QUANTITY SURVEYING:

CHAPTER ONE:
Introduction:

HISTORIC BACKGROUND OF QUANTITY SURVEYING:

The earliest quantity surveying firm of which records are available is a

reading firm which was operating in 1785.There is little doubt that other
firms were in existence at this time and a number of Scottish Quantity
Surveyors met in 1802 and produced the first method of measurement.
Upto the middle of C19th it was the practice to measure and value the
building work after it had been completed.

The need for Quantity Surveyors became evident as building work increased
in volume and building Clients became dissatisfied with the method adopted
for settling the cost of the work.

In the C17th; the Architect was responsible for the erection of buildings as
well as their design, and he employed a number of Master Craftsmen who
performed the work in each trade. Drawings were of a very sketchy nature
and much of the work was ordered during the course of job.
On completion, each Master craft man submitted an account for the
materials used and labour employed on the work.

It later became the practice for many of the Master Craftsmen to engage.
“Surveyors” Or “Measurers” to prepare these accounts.

One of the major problems was to reconcile the amount of materials listed
on invoices with the quantity measured on completion of the work.
Some of the Craftsmen‟s Surveyors made extravagant claims for waste of
materials in executing work on the site and the Architect also engaged
Surveyors to contest these claims.
General Contractor‟s became established during the period of Industrial
Revolution and they submitted inclusive estimates covering the work of all
traders.
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Furthermore, they engaged Surveyors to prepare bill of quantities on which
their estimates were based.
As competitive tendering became more come, the general Contractors began
to combine to appoint a single Surveyor to prepare bills of Quantity which
all the Contractor‟s priced.

In addition, the Architect on behalf of building owner usually appointed the

second Surveyor who collaborated with the Surveyor of the sub-Contractors
with preparing the bill of quantity which was used for tendering purposes.

In later years, it became the practice to employ one Surveyor only who
prepared an accurate bill of Quantities and measured any variation that
arose during the progress of the project. This was the origin of independent
and impartial Quantity Surveyor as it operates today.

BASIC TERMS:
Quantity Survey:
This is a list of schedule of quantities of all the possible items of work
required for construction of any building or structure. These quantities are
worked from the plan and the drawings of the structure. Thus the quantity
surveying indicates the quantities of work to be done under each item which
when priced per unit gives the amount of cost.
In short, quantity survey means estimating of the quantities of different
items of work

Quantities:
This refers to the estimated amounts of labour and materials required in the
execution of the various items of work.

Bill of Quantities:
Is a statement of the various items of work in a logical sequence and
recognized manner giving the description, quantities, and unit of rates
prepared in a tabular form with the rate and the amount columns left blank.
A bill of quantities is a form of tendering document. It‟s mainly used by the
construction companies when tendering for materials and labour.

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A bill of is a document drawn up usually by a Quantity Surveyor providing
details of the prices, and dimensions of the materials required to construct.

PURPOSE OF BILLS OF QUANTITIES/ USES.

1. First and foremost it enables all Contractors tendering for a contract
to price on exactly the same information with a minimum of effort.
2. It limits the risk element borne by the Contractor to the rates he
enters in bill.
3. It prompts the Client and the designer team to finance most project
particulars before the bill can be prepared, ideally with full production
drawings and project specification.
4. It provides the basis for the valuation of variations which often occurs
during the progress of the work.
5. It gives an itemized lot of component parts of building with the full
description and quantity of each part and this may assist the
successful Contractor in ordering materials and assessing his labour
requirements for the contract.
6. After being priced it gives a good basis for a cost analysis which
subsequently will be of use on future contracts in Cost Planning
Work.
7. If prepared in annotated (sketch form, not proper order) it will help in
the locational identification of the work.

BENEFITS OF BILLS OF QUANTITIES:

1. Used in the procurement process to quantify the extent of works to be
executed.
2. Valuing the extent of work complete for the preparation of progress
payments. (I.e. Interim payments).
3. Valuing variations in the content or extent of the building works.
4. It saves the costs and time of several Contractors measuring the same
design in order to calculate their bids for competition.
5. It provides a consistent basis for obtaining competitive bids.
6. It provides an extensive and clear statement of work to be executed.

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 7. It provides a very strong basis for budgetary control and accurate cost
reporting of the Contract. (I.e. Post contract cost control), including
the preparation of cash flow forecasts.
8. When priced, it provides data to support claims for tax benefits. (E.g.
capital allowances and value Added tax (VAT).
9. It provides one of the best sources of real time cost data which can be
used for estimating the cost of future building projects. (I.e. Historic
cost information).

