Design Sequence

Our Scope of Works For Design Documentation Covers: - New Homes & Extensions, Specialty Homes, Commercial &
Industrial Buildings, Villa Units & Community Title Developments, Calling Tenders, Contract Administration, Town
Planning, and Confering with Building Consultants.

The design sequence can be broken up into five (5) stages as listed below. The minimum contract is for the first
three stages (Stage 1, 2 & 3 as shown). However Glen is licensed to provide you with the final two contract
administration stages if you require (Stages 4 & 5).

PROJECT DESIGN AND INTENT DRAWINGS

1) Initial Stage
Place Designs begins with a client meeting to establish the client's brief and contract arrangements.

2) Design Stage
A site visit and extensive analysis of the site is carried out for environmental factors such as: topography,
environment, orientation, wind direction, access and drainage to name a few.

Various Searches are carried out to establish: - Wind Category, Sewer Lines, Storm Water, Power, Telephones, etc.
Copies of Registered Survey Plan, Title Search, Site Levels or Contours and Soil Investigation reports are obtained.
The project is checked to ensure it meets Town Planning policies.

Clients are provided with preliminary schematic concept designs. The concept designs are altered up to two times
before a variation is incurred and the client is satisfied.

3) Intent Drawing Stage

Glen works with your consultants to provide final intent (working) drawings for tender purposes, building approval
and construction.

Place Designs can also complete the engineering drawings under the engineer's supervision and certification. This
reduces structural engineering time costs and ensures accurate and intended design continuity.

Place Designs is well known and respected in the building industry and displays great aptitude and ability in their
designs. They exhibit great care and attention to detail in the design documentation that satisfies all users of their
work.

The intent (working) drawings are the end product of the thought and practicality that goes into your project. A
typical set of our working drawings consist of 20 to 25 A3 drawing sheets and are as follows:

 Cover Sheet:- Showing the project title, schedule of drawings and consultants.
 Specification Sheets:- Covering general requirements for the project.
 Site Plan:- Includes site and roof water drainage, setout plan, spot levels or contours as required.
 Floor Plan:- Showing the layout of building and dimensions
 Elevations:- Showing a view of each side of the home.
 Cross Section:- At least one section is provided. However, in some complex projects up to 8 sections have
been provided for clarity.
 Slab and Footing Plan:- Showing the engineered footing layout, step downs, reinforcement and concrete
strength, etc. all to satisfy BSA subsidence policy.
 Bracing Plan:- Showing the requirement to resist the wind loads, bracing amount, location and type,
including tie-down.
 Footing Details:- Engineered footing details to suit the soil profile and building type all to satisfy BSA
subsidence policy.
 Termite Protection:- Details showing methods for protecting the home from termites.
 Wall Construction Details:- Showing the construction methods and material sizes, stress grades, species,
durability, etc.
 Roof Connection Details:- Approved tie-down methods for the project with the tie-down values.
 Bracing Details:- Selected bracing materials and fixing requirements.
 Indicative Schematic House Drainage Layout Plan:- Typical schematic discharge pipe and house drainage
layout to suit the project.
 House Electrical Plan:- Blank plan for design by the client.
 Floor Covering Plan:- Blank plan for design by the client.
 Engineering Certification:- Certification for footing and slab design and overview of engineering portion of
working drawings.
 Registered Survey Plan:- Copy of registration plan for the site.
 Soil Investigation Report:- Copy of soil investigation report from an approved soil tester.
 Roof Framing Details:- Supplied by selected truss manufacturer or framing details as applicable.
CONTRACT ADMINISTRATION
4) Tender Stage
On completion of the intent (working) drawings suitable builders are selected and tenders called. Selected Tenderers,
about 3 or 4 builders, are invited to tender.

Tenders are assessed to ensure they are conforming tenders and a principal contractor selected to complete the
project. A contract is then entered into with the selected principal contractor. The contractor proceeds to obtain
building approval through a private certifier. The private certifier should be of your choice. On obtaining approval,
building work may commence on site.

For commercial work it is prudent to engage the certifier at the preliminary design stage so he/she becomes part of
the design team.

