of elected scaffoldings, mess rooms ,welfare facilities
like water and lighting ,storage of materials and any other items of general nature.
Alternative is shown on the PS sum of the nominated sub-contractor in addition to
contractor’s profits.
 Special attendance
Is an item like the above but for items which are not too general, like provision of power
,provision of special scaffoldings, use of contractor’s labour for offloading and any other
items of similar nature
Fluctuations
Are price changes in the cost of materials, labour, fuel or even taxes ,compared to the
original basic prices at the time of preparing the BOQ
Prime cost sum

Is a sum of money provided for works or service to be executed by a nominated sub-
contractor, a statutory authority , a public undertaking or for materials goods to be
obtained from nominated suppliers s, such sums shall be deemed to be exclusive of any
project required by the main contractor ,provision shall be made therefore, for the
contractor’s profits and for tendering
For prime cost sum we have:-
 Labour
 Attendance
For special labour, we have specific attendance
A contractor has facilities; which a contractor does not have, so during bills preparations a
contractor will list them down to be priced because they should not be provided for free.
Types of Sub-contractors
 Domestic sub-contractor- Contractor subcontracts a contractor when the client is

unaware
 Nominated Sub-contractor – When there is a need of a specialist, say, wiring of a
machine, the client put him or her in charge but negotiates the item with the main
contractor
General items (preliminaries)

These are items of general cost nature .An estimator cannot measure them profitably e.g
Hoarding, injury, an estimator finds problems in allocating costs to an item.
The estimator decides whether to include their costs separately or include them in bills.
Contractual requirement
These are already covered by the contractor and must comply with them, you must know
the nature of contract you want to undertake, and they should be adhered to because they
are in contract conditions.
Contents / components of BOQ

 List of items/ quantities
 Preamble
 Contigingencies
 Preliminary works
 Day work
Specified requirements
These items are not required by contractors. If an employer needs them ,he tells the
contractors / bidders that he needs them and they price / include them e.g fencing, good
hoarding ,a special officer for an Engineer, etc
Adjustment items
Here a tenderer prepares a quotation and puts in BOQ ,he adds items e.g day work etc and
gets the total to date .He wishes to adjust on the tender figures, he gives a discount.
Vat 5 million (deducted or added)
Adjustment 12,000/=
Item
(Provides space where tenderer can adjust)
Total paid 4,880,000
Method related charges (price / costs)

Pricing according to how work will be done (method of doing work)
Price contains other things like costs
Cost is what is to be paid for
For method related charges the space will be left blank for the contractor to fill e.g suppose
you were pricing a mixing, or a crane
Mixer cost components
Intial costs
Time value related terminal costs e.g for a mixture
 Bringing it to site
 Time related
 Removing
For crane -30 tones

 Bringing crane to site Fixed Cost
 Operating And Maintaining Crane Time Related
 Removal Of Crane From Site Fixed Cost
Carry total to summary where you leave a blank space, contractor fills and puts lump sum
in tender documents, so this section is therefore the good of contractor.
There are two types of costs

i. Fixed costs .These would normally be initial and terminal
These are lump sum; they do not change with time
ii. Time related costs .The costs depend on the time taken ,the longer the time taken
the higher the costs e.g. most building costs are affected by time
Advantage of method related charges to the contractor.

1. Preparing valuation becomes easy e.g. suppose you have a contract at Gulu and
transporting a crane for 5m ,when a tender is accepted ,this method becomes part of
BOQ ,it is better this section be put separate.
2. Valuing variations , if you bring a plant on site , employer does not provide
information and your work is disrupted , you have a value to claim.If you had
indicated as time related i.e if you are delayed the method of being paid will be
easily.
3. Claims of disruption of progress move easy
4. Arrange cash flow with certainity to supply
Bond
Is a sum of money which is on conditionally granted to the client by an established financial
institution on behalf of the contractor in the event of the contractor absenting from work or
incase he produces shoddy work
Letter of acceptance
Is a formal document by the client to the contractor, informing him that he has been
accepted his/her offer “bid” to execute the work for the sum of the money quoted by the
contractor in the BOQ.
Date of possession of site
Is the date when the successful contractor is handed over the site by the employer (not
necessarily when he commences to work)
Commencement date
Is the date when the contractor practically starts the work, on this very day the completion
is to be calculated.
Ascertained and liquidated damages

