Contract, Specification and Quantity Surveying

2. Quantity Surveying
2.1. Introduction
Once a construction project is completed or depending on the form of contract upon completion
of certain parts of the work, the contractor must be paid for appropriately completed works. This
would then require that the actual works done be somehow estimated or measured for payment
purposes. On the other hand, to estimate how much a civil engineering project may cost, the actual
quantities of materials, labor, equipment etc. that is needed for the construction work must be
calculated at the beginning of the work. Such work of calculating the amount of materials and
other incidentals necessary for the realization of the work is called quantity surveying.
Quantity surveying is a term or processes used in the construction industry to take measurements
of civil works, prepare specifications, and estimate the cost of works either for each trade of work
or for the whole project. The term “surveying” means to inspect, study, review, investigate, asses,
and hence “to measure” therefore the term “quantity surveying” means “quantity measuring” as
applied to civil engineering projects. Quantity surveying is the application of standard methods of
measurement to quantify the amount of various items in a construction project, for the undertaking
of valuation, and certifying payments.
2.2. Tasks covered in quantity survey
The following tasks are covered in quantity surveying.

1. Preparation of Specification
2. Taking measurements of civil works (Taking off quantities and preparing BOQ)
3. Preparation of approximate (preliminary) cost estimate at the very early stage of the
project
4. Preparation of detail cost estimate at different stages (taking as built measurements and
preparing payment certificates or approval of payment certificates prepared by taking
measurements)
5. Valuation of property

2.3. Purpose of quantity survey

The purpose of quantity surveying hence the preparation of Bill of quantities is:

1. Assist the client to have an accurate estimate of the volume of work as well as the required
budget.
2. To assist in the accurate preparation of tenders, by providing uniform measurement of
quantities.
3. To give an accurate checklist of work accomplished
4. To assist in the certification of payments
5. To give insight into the required variation work amounts.

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2.4. Methods of measurement

Measurement of civil works includes the billing of each trade of work either from drawings or the
building itself for defining the extent of works under each trade. In order to avoid ambiguity in
measuring quantities, there is now a recommended principle of measurement in construction
activities.
Many professional organizations publish recommendations on units of measurement, degree of
accuracy etc. this assist in setting a common parameter so that dispute is avoided.

 The standard book, which is used in Ethiopia, is Standard Technical Specification &
Method of Measurement for Construction of Buildings by BaTCoDA, March 1991.
 Ethiopian Road Authority Standard Specification, 2002 is used for Road Construction.

2.4.1. Principles of measurement

The following are list of the basic principles of quantity surveying, applicable to all items of work.

 Each work section of a bill shall contain a brief description of the nature and location of
work.
 Work shall be measured net as fixed in position.
 Measure the full work area and adjust deductions later.
 Items which are to be measured by area shall state the thickness or such other information
as may be appropriate.
 Items which are to be measured by length or depth shall state the cross-sectional size and
shape, girth or ranges of girths or such other information as may be appropriate.
 Items which are to be measured by weight shall state the material thickness and unit weight
if appropriate (Ex. Duct work)
 Piece of work shall be taken in numbers.
 For items of pipe work it shall be stated whether the diameter is internal or external and
thickness.
 Mass voluminous and thick works shall be measured in volume (cubic meter)
 Thin, shallow and surface work shall be measured in area (meter square) specifying the
thickness.
 Long and thin work shall be measured in length (linear measure, running meter)
 Bills are deemed to include labor, materials, goods and plant and all associated costs for
fixing, assembling, etc.

2.4.2. Units of Measurement

Depending on the prevailing system of measurement in any locality, quantities may be measured
in the FPS system or the metric system. Here in Ethiopia, the most common unit of measurement
is the International System of Units, or the metric system of units in which the various items are
measured as follows:

 For the measurement of length – Meter (m)

 For the measurement of mass – Kilogram (Kg)

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 For the measurement of time – Second (s)

 For the measurement of current – Ampere (A)
 For the measurement of temperature – Degree Kelvin (K)
 For the measurement of luminous intensity – Candles (Cd)

2.4.3. Degrees of accuracy in Measurement

 All dimensions measure to the nearest 0.01m

 Thickness of slab measure to the nearest 0.005m
 Wood work measure to the nearest 0.002m
 Steel work measure to the nearest 0.001m
 Reinforcement measure to the nearest 0.005m
 Road work measure to the nearest 0.005m
 Area measure to the nearest 0.01 meter square
 Steel work areas measure to the nearest 0.001 meter square
 Volume measure to the nearest 0.01 meter cube
 Wood work volume measure to the nearest 0.001 meter cubes
 Weights measure to the nearest 1 kg

2.5. Processes of quantity survey

There are four clearly defined steps in preparation of Bill of Quantities. This is a process of
measuring or scaling dimensions from drawings and recording all dimensions in an easily
understood format. This is coupled with the descriptions in the drawings and specification. The
Process of Quantity Surveying are:

1. Taking-off

In this task the quantity surveyor “take off” the quantities from the drawings and determines the
volume of work to be done for the various components. These quantities are calculated in a
specially prepared format, as to aid accurate preparation and enable checking/rechecking or
adjusting of amounts and correcting errors if any. These special formats are called “Take off
sheets” or “Dimension Paper”. The dimension paper used for taking off is usually double-ruled
as shown (A4 size).

 Column 1: is used for stating the number of times an item occurs and is called the
“Timising column”.
 Column 2: is called “Dimension column” as it is used to enter the dimensions of the items
of works. The dimensions are entered in the order indicated below: Length, Width, Height
or Thickness.
 Column 3: is called “Squaring column”. The stated dimensions in column 2 are multiplied
to determine the quantity of the work either in ml, m 2, m3 or in Pcs. or No.
 Column 4: is called “Description column” and description of the work item is briefly
stated.

