CHAPTER 02

TRAINING EXPERIENCE AT THE INSTITUTE.

2.1 OFFICE ORGANIZATION CHART

Eng.Wijewardhana
(SOE-AP I)

Eng.Dulani

Mr.Bandara Mr.Dinesh (QS) Mr.Kelum (QS)

(Engineering Assistent)

Ms.Menaka Ms. Asha Mr.Nuwan

(Trainning Qs)
Ms.Subhani Ms.Anushani Ms.Anuradhini
(Training QS) (Training QS) (Training QS)

Ms.Iresha Ms.Chapa Ms.Dilhani

(Draughman) Ms.Priyakanthi
(Draughman) (Draughman)

Ms.Priyanka
(Training Draughman)

Table No: 2.1.1 Office Organization Chart

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2.2 BILLS OF QUANTITY

2.2.1 INTRODUCTION

The BOQ is a document prepared by the cost consultant that provides project specific measured
quantities of the items of work identified by the drawings. The quantities may be measured in
number , length , area, volume, , weight.

Benefits of a BOQ

 A basis for valuation of variations and changes to the work.

 A basis for the valuation of interim payments.
 It provides clear statement of the work to be completed.
 A basis for the ordering of material, labour, plant to the site.
 A basis for the construction planning and monitoring.

2.2.2 STEPS FOR PREPARING OF A BOQ

1. Preparation of quantity sheet

2. Preparation of abstract sheet
3. Preparation of Rate
4. Preparation of BOQ

1. PREPARATION OF QUANTITY SHEET (TAKING OFF QUANTITIES)

Taking off quantities is an essential part of a Quantity Surveyor. He or She must have a good
knowledge and experience on taking off quantities of each and every item of construction work.
During my industrial training period I got chance to preparing measurements of items which
included from foundation up to roof work. That was great opportunity for me.

Basically, measurements were taken by following SLS 573. Before commence the taking off
measurements I thoroughly studied by followings to get use to the drawings and to identify the
items to be measured. Most of the takeoff I have done by using MS Excel software and using
manual drawings. So in my training period I had a chance to familiar with the computer aided

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methods which basically MS Excel. Most of the Excel Features (functions and formulas) used
to preparation of measurement sheet; it provides more accurate and time saving results.

T D S Description T D S Description
14mm
15mm
9mm 55mm
Dimensions

Dimensions
Squaring

Squaring
Time

Time

Table No: 2.2.2 TDS Sheet

2. PREPARATION OF ABSTRACT SHEET

Abstract sheet is used to summarize the quantities calculated in the TDS form. It is headed with the
project reference, sheet number and the work section .The item to be entered in the abstract sheet as
same order they will appear in the BOQ. Description are usually spread over two columns with the
relevant detentions in the first column and any deduction in the second column the total quantity of each
item is reduce to metric units such as lm,sqm,cum, ….. The order of item in each work section of the
abstract sheet normally follows The sequence indicated in the first column of SLS- 573.

When similar item occur in different size, the cheapest and normally the smaller item is given first.

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 Abstract Sheet

Name of the Project :-

A. Excavation and earth work B. Concrete

1. a b

c d

Table No: 2.2.3 Abstract Sheet

a- Description of item
b- Quantity from TDS
c- Deduction to be made
d- Actual Quantity

3. PREPARATION OF BOQ

The BOQ is the list of various components of a project which gives a detail description of each
component and the quantity of it in metric units as rate of each item, the item quantity
multiplied by unit rate use amount of each item and finally the civil cost of the project.

The Bills of Quantities should be divided generally into the following sections:

a) Preamble
b) Preliminaries
c) Measured Work
d) Provisional Sums
e) Day work schedule

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 Item Description Unit Qty Rate Amount

Table No: 2.2.4 BOQ

2.2.3 MEASUREMENTS
Taking off Measurement is one major item for Quantity Surveying duty. In my training period I
got chance to took quantities from the drawings. It was two storied building. Some of items are
described below.

2.2.3.1 FORMWORK
Formwork is a temporary structure. Formworks are generally made from wood or steel. Form
work shall be measured to the contact surface of concrete and formwork. Measurement for
formwork is deemed to include for all necessary boarding, support, erecting frame, cutting
angles, cleaning, wetting and treatments before placing and removal.

2.2.3.2 CONCRETE WORK

 Concrete shall be measured by Volume (m3). No deduction shall be made for voids
below 1m3
 Screed concrete shall be measured by area (m2)

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  No deduction shall be made for reinforcements, Structural steel.