These are the cases valued in terms of money which the contractor pays to the employers
when he fails to finish the work, within the contracted period of time or the extended
contract period without any reason.
A stated rate of fine (usually per day) is stated in the contract document signed by both the
clients and the contractor.
Retention fund
Retention provision is mainly made in building contracts for the retains by the employer of
a proportion of money due to the contractor on each interim certificate, this is normally
calculated as the total contractors’ claim
The objective retention is to safe guard the employer against unsatisfactory performance of
the contractor.
The retained money is released to the contractor at the expiry of the defect liability period
after ascertaining that the work is free of any defects.
Defect liability period
(Maintenance period)
Is the period of time stated in the contract document, after the practical completion of
work within which the contractor is responsible for making good all the defects which may
appear, after this period, the contractor qualifies for a final certificate of completion of
work and retention fund.
Variations, the term variation in construction industry means the alternation or

modification of the design, quality or quantity of work as shown upon the contract
drawings as described by or referred to in the contract bills and include the addition
omission or substitution of any work and the alternation of the kind or standard of any of
the materials
Variation order, this is a written instruction by the architect to the contractor, instructing
him to alter or modify the design, quality or quantity of the works as shown up on contract
drawing as described by or referred to in the contract bills.
Types of contractual certificates
Interim certificate, this is a formal written due the architect to the contractor, certifying
payments on account in installments to contractor by the employer. The stages of the
construction at which payments should be made are agreed upon by the architect and the
contractor on behalf of the client so that the contractor is relieved of a heavy financial
out lay of completing the project and the client is safe guarded against poor work
quantity.
Usually the contract surveyor prepares the valuation which consists of:-
i. Value of work executed properly

ii. Value of materials on site
Retention fund is calculated 10% and deducted from the valuation, the amount for
the previous payments is also deducted, then the Q. surveyor will pass on this
valuation to the architect. If the architect is in agreement, he will then issue a
certificate to the client to process payments.
The fluctuation clause in the contract agreement and schedule of conditions for building
work provides for an increase in the amount due to the contractor by the employer by
the net decrease in price
Penultimate certificate
This is the certificate issued by the employer to the contractor at the practical completion
of the work .it contains the whole value of the work done properly, payments so far done to
the contractor, amount due to contractor by this certificate and the final amount due to the
contractor after the maintenance period which may be paid on the final certificate.
Completion certificate
Contractor’s Estimate
Contractors need knowledge or someone with the knowledge to prepare quantities, for
such work where quantities are not provided and for purposes for cross checking, the
surveyor is the only one to do valuation.
Note the difference between the contractor ‘s estimates and the BOQ is at the former is
not as detailed as the latter ,since it is not prepared for interpretation by number of
bidders.
Clerk of work, is generally appointed by the employer and owes his contractual duties to
the employer through the architect, his/her duties include;
A. Staying on the site, takes time to inspect the materials and workmanship seeing to it
that their specification. He has the authority to reject whatever is not in
conformation with the works specifications
B. Being on site every time, he/she has an opportunity to see all work before being
covered and can thus keep records which might be required by the quantity
Surveyor in adjusting variations on the contract.
C. He keeps record of the progress of the project and he gives a weekly report to the
architect
The architect is however, not relieved of his responsibilities and duties by the action of
clerk of work.
CONTRACT RELATIONSHIP
Contract; is an agreement or covenant between at least two parties or group of people in

which each party commits its self to take up well laid down obligations under the specified
condition to achieve the desired goal.
Client; is the employer / developer of project owner, he has two main function
1. Conceptualisisation of the project

2. Mobilization of the resources
His responsibility include
1. Defining the intended purpose of the project

2. Obtaining approvals ,for the project from the relative authorities before execution
of the work
3. Mobilization of resources necessary for the project including appointment of the
competent project managers
4. Appointment and approval of a suitable contractor or sub-contractor
5. Signing an agreement with the contractor
6. Taking over the project on completion
7. Returning contractual claims
Contract manager;
Is the client representative throughout the whole process of designing, evaluation of a

contractor and execution of the work. He has two major functions
1. To conceptualize and develop the clients’ vision of the project

