KYAMBOGO UNIVERSITY

FACULTY OF ENGINEERING

DEPARTMENT OF LANDS AND ARCHITECTURAL

STUDIES

BACHELOR OF SCIENCE IN BUILDING ECONOMICS

MEASUREMENT OF CIVIL ENGINEERING WORKS

BE314

ASSIGNMENT

DONE BY:

SAANO SOLOME
18/U/EBD/8907/PD

DATE: 2ND JUNE 2021

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TERMINOLOGIES USED IN MEASUREMENT OF CIVIL ENGINEERING WORKS

Preamble

This is an introductory clause entered at the head of each section in a bill of quantities relating to
matters which affect the contractor in pricing the bill of quantities and which ought to be drawn
to his notice.

The preamble shall state the methods of measurement other than CESMM3, if any way, which
have been adopted in the preparation of the bill of quantities and are to be used for the
measurement of any part of the works.

Provisional Sums

These are sums provided for work or for costs which cannot be entirely foreseen, defined or
detailed at the time of tendering documents are issued. Examples are such as testing of materials,
progress photographs and contingencies. The sum is to be used under instruction. A provisional
sum is usually included as a round figure guess. It is included mathematically in the original
contract price but the parties don’t expect the initial round figure to be paid without adjustment.
The contract usually provides expressly how it is to be dealt with.

Daywork

This is a means by which a contractor is paid for specifically instructed work on the basis of the
cost of labour, materials and plant plus a mark up for overheads and profit. It is generally used
when work cannot be priced in the normal way.

Contingency sum

Is a sum of money allowed in the project budget, for expenditure on aspects of the project that
were unforeseen or unforeseeable at the time of preparing documents. It should be used during
the design and construction phases of the project.

Schedule of rates

This is a list in a contract settling out the staff, labour and plant hire rates that a contractor will
use for pricing cost reimbursable work.

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Query sheet

This is a list used to capture uncertainty about specific elements of the design drawings and
specifications and issued to appropriate members of the consultant team for clarification.

These provide a formal record of questions that have been asked and answers given and should
also record who asked each question, and when, and who answered each question and when.

Deemed included

This is used to indicate that a particular work is covered in the billed item without a specific
mention.

Prime Cost Sum

This is a cost for works provided by nominated sub-contractors for example, electrical
installations, telephone installation, lifts installation etc. Since this is a specialist work carried out
by persons other than the general contractor’s provision is to be made for profit to the general
contractor and for attendance. Such sum shall be deemed to be inclusive of any profit and any
attendance required by the general contractor and provision shall be made for the addition
thereof.

Extra over

It is used to refer to items that to a certain extent have already been measured, but have not been
priced at the full value of all their labour and materials. An example of this is when measuring
drain pipes, for which the estimator may determine a cost based on the full length of the pipe
measured along its center-line, and then assess an extra over cost for the additional cost
necessary to pay for fittings such as bends and junctions. So the cost of a section of pipe with a
bend is the cost of the length of the pipe plus the extra over cost for the bend. Extra over items
should be listed directly beneath the main item over which they are measured, as this simplifies
the interpretation of the bill of quantities by suppliers. If the extra over item cannot be listed
immediately beneath, reference should be given in its description in the main item it relates to.

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Interim payment

It is a payment for the part works or on account payment to the contractor to facilitate his cash
flow in order to avoid bankruptcy. For example, if a contractor awarded for a 200miliion worth
of project and there is no allowance for interim payment application till completion of project,
there will be no cash inflow to the contractor.

Interim payment certificate

This is a formal written document by the architect to the contractor certifying payments on
account in installments to a contractor by the employer.

Preliminaries

These are items in the bill of quantities entered for the purpose of setting out all general
liabilities and obligations of the contractor. These are items required to be executed pre-
commencement of the actual required work, during the work and after the work completion.

Provisional quantities

These are items or components of work for which exact requirement and quantities are not
known at the time of tendering in other words these are works which cannot be measure
accurately during taking off. Payment to the contractor is on the basis of the actual work carried
out at rates agreed in the contract.

Adjustment item

Is an addition of deduction a tenderer makes to the final total of his prices entered in the bill of
quantities. That is to say a tenderer may insert a lump sum addition or deduction against the
adjustment item given in the grand summary in adjustment of the total of the priced bill of
quantities.

List of principal items

This is a list of major cost items, drainage, roads, and retaining walls. This helps to give an
estimation an idea of work involved before he goes on to price the details and assists the
contractor to easily tell whether he has capacity to carry out the works.
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Spot items

These are items of existing buildings that require alteration and repairs. In order for quantity
surveyors to be able to price spot items, they need to be inspected on site to gain an
understanding of the extent of work that will be involved. A good working knowledge of the
construction technology and methodology is required to be able to write spot items making it
easy to visualize and price accurately. In a bill of quantities, the measurement unit will be stated
as item although quantities may be given if they are considered more appropriate. Items that have
quantities are generally much easier for an estimator to price.

Domestic subcontractors

This is where the contractor has freedom of choice over which subcontractors to employ and the
terms on which they are employed.