2.2.3.3 REINFORCEMENT
2.2.3.3.1 INTRODUCTION
Usually steel is supplied in two basic types.
 Tor steel - Tensile strength 410 N/mm2
 Mild steel - Tensile strength 250 N/mm2
Most commonly use sizes of steel bars in our sites are as below,
 Mild steel -6mm, 10mm
 Tor steel -10mm, 12mm, 16mm, 20mm, 25mm, 32mm

2.2.3.3.2 Bar Notations

5 T 10 - 06 - 150 T

Bar Location
Bar Spacing
Bar Mark

Bar Diameter

Bar Type “T” or “R”

Number of Bars

Table No: 2.2.5 Bar Notations

T – Top Reinforcement
B – Bottom Reinforcement

2.2.3.3.3 Weight of Tor Steel

1m tor steel weight was calculated approximately by the equation below.
Weight = (diameter) ² / 162.162

W = D2 /162.162

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 D - Diameter is in- mm
W - Weight is in- kg/m

Type of bar 1m Weight of Bar (kg)

T6 0.222
T10 0.617
T12 0.888
T16 1.579
T20 2.467
T25 3.854
T32 6.315

Table No: 2.2.6 Reinforcement Specification

CENTRAL ENGINEERING CONSULTANCY BUREAU

REINFORCEMENT BAR SCHEDULE
Project :-
Dayata Kirula 2014 Date :-06.10.2016
Site :- Sathi Pola at Puttalam Sheet No :- 01
BAR NO OF NO OF TOTA BAR TOTAL
TYPE & SIZE SHAPE & BENDING
DISCRIPTION MAR MEMBE BARS L NO LENGTH LENGTH
IN mm DIMENSIONS
K RS IN OF IN mm IN m
FOOTING

C1 T 10 12 44 528 1400 739.2 1400 200

C2 T 10 48 44 2112 1100 2323.2 1400 200

COLUMN
200
C1 T 16 12 4 48 3825 183.6 950 2250 450
200
C2 T 16 48 4 192 3325 638.4 950 1725 450
50
C1 R 6 12 16 192 1700 326.4
400 400
50
C2 R 6 48 13 624 1700 1060.8
400 400

T20 T16 T12 T10 T8 R6

TOTAL LENGTH IN METERS 822 3062.40 1933.20
UNIT WEIGHT IN Kg 2.469 1.580 0.89 0.62 0.395 0.222
TOTAL WEIGHT IN Kg 0.00 1298.76 0.00 1898.69 0.00 429.17
TOTAL WEIGHT OF TOR STEEL 3197.45 Kg
TOTAL WEIGHT OF MILD STEEL 429.17 Kg

Table No: 2.2.7 Bar Schedule

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 Figure No : 2.2.1 Construction of walls.

2.2.3.3.4 Floor Finishes

 Tiling

Tiling is the most common floor finishing way in today. Using Drawings I had to
get measurements for tiling. Commonly tiling is done on the concrete floor and cement ,sand
bend will do before apply tile. Tiles are bond to floor using tile adhesive. Tile grout is use for
filling gaps between tiles. There are different types of tiles and different patterns.

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2.3 TENDER DOCUMENTS

2.3.1 TENDERING

This is the procedure which is done to select most suitable contractor to particular projects.the
blank BOQ wassent to contractors . sontractors will price the BOQ with their own pricing
stratagies including their profit margins and overheads.

During my training period, I got experiences about Fiiling the tender document.

2.3.2 STANDARD BIDDING DOCUMENTS

Bid document issued by ICTAD. There are four type of standard bidding document which can
be use for different capacity of contract.

01. Standard Bidding Document for medium contracts – ICTAD /SBD / 01

Recommended for use on construction contract between Rs. 10 million and Rs. 100
million.

02. Standard Bidding Document for major contracts – ICTAD /SBD / 02

Recommended for use on construction contract over Rs. 100 million.

03. Standard Bidding Document for minor contracts – ICTAD /SBD / 03

Recommended for use on construction contracts up to Rs. 10 million

04. Standers Bidding document for design & build contract.- ICTAD / SBD / 04
Recommended for use on contracts were the contractor is responsible for the design and
construction of the work on specified approvals from the employer.

Followings are the content of ICTAD / SBD/ 01 document,

1. Invitation for bids (IFB)
2. Instruction to bidders
3. Standard forms- contract

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 4. Condition of contract
5. Form of bid and qualification information
6. Bidding data and contract data
7. Specifications
8. Bills of quantities
9. Drawings
10. Standard forms for bids
11. Check list for bidders

Some of content are described below,

01. invitation for bids -

Following important informations are given in this,

 Brief details of the project and the estimated cost.
 Name of the bidding procedure.
 Eligibility criteria of bidders.
 Place and time for collection of bidds.
 Bid closing and opening time and date
 Bid security details.
 Pre bid meeting date , time and venue. Etc…

02. Instruction to bidders

In this section following are provided for the use of bidders.

