A

Mini Project
On
PREPRATION OF BILL OF QUANTITY AND TENDER
DOCUMENT
Bachelor of Technology
In
Civil Engineering
SUBMITTED BY

SHUAIB ALAM
ROLL NO: - 1706800041

DEPARTMENT OF CIVIL ENGINEERING

MEERUT INSTITUTE OF ENGINEERING AND
TECHNOLOGY
Meerut, Uttar Pradesh APJ Abdul Kalam Technical University
 ACKNOWLEDGEMENT

I feel very proud to say that due to keen knowledge of the faculty of the Civil
Department of the Meerut Institute of Engineering and technology. It was very easy
for me to learn a lot of knowledge regarding the “Preparation of bill of quantity and
tender document”.
I am greatly thankful to our guide for his kind support and guidance to complete my
Project. I have highly benefited from this Project and have gained a lot of knowledge
about the various problems of estimation of bill and the quantity of the materials used in
construction.
Finally, I would like to thanks all the faculty members and senior teachers who have
helped me and co-operated with me during my project work.

NAME: SHUAIB ALAM

ROLL.NO: 1706800041
 ABSTRACT

Preparation of bill of quantity is very important for any construction site and
any project. It helps us to estimate the quantity of the materials used in the
whole project. The materials are like:
 CEMENT
 SAND
 COARSE AGGREGATES
 BRICKS
 ADMIXTURES, etc.

It also estimates the cost of these materials and also the types of workers
required for that work and also the number of workers.
The cost of the materials and the workers varies state-wise but a normal and
estimated rate was decided by C.P.W.D only in INDIA which was considered
during the calculation of any project cost.
The formal form of a bill of quantity was introduced by the United Kingdom
after the Industrial Resolution in the 19th Century.
They were mainly used by a master tradesman for paying their workmen and
claiming payments for building owners by submitting it as partisan Final
Account.
BQ is widely used in most of the Commonwealth countries used it for cost
estimating and more importantly, as part of a tender document for use in
soliciting competitive tenders from contractors.

KEYWORDS: (Bill of quantity, Schedule Rate, Tender document)

 INTRODUCTION

Quantity surveying emerged as a separate profession in Britain in the 19th century. It is

simply a task of measuring construction work required to implement the architects'
design for new or renovated buildings. The purpose of the work is to produce quantified
specifications of works known as Bills of Quantities.

A bill of quantities (BOQ) is a document used in tendering in the construction industry in

which materials, parts, and Labor (and their costs) are itemized. It also (ideally) details
the terms and conditions of the construction or repair contract and itemizes all work to
enable a contractor to price the work for which he or she is bidding.
The quantities may be measured in number, area, volume, weight or time. Preparing a bill
of quantities requires that the design is complete and a specification has been prepared.
The bill of quantities is issued to tenderers for them to prepare a price for carrying out the
construction work.

The bill of quantities assists tenderers in the calculation of construction costs for their
tender, and, as it means all tendering contractors will be pricing the same quantities
(rather than taking- off quantities from the drawings and specifications themselves), it
also provides a fair and accurate system for tendering.

The contractor tenders against the bill of quantities, stating their price for each item. This
priced bill of quantities constitutes the tenderer's offer.

As the offer is built up of prescribed items, it is possible to compare both the overall price
and individual items directly with other tenderers' offers, allowing a detailed assessment
of which aspects of a tender may offer good or poor value. This information can assist
with tender negotiations.
The priced bill of quantities will also:

 Assist with the agreement of the contract sum with the successful tenderer.
 Provide a schedule of rates assisting with the valuation of variations.
 Provide a basis for the valuation of interim payments.
 Provide a basis for the preparation of the final account.
INTRODUCTION OF BILL PREPARATION:

The survival of any business heavily depends on the success of commercial management.
When it comes to commercial management in the construction industry, the Bill of
Quantities (BOQ) is the term that brings the attention of every construction professionals
and stakeholders.
It is one of the communication tools which connects the parties (Client, consultant &
contractor) of the construction project. Keith defines, BOQ is a schedule which
categories, details and quantifies the materials and other cost items to be used in the
construction project.
It is important to know that, direct costs & indirect costs are to be considered for the
complete cost of the project which is covered in different parts of the BOQ.
Generally, BOQ is in tabular form which contents description, unit, quantity, rate &
amount in different columns.

