Quality Assurance

Appropriate management and administrative techniques are used to ensure the highest possible standard of both the completed building and the service provided to achieve this .
Documentation and Reporting

The team will use well-integrated computer based systems for the preparation of all documentation.

It is proposed that the following Schedule of Work Stages be adopted in order to provide the project an identifiable framework in respect of the above.

Workstage 1: Appraisal and definition of the project

Receive, appraise and report on the client’s requirements with particular regard to site information

Workstage 2: Design Concept (for New Buildings)

Advised the Client on the estimated cost budget and time schedule

Workstage 3: Design Development

Review the budget and time schedule

Workstage 4: Approval and Technical Documentation

Prepare technical documents necessary for the execution of the project
Correlate the work of any co-consultants in the preparation of these documentations.

Workstage 5: Contract Administration and Inspection

Call for tenders and/or negotiate the building contract as required
Advise the Client regarding the award of the building contract and the completion of contract documents
Administer the building contract and inspect the works.



Our Work Programme will be agreed as stated on the tender by the client.

Work Plan

The Work Plan describes the various activities to be undertaken in the Stages proposed. With respect to timing it will read in conjunction with the Programme stated.

General Scope of Services

This encompassed the following broad spheres of activity by the team and is reflected in the Status Quo Report.

Stage 1: Briefing

In partnership with the Client and any other stakeholders, through dialogue and discussion generate a detailed schedule of accommodation and performance brief.

Investigate construction modus operandi options

Stage 2: Preliminary Design

It is understood that this encompasses the planning activities traditionally leading to the completion and approval of the physical plan and “concept” design represented by site development plans and design concepts supported by analytical and survey work. Our role as quantity surveyors will be to provide preliminary cost estimate.

Stage 3: Detailed Design

This encompasses the activities traditionally leading through the development of the selected design, agreeing the selection of materials, details and specifications, refining the structural and service components and revising the cost estimate.

The activities are final design and investigations, preparation of tender documents, cost estimates, cash flows and programme, etc.



Stage 4: Documentation, Tender and Reporting

This encompasses the activities leading to the tender process through the production, completion and approval of the Working Drawings, Bills of Quantities and Tender Documents.

Following the issuance of Tender Documents and the return of tenders, this stage involves evaluation, assistance and the successful appointment of a contractor.

Stage 5: Construction inspection and contract administration

This encompasses the services required to administer the contract between the appointed contractor and the Client and ensuring that the design intensions are correctly implemented via inspections.

Detailed Description of Services

The activities required in the terms of the Detailed Description of services are interpreted below. Reporting requirements are not discussed as they will be itemised in the Programme as well as under Reporting previously.

Stage 1: Briefing

Hold inspection meetings with the Client and review project programme and for consultants to consider a work programme
Through dialogue with the Client, confirm the project objectives in details

Stage 2: Preliminary Design

Data Collection

This encompasses site measurements of existing structures based on dilapidation schedules prepared by the architect and other consultants.

Preparation of Resources Plan

Prepare an abstract cost plan based on the Facilities Plan to establish a base line cost for the project.

Consider construction modalities and options.




Consider maintenance issues and their influence on choice of materials and equipment in order to balance capital and recurrent costs. To do this, costs will be set in a framework of general life cycle costs, variable life cycle cost with respect to services, and general operating costs.

Preliminary Cost Estimate

Prepare element estimate of costs and complete with cost estimate based on the Facilities Plan and appropriate cost norms. This will inform the decisions taken during the design process.

Stage 3: Detailed Design
Updated Cost Estimate
Update cost estimate based on a full elemental measurement of the buildings. Cost Monitoring

Throughout this stage, the elemental cost model of the design will be updated by the Quantity Surveyor on an ongoing basis as specifications are refined. Cost monitoring is used as an active and flexible tool in the finalisation of the design specifications to ensure that cost targets are met.

Stage 4: Documentation and Tendering

Preparation of Bills of Quantities

The Bills of Quantities will be prepared in terms of the relevant Standard System of Measurement. The Bills of Quantities is assembled using WinQS software. (The Bill will be made available to tenderers in electronic format either in WinQS or spreadsheet format in order to facilitate pricing by tenderers).

Compilation of Final Cost Estimate, Cash Flow and Working Programme

Price the Bills of Quantities to establish a detailed cost estimate. A Cash Flow and Programme of Works will be prepared. The information will be thoroughly reviewed and compared against costs for similar works or supplies.



Tender Documents

Assemble completed technical documentation into Tender Documents.

The tender documents for construction will be in accordance with Principal Building Agreement prepared by the Joint Building Contracts Committee (JBCC) and/ or the NEC as required by the client.

Call for Tenders, Analysis of Bids and Recommendation

The Department of Public Works will invite tenders from suitable contractors registered with the CIDB.

Assistance to Tenderers

The Bills of Quantities will be made available in electronic data format to facilitate pricing by the tenderers, as well as by hard copy.
Evaluation of Tenders

All tenders will be evaluated in detail including evaluation of alternatives submitted by the Tenders. The Tender Report submitted will report comprehensively on all tenderers and make a clear recommendation for the award of tender to the Client

Compilation of Contract Documents

The team will compile documents for the necessary approvals, make adjustments required and prepare the approved documents for signature by the Client and Contractor.

The Quantity Surveyor will provide ongoing assistance to the Client during this stage. Adjust scope of work if necessary to conform to the cost plan.
Stage 5: Contract Administration and Construction Supervision Inspections Inspections

Make regular inspections of the works and take site measurements of all work with provisional quantities in the bills of quantities.




Make regular inspections of the works and take site measurements of all work with provisional quantities in the bills of quantities.

Valuations and Certificates

Prepare interim payment Certificates for the approval by the Principal Agent. Make periodic Cost Reports to Client

Final Account

Prepare and agree final account with the Contractor and Prepare final payment certificate and submit to Client.