5) Contract Stage
During the construction stage Glen can help you in providing an additional service by carrying out contract
administration for you. This service may provide you with additional peace of mind during this sometimes emotional
and stressful time.
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Steps for Invitation to tender

1. Preparation Meeting
A tender evaluation committee must be established by the Chief Executive prior to the tender
preparation meeting. The committee should consist of an odd number of participants, ideally a
minimum of three and a suggested composition of the committee could be as follows;
1. Logistics Manager or equivalent
2. Technical Representative (specifically related to the items being procured)
3. Finance Department Representative

As with Purchase Committees, tender evaluation committee members should be regularly rotated
(preferably every two months) and training should be provided to ensure that members are fully
aware of their roles and responsibilities.
Also; as with PC’s, when procuring on behalf of partners, a representative from the partner
organisation should be invited to participate as a member of the tender committee. Likewise, the
participation of beneficiaries on tender committees should also be considered and actively
encouraged where appropriate to improve the level of accountability in the process.
The choice of participants in the tender evaluation committee should ensure that impartiality is
respected. A Declaration of Impartiality and Confidentiality (See appendix 07) must be signed by
every member of the tender evaluation committee during the preparatory meeting.
Once the committee is formed, individual roles and responsibilities should be assigned. A
chairperson should be appointed along with a Secretary (Usually the Logistics Manager) who is
made responsible for completing all tender forms and documentation.
The core reason for this meeting is to ensure that all participants of the committee are fully aware
of the following issues;

 The materials or services requested in the tender.

 The tender process to be followed. (A copy of this document should be made available to all
participants prior to the preparation meeting)
 The process for evaluation of quotations and samples.
The Chairperson should allocate the responsibility of creating the tender advertisement and tender
dossier to whomever on the committee is the most appropriate for this piece of work. However this
is usually the Logistics Manager.
A means of receipt of tender bids and samples (if applicable) should be agreed at this stage. Secure
holding places should be established such as a safe or secure sealed box for the tender bids and a
secure room for any samples received. The minutes of the preparation meeting should be recorded
and signed by all members of the tender evaluation committee.

2. Preparation of the Tender Advertisement and Tender Dossier

The tender advertisement should be prepared based on the sample provided in Appendix 08. It
should be kept as short as possible, although ensuring that no essential information has been
omitted.
The tender dossier should firstly comprise of a Letter of Invitation to Tender as per Appendix 09.
This document acts as a cover page to the tender dossier and confirms to any interested parties
what is included in the dossier and what documents and information they must submit along with
their bid.
A template for the main content of the tender dossier is included in the following appendices;
Appendix 10 Instructions to Tenders
Appendix 11 Terms and Conditions
Appendix 12 Tenderers Relevant Experience
Appendix 13 Tenderers Declaration
Appendix 14 Price Schedule
It is vitally important at this stage to have the exact specifications of the required materials. If
specifications change during the course of the tender, this may necessitate cancelling the tender and
starting over. As tendering can be a lengthy process, it is generally far from ideal to cancel and re-
start for both LNGO and any bidders to the original tender. If the tender evaluation committee is
unsure what specification of material it requires, it may be worth collecting samples at this stage,
agreeing on a minimum specification, and tendering for this minimum standard.
If the tender consists of a number of different commodity types, it may be worth considering
splitting the tender into a number of ‘lots’ thereby allowing tenderers to bid for one or more items.
Retaining an entire order of different types of materials in a single ‘lot’, may discourage certain
bidders from responding to the tender, as they may be unable to offer all items requested.
Bidders may all be asked to submit a Tender / Bid Guarantee with a value of 5% of their bid in
shape of a demand draft / call deposit or pay order favouring LNGO. This ensures that the bidder is
serious and will not back off from the price and delivery schedule.
Splitting material requirements into different contracts in an attempt to go below the required
thresholds and therefore simplify the necessary procedures for either a local or international tender
is not permitted.
Once the designated person(s) has completed both the tender advertisement and tender dossier,
the tender committee should again meet to agree the content of both the advertisement and the
tender dossier.