PREPARATIONS OF BILLS OF QUANTITIES:

The bill preparation process:
The traditional procedure for bill preparation involves;
1. Taking off:
This implies; reading or scaling off dimensions from drawings and setting
them down in a specific order on a special paper known as dimension sheets
or take off paper and inserting an appropriate description.

2. Working up which consist of:

- Squaring.
-Abstracting.
- Billing.

Working up:
This comprises the squaring of dimensions, as shown previously and
transferring the resultant lengths, areas and volumes to an abstract sheet.

Squaring:
Squaring involves; calculating and recording the areas, volumes and lengths
represented by dimensions. The results are written in the takeoff sheets in
the squaring column. It‟s traditional for the squaring to be checked
independently by another quantitative Surveyor in office to eliminate errors.

Abstracting:
The purpose of abstracting is to split up the building into its constituent‟s
parts for measurement. Similar items are collected together and classified
primarily into SMM sections.
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Billing:
Each description of the abstract is transferred to the standard bill paper, the
format of which is suitable for pricing by the tendering Contractors. The
writing of the bill is theoretically copying out the descriptions and quantities
from the abstract or dimension a paper. The bill of quantities has been
traditionally divided up into work sections similar to those contained in the
SMM.

PEOPLE (PERSONNEL) WHO ARE CONCERNED WITH BUILDINGS

(Building team) and their roles.

1. Client /Employer:
This is the owner of the building project his duties.
 Getting funds and money and land
 He appoints Architect.
 Visits the site to see work in progress

2. Architect:
 Plans the Client needs.
 Checks on work on site
 Designs building project / sketches
 Answers queries were necessary
 Conducts the Client round the site when necessary.
 Checks the quantity of works.
 Inspects samples of materials and fittings delivered to the sites.
 Attends site meetings periodically to help inject impetus to the project.
 Agrees Variations to the contract documents namely: - alteration to
the design and specification.
 Prepares Certificate of payments and practical completion.

3. Quantity Surveyor:
He visits the site to deal with the following:-
 Prepares bills of Quantities (BOQ).

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  Prepares interim valuations of Contractors and Sub-Contractors work
so that a Certificate for the value can eventually be submitted by the
Contractors to the Client for payment.
 Checks claims for extra payments which are made for additional work
done by the Contractor.
 Examining tenders and priced bills of quantities and reporting his
funds to the Architect.
 Values work in progress and making recommendations as payments
to be made to the Contractor including advising on the financial effect
of variations.
 Preparation of final accounts, taking into consideration other costs
such as day works and fluctuations.
 Cost planning.
 Prepare tender documents.

Duties of Clerk of Works:

 The Clerk of works is employed by Client and therefore represents his
interest on site.
 His total responsibility is with regards to the specification prepared by
the Architect to which the Contractor is to adhere.
 The control of quantity assurance of the project lies with him.
 On small works, he would visit the site at regular intervals to inspect
structural and other critical work, comparing it with the specification
and the rest of the Contract document.
 Records are kept by the Clerk of works of all events, such as
stoppages, delays, extensions of time and other claims made by the
Contractor.

Duties of Site Engineer:

The site Engineer takes instructions from the Site Manager and is
responsible for:-

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  Setting out the framework of structure accurately from the plan
drawings, for all excavation work, concreting, brick work, steel work,
drains, and roads.
 Setting out levels as and when required.
 Assisting in the quantity of control of concrete and other works, the
keeping of records.
 Constantly, checking levels and vertically as work proceeds.

Contractor: - - Looks for jobs

- Its accompany
- Pays the operatives.

Duties of Site Manager:

The site Manager has complete responsibility for all operations and
personnel on a site. Also visitors must have his approval before venturing on
the site whether it‟s in a professional capacity or simply as inquisitive
outsiders interested in the project.
Therefore, he is:-
1. Subordinate to the Contract Manager
2. Superior to other personnel on the site
3. To carry out policies of the company
4. To control the site work programme using site meetings and contract
programme.
5. Responsible for directing the administration and communications
such as site diary, telephone, weekly returns etc.
6. Responsible for Industrial relations- negotiations with Union
representatives when necessary.
7. Site Safety Supervision, Inspection, records, and notifications.

Duties of the Estimator:

 Prepares unit rates for the pricing of tender or bids for the building
project.