2. To do sign, document and formulate a contract for the project.
Responsibilities of the contract manager
1. During execution of work, they supervise the activities of the contract and ensure
work is done by the contractor, are in conformity with the architect’s
specifications.
2. Values the work done by the contractor, and processes the necessary document for
the client ‘consideration and action.
3. Communicates information, requests, views, variation and other requirements
between the client and contractor.
4. Addresses and approves the materials used on site by the contractor ,issues
instructions ,drawings, specifications and other necessary data to the contractor
,when and where is required.
5. In case of disputes between the client contractor ,he impartially addresses /or
attributes between the parties
The contractor
He practically turns the client aspiration or vision into reality.
Responsibility
1. Makes an offer to the client to execute the works( the contractor bids)
2. He signs the contract with the client
3. Under takes planning and management of the project work
4. Mobilizes labour, materials ,plants and equipment required for work
5. Carries out the work in accordance with the requirements laid out in the
contract documents
Resolving conflicts
During the execution of the contract works, several issues may arise which will affect the
progress or manner of executing the work
Such issue may lead to a “Breach of contract “by either party, which may in turn lead to
extra claim by the affected party or termination of a contract.
Some of the common issues that arise in the process of execution of the contract include
the following;
a) Delays in handing over the site to the contractor

b) Availing drawing or detailed information for the work and issuing instructions
c) Honoring certificates
d) Arising from supervision of work or postponement of work
e) Handing over the work to the client
f) Bankruptcy of the client
g) Problems associated with the change of contract manager
h) Hurrying into the construction process before proper planning and preparations
of documentation and design.
i) Third party interference with the execution of work
j) Delayed honoring of the certificates
k) Expenses arising from
i. Extension of construction times
ii. Variations ,discrepancies in drawings, specifications or BOQ
iii. Un foreseen circumstances
iv. Testing and opening up the covered works
v. Fluctuations
vi. Non- availability of goods and material supplies
Methods of resolving conflicts
 Negotiations; parties concerned may agree to discuss contentions issues and

resolve the conflicts
 Arbitration; when negotiations fail an agreed natural third party (arbitrator “ go-
between” or adjudicator) may be called upon to arbitrate over the contents in the
issues
 Litigation; Is where the above two methods fails and the aggrieved party may be
forced to seek redress from the court of law
Site meetings; holding regular site meetings by stake holders is a very health way to
discuss what would have been an expensive situation.
Site inspections; regular inspections of work in progress is a key element in avoiding mis-
understanding among the stakeholders.
Site supervision; the client should have a competent site representative on site to monitor
all activities
Site diary; the contractor is always mandated to document all site activities on a day to day
basis which include: progress of work Hindrance like uncondussive weather ,strikes or
demonstrations, official visitors, inspectors must endorse in the sit diary and make
remarks on their findings.
Claims; we have two types of claims commonly found in contract works execution process
1. Contractual claims ; are claims which appear in the contract documents ,and are
documented by the concerned parties, they are therefore, catered for under the
contract
2. Ex- contractual claims; are claims which are un catered for under the contract,
they lie in the hands of the clients and the contract manager has no powers to deal
with them as his authority is limited to what is specified in the contract.
Termination /cancellation of the contract
The client may consider termination of the contract in the following situation
I. In the event of bankruptcy of the contractor

II. In case the contractor liquidates his assets to pay off his creditors
III. If the contractors neglects or refuses to provide the full implement of workers and
personnel required for the work and as attached to his bid.
IV. If he fails or refuses to honor claims by his sub-contractor ,suppliers or workers
V. If he fails to provide equipment or plant of the capacity or quality required for the
execution of the works
VI. If he continually fails to comply with the laws ,regulations or ordinance for with the
instruction given by the supervisor
VII. If the contractor violate the provisions of the contract in any other way
In the eventuality of the occurrence of any of the above, the client shall notify the
contractor in writing .The contractor shall have to correct the defect within five working
days ,following the date of receipt of the written notification from the client. Failure to do
so ,the client may ,without prejudice to any other remedy .cancel the contract
5.0 Theory of measurement and description of construction works
In order to appreciate the theory of measurement and application of standard method of

building works .It is thought appropriate to outline certain conventions and define some
terms, which apply to bill preparation and measurementprocesses generally
5.1 PREPARATIONS OF BILLS OF QUANTITIES
Bills of quantities are usually prepared using one of the three methods, namely the
traditional method, a meth0d known as “cut and shuffle” or with the aid of a computer .
In this course we shall confine our-selves in the traditional method, which comprises:
1. “Taking off”- taking dimensions from drawings and entering them, with
appropriate description on dimensions sheets.
2. “Squaring the dimension” – working out the areas, volumes etc., from dimensions
and totaling the results for each item on the dimension sheets.
3. “Abstracting”- transferring the totals and items from the dimension sheets to
abstract sheets in bill order and collecting together quantities like items so that they
may be cast to totals in readiness for billing.
4. “Billing “- Writing the draft bill from the abstract
Stages (2),(3) and (4) above are collecting known as working up”. Every calculation and
every transferred entry performed during any stage is checked by second person to
ensure there has been no arithmetical or copying errors .
5.2 DIMENSIONS SHEETS
Traditional dimension sheets are ruled as shown in overleaf 1. Each sheet is ruled with an
identical set of four columns each side of vertical center line.
Time sing Dimension Squaring Description

