Report A Complete-Wan

MARA UNIVERSITY OF TECHNOLOGY
DEPARTMENT OF QUANTITY SURVEYING,

FACULTY OF ARCHITECTURE, PLANNING AND SURVEYING. PRE CONTRACT STAGE – REPORT A
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INTRODUCTION
As a developing country, Malaysia needs to build a lot more facilities and

buildings to succeed its Vision 2020. And in that case, it means that Malaysia
needs more construction industries to be acknowledged as a developed country.
On the whole, this industry can be divided into two main categories which are
private and public construction. These types of construction are developed by
two authorities such as developer or investor, and local governments.
A contract is tied between two authorities such as client and contractor to ensure
that the construction is being well done; that is to complete the project based on
the agreed guidelines which involved their obligations, responsibility, condition
and other determining factors along the project. Similarly, a building contract is
an agreement to build, and the standard form of a building contract is a
document that has been recognized by all parties in the industry that allocates
the obligations, rights and responsibilities of the parties to the contract.
In managing a contract, a Quantity Surveyor’s contribution is to ensure the

management of the contract is followed by all parties. A constructive Quantity
Surveyor should have a lot of information regarding contracts and it would be
very helpful if the Quantity Surveyor has experience in handling a certain project.
Apart from that, a Quantity Surveyor is also responsible in the preparation of the
contract documents. This document is very essential because it includes the
agreement between the client and the contractor. Problems would appear if there
is no black and white agreement between the client and the contractor. These
would delay the project and the impact would be unfavorable. So the purpose of
a contract of a project is to avoid any hostile circumstances that would delay the
project.
1 PRACTICAL TRAINING (QSD 311)

MOHAMAD SYAZWAN BIN OSMAN
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1.0 PROJECT TITLE
In preparing a practical training report, I had chosen to write Pre-Contract stage

of the construction project for my Report A.
I had selected one example of private project for this report: -
“CADANGAN PEMBANGUNAN KOMPLEK TERMINAL FERI DAN JETI

PENUMPANG YANG MENGANDUNGI 2 TINGKAT BANGUNAN BERSERTA
MENARA KAWALAN DI ATAS LOT TL207536052, JALAN MERDEKA, WILAYAH
PERSEKUTUAN LABUAN”

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2.0 PROJECT’S LOCATION
This project situated at lot 3517 to lot 3530 and 59 units single storey at lot 1 to
59 for phase 1c-2 at Taman Seri Raia, Kampung Kepayang Mukim Sungai Raia, Daerah
Kinta, Perak Darul Ridzuan. That area is the best location which situated in the near of
the town (Medan Gopeng). The site is near with the highway and a police station. A part
of future development will be developing in that site.
The soil condition at the site is sloping gently and easy for the construction take
part. The advantage of the site is easy excess. The location is near with the main road.
So connection to others parties which involved in this project will not cause any problem.
Occupants in this area will feel safe with the government building.
Perak is the one country in Malaysia which increase its developments so with this
project it will make Perak move to another step of its development. The plan of the site
location was prepared. (Refer the drawings A4)

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3.0 PROJECT’S BACKGROUND
A proposed to build Cadangan Membina Dan Menyiapkan 14 Unit Rumah
Berkembar Satu Tingkat Di Atas Lot 3517 Hingga Lot 3530 Dan 59 Unit Rumah Teres
Satu Tingkat Di Atas Lot 1 Hingga 59 Untuk Fasa 1c-2 Di Taman Seri Raia, Kampung
Kepayang Mukim Sungai Raia, Daerah Kinta Perak Darul Ridzuan the consists of
Ground Floor and First Floor to Flat Roof. Gopeng land Sdn. Bhd. as our client has
instructed Mokhnar & Associates to prepare a tender as a Selective Tendering. Actually
the contractors who were qualified with the condition of this type of Tender will be go to
next process before letter award will be send to chosen contractor. This process called
Tender Evaluation which QS will value the submitted Tender Document from
Contractors. Those who were qualified will be listed as one of the contractors who will
handle the project construction. All the qualification process was handled by Consultants
and will be award from client (Gopeng Land Sdn. Bhd).It is to make sure that the
contractor chosen is the best contractor that qualify to do the construction work on the
agreed period that been given by the client. After all the tendering process has been
done, Gopeng Land Sdn. Bhd agreed to give this project to Creatchain (M) Sdn.Bhd. as
the main contractor for this project. Below has been stated the construction period that
had been agreed between the consultants and the client: -
i) Period to complete the project : 18 Months.
ii) Date of purchasing site : 01st Nov 2006
iii) Date of construction completed : 30th Apr 2008
iv) LAD : RM 1509.00/DAY
Gopeng Land Sdn Bhd agreed to take this value is RM 5,801,546.10

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3.1 PROJECT PARTICULARS
The project shall mean

Owner
PERBADANAN LABUAN
Wisma Perbadanan Labuan,
peti surat 235,87008
Wilayah Persekutuan Labuan
Lead Consultants
Civil and Structural engineers
UNIFIED CONSULT SDN. BHD.
58A, Jalan Serkut,
Taman Cheras Utama,
Batu 3.5, Jalan Cheras,
56100 Kuala Lumpur
Architect
ATSA ARCHITECT
45A, Jalan Tun Mohd Fuad 3,
Taman Tun Dr. Ismail,
60000 Kuala Lumpur
Mechanical & Electrical Engineer

BUDIMAN ISMAIL CONSULTING ENGINEERS
42-G, 1 & 2, Jalan 4/76C,
Desa Pandan,
55100 Kuala Lumpur

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3.2 OTHER INFORMATION
TYPES OF TENDER
• SELECTIVE TENDERING
INFORMATION OF ADVERTISE
• DATE OF ADVERTISED – 08TH SEPT 2006
• DATE OF CLOSED TENDER – 25TH SEPT 2006
• TENDER LIABILITY PERIOD – 26th SEPT – 27 DIS 2006
(90 DAYS)
TENDER FORM
• PAM FORM
CONTRACT VALUE
• RM 5,801,546.10
CONSULTANT’S ESTIMATE
• CONSTRUCTION’S VALUE- : RM 7,173,953.55

• CONSTRUCTION’S PERIOD : 52 WEEKS
CONTRACT NUMBER
• GL/CD/5914/06
PERFORMANCE BOND
• RM 12,000.00

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3.3 SCOPE OF WORKS
Scopes of works which must be done in this project are:
i) Preliminaries
ii) Building Works
iii) Infrastructure works
iv) Mechanical and Electrical works

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4.0 CONSULTANT AND THEIR ROLES
4.1 ARCHITECT
Architect is the most glamorous consultant in construction project. Architect is
the only designer that can design the type of building just like the instruction and
imagined by client into a layout of drawing to construct by builder into a reality. ZAILANI
ARCHITECT has been appointed by client to be an architect in this private building
project.
Below are the roles of an architect in Pre-Contract and Post-Contract (a bit)
stages: -
a) Deemed to be the client’s representative throughout the period of

construction and until final payment.
b) Leader amongst the consultants that been appointed in the project.