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  Reviews the Architect‟s design drawings and visits the proposed
construction site to carry out pre-tender or investigation into the cost
aspects of the proposed contract.
 Submit the tender to the Architect‟s firm for consideration who select
the Contractor to do the job based on the price reputation according
to the tendering process.

Duties of the General Foreman:

 Responsible for day today running of the building/ site.
 Order materials.
 Supervise and directs Sub-Contractors.
 Schedules and orders equipment.
 Organisms the site layout.
 Hold site meetings.
 Liaise between Clients representatives and the Contract Manager on
Head Office.

Gang Leader:
Craftsmen chosen to lead a trade e.g. block / brick laying concreting,
Carpentry, Plumbing, Painting. He maintains order and harmony among the
workers in his gang.

CONSTRUCTION CONTRACT:
A Contract is a legal agreement between parties where one party has agreed
to provide services / goods and the other party is willing to pay for these
goods / services under terms clearly specified in mutual understanding.

ESSENTIAL ELEMENTS OF A VALID CONTRACT:

For any Contract to be valid, it must contain the following essentials:
1. There must be an offer and an acceptance.
2. There must be an intension to create legal relations.
3. The Contract must be either under seal / Consideration; each party to
the Contract must receive some sort of benefit / gain from the
Contract.

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 4. The Parties must have capacity to Contract “Capacity in Law e.g. of
age and of sound mind.
5. There must be genuine consent by the Parties to the terms of Contract
e.g. not entered into by mistake, fraud etc.
6. The Contract must be legal and possible.
Briefly if one person (s) makes an offer and the other accepts, then the
Contract of agreement comes into existence.

DOCUMENTS OF A CONTRACT:
1. The Contract drawings:- Which pictorially show the works the works
to be built, their dimensions, levels etc.
2. The Specification:-Which describes in words the works to be built; the
quality of materials and workshop to be used; and methods of testing
etc.
3. The bill of Quantities:- Which sets out the expected measure of each
operation of construction as calculated from the drawings, classifying
according to trade or location within the proposed works.
4. The general Conditions of Contract:-Which defined the liabilities,
responsibilities and powers of the employers, Contractor and Engineer
and covers site matters as methods of payment, insurance, liability of
parties to the Contract.
5. The Tender: - Which is the signed a financial offer of the Contractor
to contract the works with a 1,2,3,4 above.
6. The legal agreement:- Which is signed by both Parties confirming their
respective intension to have a Contract between them as defined by all
the foregoing document.

TYPES OF CONTRACTS:
1. Bills of quantities Contract
The total sum tendered under a bill of quantities Contract is the sum of
individual items as priced in the bill including any prince costs, Lamp sums
and provisional sums.
The quantities are measured from the contract drawings.

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The quantities are not approximate, they are exact being measured
accurately as possible.

Advantages:
1. It results in payment to the Contractor according to the amount of
work done.
2. The method gives freedom to alter the work of construction and yet
remains the same basis of fair payment between employer and
Contractor.
3. All tenderer‟s price on exactly the same basis and their tender‟s price
may be closely compared with one another.
4. The bill itself gives every tenderer a very clear conception of the
amount, the kind and detail of the work to be carried out.

2. Schedule of Rates Contract.

There are some Civil Engineering operations where it‟s not possible to put
into the bill of quantities.
Measurements of quantities are based on the Contract drawings.

Example:
Is the sinking of a borehole for a water supply. It‟s not easy to estimate,
how deep the borehole must be. This Contract can also be used when the
construction has started then measurement of quantities is made from
the drawings.
The differences between this schedule of rates Contract and bills of
quantities are:-
1. Quantities against individual items are either not inserted or they are
entered in estimated amounts or in round figures “Provisional
Quantities”.
2. More items are scheduled for temporary work than usually appear in
bill of Quantities e.g. Setting Up a Crane or nay other plant.
3. There is no implied guarantee given of all or any work schedule will in
fact be carried out.

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 3. LUMP SUM CONTRACT:
This consists of a single Lump Sum tendered and accepted as the fixed
price. The work to be done must be specified and dimensioned before a
Contractor can offer a Lump Sum. –
 The work must be accurate, precise.
 You are paid the money before beginning building.
 Used mostly for work above ground structures.
 Avoid later trouble, the specification and drawings need to be
complete in every detail before a Lump Sun Offer is called for.
This Contract works well provided:
(i). The job is not very large.
(ii). The work required can be precisely described in all its details.
(iii). There is no great risk attached to its construction.
(iv). No large or numerous alterations/ changes are called for during
construction.