colume colume colume colume
1 2 3 4
1 2 3 4 1 2 3 4
The dimension column is used for entering the dimensions and timesing column is used for
entering any multiplication factor which applies to dimensions .The squaring column is
used for entering resultant calculated from the dimensions and their multiplication factors.
The description column is used for entering the description of the work to which the
dimensions relate. Additionally, the right hand side of description column is used to build
up dimensions; these preliminary calculations are known as “waste”. Location reference of
the work are sometimes entered on the right hand side of the description column.
Dimension sheets are used working from top to bottom of the left hand set columns and
then continuing down from top to bottom of the right hand set of columns.
5.3 Identification and Numbering of Dimension Sheets
Each dimension sheet should be headed with its job name, number or other code.
Completed dimension sheets should be numbered .On small jobs where one person is
taking the whole of dimensions they can be numbered consecutively as the measuring
proceeds. On larger jobs where a number of people are involved in taking dimensions , it is
prudent to number sheets consecutively as batches are issue for taking off and to keep a
running total of the sheets issued .When the completed sheets are collected a check can
then be made to ensure that all sheets are accounted for
Spoiled and misused sheets should be retained until this check is complete. if necessary the
collected dimension sheets should be re-arranged into a convenient order for future
reference during re-measurements and re-numbered consecutively before abstracting
starts. On jobs with large number of sheets index to dimensions is useful.
5.4 Entering Dimensions on the Dimension Sheets
The dimensions for lengths, areas and volumes are entered in the dimension column to
two places of decimals.
Drawings will usually be dimensioned in millimeters or in metres of two decimal places.
Waste collections should be made using the dimensions given on the drawings.
Rounding off to two places of decimals for the transfer to the dimension column should be
left until the waste is collected total.
Dimensions are set down under each other in the dimension column with a line drawn
beneath, as shown. A single dimension with a line beneath indicates that it is a linear
dimension .Two dimensions with a line beneath indicate a set of two dimensions from
which the area of surface is to be calculated. Three dimensions with a line beneath indicate
a set of dimensions from which the volume of solid is to be calculated .
Numbers for numbered items are entered in the centre of the dimension column with a line
beneath.
Within each of the dimensions, the dimensions are set down in order of (1) length, (2)
width and (3) depth or height. This order should always be used.
6.00 Length
3.00 Width
0.40 Depth or height
5.5 “Timesing”
Timesing is effected by entering the required number followed by an olblique stroke. The
conention 2/means multiply by 2. The convention 2/2 means 2 x 2 and so on .The
conventions are illustrated below.
2/ 1.00
3.00
2/2/ 2.00
4.00
Decimal fractions are not used in timesing column because the decimal point may be
mistaken for the “dotting on” symbol. They are expressed as equivalent vulgar fractions.
The line between the numerator and demoninator of the vulgar fractions should be
horizontal, to prevent it being mistaken for obligue timesing stroke as illustrated.
½ / 5.00 Area of triangle

2.00
22/7 / 3.00 Area of circle

3.00 π = 22/7
½ /22/7/ 3.00 Circumference of semi

circle
5.6 “Dotting on”
When repeating dimensions, which have been timesed, previously it may be found that
they cannot be multiplied and it is required to add. In this circumistances resort is made
to what is called “dotting on”.A dot in the timesing column is used in place of the
conventional plus sign to indicate an addition to multiplying factor previously entered
the conventional is illustrated below; i.e. This indicates that the cubic measurement is
two be multiplied by (2+3)
2.
3/ 10.00 Plain concrete good
5.00 15 in fdns
0.50
5.7 setting out dimensions and other conventions

Dimensions and related descriptions should be set down on the dimension sheets in a manner
which can easily followed and related to the drawings at a later date.
Locational differences given at the right hand side of the description column should be used
whenever possible.
5.8 Deductions
When surface or solids are perforated by opening or their outline is indented ,it is convenient to
first over measure by assuming either that they are un perforated or that they are regular outline
,as the case may be ,and to follow with deductions to adjust for the openings or indents.in such
cases the symbol”Ddt” is added as a prefix to the item description attached to dimensions which
are to be deducted .See worked example below ;
15.00 Exc av 150mm to remove