3. Tender Advertising
Once both the tender advertisement and the tender dossier have been completed and their content
agreed by the tender evaluation committee, an estimated tender value should be calculated so that
the correct process is followed. How the tender is advertised will depend on whether a local or
international procedure is being applied. It is important to acknowledge the donor in the tender
advertisement.
Open Local Invitation to Tender
A Local Tender is one which is advertised in Pakistan. As a bare minimum the tender advertisement
must be published in at least two national daily newspapers (One in English and One in Urdu) Proof
of advertising in shape of the original newspaper advertisement must be held in the tender file for
future audit purposes.
Open International Invitation to Tender
For all international tenders, the advertisement should, as a minimum, appear on
the www.LNGO.netwebsite, two national dailies (one in English and one in Urdu) and in an
international journal / newspaper like for example “The Daily Guardian” in the UK.
The tender advertisement should include a tender reference number and this number should be
used on every document and form for the remainder of the process. The tender advert should
contain a statement concerning the LNGO’s right to accept or reject any tender bids prior to the
award of contract and to annul the bidding process and reject all bids at any time. Where the
interest of the organisation so requires, all bids may be rejected and new ones solicited based on
the same or revised specifications. Rejection of all bids is justified when an insufficient number of
acceptable bids are received, when there is a lack of effective competition, or the costs exceed
budget limits. The minimum number of acceptable bids in both a local and international tender is 3.
If only 1 or 2 tender bids have been received and reasonable justification exists to proceed with the
tender process, a waiver is required from the donor.
4. Receipt of Offers
Tender offers must be submitted in sealed envelopes, marked “not to be opened before
<designated closing date/time>” and should bear the tender reference specified in the tender
advert and tender dossier on the outside of the envelope for identification purposes. Interested
parties should be given a minimum of 2 weeks to respond from the date of posting the tender
advertisement.
The closing date and time should be the same as the bid opening date and time; however a delay
up to 30 minutes in the bid closing time and that of the bid opening is acceptable. 
All bids received must be signed by the receiver. A Tender Receipt Book should be held at reception
(or in the receiving location) in which signatures are recorded. A copy of the receipt should be given
to the deliverer with a duplicate remaining in the book.
Once received, the date and time should be written on the outside of the envelope. Each bid should
also be numbered sequentially based on the order in which they have been received. All bids should
then be placed in a secure ‘Tender Box/Safe’. Any samples received should be placed in a pre-
agreed secure place with a person appointed by the Executive Director given sole access.
Samples should be clearly marked with the number corresponding to the number of that particular
bid.
Once the tender date and time arrives, the tender box should be closed and any bids delivered after
this time should not be accepted. If however bids are delivered by mail or by courier, these should
be entered into the receipt book with the date and time of receipt, and sent back to the tenderer
with a note stating that the bid has been disqualified as it was revived during or after the tender
opening session.  A copy of this letter should also be placed in the tender file. Bids which are
submitted in unsealed envelopes must also be disqualified.
Under no circumstances should an offer be opened, reviewed or examined, nor should it be defaced
in any way, prior to the official opening session.
5. Tender Opening Session
Tender bidders should be invited to attend the tender opening session. During the tender opening
session, all tender bids are removed from the ‘secure tender box/safe’. Any tenders received after
the deadline but before the tender opening session can be accepted into the next stage of tender
evaluation. The date that each bid was received should be announced during the opening session
and any late bids declared as ineligible. Suppliers who provided bids after the deadline/tender
opening session should be sent a letter on LNGO headed paper explaining their exclusion from the
process and the reason(s) for this exclusion.  Tenders received in unsealed envelopes should be
treated in the same way.
As a bare minimum the following information may be loudly announced in the tender opening
session;
-    Bidder’s Company / organisation name
-    Quoted rates
-    Delivery time
-    Bid security attached or not
The above information should be shown over a multimedia (if possible) or on a white board.

One all the bids have been announced a print out of the quote evaluation sheet (Appendix 3) with
the information mentioned above. Also take the signatures of all the bidders present on the occasion
on an attendance sheet.

A copy of the quote evaluation sheet should also be given to all the bidders present on the occasion.

6. Tender Evaluation
The purpose of evaluation and comparison of offers is to determine which vendor has the lowest
price for acceptable specifications and conditions of supply. In determining whether an offer is
acceptable, non-price factors are also taken into account such as delivery time/terms, payment
terms and technical compliance to the required specification.

The tender evaluation committee must start from the bidder who has quoted the lowest price and
gradually work their way up. The best way to accomplish this is to evaluate the 3 lowest bids in the
first lot. The committee should check the samples, credentials, references, previous experience, and
financial strength of the bidders and then come up with a written evaluation report. Should the
committee be unable to find a suitable bidder, they should move on to the next lot of 3 best bids
based on their quoted price. When rejecting any bid, the reasons must be documented in the
evaluation report.  

Once the committee has reached to conclusion, it should endeavour to make the physical verification
of the existence and capacity of the bidder. The committee should visit the premises / office of the
bidder and evaluate the bidder using the Supplier Assessment Sheet (See Appendix 17).  