4. Cost Plus Percentage Contract:

These give no assurance of limitations to the total cost.
The Contractor is paid the actual expenditure he incurs in the purchase
of materials and employment of labour and plants and he is paid a
percentage over and above these to reimburse his Overheads expenses
and profit.
This type of Contract is unpopular.
The employer dislikes it because he sees no incentive in it to make the
Contractor efficient, the less efficient the Contractor is the more the cost
of works and the more its profits. Even the Engineer doesn‟t like it
because for the sake of efficiency, he must control even the day today
methods of the Contractor, and in fact finds himself a dictator of
everything that happens on site.
The Contractor doesn‟t like it, because he can do practically nothing
without the permission of the Engineer.

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5. Cost Plus Fixed Contract:
These also require that the Contractor is paid his actual costs. But the fee
which is intended to cover his Overheads and Profits is fixed, so they Client
objection to Cost Plus Percentage Contract is removed.
This fixed fee may be tendered in competition with other Contractors, or it
may be negotiated between employer and Contractor.
There is no doubt that, in a World of greater perception, this type of
Contract would be the right way to tackle difficult Civil Engineering projects.
It puts the Engineer / Architect. And Contractor together so that they can
act jointly to produce the highest quality of workmanship possible at the
most economic cost.
It also gives great freedom to adopt different methods of construction or to
get out of an foreseen trouble.

CONTRACT BILLS:
A Bill of Quantities should be prepared for all types of building projects
other than those of a minor nature.
It comprises a list of items of work to be carried out providing a brief
description and the Quantities of a finished work in the building.

USES OF CONTRACT BILLS:

1. Assist Contractors during a process of tendering to price on the same
information with a minimum of effort.
2. Preparation of Interim valuation in order that the Architect may issue
his Certificate.
3. Valuation of Variations that have either be authorized or sanctioned
by the Architect.
4. Ordering of materials.
5. Preparation of the final account.
6. Production of Cost Analysis for the building project.
7. Determination of the quality of materials and workmanship by
reference to various clauses/ conditions.

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 8. Useful in obtaining domestic Sub-Contract Quotations for Sectors of
the measured work.

CONDITIONS OF CONTRACT (JCT FORM):

CLAUSES:

Clauses 2: Contractor’s Obligation:

This Clause states that works shown on the drawings and describing the Bill
of Quantities are to be completed to the reasonable satisfaction to the
Architect. Any discrepancies found between the drawings and bills must be
notified in writing to the Architect who shall then issue instructions.

Clause 4: Architect’s Instruction:

The Contractor is to comply with all instructions issued by the Architect
which are relevant to the work. The instructions should be in writing and
made verbally shall be confirmed in writing by the Contractor within 7 days.
If the Architect fails to confirm, then himself or herself where on the
Architect should acknowledge the confirmation within a further 7 days.

Clause 13: variations and Provisional Sums.

The Architect is entitled to make variation to the building design during
construction stage and the Contractor can also make Variations with his
approval.
A variation is the change in design, quality or quantity of the works and
where the Contractor incurs additional expenses he /she will be able to
recoup them from the Client. Where provisions are included in the Contract
bills, the Architect will instruct the Contractor at the appropriate time on
this form of expenditures where a variation of work cannot be accurately
measured, day work rates would be allowed to the Contractor as previously
agreed, or if no agreement, it would be calculated using the definition of
Prime Costs of day works carried out under building Contract; with
percentage addition as outlined with Appendices of the ICT (Joint Contract
Tribunal Schedule of work) Standard form of Contract.

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Clause 12: Clerk of Work:
The Clerk of works acts solely as an inspector on the behalf of the Client
under the direction of Architect. Instructions given by the Clerk of works to
the person in charge are not operative until they are confirmed in writing by
the Architect within 2 days.

Clause 17: When the Architect is Satisfied.

That the work on site is completed, he will issue a Certificate and employer
will then take positions of the works.
At the expiration of the defects liability period (usually 6 months after the
practical completion date) a schedule of defects should be prepared by
Architect within 14 days for presentation to the Contractor who would then
be expected to make good on the faults. When the faults have been made
good, Certificate (Certificate of Completion of making good defects) shall
then be issued by Architect to the Contractor.