16.30 veg .soil
2.60 &
3.00 Remove from site
3.00
6.00 Ddt Ditto
5.9 bracketing dimensions
When one more than one set of dimensions relate to the same item description, the dimensions are
bracketed as shown above.
5.10 use of ampersand
When the same dimensions apply to more than one item description, ampersand inserted centrally
to the description column before each succeeding description after the first, signifies that the same
dimensions apply to each of the items. see below;
12.06 100mm th .con.bed

8.86
&
Murram laid and
considerate to rec .conc.bed
5.11 Abbreviations
Abbreviations are used when writing description, during taking off and abstracting
There is no standard dictionary of abbreviations for civil engineering or building work .it is
simply a matter of adopting those which are in general use in the organization in which one
works.
5.12 Abstracting
The sequence of items in taking off is not necessarily the same as that of the finished bill
.An abstract provides the facility to arrange items in bill order and to collect together the
quantities of like items .It will be found convenient in some instances to transfer items
direct from the dimensions sheets to appropriate place in the bill. The operations is
termed: billing direct “.When an abstract is used ,it will note items which are not
abstracted and which are to be billed direct. The dimension sheet will also be marked to
indicate the items or series of items noted in the abstracting for billing.
5.13 General Rules of Taking Off

Some of the general principles to be followed in taking –off building quantities are detailed
in the; general rules, in section A of the standard method of measurement of building works
“The following clause is of particulars importance.
“Bills of quantities shall fully describe and accurately represent the quantity and
quality of the works to be carried out. Work, which cannot be measured, shall be
given a provisional sum. Work the extent of which is not known shall be described as
provisional or given in bills approximate quantizes.(SMM A1)”
Thus the billed descriptions are to be comprehensive and sufficient to enable the estimator
fully understand what required and to give a realistic price. All quantities must be accurate
as the information available permits, as inaccurate bills cause major problems.
It is most important that all work whose extent cannot be determined with a reasonable
degree of accuracy should be described as provisional bills of quantities and items of this
kind should be kept separate from those, which contain accurate quantities. In this way the
contractor is made aware of the uncertain nature of the quantity entered and that it will be
any work where the Architect in unable to give full details as the time of measurements.
SMM A2 emphasizes the measurements that relate to work net as fixed in position and are
to be taken to the nearest 10mm (5mm and over the regaurded as 10mm and less than
5mm shall be disregaurded ). Lengths are entered in the dimension column in metres to
two places of decimals. When billing in metres the quantity is billed to the nearest whole
unit ( whole unit ( SMM A6(a) and (b) .
Where void allowances are mentioned in standard method, as for example 0.50m2 for
rooting these shall not apply the openings or wants are within and detached from the
boundaries of measured areas (SMM, 2(b))
Bills items are generally ‘deemed to include’ .that is without the need for specific mention:
labour ,materials, including all associated costs; fixing ;use of plant ;waste materials;
square cutting, establishment and overhead charges and profit (SMM A3(b).
5.14 Entering dimensions
a) Spacing of items
It is essential that ample space is left between all items on the dimension sheets, which may
so that is possible to follow he dimensions easily and to enable any item have been
omitted which may have been omitted when the dimensions were first taken off ,to be
subsequently inserted without cramping s the dimensions unduly . The cramping of
dimensions is a common failing among examination candidates and does cause loss of
marks.
b) ‘Waste ‘
The use of the right hand side of the description column for preliminary calculations,
buildup of lengths ,explanatory notes, location of measured work and the like should note
be over looked .All steps that have been taken in arriving at dimensions ,no matter how
elementary or trivial they appear ,should be entered in the waste section of the
description column .Following this procedure will do much to prevent doubts and
misunderstanding concerning dimensions arising at some future date .It also enables all
