A TYPICAL QUANTITY SURVEYING OFFICE IN THE PUBLIC SECTOR

Quantity surveying is an essential component in any construction development worldwide and

offers services across various industries. In Kenya, the quantity surveying (QS) profession is managed by
the Institute of Quantity Surveyors of Kenya or IQSK. The QS profession is required from the inception
stage of construction and is extended throughout the end of building life. The scope of work is different
in every stage of construction project; typically to give advice on the aspects of financial and contract
administration. However, people have always wondered about this QS profession and it is undeniably
unpopular compared to architects and engineers. Until now, the QS’s roles and responsibilities are still
unclear. Hence, this paper aims to present a critical review on the different QS’s functions in
procurement and in general in a typical construction project scenario, as viewed inside a typical QS
agency. Overall, this paper provides useful insights to potential students and individuals who would like
to venture into QS world, as well as a guideline for QS novices in different job sectors to better
understand their duties and responsibilities.

SETTING UP A QUANTITY SURVEYING OFFICE

Of course, it can be a challenge to design an office space. But there are some important aspects
one should think about before charging forward lock stock and barrel to make things easier. For starters,
they will be considering anything from the optimal floor layout to better ergonomics to the noise level in
the workspace — all for the sake of happier workers, better productivity and other benefits.  While an
open layout would be most recommended so that each employ can personalize their working space for
optimal performance, some factors must be considered as listed below.

PRINCIPLES OF A GOOD OFFIEC FLOOR PLAN LAYOUT

1. Ergonomics: A good office design ensures that employees can work without
discomfort or pain. On the other hand, disorganized and cluttered space leads to
wasted time looking for supplies while also contributing to feelings of stress and
frustration — all things which can contribute to physical pain.  
2. Workflow: Whether horseshoe-shaped, cluster, a straight line, circular or other
setups, the office floorplan needs to make the flows of work as seamless and
efficient as possible.  
3. Maximization: Space can be costly. As such, all real estate in the office should
be optimized while still giving enough space to promote the well-being and
efficiency of the staff.
4. Unrestricted Movement: Clutter and cramped conditions in the office may
reduce efficiency. These problems can be remedied by better organization and by
providing enough room for unrestricted movement in the office floor plan. Also,
the furniture and equipment should be positioned to allow better access to
cleaning, maintenance and egress in cases of emergency. Technological
requirements should be considered here too.
5. Allocation: When divvying up real estate to different departments, the degree of
relationship of one department to another is taken into account.
 6. Uniformity: Furniture, equipment and tooling used in an office should be uniform
to guarantee flexibility and a pleasing, calming appearance.
7. Compatibility: Office systems and procedures must be compatible with the office
layout for employees to be efficient. To attain this, make sure employees and
equipment are positioned to fit and make logical sense when used with the
procedures and office systems in operation.  
8. Safety: Safety in the office is a very crucial aspect. Fire exits, emergency exits
and fire alarms should be provided and clearly marked to ensure the safety of
staff and visitors.
9. Facilities and Special Spaces: For a good office design, one should incorporate
facilities such as handicap-friendly restrooms, water fountains, and breakrooms
with kitchenette, telephone, fax and internet. Special spaces to include in the plan
include attractive reception rooms and conference rooms. 
10. Provisional Space: If it is company that is growing, chances are the team will
require more meeting spaces or working spaces. Provisional space, or flex space,
is what one plans for before they outgrow their current office layout. This plan can
mean a physical expansion or alternative office solutions like co-working spaces,
hot desks or virtual offices.  
11. Cost: How much the office layout is going to cost should definitely be taken into
consideration too because it can really add up if one does not design their floor
plan properly.
12. Type of Office Layout: When it comes to types of office layouts, an important
factor to consider is whether it should be open-plan or private.

PERSONNEL IN A QUANTITY SURVEYING OFFICE IN THE PUBLIC SECTOR

QS firms heavily bank on the skills, expertise, and knowledge of quantity surveyors to
address clients’ needs. Thus, employees are indispensable to QS firms since they are service-
based organizations providing expert advice, services  and consultancy. Moreover, possessing
the right employees is critical to success since firms’ knowledge rests in the minds of people
instead of in databases or formal documentation. Further, knowledge sharing among individuals
is a process that contributes to both individual and organizational learning. In order to retain and
share knowledge among employees, the development of a portal that is readily accessible to all
employees is crucial. Nonetheless, since the majority of firms do not adequately focus on
knowledge management at present, knowledge is often lost when valuable employees leave the
organization. This article studies the various levels in the hierarchical structure of a QS firm.

1. Chief Quantity Surveyor

They are answerable to the Cabinet Secretary for Public Works, as they are the
head of the Department of Quantities and Contracts. They serve as the secretaries
to the BORAQS.
Roles

I. Chairs formulation of contracts for building policies.

II. Advises the government on dispute resolution methods where it arises on
construction projects, such as arbitration and litigation.
III. Manages administration, procurement and financing of construction projects
and maintenance costs of projects.
IV. Is the overall manager and supervisor of QS consultants in government
projects.
V. Assesses financial implications of project proposals and advising on cost decisions and assist
in annual capital estimates preparations, review of rolling plans and updating fixed assets
register
VI. Carries out other duties as may be assigned and providing professional and community
service.

