QUANTITY SURVEYORS APPOINTED BY THE DEPARTMENT
QS90EPrinted 97/10DEPARTMENT OF PUBLIC WORKSMANUAL FOR PRIVATEQUANTITY SURVEYORSAPPOINTED BY THE DEPARTMENT
QS90EPrinted 97/10INDEXPage No1.DEFINITION OF WORDS12.CHIEF DIRECTORATE: DEVELOPMENT OPERATIONS23.3.13.23.33.43.53.63.7THE APPOINTMENTGenerallyFirms in AssociationIdemnification by firms with limited liabilityNational Public Works ProgrammeCorrespondenceLanguage medium Preference222222334.DUTIES35.FEE ACCOUNTS ure of InformationPrincipal Agent and Co-ordination of ProfessionsAttendance at MeetingsDocumentsContract Administration and FinalisationDocumentation ProgramTendersSecurity 6.37.6.47.77.8ESTIMATESPolicyUniformityCost limits and NormsUrgent ServicesSpecialist ServicesEstimates GenerallyEstimate for Project Manager's MeetingsSketch Plan EstimatesWorking Drawings EstimatePre-tender EstimateInformation for Statistical PurposesDemolition of existing Buildings55666666788998.8.18.2SPACE AND COST NORMSIntroductionPrinciples and Definitions99(i)
QS90EPrinted g Unit (PU)Space NormsCost NormsLand Improvements other than Buildings (LIOB)Building Cost IndexGeneralGeneral ConditionsConditions of AppointmentSpace NormSpace controlReconciliation Statements (Space Norms)CertificationCost NormsCost ControlCost Control SystemReconciliation Statements (Cost Norms)Separate Cost limits and Cross FundingAbnormal Ground ConditionsReserve FundsProfessional FeesLand Improvements other than Buildings (LIOB)TendersPost-contract EscalationFixed Price ContractsGuideline Cost LimitsSpace Categories for which fixed Norms do not existAlterations and Renovations .Abnormal Ground ConditionsSecurity .3.69.3.79.3.89.3.9PREPARATION OF BILLS OF QUANTITIESFormatLay outCover and Insert SheetIndexSectionsCollections and SummariesReferencesContingency AmountCredit ItemsAddendumsInformationDrawings etc .Soil ReportExisting Buildings and DemolitionsTendering SystemsForms of Contracts and Sub-contractsProvisional Sums and PC ItemsLightning ProtectionMaking (ii)
QS90EPrinted ringCommencement of MeasuringStandard SystemMeasuringProvisional WorkAlternative Tender for Face BricksPrefabricated Roof TrussesKitchen EquipmentDiscrepanciesMarked-up Drawings DescriptionsPreliminariesThe Project Manager 'Imported ArticlesTrade NamesSpecification of Materials and Methods to beused (OW 371)Engineering workDocumentation ProgramDraft and Number of Printed BillsAmendments to Bills out to 10.9CONTRACT ADMINISTRATIONScrutiny of Priced Bills of QuantitiesHanding over of Site .Financial Reports .Site MeetingsProgress PaymentsImposition of Penalty ClauseVariation 11.311.411.511.611.711.8FINAL ACCOUNTThe Final AccountNumbering of PagesPricingTypingInvoices, etcOrder of Items .Remeasurement of FoundationsStormwater Drainage, Soil Drainage, WaterSupplies, Sanitary Plumbing, Fencing, etcProvisional QuantitiesVariations "at no Variation in Cost"Contract Price AdjustmentContractor's AssistanceVariation ordersExtension of TimePayment of Retention MoneyCover Page and Final Statement .Building of Final 2226262626262727272727
QS90EPrinted 97/1011.1811.1911.20Issuing of Final AccountOverpaymentsCost Norms Reconciliation272727(iv)
QS90EPrinted 97/10ANNEXURES:ANNEXURE A- Examples of Elemental Estimates and Rates Analysis- Example of Elemental Estimate and Rates Analysis for a New Project.- Example of Elemental Estimate and Rates Analysis for a Repair and RenovationProject.ANNEXURE B- Cost Norm Reconciliation StatementANNEXURE C- Contract Status, Financial, Cost Norm and Cash Flow Reports (PRM 023)ANNEXURE D- Certificate of Compliance and indemnity by Consultants (PRM 044)ANNEXURE E- Final Account(v)
QS90EPrinted 97/101. DEFINITION OF WORDS1.1.1Private Architect: The consultant architect who accepted the invitation of the Director-General to performcertain services on a specific project1.1.2Department: The Department of Public Works of the Government of the Republic of South Africa1.1.3Director-General: The Director-General of the Department of Public Works in terms of the Condition of Contract(OW 677)1.1.4Letter of appointment: The letter of the Department inviting the private quantity surveyor to perform certainquantity surveying functions for the Director-General, on a specific project1.1.5Manual: The "Manual for Private Quantity Surveyors appointed by the Department" (QS90E) and including allannexures and amendments thereto1.1.6Principal agent: The consultant architect except when stated otherwise in the letter of appointment. also actingas the Representative/Agent in terms of the Conditions of Contract (OW677).1.1.7Professional team: The consultants of the various disciplines for the project1.1.8DPW Specialist: The person appointed by the Director-General to act on his behalf to supply the necessarysupporting services in regard to certain specialised aspects of the Contract.1.1.9Private Quantity Surveyor: The consultant quantity surveyor who accepted the invitation of the Director-Generalto perform certain services on a specific project.1.1.10Project Manager The Consultant or Departmental official appointed by the Director-General, to act on his behalffor managing project to achieve predetermined objectives and in terms of the Conditions of Contract (OW677).1.2Words indicating the singular also include the plural and vice versa unless the intention of the manual indicatesotherwise.(1)