calculations for dimensions to be checked.
c) Order of dimensions
A constant order of entering dimensions should be maintained throughout in accordance
with SMM A.3 (a) that is (i) length ,(ii) width or breadth and (iii) height or depth ,even
although the SMM requirement strictly relates to description .In this way there can be no
doubt as to shape of the item being measured .
It will be noted that dimensions are usually recorded in meters to two places of decimals
with a dot between the meters and fractions and line drawn across the dimension column
under each set of figures.
The unit symbol mm has been omitted from all descriptions since it is considered
superfluous (unnecessary) and should not cause any confusion.
d) Adjustments for opening for voids
When measuring areas for excavation, concrete over site, brickwork, face work, and block
work, the most convenient practices is usually to measure the full area in the first instance,
and subsequently adjust for any void openings .The adjustment for the brickwork
,facework, finishings to the window and door openings are taken at the time of taking -
off the windows or doors .This is more logical and satisfactory methods of measuring and
results in smaller overall error occurring in window or door is inadvertently omitted from
dimensions.
e) Figured dimensions
When taking off ,it is most desirable to use figured dimension on the drawings in
preference to scaling since the drawings are almost invariably in the form of prints which
are not always true scale. It is sometimes necessary to build up over all dimensions from
series of figured dimensions and this work must be set down in “ waste” on the right hand
side of the description column.
5.15 Descriptions
D. General requirements
Considerable care and skill is required to frame adequate, and yet at the same time,
concise description. This is probably one of the most difficult aspects of “taking off”. Work
and one which students should take great pain to master .In addition to covering up all the
matters detailed in the SMM, the description must include all the information which the
estimator will require to build up a realistic price for the item in question.
E. Order of wording
The first few words of a description should clearly indicate the nature of the item being
described .The description is badly worded if the reader has to wait almost to the end of
description to determine the subject of the item.
F. Measurements of similar items
Where an entry of the dimension paper is followed by a similar item, the use of the word
“ditto” or” do “meaning that which has been said before, will permit the description of the
next items to be reduced considerably.
G. “Extra over” Items
When measuring certain items of work that are describes as ‘extra over’ another item of
work ,which has been previously measured ,the estimator will price the extra or additional
cost involved in the second item as compared with the first.
H. ‘Deemed to be included items ‘
The expression deemed to be included ‘ is used in the SMM to indicate that this particular
work is covered in the billed item without specific mention .Typical example is getting out
excavated materials in excavation work.
I. Preambles
‘Preambles ‘are introductory clauses entered at the head of each section or trade in bills
of quantities ,relating to matters which affect the contractor in pricing the bills of
quantities and which ought to be drawn to his notice .
J. Prime cost sums
The term ‘prime cost sum(P.C sum) is defined as a term for work or service to be executed
by a nominated sub-contractor ,a statutory authority or public under taking or for
materials or goods to be obtained from a nominated supplier.
Such sums shall be deemed to be excusive of any profit required be general contractor and
provision shall be made for ‘addition thereof .A typical example of prime cost as follows;
Provide the P.C sum of Sum 20 ,000,000
shillings 20million for
electrical installation to be
executed by a niminated sub
contractor
%
Add contractors profits
Allow for general attendance
upon the sub-contractor
K. Provisonal sums
The term provisional sum is defined in the SMM as a’ sum provided for work or for costs
which can not be foreseen ,defined or detailed at the time the tendering documents are
issued .A. typical example of provisional sum is as follows .
Allow the provisional sum of sum 10 ,000,000

shillings 10 million for fittings
and fixtures
Add contractor’s pprofits %
1. Attendance – These are charges for facilities provided by a main contractor to a

