3_Unit II_HOW TO WRITE SPECIFICATIONS-AVANTI.pptx

Quantity Surveying: Role, Importance, and Challenges

Introduction

Quantity surveying is a crucial discipline in the construction industry that deals with cost estimation, contract management, and financial control of construction projects. A quantity surveyor (QS) ensures that a project is completed within the approved budget while maintaining quality and compliance with contractual obligations. This profession requires expertise in construction technology, legal aspects, and financial management.

This essay explores the role of quantity surveyors, their importance in the construction industry, the methods used in cost estimation, the challenges they face, and the future of quantity surveying.


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1. Role of a Quantity Surveyor

A quantity surveyor (QS) is responsible for managing all costs related to a construction project, from the initial planning stage to completion. The primary roles of a QS include:

1.1 Cost Estimation and Budgeting

Before a project begins, a QS prepares cost estimates based on preliminary designs. They consider materials, labor, machinery, and other expenses. The accuracy of cost estimation helps in securing project funding and avoiding financial shortfalls.

1.2 Contract Administration

Quantity surveyors play a vital role in drafting and managing contracts between clients, contractors, and suppliers. They ensure that contractual obligations are met and handle disputes that may arise during the project.

1.3 Procurement and Tendering

QS professionals assist in selecting contractors and suppliers by preparing tender documents and evaluating bids. They ensure that procurement processes are fair, competitive, and cost-effective.

1.4 Cost Control and Value Engineering

Throughout the construction phase, a QS monitors costs and identifies opportunities for cost savings without compromising quality. Value engineering techniques are used to optimize resources and improve project efficiency.

1.5 Risk Management

A QS assesses potential risks related to costs, contracts, and construction delays. They develop strategies to mitigate financial and legal risks associated with the project.

1.6 Final Accounts and Reporting

After project completion, the QS prepares final accounts, verifying that payments are made according to the contract. They also provide financial reports that assess project profitability and compliance with budgetary constraints.


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2. Importance of Quantity Surveying in the Construction Industry

2.1 Financial Management

Quantity surveying ensures that construction projects are financially viable by maintaining cost efficiency. Without QS professionals, projects could suffer from budget overruns and financial mismanagement.

2.2 Contractual Protection

Contracts are essential in construction projects to prevent disputes. A QS ensures that contracts are legally sound, protecting all parties from financial and legal risks.

2.3 Sustainability and Cost Efficiency

QS professionals contribute to sustai

1. QUANTITY SURVEY & SPECIFICATION WRITING --I JUN-2022_PPT- -3 INTRODUCTION TO SPECIFICATIONS AVANTI BAMBAWALE Dr. BHANUBEN NANAVATI COLLEGE OF ARCHITECTURE , PUNE UNIT - II

2. WRITING SPECIFICATIONS FOR TENDERS AND CONTRACTS PRESENTATION No.2

3. ' C O N T R A C T ' REF E R S TO ENTERED INTO BETWEEN A N O T HER P A R T Y . T HIS CO U L D A L SO BE A NY AG RE EM E N T T H E B U Y E R A N D ON THE TERM ' TENDER ' MEANS AN INVITATION TO TRADE UNDER THE TERMS ON OFFER . B E H A L F O F T H E B U Y E R A N D A N O T HER P A R T Y. THIS IS FOR THE EXECUTION OF ANY WORK FOR THE SUPPLY OF GOODS, WORKS OR SERVICES. T O U ND E R S T A ND T HE DIF F ERE NCE BE T W E EN T E N D E R D O C U M E N T S A ND CO N TRACT DOCUMENTS , FIRST WE HAVE TO UNDERSTAND WHAT THESE DOCUMENTS CONTAIN. D E F IN I TIONS

4. CONTRACT DOCUMENTS CONTRACT DOCUMENTS ARE THE AGREEMENT BETWEEN THE OWNER OR THE PARTY OR THE DEPARTMENT AND THE CONTRACTOR TO EXECUTE THE WORKS AS SPECIFIED IN THE TENDER DOCUMENTS AS PER CONDITIONS OF CONTRACT ON THE RATES QUOTED BY THE CONTRACTOR. TENDER DOCUMENTS A TENDER IS AN OFFER IN WRITING TO CONTRACTORS TO EXECUTE THE SPECIFIED WORKS OR TO SUPPLY SPECIFIED MATERIALS WITHIN A FIXED TIME FRAME AND AS PER CONDITIONS OF CONTRACT AND AGREEMENT BETWEEN THE CONTRACTOR AND THE OWNER OR THE DEPARTMENT OR THE PARTY.

5. THE DIFFERENCE BETWEEN TENDER AND CONTRACT DOCUMENTS The difference here to be noted is that tender documents are offered to as many contractors as possible to get the lowest quotes for the work specified, while the contract documents are signed only with the contractor with lowest tender or rates. While the tender documents contains the conditions of contract and all the details for the specified work, there is not much difference between the two in terms of contents. But tender documents can not be submitted as Letter of Acceptance (LOA) as these are two different types of documents. While a tender document can not bind the contractor to do the work, a contract document binds the contractor to complete the work as per the agreement.