2. Squaring

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The dimensions entered in Column 2 are squared or cubed as the case may be, multiplied by the
timising factor, and the result entered in Column 3. This task is called squaring. All squared
dimensions should be carefully checked by another person before abstracting, and if correct the
item should be ticked with red. Use two decimal places.
3. Abstracting

The squared dimensions are transferred to abstract sheets and all similar dimensions are collected
in the same category to obtain the total quantity of each item.

Table 1 - Sample takeoff sheet

A separate sheet (Bar Schedule) is used to prepare reinforcement quantities as shown below.
Table 2 - Sample Bar Schedule

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4. Writing bill of quantity

After the abstract sheets have been completed and checked, the final bill of quantity is written.
The dimensions are copied from the abstracts, and as each item is transferred it should be
ticked by a vertical line from the abstract sheets. The description of each item in the final BoQ
should be short, precise and descriptive as per the specification.
Table 3 - Sample Bill of Quantity

2.6. Method of Measurements for Building Project

The following specifications and methods of measurement are provided to guide the quantity
surveyor in the preparation of quantities for a building project. A typical building project will
have the following work items:
1. SUB STRUCTURE
1. Excavation and earth work
2. Concrete Works
3. Masonry work
2. SUPER STRUCTURE
1. Concrete Works 7. Glazing
2. Masonry Works 8. Painting
3. Roofing 9. Sanitary installation
4. Carpentry and Joinery 10. Electrical installation
5. Metal Works 11. Fence Work
6. Finishing

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Contract, Specification and Quantity Surveying

Any structure below the ground floor slab level including the basement, retaining walls, ground
slab, grade beam, and foundation is called a substructure.

A. SUB STRUCTURE
1. Excavation and Earth Work
1.1.Site Clearance
 Carbonations elements are not good in concrete, steel and timber works. In soils under
structures even 5% of these elements will damage the structure. Therefore, these
materials (including trees, bushes and the top 20 to 30 cm soil), termite hills, any other
obstruction, have to be cleared.
 A working space of 1m is required on each side. It is sometimes necessary to prepare
separate specification for obstructions (demolition works) because reusable items like
doors and windows are there.
1.2.Excavation (bulk excavation)
Excavation to get reduced levels of every structural element below the ground level is called
bulk excavation. They are subdivided as follows depending on the subsurface condition.

a) Ordinary soil - with boulders and without boulders and can easily be removed by
shovel.
b) Weathered rock - it can be divided easily without blasting
c) Rock- bedded rocks that cannot be dug without blasting (requires using explosives)

Note: Working space for bulk excavation is 25 cm (not used for shallow masonry). Depth of
excavation less than 30 cm – measured per m 2, depth > 30 cm per m3
1.3.Fill/ Embankment
 Shall be measured in m of net volume to be filled.
 Fill is required because the reduced level of every structural element above the
structure has to be covered.
 Excavation and embankment should not be added at a time in computing their
volume, because their costs are different.
 The major consideration under embankment is compaction. Compaction is done
usually at 20 cm lift thickness. The subdivisions under fill are:
 Back fill: - filling by using the excavated soil but by removing coarse particles.
 Borrow fill: - filling by using fill material from another place when there is shortage
of fill or when better quality material is required.
1.4.Disposal
 Disposal - cleaning the building area including cart away.
1.5.Sundry Items
 Application of termite proof solution, providing hard coring, dust blinding,
expansion joints, etc are itemized as sundry items; measured in m2.
2. Concrete Work
2.1. Concrete

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 Cast in situ concrete – formed on site and requires formwork and reinforcement.
Cast in situ concrete shall be measured by volume except in ribbed slabs and
grouting.
 Prefabricated concrete –fabricated (manufactured) in a factory and brought to
the site and joined to make a building. It does not require formwork but needs
a special care when connecting the different elements.
 Pre-tensioned (Post tensioned) Concrete –involves in bending up the concrete
itself to make it ready for the downward bending due to load
 Concrete ancillaries - include windowsills, lintels, expansion joints, and
permanent and temporary embedded materials. It is measured in ml or
enumerated.

Grades of Concrete

 C5 - lean concrete, to protect the structural concrete from damage.

 C15 - for totally supported structural elements
 C20 - used for slabs; mix proportion is 1:2:4
 C25 - Commonly used grade of structural Concrete; mix proportion is 1:2:3
 C30 –Used for chemical stores and nuclear plants
2.2. Formwork
A temporary structural element, which supports slabs, beams in casting concrete. It shall be
designed and erected to safely support, vertical and lateral loads that might be applied until such
load can be supported by the concrete structure.
Period of removal (minimum):

 Vertical formwork to columns, walls and beams: 16 hrs

 Soffits formwork to slab: 21 days
 Props to cantilever slabs: 14 days
 Soffits formwork to beams: 21 days
 Props to cantilever beams: 14 days
2.3. Reinforcement Bars
The type and diameter should be clearly stated and shall be measured in Kg.
3. Masonry Works
Masonry works are works that are executed by laying building material units of specified
dimension through a binding material such as mortar. Stone obtained from quarries shall be hard
and sound, free from vents, cracks, fishers, discoloration or other defects that will adversely
affect strength or appearance.
Stone chips to be produced shall not be less than 450 mm average and 380 mm in individual
length. Stone for various masonry works shall be selected and shaped as follows:

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 Stone for facing works shall generally be selected for consistency in grain, color and
texture, throughout the work
 Stone for below ground work shall be chiseled from natural stone
 Stone wall is measured by volume, whereas stone pavement is measured by area,
specifying thickness.

Superstructure => Reading Assignment!

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