sub-contractor on site, eg. Water, scaffolding, insurance, storage, access etc. These
facilities enable the sub-contractor to carry out his activities.
2. Sport items –Items that cannot be precisely described or priced from a bill
description requiring a site visit or inspection in order to assess their costs e.g.
various cracks in walls, pot holes in a car park etc.
3. Estimator –Person specialized in making costs estimates or quotations and is
normally a contractor’s agent
4. VAT – Statutory tax chargeable on services or goods supplied .IN Uganda it rated at
18%
6.0 BILLS OF QUANTITIES AND DATA IN CONSTRUCTION INDUSTRY
6.1 Purpose of bills of quantities
It will be apparent that with the increasing size and complexity of building operations ,it
would be impossible for contractor to price a medium to large sized project without bills
of quantities .For this reason it has been the practice for contractors to refrain from
tendering in competition for all but the smallest contracts without bills of quantities being
supplied.
In the absence of a bill of quantity being prepared by the building owner ,each contractor
would have to prepare his own bill of quantities in limited amount of time allowed
tendering .This places a heavy burden on each contractor and also involves him in
additional cost, which must be spread over contracts in which he is successful.
Consideration will now be given to the main purpose of a bill of quantities”
i. Enables all contrcators tendering for acontract to price on exactly the same
information with minmium effort.
ii. Allows for better comparisions of tenders
iii. Valuation for interim certificates
iv. Ordering of materials if used with caution and awareness of posible errors and
future variations
v. Cost analysis for use in future approximate estimating
vi. Reference, particularly on site during construction
vii. Planning and process by contractors site planner
viii. Final accounting
ix. Quality by reference technical specifications
x. Domestic sub-contractors quotations
xi. Cost information
6.2 Formats of bills of quantities
6.2.1 Work section format
In this format the items are arranged under their respective work sections. The work
section are normally classified as follows:
a) Excavation
b) Concrete work
c) Brick work and block work
d) Asphalt
e) Roofing
f) Woodwork
g) Structural steel work
h) Metalwork
i) Plumbing and mechanical engineering installations
j) Electrical installations
k) Floor, wall and ceiling finishes
l) Glazing
m) Painting and decorating
n) Drainage and trenches
o) Fencing
6.2.3 Elemental bills formats
In this format the works are grouped not in work section order but according to their
positions in building .Hence Excavation and earth work ,concrete work and brick work
and block work rare replaced by bills heading as sub structures ,External walls ,internal
walls and floors. Within each element work may be billed in trade order or grouped pm
building sequence .
A typical element list for multi-story building as follows:
1) Substructure
2) Frame
3) Upper floors
4) Roofing
5) Stairs
6) External walls
7) Windows and external partitions
8) Internal doors
9) Internal finishings
10)Fittings
11)Plumbing and mechanical engineering installation
12)Electrical engineering
Merits
 Secures more precise tendering by making the location of the work more readily
identifiable
 Makes the work of cost plannings and cost analysis much easier
Demerits
 An estimator has to collect like items in all elements to be able to access the total
quantity of each materials required for the work.
6.3 Preliminary
This covers the general matters in the projects which cannot be attributed to specific part
of the work .They are therefore, priced in lump sum as opposed to the approach used for
measured work in the bills of quantities
They may be categorized into two

i) General matters
 Site suppervision
 Water for works
 Power for works
 Lighting and security for works
 Site buildings fopr stores and meetings
 Sanitation
 Communication
 Sign boards
 Scaffolding
 Hoarding
ii) Contractual matters
 Insurance of works
 Insurance of third party
 Insurance of workers
 Performance security
 Testing of materials and installations
 Setting out and levels
6.4 Other sections of bills of quantizes
The document which goes for bidding or tendering normally has other sections or
documents in addition to the Bills of Quantities .These documents are meant to guide the
bidder in preparing his bid and eventually to enter into contract with the developer of the
project .These documents are ;
o Instructions to bidders
o General condition of contract
o Technical specifications
o Drawings
o Sample forms e.g.
 Forms of bid
 Reference security
 Advance payment security
 Bid security
Format of the billing Paper
ITEM DESCRIPTION UNIT QTY RATE AMOUNT
6.5 Instruction to bidders

The invitation for bids provides information that enables potential bidders to decide
whether to participate .The instruction to bidders will contain the follwing information
 Qualification criteria
 Evaluation criteria including any regional preference of bidders
 Whether bid security is required and the amount
 Date of opening of bids
 Period of bid validity
 How to address queries during bid period
6.6 General condition of contract
There are several standard contracts that are use today.The standard contracts are
published by professional Associations such as the East African Institute of Architects
(EAIA), FIDIC etc as well as World Bank, African Development bank and European Union.
The contract chosen for a project will therefore, depend on the financier and the nature of
the project.
7.0 The Standard Method of Measurement (SMM)

The Standard Method of Measurement provides a uniform basis for measuring building
works and embodies the essentials of good practice. SMM shall apply equally to both
proposed and executed works. Bills of quantities are supposed to describe and accurately
present the quantity and quality of the works to be carried out. The SMM there for provides
basis upon which is can be achieved
SMM for East Africa Published by the Architectural Association of Kenya (Quantity
Surveying Chapter) forms the basis for measurement of building works in Uganda and the
whole of East Africa Region
It also helps to act as a check list and helps in Bill arrangement
Sub Module 2 Foundations for storied buildings:
Taking of quantities for:
Oversite strip,
Excavations, planking, strutting
Concrete in pad foundation, strip foundation & ground beam
Plinth wall, Hardcore, DPC concrete floor bed
General Rules
a) Work shall be measured not as fixed in position and each measurement shall be taken to
the nearest 10mm. this rule shall apply to any dimensions stated in the description
b) Where scaling is to be used, a check should be made to ensure that the dimensions are
accurate to scale as some reproduction methods affect the Scale
Original surface
Used especially where we have to excavate two different levels e.g. retaining wall, Original
surface is the ground surface where excavations start from.
Final surface
Is ground surface where excavation is to stop.
Excavated surface
Is approved surface to approved strata recommended by Engineer, its where a contractor
during excavation will stop and its Engineers‘s approved surface as bearing.
Commencing surface in relation to stage ii