 General information relevant to the bid.

 Details about bid document.
 Instruction relevant to the preparation of bid.
 Details relevant to submission of bidds.

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  Bid opening and evaluation details
 Details relevant to award of contract.

03. Standard forms – Contract

The standard forms that can be use after the award of contract are given in this section.

 Letter of acceptance
 Agreement
 Performance security
 Advance payment security
 Retention money guarantee

04. Form of bid and qualification information

 Form of bid
This is the document where the bidder confirms their willingness to carry out
the work according to the condition of contract, specifications, drawings, Bills
of quantities and other addenda given in the contract document at their cost
given in the form.
 Qualification information
Invitations for bids are requirement for qualifying a bidder for the award of
contract. in this form the bidder has to provid all the details ralevent to their
qualifications. Some of these information’s shall be has followed.
-ICTAD registration- (Registration number, Grade, Specialty, Expiry
Date)
-Vat registration number
-Construction Program
-Legal status
-Value of work Preformed during Last 5 Or 10 years
-Qualification and experience key staff

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2.3.3 PRICING TENDER

The bidder shall fill in rates and prices for all items of the work described in the Bills of
Quantities. Items against which no rate or price is entered by the bidder will not be paid for by
the employer. The vat component shall be entered separately in the space provided in the bills
of quantities.

In our company the blank BOQ was filled by using of NCP rate book (North Central Province)
. Not only that bids were priced with preparing rate brake down in my training period I think it
is correct way for the success of bids. There for we have to be lowest substantially responsible
bidder.

If there is any minor mistake, they were corrected by the authorized officer and singned.If there
any new item which price is not in the NCP rate book they build new rates for them.

2.3.4 PROFIT MARGIN

When we pricing BOQ according to the SBD / 04 ( Design and built contract ) we prepared
new rates. we added over head and profits for this type of contracts. First the BOQ priced by
the pure rates.When the finel sum achieved , the profit margin will decided.

Pure rate – A
Decided profit margin – X%
Tender Price = A x X% + A

The profit margin decided by, getting the project or not. If we want to get the project
definite we will decrease our profit margin up to minimum level.

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2.4 CLIENT BILL
2.4.1 INTRODUCTION
Interim Payment Certificate (IPC) which is submitted to client by contractor in monthly or in
specific time period.

These payments assists in the contractor’s cash flow . The amount of these payments is entered
onto an interim payment certificate and the client must honor the certificate within the period
stipulated by the contract.

And the consultant checked that and issued the payment for work done, Measurements of work
done were jointly taken by contractor, so it easy to checked the bill, only need to check the
arithmetic errors. The components of the Client bill,

a. The value of work executed

b. 80% of invoiced value of materials
c. plant delivered to the site, but not incorporated for payment work
d. Additions or deductions which may be due ( Ex; Deduction-recovery of advance
payment, retention money)

When we send a client bill (For a building) we must attach,

-Reinforcement bar schedule (if there were)
-Measurement sheet.
-Bills of quantities (It must describe BOQ quantities, BOQ rates, BOQ
amounts, work done –current work done, previous woke done and cumulative
work done )
-Summary of whole (total) work.
-Material at site

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01. Material at site-
In a construction project we should send detains about materials at site monthly, from
contractor to client , because the material at site belongs to the client and want to know
about that by him
Sometime client send us some specifications about materials. Then should
checked those materials before sending the materials at site list , to client .When we
preparing this list we should include every countable materials such as cement, sand,
soil, Pvc pipes, Plywood sheets etc. and about 80%of material quantity should be added
to the client bill.

02.Mobilization Advance

On submission of advance payment security the contractor shall be paid the

mobilization advance equitant to the 20% of the total contract sum , Excluding
provisional sums.

Mobilization advance = (Contract sum – Provisional sums) x 20%

This advance shall be recoverd from the interim valuations on percentage (%) basis.
The advance payment should be fully recoverd when the total payment value reaches
90% of the initial contract price.

03. Retention money

10% retention money can be deducted from each and every interim valuations. But
when the 10% retention Exceed by 5% of the initial contract price there after
deductions for retention shall be limited to that 5% of initial contract price.

 Normal retention – Total work done x 10 %

 Limited retention – Initial Contract sum x 5 %

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After the issue of completion certificate by the engineer 50% of retention money shall be
released to the contractor. If the contractor shall submit the retention money security balance
50% of retention shall be paid to the contractor.

