The Importance of Having Quantities

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    The importance of having Quantities

    Construction is probably the highest 'dispute ridden industry ' of all.

    The 'old ways' of agreeing contracts on 'the back of a cigarette packet' still exist.

    The majority of people want to know how much something is going to cost beforepurchasing, whether a jar of coffee or a new car, and yet when it comes to buildingcontracts a great deal is often left 'to chance'

    One reason is that all too often clients want 'budget prices' BEFORE appropriateApprovals are achieved --- this is a big mistake.

    The BEST way forward is to gain Planning and/or Building Regulation approval beforetalking about final costs.

    To simply agree a lump sum based on some 'sketchy' drawing/s is very risky.What about if the drawings do not contain all the items actually wanted by the client ?

    The BEST method is:-1. Obtain ALL necessary approvals -- in writing.2. Prepare a LIST of the drawings and identify them by which revision (usually A,B,Cetc) so that these form part of the written agreement between the parties PLUS anyother relevant documents (structural engineer's calculations for example).3. Prepare a list of Quantities with 'rates' (sum of money required 'per m of skirting' or'm3 of concrete' etc) so that both parties (client and contractor KNOW the basis of thesum to be paid for the Works).

    Note:- I was present at a court case where the client and builder admitted they had'shook hands' on a sum of money -- nothing written down -- the problem was, thebuilder said it was X and the client said it was Y...................... after 3 weeksdeliberation, we all went back to the courtroom, and the judge, in his summing up, wentwith the client's version.There was me thinking he would go for the 'average' !

    In this way, both parties KNOW exactly, what is included in the tender (or estimate) and,at the end of the project, adjustments made on an 'Add' or 'Omit' basis.This used to be common practice --- in my first year with a quantity surveying practice I

    did these 'Variation accounts' every working day on all sorts of projects -- there wereNO court cases then !

    Brief History of the PQS (Professional Quantity Surveyor)Up to around 1920 -- in the UK -- contractors were producing their own quantities for tendersand the 'winner' was usually the one who made the biggest mistake.There was no regulation, no standard procedure, no 'rules'.

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    Then someone (I don't know who) suggested 'why don't we appoint a 'single specialist' tomeasure the quantities -- all contractors will get a copy of the 'Bill of Quantities' with the othertender documents and therefore ALL will be pricing on the same basis.The winner pays the 'specialist' !It worked................... the 'Quantity Surveyor' was born and the FIRST SMM (Standard Methodof Measurement) was printed in 1922 -- I have more information on this if anyone is interested,

    please let me know.

    At last there was a proper system of measurement in place -- ok, the QS could make an error --the same as anyone else but, the difference was they had ALL priced the job on, for example,120 cubic yards (those imperial days....) of concrete --- even if a mistake had occurred and itshould have been 132 cu yds -- this extra was paid automatically to the main contractor by theclient -- it was written in to the contract.

    What has gone wrong in the QS ProfessionOver the years, the SMM was revised in line with current practice and site operations etc --number 2 in 1927, nr 3 in 1935, nr 4 in 1948, nr 5 in 1963, nr 6 in 1979 and nr 7 in1988If my maths are correct we are now experiencing the biggest interval between any two SMM's

    In my opinion, SMM7 is well out of date and far too cumbersome for today's trends.

    Builders, sub-contractors, estimators, buyers, builders merchants etc WILL ALWAYS WANTQUANTITIES

    I lectured in QSing at Wolverhampton Polytechnic up to 1993. The RICS used to conduct theirown 'internal' professional exams and held these at different centres all across the country.EVERYONE feared these exams -- they were a very high standard -- there was no clue as to'what would be included this year' - the pass rate was not high.

    BUT --- all staff at all the various colleges worked WITH the students to make sureEVERYTHING was covered every 'trade' in the current SMM was studied properly so that

    each student was prepared as well as possible for anything that might crop up in the exams.Most important of all each student was therefore capable of 'doing a proper job' for theiremployer.The employers were confident the employee could do the work satisfactorily if they had passedthese very high standard exams.

    Everyone worked on the SMM current at that time of the exams.Sometimes a student had been 'brought up' on one version and, suddenly a 'new version' cameout just before the exams --- THAT WAS 'STRESS' -- big time stress. I know, I was there.....

    In the 'mid-80's' the RICS decided to abandon their own exams and gave power to the variouscolleges to 'give exemption' ------ in my opinion, this has proved to be a retrograde step.

    Since then, experienced lecturers (in Measurement) have 'moved on' and been replaced withyounger staff without this key knowledge (through no fault of their own) and more emphasis hasbeen placed on Management and Economics whereas employers NEED measurement.I personally know several young people who have started work (WITH a degree in QSing) onDay 1, the boss says "will you measure those foundations ?' the reply 'oh, I can't do that' isNOT what the boss wants to hear.

    A Way Forward

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    BUT, the OLD way of 'measuring' on dim paper in accordance with an SMM which is well'past it's sell by date' is no longer viable (this is my firm opinion) and sums up why I have nowgone my 'own way' --- renamed 'Builders Quantities' as 'Commercial Quantities' and trying to putover an 'easy to understand system' that can be adopted anywhere in the world. Combined withExcel (which is 'universal' and easy to email finished results) makes the overall experience veryenjoyable.

    One example --- what is the advantage of measuring concrete beds or slabs in cubic metres ?In my opinion, these should be in m2 as that 'ties in' with 'attached items' such as fabricreinforcement, formwork to underside of slabs, screeds, ceiling plaster and paint to underside ofslabs, floor finishes --- so SPOT CHECKS can be made.