Architect is the only person who can give the order to the other
consultant.
c) The architect able to determine amounts owing to the contractor and

issues certificates for payment based on their observations.
d) Able to be an arbitrator of disputes especially on the job site.
e) Architect also prepares the preliminaries drawings based on the client’s

requirements and also prepare a detail drawing.
f) Prepare a specification work for every plan and drawing that been
prepared according to the client’s requirement which it refer to “Undang-
Undang Kecil Bangunan”.Responsible to get the approval for the plan
that been prepared from the government and the other institution.

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g) Give an order to issue the letter of acceptance (LA) and sometimes also
a variation order (VO) to the contractor.
h) Client also need advise or suggestion from architect to know about the
design and shape of the building that want to build.
i) Any damages must be repair by constructor which it issued by architect

after the construction have been complete.
j) The items which it not sure or not conform to the contract documents,
architect must give the order the contractor to doing that items and
require special inspection or testing of the work.
k) An architect also required to visits the site to see the construction

progress and quality of the work. This role of an architect is to make sure
whether the works by contractor followed the contract document and
familiar with the environment to clear the works related with the role of an
architect especially to present to other parties in meeting.
Apart of that an architect which appointed have the power to review shop
drawings, to prepare change orders which it issued, to order minor changes in
the work, to conduct inspections, to determine the dates of substantial
completion and final completion, and to issue a final certificate for payment.

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4.2 CIVIL AND STRUCTURAL ENGINEER
In this project, the client has been appointed PERUNDING BERSATU

CONSULTING ENGINEERS as civil engineers and PERUNDING AMARBINA
SDN.BHD as structural engineers. Civil and structural engineers are responsible
to design all the structure of the building based on the drawing or layout that
been prepared by the architect so that the stabilization, strength and also the
safety of the building are depending fully to the engineer.
Here are stated the roles of the civil and structural engineers on the Pre-Contract
stages: -
i) Make a design of structure that are suitable with the design that are
prepared by the architect to make sure that the structure can bear the
load that appointed to the building such as live load or dead load etc.
ii) Prepare a detail drawing or layout to the structure that been designed
based on the drawing that prepared by the architect.
iii) Get an approval from the government or other institution for the structure
that been designed.
iv) Make a site visit to recognize the soil condition, to make sure that the site
conditions are suitable with the building that wants to build.
v) An advisor to the client and the architect about all that need to consider in
designing the shape and structural of the building.
vi) Design an infrastructure for the building and also the road and the
drainage for the building.
vii) Give an order to the contractor if there are any changes to the structure
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4.3 MECHANICAL AND ELECTRICAL ENGINEER
Mechanical and electrical engineer is one of the consultant which

responsible in design and involved in electricity works. They are liable to design
the circulation of electricity in the building. Client had appointed PERUNDING
MAHATERA as the mechanical and electrical engineer in this project.
Here are stated the roles of mechanical and electrical engineer in the Pre-
Contract stages: -
i) Prepare preliminaries drawing and also the detail drawing of the

mechanical and electrical installation. Also to prepare a list of quantity for
the mechanical and electrical to be used in preparing the tender and
contract document.
ii) Get the approval from the government and the other institution for the
drawing and specification that been prepared.
iii) Responsible to plan and design the system of circulation electricity,

telephone, air conditioner, fire protection system, water supply, gas and
etc.
iv) Arrange and determine the number of electrical and mechanical stuff
that need to use in the building also to determine the place and the way to
fix it in a suitable manner to the building.

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4.4 QUANTITY SURVEYOR
The most important role in the construction project is Quantity Surveyor
especially in process of maintaining clients economic and budget for the construction
project. MOKHNAR & ASSOCIATES had appointed as QS to handle the project which it
relate with the cost.
Here have been stated the role of quantity surveyor in the Pre-Contract stages: -
i) Make a Feasibility Studies
To determine that the project that want to construct were giving benefit to
the client or to the community or not QS must prepare the Feasibility
Studies.
ii) Prepare a Preliminaries Cost Estimate
Preliminaries cost estimate is an estimate that been made to get the
gross budget for the project. This is made after the feasibilities studies
had been made. The preliminaries estimate is made to give an
explanation to the client about the gross cost for the project. Preliminaries
are made based on the explanations about desire, materials, finishes and
specification from the client.

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iii) Make a Cost Study
The Quantity Surveyor will make a cost studies after the budget are
determine plus with gathering from the other consultant and
accommodate it with the cost plan. Otherwise, the architect will arrange
the design and the specification based on the cost study that been made.
The final of the cost estimate will prepared soon after the architect
prepared the final drawing.
iv) Prepare the Document Tender
After receiving the final drawing from the architect and the engineer, the
process of taking off will be made to get the total of the quantity for the
building for preparing the Bills of Quantities (BQ). The BQ that been
prepared must been included all the elements such as preliminaries,
specifications and etc to be fill by the contractor so that there will be less
undervalued and no additional budget or re-measurement will happened
after the project has finished.
v) Tender Report
After receiving the entire tender document that been priced by the
contractor, the Quantity Surveyor will prepare a tender report after they
make an analysis, check and comparisons to the offer that been made in
the tender document and suggest only one of the contractors to be under
consideration by all parties especially client.

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vi) Letter of Award
After the client has made a decision to choose the contractor that been
recommended by the Quantity Surveyor, the QS will make a letter of
acceptance to the architect to be given to the contractor. This letter of
award shows that the contractor is chosen to build the project.

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5.0 PROJECT SUMMARY
INTRODUCTION
PRE-CONTRACT STAGES
There are two stages during the process of developing a construction project. It divided
into:
i) Pre-Contract stages
ii) Post-Contract stages
However my report consists on the stage of Pre-Contract. Detail explanation
about the chosen project, “Cadangan Membina Dan Menyiapkan 14 Unit Rumah
Berkembar Satu Tingkat Di Atas Lot 3517 Hingga Lot 3530 Dan 59 Unit Rumah Teres
Satu Tingkat Di Atas Lot 1 Hingga 59 Untuk Fasa 1c-2 Di Taman Seri Raia, Kampung
Kepayang Mukim Sungai Raia, Daerah Kinta Perak Darul Ridzuan” will discuss in tender
report section. The Pre-Contract stages are the first stage in the project construction,
which it client will appoint Design Team which stands such as Architect, Quantity
Surveyor, Engineer (Civil, Structure and Mechanical), Land Surveyor, Interior Designer,
Landscape Architect and etc. This team normally takes Architect as a leader and this
process purpose to make sure the planning more successful to get the best design that
follow which Client’s need. All the committees that appoint in Design Team are chosen
according to their responsibilities, attitude, and experiences in their works before.

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This requirement is to make sure the project done better and problem which
come in this first stage will be overcome with consistent. This ‘Consultant Team’ is liable
to manage the entire plan from the design, costing etc. of construction project according
to the client’s desire. This report included process of preparation preliminaries estimate,
Project’s Background, Preparation of Tender Document, Tender Process and Tender
Report which done by Quantity Surveyor for make a decision to chose the best
Contractor to build this residential areas.

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5.1 PRE CONTRACT STAGE CHART
GOPENG LAND &

PROPERTIES SDN
BHD CLIENT
APPOINTED CONSULTANTS
CONSULTANTS
 ZAILANI
ARCHITECT LETTER OF
 PERUNDING ACCEPTANCE
BERSATU
CONSULTING
ENGINEERS
 PERUNDING
AMARBINA
SDN.BHD.
 PERUNDING
MAHATERA
 QS MOKHNAR &
ASSOCIATES PREPARATION
OF TENDER
REPORT
PREPARATION OF TENDER
DOCUMENT

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5.2 PRE-CONTRACT COST ESTIMATE
Generally Pre-Contract Cost Estimate is an estimate for construction value in a
project. In this stage role of QS begin from Preliminaries Cost Estimate until Tender
Report done to appoint the best Contractor in this project. This Chart below shown the
stages that must be precede before Contractor appoints. Cost in a project only will be
known after preparation of pre-contract
PRELIMINARIES
BUDGET
COST STUDIES
FINAL ESTIMATE COST

PLAN
BILL OF QUANTITIES
PRICING OF BILL OF
QUANTITIES
TENDER REPORT

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Cost estimate proceeds by Quantity Surveyor. In this context, QS will prepared cost
estimate in two (2) stages.
1. Preliminary Approximate Estimate
2. Pre-Tender Cost Estimate
5.3 PRELIMINARY APPROXIMATE ESTIMATE
Preliminary cost estimate prepared based on design and plan which it
agreed and included with simple drawing to make assumptions in early stage with early
planning after preliminary drawing’s plan from architect and engineer received. There are
many reasons for preparing the Pre-Contract Cost Estimate such as follows:
1. Client known that how the provision money will use and distribute into the
project.
2. For client to decide to proceed on the project and be prepared on the budget
of the project.
3. Gives the client some brief explanation about the advantages and
disadvantages on the project that will be constructed.
4. By having the preliminary estimate, the other Consultant will easily decide on
the specification that should is use based on the estimate approved by the
Client.
5. Based on the preliminary estimate, the Quantity Surveyor will easily advice
the Client about the elements of the project that should be decrease or
increase so it will accurate on the Client’s budget.

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5.4 STEPS OF PREPARATION OF PRELIMINARY APPROXIMATE ESTIMATE
This measurement based on the Gross Floor Area. Window, door and sanitary
Fittings measure in number as EXTRA OVER. Half of items take as Lump sump for
example plumbing, Cold Water Supply and Waste Pipe as so on.
Price rate based on current price rate or market price and add with extra for
items which it cannot identify by measurement, for example price labour rate, machinery
and cost of management with profit.
Preliminaries measure in extra percentages (%) in total overall cost estimate of
the project. For this project the percentages is 5 %.
Basis of estimating
1. Preliminaries
In this project, the preliminaries measure in extra percentages (%) in total
overall cost estimate of the project. For this project the percentages is 5 % of
the total of the cost of piling, building, internal services, external works and
provisional sums.
2. Piling
The cost for Piling Works are made based on square meter estimated cost
where this amount is seem to be reasonable as it consider the maximum penetration
depth is up to 20 meter.

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3. Building
Basis for estimation of building cost is made on the taking off quantity. But for
frame and work below floor finish cost per Meter Square are use as a basis for the
estimate. Reference may be made based on previous projects with similar nature of
works and adjusted to the current rates.
4. Internal services
The cost for the mechanical & electrical works was prepared by the
mechanical & electrical consultant, in this case is PERUNDING MAHATERA
Sdn.Bhd.
5. External Works
The cost for the external works is based on the Quantity given by the Civil &
Structure Consultant, Perunding Bersatu Consultant Engineer.
6. Provisional Sums
The works that include in provisional sums are Landscaping works, cold
water service and sanitary plumbing. The cost for landscaping works are made
based on the similar previous projects and for the cold water services and sanitary
plumbing Mechanical & Electrical Consultant,Perunding Mahatera Sdn.Bhd. ,
provides the cost.

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Data Requirements
For this method data which needs to use that below:
i. Sketch Plan or Preliminary Working Drawing
ii. Specification’s Note if not prepared assumptions must be prepared.
iii. Current Price Rate or market Price which normally takes it from already priced
material list or some analyzed reasonable price rate.
Below show the list of methods in define the cost estimate:
i. Approximate Quantities Method
ii. Cubic Method
iii. The Financial Method
iv. Gross Floor Area (GFA) Method
v. Storey Enclosed Method
vi. Unit Method
Type of estimate methods in a project depends to:
i. Information or data that found in progress in prepared for this cost estimate.
ii. Depend on QS experiences in prepared the preliminaries cost estimate.
iii. Cost Data that found.
For this project method which choose is APPROXIMATE ESTIMATE

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5.5 APPROXIMATE ESTIMATE
This method normally used to prepare the preliminary cost estimate. The method
is the easy than others because it based on ordinary procedures in prepared it and price
list took.
The approximate quantities method was chosen because the estimate prepared be
accurate. It is also an alternative or a short-cut in preparing and to price the list of the
quantities. As a credit to those alternatives, this method is using the gross quantity and
need more assumptions to get the quantities. However this method also needs the
gross. So, in order to get gross layout, QS need a drawing and specification made by the
architect and also QS as consultant must know current rate recently.
 The advantages of this method of preparing the preliminaries estimate are as
shown below: -
i) Each change in the design and the specification can be made to
coordinate the estimate.
ii) In preparing the preliminaries estimate, all estimates are dividing into all
elements or items and this can help the architect to design the building.
iii) This is the best method in preparing the preliminaries estimate if all the
important information is obtained especially drawing.

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iv) Knowledge and explored in knowing current rate and all the information
needed.
 The way in preparing this approximate quantity method is as follows: -
i) The bill of quantities is prepared the same way as the usual bill of
quantities was prepared. But in the approximate quantities method, the
brief way is practice.
ii) Usually, this brief way contains all the measurement of the composite item
that is using one dimension set for couple of item. Price for this composite
item is made based on the current price and the allotment has to be made
for all the items that been measured.
iii) The measurement is made by disregard all the small items, laps and
deduction only be made to the big void only.
 Sketch drawing specification and current price for the quantities is
important data to be used in this method.
 This Preliminary Estimated Cost for the proposed project includes for the
following: -
a) Site Preparation & Earthworks
b) Building Works
c) Mechanical & Electrical Services
d) External Works
e) Preliminaries
f) Professional Fees

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 Preliminaries cost estimate for this both project construction equal RM
7,173,953.55 (Qs estimated) including piling works and external works.

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5.6 TABLE OF ESTIMATED CONSTRUCTION COST
ITEM FINAL SUMMARY TOTAL COST (RM)
A PRELIMINARIES 176,600.50
B PILING WORKS
i) 59 Unit Rumah Teres Satu Tingkat 104,646.000
ii) 14 Unit Rumah berkembar 145,770.00
C BUILDING WORKS
i) 59 Unit Rumah Teres Satu Tingkat 3,476,451.25
ii) 14 Unit Rumah berkembar 1,228,907.40
D INFRASTRUCTURE WORKS
i) 59 Unit Rumah Teres Satu Tingkat 1,160,682.90
ii) 14 Unit Rumah berkembar 480,896.00
E MECHANICAL & ELECTRICAL WORKS 200,000.00
F PROVISIONAL SUM 200,000.00
TOTAL DEVELOPMENT COST 7,173,953.55

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From the estimation that been prepared, the total cost does not include for the
following items:
a) Land Cost and Associated Fees
b) Contribution To Authorities
c) Financing Charges
d) Any other items not specially mentioned herewith but deemed necessary for
the completion of the development.

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Cost Plan Analysis (59 single storey)
Gross Floor Area : 92.90 m2

1000 f.s
Item Description Element Cost/f.s % Of

Cost
(RM) (RM) (RM)
1 Work Below Lowest Floor Level 10,863.10 10.86 18.44
2 Frame 6,244.75 6.24 10.60
3 Roof 10,028.39 10.03 17.02
4 Internal & External Wall 4,568.81 4.57 10.22
5 Doors & Windows 4,904.98 4.90 8.32
6 Internal & External Wall Finishes 6,020.75 6.02 7.75
7 Internal & External Floor Finishes 4,776.36 4.78 8.11
8 Internal & External Ceiling Finishes 2,727.20 2.73 4.63
9 Sanitary Fitting 1,415.00 1.41 2.40
10 Plumbing 4,000.00 4.00 6.79
11 External Works 3,373.58 3.37 5.73
TOTAL : RM 58,922.90 58.92 100

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Cost Plan Analysis (14 Units Double Storey)
Gross Floor Area : 116.13 m2

1250 f.s
Item Description Element Cost/f.s % Of

Cost
(RM) (RM) (RM)
1 Work Below Lowest Floor Level 15,137.25 12.11 17.24
2 Frame 5,958.95 4.77 6.79
3 Roof 12,793.00 10.23 14.57
4 Internal & External Wall 7,473.90 5.98 8.51
5 Doors & Windows 11,299.60 9.04 12.87
6 Internal & External Wall Finishes 11,821.50 9.46 13.47
7 Internal & External Floor Finishes 6,828.00 5.46 7.78
8 Internal & External Ceiling Finishes 4,515.00 3.61 5.14
9 Sanitary Fitting 1,995.60 1.60 2.27
10 Plumbing 4,800.00 3.84 5.47
11 Sundries 500.00 0.40 0.57
12 External Works 4,657.50 3.73 5.31
TOTAL : RM 87,779.60 70.22 100

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6.0 PREPARATION OF TENDER DOCUMENT
6.1 INTRODUCTION
Purpose of preparing tender documents is to ensure the tender documents are
prepared in an orderly manner so as to meet the dateline set to call tender and to ensure
accuracy of contents of the tender documents. All the written instruction or printed which
record in the agreement between the two sides will used as a proof if there is a breach in
the agreement which has stated in the document tender. After all the documents have
been complete, it will be compiled to contract document. it will bring the meaning of
document that been used as a references, from the tenderer.
Quantity Surveyor will prepare The Document Tender but final cost estimate must
be completed and agreed by the client. MOKHNAR & ASSOCIATES had prepared in
complete this tender document for this project. The preparation of this tender document
is to make in detail, to estimate all the desire of the client about the building and to be
understand by the contractor. The main point is it is also been a contract of an
agreement between the client and the contractor.
The necessity and the content of the tender document are different based on the
contract types, tender method, necessity of the project and etc. It contains all the detail
description in the project.

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Responsibilities
SQS - Responsible for setting out specific requirements of
each Tender and Final Vetting of tender documents
QS/AQS - Responsible for overall coordination and preparation
of tender document including issuing of Addendum
Typist/AQS - Responsible for typing Tender Document as per the
required format

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6.2 USES OF TENDER DOCUMENT
i) Contract Document will be prepare after process of Tender Document done
so contract between client and the contractor in any construction project
will happen.
ii) The Factors of Tender Document is been prepared are as shown below: -
1. For price by contractor and hence makes their offer.
2. As a reference by the contractor or the client about the issue in the construction
stage or management process so there will be no discrepancy between the
contractor and the client.
3. All client’s desire describe in detail, so that the tenderer or contractor can take an
action to fulfill the client’s requirements, to construct as like as the description of
the tender.
4. As a “First Document” where after it had been signed by the parties involved
(contractor) in this project will be a partly of the Contract Document.
5. It also will be a record for the future (reference).

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6.3 THE CHARACTERISTIC OF TENDER DOCUMENT
To prepare a good tender document A Quantity Surveyor must consider a
few of characteristic. A good tender must be fulfill all condition in prepare it. This
important document must complete all the detail to explain about all aspect about
the project.
A Good tender document must fulfill all characteristics of below: -
a) Must be reasonable, which means that it can be carry out by the
contractor. It was irrational for the contractor to be asked to do something,
which is not possible to be done, either technically or economically.
b) All the work that need to be carried out must be fulfill all t he desire of the
owner in all the matter such as design, construction and also the
specification.
c) Must be fair between for all parties that involved. Which it means all the
risks are not only on the contractor’s side.
d) Well thought-out the entire client’s desire and also the policy of
government, local authority and the project’s owner. It should have an
approval from them before the project start.
e) Explanations about the works must be clear stated.
f) Easy to understand by the parties that been involved
g) No difference between all the sections in the tender document.

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CONTENT OF TENDER DOCUMENT
Tender document of this project consist of the following fractions:
A. Instruction to tenderer
B. Form of tender
C. Articles of Agreement and Conditions of contract
D. Specification
a. Preliminaries & Generally
b. Specification
E. Summary of Tender
F. Bill of Quantities
a. Preliminaries
I. 59 unit rumah teres satu tingkat
II. 14 unit rumah berkembar satu tingkat
b. Infrastructure Works
I. 59 unit rumah teres satu tingkat
II. 14 unit rumah berkembar satu tingkat
G. Appendices
a. List of Drawings
b. Schedule of Daywork Rate
c. Form of Bank Guarantee

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INSTRUCTIONS TO TENDERERS
◊ This section stated at the first part of document because it’s content is
important to explain the instructions which must be follow and carry out by
tenderers when enter it.
◊ All the tenderers must follow the instruction in this part to avoid from
making mistakes which it will affect the submitted tender document from
tenderers will be rejected.
◊ For example the instruction in this part which it the tenderers must follow
are using the black ink during pricing the tender and complete the form,
describe the place, time and table tender document.
CONDITIONS OF TENDERING
◊ This part need tenderers follow the conditions of tender in a project and
tie the tenderer which chosen and if any breach happen this conditions
will be the reference.
◊ Tenderers will signature this part with the witness and confirmatory chop
from their company.
◊ Apart of that the content also tie with the tender validity period..

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FORM OF TENDER
◊ This part must be clearly to be understood and fill by tender.
◊ Tenderer will state the price at this form.
◊ This form must be fill by tenderer if tenderer agree with its content. if this form
not fill by tenderer as a result that tenderer will FAIL.
◊ In this form the contractor have to stated the amount that they been offer for
the project in Ringgit Malaysia and also the construction period that they
need.
◊ The contractor also will fill in their name, their company name and all the
company detail. After all been completed, they will sign the form to show that
all the information that been given was true.
◊ The signature of the contractor will brought them tied to the contract with
entire offer, such as the amount of contract and contract period.
◊ There are two types of contract usually used.
1. PAM 1998
2. PWD 203 A (Rev 10/83)

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PRELIMINARIES
 Stated as Section “A”, Preliminaries act as a part in the tender document
which explain about all subjects that are not to be measure and stated in the
bills of quantity but this subject are very important in the construction to make
sure that the construction will perfectly done.
 All these subjects are incriminating cost to the contractor. Preliminaries
explained all about the temporary works, and also the entire contractor’s
desire and in this part the contractor are given the permission to price all the
subjects that are stated.
 If the contractor chosen not to priced anything in this part, it will be defined
that it was priced in any part in the tender document. As example, there are
shop drawings, overtime payments, site office, clauses, maintenance, water
and lighting, insurance etc are stated in this preliminaries part.