QS90EPrinted 97/102.CHIEF DIRECTORATE: QUANTITY SURVEYING SERVICESThe Chief Directorate:Developing Operations falls under the Branch: Property Development of the Departmentcontrolled by the Deputy Director-General and is divided into a Sub Directorate: Administration Services andDirectorates for Evaluation and Development, North West Regions, South East Regions and Major Projectseach controlled by a Director. Development Operations is Controlled by the Chief Director.3.THE APPOINTMENT3.1 GenerallyPrivate quantity surveyors are invited by the Director-General to perform certain quantity surveying functions ona specific project and acceptance of this invitation shall be deemed acceptance of the conditions as set out inthe letter and in this manual.A private quantity surveyor has to liase directly with the principal agent for each stage of his duties. Where theprivate quantity surveyor is the principal agent he has to contact the Project Manager.3.2Firms in AssociationThe letter of appointment will indicate which firm shall be the representative firm for co-ordination liason on andcorrespondence with the Department and the Principal Agent. Refer to the letter of appointment in this regard.All communication between firms in association and the Department shall be conducted through the DPWSpecialist representative firm only.3.3Indemnification by firms with limited liabilityDirectors, members, partners of the company with limited liability/close corporation/enterprise with limited liabilityhave to accept herewith jointly and severally, in his/our personal capacity, full liability for the due fulfillment of allobligations in respect of the applicable appointment as indicated in the letter of appointment.3.4National public works Programme:The Department is committed to ensure that the principles of the NPWP are embarked in all its projects. Refer tothe letter of appointment in this regard.3.5CorrespondenceThe WCS number and file number indicated in the letter of appointment must be quoted in all correspondenceincluding accounts for professional fees.All correspondence must be addressed to the Director-General and marked for the attention of the relevantProject manager.(2)
QS90EPrinted 97/103.6Language Medium:All documents are to be compiled in English.3.7Preference:Where there is any conflict between this manual and the letter of appointment, the letter of appointment shalltake preference.4.DUTIESThe private quantity surveyor's duties will be set out in the letter of appointment5.FEE ACCOUNTSThe private quantity surveyor shall be responsible for the preparation and submission of his/her own feeaccounts. The fee accounts should be submitted on the standard QS 52E form obtainable from the ProjectManager.The summary, the amount due as well as the space for a signature authorising payment should be completed onthe first sheet followed by detailed calculations.Accounts for projects containing replications must be accompanied by a schedule allocating the value of work tothe various sections before and after distribution of such items as preliminaries. contract price adjustment, etc.with column totals corresponding with the total value of the work.A preliminary fee account for services A and B may be rendered for payment on submission to the Departmentof the draft bills of quantities, the pre-tender estimate and a norm reconciliation statement. This account will bebased on an estimate of the anticipated lowest tender price normally accepted by the Department, and is to befollowed by an amended account based on the accepted tender amount. In the event of the price of theaccepted tender being such that the fee thereon is less than the fee already paid. any excess payment madeshall be refunded immediately.6.RESPONSIBILITIESAttention is directed to the following general matters of departmental policy:6.1Disclosure of InformationThe private quantity surveyor shall not divulge any information of any kind whatsoever at any stage during thevalidity of this appointment or any period thereafter in respect of the works to any person whomsoever, except incases where he has been authorised thereto in writing by the Department. The private quantity surveyor shouldrefer to Annexure A of the letter of appointment.6.23
QS90EPrinted 97/10Principal Agent and Co-ordination of ProfessionsUnless otherwise stated in the letter of appointment the private architect shall be the principal agent who shall bethe leader and co-ordinator of the professional team.*Full services covers the full field of quantity surveying services which must be provided to the private architect ifrequired of him in terms of his duties as defined in the letter of appointment and can briefly be summarised ent of an effective liason with the private architect.Preparation of estimates (Refer to Section 7).Application of space and cost norms (Refer to Section 8).Preparation of bills of quantities (Refer to Section 9).Administration of the contract (Refer to Section 10).Preparation of the final account (Refer to Section 11) as well as inclusion of sub-contracts drawn up bythe respective agents.Implementation of the Affirmative Procurement Policy (APP) in respect of the project.Evaluate tenders in consultation with the project manager.Determine interim progress payments in consultation with the respective agents.Contract Price Adjustment calculations.The Department shall be kept posted in every respect by the submission of copies of all correspondence in theabove connection.The private quantity surveyor shall also liaise and co-operate with the other members of the professional teamand ensure that his services integrate timeously with those of the other consultants at all times.While it is the duty of the principal agent to co-ordinate the services of the various professions, the type andstandard of service provided by the private quantity surveyor shall be the prerogative of the Chief Director:Development Operations. Consultations with the relevant Project Manager in the Department shall be conductedas often as necessary for the proper execution of the project.6.3Attendance at MeetingsThe private quantity surveyor shall attend meetings whenever deemed necessary for the proper execution of theproject. It is advisable that visits to the site for progress valuation purposes be arranged to coincide with monthlysite meetings.The briefing meeting of the principal agent will be held as soon as possible (normally within 2 weeks of the letterof appointment) after acceptance of the commission by the members of the consultant team. At this meetingimportant aspects regarding the budget, the documentation program, the building program, the site, etc. will bediscussed. The private quantity surveyor must attend this meeting in order to be of assistance to the principalagent when economics of design are being considered.6.4DocumentsUpon approval of the final account the private quantity surveyor shall store all documents relating to the servicefor three years after the date of the last payment.6.5Contract Administration and FinalisationThe private quantity surveyor is expected to provide sound, practical pre-contract advice and documentation andto administer and finalise the contract in an unbiased, firm and contractual manner. He is also expected to liaise4
QS90EPrinted 97/10with and obtain the advice of the Project Manager on any matters which cannot be dealt with strictly in terms ofthe contract.6.6Documentation ProgrammeThe period for the preparation of the draft bills of quantities, and the date for submission thereof are indicated inAnnexure A to the letter of appointment.The principal agent is required, together with other members of the professional team, to draw up a programmewithin one week of the date on which the briefing meeting took place embracing all aspects of the project andthe private quantity surveyor is required to co-operate in this regard.The programme agreed with the team of consultants must be forwarded to the relevant Project Manager. In theevent of the programme being acceptable to the Department the private quantity surveyor will be notifiedaccordingly. If not, the department will immediately negotiate another programme with the principal agent.6.7TendersAdvertising for the purpose of inviting tenders, the selection and acceptance of a tender for the execution of theworks, shall be the function of the Department. The private quantity surveyor may be requested by theDepartment or the principal agent to evaluate or to assist with evaluating the tenders and to makerecommendations. The Department will notify the private quantity surveyor of the name of the successfultenderer and the date of handing over the site.6.8Security ClearanceIf the project is security classified it will be a specific condition of the appointment that the partners and/or anystaff of the private quantity surveyor who will have an overall insight into the planning of the project be limitedand that such persons be prepared to submit to a security clearance. For this purpose the necessary forms willbe forwarded to the private quantity surveyor and are to be completed and submitted together with theacceptance of the commission. It is important that complete information is provided. In the case