1. QS, MEASUREMENT, DOCUMENTATION, SMM
Prepared by:
Ms. Noorhidayah Sunarti
School of Quantity Surveying & Construction Management

2. Contents: General QS services Measurement process Attributes of QS
Traditional preparation of BQ
Modern preparation of BQ
Standard Methods of Measurement

3. QS Services In general;
QS offers its clients (developer/owner, consultant, contractor or sub contractor) a wide range of professional services in the areas of project/ construction management, quantity surveying, cost/ contract /claim/ planning solutions according to their requirements in a most cost effective and efficient manner.
QS  is managed by a group of highly qualified and experienced professionals providing Project management, Construction Cost Consultancy, Estimation,  Quantity Take-off, Construction Cost Databases, Specification and Construction Material  Databases etc.

4. The Measurement Process / Quantity Take-off
The main purpose measurement process is to produce quantity for the measured works to prepare for Bills of Quantities.
A Bill of Quantities is prepared for tendering purposes.
Using BQ, contractor is able to price the work with a minimum effort.
The quantification of the work is done either by the main contractor, subcontractor, or package contractor.

5. Attributes of a Quantity Surveyor
Ability to describe clearly, fully and precisely the
requirements of the designers and arrange the
Bills of Quantities.
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The contractor’s estimator can quickly, easily and accurately arrive at the estimated cost of the work.

6. Attributes of a Quantity Surveyor
How to achieve this ?
Ability to describe clearly, fully and precisely the requirements of the designers and arrange the Bills of Quantities.
The surveyor must be:
careful and accurate in making calculations
having systematic and orderly mind
be able to visualize the drawings and details

7. Divisions of bill preparation
Traditionally, the preparation of BQ divides into 2 distinct stages:
1. The measurement of the dimensions and the compilation of the descriptions from the drawings and specification. This process commonly known as taking-off .
2. The preparation of the bill.
This involves the calculation of volumes, areas, etc (squaring the dimensions).
Then followed by entering the descriptions and the squared dimensions on the an abstract sheet (abstracting) to collect similar items together and present them in recognized bill order.
From this abstract, the draft bill was written (billing).

8. Development of bill preparation
The utilization of computerized system is become more integrated for direct input of quantities sand formulation of descriptions through the use of standard libraries of descriptions, and the lengthy collating and the bill preparation processes is carried out automatically.
WinQs
CatoPro
MasterBill
QS Elite
Snape Vector, etc

9. TOPIC: Measurement & Bills of Quantity
Prepared by:
Ms Noorhidayah Sunarti

10. The Measurement Process / Quantity Take-off
The main purpose measurement process is to produce quantity for the measured works to prepare for Bills of Quantities.
A Bill of Quantities is prepared for tendering purposes (selection process to contract an eligible contractor for the project).
Using BQ, contractor is able to price the work with a minimum effort.
The quantification of the work / measurement / taking-off is done either by the QS consultant (Client), QS of main contractor or subcontractor or Estimator.

11. The Measurement of Quantities for Building Works
Main objective:
To produce the document for the list of quantities (bills of quantity). The quantities meaning the estimated amount of building works / trade works for specific building elements.
The quantities needed to ensure the exact amount of trade works in completing the building / project.
The measurement is based on the principles and rules of measurement set up in manual of STANDARD METHODS OF MEASUREMENT FOR BUILDING WORKS.

12. Standard Methods of Measurement (SMM)
Function:
To standardize the method of preparing the measurement for building works and civil engineering works. Contains of rules and principles of measurement.
Malaysian Standard Methods of Measurement for Building works. (SMM2) – Institution of Surveyors Malaysia (ISM) (adapted from SMM by RICS(UK)
Malaysian Standard Method of Measurement for civil engineering works (CESMM) – CIDB (adapted from CESMM by ICE / FCEC(UK)

13. Standard Methods of Measurement for Building Works (SMM)
Set out rules for the measurement and description of building works.
SMM2 is a document that provides not only a uniform basis for measuring building work but also embodies the essentials of good practice.
Without using it, a set of rules the quality of BQ can vary widely.