Clause 25: Extension of Time:

Written notice should be sent by Contractor to the Architect where there is a
delay to the works done to conditions outside the Contractor‟s control and
where the Architect foresees that the Contract‟s duration needs to be
extended; a written extension of time will be allowed.
The condition which normally allows the Contractors to prepare written
notices are:-
1. Usually poor weather.
2. Delay in sending instructions by Architect
3. Delay in execution of works by nominated Sub-Contractor; Superior;
and Artists;
4. Industrial action by operatives or other associated with works.

Clause 27: Determination by Employer/Client.

When the Contractor fails to carry on normally with works, (working
regularly and in good faith) or becomes bankrupt, the employer may cancel
the Contract and employ another firm to continue the work where by
changing the Contractor for any additional expenses. If there is a balance in

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favour of the Contractor after deducting expenses from the retention held by
the employer, it would be paid to Contractor.

Clause 28: Determination by Contractor:

When the employer creates problems resulting in the delay of payments on
any Certificate or the value of Certificate is not paid within 14 days; the
Contractor can determine the Contract 7 days after sending the notice that
he / she intends to determine the Contract.
There are other reasons where by the Contract can be determined:-
1. On Bankruptcy of the employer;
2. When work is suspended due to delays by nominated Sub-Contractors /
Suppliers;
3. Civil commotion e.g. wars, strikes etc.
The Contractor will have the right to claim for the Parties of the works which
have been executed, and for expenses in determining the Contract.

TENDER PROCEDURE:
Preliminaries: These are of two groups:
1. Pre-tender Preliminaries
2. Post-tender Preliminaries

(1). Pre-tender Preliminaries /Pre-Contract Preliminaries:

These are duties that are carried out before signing of a Contract.

Step 1. Client’s Duties:

A client is the man or body that wants to construct the building.
His important duty is getting funds and land.
The Client after acquiring funds and land approaches an Architect who will
lead the whole construction team, he briefs the Architect on the type and
size of building to be put up.
At this first meeting, approximate estimates are given to the Client who will
approve or give a “GO AHEAD” of the construction.
The approximate estimates are either prepared by Architect or Quantity
Surveyor, A specialist consulted by the Architect.

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Before the Architect prepares sketches, he may need to check on the land
ownership of the Client, after he has approved this, he applies to local
authority for permission to develop that land.
After the permission has been granted, the Architect prepares sketches and
working drawings.

Stage II. Consultancy Preliminaries:

Because the Architect cannot do all the construction works, he calls for
Specialists e.g. Quality Surveyor, Structural Engineer, water Engineer, Civil
Engineer , Electrical Engineer and service Engineer.
These are technologists specialized in their own fields. The quality Surveyor
is called upon to prepare bill of quantities which will be best on pricing job
or contract. The structure Engineer is called upon to design the strength
and stability of a building while this Specialists process their working
drawings.
The Architect prepares the design on working drawings and any detailed
drawings required.

Stage III. Contract Pre-tender Preliminaries:

After the Architect has prepared all the drawings required and has received
all documents from Specialists, he invites tenders.
These, he may carryout first by invitation of prequalification to tender or by
picking the few Contractors of his own choice.
Those chosen by any method are issued with tender documents, the
documents are;
 Architectural drawings
 Structural drawings
 Bill of Quantities.
 Letter of Acceptance.
 Specifications
 Article of Agreement

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  After some time the Contractors are expected to submit tender sum.
And to arrive at a realistic Contract sum, a Contractor should visit the
Construction site for one of the following reasons:
1. Check for man power available our site.
2. Check for unstable resources e.g. water, telephone, trees, sound
electricity etc.
3. Check for possibility of using of borrowing plants e.g. bull dozer,
concrete mixers etc.
4. Check on access to site for road, bridge.

Stage IV. Award of Contract.

The Quantity Surveyor and Architect go through the priced bills of
Quantities and find the suitable Contractor.
The lowest tender sum doesn‟t imply the cheapest Contractor, other factors
must be considered e.g. trustiness of Contractor, similar job ever done by
Contractor; the financial stand of the Contractor.

(2). Post –tender Preliminaries / Contractor.

These are sometimes termed as Contractor‟s Preliminaries. They involve
both administration Staff at site and head office. Their Administration Staff
on award of tender immediately allocates Staff to site.
Special files are opened.
The Administrative Staff checks on the following:-
1. Starting date.
2. Financial position of a Company.
3. Insurance cover for the job.
4. Building regulations approved.
5. Obtaining of notices.