The committee while making the recommendation must keep in mind that only fully technically
compliant bids are to be considered. For example if an iron buckets of 20 litres capacity and weight
of 2 kgs was required and advertised then only bids which are compliant with this requirement are
to be considered and at no point can the committee decide to change the specifications of
commodities required and advertised and make the decision based on price alone.

All information pertaining to offers must be treated as highly confidential and must not under any
circumstances be disclosed to other bidders or to any persons outside of the tender evaluation
committee.

The evaluation committee recommends rather than approves the process and the evaluation report
must therefore be approved by the person who gave final approval for the Supplies Request, before
progressing to contract stage.

Clarification of information in tender bids

If clarification is required in relation to any of the bids received, this can be sought in writing from
the tenderer. All correspondence either from or to LNGO in this regard should be kept in the tender
file. Tenderers should be allowed 5 days to respond to any request for clarification and responses
not received within this timeframe should be disqualified from the process. The committee may
however deem that an extension to this period be appropriate in certain circumstances however the
same time period must be allowed to all bidders. No one tender committee member should at any
point make direct contact with a tenderer. All contact should be agreed by the tender evaluation
committee, made in writing and copies kept in the tender file.

7. Finalise Tender Process

Once the tender winner has been selected through the evaluation process as outlined above, all
participants in the tender should be advised as to whether their bid has been either successful or
unsuccessful.

The successful tenderer should be awarded the contract as per the sample draft supplies contract
provided in appendix 05. The relevant information to the tender such as supply/service
specifications and prices should be included in the contract before signing. Three copies of the
contract should be printed. The tenderer receives one signed copy; the LNGO Finance department
should receive a further copy so that the payment schedule outlined can be adhered to and the
LNGO Logistics department should receive the final copy, to be filed in the tender file.
All unsuccessful tenderers should receive a letter thanking them for their participation in the tender
process and confirming that they have been unsuccessful on this occasion (See Appendix
15). In addition, all samples should at this stage of the process be returned to the unsuccessful
bidders. The sample provided by the successful bidder can later be used to ensure that materials
provided during the course of the contract comply with materials offered.

Post Tender Notice

For all international tenders, once a tender has been awarded to a supplier or service provider, the
successful company will be listed on the www.LNGO.net website as the tender winner.  It is
important to acknowledge the donor in the tender notice.

Post Tender Review

A post tender review should be carried out by the tender evaluation committee once the process is
completed. The purpose of such an action is to provide learning for any further tenders which may
take place. Each member of the committee should be asked to provide their thoughts on the
strengths and weaknesses of the process and offer any suggested recommendations for future
tenders. Lessons learned should be documented, held centrally by the Logistics Department and
filed accordingly.

Tender Files
All documentation in relation to the tender process should be filed together. The following list of
documents should form the basis of the file for the tender process;

•    Supplies Request

•    Derogation / Waiver request if applicable
•    Tender Advertisement and Proof of Display
•    Minutes of Preparation Meeting
•    Declarations of Impartiality and Confidentiality
•    Invitation to Tender Letter and Tender Dossier
•    All Tender Bids
•    Tender Opening Report
•    Copies of any Direct Contact made with Suppliers by the Evaluation Committee
•    Clarification received from tenderers
•    Final Evaluation Report
•    Copies of Letters to Unsuccessful Tenderers
•    Contract
•    Goods Received Note
•    Invoice
•    Payment Request Form

Additional Requirements
If after the completion of a tender process, an additional requirement for supplies or services
identical to those previously tendered for is identified, a repeat order could be given on the same
terms and conditions as agreed in the original contract; however it must be kept in mind that the
value of the re-peat orders should not exceed 15% of the original order. Donor guidelines must
however be respected in this regard. See Appendix 16 – Tender Guidelines and Procedures Checklist
 While architects are largely responsible for the design side of a building project, it’s the quantity surveyors
who ensure that everything sticks to budget. From negotiating with contractors to costing up highly engineered
features such as basement extensions, their role is crucial in cost-saving, no matter how small the project.
Brendan Hennessey, founder of Brendan Hennessy Associates (BHA), who has worked as a construction cost
and project manager on many esteemed UK homes and commercial developments, explains his vital role in a
building’s success.
In a nutshell, what does a quantity surveyor (QS) do?
The role of a quantity surveyor is to provide advice to the client and the designers on the cost and procurement
of construction projects. The role can be broadly divided into three distinct parts, each linked to a significant
stage in the construction process:

1. During the design process, the QS, through a series of cost estimates, will assist the client and
designers in setting a realistic and structured budget for construction works. This helps designers to design
within budget and allows potential overspends to be noticed early enough for savings to be made.
2. The QS will manage the procurement and tendering process and his input is aimed at obtaining clear
and unqualified prices from tenderers so qualifications and exclusions from the tenders are dealt with.
3. During the construction process, the QS deals with the contractor over cost matters and aims to obtain
fair agreement to the cost of changes. The QS also agrees the final costs with the contractor.

