Managing the measurement process

The bill of quantities, when completed, is traditionally presented in work section format, that is, the same order as NRM2 for example:

• demolition;
• alterations, repairs and conversion;
• excavation and filling;
• ground remediation, etc.
  

Never-the-less the ability to measure and abstract items is a skill still used by the modern quantity surveyor throughout pre- and post-contract stages of a project; and one that is highly sort after by the industry on both demand and supply sides.

Group method

When, using the group approach it will be the responsibility of the person in charge of the measurement to allocate the 'taking off' amongst the surveyors and prepare a taking off schedule. This method is probably the most popular and is based on the following measurement groups:

• substructure;
• frame;
• upper floors;
• external walls;
• windows;
• staircases;
• roof;
• internal doors;
• doors;
• internal finishes;
• services;
• drainage; and
• external works.

The 'taking off' schedule, as well as allocating various tasks, helps to identify missing information. On larger contracts the measurement will be divided between several surveyors and it is important that double measurement or omission of items do not occur. For example, the surveyor measuring the external walls will measure the various items gross, in other words, without deduction for any door or windows. However, the surveyor measuring the doors and windows must deduct the area occupied by doors and windows, as well as measuring the work to the sides, (the reveals), the cill and the head of the door or window opening. Similarly, the surveyor measuring the roof must know where the demarcation of the roof and the external walls are and that the roof measurement includes not only the roof structure, but also the coverings and the rainwater goods. The taking off schedule will also include the start and anticipated completion date of the various groups.

When using this approach the measurement and bill process has 3 stages;

1. measurement: the measurement and description of items in accordance with NRM2 provides rules of measurement for the preparation of bill of quantities and schedules of works (quantified). The rules also provide a framework, which can be used to develop bespoke and standard schedules of rates;

   On completion of the measurement the quantities are calculated ready for the next stage;

2. abstract stage: the process by which the measured items together with the associated quantities are transferred from the dimension paper to an abstract where all like items are grouped together and they are arranged in the order that they will appear in the bill of quantities. During these first 2 stages it has been traditional for quantity surveyors to use abbreviations in order to reduce time and cut down the amount of paper work, for example:

3. draft bill stage: using the traditional system the items are now transferred from the abstract to the draft bill, where items are written out in full. This draft bill now has to be printed in the final bill of quantities format.

Presentation of the bills of quantities

There are various approaches to the presentation of bills of quantities, NRM2 suggests 3 formats:

• elemental
• work section; and
• work package.

Over the years there have been other bill formats developed, such as operational, but these have never been widely adopted by the UK construction industry.

Scotland, developed its' own system for measurement and presentation where the approach was to let each trade as a separate contract rather similar to the lots séparés system used in France, however, during the past 20 years or so, this is used less and less.