Quantity Surveyor

Role & responsibilities

Accurate Measurement and Quantification

• Measure work completed: Regularly measure the quantities of work completed on-site based on the approved designs and contract requirements. This will form the basis of the invoice.
• Use reliable take-off methods: Ensure that all material quantities are taken off correctly using the latest project drawings or models (e.g., using Building Information Modeling, or BIM).
• Track progress: Monitor the progress of the facade work, ensuring it aligns with the payment schedule and documented achievements.

Billing: Ensure accurate and timely invoicing.

• Ensure correct pricing: Double-check that the unit rates, material costs, and labor charges match the contract terms or agreed-upon rates. This should include any changes due to variations.
• Include supporting documentation: Attach necessary supporting documents like delivery receipts, work progress reports, and any approvals from project managers or clients to validate the amounts being invoiced.
• Breakdown of costs: Provide a clear breakdown of labor, material, and subcontractor costs, as well as any additional charges

• Follow up on overdue payments: If an invoice isnt paid by the agreed-upon due date, promptly follow up with the client or contractor. Keep track of any issues that might cause delays in payment and address them quickly.
• Maintain records of payments received: Keep accurate records of payments made and cross-check them against the outstanding invoices to ensure there are no discrepancies.

Manage Retention and Final Payments

• Track retention amounts: In many construction contracts, a portion of the payment (usually 5-10%) is held back as retention until the project is completed. Ensure that the retention amount is calculated accurately and included in the invoice.
• Final invoice: The final invoice should include any retention sums, less any agreed-upon penalties or deductions for delays or defects, and should be issued once the project is fully completed and approved.

• Accurate measurement and quantification of materials and work completed.
• Maintain detailed records of contracts, variations, and changes.
• Ensure invoices contain all the necessary supporting documentation.
• Follow the contract terms and timelines for invoicing and payments.
• Use invoicing software or systems for efficient management and tracking.
• Proactive communication with clients and project teams to ensure smooth invoicing and payment processes.

Drafting contracts for construction projects, including those for facade works, should be done with clear attention to detail, ensuring that all parties' roles, responsibilities, and expectations are well-defined.

Key Components to Include:

• Project Overview: Clearly define the project scope, including the type of facade work (e.g., curtain walls, glazing, cladding) and the project's location and specifications.
• Contracting Parties: Identify the parties involvedclient, contractor, subcontractors, and suppliersand their roles in the project.
• Scope of Work: Provide a detailed description of the work to be performed, including specific facade-related tasks, materials, and systems.
• Project Timeline: Set out the projects start and completion dates, along with key milestones related to facade installation or any phased work.
• Payment Terms: Specify the agreed payment schedule, including milestones, retention sums, and any advance payments, as well as the methods and deadlines for invoicing.
• Unit Rates and Pricing: Include details on unit rates for materials, labor, and any other

Reviewing Contracts

• Compliance Check: Ensure the contract complies with all local laws and regulations (building codes, zoning laws, etc.), as well as any industry standards for facade construction.
• Clarity and Accuracy: Review the language for clarity and consistency. Make sure all terms are unambiguous, particularly when describing the scope of work, milestones, and payment terms.
• Risk and Liability: Check that risks are allocated appropriately. Ensure that any clauses regarding liability (e.g., defects in facade work) are balanced and fair.
• Payment Terms: Double-check payment terms, including retention, progress payments, and invoicing milestones, to avoid confusion or disputes later.
• Time and Delays: Ensure that the contract includes specific timelines and provisions for penalties or extensions of time in the event of delays. Facade systems may require precise installation schedules due to material lead times.

Developing detailed financial plans and budgets is one of the most crucial tasks a Quantity Surveyor (QS) performs, especially in large and complex construction projects like facade construction. The ability to create a comprehensive financial plan ensures the project stays on track, meets financial goals, and avoids cost overruns. Heres how a QS can approach the development of detailed financial plans and budgets:

Bill of Quantities (BoQ) Preparation

• Quantifying materials: Prepare detailed Bills of Quantities (BoQ) for facade materials, including glass, metal panels, insulation, frame systems, and other components. Ensure all quantities are accurate.
• Unit cost calculation: Develop unit rates for different facade components based on material type, complexity, and site-specific conditions.

• Contract management: Administer contracts with subcontractors and suppliers, ensuring that the terms are followed and any variations are documented and agreed upon.
• Claims and variations: Assess and verify claims for additional costs due to design changes, unforeseen site conditions, or delays specific to facade works.
• Cost control: Monitor and control the costs of materials, labor, and overheads throughout the facade construction phase to ensure the project remains on budget.

Finalizing the Contract

Once the contract has been reviewed and all concerns addressed, the contract can be finalized and signed by all parties involved. Finalizing the contract involves securing approval from all stakeholders and ensuring that it is legally binding.