2.4.2 COSTING AND RATE ANALYZING

During my training period I had chance to prepare rates for concrete work, excavation etc.I got
details about labour and materials form supervisors and procurement unit. I prepared the unit
rates , using BSR (Building Schedule Rates). The rates are depend on material, labour and
plants.

2.4.3 EXTENSION OF TIME

Many construction contracts allow the construction period to be extended where there are
delays that are not the contractors fault is described as an extension of time . The contractor
gives written notice to the contract administrator accepts that the delay was caused by a
relevant event, then the grant an extension of time and completion date is adjusted.

2.4.4 Variation
A variation is an aiteration to the scope of wors in the form an addition ,substtitution or
ommision from the original scope of works. Almost all construction projects vary from the
original design, scope and definition. Whether small or lage , construction projects will have
inevitably depart from the original tenter design, specifications and drawings prepared by the
design team.

Variation may include,

 Alteration to the desing

 Alteration to the Quantities
 Alteration to the quality
 Alteration to working conditions

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 Valuation of variation often based on the rates and prices provided by the contractor their
tender.Rates are decited by quantity serveyor to get good profit using this opportunity.

2.4.4 EXAMPLE FOR A CLIENT BILL (Road Bill).

When we preparing the client bill following steps are followed

01. Taking off Quantities

In road when we preparing the bill we us cross sections

1. Asphalt supplying and laying

2. ABC Work (Dense Graded Aggregate Base Course)
3. Sub base and shoulder Work
4. Prime coat Work
5. Tack coat Work
6. Transport of Asphalt Concrete (Bulk)
7. Transport of materials in bulk (gravel/Soil/Aggregate/Rubble) and unloading.
8. Transport of emulsion

2. Preparing the Quantity Sheet

3. Preparing the Measurement Sheets.

4. Preparing the Bill Sheet.

5 Preparation of Summary Sheet

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Figure.No:2.2.2.Interim Payment Certificate

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PAYMENT CERTIFICATE Invoice No - CB/DGM (EPC-SP/M&V)/D 1316-02/007
CERTIFICATE NO : INTERIM BILL 07 DATE : 2016.11.30
NAME OF THE CONTRACT: PROVINCIAL ROAD CARPETING PROJECT 2011 -ANURADHAPURA
AWUKANA TOWN TO WALASWEWA VILLAGE THROUGH NAAGAMA .
EMPLOYER : MINISTRY OF ECONOMIC DEVELOPMENT
CONTRACTOR : CENTRAL ENGINEERING CONSULTANCY BUREAU
CONSULTANT : ROAD DEVELOPMENT AUTHORITY
INITIAL CONTRACT VALUE
: RS. 92,549,071.44 (WITH OUT TAXES)
ADVANCE PAYMENT : RS. 18,509,814.29 (WITH OUT TAXES)
COMMENCEMENT DATE: 24/06/2011 COMPLETION DATE : Not Clearly stated
VAT REGISTRATION NO : 409000100-7000
1.0 TOTAL VALUE OF WORK EXECUTED UP TO 08-08-2014
Rs - 59,702,904.61
1.1 Day Works Rs -
1.2 Variation Rs - 1,574,886.88
Total Value of Work Done (A) Rs - 61,277,791.49
2.0 ADDITIONS
2.1 Materials at Site 80% Rs -
Total Value of Addition (B) Rs - 0.00
3.0 DEDUCTION
3.1 Retention 5% for Initial Contract Value Rs 4,627,453.57
3.2 Recovery of Advance Payment Rs 13,617,287.00
(90% of Mob.Advance)
3.3 Liquidated Damages Rs
3.4 Less any other Charges (for bitumen) Rs
Total Value of Deduction (C) Rs - 18,244,740.57
4.0 PRICE ESCALATION (D) Rs -
5.0 ANY OTHER CLAIMS (E) Rs -
6.0 CONTRACTOR DUE NET AMOUNT (A+B+C+D+E) Rs - 43,033,050.92
7.0 TOTAL PREVIOUSLY CERTIFIED (Without taxes) Rs - 40,928,086.16
8.0 NET AMOUNT DUE Rs - 2,104,964.76
9.0 ADD VAT
4.9.11Vat On Net Amount Due ( 12% ) Rs 315,744.71
TOTAL AMOUNT INCLUDING V.A.T Rs 2,420,709.48

I recommended that sum of Rupees Two Million Four Hundred Twenty Thousand Seven Hundred Nine and cents Forty
Eight only

…………………………… ……………………………… …………………………

Prepared by Certified by Approved by
Civil Engineer Project Manager Deputy General Manager
(EPC-SP/M&V)
Attachment:
Contractor tax invoice ,Summary of payment, Bill sheets,Measurment sheet, Rate breakdown & analysis and other
supporting documents.

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