6. HOW TO WRITE SPECIFICATIONS FOR TENDERS AND CONTRACTS PRINCIPLES & HIGHLIGHTS DESCRIPTION OF MATERIALS & MIXING THE QUALITY AND SIZE OF MATERIALS REQUIRED TO DO AN ITEM OF WORK SHALL BE FULLY DESCRIBED FOR CHECKING UP AT SITE ACCORDING TO THE BINDINGS PROVIDED IN THE SPECIFICATION.THE PROPORTION OF MIXING OR TREATMENT OF MATERIALS IF REQUIRED BEFORE USE SHALL BE CLEARLY DESCRIBED. WORKMANSHIP COMPLETE DESCRIPTION OF WORKMANSHIP, METHOD OF MIXING TO THE PROPORTION, METHOD OF LAYING, P R E P A R A T IO N OF B A SE OR S U R F ACE, C O M P A C T ION, FINISHING & CURING ETC…… NEXT SLIDE

7. Contd …. ….SPECIFICALLY APPLICABLE TO THE ITEM OF WORK SHALL BE CLEARLY STATED IN DIFFERENT CLAUSES. TOOLS AND EQUIPMENTS THE TOOLS AND PLANTS TO BE ENGAGED TO CARRY OUT A WORK SHALL BE DESCRIBED . THE METHOD OF OPERATION AND BY WHOM TO BE SUPPLIED SHALL BE STATED. PROTECTION OF NEW WORK THE METHOD OF PROTECTION OF NEW WORKS AGAINST DAMAGE OR THE METHOD OF CURING IF REQUIRED, THE TEST OF COMPLICATED WORK IF NECESSARY SHALL BE DESCRIBED IN SEPARATE CLAUSES.

8. PRINCIPLES OF SPECIFICATION WRITING (EXPRESSION) WHILE WRITING A SPECIFICATION ENDEAVOUR SHALL BE MADE TO EXPRESS THE REQUIREMENTS OF THE SPECIFICATION CLEARLY AND IN CONCISE FORM AVOIDING REPETITION AND UNUSUAL WORDS . THE STYLE OF TENSE SHALL REMAIN SAME THROUGHOUT . THE SENTENCES SHALL BE SHORT, SIMPLE AND CONCISE . AS THE SPECIFICATIONS ARE THE LEGAL DOCUMENTS, TERMS SUCH AS SUITABLE, PROPER USED AND WORDS HAVING MORE THAN ONE MEANING SHALL BE AVOIDED . THE SPECIFICATION OF THE WORK ARE WRITTEN BY THE ENGINEER BEFORE IT IS KNOWN WHO THE CONTRACTOR WILL BE.

9. Contd…… 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 , WORKMEN, SUPERVISORS, ETC., MANY OF WHOM MAY HAVE LITTLE OR NO TECHNICAL TRAINING. FOLLOWING ARE SOME OF T HE ESSEN T I A L WRITING. 1. SUBJECT MATTER PRINCIPLES OF GOOD SPECIFICATION 2. GRAMMER 3. ABBREVIATIONS 4. DEVELOPMENT OF STYLE 5. SELECTION OF WORDS 6. ACCURACY 7. CONFLICTING REQUIREMENTS PRACTICAL LIMITS AND COMMERCIAL SIZES CLEARNESS 10. FAIRNESS 11. BREVITY

10. 1. SUBJECT MATTER THE SUBJECT MATTER OF SPECIFICATIONS SHOULD RELATE TO THE INFORMATION REQUIRED AFTER THE CONTRACT IS GIVEN TO A PARTICULAR CONTRACTOR. THE REQUIREMENTS WHICH ARE TO BE ENFORCED SHOULD ONLY BE INCLUDED IN THE SPECIFICATIONS. THE USE OF CROSS REFERENCES SHOULD BE REDUCED TO A MINIMUM . 2. GRAMMER ALL SENTENCES OF THE SPECIFICATIONS SHOULD COMPLY WITH THE RULES OF GRAMMER . SIMPLE AND CLEAR LANGUAGE TO BE USED . T H E S T Y L E A ND T E N SE SH O U L D R E M A I N T H E S A M E THROUGHOU T . T H E H Y P E N S, C O M M A S, A ND S E M I - C O L ONS S H O U L D BE USED AS AND WHEN REQUIRED.