Main steps in the tender process

Each year, federal, state and local governments invite the private sector to submit
competitive bids for the supply of goods and services. Government tender requests
attract small, medium and large businesses across a wide range of sectors - from office
supplies to major construction projects.

Tender processes in the government sector share many common elements. What
follows is an overview of the main steps you should take to prepare a competitive
tender.

Register your interest

Follow the instructions in the tender document to register your interest with the
purchasing agency. This important step will help keep you up to date on any tender
information sessions.

Attend tender information sessions

If you registered through a tender website, monitor the website for updates about the
tender.

Attend any tender information sessions offered. These are valuable opportunities to ask
questions and make contact with the agency. They may also give you a chance to meet
potential subcontractors or make contacts that could participate in a consortium.
Government agencies are also usually under no obligation to otherwise make available
copies of information, presentations, etc., that may be given at an information session.

Develop your tender response strategy

If you are bidding for a high-value tender, plan your tender carefully and consider the
requirements and resources involved. For example, ask yourself:

 How much will it cost to prepare the tender?

 What information do we need to gather?
 What resources will we need to fulfil the contract?
 Who will manage the tender project?
 How will we plan the workload, assign the work required, schedule the meetings?
 Who is our competition and what are our chances of winning?
 What is our plan for marketing our products and services and pitching our business?

Read more about analysing tender requests.

Review recent awarded contracts

If you are unclear about any requirements in the tender request, contact the tender
coordinator to seek clarification. Also, review previously awarded contracts using
the Queensland Contracts Directory. The details of recent government contracts over
$10,000 that have been awarded are listed on tender websites.

Research your buyer. What type of companies won similar tenders in the past? What
does the contracting agency look for? What can you do to match their expectations?

Write a compelling bid

Prepare your tender proposal. This includes planning, drafting and refining it.

Make sure that you use the response forms provided and answer all questions. Stick to
any word/page limits that there may be, and (as a general rule) do not go altering things
like fonts and font sizes and numbering unless expressly permitted.

Be clear about your structure and propositions. Decide on several key propositions you
can use to set your tender apart from others. Review the evaluation criteria to gain a
better understanding of what things the government agency is particularly looking for
and will be evaluating your offer against. If you are not a strong writer, think about
engaging a professional (a range of businesses offer tender writing services).
Understand the payment terms
When putting together your tender, make sure you are aware of the payment schedule
specified. Government payment schedules will vary from agency to agency and
procurement to procurement.

You may not get paid as soon as the job is finished or goods are delivered. If you
require payment different to that specified, you should detail this in your offer.

Find referees
Find referees who know your business and can attest to your work.

Give your referees clear information about the tender request so they know what points
to emphasise in their reference. If you have previously supplied goods or services to a
government agency, ask them for a reference.

Check and submit your bid

Make sure you check your proposal carefully before submitting it. Use a checklist to
make sure your bid meets all the requirements (some tenders will include a checklist
that you can also use).

Present your bid

Tender panels responsible for high-value contracts may request a formal presentation
from bidders. If you need to present your offer to an evaluation panel, stay focused on
the key messages in your proposal. Most importantly, prepare. Plan your presentation
carefully, rehearse and, if you don't feel you're a strong presenter, get some coaching in
presentation skills.

Request a debriefing
You should always request a debriefing on the tender after the process, especially if
your bid is unsuccessful. Feedback from the evaluation panel can be extremely useful in
understanding how your offering can be improved and can assist you in preparing for
your next tender. Look for ways to improve your next bid.

Note: Debriefing sessions are not an opportunity to raise complaints; use the
established complaints process instead. You should also not discuss any other
supplier's offer.

Address concerns and complaints

If you have concerns or complaints about the tender process, raise these issues with
the agency concerned. Communicate your issues reasonably and professionally.

