i) Preparation of Estimates of Cost

The preparation of estimates of cost is an important function. Such estimates are updated as the Architect and Engineer refine their drawings. Initial estimates are normally carried out on a price per square foot or square metre basis, when only preliminary drawings are available. When more detailed drawings are available, with an outline of the structure, the QS normally measures quantities from the drawings and price these at current market rates. Such estimates normally form the basis of the Owner’s budget and will be used to monitor tenders at a later date.

ii) Pre-qualification of Tenderers

The QS normally draws up standard forms to be completed by contractors interested in tendering for a project. The QS is normally responsible for analysing the replies and presenting the results to the Owner for a final decision on the Tender List.

iii) Preparation of Tender Documents

This is the main work of the QS. The whole of the tender process and indeed the financial success of the project depend on the Tender Documents being accurate and faithfully representing the project scope properly, as well as containing all the necessary safeguards for the Owner.

iv) Evaluation of Tenders Received

When Tenders are received, the QS will arithmetically check every tender and prepare a Tender Report and Analysis which will compare all tenders received with each other and the Pre-Tender Estimate of Cost, if appropriate, and analyse the tender, the rates and any other factors such as qualifications.

v) Preparation of Contract Documents

On the award of the Contract, the QS will compile the Contract Documents for signature by the Owner and Contractor.

The QS will prepare sub-contract documents where these are required for specialist items. These documents will follow a similar format to the main contract documents.

vi) Preparing Progress Payments to be made to Contractors

Normally payments to Contractors are made monthly. The contractor will send his claim for payment, based on progress, to the QS who will go to site and evaluate the payment, taking site measurements, if necessary, to verify the amount due. The QS will also verify amounts due to Sub-Contractors and take into account Retention Monies and make a recommendation to the Architect, who will then issue his Payment Certificate to the Contractor.

vii) Measurement and Valuation of Variations

The QS will measure and value any changes that have been made to the works whether by revised drawings being issued to the Contractor or by Architect's and Engineer's instructions. Such variations or changes will be valued in accordance with the contract rates or other rates agreed between the QS and the Contractor. Once the value of variations is agreed, the QS will recommend to the Architect that they are acceptable and the amount added to that due to the contractor.

viii) Preparation of Final Account

The QS will prepare the Final Account for the project when it is completed. This will take into account all variations or changes. A statement of account is drawn up which shows the original contract sum, the additions or omissions, the final contract value. This statement of account will be agreed with the Contractor. The Owner and Contractor will sign the document agreeing that this is the final amount of the Construction project between them.

ix) Providing Contract & COST Advice

Throughout the project, the QS will provide contract advice to the Owner and Architect. This advice will cover such matters as:

• Choice of Conditions of Contract
• Tendering procedure
• Implication of sub-contract arrangements
• Implications of instructions
• Reviewing all circumstances that could lead to later contract claims
• Assisting in evaluating Contract Claims and assisting in negotiations
• Preparing monthly detailed Cost Report