14. Malaysian Standard Method of Measurement for Civil Engineering Works (CESMM)
To be used in conjunction with the Conditions Of Contract for Civil Engineering Works.
Does not deal with the preparation of BQ for mechanical & electrical engineering work, building work or work which is seldom encountered in civil engineering contracts.
If any such work to be included in the contract, such work shall be measured in accordance with their respective SMM and shall be stated in the Preambles to the BQ.

15. The Bills of Quantities
The Bills of quantity prepared by Quantity Surveyor based on measurement from the construction drawings / building plans and specification prepared by the designers/ engineers.
This document were itemized all the quantities for each categories of works applied in constructing the buildings. E.g. building works, mechanical, electrical works, civil, structural works, infrastructure works, etc.
The contractor will priced /estimate all the works associated in completing the buildings during pre-construction stage.

16. The Bills of Quantities
BQ is part of legal tender / contract document which will be used to bind the agreement between the client and the contractor in terms of:
Detailed of construction works to be done on-site – building works, infrastructure works, building services works, water & sewerage systems, etc.
The materials used – standard / quality
The standard workmanship /construction methods,
The needs / requirements of the builders on-site in implementing the jobs on–site – e.g. temporary offices, storage, shelter / hostel for workers

17. Advantages of using BQ According to Seeley (1997),
Avoids the need of for all of the tendering contractors to measure the quantities of work themselves before preparing an estimate. (if yes, wasteful duplication of efforts and an increase in Contractor’s overhead).
BQ prepared in accordance to SMM ensure that an adequate description of work in a recognized format is given to all tendering Contractors and all tender on the same basis.
The detailed breakdown of the contract sum (in BQ format) permits proper financial management of the contract.

18. Disadvantages of using BQ
The absence of BQ leads to greater variability, increase risk in estimating and consequently more disputes.

19. The binding parties of a Contract
Client: has intention to build building- developer, owner, funder, etc.
Contractor: a person / company who has expertise & experience to build building / infrastructure works, water and sewerage system and install the building services- electrical, mechanical.

20. Basic contents of typical contract documents
Conditions of contract
Contract drawings
Specification
Preambles
Bills of quantities
Schedule of rates

21. Purpose / Objectives / Roles
Project stages
Explanation
PRE- CONTRACT
(before official contract signed between client – contractor)
Tendering stage
To enable the contractor to tender to a project & price the described works.
To control in ordering materials and assessing the labour requirement for the contract.
POST-CONTRACT
(contract signed and the selected contractor started their works till completion stage)
Construction stage
Provides basis for valuation of variation work and adjustments for the final account.
Provides basis for valuation of monthly progress payment referring to the working progress on site.
Project completed
After being priced, it provides a good basis for cost analysis which subsequently will be used in future contract especially for cost planning works. (cost data)

22. Types of Bill of Quantity
similarities
differences
Fixed price/ lump sum
The architects and engineers prepare detail construction drawings.
QS measures the quantities in detail based on the construction drawing
The QS prepare BQ based on the measurement.
Virtual completion of the design proceeds the signing of the contract.
Both the quantities and unit rates form part of the contract
A detail breakdown of all the quantities is shown in the BQ
The empty bill is supplied to the contractors to tender / price the described works/ project.
Approximate
The QS prepares BQ but subjected to later adjustment.
Only unit rates form part of the contract.
The signing of the contract and beginning of the project may proceed before the whole design is complete.
Drawings and specification
The contractors are supplied with drawings with full specifications.
No empty bill is supplied to the contractors.
The contractors prepare their own BQ.
Suitable for small project (less than RM500,000)

23. Basic contents of Bills of Quantities
Preliminaries
Specifications of materials and workmanship
Preambles (only in Bill of Approx Qtty)
Measured works bill
Schedules of rates (only in Bill of Approx Qtty)

24. Preliminaries It must:
Contain a definition of the scope of works and details of the proposed form of contract / project.
Contain a detailed description of the administrative mechanism / temporary facilities to implement the contract / project.
Contain list of drawings and any special instructions to the contractor – highlighting the method of pricing and presenting tenders and other site information.

25. Specification
A concise description of materials and workmanship, standard or quality of workmanship.
It must convey the architect and engineer’s requirements.

26. Measured works
Includes detailed descriptions of building, mechanical and electrical works presented in accordance with SMM.
This enables the contractors’ estimator / QS to price individual item of work.
This section also includes Prime cost sum (P.C) and Provisional sum (Prov. sum)
P.C. sum – used for works to be carried out by nominated sub-contractors, statutory authorities or for goods to be supplied by nominated suppliers.
Prov. Sum - used for works which cannot be fully detailed or for costs which are unknown at the time bills are prepared.