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SPECIFICATION
 This item can be defined as a detail works that agreed and needs to be
carried out by contractor during the construction stage without breach it. It
also contains all the details which were not to be stated in the drawing and
also in the bills of quantity.
 For example the detail of the material especially about the quality, types of
the material, method of work and also the quality of the work that needed in
this project. This like a guideline to explain in more detail to the contractor,
easier to do price their work before tender and their work after tender
BILL OF QUANTITIES
A Bills of Quantities is a comprehensive document which it prepared by
QS. Quantities and material that measured followed the SMM2 which it agreed
from all consultants. Detail about all the matters in the project especially the
materials, works complete with their quantities and compile in the tender
document by its elements. Contractor will be easy during process to pricing all
the elements.
All the materials, specifications and also the works in a few of description
according to the work on how the project to be construct, starting from the works
below lowest floor finish until the top of the building roof. The contractor only has
to fill in their rate in the provided space and grouped it all in summary section and
tender form will be proceeding.

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DRAWING
The most important document in contract is drawing especially for the
contract which it based on the drawing and specification. For this project, to get
more description and project’s requirement, drawing will be referred because
other matters have been included in the bill of quantities. All the different kind of
drawing for the project such as key-plan; floor plan, section and also the
elevation for the building illustrate by an architect and structural drawing from the
engineer are compiled with in the tender document.
OTHERS/APPENDICES
Apart of that other part which compile in Tender Document are Preambles
to all trades in section C, general summary of all sections in external works,
provisional sums, schedule of finishes, schedule of sanitary appliances, schedule
of day work rates, schedule of plant and machinery, employee’s registration form,
bank guarantee form for earnest money and performance bond, schedule of
contractor’s organization and registration and others which it relevant. A good
Tender Document is complete with all section that explained before. If one parts
a missing that Tender Document a not complete and not in good condition for
Tendering Process.

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6.5 TENDER DOCUMENT PREPARATION PROCESS
After the final cost estimate has agreed by client for the project, the
tender document has to prepare. Based on sequence those involve in tender
report’s preparing process: -
Drawing Acceptance
The first drawing that been received from architect and Engineer are
being a tender drawing. The detail about the tender drawing will be stamp and
stated for the record for the future, especially for the taking off work that been
done always be update.
Drawing Checked
All the detail about the drawing that been received from the Architect and
the Engineer will be checked from Quantity Surveyor to make sure that both
types of the drawing are no incongruity. Both types of the drawing must be relate
with the design that been agreed by the client. All the information in the drawing
will checked by QS to make sure no missing and no mistake. QS will inform
about the problem that have been detected the both parties and to confirm all
the information.

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Preparation of Bill of Quantities
The important stage of Tender Document is preparation of Bill of
quantities. The steps of preparation the BQ is prepared as below stages: -
1. Taking-Off Work
Based on the “Standard Method of Measurement 2” (SMM2) taking off
process, must follow the entire requirement in the drawing which it divided into
elements and follow all the specification. The taking-off work is done based on
the method “direct billing” such as “squaring”.
2. Arrangement Process
QS will display back the entire item which it based on the correct
arrangement in the tender document after all the taking-off work being complete.
It is to make sure that the tender document is easy to understand.

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3. Draft Print
The senior QS will be the checker for a draft print and make an analysis to
make sure that there is no mistakes especially analyze on the description, unit
and the quantity, but in our firm the Director will check it. Correction will be made
on the draft paper. The re-measurement must be made by the QS if there are
any elements that are not complete or incorrect so that there will be no mistake.
4. Final Print
Final print will be made after the correction process done. After final print for
the tender document done senior QS/Director will check again to make sure that
there is no mistake on the final print.

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5. Final Works In Tender Document
When all the other part included in the tender document, process to compiling
by the QS will be proceed especially for Form of Tender, Preliminaries and also
the Specification and etc which means the final works in the tender document is
complete.
All parts will be compiled together and it is ready to be print depend on
number that needed by all parties. Lastly, it will be binding and they’re completely
done as a tender document.

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11.4 Process of Preparing Tender Document
Instructions from Client
Drawings/Details/Schedule
s from Design Consultants
Management review
Distribution of
Drawings/Information
No
Check the
Adequacy of the
Drawings
Yes
Taking off measurements
Bulk checking Yes

-Squaring Quantities,
Errors Checking
Compilation of P.C. and

Other Bills Section Editing Provisional Sums
Typing
Yes
Proof Reading for
No

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11.4 Process of Preparing Tender Document (cont’d)
Draft Tender Document
No
Checking of
Errors by S.Q.S
Yes
Tender Documents

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7.0 TENDER REPORT
Tender Report is an analysis report that been prepared by the QS about the
tender which submitted by the tenderers. This report prepared to give suggestion to
the client about the best contractor for the project through by evaluates the submitted
tender document in various aspects especially in perfectly complete by the tenderer.
The tender report been prepared after the date of tender is expired or been
closed. The process to choose the best contractor will more easily for the client.
Contractor that is qualified the best among the qualified can execute the construction
for the project in such perfect way. QS’s opinion or suggestion about the best
contractor is important with choosing the best tenderer to be nominated to the
project. All the suggestion must be based on all requirements of factors that have to
consider such as the tender price, experience of the tenderers, current work
performance and etc.
Preparation of Tender Report only in the validity tender period because all the
tenderers who had submitted their tender still tied with the reward in the tender
document. If among of the contractors take back/given up their tender with such
excuse, before the validity tender period, they will lost automatically their earnest
money that been paid for the tender. Sometimes they will also incurred a discipline
action from the Gopeng Land Sdn.Bhd, as their name will be blacklisted or demolish
from list of the end user if nothing the reasonable excuse.

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7.1 TYPES OF TENDER
There are many types of tender but in this Project Selected Tendering clients
agreed to use Selected Tendering. After use this type of tender entries of tenderers that
have been selected are 5 of all.
SELECTIVE TENDERING
This procedure is to select a limited number of firms and invite them to
tender. The numbers of contractors entering this type of tender are small ranging from 5
to 8 contractors. The offers are made by the firms approached, have their own purposes.
But to arrive at this point there must already have been a decision on the contract
management that will be entered into on acceptance of a tender. This type of tender
usually uses for private project and certain government project.
The criteria to be employed in drawing up a list of tenderers will depend to some
degree on the character of the project, as well on its size; the firm that can undertake a
motorway may not be geared to a patchy alterations job. Usually a deposit is required in
order to discourage frivolous applications, the deposit being returnable on the
submission of a bona fide tender. But in this case that fixed about the deposit that never
be return back. The client Gopeng Land Sdn. Bhd. has chosen the Selective Tender
Basis because already has their own sub-contractor list to construct the main building.