Is the starting surface .It is necessary to state commencing surfacing from original surface
when excavating stage ii
Topic 2
Foundations:
Taking of quantities
 Oversite strip,
 Excavations of foundation trenches
 Concreting to foundations
 Substructure for simple buildings up to including DPC and concrete floor bed
Topic 3
Super Structure:
Taking of quantities,
 Brick / block walls , (solid walls)

 Wooden and casement windows including adjustment for openings
 Wooden and Casement doors including adjustment for openings
Topic 4
Pitched roof:
Taking of quantities
 Pitched roof with tiles

 Pitched roof with corrugated iron sheets
 Rain water down pipes, gutters and fascia
Topic 5
Floor and wall finishes:
Taking of quantities,
 Plaster, Tiling and Painting to walls

 Floor finishes: cement sand screed, floor tiles, granolithic, terrazzo, wood blocks,
linoleum, ceiling boards
 Ceiling Boards and painting
 Painting of Doors and windows
Site slope 1:10 S to N

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DAR 1205 QUANTITY SURVEYING I

 History and Development of Quantity Surveying.

1.01 QUANTITY SURVEYING

1.02 A QUANTITY SURVEYOR

1.03 ROLES OF A QUANTITY SURVEYOR

 Prepares the bills of quantities

1.04 ESSENTIALS OF A GOOD QUANTITY SURVEYOR

1|Quantity Surveying notes prepared By Mr. Zzigwa Marvin

2.0 TYPES OF BUILDING CONTRACTS (WITH AND WITHOUT QUANTITIES)

2|Quantity Surveying notes prepared By Mr. Zzigwa Marvin

1) Cost Plus Fixed fee

2) Cost Plus Fluctuating Fee

3|Quantity Surveying notes prepared By Mr. Zzigwa Marvin

2.1.3 Package Deal/ Design and Construct/ All-In Contract

2.1.3 Lump- Sum Contracts

2.2.0 Contracts with quantities

2.2.2 Target Cost Contracts

5|Quantity Surveying notes prepared By Mr. Zzigwa Marvin

3.0.1 Taking a decision to tender

3.0.2 Factors considered while taking the decision to tender

3.1.0 Tendering Procedures or Methods / Contract Procurement Mechanisms

3.1.2 Selective tendering/contracting

3.1.3 Single tendering/contracting

7|Quantity Surveying notes prepared By Mr. Zzigwa Marvin

3.1.3 Serial tendering/contracting

3.1.4 Negotiated tender/contracting

3.1.5 Prequalification contracting

4.0 Tender Documents Vs Contractual Documents

4.1.0 Biding/Tender DOCUMENT

4.1.1 General conditions

4.1.2 Forms of bid /contractor’s bid

4.1.3 Instruction to tender

4.1.5 Draft contract for work

9|Quantity Surveying notes prepared By Mr. Zzigwa Marvin

4.1.6 Technical specifications

a) Time related preliminaries

b) Fixed charge preliminary

4.2.2 Conditions of contract

4.2.3 Technical Specifications

4.2.6 Forms of bid/contractor’s Bid

4.3 Other Terms used in the preparing contract documents

Draft of a day work section /items

Labour P.C sum % 1,000,000

List of principal qualities

Purpose of list principal quantities

 List of common characteristics to enable brief description i.e concrete grade 20

General contingency allowance

Prime cost sum

 Domestic sub-contractor- Contractor subcontracts a contractor when the client is

General items (preliminaries)

Contents / components of BOQ

Method related charges (price / costs)

For crane -30 tones

There are two types of costs

Advantage of method related charges to the contractor.

Ascertained and liquidated damages

Variations, the term variation in construction industry means the alternation or

Types of contractual certificates

i. Value of work executed properly

Contract; is an agreement or covenant between at least two parties or group of people in

1. Conceptualisisation of the project

His responsibility include

1. Defining the intended purpose of the project