Queensland Government Procurement will help facilitate the matter if you wish to take it
further. You can also request an external review by contacting the Queensland
Ombudsman.

The Role Of A Quantity Surveyors

Quantity Surveyors are also widely known as construction economist or cost manager. They are
known as one of the professional advisers to the construction industry. As an advisory, Quantity
Surveyors estimate and monitor all construction cost thought the whole development process which
is shown as below:-
In each phase there consists of many stages. Quantity Surveyors are also involve with tax
depreciation schedules, replacement cost estimation for insurance purposes and if necessary
intervention and negotiation. Quantity Surveyors are mostly employed as consultants to the clients
on major building and construction projects. In the development process Quantity Surveyors tend to
work closely together with architects, projects owner, accountants, insurance underwriters, lawyers
and judges and also with all levels of government authorities.
These are the stages in each phase:-
However, the Quantity Surveyors mainly involved themselves from the feasibility stage of a project to
the completion of the construction period.

Inception Phase
During the inception phase, client's instructions are given to Quantity Surveyors. Also, Quantity
Surveyors will advise the client on the need to obtain statutory approvals and of the duties of the
client under the CDM regulations. After they received information about the shop lots from the client,
then they will visit the shop lots and carry out an initial appraisal.

Appraisal
The appraisal stage is the first stage in the development process which involves both identifying the
client's requirements and the possible constraints on development. Studies will be undertaken to
enable a client to decide on whether to proceed and if so which procurement route should be
selected, on the basis of the outcomes required. In the other words, Quantity Surveyors will carry out
studies to determine the feasibility of the Client's requirement.

Strategic Briefing
The strategic briefing stage, which is done by or on behalf of the client, identifies the key
requirements and constraints involved. It identifies the procedures, organizational structure and the
type and range of consultants to be used. It is important during this early part of the process to
consider a range of issues that are going to determine whether the project has any chance of
coming to fruition.

Feasibility and Viability

At feasibility stage, Quantity Surveyors use their knowledge of construction methods and costs to
advise the owner on the most economical way of achieving his or her requirements. They may use
techniques such as Cost Planning, Estimating, Cost Analysis, Cost-in-use Studies and Value
Management to establish and control a project budget. Accurately determining the construction cost
at project inception is the key to setting an achievable budget and assessing project feasibility. This
is available for any proposed development including subdivision, construction, refurbishment or
maintenance concept.

Construction Phase
During construction phase, Quantity Surveyors are called on to fairly value "Progress Payments" at
regular intervals. They will also value changes to design or quantities which may arise by reference
to appropriate Bill of Quantities rates. The contractor's Quantity Surveyor/contract administrator will
have prepared claims for progress payments and additional work.

Mobilisation
Mobilisation is the award of the building contract to the successful firm and the formal appointment of
the contractor. During mobilisation, Quantity Surveyors provide production information as requested
for the building contract and for construction of the shop lots.

Construction to Practical Completion

Construction to Practical Completion is the stage when the contractor commences the work on the
shop lots. Throughout this stage, formal written instruction order are given to the contractor for
changes in the design and valuation of the partially completed works are prepared and agreed for
the purpose of interim payment certificates. Quantity Surveyors will make visits to the works in
connection with the Architect's design and provide further information reasonable required for
construction. Upon completion, the formal signing over the project to the responsibilities of the client
is made. Assessment, preparation and negotiation of the final account statement with the contractor,
completes the project's construction financial status.
When construction is completed, Quantity Surveyors can produce depreciation schedules of the
various project components and advise on realistic insurance replacement costs. In the case of
construction disputes the Quantity Surveyors are often called on as an expert witness, and some
quantity surveyors act as arbitrators. Both the contractor's and owner's quantity surveyors will be
involved in this.
Finally, on completion the contractors hand over the building to the developer. Usually a 'defects
liability period' is written into the contract, and the contractor remains liable for repairs for a specified
period. Finally, all outstanding payments will be settled and the building will be, hopefully, put into its
intended use.
Occupation Phase
After Practical Completion
After Practical Completion is one of the stages during occupation phase. One of the main tasks of
Quantity Surveyors is to ensure that the project can be completed to the specified quality, the
calculated costs and within the appreciate time scale. Besides that, they have to identify defects,
make final inspections and also settle Final Account.