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Advantages
a. It results in less abortive tenders and, hence, a reduction of tendering cost and
waste in the construction industry.
b. More time is allowed for project planning and design and hence the client
receives not only a good build able design but, on completion, a good product.
c. Client can ascertain his or her total financial commitment before contract and is
therefore able to plan and arrange for it.
d. Tight cost control technique can be applied (during both design and production
phases) to ensure that a client’s development budget is not exceeded.
e. Client is not responsible for contractor’s programmed of work and site operations
and therefore assumes less financial risks.
f. Contractor submits a bid with clear awareness that when successful there is
spare capacity in their establishments to accommodate the project.
Disadvantages
a) The short-list principle may exclude suitable building contractors who are capable
of providing clients with a good service
b) Contractors are excluded from design decisions, and their expertise on build able
designs, selection of suitable materials and production method is not fully
utilized.
c) Useful project time is lost in detailed planning and preparation of scheme before
invitation of tenders.
d) Contractors capitalize on variations issued by the client during production and
this leads to increased cost of production and construction disputes.

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7.2 NUMBER OF TENDERS
For this project, type of tender that agreed by all parties is Selective tendering, so
the contractor or tenderer that enter the tender have been short listed to 5 numbers. The
entire selected tenders below follow the sequence of registration number that given by
Gopeng Land Sdn. Bhd. as a Client of this project. All contractors that have been selected
are “Bumiputera” status. Based on investigation on all four (4) tender sums submitted by
the various tenderer, it is observed that:-
1) Only four (4) out of five (5) invited submitted their tender sum.
2) Of the four (4) submitted, one (1) did not comply fully to the requirements
of tender exercise.
3) From the four (4) submissions, three (3) of which show arithmetical errors
but do not change the position from lowest to highest.
4) Having considered all factors, it is found that tenderer Victroplus Sdn.
Bhd. is disqualified due to non compliance of Tender requirement (NOT
Filling the Form of Tender)
5) The other three (3) tenderers complied fully to tender requirements,
namely:-
a) Creatchain (M) Sdn. Bhd. RM 5,801,554.10 72 Weeks
b) Changkat Makmur Sdn. Bhd ` RM 6,676,519.67 80 Weeks
c) Salam Fajar Sdn. Bhd. RM 6,698,292.82 72
Weeks

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6) Considering the arithmetical errors in all the above three (3) their found to
be minimal, position is not affected.
7) All three (3) have the experience to construct and to complete the project
as tendered
8) However, on checking further:-
Creatchain (M) Sdn. Bhd.
a) Did not submit status of the company
b) Did not submit PKK registration
c) Currently having one (1) contract with 80% completion at Bandar
Sunway City Ipoh.
d) Based in Ipoh.
Cangkat Makmur Sdn. Bhd.
a) Based in Ipoh.
b) A Bumiputra Company
c) Authorized Capital: RM 500,000.00
d) Paid-Up Capital: RM 300,000.00
e) No PKK registration but has CIDB registration under Class G5 (Not
exceeding RM 10,000,000.00)

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f) With one contract on going with 95% complete (30 units 2 storey
shops)
Salam Fajar Sdn. Bhd.
a) Based in Ipoh.
b) A Bumiputra Company
c) Authorized Capital: RM 500,000.00 and fully paid
d) PKK registration Kelas B
e) Financial statement not submitted
f) Past experience on similar works not submitted.
Based on facts presented and with the knowledge that Creatchain (M) Sdn. Bhd.
had executed to satisfactory completion on GLP contracts, complied with their Tender Sum
of RM 5,801,554.10 and with seventy two (72) weeks completion period, we are in the
opinion that this company should be considered for the works as tendered.
Should they be appointed and is unable to accept, than the second lowest (Cangkat
Makmur Sdn. Bhd.) be considered for the project.
It is to be noted that the Rate for import earth fill given by the Tenderers are for
Meter Square of earth fill. The unit should be in Meter Cube. The volume remains at
23,000.

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With the change we have computed the total Tender Sum for all three (3) and as
follows:-
a. Creatchain (M) Sdn. Bhd. RM 5,990,154.10
b. Cangkat Makmur Sdn. Bhd RM 6,814,519.67
c. Salam Fajar Sdn. Bhd. RM 6,917,392.02
The above corrected Tender Sum is computed based on Rates for Meter Cube of
imported earth fill provided by the Tenderer concerned, namely :-
a. Creatchain (M) Sdn. Bhd. RM 9.00 per M.C
b. Cangkat Makmur Sdn. Bhd RM 12.00 per M.C
c. Salam Fajar Sdn. Bhd. RM 12.00 per M.C
Nothing else changed and our opinion to award the Contract to Greatchain (M) Sdn.
Bhd. Stands.
However, Gopeng Land & Properties Sdn. Bhd. as Owner of the tendered project,
has the right to accept, or choose to appoint another or even to reject all submissions
without giving any reason, is their prerogative.

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7.3 TENDER ANALYSIS
In the process of suggestion the best contractor among all of tenderers,
tender analysis had been prepared by the QS. It is prepared by the QS to make a
suggestion to choose a tender that the best among all the tenderers that can
make a profit to the client with a reasonable price and the contractor that can
effort to build the project that are tender.
All analysis done based on new rules of analyzed that issued by JKR for
the medium price of tenders ( from RM 1 million to RM 5 million) which it
involved stages that below: -
a) Stage i – Preliminary Analysis
i) Perfectly of Tender
ii) Completely of main document
iii) Minimum of Financial Source
iv) Good Performances in Current Works
b) Stage ii – Capability of Tenderer
i) Tender’s Price
ii) Experiences
iii) Performances in Current Works
iv) Technical Workers
c) Deliberation of Tender Approval

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Tender that agreed to be award must be the lowest price of tender
after pass in stage ii and fulfill the criteria of analysis.

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7.3 TENDER ANALYSIS (CONT’D)
At the stage 1, all the tenderer are been checked on the whether they offer the
reasonable price. It also checked based on Perfectly of Tender, Completely of main
Document, completely of Minimum Financial Sources and Performances in current
works.
Then, all selected tenderer must then be analyzed in stage II- Capability of
Tenderer. This stage based on below items before make a decision in choosing a
contractor.
I. Experiences of Work
II. Technical Workers

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Summary of Tender Analysis and Consultant Approval are in the table below:-
Amount Completion
Ref Contractor (RM) Period Position
(Weeks)
2/4 Greatchain (M) Sdn. Bhd. 5,801,554.10 72 1
4/4 Cangkat Makmur Sdn. Bhd. 6,676,519.67 80 2
1/4 Salam Fajar Sdn. Bhd. 6,698,292.82 72 3
3/4 Vitroplus Sdn. Bhd. 6,713,969.90 72 4
- Consultant Quantity Surveyor 7,173,953.55 52
57
PRACTICAL TRAINING (QSD 311)
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The Tenderer is required to submit his tender in compliance to tender requirements and the result as follows :-
Ref Position Name Of Contractor Tender Contract Tender Tender