BOQ DOCUMENT
THE IMPORTANCE OF BOQ:
BOQ shall be used in every phase (pre-contract & post-contract) of the project but the
need for BOQ differs based on different contract agreements & project. The major usages
are listed below.
1. It provides a basic idea of the project by giving the quantities to tenderers.
2. It defines the extent of the work. (But it should be identified in line with drawings &
specification as well).
3. It gives an estimated or anticipated contract sum. (very important to the client).
4. It provides a basis for the valuation of variation. (Variation is to be discussed in
detail).
 The major parts of BOQ:
Parts of BOQ can be varied according to the project size as well as the practices.
Generally, it has measured works, Preliminaries and Provisional sums. The contract sum
would be the addition of these three items .
 STANDARDS OF BILLS:
Bills of quantities must be prepared according to a standard, widely recognized
methodology. This helps avoid any ambiguities or misunderstandings and so helps avoid
disputes arising through different interpretations of what has been priced.
 PREPARING BILL OF QUANTITY:
Bills of quantities can be prepared elementally or in works packages, by a process of
'taking off' which involves identifying elements of construction works that can be
measured and priced. See Taking off for more information.
Bills of quantities are most useful to the contractor when they are prepared in work
sections that reflect likely sub-contract packages. This makes it easier for the contractor to
obtain prices from sub-contractors and is more likely to result in an accurate and
competitive price.
 BENEFITS OF BILL OF QUANTITY:
Bills of Quantities which we produce allow for obtaining a competitive tender price for
completing the building works, valuing the extent of building works complete for the
purpose of making payments to the contractor, valuing variations in the content or extent
of building works, or to support applications for tax or other financial incentives. Our
detailed measurement for the purpose of bills of quantities production is beneficial for a
number of reasons:
1. It saves considerable time and cost of several contractors measuring the same
design to calculate their bids for competition.
2. It provides a consistent basis for obtaining competitive tenders from contractors.
3. It provides an extensive and clear statement of the work to be executed.
4. It provides a very strong basis for budgetary control and accurate cost reporting of
the contract.
 5. It allows, when BQ items are codified, reconciliation and any necessary transfers
and adjustments to be made to the cost plan.
6. When priced it provides data to support claims for grants; It provides one of the
best sources of Realtime cost data, which can be used for estimating the cost of
future building projects

STANDARD SCHEDULE OF RATES

All the Governments / Departments every year prepare and update rates of normally used
building items / Materials/works item. The number of such items may range from 500 to
1000. This is called the Schedule of Rates.
• S.O.R is the list of rates of various items of work.
• To facilitate the preparation of estimates and also to serve as a guide in setting rate in
connection with contract agreements.
• It is maintained in the form of printed books known as a schedule of Rates (S.O.R).
• It consists of a group of items such as excavation items, concrete items, demolition
items, plumbing items, electrification works etc.
• S.O.R is prepared by the Central Public Works Department (CPWD) which is a premier
construction organization of the Government of India.
• The S.O.R consists rates about 2500-3000 items under different subheads like Building
work, Water
supply, Sanitary etc.

Different types of workers

  S.O.R OF LABOURS:
A work schedule generally refers to the days per week and the hours per day that an
employee is expected to be at their job. There are several different types of work
schedules, which vary based on the organization and the position. Your schedule can also
vary based on the time of year. For example, some jobs have work schedules that change,
depending on the season.
1. Various category of Labors/artisans are required for construction. The rates may
vary from place to place.
2. A work schedule generally refers to the days per week and the hours per day that
an employee is expected to be at their job.

 RATES PER UNIT PER DAY:

HOW TO PREPARE BILL OF QUANTITIES

 Drafting Your Bill of Quantities

 Set up a spreadsheet for your BOQ:
Include columns for the item numbers, description, unit of measurement,
quantity, the rate for the item, Labor, and total cost for the item. Your
item numbers will be consecutive, starting from 1. Restart the item
numbers for each section or category of the build.
 Prepare a list of materials you’ll need to complete the
project:
Look at the architect's plans and write a basic list of all the building
materials required and the amounts needed of each. This includes wiring,
hardware, and other fixtures
 Break down the project into specific sections or
categories:
Since different parts of your project will likely be handled by different
contractors or subcontractors, split up your list of materials into those
sections. That way, each contractor or subcontractor will know exactly what
their costs will be for the project.
 Estimate the Labor required to complete each part:
Based on the amount of work to be done, determine the number of man-
hours it will take to finish. This should be a conservative estimate since some
workers are more efficient than others.