2. Principal Superintending Quantity Surveyor

Is the deputy to the Chief QS, thus takes part in overseeing the quantities and
Contracts department, while answering to the Chief QS,

Roles
I. Crosschecks and approves BQs and Specifications, contractual claims,
technical evaluation reports and final accounts for all building projects.
II. Works together with the PSQS to shortlist contractors in the case of
restricted tendering.
III. In charge of technical administration of reports and policies of QS nature
as assigned by the CQS.
IV. Represents the CQS in the contractors Registration Committee in case of
absence.

3. Chief Superintending Quantity Surveyor

Is a collective docket with more roles as listed below:
a. CSQS (Quantities and Litigation)
I. Partakes in coordinating arbitration and litigation.
II. Heads cost information and research in their department.
III. Controls standing interests and prepares departmental budgets.
IV. In charge of editing and correcting BQs as prepared under the
supervision of the senior superintending QS.
 b. CSQS (Cost Information and Research)
I. Checks the performance and operation of the departments’ computers.
II. Prepares and circulates updated cost handbooks for both Building and
civil engineering works, consolidated handbooks by the JBCC price
lists and practice notes.
c. CSQS (Technical Administration and Training)
I. In charge of the registration of Quantity Surveyors.
II. Is a member of the JBCC.
III. Assist PSQS on issues relating to training, finance and technical
administration.
d. Chief Superintendent quantity surveyor (contract administration and tendering)

I. He organizes and coordinate seminars or workshops for training programs in collaboration with
human resource department
II. He or she controls contractor documentation and tendering for all building projects and
maintenance contracts with the help of the contract documentation officer.
III. He or she at is an alternative member in the ministerial training committee.

4. Senior Superintendent quantity surveyor

I. He or she is responsible to the satisfaction of the CQSK for the following roles;
II. He or she controls and supervises the performance of consulting quantity surveyors by editing
cross checking the bills of quantities prepared by quantity surveyors before submitting to the
Chief Superintendent quantities surveyor who is in charge of quantities.
III. Prepares and implements training of staff and development of programs for the staff in the
various departments.

5. Superintending Quantity Surveyor

I. Assists the SSQS and is in charge of supervising the various QS groups.

6. Contracts Documentation Officer

II. Issues and receives tender documents.
III. Prepares letters for forwarding tender documents and evaluation reports to the various
ministerial tender committees.
IV. Processes letters of acceptance and drawing up contract documents.
V. Participates in the opening of tender documents during the proceedings.

7. Contract Registry Office

I. In charge of filing and issuing contract documents in the storage room.
II. Processes, records and dispatches all contractor payments certificates.
III. Records all contracts signed and entered into and other procedures which are laid
down.
 Non-QS Staff in the QS’s Office

Include the personnel in the office that facilitate the carrying out of QS tasks, without being directly
involved in the procedures.
Include cleaners. Receptionists and drivers.

GENERAL ROLES OF A QUANTITY SURVEYOR

The quantity surveyor responsibilities include cost estimator, negotiator, project
coordinator, and the most important expense manager role. There could be a lot of
experience for an accurate and successful surveyor. A broad portfolio of expertise for
the surveyor is created by working on numerous projects in different industries. This
allows the project manager to complete the project without sacrificing the quality and
quantities of material being used within the stipulated budget.

Functions of a Consultant’s Quantity Surveyor

The functions of a client’s or consultant’s quantity surveyor are broadly classified into
three stages
1. At pre contract stage
2. Post contract duties
3. After construction

At Pre Contract Stage

 Preparing an approximate cost estimation at the design stage and advising the design team
about alternative materials, construction types and the financial aspects of contracts.
 Ensuring that the client gets the best value for his money by planning the cost at the design
stage.
 Preparing the bills of quantities and taking out quantities from drawings.
 Preparing tender documents and calling for tenders.
 Evaluating tenders and tender reports preparation.
 Giving advice regarding the best form of contract for a specific project.

Post Contract Duties

 Preparing schedules of “Rate of Spend” during the construction period and advising on

payments to the contractors giving dates and amounts.
 Preparing payment certificates and recommending for payments.
 Advising the financial effect of variations by valuing them.
 Providing advice on the financial and contractual aspects of contractors.
 Estimating cost analysis and providing cost information at all stages of the contract.

After Construction

 Preparing the final accounts report and agreeing the totals with the client’s quantity surveyor.
 Estimating the bills of quantities for contracts based on drawings and specifications.
 Preparation of payment statements.
 Collecting information of various operations and under which conditions they occurred.
 Preparing list of materials for projects in hand using working drawings and bills of quantities.
 Advising the contract manager to prepare construction program, progress chart etc.
 Agreeing on domestic sub-contractor’s account.
 Assisting the manager to control the costs of the project.

Functions of Contractor’s Quantity Surveyor

The functions of a contractor’s quantity surveyor are different from that of a client’s
quantity surveyor.

At Pre Contract Stage

 Preparing details to complete tender documents.

 Completing tender documents.
 Arranging the insurances, bonds etc.
 Insisting the contract manager to prepare construction program and cash flow.

Post Contract stage

 Preparing sub contractor’s bills.

 Valuating variations and extra work.
 Preparing bills of quantities for contracts based on drawings and specifications.
 Preparing interim payment statements.
 Collection of information of the operations and which conditions they occurred.
 Making application to the architect for confirmation of verbal instructions.
 Assisting the manager to control the cost of the project.
 Quantity surveyor should provide and price bills of quantities.
 Advise on financial implications, advise on use of areas and provide measurement of areas.
 Advising on contractual matters.