Form Period Summary Deposit
2/4 1 Greatchain (M) Sdn. Bhd. YES YES YES YES
4/4 2 Cangkat Makmur Sdn. Bhd. YES YES YES YES
1/4 3 Salam Fajar Sdn. Bhd. YES YES YES YES

NO
3/4 4 Vitroplus Sdn. Bhd. YES YES YES
Comparison the percentage in error:
Difference of Tender Sum from Consultant Q.S Pre-tender Estimate as followings:-

58
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Ref Position Contractor Tender Sum Difference %
(RM) (RM)
- - Consultant Quantity Surveyor 7,173,953.55 - -
3/4 4 Vitroplus Sdn. Bhd. 6,713,969.90 (459,983.65) -6.41%
(475,660.73) -6.63%
1/4 3 Salam Fajar Sdn. Bhd. 6,698,292.82
(497,433.88) -6.93%
4/4 2 Cangkat Makmur Sdn. Bhd. 6,676,519.67
- - MEAN AVERAGE 6,472,584.12 (701,369.43) -9.78%

-
2/4 1 Greatchain (M) Sdn. Bhd. 5,801,554.10 (1,372,399.45) 19.13%
59
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PART 05
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7.5 Consultant’s Estimate
The Breakdown of Consultant’s Estimate is as follows:
BILL ELEMENT AMOUNT (RM)
1 GENERAL CONDITION AND PRELIMINARIES 176,600.00
2. PILING WORKS 250,416.00
3 BUILDING WORKS 4,705,359.65
4 INFRASTRUCTURE WORKS 1,641,578.90
5 MECHANICAL & ELECTRICAL WORKS 200,000.00
6 PROVISIONAL SUM 200,000.00
PRE TENDER ESTIMATE 7,173,953.55

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7.6 General Examination
The Quantity Surveyor has conducted an examination of the Tender Document
on all Tenderers. The examination comprises of correcting arithmetical errors in
extensions, casting, etc and isolating palpable errors on pricing but the tender amount
remains unaltered. This measure is to correct mistakes for the purpose of future
variation.
From the analysis, all the five (4) Tenderers have made arithmetical errors and
one (1) tenderers very accurately. The Tender Sum from each tenderer was examined
for arithmetical error and the result as follows:-
Corrected
Ref Name of Contractor Tender Sum Error Tender Sum
(RM) (RM) (RM)
5,801,554.
2/4 Greatchain (M) Sdn. Bhd. 10 (8.00) 5,801,546.10
6,676,519.
4/4 Cangkat Makmur Sdn. Bhd. 67 (104,622.24) 6,571,897.43
6,698,292.
1/4 Salam Fajar Sdn. Bhd. 82 (55,762.61) 6,642,530.21
6,713,969.
3/4 Vitroplus Sdn. Bhd. 90 - -
*Based on investigation several arithmatical error shown by Three (3) of the Four (4)
submissions but there is no change in order of position as indicated earlier.

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The Tender Sum from each tenderer was examined for arithmetical error and the result
as follows:-
 The above check reveals that the errors found did not effect the placing of
the tenders.
 When the tender as submitted is accepted, the arithmetical errors would be
corrected as a percentage adjustment while the tender sum remains the
same.
 A detailed examination of Bills of Quantities including comparison of prices
was carried out on all the Tenders submitted.

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7.7 Detail Examination of Tenders
Tenders received were checked for the following:-
1 Tender Submission
2 Arithmetical Error
3 Rates
4 Compliance to tender requirements
For the purpose of tender evaluation, all four (4) tender sums were scrutinized as
follows:-
GREATCHAIN (M) SDN.BHD.
This tenderer submitted the lowest Tender Sum amounting to RM 5,801,554.10
which is RM 1,372,399.45 (-19.13%) lower than the Consultant Quantity Surveyor's pre-
tender estimate.
However, on checking, it is found that the corrected amount is RM 5,801,546.10
indicating an arithmetical error totaling RM 8.00 only. Generally the Rates shown are
considered low with minimal profit margin as compared to current market prices.
The company has shown a past experience for construction and completion of housing
in area Ipoh.
The tenderer gives eighteen (18) months or seventy two (72) Weeks as the
construction period for this project. The tenderer complied with all the requirements of
the Tender. This contractor submitted a COMPLETE submission.

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CANGKAT MAKMUR SDN. BHD.
The second lowest Tender Sum is RM 6,676,519.67 submitted by the said
tenderer which is RM 497,433.88 (-6.93%) lower than the consultant's pre-tender
estimate. However, on checking, it is found that the corrected amount is RM
6,571,897.43 indicating an arithmetical error totaling RM 104,622.24.
Generally the Rates shown are fair and reasonable indicating minimal profit
margin. The tenderer has past experience for construction and completion of housing
scheme (refer to Appendix 1) Contract period is eighty (80) weeks for the project. The
said tenderer complied to the requirements of the Tender. This contractor submitted a
COMPLETE submission.
SALAM FAJAR SDN. BHD.
The third lowest Tender Sum is RM 6,698,292.82 submitted by the said tenderer
which is RM 475,660.73 (-6.63%) lower than the consultant's pre-tender estimate.
Generally the Rates shown are also fair and reasonable indicating a minimal profit
margin. Contract period is seventy two (72) weeks for this project .The tenderer
complied with all the requirements of Tender. This contractor submitted a COMPLETE
submission.

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VICTROPLUS SDN. BHD.
The highest Tender Sum of RM 6,713,969.90 which is RM 459,983.65 (-6.41%)
lower than the consultant's pre-tender estimate is submitted by the said tenderer. On
checking, no arithmetical error is found in their computations. Generally the Rates
indicated are also fair and with minimal margin of profit. They have the experience in
construction and completion of housing.
Contract period is seventy two (72) weeks for this project. However, the tenderer
did not comply with the requirements of Tender thus this contractor submitted an
INCOMPLETE submission.
All the four (4) Tenderer Sums submitted ranging from RM 5,801,554.10 to
RM 6,713,969.90 is all below the consultant's pre-tender estimate.

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Summary tender analysis
Based on overall analysis of tender (stage I and II ), Tenderer with the number of
registration 5/5 Greatchain Sdn.Bhd. was selected to be a Contractor in this project and
also fulfills from below items:
a) The lowest price of Tender, reasonable and competitive with the total RM
5,801,546.10 and (-19.13%) lower than Consultant Estimate.
b) Fulfills conditions in stage I and II.
c) Financial sources for back up this project.
d) None current works problems.
From the tender report that submitted by Quantity Surveyor (MOKHNAR &
ASSOCIATES) to the client, all parties agreed to chose CreatChain (M) Sdn Bhd to be
the contractor for this government project with agreed price and others criteria that
analyzed. Chose GreatChain (M) Sdn Bhd pass in both of Analysis Stages that
evaluated by QS.