After the Site Agent /Site Foreman is selected, he does the following as
Contractor Preliminaries:-
1. Site clearance- removing trees, shrubs, nests, molds.
2. Hoarding / fencing - which you cannot see through e.g. Iron sheets.

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3. Site layout.
4. Setting out.

Contractor visits the site for the following reasons:-

 To note temporary access.
 To note storage compound.
 To note plant store.
 To note huts requirement and position.
 To note existing services, e.g. drain pipes, electricity, water pipes,
telephone cables.
 To note fencing / Hoarding the type of fencing.
 To note notice Boards – bill boards.

Planning Administration does the following:

 Delivery of materials.
 Prime Cost and provisional sums.
 Site foreman, labour and plant.
 Organize access for surplus soil disposal.
 Programme Charts – working programme, working plans and
schedules
 Arrange temporary services – bring electricity, water.

METHODS OF TENDERING:

1. Open tendering:
This method is often used to obtain tenders for building work. The
prospective employer advertises in the national and technical press, giving
brief details of the proposed works and issues an open invitation to
Contractors to apply to him or his Architect for the necessary documents.
One of the conditions in the advertisement might be that the tenderer must
pay a deposit which will be returned by the prospective employer on receipt
of the bonified tender. This provision is made to determine persons applying
for documents out of work curiosity.

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The advertisement doesn‟t legally bind the employer in anyway, but is
merely an invitation to person to make an offer.
Indiscriminate requests for open tenders are generally unprofitable since
they often lead to building of poor quality and the preparation of such
tenders demand of the industry an inordinate expenditure of time, effort and
money.

2. Selective tendering:
Under this method, competitive tenders are obtained by drawing up a short
list of Contractors (normally six) and inviting them to submit quotations.
This short list can be drawn up into two ways:
Either the employer‟s professional advisers name suitable Contractors or an
advertisement is put up in the press, setting out brief details of the proposed
scheme and requesting Contractors who wish to be considered for inclusion
on the short list to apply.
The Contractor chosen will be the one of those who submitted the lowest
tender.

When this is not possible, guidance on max, number of tenders is given in

code of procedure for selective tendering complied by the national Joint
Consultative Committee OF Architect, quality Surveyor and the builders and
the department of environment.

3. Negotiated Tender:
Under this method only one is a approached, normally because the skills of
the builder are such that the Architect and the other members of the
designed team wish to take advantage of the builders Specialist Knowledge
at the designed stage.
Following the completion of the design, the builder will price the B.O.Q then
enter into negotiations with Quantity Surveyors.
For this type of situation, the NJCC has issued the code of procedure.

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TERMS USED IN QUANTITIES:

1. Preambles:
Is an introductory statement in the bill of quantities that give a brief of what
is constituted in the documents. It sets out into detail the undelaying facts
and assumptions and explains its intent and objectives. It shall state the
methods of measurement which have been adopted in the preparation of
bills of quantities; provides clear definition of works involved such as;
excavation, boring etc.

2. Prime Cost Sum (PC Sum):

Is a sum provided for works or services to be executed by a nominated Sub-
Contractor, or for materials or goods to be obtained from a nominated
supplier. Such sums are exclusive of any profit required by the main
Contractor and provision is made for its addition following the Prime Cost
Sum.

Example:
A PC Sum can be a relocation of water main from a proposed construction
site by the utility provider or nominated Sub-Contractor and it‟s drafted as
below.

T D S Description
Sum Allow a Prime Cost Sum of Ugx. 50m Uganda
Shillings for relocation of water mains from the
construction site by NWSC.
15% Allow for profits and attendance for the main
Contractors
Item Allow for general attendance upon the Sub-
Contractor

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3. Provisional Sums:
Refers to sum of money provided for work or costs which cannot be entirely
foreseen, defines or detailed at the time tendering documents are prepared.
E.g. fixing of a black board in a classroom without clear details.

T D S Description
Sum Allow a provisional sum of Ugx. 2.50m Uganda
Shillings for installation of classroom black
board as directed by the Engineer.

4. Day Works:-
Is work for which the Contractors is paid on the basis of the cost of
materials, labour and plant plus an agreed percentage for overheads and
profit. An example of a day work activity can be the relocation of solar
panels from a building.

5. ADDENDA BILLS:
These contain details of additional work which is required to the original
design, decided upon after completion of the original bill.