Demolition Phase
Demolition phase is the final stage in a project's life cycle. It may also a possible new beginning of
the life cycle on the same site. In addition to new projects, Quantity Surveyor s also uses their skills
in refurbishment of old buildings, alterations to existing buildings and insurance replacement
estimates. In public authorities Quantity Surveyors maintain cost statistics on a state or nation-wide
basis, and there are opportunities for academic careers in the building disciplines.

Design Phase
When this shop lots project approaches design phase, Quantity Surveyors involve themselves a lot
in this phase. Outline proposals, detailed proposals, final proposals, production information, tender
documentation and tender action are the stages in design phase.

Outline Proposals
As this stage progresses towards finalized plan, comparison and preparation of several alternative
schemes are done in order to determine the general approach to the layout, design, and
construction. Quantity Surveyors have to closely collaborate with all the members of the design team
and the clients. An approximation of construction cost on shop lots is provided by Quantity
Surveyors. Therefore, the Quantity Surveyors must maintain close contact with contractor as well as
other professionals such as Architects and Engineers in order to determine the cost suggestion of
the alternative proposals as they are prepared.

Detailed Proposals
At this stage, the shop lots design is getting more settled with more details which are contributed by
all members of design teams. This detailed proposal is derived from the outline proposal. The
specification, method of construction, and the preparation of a cost plan are critically examined. The
cost plan prepared by the Quantity Surveyors shows the proposed distribution of costs over the
elements or components of the shop lots. All the relevant design information such as ground floor
plan, roof floor plan and ground beam details of the shop lots is collected. A detailed report regarding
the design and the cost plan can be submitted to the clients before the detailed proposal is
developed. The cost estimation, including both initial and future cost, of the shop lots is provided by
the Quantity Surveyors.

Final Proposals
The detailed design of shop lots is finalized at this stage in order to move to the end of a set of final
tender documentation. A variety of ideas from the members of design teams contribute greatly to
final outcome. A fully estimation of cost on shop lots is prepared by Quantity Surveyors to provide
clients with a possible tender price and cost checks for specific items in order to confirm that the cost
required for the items is not over budget. Providing accurate cost estimation is crucial in this stage
because there might have any changes in the design which will result in abortive work.

Production Information
Production information is prepared for tender purposes. The preparation of final drawings,
schedules, and supporting specifications on the shop lots will be now preceded by the architects,
engineers, and quantity surveyors. Preliminary tendering procedures is determined by Quantity
Surveyors during this stage in order to prepare a list of potential main contractors, enquiries to sub-
contractors and suppliers, invitation to tender, and information to tender documents.

Tender Documentation
At this stage, Quantity Surveyors play an important role to ensure that the project is carried out
smoothly. The tender documents such as condition of contracts, specification, drawings and Bills of
Quantities (BQ) are going to be finalized. These tender documents are provided by Quantity
Surveyors to contractors, clients, and sub contractors for tender purpose. Quantity Surveyors
prepare and collect the tender documents in adequate details to enable tenders to be attained. The
role of Quantity Surveyors in this shop lots project is to ensure all the drawings, schedules, and
specification particulars are correct. The BQ are designed principally as tendering documents, yet a
valuable aid is also provided to the pricing of variations and computation of valuations for interim
certificates. Besides, BQ which is prepared by Quantity Surveyors provides a good basic for cost
planning and help in identification of work to ensure the cash flow in a correct way. The Quantity
Surveyors also have to prepare the Prime Cost Sums and Provisional Sums of the shop lots. If there
has an argument between clients and contractors regarding their interest on the shop lots, the
Quantity Surveyors appear to solve this kind of conflicts.

Tender Action
The main purpose of the tender action is to choose the appropriate contractor to carry out
construction work diligently. Various methods, which the client and his adviser may use to obtain
offers, are covered in tendering procedures. The tendering procedures are divided into two parts
which are open and selected tendering. In open tendering procedure, any firm that may be
interested in this shop lots construction project is being invited through the press advertisement to
submit a tender. On the other hand, the selected qualified contractor is contacted based on the
financial background and other features in the selected tendering procedure. The Quantity
Surveyors will ask the opinion of the selected contractor. Quantity Surveyors will also recommend
the most suitable contractor to the client. The contractors who have more experiences in shop lots
construction project are the first choice to be selected. This stage typically is approached about one
month before the tender documents are circulated.

Conclusion
The existence of Quantity Surveyors are getting more and more important in the construction field
such as building construction , heavy construction or civil construction and industrial construction.
 Basically, Quantity Surveyor is the person who is responsible for figuring out just what a building is
going to be cost and in some cases for making sure that the construction costs and production are
managed as efficiently as possible such as the shop lots that in mentioned in Question 1. Shop lots
are one of the examples of the commercial development. In order to build shop lots, millions of
dollars which is depend on the client need is needed. Quantity Surveyors should be aware that the
materials price of some important materials such as cement, iron, ready mix and others will always
changes. Besides acts as the financial overseer of a particular project, Quantity Surveyors translate
the plans into detailed costs. Quantity Surveyors also help to minimize the time scales, the costs of a
project and enhance value for money, while still achieving the required standards and quality.
Through negotiation, successful Quantity Surveyors can save large amounts of money for the
companies they work for.
In the current economic climate, where the construction industry is booming and construction
companies are under increasing pressure to meet the needs of developers, and given the shortage
of personnel, it is no surprise that Quantity Surveyors have expanded their role in this way. However,
this practice must be monitored closely to prevent the integrity of the profession ever being called
into question. Besides, Quantity Surveyors also must be flexible to any kind of work conditions such
as site and office. For example, Quantity Surveyors are not only required to help the client in
calculating the costs for a projects such as shop lots, they still need to go to site to ensure that the
job had be done by the contractor according to the agreement that had be done before passing the
project to the contractor. This can avoid contractual disputes to happen.
In construction and development projects where the watch word is "VALUE FOR MONEY" , the
Quantity Surveyors must be involved from the inception phase to . Last but not least, it is a truth that
Quantity Surveyors professional skills are highly respected and often achieved top managerial
status.

Preparing the tender document

   

Tender documents are prepared and sent out to potential contractors to seek tenders (bids) at tender phase.
Typically, the tender documents will consist of all or some of the following documents:
 Cover letter
A formal letter inviting contractors to tender.  It will advise when and where their completed tender should be
returned.
 Invitation to tender
This provides guidance on how the tender documents are to be completed.
 Form of tender
A covering document prepared by the client and signed by the tendering contractor to indicate that they understand
the tender, accept the various terms and conditions of the contract, and other requirements of participating in the
tender exercise.
 Terms and conditions of contract
This document sets out the legal framework and the obligations of both parties signed up to the contract. Tendering
contractors must read this document in conjunction with the other tender documents.
 Bill of quantities
This document is used as the basis of submitting the tender where all prices for carrying out the work are given.  The
bill of quantities assists tendering contractors in producing an estimate of costs for their tender.  It also provides a fair
and accurate system for tendering.  Each invited contractor bids against the bill of quantities, stating their price for
each item of work.  Their priced bill of quantities constitutes their offer.  As the bill is made up of prescribed items of
work, it is possible to compare both the prices directly between each tender - this lets you make a detailed
assessment of which aspects of a tender offer good or poor best value.  The prices on the bill of quantities can also
assist with negotiations with the preferred tender at later stages in the tender exercise.
 Design drawings (general layout plan, construction drawings)
These are clear and concise detailed documents about the construction site, path construction and any other related
feature/ structure works.  They are the essential ingredients for informing contractors of exactly what is required to
complete all the work.
 Specifications
This document sets out what needs completing to set standards, including policies, procedures or guidelines.   It sets
out the performance standards and the outcomes expected.  It describes the materials and workmanship standards. 
They do not include cost, quantity, or drawn information, and so need to be read alongside the terms and conditions
of the contract, bill of quantities, and construction drawings.
 Quality requirements
A questionnaire about how the tenderer intends to provide the contracting service, including supporting evidence
demonstrating relevant experience.  This information will help evaluate the quality of the tender.
 Tender evaluation criteria
A document advising how returned tender will be evaluated against each other and the contract awarded.
 Tender return label
A simple label giving the time and date that a tender must be returned.
 Pre-construction information
A document giving relevant information about the project that might influence the health and safety of the paths
design and work.
Tendering contractors must follow the instructions and information given in each tender document provided, as failure
to do so may prevent you as the client from considering the tender properly.
Producing a tender document could appear bureaucratic for what could be seen as a small path project.  However,
time spent preparing a tender document can save time and money when the work is carried out at construction
phase.  There is also extra financial security in having a legally binding agreement with a contractor (or principal
contractor).  The contractor gets the security of knowing that there will be no surprises on a site at their cost, which
will make them more likely to price a tender competitively.  In addition, you as the client get the security of knowing
that the project will be completed on time and budget.