of defenceprojects the finger print forms will be included with the letter of appointment, but for all other projects the requiredfinger print form SAP91 (a) must be obtained from any Police Station. The private quantity surveyor must ensurethat the latter form is certified by the police officer who takes the finger prints, as the form is unacceptablewithout such certification.In the event of the authorities responsible for the security clearance being unsatisfied with the classificationobtained by any member of the private quantity surveyor's staff, it shall be a further condition of the appointmentthat such member be excluded from involvement in any way in any aspect of the commission.All documents relating to the service are to be securely stored when not in use to ensure the securityclassification of the project.No liability will be admitted by the Department for any costs arising from the foregoing. The private quantitysurveyor should also refer to Annexure A of the letter of appointment.7.ESTIMATES7.1PolicyThe private quantity surveyor shall at all times accept responsibility for the accuracy of his estimates. The5
QS90EPrinted 97/10decision whether to proceed or cancel a project depends directly on the estimates.7.2UniformityEstimates must comply with the prescribed format as set out in this manual.7.3Cost Limits and NormsIf a project is subject to norms or any other cost limits the reconciliation statements must be submittedsimultaneously with the estimates. The estimate and the reconciliation statements must be based on the samedate. The estimated cost of the project must at all times be reconciled with the cost limits.Estimates for building work consisting of both functional buildings and housing must, for norms purposes beshown separately on two elemental estimate summary pages, each showing separately the values ofpreliminaries, buildings, site works and specialist services. A consolidated elemental estimate summary page forthe total value of the project must also be provided.See item 8 hereof for further information regarding the application of norms as well as Annexure A of the letter ofappointment.7.4Urgent ServicesThe private quantity surveyor may be required to submit estimates for urgent projects in a shorter period than isnormally allowed.Urgent estimates can be forwarded to the Department by facsimile transmission. The name of the contactperson in the Department and his room number must appear on the facsimile. The original estimate must beforwarded by post to confirm the facsimile.7.5Specialist ServicesAttendance and profit on any work done as a separate or nominated sub-contract must be shown separately onthe elemental estimate summary page.Should the electrical installation or other specialist services be comprehensive (Part B, etc). it must be shown assuch on the elemental estimate summary page.Amounts for specialist services for inclusion in the building estimate must be send to the Project Manager whohas it checked with the respective departmental disciplines. Amounts in respect of security services are to besubdivided into building, mechanical and electrical work on the elemental estimate summary page.7.6Estimates GenerallyThe private quantity surveyor may be required to provide a provisional estimate based solely on theaccommodation particulars. He may at any time also be requested to provide information relating to an estimateor to revise any estimate.Functional buildings, single quarters and houses as well as site works and specialist services must be shownseparately.For each estimate the rates analysis form (see Annexure A.) must be completed. The rates for all items in the6
QS90EPrinted 97/10rates analysis must be inserted. Should certain of the items not appear in a project, then current rates for theregion must be used.7.6.1Estimate for Project managers' meetingsThe purpose of the steering committee meeting is for the departmental disciplines to examine at an early stagethe drawings for the proposed project and to introduce changes where necessary. The private quantity surveyorshall enquire from the principal agent when such a meeting is to take place. The private quantity surveyor mustattend the meeting which can be of use to him to clear up design queries and to obtain information about theproject and the structure from the Project Manager.The following information must reach the Project Manager at least one working day prior to the meeting:(a)Elemental estimate summa
quantity surveying functions for the Director-General, on a specific project 1.1.5 Manual: The "Manual for Private Quantity Surveyors appointed by the Department" (QS90E) and including all annexures and amendments thereto 1.1.6 Principal agent: The consultant architect except when stated otherwise in the letter of appointment. also acting
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