Nominated subcontractors

These are selected by the employer; client and the employer negotiate the terms of sub-
contracting with them and so instructs the contractor to employ that particular subcontractor.

Attendance

It is the main contractor’s mark up for specific services it has to provide for individual suppliers
or sub-contractors. This might include items such as material handling, scaffolding and rubbish
clearance. Attendance can be general or specific.

 General attendance

General attendance is the description of main contractor attendance available site wide to all
suppliers or sub-contractors such as welfare facilities, external scaffolding, temporary power and
lighting, site security, waste disposal and tower crane lifts by prior arrangement.

 Special attendance

This is specific to a particular supplier or sub-contractor if it requests that it is provided by the

main contractor such as special hoists, builders work such as a concrete plinth.

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Method related charges

A Method-Related Charge is the sum inserted in a Bill of Quantities by a tenderer to cover

items of work relating to his method of construction, the cost of which are not proportional to
the quantities and he has allowed for in the rates and prices for other items and is either a Time-
Related Charge or a Fixed Charge. The Contractor has the opportunity to insert the cost of Time-
Related and Fixed Charges in the Bill of Quantities. Each item for a Method Related Charge
inserted in the Bill of Quantities shall be fully described so as to define precisely the extent of
the Work covered and to identify the resources. These are costs for items that are required to
carry out the contract other than the actual construction costs. May include, for example,
travelling costs, the hire of scaffolding or other items of plant such as cement mixers, office and
other administrative charges.

In such Bill of Quantities of method related charges, some items are not correctly related to the
quantities tilled which has significant amount of additional costs involving and constant as
“Fixed Sum” or “Time Related Sum” depending on the nature of the work or chosen method of
execution are “Method Related Charges”.

A Time-Related Charge is a sum which is directly proportional to the time taken to carry out
the work which is described.

A Fixed Charge is a sum which is neither quantity-related nor time related but is a set cost
regardless of changes in the admeasured work or the time taken to execute it, e.g. the cost of
bringing a botching plant on to site.

Method related charges are beneficial to contractors to receive early payments for plant and
equipment brought to the site and for avoiding under recovery of fixed costs and sometimes, time
related costs in the event of quantity changes. In other words, the contractors have the
opportunity to declare the cost of items which they do not wish to be subjected to the
measurements process so that their real costs are recovered without being affected by change in
quantity.

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Advantages of method related charges

It helps in valuing variations that is to say if you bring plant on site and employer does not
provide information and our work is disrupted, you have a value to claim. if you had indicated as
time related i.e. if you are delayed the method of being paid will be easy

The claims of disruption of progress move easy.

It enables the tenderer to price the total works more easily and to provide a basis for interim
payments that reflects more accurately the cash flow of the contractor. As an example, if the
contractor has described temporary works, method related charges, he may claim cost on interim
when they are completed instead of citing for permanent works to be completed before being paid
both temporary and permanent.

Preparing valuation becomes easy.

Cost is better managed as it provides compilation of data and be used as cost control tool

Less dispute since the scope of works and measurement method are clearly defined

Computerization can be done with standard phraseology and coding

Better suit to local condition and method of working on site, provides measurement convention

Protection from reduced quantities that is if method related charges is in original rate.

Disadvantages of method related charges

Higher payment at the beginning for the Employer

Additional risk - if C goes into liquidation early

Comparison of tenders is more difficult

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CONTRACT DOCUMENTS

Contract documents used together with a civil engineering contract are as follows;

 Form of agreement
 General Conditions of a contract
 Specification
 Bill of quantities
 Contract drawings

Form of agreement

This constitutes of the formal agreement between the promoter and the contractor for the
execution of the work in accordance with the other contract documents. This is generally covered
by the form of agreement incorporated in the general conditions of contract for use in connection
with works of civil engineering construction.

Conditions of a Contract

The conditions of a contract define the rights, responsibilities, and relationships of the various
parties involved in the construction process. Two types of contract conditions exist, General
Conditions and Specific Conditions.

 General conditions of contract

They define the terms, under which the work is to be undertaken, the relationship between the
promoter or employer, the engineer and the contractor, the powers of the engineer and the terms
of payment. The General Conditions have general clauses that establish how the project is to be
administered. They normally contain provisions that are common practice. Definitions of project
terms, temporary provisions, site security, management process required, and warranties and
guarantees are among those items addressed in the General Conditions.

 Specific conditions of contract

The Specific Conditions modify or supplement the general conditions to provide for
requirements unique to a specific project and not normally found in standard General Conditions.

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Specification

The specification amplifies the information given in the contract drawings and the bill of
quantities. It describes in detail the work to be executed under the contract and the nature and
quality of the materials, components and workmanship.

It gives details of any special responsibilities to be borne by the contractor, apart from those
covered by the general conditions of contract. It may also contain clauses specifying the order in
which the various sections of the work are to be carried out, the methods to be adopted in the
execution of the work, and details of any special facilities that are to be afforded to other
contractors.

Bill of quantities

The bill of quantities consists of a schedule of the items of work to be carried out under the
contract with quantities entered against each item, the quantities being prepared in accordance
with the civil engineering standard method of measurement. Owing to the small scale of man of
the drawings, the large extent of the works and the uncertainties resulting from difficult site
conditions, the quantities inserted in a bill are often approximate. Nevertheless, the quantities
should be as accurate as the information available allows and the descriptions accompanying
each item must clearly identify the work involved.