11. Contd…. THE SENTENCES SHOULD BE FRAMED IN SUCH A WAY THAT ADDITION, OMISSION OR MISPLACEMENT OF A COMMA D OES NOT ALTER THE SENSE . AS FAR AS POSSIBLE THE PRONOUNS, ESPECIALLY RELATIVE PRONOUNS, SHOULD NOT BE USED. IT IS ADVISABLE TO REPEAT A NOUN . ABBREVIATIONS ONLY THOSE ABBREVIATIONS WHICH ARE WELL KNOWN IN THE BUILDING INDUSTRY SHOULD BE USED WITH OUT GIVING DEFINITIONS. E A SY W O R K 2. THE USE OF ABBREVIATIONS FACILITATES UNDERSTANDING AND REDUCES THE TYPING WITHOUT SACRIFICING CLARITY

12. 4. DEVELOPMENT OF STYLE IT MUST BE REMEMBERED THAT THE MAIN AIM OF SPECIFICATION WRITING IS TO PRESENT A CLEAR PICTURE OF FACTS AND NO ATTEMPT SHOULD BE MADE TO MAKE AN ELEGANT AND IMPRESSIVE STYLE . THE SPECIFICATIONS WRITER SHOULD DEVELOP HIS OWN STYLE OF ARRANGING HIS IDEAS WITH CLARITY AND BREVITY (BRIEFNESS) . THERE IS PLENTY OF SCOPE FOR IMPROVEMENT EVEN WHEN THE SPECIFICATION IS BEING COPIED FROM A PRINTED SPECIFICATION OF SOME MANUFACTURER.

13. 5. SELECTION OF WORDS WHILE WRITING SPECIFICATIONS, ONLY SUITABLE WORDS WITH DESIRED MEANING SHOULD BE USED. U N F A M I L I A R W ORDS OR W ORDS H A V I N G M O R E T H A N ONE M E A N I NG S HO U L D NEV E R B E U S E D I N T H E SPECIFICATION . ALSO THE USE OF UNSUAL TECHNICAL AND TRADE EXPRESSIONS AND SEMI LEGAL WORDS SHOULD NOT BE USED. 6. ACCURACY THE INFORMATION GIVEN IN THE SPECIFICATION SHOULD BE COMPLETE AND CORRECT . THE CONTRACTOR MAY CLAIM FOR ANY EXTRA COST D U E T O DA M A GE O CC U RRE D T O H I M B Y T HE MISLEADING INFORMATION SUPPLIED BY THE OWNER .

14. Contd….. 3. CARE SHOULD BE TAKEN TO SEE THAT INFORMATION IS NOT REPEATED IN THE SPECIFICATIONS . 7. CONFLICTING REQUIREMENTS THE CLAUSES OF SPECIFICATIONS SHOULD BE FRAMED IN SUCH A WAY THAT NO CONFLICT OF ANY TYPE WILL RESULT . For instance, while writing the specification for driving piles, both the requirements, namely, penetration of the pile and its bearing capacity, should not be mentioned. In some cases, the piles may have reached the required penetration. But the specified bearing power may not have been developed. In other cases, the reverse may happen.

15. 8. PRACTICAL LIMITS AND COMMERCIAL SIZES THE SPECIFICATION SHOULD BE FRAMED KEEPING IN VIEW THE PRACTICAL LIMITATIONS OF MATERIALS AND WORKMANSHIP AND SHOULD NOT SPECIFY PRACTICAL IMPOSSIBILITIES . THE SPECIFICATION SHOULD SPECIFY USE OF COMMERCIAL SIZES AND PATTERNS OF MATERIAL . IT BECOMES EXPENSIVE TO MANUFACTURE SPECIAL SIZE AND IT ALSO TAKES MORE TIME TO PREPARE SUCH SIZES . FOR INSTANCE, THE 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 OF DELIVERY.

16. 9. CLEARNESS THE SPECIFICATION SHOULD BE CLEAR AS FAR AS POSSIBLE AND IT SHOULD BE OBSERVED THAT THEIR MEANING IS NOT LEFT TO THE ENGINEER . IN FACT, BOTH THE PARTIES OWNER & CONCTRACTOR – SHOULD FOLLOW THE SAME SENSE . THE SPECIFICATION SHOULD STATE WHAT THE CONTRACTOR SHALL DO AND WHAT THE CONTRACTOR SHOULD NOT DO.

17. 10. FAIRNESS THE SPECIFICATION SHOULD BE FAIR AND THEY SHOULD NOT BE FRAMED IN SUCH A WAY AS TO THROW ALL THE RISKS ON THE SHOULDERS OF THE CONTRACTOR . ALL LIKELY HAZARDS, DIFFICULTIES , ETC, SHOULD BE SPECIFIED IN THE SPECIFICATION AS TO GIVE A CLEAR PICTURE OF THE WORK TO THE CONTRACTOR . IN SUCH CASES THE CONTRACTOR WILL ASSUME ALL SUCH RISKS AND WILL PUT A HIGHER PRICE IN HIS TENDER TO ACCOMMODATE ALL SUCH RISKS, IF IN CASE THEY COME UP.

18. 11. BREVITY SENTENCES OF THE SPECIFICATION SHOULD BE SHORT, SIMPLE AND CONCISE. 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. SPECIFICATION IS A LEGAL DOCUMENT HENCE FEWER WORDS WILL INVOLVE LESS RISK OF LEGAL DIFFICULTIES AND STRAIGHT FORWARD SPECIFICATION WOULD BE CLEARLY UNDERSTOOD BY THE PERSONS FILLING THE TENDERS. IT WILL RESULT IN LOWER COST AND EARLY COMPLETION OF THE WORK. BREVITY IS THE ESSENCE OF SPECIFICATION WRITING.