6. Bill of Approximate Quantities:

This bill is also known as a „Provisional Bill‟ is used when there is
insufficient information available to prepare an accurate bill of quantities.

7. Extra Over Items:

When measuring certain types of work they are described as being Extra
Over another item of work which has been previously measured. The
estimator will price for the extra or additional cost involved in the second
item as compared with the first.
Typical example is the measurement of rain water, pipe and gutter fittings
as Extra over the Cost of the pipe or gutter in which they occur and which
has been measured over the fittings.

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8. Deemed to be included items:
In the S.M.M, the expression deemed to be included is used to indicate that
this particular work is covered in the billed item without the need for
specific mention e.g. all rough and fair cutting which is deemed to be
included in brick work and block work or roof coverings in slates / tiles are
deemed to include under lay and battens etc.

9. General Contingency:
Is a special kind of provisional sum which is meant to meet or offset cost of
work or expenses which cannot be foreseen before construction works
commences.

10. Grouping of Dimensions:

This is where several dimensions referring to a particular description are
grouped (tied) together by use of a curly bracket.

Example:
11 1.50
1.50 Anti-termite treatment to bottom and
sides of excavations
7/2 1.50
1.80
4 1.50
1.80
5/2/2 0.41
1.80

11. Waste (Sign Posting):

This is the use of the right hand side of the description column for
preliminary calculations, buildup of lengths, explanatory notes, location of

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measured work etc. It shows all the steps taken to arrive at computations
also referred to as Sign Posting and its importance is to allow other people to
see easily where and how the dimensions have been calculated.

Example is as shown below:

T D S DESCRIPTION
Length Width
12000 7000
Add 2/115 230 Waste/Sign 230
Add 2/1000 2000 Posting 2000
14230 9230
14.23 Exc. o/s to remove vegetable soil av. 150mm deep &RFS
9.23

Standard Method of Measurement (SMM):

The standard method of measurement is a document that sets out rules for
the measurement and description of building construction work. The SMM
provides not only uniform basis for measuring building works but also
embodies the essentials of good practice. The standard method of
measurement shall apply equally to both proposed and executed works.

Purpose of SMM:
1. The main purpose is to provide a uniform basis for measuring
building construction work. If all bills of quantities are prepared in
accordance with these rules, then all parties concerned are aware of
what is included and what is to be assumed. Without the use of such
a set of rules, the quality of bills of quantities can vary widely.
2. All Contractors tender on a uniform / same basis and tenders can be
easily evaluated and compared.

Advantages of SMM:
1. Gives units to express work items (estimators cost in the same
format).

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 2. Gives what to include in the description.
3. Gives what not to include but deemed included in the description.
4. Reference document in case of disputes.

GENERAL PRINCIPLES OF TAKING OFF:

The billed description are to be reasonably Comprehensive and sufficient to
enable the Estimator fully to understand what is required and to give a
realistic price.
All quantities must be as accurate as information available permits, as
inaccurate bill cause major problems.
It is important that all work whose extent cannot be determined with a
reasonable degree of accuracy should be kept separate from those which
contain accurate quantities. In this way, a Contractor is made aware of the
quantity entered, that it will be subjected to re-measurement on completion
and valuations at billed rates.

DIMENSION PAPER:
The normal ruling of dimension paper on which dimensions as scaled or
taken direct from drawings are entered, this is indicated below:
This ruling confirms to the requirement of Bs 3327.

1 2 3 4

Column I:
Is called the „Timesing column‟ on which multiplying figures are entered
when there is more than one of particular being measured.

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Column2:
The „dimension column‟ on which the actual dimensions are scaled or taken
direct from the drawings are entered.
They may be 1, 2, or 3 lines of dimensions in an item depending whether its
linear, square or cubic.

Column 3:
Is called the „Squaring Column‟ in which the length, area or volume which is
obtained by multiplying together the figures 1 and 2 are reached ready in
the transfer to the Abstract or bill.

Column 4:
Is called description column in which the written description of each item is
entered.
The right hand side of the wider column is frequently used to accommodate
preliminary calculations and other basic information needed in giving up the
dimensions and references to the locations of the work and is referred to as
„waste‟.

Spacing of Items:
It‟s essential that ample space between all items on dimension sheets so
that it‟s possible to follow dimensions early and to enable any items which
may have been omitted when dimensions were first taken off to be
subsequently inserted without cramping dimension unduly.