 Make an initial cost estimate based on the architect's

design:
Look at the average prices for the materials and Labor in your area. You can
find out materials prices by checking hardware stores. To learn Labor prices,
you can talk to contractors in your area who work on similar projects.
 Draft a schedule based on the estimates in the BOQ:
Once you have Labor estimates, it's possible to determine how long it will
take to complete your project. Keep this schedule loose to account for things,
such as weather, that could cause delays.
 Hiring a Quantity Surveyor
 Start your search for a quantity surveyor early in the project:
A quantity surveyor will be a much bigger help to you in the beginning, before you've
started work. They help you mitigate risk and give you a better idea of what you're getting
into.
 Talk to your architect about quantity surveyors:
If you worked with an architect on the design of the project, they may have a quantity
surveyor they recommend. Many architectural firms routinely use a specific firm for their
quantity surveying needs.
 Ask for recommendations from people who have completed similar
projects:
You'll typically get a better estimate if you use a quantity surveyor who has experience
working on projects similar to yours in terms of size and scope. Some quantity surveyors
specialize in particular types of builds.
 Check with chartering or licensing agencies:
Quantity surveyors typically have to be chartered or licensed by a government regulatory
agency. You may also be able to find background information about the quantity
surveyor, such as how long they've been licensed and whether any complaints have been
filed against them.
 Interview at least 2 or 3 quantity surveyors:
It's always a good idea to interview 2 or 3 candidates for any role in your project. Then
you can hire the best one for the job. Find out how much experience they have done
projects like yours and how those projects turned out. You can also ask quantity
surveyors for references from prior projects.
 Evaluating Quotes from Contractors
 Decide whether to hire the main contractor or oversee the build
yourself:
The main contractor simply manages and supervises the process of completing the build –
they don't do the actual building themselves. If you hire the main contractor, they'll hire
subcontractors to do all the work.
 Ask the architect or surveyor for contractor recommendations:
If your architect or quantity surveyor has worked on similar projects before, they may
have contractors they've worked with that they could recommend. They can also tell you
if there's anyone you should stay away from.
 Get contractor estimates based on your BOQ:
Try to get at least 3 estimates on your project. For a larger project, you may want to get 4
or 5. Call contractors and give them a basic run-down of the project to find out if they
have the time to commit to it. If they're interested, send them your BOQ.
 Choose the contractor with the lowest bid for the project:
The lowest bid typically wins the day for a contractor. However, you also want to look at
how they arrived at the number they did and make sure they don't plan to cut corners
anywhere.
TENDER
Tendering usually refers to the process whereby governments and financial institutions
invite bids for large projects that must be submitted within a finite deadline. The term also
refers to the process whereby shareholders submit their shares or securities in response to
a takeover offer.
 Tender Document
The tender documents contain the bill of quantities (BOQ), specifications of the works to
be carried out, time frame for the completion of the work, conditions of the contract and
plans and drawings. These documents are provided to the contractor on the payment of
certain fees. Ideally, tender documents should be broken down into a series of packages
(even if there will only be one main contract) each with its design drawings and
specifications suitable to be issued by the main contractor to potential sub -contractors.
This makes the tender easier for the contractor to price and easier for the client to
compare with other tenderers. It is important, when this is done, to ensure that the
interfaces between packages are properly identified and allocated to one package or
another. Having too many packages increases the number of interfaces and so the
potential problems. The cost plan (pre-tender estimate) should also be reassembled
package by package to allow easy appraisal of tenders received.
♦ The notice inviting tender form.
♦ Schedule quantities of work to be done.
♦ General and special conditions of the contract.
♦ Complete specifications.
♦ One set of drawing where necessary.

 Tender Notice
Tender Notice is issued in the prescribed form for calling tenders for the execution of
some works. The following information is furnished in the tender notice;
♦ Name of the authority or department inviting tenders.
♦ Name of work and its location.
♦ Estimated cost.
♦ Time of completion.
♦ Cost of tender form and conditions of the contract.
♦ Date, time and place of opening the tenders.
♦ Earnest money and security money.
♦ The validity of tender etc.
These are some of the major sections that you can expect to find in the tender documents
issued by most organizations. To know all the relevant information about the latest
national and international tenders, you should check the websites of some of the most
reputed tendering portals. Tender notice is advertised in all the leading newspapers and
also pasted on the notice board of the department inviting tenders.
TENDER NOTICE FORMAT
CONCLUSION

We can conclude that the use of bill and quantity in civil engineering is very important
and also, we learn about new things like tenders, preparation of the bill, cost estimations
etc. As the scope of understanding will be much more when practical work is done. As we
get more knowledge in such a situation where we have a great experience doing the
practical work. It provides sufficient information on the quantities of Works to be
performed to enable bids to be prepared efficiently and accurately; and when a contract
has been entered into. We also learn a priced Bill of Quantities for use in the periodic
valuation of works executed.