The unit rates entered by the contractor against each item in the bill of quantities normally
include all overhead charges and profit, but subject to the approach adopted in pricing method-
related charges and the adjustment item in the grand summary.

The contract usually makes provision for the quantities to be varied and it is therefore highly
desirable that separate items should be incorporated as method-related charges against which the
contractor may enter the cost of meeting various contingent liabilities under the contract, such as
special temporary works.

Contract drawings

These depict the details and scope of the works to be executed under the contract. The must be
prepared in sufficient detail to enable the contractor to satisfactorily price the bill of quantities.

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The contract drawings will be subsequently used when executing the works and may well be
supplemented by further detailed drawings as the work proceeds.

Existing and proposed work should be clearly distinguished on the drawings and full descriptions
and explanatory notes should be entered on them. The more explicit the drawings, the less
likelihood will there be of disputes subsequently arising concerning the character or extent of the
works.

TENDER DOCUMENTS

Tender documents used in conjunction with a civil engineering contract include:

 Letter of acceptance
 Instructions to bidders
 Invitation to bidders
 Form of tender
 Drawings
 Technical specifications
 Bill of quantities
 Conditions of a contract

Bill of quantities

Bills of quantities are prepared from tender drawings. In case a priced bill of quantities is
required with the tender then two copies should be forwarded to each contractor. Sufficient
information should be included in the bill to reduce the need for many drawings to accompany
enquiries to sub-contractors. If domestic sub-contractors are listed in the bill then the consultants
can forward copies of the drawings and specification direct to the specialists to aid the
contractors not least in reducing the reproduction and postage costs.

Conditions of a contract

Conditions of a contract are part of the standard documents which are readily obtainable by any
tenderer. The quantity surveyor needn’t include these conditions in the issued documents. Any
proposed amendment to the standard wording, however, must be set out in the preliminaries

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along with a list of clause headings as must also be the data to be filled into any appendices or
schedules.

 General conditions of a contract

The general conditions of a contract are meant to complement the contract for construction,
defining the complex relationship between the client, architect, and contractor and the mutual
responsibility and rights of the signatory parties. The general conditions of contract include the
definition of key terms and provide procedure and mechanism for resolving disputes or
clarifying information provided on the drawings or specifications.

Technical specifications

Specifications for a building project are written descriptions, and the drawings are a
diagrammatic presentation of the construction work required for that project. The drawings and
specifications are complementary. Specifications are addressed to the prime contractor.
Presenting a written description of the project in an orderly and logical manner, they are
organized into divisions and sections representing, in the opinion of the specification writer, the
trades that will be involved in construction. Proper organization of the specifications facilitates
cost estimating and aids in preparation of bids. The architect should coordinate the specification
terminology with that shown on the drawings

Drawings

The purpose of tender drawings is to describe the project in sufficient detail so that the price
submitted by the contractor can be expected to be realistic. Drawings must show sufficient detail
so that there is not significant change and subsequently no significant change of the cost. They
also represent the most important means by which the designer conveys his intentions to the
client, statutory authorities, quantity surveyors, contractors and sub-contractors and their
absolute clarity is essential. Well planned drawings make the information they contain easy to
understand.

Instructions to bidders

This refers to complete set of documents which provides bidders with all information needed and
procedures to be followed in the course of preparing their bid.

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Invitation to bid

It consists of instructions and references prepared by UNDP for purposes of selecting the best
supplier or service provider to fulfill the requirement indicated in the schedule of requirements
and technical specifications.

Invitation to tender

The invitation to tenders from a selected list of contractors is particularly advisable when the
works involved are of great magnitude or are highly complex in character, such as the
construction of large power stations and harbor works. It is feasible to prepare selected lists
covering different value ranges and categories of works.

Form of bid

It is a form supplied by the office of procurement director in which each bidder must state the
price for which they will perform the work as required by the plans and specifications. Bid forms
are used to keep proposals uniform in appearance and contact. They provide the client and
architect with the mechanism for comparing bid forms also provide the language of the proposal
with the blanks for the contractor to fill in.

Form of tender

It comprises of a formal offer to construct, complete and maintain the contract works in
accordance with the various contract documents for the tender sum. It usually incorporates the
contract period within which the contractor is to complete the works.

The form of tender provides for a bond often amounting to 10% of the tender sum. The
contractor may be required to enter into a bond, whereby he provides two sureties or a bank or
insurance company who are prepared to pay up to for example 10% of the contract sum if the
contract is not carried out satisfactorily.

The appendix to this form of tender covers the amount of the bond, minimum amount of
insurance, time for completion, amount of liquidated damages, period of maintenance, vesting of
materials not on site, method of measurement used, percentage for adjustment of prime cost
sums, percentage of value of goods and materials to be included in interim certificates and
minimum amount of certificates.

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References

 Civil engineering method of measurement

 Estimating and tendering for construction work, third edition by Martin Brook

 Standard method of measurement 7

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