Order of taking off:

A constant order of entering dimensions shall be maintained throughout in
accordance with S.M.M that is:-
(i). Length.
(ii). Width or breadth.
(iii). Height or depth.

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Example:
When measuring a cubic item of concrete say 3.50m long, 3.500 on wide
and 0.500m deep, the entry in the dimension column would be;
12 In situ Conc: class A Isltd fdns
3.50
2.50
4
0.50

It will be noted that dimensions are recorded in metres to 2 places of

decimals with a dot between the metres and fractions a line drawn a cross
dimension column under each set figures.

Note: Don‟t use millimeters, use only metres.

Timesing:
If there were 12 such items then this dimension would be multiplied by
timesing column as shown above table.
If it was subsequently found that if more formulation bases of the same
dimensions were to be provided, then a further 4 could be added in the
timesing column by the process known as “ dotting on” as shown above
table.

Measurement of similar items:

Where an entry on the dimensions paper is to be followed immediately by a
similar item, they use of the word „ditto‟ or „do‟ meaning that which has been
said before will permit the description of the next item to be reduced
considerably e.g.

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 2 Provide steel/casements
4 0.50
0.35 windows
ditto

GIRTH OF BUILDING:
Rectangular Buildings:-
One of the most common measuration problems with which the Quantity
Surveying students concerned is the measurement of the girth or perimeter
of the building. This length is required for foundation, external walls and by
determining the total external length of walling and making deductions for
each external angle equivalent to the thickness of the wall.
Alternatively, the internal length might be taken and on addition made for
each of the external angle.
6.000

GIRTH OF RECTANGULAR BUILDING

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Taking external dimension.
Length = 15.000
Width = 6.000
Sum of one long & short side 2 21.000
42.000

Sum of all four sides measured externally = 42.000

Less corners 4 x 255 = 1.020
Mean girth of external wall (entire line of cavity) = 40.980

Taking internal dimension:

Length = 14.490
Width = 5.490
2 19.980
39.960
Add corners 4/255 1.020
Mean girth of external wall 40.980

1. What are centre lines?

2. What exactly do we mean by Centre line?
3. How do we set about calculating item
The figure below details the plan view of a brick wall. To measure its centre
line length accurately we need to calculate the length of the centre of the
wall. This is because if the wall were laid out in a straight line, their length
would be equal to a line measured through the centre of the wall.

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 CENTRE LINE CALCULATION
To calculate Centre line of the above figure.
The external perimeter length of brickwork from drawing.

= 2 x 6.00 = 12.000
= 2x 400 = 8.000
= 20.000

Consider plan of one comer of the above figure.

Clearly at the corner the perimeter of the brick work is longer than the
centre line of the wall by A+ B.

Note: In this calculation, the wall thickness is taken as 250 for

simplicity.
The wall thickness is given as 250mm wide. Both dimensions A + B must
equal half the total wall thickness.

Centre line of wall.

Perimeter of brick wall as before = 20.000
Deduct 4 x 2 x125 (2 x 125 per Corner) & four Corners = 1.000
= 19.000
Example:
The following below shows the plan and section of a trench fill type
foundation.

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 Unless specified, it is always assumed that the wall is centred of the
foundation and therefore the length of the centre line of the brick wall
and the foundation trench and concrete are the same.

SECTION THROUGH FOUNDATION

The following lengths are required for measurement purposes.

1. Centre line of brick wall and foundation.
2. Length of external trench line.
3. Length of internal trench line
4. Centre line of earth & back filling.

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To calculate the Centre line of brick wall and foundation; consider the
following below:
Perimeter of brick work for plan = 4 x 4.00 = 16.000
Deduct = 4 x 2 x 125 = 1.000
Centre line length = 15.000

2. To calculate the length of external trench line consider the following

below; clearly the length of external trench line is longer than the Centre
line by A + B at each corner.

External Trench line:

Centre line of foundation as before = 15.000
Add 4/2/300 (2 x300 per corner) x 4 corners = 2.400
= 17.400

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3. Length of Internal line, consider the figure below clearly, this is the
opposite situation of the external trench line.
Centre line as before = 15.000
Deduct 4/2/300 = 2.400
Length of Internal trench line = 12.600

Calculation of Internal Trench Line.

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Calculation of Internal trench line

4. Calculation of Centre line of earth back fill consider the figure below:
The Centre line of earth back fill is central between the external trench line
and the perimeter of the brick all.
Its length therefore, must be the average of those two.

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