    Simple things like this can streamline the whole process and make life easier for all concerned this is exactly what I have endeavoured to do in my Commercial Quantities approach but aboveall I strongly advocate that the QS will strive to achieve the BEST method of giving theinformation in each individual contract --- if, for example, there is a complicated oak staircase allfully designed by a specialist, what is wrong in stating 'oak staircase in accordance with drawingref ABC' ?

    Quality of InformationIn the 'golden period' for quantity surveyors (I would suggest between around 1920 to 1980)where QS's were appointed by clients to work alongside the architects the QS would bepreparing the quantities during the Design Stage and keep asking the architect for moreinformation -- an 'extra section' here or 'plan there', whatever was needed to help finalise thedocuments.

    This meant when the contract went out to tender it was FULLY DESIGNED and the Bill ofQuantities would be correct.......... ok, 'mistakes' COULD occur but there was a properrectification method built in to the contract).

    PLUS all these projects already had the proper Local Authority Approvals -- had been vetted bythe local Fire Service -- all services (gas, elec, telephones, sewer connections etc) had ALLbeen sorted.

    Very unfortunately, it looks like we have reverted back to how things were a hundred years ago-- clients want 'quick fixes' architects asked to prepare 'sketchy designs' - these go out tocontractors for 'fixed price tenders' (in many cases) no independent QS appointed at all soeach contractor has to prepare their own quantities and the eventual winner is ............

    Sadly, everything is 'passed down the chain' the main contractor passes the final responsibilityto the sub-contractors who are all 'fighting each other for the work' and submitting silly prices foritems not properly designed or described in the contract documents.

    Maybe, in time, 'they' will 'all' see 'common-sense' and take things more carefully during the vitalDesign Stage..and maybe, all contracts WILL actually be completed 'within budget'.

    OverviewWorking as a QS can be (should be) a very rewarding experience -- in effect, the QS is 'building'the new project in advance of any work starting on site and when, later on, the REAL workstarts, the QS, like the architect, is familiar with everything in advance of the contractor.

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    Difference between PQS and CQS (Contractor's QS)The PQS will always be the one who produces the Bill of Quantities (BQ) for tendering purposes-- for large contracts where a number of tenderers will be involved. The PQS is paid by theclient.The CQS works for each individual contractor and works opposite to the PQS in dealing withpayments and variations for the contract once it has started on site.

    Where it has been decided to have no Bill of Quantities for 'multi-tenderers' use -- a CQS wouldthen produce quantities for 'his or her' own employer (ie each contractor tendering for theproject).

    ChecklistA checklist of items to be measured is vital and I have produced such a list on this website --see 'Avoid Client/Builder Disputes'

    Changing role of the QS (meaning a 'hands-on' measuring quantity surveyor rather than a'project manager' type)The traditional role is still vital production of a Bill of Quantities for ALL items within a contract

    from excavation through to painting

    where the quantities produced are NETT (no waste

    allowed).The Bill is then priced by estimators for each contractor tendering the estimators allow extrafor waste (the reason being that 'waste' is impossible to predict 'theft' is included under thisheading for example).Each contractor would have their own 'materials control systems' which is why the onus isplaced on them for 'waste allowances'.Therefore, the QS's role is straightforward and the end result understood by all.

    However, changes are taking place ------- builders merchants are now being asked to 'quantify'from the drawings and then quote for 'materials only'. The merchants then appoint a QS to dothis for them (or could do it 'in-house' if they have someone with the appropriate skills).

    In this case, the quantities would NOT be 'nett'

    but would be in the form of 'minimumconsignments' or 'cutting lists'.Sometimes, sheet material such as insulation boards, may only be available in 'packs' 'pack of10' for example. So the final quantity may be 14 packs which is very different from somethinglike 215m2 on a nett quty system.Timber joists may only be available in increments of 300mm in lengthie 600, 900, 1200, 1500, 1800 up to usually 4.8m or the very most 6.0mso the final list could be, for example:-6 x 2.1m8 x 2.7m27 x 3.6mthese would all then be cut to the final size on site when installed by the carpenters.

    The information may be very poor so the QS has to make 'best guesses' or take shortcuts.'Composite items' such as 300 wall including 103 facings, 100 blocks, cavity, ties, insulation,plaster and paint' are fairly common now.

    So the QS needs to know exactly what format is to be produced before starting (and beforegiving any quote for the service to be provided).

    NOTE. My system explains these various issues.

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    Unfair PracticesI deal with a lot of current projects and find certain contract clauses extremely unfair:-

    Example AThe contractor is to allow for any other items considered necessary for the project even if not

    measured in the Bill of Quantities.

    Example BThe contractor is deemed to have checked all the quantities provided and no extras will beallowed.

    'Stupid' items in some Bills

    Example AThe continuing use of the term 'cart away'. This was related to horses and carts !

    Example BContinuing use of 'half brick wall' and similar for thicker walls. SMM6 threw this outin 1979 when it required the 'thickness to be stated'.

    Example CLengths of lintels incorrect especially steel.The opening width on the drawing may be 1000mm (for example) 300 added for endbearings and the lintel in the Bill described as 1300 long -------------- WRONGThey are only available in incremental lengths of 150 (and EACH manufacturer needschecking in this respect) so, in this case the lintel should have been described as1350 long (the next incremental length up).