27. Preambles
Define the rules governing the method of measurement of the works and contain instruction as to what is to be included within unit rates and/or lump sum prices.
The preambles do not define the scope of works.

28. Schedule of Rates
Consists of unit of works that are grouped according to trade and work content and are presented in tubular form.
Each table is referred as ‘schedule’.
The schedule of rates comprises a number of schedules that when combined, cover all items of work likely to be encountered in the contract.

29. Divisions of bill preparation
Traditionally, the preparation of BQ divides into 2 distinct stages:
1. The measurement of the dimensions and the compilation of the descriptions from the drawings and specification. This process commonly known as taking-off .
2. The preparation of the bill.
This involves the calculation of volumes, areas, etc (squaring the dimensions).
Then followed by entering the descriptions and the squared dimensions on the an abstract sheet (abstracting) to collect similar items together and present them in recognized bill order.
From this abstract, the draft bill was written (billing).

30. Traditional Techniques of BQ preparation
Process
Description of works
Measuring / taking-off
QS will analyze the drawings / plan received from engineers’ / architect.
Prepare query list (if necessary)
Measuring from drawings and entering the dimensions on to specially ruled dimension paper
Working up / squaring
Calculating and totaling the area, length, volume, numbers, item of the dimensions to obtain the exact quantities for each measured item in the dimension sheet.
Transfer to abstract sheet
Collecting the totals form dimension paper on to an abstract to produce a final total for each individual description.
Billing
Reproducing the items from the abstract on to bill paper in draft form ready for typing.

31. Preparation of billing
item
description
Qty
unit
rate
amount
1.0
Supply to site 125mm x 125mm pressure treated timber piles of 6m lengths with provisions of galvanized mild steel anti split rail at both ends.
320 NR
RM100.00
RM32,000.00
2.0
Drive 125mm x 125mm timber piles to required depth
1,920 M
RM12.00
RM23,040.00
3.0
100mm thick Grade 15 lean concrete.
115 M2
RM18.00
RM2,070.00
4.0
Grade 35 concrete at brick retaining wall 8 M3
RM180.00
RM1,440.00
5.0
Bringing to and removing from site all plant required for this section of the work
ITEM
RM1,800.00

32. Development of bill preparation
The utilization of computerized system is become more integrated for direct input of quantities sand formulation of descriptions through the use of standard libraries of descriptions, and the lengthy collating and the bill preparation processes is carried out automatically.
WinQs
CatoPro
MasterBill
QS Elite
Snape Vector, etc

33. SETTING DOWN DIMENSION
Prepared by:
Ms Noorhidayah Sunarti

34. Dimension Paper
Dimension are taken / measure from the drawings by the taker-off.
Column 1 = timesing / dotting on column (where multiplication and addition of the dimensions can be recorded)
Column 2 = dimension column (in which the measurements are set down as taken from drawings and normally expressed in two decimal point.
Column 3 = squaring column (in which are set out the calculated volumes, areas, etc)
Column 4 = description column (in which is written the description of the work to which the dimensions apply.
Column 5 = Waste (in which preliminary calculations / sketches are made/ shown) 1 2 3 4 5

35. Units of Measurement Cubic measurement = m3
Square or superficial measurement = m2
Linear measurement = m
Enumerated items – Nr/ Nos.
Items

36. Expressions of Measurement / Rules in setting down the dimension
The dimension are normally expressed to two decimal points.
It is important that the insertion of the horizontal lines which determines whether the dimension is intended as linear, superficial, or cubic measurement.

37. Rules in setting down the dimension: Timesing

38. Rules in setting down the dimension: Dotting-on

39. Rules in setting down the dimension: Alterations in dimensions
Reminder:
Deletions with correcting fluid are not encourage.
It is best to nil entirely and write out again the dimensions.

40. Rules in setting down the dimension: Anding-on
Note:
Anding-on , deductions shall be in similar form of dimension.

41. Rules in setting down the dimension: Deductions
Where a deduction is to be made, the description is preceded by Deduct which is often abbreviated to Ddt.
An example as follows: