Estimating and Budgeting

&
Professional Practice
(Part A)
 INDEX

Content Pages

Unit - I _______________________________________________________3
Lesson 1: Approximate Methods of Costing _________________________4

Unit – II _____________________________________________________19
Lesson 2: Specifications ________________________________________20

Unit – III ____________________________________________________36

Lesson 3: Taking Out Quantities _________________________________37

Unit – IV ____________________________________________________46
Lesson 4: Tenders _____________________________________________47

Unit – V _____________________________________________________65
Lesson 5: Progress Schedules ___________________________________66

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 Unit - I

Lesson 1: Approximate Method of Costing

Estimate and estimating
Types of estimates
General principle of the approximate methods of costing
Methods of costing for interior works
Numerical pertaining to area

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 Lesson 1: Approximate Methods of Costing

Objective:
To develop an understanding of the various types of estimates – their need and role in an interior
design project.

Structure:
1.1 Introduction
1.2 Types of estimates
1.2.1 Preliminary or Approximate Estimate or Abstract Estimate
1.2.2 Plinth area estimate for building
1.2.3 Cube Rate Estimate for Building Renovation
1.2.4 Approximate Quantity Method Estimate
1.2.5 Detailed Estimate or Item Rate Estimate
1.2.6 Revised Estimate
1.2.7 Supplementary Estimate
1.2.8 Annual Repair or Maintenance Estimate
1.3 General principle of approximate method of costing
1.4 Approximate Methods of Costing For Various Interior Works
1.5 Problem 1
1.6 Problem 2

1.1 Introduction
There are two basic things involved in any construction,
namely, the quantity aspect and the quality aspect. The study
and analyses of drawings which are prepared with respect to
the design of the project governs the quantity aspect, and the
quality aspect is governed through specifications for materials
and workmanship. Thus the quantity aspect decides the
quantum of work involved in the construction and it helps in
finding out the quantities of various materials required as well
as the total labour force necessary for the construction work.
These two aspects of construction, namely, the quantity aspect
and the quality aspect, lead to form or govern the estimate of
the work. Thus estimate is a tool for planning and controlling
the construction activity of any project with respect to quality, time and finance.

An estimate of a project is, therefore, a forecast of its probable cost. It is usually

prepared before the construction is taken up. Before undertaking any work or project it is
necessary to know the probable cost which is obtained or derived by estimating. The
estimate is prepared by computing or calculating the quantities required and then

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calculating the cost at suitable rates, to get the expenditure likely to be incurred in the
construction of the work or structure.

The primary object of an estimate is to enable one to know beforehand the cost of
work. The actual cost is known only after the completion of the work from the account of
the completed work. If the estimate is prepared carefully and correctly there will not be
much difference in between the estimated cost and the actual cost. For accurate
estimating the estimator should be experienced and fully acquainted with the methods of
construction.

The estimate may be prepared approximately as a preliminary estimate by various

methods without going into details of the different items of work, to know the
approximate cost or the rough cost.

Accurate estimate is prepared in detail item wise by detailed estimate. For

detailed estimate the work is divided into different items of work, and the quantities
under each item are taken out and then an ‘abstract of estimated cost’ is prepared at
suitable rates. Provision for contingencies, 3% to 5% of the estimated cost, is made in the
estimate to cover the miscellaneous petty expenditures which do not come under any item
of work. Provision is also made in the estimate for work charged establishment at 1.55 to
2% of the estimated cost.

From the detailed estimate the quantities of various materials and labor required
may also be calculated. The estimate also gives an idea of the time required for the
completion of the work. The estimate is also required for inviting tenders and to arrange
contract and to control the expenditure during the execution.

For complete estimate of a project, beside the estimated cost of the different items
of the main work, the cost of preliminary works and surveying, cost of land including
cost of acquisition, cost of levelling and dressing of ground and the cost of other external
services are required to be provided in the estimate. Provision for supervision of
departmental charges 5% to 10% of the estimated cost is also made to get the estimated
cost of the whole project.

The process of preparing an estimate is known as estimating and it includes two items

Taking out quantities; and

Abstracting.

1.2 Types of estimates:

The following are the different types of estimate: -

1. Preliminary Estimate or Approximate or Abstract Estimate or Rough Cost

Estimate.
2. Plinth Area Estimate

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 3. Cube Rate Estimate or Cubical Content Estimate
4. Approximate Quantity Method Estimate
5. Detailed Estimate or Item Wise Estimate
6. Revised Estimate
7. Supplementary Estimate
8. Supplementary and Revised Estimate
9. Annual Repair or Maintenance Estimate (A.R. or A.M. Estimate)

1.2.1 Preliminary or Approximate Estimate or Abstract Estimate:

Preliminary or Approximate or Abstract estimate is required for preliminary
studies of various aspects of a work or project, to decide the financial position and policy
for administrative sanction by the competent administrative authority. In case of
commercial projects as Irrigation projects, Residential building project and similar
projects which earn revenue income, the probable income may be worked out, and from
the preliminary estimate the approximate cost may be known and then it may be seen
whether the investment, on the project is justified or not. For non- commercial projects or
for projects giving no direct returns, their necessity, utility, availability of money etc.,
may be considered before final decision is taken. The approximate estimate is prepared
showing separately the approximate cost of all-important items of work. The estimate is
accompanied by a brief report explaining the necessity and utility of the project and
showing how the cost of separate items has been arrived at. This is also accompanied
with a layout plan. A percentage of about 5% to 10% is added as contingencies.

The preliminary estimate may be prepared by various ways for different

renovations:

Per unit basis:

Per student for schools, per classrooms for schools, per bed for hospitals, per seat for
cinema and theatre balls, per bay for factories, barracks and dormitories, per tenement for
residential building renovations.

Approximate cost of a school building for 100 students @ Rs. 5,000/- per student
works out as Rs. 5 lakhs.

Approximate cost of a 100 bed hospital @ Rs.25,000/- per bed comes to Rs. 25
lakhs.

Approximate cost of a barrack of 10 bays (each bay of 3m and 6m wide)

@5,000/- per bay comes to Rs. 50 thousands.

Approximate cost of a two-roomed quarter may be Rs. 30,000/- a three-roomed

quarter may cost Rs. 1 lakh.

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1.2.2 Plinth area estimate for building (P. A. Estimate):
This prepared on the basis of plinth area of building, the rate being deduced from
the cost of renovation of similar building having similar specification, heights and
renovation, in the locality. Plinth area estimate is calculated by finding the plinth area of
the building and multiplying by the Plinth Area Rate. The plinth area should be
calculated for the covered area by taking external dimensions of the building at the floor
level. Courtyard and open spaces should not be included in the plinth area. Plinth area
Estimate is only approximate, and is a preliminary estimate, to know the approximate
cost before hand.

If the plan of the building renovation is not ready or available, at the beginning
just prepare a proposal, floor interior of rooms, etc. may be determined from the
requirements and 30 to 40 percent of the total area thus found may be added for walls,
circulation and waste to get the approximate total plinth area which multiplied by the
plinth area rate gives the approximate cost of the building renovation.

The approximate cost of a building renovation having plinth area of 100 sq. m. @
Rs. 900/- per sq. m. works out as Rs. 90,000/-

For storeyed building, the Plinth area Estimate is prepared for each storey
separately.

1.2.3 Cube Rate Estimate for Building Renovation:

Cube rate Estimate is a preliminary estimate or an approximate estimate, and is
prepared on the basis of the cubical contents of the building renovation the cube rate
being deduced from the renovation cost of the similar building interior having similar
specifications and construction, in the locality.

This is calculated by finding the cubical contents of the building interior, (length x
breadth x height) and multiplied by the cube rate. The length and breadth should be taken
as the external dimensions of the buildings at the floor level and the height should be
taken from the floor level to top of roof (or half way of the sloped roof). For storied
building interior the height should be taken between the floor level of one storey to top of
next – higher floor.

Cube rate estimate is most accurate as compared to the Plinth area Estimate as the
height of the interior work is also compared.

The approximate cost of a building of cubic content (volume) 400 cu. m. @ Rs.
180/- per cu. m. comes to Rs. 72,000/-

1.2.4 Approximate Quantity Method Estimate:

In this method approximate total length of walls is found in running metre and its
total length multiplied by the rate per running metre of wall gives a fairly accurate cost.
For this method the interior may be divided into two parts viz.

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 1. The structure

2. The interior

The running metre cost for structure and the interior should be calculated first and
these running metre rates should be multiplied by the total length of the walls.

To find the running metre rate for the interior, the approximate quantities of items
such as woodworks, floor finishing, tiling etc. are calculated per running metre and by
multiplying by the rates of these items the price or rate per running metre is determined.

For this method the plan or line plan of the interior should be available.

1.2.5 Detailed Estimate or Item Rate Estimate:

Detailed estimate is an accurate estimate and consists of working out the
quantities of each item of works, and working the cost. The dimensions, length, breadth
and height of each item are taken out correctly from drawing and quantities of each item
are calculated, and obstructing and billing are done.

The detailed estimate is prepared in two stages: -

1. Details of measurement and calculation of quantities-

The details of measurements of each item of work are taken out correctly from
plan and drawings and quantities under each item are computed or calculated in a tabular
form named as Details of Measurement Form as follows

Item Description or Length Breadth Height or Content or

No. particulars No. Depth Quantity

2. Abstract of Estimated Cost:

The cost of each item of work is calculated in a tabular form from the quantities
already computed and total cost is worked out in abstract of Estimate Form as shown
below

Item No. Description Quantity Unit Rate Amount

Particulars

The rates of different items of work are taken as per schedule of rates or current
workable rates or analysed rates for finished items of work. A percentage usually 3% of
the estimated cost is added to allow for work and a percentage of about 2% is provided
for work charged establishment. The grand total thus obtained gives the estimated cost of
the work.

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 The detailed estimate is usually prepared work-wise, under each sub work.

The detailed estimate is accompanied with: -

Report
General Specifications
Detailed Specifications
Drawings – Plans, elevation, Sectional elevation. Detailed drawings, Layout
plan, etc.
Calculation and Designs –
Analysis of rates, if rates are not as per schedule of rates or for the non –
scheduled items.
Detailed Estimate is prepared for technical sanction of the competent authority,
for arranging contract and for the execution of work.

1.2.6 Revised Estimate:

Revised Estimate is a detailed estimate and is required to be prepared under one
of the following circumstances:

1) When the original sanctioned estimate is exceeded or likely to exceed by

more than 5%

2) When the expenditure on a work exceeds or likely to exceed the amount of

Administrative sanction by more than 10%

3) When there are material deviation from the original proposal, even though the
cost may be met from the sanctioned amount

The revised estimate should be accompanied by a comparative statement showing

the variations of each items of work, its quantity, rate and cost under original and revised,
side by side, the excess or saving and reason for variation.

1.2.7 Supplementary Estimate

Supplementary Estimate is a detailed estimate and is prepared when additional
works are required to supplement the original works, or when further development is
required during the progress of work. This is a fresh detailed Estimate of the additional
works in addition to the original estimate.

The Abstract should show the amount of the original estimate and the total
amount including the Supplementary amount for which sanction is required.

Supplementary and Revised Estimate:

When a work is partially abandoned and the estimated cost of the remaining work
is less than 95 percent of the original work, that is less than 95 percent of the original

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sanctioned estimate, or when there are material deviations and changes in the design
which may cause substantial saving in the estimate, then the amount of the original
estimate is revised by the competent authority. A supplementary and Revised Estimate is
then prepared and fresh Technical sanction of the competent authority is obtained.

If at any time either before or during the execution of original work, it is found
that the original estimate is excessive, and then Divisional officer may sanction a revised
estimate of reduced amount. While giving such sanction the Accountant general and
other higher authorities are informed.

1.2.8 Annual Repair or Maintenance Estimate (A. R. or A. M. Estimate):

Annual Repair or Annual Maintenance Estimate is a detailed estimate and is
prepared to maintain the structure or work in proper order and safe condition. For
building; this includes white washing, colour washing, painting, minor repairs etc.
further, there may be special repair estimate, Monsoon damage repair estimate, etc.

Contingencies:
The terms „Contingencies‟ indicates incidental expenses of miscellaneous
character which cannot be classified under any distinct item sub-head, yet pertain to the
work as a whole.

In an estimate a certain amount in the form of contingencies of 3 per cent to 5 per

cent of estimated cost, is provided to allow for the expenses for miscellaneous petty items
which do not fall under any sub head of items of work. Miscellaneous incidental
expenses which cannot be classified under any sub head or item are met from the amount
provided under contingencies.

If there is any saving against the amount provided under contingencies, this
amount may be utilized with the sanction of the competent authority, to meet the
expenses of extra items of work, if any unforeseen, expenditure, expenses to minor
changes in design, etc.

1.3 General principle of approximate method of costing:

There are various methods by which approximate estimates of an interior can
be prepared. But in the general principle, they all consist of multiplying the number of
items and units in the proposed structure by the known cost of a similar item or unit in a
similar existing interior.

Thus, it is a simple process involving two operations:

Fix up the unit and count the number of such units in the proposed work.

Fix up the unit cost by studying the actual cost of similar existing structure
constructed in near past.

If it becomes necessary to change the actual unit cost due to variations in

construction costs, the same can be carried out with the help of a simple device known as

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cost index. It is a device which shows the relative changes in the cost of specific or group
of items over a certain period of time. Following is the procedure of preparing the cost
index:

The base period is selected

The critical items comprising the index are decided
Weight is assigned to each item
Periodic unit prices are collected
Index is worked out by the equation
I=S X Y
B

1.4 Approximate Methods of Costing For Various Interior Works

The approximate cost of an interior work can be found out by the use of any one
of the following five methods:

1. Service – unit method

2. Square – metre method
3. Cubic – metre method
4. Typical – bay method
5. Approximate quantities method
The methods are arranged in degree of accuracy, i.e., the first method takes the
least time and the results are very approximate while the last method takes more time
than any other method but the results are more accurate. We will now discuss all these
methods in detail.

1) Service-unit method:

The service unit method indicates the most important unit in an interior work for
e.g. in the interior work of a school building, the service unit is a class room; in a
hospital, it is bed; in a large apartment, it is tenement; in a cinema, it is seat; in a prison, it
is cell; in a stable, it is animal; in a hotel, it is room; in an office building, it is room; in a
stadium, it is seat, Then, approximate cost of an interior work = Number of service units
in the interior work x Cost of corresponding service unit in a similar existing interior
work.

For instance, suppose an interior work of a school building of 16 classrooms is to

be renovated and further let us assume that the cost of renovation of a classroom in a
similar existing school building is Rs.20, 000. Then the approximate cost of the proposed
interior work of a school building would be 16 X Rs.20, 000 or Rs. 3,20,000.

Following points are to be noted:

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 The estimates prepared by this method vary considerably according to the types of
construction and standard of finish.

The estimates prepared by this method are very approximate in nature.

The proposed interior work should resemble the existing structure practically in
all respects, so as to bring its approximate cost nearer to its true cost.

Change of price- level of different items of interior work should also be taken into
account while finding out the approximate cost of a proposed interior work.

1) By service-unit method, the approximate cost of a structure can be easily worked

out and it takes less amount of time than any other method.

2) Square – metre method:

In this method, the area of each floor in the proposed building is worked out in
square metres. Then, approximate cost of the proposed building interior = Total area of
all the floors X Cost per square metre of a similar existing interior work.

For computing floor area, measurements are taken out to out of walls and
generally no deductions are made for stairways or similar other gaps. For working out
plinth area, the projections at plinth level are excluded.

Following factors affect the approximate cost worked out by this method:

Change of price level: Naturally, if the price level has changed considerably, cost
per square metre of the existing interior should be suitably modified so as to
accommodate this change of price level.

Ceiling height: In this method, height of the floor is not taken into account.
Hence, if the height of the proposed interior work is to be more or less than the
existing one, the cost per square metre should be slightly raised or lowered
accordingly.

Type of construction: The type of construction and the standard of finish of the
proposed interior work should be nearly the same as that of the existing one. This
will bring the approximate cost of the building very near to the actual final cost.

Shape of the interior work: It is clear that interiors in square buildings will cost
less per square metre than the rectangular ones of the same area. This is due to the
fact that the square buildings have fewer perimeters of walls than that of the
rectangular buildings of the same area. For instance, suppose there are two
building interior – a square one of size 10m X10m and a rectangular one of size
20m X 5m. The areas of the two building interiors are the same, namely 100 sq.
m. But the perimeter of walls in case of square building interior will be 40 metres
while it will be 50 metres in case of rectangular building interior. Thus cost of

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 rectangular building interior will generally be more than the cost of square
building interior.

Large openings: If there are large openings in the floors, suitable adjustments
should be made in the cost per square metre.

Location of the building interior: The similar existing interior, whose cost per
square metre is to be taken to arrive at the approximate cost of the proposed
building interior, should be similarly situated to the proposed building, as it will
be absurd to compare two buildings situated far away from each other.

3) Cubic – metre method:

In this method, cost per cubic metre is used as a base for finding out the
approximate cost of the proposed building interior. Cubical contents of the proposed
building interior are worked out and then:

Approximate cost of proposed building interior = Total cubical contents of proposed

building interior X Cost per cubic meter of a similar existing interior.

Measurements of the area are taken as in case of previous method and then
this area is multiplied by the height of floor so as to get the cubical contents of the
proposed building interior. All the factors mentioned in the previous method affect the
approximate cost worked out by this method. Following few more points require further
attention:

There is no general agreement regarding the inclusion of cubical contents of open

verandahs, open porches, plazas, etc. in the total cubical contents of the proposed
building interior. Some estimators include them while others do not.

There is no general rule for measuring the height of the proposed building
interior.

Great care should be taken in fixing the cost per cubic metre for the proposed
building interior. It should be decided from the records carefully preserved for
interiors of a similar nature.

To obtain satisfactory results with the help of this method, it is absolutely

necessary to employ the same person to fix the cost per cubic metre and also to
calculate the cubical contents of the proposed building interior. If the cost per
cubic metre is decided by one person and cubical contents are calculated by
another person, the results obtained are quite likely to be wrong and misleading.

4) Typical – bay method:

This method is useful in case of interiors which have several similar bays. A bay
is a space from centre to centre of two successive columns. A typical interior bay is
selected and its total cost is worked out. Then,

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 Approximate cost of proposed interior = Number of bays in the proposed interior X
cost of one bay.

Following points are to be noted:

Necessary correction should be made for the end bays due to end walls and
also in other bays, if there is any difference in framing.

This method is useful for factories and such similar interiors.

More time is required by this method than any other previous method. But the
result obtained by this method are found to be more reliable.

5) Approximate quantities method:

In this method, various quantities are worked out with the help of many short-
cuts. For instance wall panelling are measured in linear measurements, i.e., in running
metres. The approximate quantities of items such as partitions, panelling, water proof
treatment are computed per running length and with the help of rates of these items, a
fairly accurate price per running metre is built up. This price when multiplied by the total
running measurements give the approximate cost of the building interiors required.

Following points are to be noted:

The grouping of items and fixing their approximate price depend mainly on the
experience of the estimator.

In this method, sufficient allowance should be made to compensate for the small
things that are over-looked.

Out of all the previous methods, this method gives an estimate which is very near
to the final estimate. It requires more time. But the results are quite satisfactory.

1.5 PROBLEM 1:
A person purchases a building and renovates the portion of plinth area of 100 sq. m. in
this building. The renovation cost is Rs. 28,000/- . The height of the building upto top of
floor is 3.40 m. A parapet wall of height equal to 80 cm. is constructed on the terrace.
Work out the cost per sq. m. and cu. M. of the interior.

If a similar interior of plinth area equal to 140 sq. m. is to be renovated in nearby

locality, what would be its approximate cost of construction?

SOLUTION:
Cost per sq. m. = 28000 =Rs. 280/-
100

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 For finding out the cost per cu. M., a suitable height is to be worked out. There is
no general rule for fixing this height. In this case, the height of the building is measured
between 20 cm below plinth level to centre of parapet wall.

Height of the building = 0.20 + 3.40 +.5 x 0.80 =4.00 m

Cubical contents = 100 x 4.00 = 400 cu. M.

Therefore, cost per cu m = 28000 = Rs. 70/-

400

Plinth area of the similar interior =140 sq. m.

Therefore, Cost of renovation = 140 x 280= Rs. 39200/-

Cubical contents of the similar interior =140 x 4 = 560 cu. M.

Therefore, cost of renovation = 560 x 70= Rs. 39200/-

1.6 Problem 2:
If the foundation cost upto plinth level is Rs 8000/- , work out the approximate cost of
first floor renovation of the interior with built up area as 65 sq. m.

Solution:
Foundation cost per sq. m. = 8000= Rs. 80/-
100

Cost per square metre of first floor= (280 – 80)= Rs.200/-

Therefore, approximate cost of first floor renovation= 200 x 65

= Rs. 13,000/-

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Summary:
Estimate is a tool for planning and controlling the construction activity of any project
with respect to quality, time and finance. It is usually prepared before the construction is
taken up. The primary object of an estimate is to enable one to know beforehand the cost
of work. The actual cost is known only after the completion of the work from the account
of the completed work. The estimate may be prepared approximately as a preliminary
estimate by various methods without going into details of the different items of work, to
know the approximate cost or the rough cost. Accurate estimate is prepared in detail item
wise by detailed estimate. For complete estimate of a project, beside the estimated cost of
the different items of the main work, the cost of preliminary works and surveying, cost of
land including cost of acquisition, cost of leveling and dressing of ground and the cost of
other external services are required to be provided in the estimate. Provision for
supervision of departmental charges 5% to 10% of the estimated cost is also made to get
the estimated cost of the whole project.

Revision Points:
1. Estimate is a tool for planning and controlling the construction activity of any
project with respect to quality, time and finance.

2. The primary object of an estimate is to enable one to know beforehand the cost of
work..

3. Estimate can be rough estimate or a detailed estimate.

4. Types of estimate are:

Preliminary Estimate or Approximate or Abstract Estimate or Rough Cost

Estimate.
Service – unit method

Square – metre method

Cubic – metre method

Typical – bay method

Approximate quantities method

1. Plinth Area Estimate

2. Cube Rate Estimate or Cubical Content Estimate
3. Approximate Quantity Method Estimate
4. Detailed Estimate or Item Wise Estimate
5. Revised Estimate
6. Supplementary Estimate
7. Supplementary and Revised Estimate

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8. Annual Repair or Maintenance Estimate (A.R. or A.M. Estimate)

Key words:
Estimate: A tool for planning and controlling the construction activity of any project with
respect to quality, time and finance.

Preliminary or Approximate or Abstract estimate: Required for preliminary studies of

various aspects of a work or project, to decide the financial position and policy for
administrative sanction by the competent administrative authority.

Per unit basis: Per student for schools, per classrooms for schools, per bed for hospitals,
per seat for cinema and theatre balls, per bay for factories, barracks and dormitories, per
tenement for residential building renovations.

Plinth area estimate for building (P. A. Estimate): This is prepared on the basis of plinth
area of building, the rate being deduced from the cost of renovation of similar building
having similar specification, heights and renovation, in the locality. Plinth area estimate
is calculated by finding the plinth area of the building and multiplying by the Plinth Area
Rate.
Cube rate Estimate: A preliminary estimate or an approximate estimate, and is prepared
on the basis of the cubical contents of the building renovation the cube rate being
deduced from the renovation cost of the similar building interior having similar
specifications and construction, in the locality.

Detailed estimate: An accurate estimate and consists of working out the quantities of each
item of works, and working the cost. The dimensions, length, breadth and height of each
item are taken out correctly from drawing and quantities of each item are calculated, and
obstructing and billing are done.

Supplementary Estimate: A detailed estimate and is prepared when additional works are
required to supplement the original works, or when further development is required
during the progress of work. This is a fresh detailed Estimate of the additional works in
addition to the original estimate.

Contingencies: It indicates incidental expenses of miscellaneous character which cannot

be classified under any distinct item sub-head, yet pertain to the work as a whole.

Intext Questions:
1. What is an estimate? Why is it required before commencement of any Project?

2. Discuss the types of estimates generally prepared.

3. Discuss in brief the various methods of costing and explain any one Detail.

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Terminal Exercises:
1. Discuss the meaning of the word estimate.

2. Why do we need to find out an estimate?

3. Discuss the stages at which an estimate is prepared,

4. Discuss the two types of estimates – rough cost and detailed, and the methods of
preparing them.

Assignments / Learning Activities:

1. Students shall do numerical pertaining to area – formulas regarding area of
various geometrical and irregular shapes should be taught.

2. Students may practice calculating areas for different materials like flooring,
ceiling, painting and polishing etc.

Supplementary material / Suggested Reading:

1. Time Savers standards

2. Estimating and Budgeting by B. N Dutta

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 Unit – II

Lesson 2: Specifications
Definition
Objects of specification
Importance of specifications
Types of specifications
Principles of specifications
Writing typical specifications

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 Lesson 2: Specifications
Objective:
To understand the meaning and objectives of specifications.

Structure:
2.1 Introduction
2.2 Objects of Specifications
2.3 Importance of Specifications
2.4 Types of Specifications
2.4.1 Brief specifications
2.4.2 Detailed specifications
2.5 Principles of Specifications
2.6 Typical Specifications

2.1 Introduction
The drawings of an interior project will show the shape, size, proportions and
relative positions of its various components. It is not possible to furnish the details
regarding the quality of materials and the workmanship of each and every item of the
work on the drawing itself due to shortage of space. Hence this information regarding the
quality of materials and the workmanship or the method of completing works, tools and
plants to be used etc. details are conveyed in a separate contract document which is
known as the specifications of the work. Thus, it is intended that the combination of the
drawings and specifications will completely define the interiors, physically as well as
technically.

2.2 Objects of Specifications

The specifications of the work are mainly written for the following objects:

The specifications clearly define the quality of the materials, the workmanship
desired and the method of doing the work. Subsequently it enables the contractor
who is filling the tender for the work to put correct rates for the different items of
the work.

As detailed information is provided by the specifications regarding the materials

and the workmanship, it serves as a guide to the contractor as well as to the
supervising staff, during the construction and execution of the work.

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 The main object of the specification is to state the information which the engineer
wants to convey so as to fulfil the needs of his design. The ideal specification
framed by the engineer aims to protect the owner from any damage due to bad
workmanship or low quality materials and at the same time, provides maximum
freedom to the contractor to perform the work so as to turn out a satisfactory end
product.

As the specifications provide details regarding the quantity of materials, the

contractor can arrange the same n time and complete the work within scheduled
time.

As the cost of work directly depends on its specifications the specifications give
correct idea about the estimated cost, and funds can be arranged accordingly.

2.3 Importance of Specifications

Drawings and specifications form two important contract documents. Information
(such as dimension, construction types etc.) which can be easily expressed graphically is
put up on the drawings. On the other hand, instructions which can be expressed well in
writing are written in the specifications. But generally the provisions in the specifications
are given more legal strength and most of the contracts state that in case of discrepancy
between the drawings and the specifications, the provision of the specification shall
govern.

2.4 Types of Specifications

The specifications are broadly classified into two categories-

1. Brief specifications

2. Detailed specifications

2.4.1 Brief specifications:

While preparing the estimate, the quantity surveyor writes down the brief
description of every item, which are known as brief specifications. These specifications
do not form a part of the contract document. These brief specifications are only useful to
the person preparing the estimate of the work.

2.4.2 Detailed specifications:

These give detailed information regarding the quality of material and workmanship and
form a part of the contract document. The detailed specifications can be further classified
as follows:

General provisions

Technical provisions

EBPP/SCM 21
 Standard specifications

General provisions:

These are also known as general conditions of the contact and they apply to the work as a
whole. In this document, the conditions governing the contract are written.

Technical provisions:

These specifications describe the technical requirements of each type of construction. The
technical provisions contain detailed instructions regarding the desired quality of the final
product or items. These provisions also provide for the inspection and the tests , which
shall be done during the construction to make sure that the specified requirements
regarding the quality of materials and workmanship are being obtained. However, while
framing the technical provisions, it should be observed that they are in accordance with
the provisions in the drawings of the work. These provisions are of three types:

Specifications for materials and workmanship

Specifications for performance

Specifications for propriety commodities

Specifications for materials and workmanship- These specifications are prepared to

have a rigid control over the quality of materials and workmanship. For materials, the
following properties should be included in the specifications:

1. Chemical composition of the material

2. Physical properties such as strength, hardness etc.

3. Electrical, thermal and acoustical properties

4. Appearance of the material

5. Precautions regarding protection during transport, storage and handling

etc.

6. A clear statement regarding the inspection and procedure of test of the

material. Also the place of the inspection and test should be clearly
specified in the specification.

For the control over the quality of workmanship following important features
should be included in the specifications:

1. Detailed description of the construction method for each item should be

written

EBPP/SCM 22
 2. Instructions regarding the protection of the of the finished work as well as
of the adjacent property should also be specified

3. Details of the result desired keeping in view the practical limits of the
tolerances.

Specifications for performance- These specifications are based on the overall

performance of the finished product and hence they describe about the equipments and
machinery used in the interior work. The principal features included in these
specifications are as follows:

1. General description: A complete idea regarding size, shape, etc. of he

equipment or machinery for which the specification is meant should be
provided to the contractor in a general way.

2. Design and installation: If the equipment required is desired to be of a

particular design, the same should be specified. The main contractor
usually installs the minor machinery himself, but in case of large
machines, turbines, heavy cranes etc. the owner invites separate tenders
and enters into a separate contract. In the latter case, the specification
should clearly state the final responsibility of erection and installation of
the equipment and it should also state the facilities to be obtained from the
main contractor. Moreover, the specification should also provide for the co
ordination of the machinery installation with the rest of the work.

3. Provision for special equipment: The detailed design of the equipment

should be clearly stated in these specifications if the equipment is of a
special type. The practice normally followed in such cases is to specify
the type, power, capacity, efficiency, etc. of the special equipment and to
ask the contractor to choose design of the special equipment.

4. Guarantee: The specification should also provide for the period of

guarantee from the contractor for the performance and durability of the
equipment.

Specifications for proprietary commodities: These specifications include

commercial products which are standardized or patented. As there is no control over such
materials, hence it becomes essential to know exactly the quality of the product
beforehand. Door, window fittings, timber, plywood etc. materials are the examples
whose specifications are given. Hence, only thing to be mentioned in this type of
specification will be to state a name of a particular brand or firm. However, it is not
desirable to specify certain trade names or brands in some cases, due to the following
reasons-

A monopoly is created for the patented article

A doubt of favouritism is laid on the officer writing the specifications

EBPP/SCM 23
 It is possible that some other manufacturers may be able to supply the
same article of better quality at a lesser cost

Hence to avoid such difficulties, one of the following clauses is added in these
specifications-

It is a general practice to specify the selected brand and then it is followed by

the phrase “or equal”. But when a substitute is proposed by the contractor it is
very difficult to determine equality, and he becomes a subject of criticism by
the manufacturers and the contractors. Also, if two substitutes of equal quality
but of different prices are available, it becomes a matter of dispute between
the owner and the contractor. To avoid all such complications, this phrase of
“or equal” is not used at present, except for minor items.

A clause is inserted in the general conditions of contract, stating that, if the

contractor desires to use products other than the specified ones, he should
clearly state this fact in his tender and he should also state the adjustment to
be made, if his substitute is approved by the owner while accepting the tender.
The same procedure can be adopted when the work is in progress. But in this
case the decision on substitutes will be taken by the engineer in charge of
work.

Standard specifications:

EBPP/SCM 24
 Specifications are seldom written completely for all items of the work. Usually
the specifications are standardized for most of the items occurring in works of similar
nature. Hence each office develops its own standard specifications in due course. These
standard specifications are numbered. After standardizing the specifications, it is not
necessary to write detailed specifications with all the contract bonds. While writing the
contract bond only the serial numbers of the standard specifications are written. This
saves lot of time, labour and stationery expenditure. Thus standard specifications save the
lengthy process. Following points are to be noted in this connection:

1. Extreme care should be taken to verify that the reference made to standard
specifications is really suitable to the particular work o be executed.

2. It is a general practice to provide blank spaces in the skeleton of the

standard specifications for variable requirements. Therefore these blank
spaces should be suitably filled up before accepting the standard clauses as
specifications.

3. The standard specifications when accepted for a particular job should be

watched carefully and suitable additions, alterations, improvements or
corrections necessary should be noted so as to include all such changes
while using the same specifications for the next job of similar nature.

4. These specifications are prepared by the government or manufacturers of

materials or professional bodies. Individual manufacturers sometimes
maintain a research staff to prepare specifications for their certain
products. Such specifications are sometimes exaggerated just to make
some products popular and hence, care should be taken to accept such
specifications. However, specifications of reputed firm are reliable.

5. Standard specifications should be periodically revised to include changes

in techniques. Therefore, while including a reference to standard
specifications in a particular contract, its edition with date of issue, title
etc. should invariably be mentioned.

6. Advantages of standard specifications are manifold. Processes are

standardized resulting in simplified field control and in case of
manufacture of materials; costs are reduced due to standardization of
production methods. Products are also improved due to research on a co-
operative basis.

2.5 Principles of Specifications

The specifications of the work are written by the engineer before it is known who
the contractor will be. It should be noted that the technical knowledge of the engineer is
of little value as far as writing of the specifications is concerned unless he can make his
ideas clearly understood by the other contractors, workman, supervisor etc. many of
whom may have little or no technical training. Some of the essential principles of good
specification writing are as follows:

EBPP/SCM 25
1. Subject matter: There should be a relation between the subject matter of the
specifications and the information required after the contract is given to a particular
contractor. Only the requirements which are to be enforced should be included in the
specifications. Cross-reference use should be reduced to minimum.

2. Grammar: The rules of grammar should be applied to all sentences of the

specifications. The style and tense should remain the same throughout. Hyphens,
commas and semicolons should be used as and when required and the sentence
should be framed in such a way that the addition, omission or misplacement of a
comma does not alter the sense. As far as possible, the pronouns, especially relative
pronoun, should not be used. It is advisable to repeat a noun.

3. Selection of words: Only suitable words with desired meaning should be used
while writing specifications. Unfamiliar words or words having more than one
meaning should never be used in the specifications. Also, use of unusual technical
and trade expressions should not be made.

4. Accuracy: Care should be taken to see that the information is not repeated in the
specifications. Also, the information given in the specifications should be complete
and correct, otherwise the contractor may claim for any extra cost due to damage
occurred to him by the misleading information supplied by the owner.

5. Conflicting requirements: The clauses of the specifications should be framed in such

a way that no conflicts of any type result.

6. Practical limits and commercial size: The specifications should be framed while
keeping in view the practical limitations of materials and workmanship and they
should not specify practical impossibilities. Also, the use of commercial sizes and
patterns of the material should be specified in the specifications. It is expensive to
manufacture special sizes it also takes more time to prepare such sizes. For instance,
steel sections and steel bars are readily available in certain sizes only. If other size is
specified, a special order is to be given which requires more time and special rate for
its delivery.

7. Clearness: As far as possible, the specifications should be clear and it should be

observed that their meaning is not left to the engineer. In fact the same sense should
be followed by both the parties – owner and contractor. Also, the specifications
should state what the contractor shall or shall not do and not what the contractor
should or should not do.

8. Fairness: The specifications should be fair and they should not be framed in such a
way so as to throw all the risk on the shoulders of the contractor. Also, the
specifications should specify all likely hazards, difficulties, etc. so as to give a clear
picture of the work to the contractor. Unfair specifications are not desirable and
sometimes they prove to be expensive in the sense that a contractor will assume all
such risks and will put a higher price in his tender to accommodate all such risks, in
case they come up.

EBPP/SCM 26
9. Brevity: The specifications should contain short, simple and concise sentences. This
is essential as the main purpose of the specifications is to give directions to the
contractor and the supervising staff in carrying out the construction work. As
straightforward specifications would be clearly understood by the persons filling the
tenders, it may result into lower cost and early completion of the work. Also as
specifications are a legal document, fewer words will involve less risk of legal
difficulties. Brevity is the essence of the specification.

2.6 Typical Specifications

Specifications of some of the common terms are given below. The points to be
included in each specification are given in the beginning so as to draw an outline of the
required specification. Hopefully, after carefully reading these typically specifications,
the reader will get enough practice to form specifications of any other item.

1. Specifications for brickwork I class in c.m. (1:6):

Bricks shall be well burnt; table moulded, in approved kiln, free from cracks
and with sharp and square edges. Bricks shall be uniform in shape and square edges, of
standard sizes and shall give clear ringing sound when struck with each other.

Bricks shall be well soaked in water for at least 12 hours before their use,
preferably in a tank provided at site of work.

The mortar shall be prepared in the proportion of one part of cement to six parts
of sand by volume. Standard quality of cement shall be used and sand shall be coarse and
clean. Prepare cement mortar in the required quantity of not more than one bag of cement
at a time and it should be kept in mind that this quantity that is consumed within half an
hour of mixing. While preparing mortar water fit for drinking shall be used. The mixing
of mortar shall be done on a watertight platform or a steel trough.

Use of broken bricks shall be prohibited except as closers. All corners shall be
truly in plumb and sides shall be in line and level. There should be a break in mortar
joints for bonding and shall not exceed 10mm in thickness. Employ only skilled labour
on the work and the work shall be kept well-watered for atleast 15 days. All brickworks
shall be carried out in such a way that no portion is raised unduly above another.

The length and height shall be measured as on at site. The thickness of walls shall
be paid for as one brick, one and a half bricks, two bricks and so on.

The rate of brickwork includes necessary scaffolding also.

Specification for timber doors and windows:

It should be kept in mind that timber to be used shall be of the best quality, well
seasoned and free from cracks, knots, flaws, shakes and other defects.

The rate for doors and windows includes fabricating and fixing in position of
doors and windows.

EBPP/SCM 27
 The shutters shall be prepared from scantlings 40mm in thickness as per design
supplied. The shutters can be fully panelled or fully glazed or partly panelled and partly
glazed as per the design supplied. The thickness of the panels shall be 20mm.

The frames for doors and windows shall be of 10cm x 80mm size and they shall
be provided with M. S. holdfasts of section 30mm x 6mm and of length 20cm. Three
numbers of such holdfasts shall be provided on each side of the door frame and two such
numbers of the holdfasts shall be provided on each side of the window frame. The sides
of the frame abutting to the brick walls shall be coated with chocolate paint or coal tar.

The workmanship of timber shall be of the best quality and only skilled carpenters
shall be employed on the work. If any undue shrinkage or bad workmanship is found out
afterwards, the contractor at his own cost shall repair the same.

The rate for timberwork includes all the required fastenings and fixtures which
shall be of brass and of approved quality, design and make and they shall be fixed as
directed. The rate of timberwork includes three coats of oil paint of approved make and
tinge.

The measurements of the work shall be taken overall including frames and no
extra amount shall be paid for any wastage of the material.

Specifications for bricknogged partition in c.m. (1:3):

Bricks shall be ground moulded, well burnt in approved kiln, copper coloured,
free from cracks and with sharp and square edges. Bricks shall be uniform in shape and
shall be of standard size and shall give clear ringing sound when struck with each other.

Bricks shall be well soaked in water for at least 12 hours before their use,
preferably in a tank provided at site of work.

The proportion of mortar shall be one part of cement to three parts of sand by
volume. Cement shall be of standard quality. Sand shall be clean and coarse. Prepare
cement mortar in the required quantity of not more than one bag of cement at a time and
it should be kept in mind that this quantity is consumed within half an hour of mixing.
While preparing mortar water fit for drinking shall be used. The mixing of mortar shall be
done on a watertight platform or a steel trough.

Timber used for preparing the framework shall be of the best quality, well
seasoned and free from cracks, knots, flaws, shakes and other defects. The overall height
of the timber framework shall be 2metres and it shall consist of head, sill studs and
noggin pieces. The section of head, sill and studs shall be 10cm x 10cm. Two noggin
pieces of section 10cm x 12mm shall be provided. The studs shall be provided at a
centre-to-centre distance of 90cm. The surfaces of timber framework coming in contact
with the masonry shall be coated with coal tar.

Broken bricks shall not be used except to create a bond. Mortar joints shall break
for bending and shall not exceed 12 mm in thickness. Only skilled masons shall be

EBPP/SCM 28
employed on the work and the work shall be kept well watered before plastering is
commenced.

The rate of bricknogged partition includes 12mm thick cement plaster of sagol
finish and three coats of white or colour wash on both the surfaces of the partition. The
items of plaster and white or colour wash shall be carried out as per specifications
contained in this document. Sufficient number of nails shall be fixed on the timber
framework to provide foundation for the plaster.

The payment shall be made for the actual superficial area covered and no extra
amount shall be paid for wastage of materials, etc.

Specifications for terrazzo finish:

The marble chips to be used for terrazzo work shall be approved shade and make.
The chips shall vary in size from 30 mm to 60 mm.

The first coat for terrazzo work shall be of cement mortar 1:3, i.e., one part of
cement to three parts of clear, coarse, river sand by volume. Mixing of mortar shall be
done on a watertight platform or in a steel trough. Mortar of one cement bag shall only be
prepared at a time and the same shall be consumed in half an hour after mixing with
water. The thickness of first coat shall be 12 mm. The surface of the first coat shall be
kept rough by providing zigzag lines and it shall be well watered for at least 7 days.

The terrazzo mix for second coat shall be prepared in proportion 1:3, i.e., one part
of cement to three parts of marble chips by volume. The cement and the marble chips
shall be thoroughly mixed in dry condition and then sufficient quantity of water shall be
added so as to get a plastic mixture. This terrazzo mix shall be uniformly applied on the
first coat and its thickness shall be 6 mm.

The polishing of terrazzo shall be done after three days of completion of second
coat and during this period also, the surface shall be kept wet. The process of polishing
shall be carried out in three coats. The first coat of polishing shall be done by means of a
coarse carborundum stone and water shall be freely used during this operation. Any
patches found during this process shall be repaired with the help of original terrazzo mix.
After 5 days from the completion of first coat of polishing, the second coat of polishing
shall be done by means of a finely grained carborundum stone. Then wax shall be applied
as final coat of polishing after making the surface completely dry.

The measurement shall be taken for the actual superficial area and no allowance
shall be given for wastage, etc.

Specification for pointing in c. m. (1:1):

The pointing work shall be started as soon as brickwork is completed. The joints
shall be raked out to a depth of 20mm and the surface of the wall shall be cleaned,
washed and well watered at least for two days.

EBPP/SCM 29
 The mortar shall be prepared by mixing equal volumes of cement and sand. The
cement shall comply with standard requirements and sand shall be clean, fine and free
from organic impurities. The materials shall be thoroughly mixed in dry condition before
water is added to them. The mixing shall be done on a water tight platform and mortar of
one cement bag only shall be prepared at a time which shall be consumed within 30
minutes after adding water.

The mortar shall be placed in the joints in the best workmanship manner. The
extra mortar shall be removed so that the edges of bricks shall be clearly defined.

The finished surface shall be kept well watered at least for 10 days.

The payments shall be made on superficial contents.

Specifications for 20 mm sand faced cement plaster:

The work of sand faced cement plaster shall be carried out after masonry joints
are raked out to a depth of 20 mm and the walls are well- watered.

The first coat of sand faced cement plaster shall be of cement mortar of proportion
1:4, i.e., one part of cement to four parts of clean, coarse and angular river sand by
volume. Mortar of one cement bag shall only be prepared at a time and it shall be
prepared on a watertight platform or in a steel trough. The mortar shall be consumed in
30 minutes after adding water. The first coat of plaster shall be uniformly applied in the
best workmanship manner after watering the surfaces of walls in advance and putting
dots and preparing screeds for maintaining uniform thickness of plastered surface. The
thickness of first coat shall be nowhere less than 12 mm. The first coat shall be well
watered at least for 7 days. The first coat shall be provided with zigzag lines such that the
first coat adheres well with the second coat.

The second coat of sand faced cement plaster shall be carried out in c.m. of
proportion 1:1 and shall be of thickness 8 mm. The second coat shall be applied on the
first coat at least after 7 days of completion of first coat. The second coat shall give
uniform grey colour to the whole structure or any other colour as approved by the
engineer. Sand to be used in the mortar for the second coat shall be perfectly screened so
that sand of uniform size shall appear on the surface. Sponge shall be used in the second
coat and it shall be applied when the second coat is wet and it shall be so worked that the
density of sand grains appearing on the surface shall be equal and uniform. After
completion of second coat, the surface shall be kept well-watered at least for 15 days.

The payment shall be made for superficial area covered.

Specification for whitewashing in three coats:

Walls to be whitewashed shall be cleaned before the work is started.

Fresh white lime shall be slaked at site of work and shall be mixed thoroughly
with sufficient quantity of water in a tub and shall than be screened through a clean cloth.
Clean gum or rice dissolved in hot water shall be mixed with lime in required quantities.

EBPP/SCM 30
 The whitewash shall be applied with jute brush and the brush shall be so worked
that a surface with uniform colour is obtained. Three coats shall be applied; each after the
previous coat has completely dried.

The strains of whitewash on the floor or other surfaces shall be removed.

The payments shall be made on superficial contents and openings shall be

deducted once only to compensate for tops, bottoms and sides of the openings.

Specifications for painting in three coats:

The surface to be painted shall be cleaned and made smooth by rubbing sand
papers of different grades. In case of steel work, dust and scales shall be thoroughly
removed.

The paint to be used shall be approved tint and make. Pure turpentine shall be
used as a thickening agent.

A priming coat shall first be applied and then all cracks, holes etc. shall be filled
with putty or with a mixture of glue and plaster of paris. The second coat of paint shall
then be applied and after it has dried, the final coat of paint shall be applied.

The paint shall be applied in the best workmanship manner. The brushes to be
used shall be of the best quality and they shall be worked in such a way that a surface of
uniform shade is obtained without any hair marks, drops of paints, etc. At the end of the
day‟s work, the brushes shall be cleaned by turpentine and shall be kept dry.

Painting shall be paid in superficial contents. Doors and windows shall be

measured flat on two sides and no extra measurement shall be taken for mouldings, etc.
Gaps of grillwork shall be measured on one side only for painting both sides of grillwork.
Half of the glazed part shall be deducted from the measurements of flat area. Louvers and
Venetians shall be treated as one and a half times of the corresponding flat area.

Specification for ashlar masonry in c.m. (1:3):

The stones to be used on the work shall be hard, durable and tough and shall
be of uniform shape. Minimum height of stones shall be 20 cm. The length of the stone
shall not exceed three times its height and its depth into the wall shall be at least half of
its height. The stones shall be chisel dressed on at least five out of six faces.

The stones shall be wetted before placed in position.

The proportion of mortar shall be one part of cement to three parts of sand by
volume. Cement shall be of standard quality. Sand shall be clean and coarse. Prepare
cement mortar in the required quantity of not more than one bag of cement at a time and
it should be kept in mind that this quantity is consumed within half an hour of mixing.
While preparing mortar water fit for drinking shall be used. The mixing of mortar shall be
done on a watertight platform or a steel trough.

EBPP/SCM 31
 Each course shall be made truly horizontal. All corners shall be truly in plumb
and the sides shall be in line and level. Mortar joints shall break for bonding and shall not
exceed 3mm in thickness. Only skilled workers shall be employed on the work. The
finished work shall be suitably protected from sun, wind, rain, etc. and shall be kept well
watered for at least two weeks after completion. The work shall be carried out in such a
way that no portion is raised unduly above another.

The payment of stonework shall be made on cubical contents. Length, width and
height of walls shall be measured as on site.

The rate for ashlar masonry includes necessary scaffolding also and no extra
amount shall be paid for the same.

Specifications for cast iron articles :

The casting shall be sharp, clean and free from cracks, flows, air bubbles,
blowholes, honeycombing or from any other defects. The casting shall give clear ringing
sound when struck with a light hammer.

The metal to be used shall be free from cinder or other inferior iron. The fracture
of metal shall present a uniform diffused dark grey colour with pronounced lustre.

Two samples of the cast-iron articles shall be submitted by the contractor to the
engineer for ready reference and these samples shall be returned at the end of work.

The rate of cast-iron articles includes fixing them in position and three coats of
silver paint or anticorrosive paint.

Specification for driving precast R.C.C. piles:

Precast piles prepared from Portland cement shall be driven after six weeks of
curing and if prepared from high alumina cement, they shall be driven after four days.

All piles shall be driven in vertical alignment unless otherwise instructed by the
engineer. If piles are 50 mm out of their position, such repairs as recommended by the
engineer shall be carried out by the contractor without any extra cost.

The piling machine shall be of sufficient power and efficiency and shall be steam
driven. The weight of ram to be used shall be decided by the engineer, depending on the
type of piles. The drop of ram shall not exceed 2metres in any case. The pile-heads shall
be protected by an approved cap of C.I. or steel plate during driving.

Bearing piles shall be driven to a set of 25 mm for eight successive blows of a 2

tonne hammer whose free fall is one metre or such set as instructed by the engineer for
each individual case.

The payment shall be made for each length of metre driven.

EBPP/SCM 32
Specification for providing and laying 15 cm diameter S.W. pipe:
The stoneware pipes shall be of the best quality, regular in size and shape, free
from flaws, cracks and glazing blowholes. The internal and external surfaces of the pipes
shall be smooth and perfectly glazed. The stoneware pipes shall be able to resist a
bursting pressure of 2 kg per square cm without showing any signs of leakage. The
thickness of stoneware pipes shall not be less than one-twelfth of the internal diameter of
the pipe.

The trench for laying the pipe shall be excavated as per levels given and no pipes
shall be laid until a distance of 15 metres is excavated and prepared completely to receive
the pipe.

The stoneware pipes shall be laid true to the invert level. The spigot of the pipe
shall be carefully adjusted in the socket of the pipe previously laid. The joint shall then be
finished with the help of a ring of rope yarn dipped in liquid mortar. The joint shall then
be filled with c.m. of proportion 1:1. Each joint shall be neatly cleaned off.

The line laid shall be tested for leakage by plugging one end and allowing water
to flow from the other end under a head of 150cm. The trench shall be kept free from
water before this test is made. Leaking joints shall be repaired by the contractor.

The refilling of the trench shall be started after getting written permission from the
engineer. The refilling of the trench shall be done in layers of 30 cm and each layer shall
be well watered.

The payment shall be made for the actual length of pipe laid and the rate shall include
excavation of the trench, laying and joining the pipes, refilling and spreading the surplus
earth within 60 metres radius as per instructions of the engineer.

Specification change format

EBPP/SCM 33
Summary:
The information regarding the quality of materials and the workmanship or the method of
completing works, tools and plants to be used etc. details are conveyed in a separate
contract document which is known as the specifications of the work. Drawings and
specifications form two important contract documents. Information (such as dimension,
construction types etc.) which can be easily expressed graphically is put up on the
drawings. On the other hand, instructions which can be expressed well in writing are
written in the specifications. But generally the provisions in the specifications are given
more legal strength and most of the contracts state that in case of discrepancy between
the drawings and the specifications, the provision of the specification shall govern. Types
of Specifications Brief specifications and Detailed specifications

Revision Points:
The information regarding the quality of materials and the workmanship or the method of
completing works, tools and plants to be used etc. details are conveyed in a separate
contract document which is known as the specifications of the work.

The specifications are broadly classified into two categories-

Brief specifications

Detailed specifications

General provisions

Technical provisions

Standard specifications

Key words:
Specifications: The information regarding the quality of materials and the workmanship
or the method of completing works, tools and plants to be used etc. details are conveyed
in a separate contract document which is known as the specifications of the work

Brief specifications: While preparing the estimate, the quantity surveyor writes down the
brief description of every item, which are known as brief specifications. These
specifications do not form a part of the contract document.

Detailed specifications:These give detailed information regarding the quality of material

and workmanship and form a part of the contract document.

Intext Questions:
1. Define specifications and what are its objectives.

2. What is the importance of specifications in interior works.

EBPP/SCM 34
 3. Explain detailed specifications.

4. What principles should be kept in mind while writing specifications for a project.

5. Write typical specifications for

Timber doors and windows

Terrazzo finish

Whitewashing

Terminal Exercises:
1. Explain the necessity of specifications.

2. Why are specifications required,

3. What is the role of specification in a tender document?

4. Explain the various types of specifications – brief and detailed.

5. Elaborate the principles of writing specifications.

Assignments / Learning Activities:

1. Students must understand the importance of specifications as a legal document
and the control it affects on the workmanship of a design project

2. Students may practice writing typical specifications based upon the principles of
studied earlier.

Supplementary material / Suggested Reading:

1. Time Savers standards

2. Estimating and Budgeting by B. N Dutta

EBPP/SCM 35
 Unit – III

Lesson 3: Taking out quantities

Meaning of the term
Essentials of an estimator
Requirements of an estimator
Methods
Units of measurements
Modes and units of measurements for different types of
trades
General rules for measurements

EBPP/SCM 36
 Lesson 3: Taking Out Quantities
Objective:
To understand the meaning of the term “taking out quantities” and its importance in the
execution of an interior design work. To understand the methods used for taking out
quantities.

Structure:
3.1 Introduction
3.2 Essentials of an Estimator
3.3 Requirements of an Estimator
3.4 Methods of Taking out Quantities
3.5 English method of taking out quantities
3.6 Units of Measurements
3.7 Modes and Unit of Measurement For Different Types Of Trades
3.8 General rules for measurements

3.1 Introduction
The procedure in which the quantities of various items in a particular interior are
worked out is known as „taking out quantities’. By studying in detail the drawings of the
interiors these quantities are obtained. Hence an estimator should possess a thorough
knowledge of reading the drawings and as a matter
of fact he must be in a position to visualize the
interiors even from its drawings. Unless unity is
established between the mind and the drawings of
the interiors, it is not possible to obtain the correct
quantities of the various items. It should always be
kept in mind that the accuracy should never be
sacrificed for the speed. As a matter of fact, the
secret of success of a good estimator is his ability to
achieve speed with accuracy.

3.2 Essentials of an Estimator

The qualities of a good estimator are as follows:

1. He must possess good knowledge of mensuration and trigonometry.

2. He must possess thorough knowledge of construction methods and

procedures, materials of construction, labour problems, specifications and
local customs.

EBPP/SCM 37
 3. He must possess ability to read and interrupt drawings accurately and
efficiently.

4. He must possess accuracy in calculations and costs.

5. He must possess excellent personal qualities such as common sense, skill,

experience, initiative, foresight, good judgment and patience.

3.3 Requirements Of An Estimator

Following are the requirements of a good estimator:

1. A complete set of detailed drawings;

2. Cost analysis file of works executed and difficulties experienced;

3. Detailed specifications;

4. Hand books for reference;

5. Labour wage records;

6. Price list of materials;

7. Scales to measure missing dimensions;

8. Schedule of rates, if any;

9. Trade circular file of literature on materials and equipments; etc.

3.4 Methods Of Taking Out Quantities

By establishing suitable conventions every country
has developed its own method for taking out quantities. The
aim is same but the ways are different. We will discuss, in
brief, the method of taking out quantities followed by the
English people but our own method, known as Public
Works Department (abbreviated to P.W.D.) method of
taking out quantities, will be adopted throughout.

3.5 English method of taking out quantities:

In English method, the following three processes are involved:

1. Taking off;

2. Grouping; and

3. Billing.

EBPP/SCM 38
 Thus the quantities of the various items are worked out on a measurement or
dimension form and then the quantities of identical items are grouped together and
written on an abstract form. The measurement form is a full sized paper, double ruled, as
shown below.

1 2 3 4 1 2 3 4

Column 1 is called the timesing column

Column 2 is called the dimension column

Column 3 is called the squaring column

Column 4 is called the description column, in which, the brief description of the item is
written. The right hand side of this column is used for rough work and is called waste.

3.6 Units of Measurements

Nature, size and shape determine the units of measurements of a particular trade
of an interior work. The general principles for deciding the units of measurements for
various items of work are as follows:

1. Cubical contents or cubical units are used for the items which are massive,
voluminous and thick and which have considerable dimensions in all the three
directions.

2. Area or square units are used for the items of work which are shallow, surface
oriented and thin and which have one dimension difficult to measure.

3. The items of work which are long, narrow and thin and which have two
dimensions difficult to measure precisely are measured in linear or running units.

EBPP/SCM 39
 4. The items of work which are difficult to be split into separate items and which are
difficult to measure are measured in numbers or units.

5. Some of the items of steelwork which require special technique in construction

are measured in weight units.

3.7 Modes and Unit Of Measurement For Different Types Of Trades

The standard modes of measurement for some of the most common items are
given below and for further details, reference may be made to IS:1200-1958.

1. Preliminaries:

These are the items such as demolishing the existing structure etc. Normally,
such items are paid on a lump sum basis. But if the demolishing work consists of
brickwork, it is possible to work out the cubicle contents and in such cases; the actual
measurements of work to be demolished are taken. The unit of measurement is cubic
metre.

2. Concrete:

Plain cement concrete work is paid in cubic metres.

R.C.C. stair is measured in terms of number of steps. Quarter and half landing are
considered as equivalent to two and four steps respectively.

Damp proof course is measured in square metres and the depth of the course is
specified.

Precast cement concrete jalliwork or louvers are measured in square metres and
the thickness is specified.

3. Brickwork:

The half brick partition wall and the walls having thickness less than half brick
are measured in square metres. It should be noted that while taking measurements of the
brickwork, walls are treated as solid walls without any openings. But after the
measurements are completed, deductions are made for doors, windows, ventilators etc

4. Stonework :

The specification should give full description for the cut-stone work in steps,
cornices, etc. The stonework for the shelves, and slabs is measured in square metres.

5. Woodwork:

The specifications should clearly mention the type of the materials used and the
quality of finish required, in case of woodwork. The rate for any type of woodwork
includes fabrication, fixation, fastenings, fixtures and three coats of oil paint. No

EBPP/SCM 40
consideration is given to the wastage of the material. However, 2mm tolerance is
allowed.

Frames for doors, windows, ventilators and cupboards are measured in cubic
metres.

Wooden door, window, ventilator, and cupboard shutters are measured in square
metres. If the frames are not being measured separately, the overall dimensions including
the thickness of the frames are recorded.

Wooden trellis work is measured in square metres.

Wooden stair is measured in terms of number of steps and the specifications

define the type and width of stair.

Wooden cornices, picture rails, shelves, architraves etc. are measured in running
metres.

6. Plastering:

Specifications define the thickness of the plastering and the type of mortar.
Plastering is measured in square metres.

Bands in plaster, having thickness of 30 cms or less, are measured in running

meters.

The following rules are generally followed for deductions:

If the quality of the plaster is the same on both the sides of the wall,
openings in the wall are deducted once only and no measurements are
taken for top, bottom and side of the openings.

If the two sides of the wall are provided with different types of plaster,
one half of the area of the openings is deducted from each type of
plaster.

The openings which are more than 3 square metres in area are to be
deducted for two sides separately and the measurements for the top,
bottom and sides of such openings are to be taken into account.

7. Pointing:

Specifications mention the type of pointing and quality of the mortar. The
measurements are taken of the whole flat surface in square metres. Deductions are made
as per item of plastering.

EBPP/SCM 41
 8. Steelwork:

Grillwork in windows is measured in square metres.

Rolling steel shutters are paid per square metre of the opening covered or actual
area of the shutters. Sometimes, they are paid per number and the size is mentioned.

Steel doors, windows and ventilators are measured in square metres and the
measurements are taken overall. The description of various members is given.

Plain rolled sections, built up work, steel bars etc. are paid by weight in quintals.

9. Floor finishes:

Measurement of floor finishes are taken in square metres for the net area covered.
No extra amount is paid for wastage of the materials.

10. Whitewashing, colour washing and distempering:

The items of white washing, colour washing and distempering are measured in
square metres. Corrugated surfaces are measured flat and then a suitable co efficient is
applied to compensate for the corrugations.

Deductions are made as per item of plastering.

11. Painting:

The item of painting is paid in square metres. The measurements are taken flat
and then multiplied by a suitable coefficient to compensate for mouldings, rebates,
corrugations, etc.

Painting the work having width less than 15 cms is paid in running metres.

12. Water supply connections:

The item of galvanized iron or cast iron pipeline is measured in running metres
for the length laid and no extra amount is paid for the specials such as bends, tees, etc.
The measurement is taken along the centre line of the pipeline.

Bib – cocks, wheel valves, stop cocks, etc. are described in detail and paid per
number.

13. Drainage connections;

The item of the pipeline is measured in running metres for the actual length laid
and no extra amount is paid for the specials such as bends, tees, etc. The measurement is
taken along the centre line of the pipeline.

EBPP/SCM 42
 Inspection chambers and manholes are paid per number and the specifications
should give their full description. If the depth of the inspection chambers or manholes
exceeds 6 metres, the measurements of various trades are taken separately.

Gully traps, nahni traps, w.c. pans, flushing tanks, mica flap valves, etc. are paid
per number and the specification should mention their quality, make, method of fixing,
etc.

3.8 General rules for measurements:

Following are the general rules to be adopted for the measurements of various items of
work:

1. The description of the items should be self-explanatory and it should include

all materials, labour, transport, tools, plant, temporary formwork, etc.

2. The dimensions should be entered in the order of the length, breadth and depth
or height or thickness.

3. The measurements for the same item of work under different conditions
should be recorded separately.

4. The measurements should be for the finished item of work.

5. The method of measurement should be uniform.

6. The nomenclature of item of work should completely describe the materials,

workmanship and method of execution.

EBPP/SCM 43
Summary:
The procedure in which the quantities of various items in a particular interior are worked
out is known as „taking out quantities‟. an estimator should possess a thorough
knowledge of reading the drawings and as a matter of fact he must be in a position to
visualize the interiors even from its drawings. By establishing suitable conventions every
country has developed its own method for taking out quantities. Nature, size and shape
determine the units of measurements of a particular trade of an interior work.

Revision Points:
The procedure in which the quantities of various items in a particular interior are worked
out is known as „taking out quantities‟.

Nature, size and shape determine the units of measurements of a particular trade of an
interior work. The general principles for deciding the units of measurements for various
items of work are as follows:

1. Cubical contents or cubical units are used for the items which are massive,
voluminous and thick and which have considerable dimensions in all the three
directions.

2. Area or square units are used for the items of work which are shallow, surface
oriented and thin and which have one dimension difficult to measure.

3. The items of work which are long, narrow and thin and which have two dimensions
difficult to measure precisely are measured in linear or running units.

4. The items of work which are difficult to be split into separate items and which are
difficult to measure are measured in numbers or units.

5. Some of the items of steelwork which require special technique in construction are
measured in weight units.

Key words:
Taking out quantities: The procedure in which the quantities of various items in a
particular interior are worked out.

Estimator: A person who prepares the estimate by taking out quantities and quoting the
rates.

Estimating: The process of preparing an estimate is called Estimating.

Units of Measurements: Nature, size and shape determine the units of measurements of a
particular trade of an interior work.

EBPP/SCM 44
Intext Questions:
1. What do you mean by Taking Out Quantities.

2. What qualities does an estimator require?

3. Explain the methods of Taking out Quantities.

4. What are the units of measurements of any particular trade of work?

5. Discuss the general rules for measurement.

Terminal Exercises:
1. Explain the meaning of the term „taking out quantities‟.

2. Why is „taking out quantities‟ required?

3. What are the prerequisites for finding out the quantities?

4. Explain the methods commonly used in taking out quantities.

5. Discuss the units of measurements employed for various items of work, general
rules of measurements etc.

Assignments / Learning Activities:

Students shall practice taking out quantities of simple items of work such as
doors/windows or simple item of furniture like table or chair etc.

Supplementary material / Suggested Reading:

1. Time Savers standards

2. Estimating and Budgeting by B. N Dutta

EBPP/SCM 45
 Unit – IV

Lesson 4: Tenders

EBPP/SCM 46
 Lesson 4: Tenders
Objective:
To study in detail the process of preparing, calling and awarding tenders.

Structure:
4.1 Introduction
4.2 Invitation to Tender
4.3 Tender Notice
4.3.1 Essential Characteristics of a Tender Notice
4.4 Opening of Tenders
4.5 Acceptance of Tender
4.6 Tender Document
4.7 Types of Tenders
4.7.1 Item Rate Tender
4.7.2 Schedule of Rates with Percentage up or down
4.7.3 Lump sum Tender
4.7.4 Lump sum plus percentage (Target) Tender
4.7.5 Cost Plus Percentage Tender or “Cost Plus Fee Method”
4.7.6 Cost Plus Fixed Fee Tender
4.7.7 Cost Plus Fixed Fee with Bonus and Penalty
4.7.8 Labour Tender
4.7.9 Demolition Tender

4.1 Introduction
Tender is an offer in writing for executing certain specific work, or for supplying
specified materials subject to certain terms and conditions like rates, time limit, etc. It
presupposes that has all the necessary materials and labour available with him or that he
knows from where he can obtain them. Prior to inviting of the tenders, it is the duty of the
designer to see that:

All the plans, specifications and details are not only clear and correct, but without
any ambiguity.

Bill of quantities should be as accurate as possible.

Special conditions if any should be thoroughly checked so that not a single item is
overlooked.

Prior to filling of the tender, the contractor is required to make a careful study of
plans, specifications, special conditions, etc. and further inspect the site in order to
ascertain the difficulties which will be met with in the execution of work. He has to

EBPP/SCM 47
estimate the probable period of completion of work, number of technical and non-
technical staff that will be required on the job. This will help him to work out the cost of
establishment charges. In addition he has also to ascertain the unremunerative works like
temporary hoarding, roadwork, office, cement godown, wear and tear of the plants, and
equipments. After taking into consideration all the above facts including cost of materials
and labour, he is able to quote for the work.

4.2 Invitation to Tender

There are three ways in which the tenders can be called for namely:

By private invitation,

By public notice, and

By negotiations.

Looking to the type and nature of work that is a private work or a public work, a
new work, or work of additions and alterations, etc. and after weighing the advantages
and the disadvantages of each of the methods of calling the tenders, the client should be
advised on the most appropriate method of calling the tenders. At times, there are specific
clauses in a trust deed
or public bodies like
schools, hospitals, and
cooperative housing
societies which require
the tenders by public
notice only.

By Private Invitation

Generally, the designers and the engineers do maintain a panel of contractors and
from the panel a few are invited to quote for a particular job. In such a case, the designer
knows the contractor, together with his intelligence, integrity and financial standing and
thus he is sure of the type of work that he will get from him. This method of inviting the
tender from among the selected contractors prevents inexperienced persons from entering
the contract line. This is suitable for private works. The usual invitation letter along with
the tender notice should be sent to the contractors concerned.

By Public Notice

All public works are required to be advertised in the newspapers for the purpose
of tenders and any contractor can quote for the same. There are chances of getting the
work at a cheaper rate and these tenders are also not free from collusion. At times the
tenders are so low that it will not be possible to imagine whether the contractors will be
able to complete the work: Such tenders usually end in dispute, low quality of work and a
lot of headaches for the designers. With a public tender, the designer or the engineer may
come in contact with new and intelligent contractors and this opens the field for new

EBPP/SCM 48
entrants in the contracting line. The work is generally given to the contractor quoting the
lowest amount, provided he is otherwise equally qualified.

4.3 Tender Notice:

Selected tenders are invited from contractors of repute for the renovation of six
residential buildings at Juhu for Purnima Co-operative Housing Society Ltd. The
approximate cost of the works is Rs. 25,00,000 and the last date of submitting the tender
is 25.4.04 before 5.30 p.m. Tenders form can be had from the office of the undersigned
on 20.3.04 on payment of tender fees of Rs. 500 (non-refundable). Copies of the
drawings can be inspected at the office during office hours or can be had from the office
on payment of Rs . 20 per building (non-refundable). A tender must be accompanied with
an earnest money of Rs. 1,00,000. The designer or the owner is not bound to accept the
lowest tender or any tender or assign any reason for the same.

M/s. X.Y.Z. & Co.

Designers, Engineers, & Surveyors

22, Mumbai Samachar Marg, Mumbai – 23.

The above tender notice is slightly modified by public bodies by adding “The
tenders will be received on 25.4.04 up to 2.30 p.m. and will be opened on the same day at
3.30 p.m. in presence of the tenderers who choose to remain present”.

The purpose of advertisement is to inform all the interested contractors to give

their offers for the specified work. It can be termed as an invitation to offer. The owner
invites the offer and does not make an offer by himself stating that he is prepared to give
the contract for the work for a specified amount. Even if the owner has made an offer,
still he has got the powers to withdraw the same at any time before acceptance is
confirmed by him.

Tender in the legal term is an offer to negotiate, or an offer to receive an offer for
the work within the specified liability for any expenses that may be incurred by the
contractor for inspection of site and for preparation of the tender. The “ owner is not
bound to accept the lowest or any tender is an excessive caution.

4.3.1 Essential Characteristics of a Tender Notice

1) Tender notice must mention the name of the owner, the place, nature and the
extent of work, and the estimated cost.

2) It must mention amount of earnest money and tender fees.

3) Minimum time of returning the tender by the contractor should be atleast 15 to 20

days from the date of issue of the same.

4) The place of delivery of the tenders by the contractors should be specified.

EBPP/SCM 49
 5) The contractor should be asked to inspect the site prior to filling of the tender, so
that he can ascertain well in advance the working conditions, the nature of soil for
the foundations, etc.

4.4 Opening of Tenders

1) The tenders should be opened in presence of the owner or the committee
members. The contractors are generally not asked to remain present at the time of
opening of the tenders called by private invitation.

2) A list of the tenders along with the tender deposits should be recorded. Deposits
should as far as possible be accepted in cheques only. It is likely that a contractor
may forget to enclose the necessary cheque towards the tender deposit and hence
immediate endorsement to that effect should be made on his envelope in presence
of the clients and the contractor concerned should be informed immediately.

3) If the owner does not remain present, the tenders should be opened by the
designer himself who should call upon one of the members of his staff to assist
him. The designer should scrutinize the same, prepare his findings and forwarded
the same to his client with his recommendation as to whom the work should be
given and why.

4) The lowest tender should as far as possible be accepted depending upon the
reputation and standing of the contractor.

5) The practice of receiving and opening of the tenders by the clients should always
be discouraged.

6) The tender deposits and such other amounts except professional fees should be
de[posited in a separate account of the firm usually known as an “ agency account
“ and at no time should the amounts be paid in the trading account wherein the
amount of professional fees are deposited.

7) Public tenders are invariably opened in presence of the tenderers who choose to
remain present.

Before any tender is accepted, it is very essential that all the tenders be thoroughly
checked so that they are without any mistakes. Those tenders which are very low as
compared to the estimated cost of the project should be rejected in spite of the fact that
the contractors are bound by the same. Such works are generally spoiled due to sub –
standard quality of materials, delay in completion and thus resulting in litigations in
which the designer should be the last person to be entangled. If the client insists upon the
same, then all these facts should be brought to his attention in writing and the work
should be given as per his instructions without the designer in any way taking
responsibility for the same.

It is essential that all the tenders should be signed dated and bear the addresses.
The designer and the engineer should scrutinize the tenders thoroughly well to see that no

EBPP/SCM 50
conditions are either altered or cancelled by the tenderers and if these are not checked in
time, the same may result in disputes.

4.5 Acceptance of Tender

The designer before accepting any of
the tenders should obtain the necessary
written confirmation to that effect from his
client. It should be made clear to the
contractor that the tender is accepted subject
to the condition that he will sign the necessary
contract for the same with the owner. Once
the tender of a contractor has been accepted,
he cannot withdraw from the same.

Before selecting a contractor for the work, it is essential to examine the following
aspects:

1) Contractor‟s financial stability depending upon the estimated cost of the proposed
work.

2) Intelligence, capacity to organize, and credit in the market,

3) Previous works executed and certificates to that effect from the previous
designers.

4) Works at present in hand

5) General behaviour and temperament.

Special Features for Acceptance

1. The acceptance must be made within the prescribed time limit.

2. If no such limit is given, then within a “reasonable time”.

3. Tender must be accepted as an absolute without making any counter offer

as otherwise the original offer do not stand.

4. The contractor can alter the tender or withdraw the tender at any time
before its acceptance and he will forfeit his deposit in case of withdrawal.

5. The offer or tender will become ineffective if:

The tender is not accepted within the specified time limit or

within a reasonable time.

EBPP/SCM 51
 Due to death of either party,

If counter offer is made by the client,

If it is expressly withdrawn.

4.6 Tender Document

The tender forms or documents which are issued to the various contractors must
be complete in every respect and must contain all the relevant details of the works. Each
tender form must contain the following:

1. Special notice issued either in the name of the owner in the name of the designer

2. Tender acceptance letter from the contractor.

3. Articles of agreement with special conditions of the contract.

4. General specifications.

5. Bill of quantities in case of item rate tender and special; conditions and
specifications of works in case of lump sum tender.

SPECIAL NOTICE

M/s. P.Q.R. & Co.

Interior Designers
Mumbai.
Dear Sir / Sirs,

Re: Proposed renovation of residential building at 19, Bhulabhai Desai Road owned by
Sh. A.P. NAIK.

We hereby invite you to send your tender for the above work in a sealed envelope at our
office on or before 25th April. 2004, upto 5:30 p.m.

The tender document can be had from our office on payment of Rs._______ as tender
fees which is non- refundable. Drawings can be inspected in the office on any working
day between12 noon to 5:00p.m. or can be had from our office on payment of
Rs._____________ per set (non-refundable).

Tenders must be accompanied with free of interest earnest deposit of Rs._____________

which will be returned to unsuccessful tenderers. The successful tenderer will have to
deposit within fifteen days of the acceptance of the tender a further sum of
Rs._____________ which will be kept as security deposit, bearing no interest.

EBPP/SCM 52
The successful tenderer who fails to deposit the further amount in the specified time limit
mentioned above and fails to execute the agreement or commence the work, will forfeit
his deposit.

You are requested to inspect the site prior to filling of the tender. The tender not fulfilling
any of the conditions mentioned above, will not be considered at all.

The designer or the owner is not bound to accept the lowest or any tender and no reasons
will be given for the same.

Yours faithfully,

X.Y.Z.,
Designers, Engineers, & Surveyors.

TENDER ACCEPTANCE LETTER

M/s. X.Y.Z.&Co.,
Designers , Engineers, & Surveyors,
Mumbai

Dear Sirs,

Re: Proposed renovation of residential building at 19, Bhulbhai Desai Road, owned by
Sh. A.P. NAIK

I/We the undersigned having carefully gone through and clearly understood the plans ,
specifications, articles of agreement with special conditions for the above mentioned
work do hereby tender to execute and complete the whole of the work strictly in
accordance with the said plans, specifications, etc. at the rates set out in the period, bill
of quantities or as given in the special specification of the works attached hereto.

I/We agree to complete the whole of the work within the time limit specified by you .

I/We am/are sending you herewith an earnest deposit of Rs.___________ by cash/cheque

which amount is not to bear any interest and I/we do hereby agree that the same can be
forfeited by you in the event of your accepting my/our tender and I/we fail to execute the
contract when called upon to do so.

It is understood that the lowest or any tender will not necessarily be accepted and that you
and/or the owner are not bound to assign any reasons for the same.

I/We agree to keep our offer open for two months from the date hereof.

Yours faithfully,

EBPP/SCM 53
P.Q.R.,
Building Contractors.

The designer usually has to face the following circumstances after the tenders
have been opened and before acceptance of the same, namely:

1. The client decides to abandon the work altogether

2. Client does not know the contractor who has quoted the lowest and hence prefers
the known contractor from the list of the tenderers submitted by the designer.

3. Contractor refuses to take up the work when his tender is accepted

Invitation to tender
Broadly speaking tenders can be invited by any one of the three modes:

1. Public tender.

2. Selected or limited tender.

3. Negotiated tender.

Public Tender Selected tender Negotiated tender

Suitable for private works. Suitable for private works

Suitable for public and of small magnitude or for
private works. Compulsory repair works, and works of
for public works. addition and alterations to
an existing building.

Keen competition and Competition on a small No competition and no

formation of a syndicate or scale, - chances of syndicate.
a ring not ruled out. formation of a syndicate are
there.

Financial integrity, and Financial integrity etc. is Financial integrity etc. is

organization for the works known. known.
are not known.

More chances of disputes Less chances of disputes Less chances of disputes

EBPP/SCM 54
Opens field for new brilliant New contractors do not step Negotiated with one or
contractor. in the field. maximum of two known
contractors, and hence
question of new contractors
does not arise.

Not very well suited for Suitable for specialized and Suitable for specialized and
specialized and skilled skilled works. skilled works but cost will
works. be very high.

Cost of work will be low. Cost of work will be on the Cost will be very high.
higher side.

Plans, specifications and Plans, specifications and Plans and specifications

other details are required to other details are kept ready should be kept ready.
be prepared in advance in advance and mistakes if Details can be discussed;
prior to advertisement in any are made known by mistakes can be made
paper- mistakes detected letter only. known by letter.
subsequently are required to
be made known by public
notice thus increasing the
cost of tendering.

Time limit must be there for Time limit can be shortened Time limit can be to the
submission of tender and to even 8 days if required. extent of 8 days if
that too not less than 15 to necessary.
20 days from the date of
public notice.

Tenders must be opened in Not essential that the No opening of the tenders
presence of the tenderers tenders should be opened in in this case.
who choose to remain the presence of the
present. tenderers.

Mistakes committed by the Mistakes of the contractors Mistakes of the contractors

contractors cannot be can be checked and rectified can be checked and
checked in advance. prior to acceptance. rectified.

Laborious for the designers Less laborious due care is Less laborious due care is
and the engineers and they usually taken. usually taken
have to be extremely careful
as they may be dealing with
an unknown person.

EBPP/SCM 55
4.7 Types of Tenders
1. Item rate tender

2. Schedule of rates with percentage up or down (basic rate with rise and fall
clauses)

3. Lump sum Tender

4. Lump sum percentage tender (target tender)

5. Cost plus percentage or “cost plus fee tender”.

6. Cost plus fixed fee tender.

7. Cost plus fixed fee with bonus and penalty.

8. Labour tender

9. Tender for demolition work.

4.7.1 Item Rate Tender:

It is an offer to execute the work based on the rates of different items of work.
The tender form usually contains the Bill of Quantities wherein all the items of work are
fully described with their quantities. The quantities given are always approximate and are
not binding on the owner. The contractor is required o fill in the rates of the items and
thus it becomes a simplified job so far as the calculations and estimating are concerned.

This is a balanced method of execution and the chances for extra works are
minimized. It is not risky for the contractor and hence quality of workmanship will be
assured. Reasonable variations can be made in the plans and also In the quantities during
the execution of work.

It is suitable for all types of works like buildings, bridges, culverts, sewer lines,
etc.

4.7.2 Schedule of Rates with Percentage up or down

It is also known as basic rates with rise and fall clauses. It is a modified form of
item rate tender. In this case a Bill of Quantities duly priced is given to each of the
tenderers and they are asked to quote only the percentages above or below the priced
schedule of rates, at which they are prepared to execute the work. All other facts as given
for the item rate tender will hold good in this case also.

This type of tender is suitable for the repair works, new buildings as well as for
maintenance works.

EBPP/SCM 56
4.7.3 Lump sum Tender:
In a lump sum tender the contractor undertakes tom carryout the work as shown
on the plans and described in the specifications till completion, supplying all the
materials and labours for a fixed lump sum or at a fixed rate per cubic or square meter of
the work.

Essential characteristics:

i. Work to be executed should be clearly shown on the plans with all the
relevant details and elevations.

ii. Work should be described in details in the specifications with special

conditions, if any.

iii. Time for completion of the work should be specified in advance.

iv. If the contractor is not to be given any part payments for the works, the
same should be specified in advance as otherwise, it is understood that
part payments will be effected as mutually agreed.

v. Site shall be accessible to the contractor so that he can ascertain the nature
of soil, approximate cost of foundation, and other relevant working
conditions.

vi. No serious variations are contemplated.

vii. Contract amount is not decided on the basis of measurements except for
additions and omissions.

At times the contractor is asked to submit a priced bill of quantities along with the
tender which will not form part of the contract.

The Advantages of this type of the Tender:

a. Total cost of construction is known in advance and as such the owner can
make the necessary arrangements for the finance.

b. The contractor will try to complete the work as soon as possible so as to

have good margin of profit and that his equipments will be free earlier
which can be utilized for his other jobs.

c. Workload of the engineer and the designer is reduced, as no detailed

measurements are required to be taken for each item of the work executed.

Disadvantages:

a. More and more of the extra works.

EBPP/SCM 57
 b. Design is likely to be adversely unless heavy variations are made.

c. Quality of work is not guaranteed.

d. Contains more elements of speculation and a risky form of tender.

This type of tender is not suitable for:

a. For such works where the nature of soil and the type of foundations cannot
be ascertained in advance.

b. For works of additions and alterations to an existing building.

c. Works of repair to a building.

d. Works under water like foundations for bridges, culverts etc.

It is suitable for:

a. All building works.

b. Laying off main sewers.

c. General drainage and plumbing.

d. Electric installation works.

e. Road works.

4.7.4 Lump sum plus percentage (Target) Tender:

It is the same as the lump sum tender except that if the contractor completes the
works before the specified date, he is usually granted certain bonus in terms of
percentage of the cost of the project. All other facts as given for lump sum tenders will
holds good in this case also.

4.7.5 Cost Plus Percentage Tender or “Cost Plus Fee Method”:

The expenditure incurred by the contractor is paid by the owner as agreed and
over and above he is paid certain percentage as profit for his professional services. The
fees are usually fixed at a certain percentage of the cost of work.

i. The work on the site can be commenced immediately without waiting for
all the formalities.

ii. Contractor can be chosen at any time and he should be trust worthy for the
successful execution of the work. He acts as the manager of the owner and
assumes the position parallel to that of a designer.

EBPP/SCM 58
 iii. Suitable for public and private works.

iv. All details need not be worked out prior to the commencement of the
work.

v. Necessary variations as are required can be made, so as not to spoil the

design.

vi. No guarantee of the cost of project in advance and ultimate cost is not
known.

vii. No time limit for completion of work.

viii. Owner will be entitled to discounts, rebates and refunds.

ix. No economy in the purchase of the materials and employment of the

labour.

x. There are chances of fictitious bills creeping in and calls for more care.

xi. The owner can get the best of the work at the cost of economy and proper
planning, as the inferior and ill-planned works will be demolished at the
cost of the owner, thus increasing the ultimate cost.

4.7.6 Cost Plus Fixed Fee Tender:

A modified form of this system of tendering is “cost plus fixed fee “wherein the
contractor is given a fixed fee irrespective of the cost of the work and as such, he
becomes a disinterested adviser and tries to complete the work in time.

All the cost of the materials and labour are directly paid by the owner and thus the
contractor‟s financial liability is nil. The fees charged by him will include his
professional services as well as the rentals for all his implements, plants, etc. including
the cost of repairs if required.

The contract can be terminated by the owner at will, provided that the contractor
has been compensated for his fees and minor losses, if any.

The contactor‟s fee includes the following:

i. Contractor‟s profit.

ii. Use of his skill, energy, overhead, and administrative expenses.

iii. Contactor‟s full time supervisor on site.

iv. Contractor‟s office on site.

v. Contractor‟s legal expenses.

EBPP/SCM 59
 vi. Interest on any amount invested by him in the work.

4.7.7 Cost Plus Fixed Fee with Bonus and Penalty:

In order to keep a check over the cost of the work, this form of tender is slightly
modified and is known as “cost plus fixed fee with bonus and penalty”. If the cost of the
work as executed remains the same as has been estimated in advance, the contractor
receives his agreed fees with no profit and no penalty deduction. If the cost of the work as
executed turns out to be less than the estimated cost, the contractor is to receive certain
percentage from the savings affected up to a maximum of 50 per cent plus his agreed
fees. If the cost of the executed work turns out to be more than the estimated cost, certain
percentage of the increased cost will be deducted from his agreed fees, and such
deductions shall not be more than 66 per cent of his agreed fees.

Illustration:

Estimated cost of work : Rs 2,00,000/-

Fees of the contractor : 5%

Bonus and Penalty : 30% of the saving or excess amount

4.7.8 Labour Tender:

In this case the contractor agrees to carry out the complete labour work of all the
items of the work at the rate quoted by him. The contractor has to supply all the tools,
plants, scaffolding, centering materials, coir and nails, etc. and the owner supplies only
the materials required for the construction work.

The labour tender generally includes the labour work for the construction of water
tank for storage of water required for construction purpose as well as labour work for
putting up temporary sheds for office and cement godown of reasonable size.

This method of execution of work is very popular as the materials used and the
workmanship will be of standard quality. The points of dispute are minimized and the
payments for extra works are restricted to the labour charges only.

It is suitable for all types of works like buildings, bridges, culverts and specially the
works of additions and alterations and repairs to the existing building.

Advantages:

i. Saving in the cost of work.

ii. Disputes are reduced to the barest minimum.
iii. Workmanship is good and design of work not effected.
iv. Designer‟s worry for certifying of the materials is eliminated.

EBPP/SCM 60
 4.7.9 Demolition Tender:
These tenders are usually called for the demolition of the existing building up to
ground level or up to road level and removal of all the materials of the same including
carting away of the debris. The renderer usually takes away all the materials that are there
in the old building and in turns he pays a specified amount to the owner.

Characteristics:

i. The highest and not the lowest tender should be approved.

ii. The tender should be accompanied with a specified deposit so that the work can be
carried out as per the terms of the contract.
iii. The whole of the tender amount should be taken in advance before the possession of
the building is given for demolition.
iv. The contractor should be asked to take out insurance for accidents, workman‟s
compensation, and third party risks and for other claims, etc.
v. The contractor has to make the necessary arrangements for cutting off the existing
water supply, drainage, connection, electric supply, etc.

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Summary:
Tender is an offer in writing for executing certain specific work, or for supplying
specified materials subject to certain terms and conditions like rates, time limit, etc.

Prior to filling of the tender, the contractor is required to make a careful study of plans,
specifications, special conditions, etc. and further inspect the site. Three ways in which
the tenders can be called for namely-By private invitation, By public notice, and By
negotiations. The tenders are first floated by either ways through tender notice. Then the
tender document is filled in and submitted thereafter the tenders are opened and the
tender is then awarded.

Revision Points:
Tender is an offer in writing for executing certain specific work, or for supplying
specified materials subject to certain terms and conditions like rates, time limit, etc.

Three ways in which the tenders can be called for namely-By private invitation, By
public notice, and By negotiations.

The tenders are first floated by either ways through tender notice. Then the tender
document is filled in and submitted thereafter the tenders are opened and the tender is
then awarded.

Types of Tenders

Item rate tender

Schedule of rates with percentage up or down (basic rate with rise and fall
clauses)

Lump sum Tender

Lump sum percentage tender (target tender)

Cost plus percentage or “cost plus fee tender”.

Cost plus fixed fee tender.

Cost plus fixed fee with bonus and penalty.

Labour tender

Tender for demolition work.

EBPP/SCM 62
Key words:
Tender: An offer in writing for executing certain specific work, or for supplying specified
materials subject to certain terms and conditions like rates, time limit, etc.

Private Invitation: Generally, the designers and the engineers do maintain a panel of
contractors and from the panel a few are invited to quote for a particular job.

Public Notice : All public works are required to be advertised in the newspapers for the
purpose of tenders and any contractor can quote for the same.

Item Rate Tender: It is an offer to execute the work based on the rates of different items
of work. The tender form usually contains the Bill of Quantities wherein all the items of
work are fully described with their quantities.

Schedule of Rates with Percentage up or down : It is also known as basic rates with rise
and fall clauses. It is a modified form of item rate tender. In this case a Bill of Quantities
duly priced is given to each of the renderers‟ and they are asked to quote only the
percentages above or below the priced schedule of rates, at which they are prepared to
execute the work.

Cost Plus Percentage Tender or “Cost Plus Fee Method”:The expenditure incurred by the
contractor is paid by the owner as agreed and over and above he is paid certain
percentage as profit for his professional services.

Intext Questions:
1. What are tenders? Explain in detail the use of tenders for an Interior design
professional.

2. Explain in detail the process of calling and awarding tenders.

3. What are the various methods of inviting tenders? Explain in detail.

4. Explain in detail the various types of tenders.

Terminal Exercises:
1. Discuss the meaning and need for calling out tenders.

2. Explain in detail the various types of tenders.

3. How to decide on the mode of calling tenders.

4. Explain the process involved in preparing a tender document

5. Explain the process involved in inviting tenders.

6. Explain the process involved in opening of tenders.

EBPP/SCM 63
 7. Explain the process involved in acceptance of tenders.

Assignments / Learning Activities:

Students should study the tender notices published in newspapers to get familiar with the
language and layout of a tender notice.

Supplementary material / Suggested Reading:

1. Time Savers standards

2. Estimating and Budgeting by B. N Dutta

EBPP/SCM 64
 Unit – V

Lesson 5: Progress Schedules

EBPP/SCM 65
 Lesson 5: Progress Schedules
Objective:
To understand what is a schedule of progress chart and how it helps in the smooth
execution of an interior design work. To take out a detailed estimate of an interior design
project.

Structure:
5.1 Introduction
5.2 Progress Photographs
5.3 Detailed Estimate Exercise

5.1 Introduction
A master programme is not a contract document as such but it gives the designer
the right to see the contractor‟s programme or progress schedule. The clause also requires
the contractor to update the programme whenever the contract period is extended for any
reason. This master programme or progress schedule is usually drawn up by the
contractor at an early stage of the work – probably following the first site meeting with
the principal sub contractors – and kept up-to-date week by week. It should be made on a
large sheet of paper, so that all the information can be clearly tabulated, and should be
posted up in a prominent position in the site office. It must not be too complicated, but
must give a precise indication of the progress planned by trades each week, together with
the actual progress maintained. The most common method in use is that in which the
chart is „squared off „, with the trades or operations arranged in a column on the left hand
side and weeks inserted along the top. A line is drawn in black (or any other colour
selected) against each trade or operation, commencing at the week during which the
particular work is due to start and continuing through the number of weeks that it is
expected to proceed. This may not, of course, be a continuous line, as it may be necessary

EBPP/SCM 66
to suspend the particular work whilst some other operation is proceeding and then return
for a second spell.

The value of a progress schedule is that it will enable the contractor to plan ahead,
give clearly and precise notice to sub contractors, avoid the risk of overlooking the
ordering of materials or fittings in good time and enable him to take adequate steps to
reinforce or reduce his labour force as the occasion demands. Finally, it is a constant
pointer to contractor, foreman, clerk, designer and client as to whether the work is
proceeding at a satisfactory rate or not.

As the contract proceeds it may be necessary to expand the progress schedule to

show in more detail the coordinated installation and commissioning of complex
engineering services.

The requirement of a progress schedule, or critical-path network in a more

complex contract, should be made in the bill of quantities (or specifications where there
is no bill), as it is not included in the subjects on which the designer is authorized to give
instructions under the Standard Form of Contract. Though co-operation in preparing such
a schedule may be valuable, responsibility for progress is the contractor‟s. Any comment
by the designers on the contractor‟s schedule can only be advisory.

EBPP/SCM 67
5.2 Progress Photographs:
Apart from the valuable record of the progress of the work that will be provided
by photographs being taken at regular intervals, it will be found that they can be of
considerable assistance to the designer in his supervision of the work, particularly if it
happens to be at some distance from his office.

To be of value, however, a definite series of photographs must be planned and

each one must be carefully annotated and dated. A better progress record will be kept if a
number of photographs are taken at regular intervals from fixed viewpoints, which should
be selected to give a slight overlap, so that they can be related to one another.

Photographic records of this sort may provide very useful information if

alterations or extensions are carried out in the future, and they may also be of
considerable value as evidence in a legal action.

The designer may take progress photographs himself, or he may commission a

professional photographer. They need be no more elaborate than snapshots, and should be
taken for their intrinsic and not their aesthetic value.

The cost of photographs would normally be regarded by the designer as part of his
overhead expenses, but if a specific series of photographs were taken on the client‟s
instructions, he would be entitled to charge them as an out-of-pocket expense or they
might be included in the contract, particularly if, as might be the case on a large scheme,
a professional photographer is employed.

EBPP/SCM 68
5.3 Detailed Estimate Exercise
Work out the estimated cost for renovation of the residence whose plan is
attached herewith for your reference

A detailed estimate of the complete renovation of the house is as follows:

EBPP/SCM 69
 Item Quantity Total Rate/unit Total
quantity cost
Flooring
Marble stone flooring with 18mm
thick marble stone over 20mm
thk. base of cement mortar 1:4
laid and jointed with white cement
slurry including rubbing and
polishing

Drawing Room 15‟ X 18‟

Bed Room 1 10‟-4½”X

14‟-7½ ”

Bed room 2 14‟-0” X 16‟-9”

27‟-0” X 20‟-1½
Lobby ”

10‟-0” X 14‟-7½ DR+BR1+

Dining ” BR2+L+D = Rs.233.93/sq.ft a1xb1=A
a1 . =b1

Kitchen
Providing and laying polished
porcelain floor tiles in 50 x 50 cm
with water absorption less than 14‟-0” X 11‟-3” Rs.108.10/sq.ft a2xb2= B
1% laid on 20mm thk. cement = a2 a2 . =b2
mortar 1:4 including grouting the
joints with white cement and
matching pigments

Store, Toilets and Dress Area 6‟x8‟6”(store) S+T1+T2+D1 Rs.61.64/sq.ft. a3xb3=

+D2 = a3 = b3 C
Providing and laying glazed 5‟6”x9‟ (toilet1)
ceramic floor tiles 395x395mm of
first quality laid on 20mm thick 14‟ x 8‟ (toilet 2)
cement mortar 1:4 including
pointing the joints with white 5‟6”x 5‟6”(dress
cement and matching pigments 1)

5‟6”x5‟6”(dress 2)

EBPP/SCM 70
Cement Plaster
20mm cement plaster finished with
floating coat of neat cement of mix
1:3
Drawing Room [(15‟+18‟) x2]x10‟ –
[(3‟x6‟9”) x2
Bed Room 1 [(10‟4 ½ ”+14‟7½”)
x2] x10‟-(3‟x6‟9”)-
(6‟x4‟3”)-(4‟x6‟9”)
Bed Room 2 [(14‟+16‟9) x2] x10‟-
(3‟x 6‟9”)x2-(6‟x
5‟6”) –(2‟9”x 6‟9”)
Dining Room (10‟+14‟ 7½”) x10‟+
(10‟x3‟3”)
Kitchen [(14‟+11‟3”)x2] x2 –
(3‟x 6‟9”)x2 – (5‟6”x
5‟6”)x2
Toilet [(14‟+8‟) x 2]x 10‟ –
(2‟6”x6‟9”) –
(3‟x6‟9”)
Toilet 2 [(14‟+8‟)x2]x10‟ –
(2‟6”x6‟9”) –
(3‟x1‟6”)
Dress 1 (5‟6”x3‟)x10‟-
2‟6”x6‟9”
Dress 2 [(8‟+6‟)x2]x10‟-
(2‟6”x6‟9”)x2

Store [(6‟+8‟6”)x2]x10‟-
(3‟x6‟9”)
Lobby (2x20‟1”+27‟)x10‟
- (3‟x6‟9”)-
(5‟x6‟9”)
DR+BR1+ Rs.9.09/sq.ft. a4xb4=D
BR2+DR+K+T1 =b4
+T2+D1+D2+S
+L = a4
TILING
Providing and fixing 1st quality
ceramic glazed tiles of minimum
thickness 5mm in dados over 12mm
thk bed of cement mortar 1:3 &
jointing with grey cement slurry
including pointing in white cement
mixed with pigment of matching
shade
Toilet 1 [(5‟6”+9‟)x2]x6‟9”
–(2‟6”x6‟9”)

Toilet 2 (14‟+8‟)x2 –
(2‟6”x6‟9”)

Kitchen (14‟x6‟9”)+[(2x11‟
3”)+14‟] x 4‟- T1+T2+K =a5 Rs.373/sq.ft.= a5xb5=E
(5‟6”x2x4‟) b5

EBPP/SCM 71
Distempering
With oil bound washable distemper
of approved brand (two or more
coats over & including priming coat
with cement primer)
Drawing Room [(15‟+18‟) x2]x10‟
–[(3‟x6‟9”) x2
Bed Room 1 [(10‟41/2”+14‟7½
”) x2] x10‟-
(3‟x6‟9”)-
(6‟x4‟3”)-
(4‟x6‟9”)
Bed Room 2 [(14‟+16‟9) x2]
x10‟- (3‟x 6‟9”)x2-
(6‟x 5‟6”) –(2‟9”x
6‟9”)
Dining Room (10‟+14‟ 7½”)
x10‟+ (10‟x3‟3”)
Kitchen [(14‟+11‟3”)x2] x2
– (3‟x 6‟9”)x2 –
(5‟6”x 5‟6”)x2
Toilet [(14‟+8‟) x 2]x 10‟
– (2‟6”x6‟9”) –
(3‟x6‟9”)
Toilet 2 [(14‟+8‟)x2]x10‟ –
(2‟6”x6‟9”) –
(3‟x1‟6”)
Dress 1 (5‟6”x3‟)x10‟-
2‟6”x6‟9”
Dress 2 [(8‟+6‟)x2]x10‟-
(2‟6”x6‟9”)x2

Store [(6‟+8‟6”)x2]x10
‟-(3‟x6‟9”)
Lobby (2x20‟1”+27‟)x1
0‟- (3‟x6‟9”)-
(5‟x6‟9”)
DR+BR1+ Rs.2.97/sq.ft a6xb6=F
BR2+D+D1+D2 =b6
+S+L = a6

EBPP/SCM 72
Woodwork
Providing and fixing paneled or
panelled & glazed shutters for doors
& windows with necessary screws
with second class teak wood
paneling over second class teak
wood 35mm thk. Shutter
Doors [(3‟6”x6‟9”)x2]
+ [(3‟x6‟9”)x5]
+
Windows [(2‟6”x6‟9”)x2]
[(6‟x5‟6”)x2] +
[5‟6”x5‟6”] +
Ventilators [7‟x7‟3”]
[(1‟9”x3‟)x2]
Rs.188/sq.ft.
D+W+V = a7 =b7 a7xb7=G
Cupboards
Providing & fixing 25mm thk.
Paneled or paneled & glazed
shutters for cupboards of second
class teak wood
Bedroom 1 (5‟x10‟)+
(3‟9”x10‟)
Bedroom 2 13‟9”x10‟
Kitchen 14‟x4‟6”
B1+B2+K = a8 Rs.100/sq.ft. =
b8 a8xb8=H
Miscellaneous
Providing & fixing curtain rods of
1.25mm thk. Chromium plated brass
plate, with two chromium plated
brass brackets fixed with C.P. brass
screws & wooden plugs etc. (25mm
dia)
Doors (3‟6”x2) + (3‟x6)
+ (2‟6”x2)

Windows (6‟x2) + (5‟6”x1)

+ (7‟x1)

Ventilators 3‟x2

D+W+V= a9 Rs.80/ft. a9Xb9=I

Curtains Rs.35/ ft. a10Xb10= J
Two for each door (6‟6”x2)x10 = a10 = b10
a10
Interior Designer’s Profit 10% of total 0.10x(A+B+
material cost C+D+E+F+
G+H+I+J)=
W
TOTAL MATERIAL COST A+B+C+
D+E+F+G
+H+I+J+
W=X

Labour 5 nos. / day 5 x no. of days Rs.150/ a11xb11=Y

= a11 day/person=b1
1

Furniture Total cost

achieved
after
Rs1000/-x2 multiplying
lump sum per unit rate
T.V .Trolley 500/-x2 with no. of
Sofa(10 seater) lump sum 500/-x2 items
Couch lump sum 3000/- =Z
T.V. Cabinet lump sum 12000/-
Corners lump sum 30000/-
5000/-
7000/-
Item wise

Carpets 8‟x10‟ + Rs. 4000/-

(4‟X6‟) x2+
(2‟X3‟6”)x2
Beds (6‟x6‟)x2 Rs2000/-x2
Chairs-circular (2‟ dia)x2
Square (1‟6”x1‟6”)x2
Dining Table 3‟x6‟ 14000/-x2

TOTAL ESTIMATE X+Y+Z =

1+2+3 S

The total cost for renovation of the residence comes out to be Rs. „s‟.
Summary:
A schedule that keeps a record of the time and progress of the execution of the work on
site is called progress schedule .The value of a progress schedule is that it will enable the
contractor to plan ahead, give clearly and precise notice to sub contractors, avoid the risk
of overlooking the ordering of materials or fittings in good time and enable him to take
adequate steps to reinforce or reduce his labour force as the occasion demands. The
requirement of a progress schedule, or critical-path network in a more complex contract,
should be made in the bill of quantities (or specifications where there is no bill), as it is
not included in the subjects on which the designer is authorized to give instructions under
the Standard Form of Contract .
Progress Photographs are the pictures that keep a valuable record of the progress of the
work that will be provided by photographs being taken at regular intervals, it will be
found that they can be of considerable assistance to the designer in his supervision of the
work, particularly if it happens to be at some distance from his office.

Revision Points:
A schedule that keeps a record of the time and progress of the execution of the work on
site is called progress schedule.

The value of a progress schedule is that it will enable the contractor to plan ahead, give
clearly and precise notice to sub contractors, avoid the risk of overlooking the ordering of
materials or fittings in good time and enable him to take adequate steps to reinforce or
reduce his labour force as the occasion demands.

Progress Photographs are the pictures that keep a valuable record of the progress of the
work that will be provided by photographs being taken at regular intervals.

Photographic records of this sort may provide very useful information if alterations or
extensions are carried out in the future, and they may also be of considerable value as
evidence in a legal action.

The cost of photographs would normally be regarded by the designer as part of his
overhead expenses, but if a specific series of photographs were taken on the client‟s
instructions, he would be entitled to charge them as an out-of-pocket expense

Key words:
Progress schedule: A schedule that keeps a record of the time and progress of the
execution of the work on site is called progress schedule.

Progress Photographs: The pictures that keep a valuable record of the progress of the
work that will be provided by photographs being taken at regular intervals.

EBPP/SCM 75
Intext Questions:
1. What are progress schedules? Explain with the help of examples

2. Take out the detailed estimate of all items of the design project being done in the
subject of “Interior Design Studio – IV”.

Terminal Exercises:
1. What is the importance of preparing a progress schedule for an interior designer?

2. Explain why and how a schedule of progress chart is drawn.

Assignments / Learning Activities:

1. Students may make a schedule of work for the project being designed by them in
the Interior Design Studio subject.

2. Based upon the example given in the students‟ course material, students shall take
out the detailed estimate of the office being designed by them in the Interior
Design studio subject.

Supplementary material / Suggested Reading:

1. Time Savers standards
2. Estimating and Budgeting by B. N Dutta

EBPP/SCM 76