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8.0 TYPE OF CONTRACT
For this project the type of contract used is Fixed Cost where it is paid as lump sum to
the contractor.
Fixed Cost
In this type of contract the contractor must state the price for whole work and the price.
This type of contract can be divided into two categories that are: -
i) Lump Sum
By using this method the contract price is paid to the contractor as lump sum. For
this type of method the Client can choose whether to use the contract for with
quantity or without quantity.
ii) Measure and value
This method uses the Schedule of Rates. Prices that submitted are as reference
and it is done by referring it to the past project. The real quantity only can be
obtained during remeasurement works.
Type of form contract that has been used in this project is PAM FORM 1998
With quantities on a fixed firm price basis. According to this contract all the saving will
be a profit for the contractor. Any addition cost of the construction can be claim as a

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Variation Order if there are any different quantities between the site and Bill of Quantities
based on tender drawings.
Form of contract will allow any mistakes in measurement quantities at the
construction stage. Advantages by using Bill of Quantities are the tenderer’s risk in
quantifying the amount of work is largely eliminated. The isolated nature of the process
results in greater accuracy.
1. All the quantities based on tender drawing that been used for the construction
2. Any variation of quantities can be identifying easily.
3. The most accurate data sources for tendering purposes, variation of order, and
preparing ATDA for the construction purposes.
4. Saves time and cost for the tenderers.
5. Promotes equitable consideration of Tenders
6. Used for contract cost management document to assist in progress payment and
contractual claims later on.
7. An essential data source for calculating cost analysis, for reconciliation with final cost
plan and for future cost planning.

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9.0 MAIN PROBLEMS IN PRE CONTRACT STAGES
There are so many problems in the constructions project in Malaysia.
Most of the problem happened at the Pre Contract stages. These problems are
also different depend on the project and the types of contract that been used.
Although these problems can give impacts to the project especially in the Pre
Contract stages but its can be settle if the best solution that use to solve it.
The Problems in Pre Contract Stages
All the problems that will face especially for Quantity Surveyors in the Pre
Contract stage explained below:-
a) Incomplete Drawing
MOKHNAR & ASSOCIATES has been facing with the problem that the
drawing that been given by two parties Architect and Engineer is in-completed for
this project. So that QS must send a letter to both parties to complete the
drawing before move to the next level. After both parties submit the required
drawing the next step will be proceed by QS. This problem occur when the
sketch of drawing that did no agreed by client and need to change the design so
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to submitted the required design Engineer and Architect need each other to get
matching design in both perspective.
So, QS will make Preliminaries estimate after the latest design submitted by
both parties. The right drawing is important especially when Bill of Quantity will
prepared by QS, to get exact quantities.
b) Changes in client’s need
Because of client need always change from time to time, not only QS face
the problems but to all the design teem. Architects have to make alteration on his
design. If the design not suit to the building requirements, engineer have to
recalculate the figures. As for QS, he has to recalculate the figures in his
estimates.
c) Changes in design
Sometimes what you see in tender drawings is not same as contract
drawings. This is because sometimes Architect or Engineer changes the design
without informing QS. In the end, they are blaming QS because he does not take
measure on it. For quantity surveyor, he has to recalculate the whole figures

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because if the drawings change at the end of tender document it will affects the
whole elements in the building.
d) Tender Report Process
To choose the best Contractor for this project is quiet difficult because QS
must analysis each documents that submitted tenderers. The short-list principle
in selective tendering may exclude suitable building contractors who are
capable of providing clients with a good service. QS must carefully choose the
best tenderer that not only offer good services but also with a reasonable
prices. If something missing in this reports such as incomplete information or
missing one part or more of tender report QS need to submitted the new tender
report before attend the meeting. Sometimes Tender Document that submitted
from tenderers incorrect details that important to QS to make analysis in Tender
Evaluation. These problems sometimes need QS to apply another date to
submit the Tender Report.
e) Incomplete specification

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The Consultants such as the Architect or the engineer did not give complete
specification for the project. For example the Architect did not give the material
and types of roof covering that the client wants.
f) Error in inserting data
It’s hard to find a tender document that is in perfect condition. Some of the
tender may have an error due to the calculations or writing while filling in during
tendering. It is a nature of human mistakes. So the way to repel it is always
make a double-check on each tender documents prepared. This is to make
sure that there is no error on the data in the documents.
g) Approval Problems
Sometimes, although the project have been completed but approval from
the other parties that include in this project such as Tenaga Nasional Berhad
(TNB) and Jabatan Bekalan Air (JBA) take long time to decide. Sometimes it
takes a year to get approval about the CF.

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All problems that happened need to give solution faster as can because
the project give no meaning after delay waiting to solve the problem. This will
effect the profit for the project especially for the contractor which it always
blamed when the problem occur. All parties need to take seriously to avoid all
mistakes.

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10.0 STUDENT’S ANALYSIS
The analysis that I would like to summarize for this construction stage (pre
contract stages) is a quiet difficult stages but very important in the construction project
where all parties like consultants, client and also the contractor are contribute in this
stages and always give their own tasks. Interaction among the parties in this stage is the
answer to this project either it will success or not.
Client also has to appoint the trusted consultants together to help them in fulfill
their desire to construct required design. Each consultant must be able to do their
responsibility to fulfill client’s satisfaction with the entire job that they had done.
Consultants that been appointed must work together and done their responsibility
with commitment to fulfill client’s requirement. Consultants must use their experience to
done all the work. But the most important word that can describe as key of success in a
construction project is commitment.
A Tender document is the most important document in a construction contract
administration. Types of tender document, method of preliminaries estimate, and type of
contract which it the right choosing will give the best quality of works. Some problems in
this stages are still cannot be avoid but still can
Solve with the best reaction with the experiences from last or current project.

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10.0 STUDENT’S ANALYSIS (CONT’D)
A contract document is made entirely on the tender document and the contract
administration is based on principles laid out in the contract document.
That a good tender document will ensure a smooth and uninterrupted running out of
the contract administration. On the other hand, a badly administrative and contractual
but also construction claims and even ill feeling to develop all of which contribute to an
unhealthy working atmosphere in the project
Finally, the most important thing after done this report is to know the implementation
about the pre contract stages where all the consultants need to show their commitment
to each other with cooperation to make sure all the work can be carried out perfectly and
more easily. The consultant should always bear in mind that it is the client’s prerogative
and liberty whether or not to accept the lowest or for that matter any tender that they
want to.

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CONCLUSION
On preparation of this pre-contract report, there are many new things and
methods that I learned besides what I have been told in class. It is an opportunity in
process of learning and understanding about the scope and the roles of Quantity
Surveying and also avails and increases the knowledge over the pre-contract stage.
Besides, the responsibilities of Quantity surveyor are so important in preparation the
tender document and also contract document.

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REFERENCE
Below are the references used to gather information and prepare this report: -
1) Contract document and tender document for the project entitled
2) Tender Report On The Project Entitled Cadangan Membina Dan
Menyiapkan 14 Unit Rumah Berkembar Satu Tingkat Di Atas Lot 3517
Hingga Lot 3530 Dan 59 Unit Rumah Teres Satu Tingkat Di Atas Lot 1
Hingga 59 Untuk Fasa 1c-2 Di Taman Seri Raia, Kampung Kepayang Mukim
Sungai Raia, Daerah Kinta Perak Darul Ridzuan.
3) Lecturers notes and guidance.

2005184283

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MARA UNIVERSITY OF TECHNOLOGY

DEPARTMENT OF QUANTITY SURVEYING,

As a developing country, Malaysia needs to build a lot more facilities and

In managing a contract, a Quantity Surveyor’s contribution is to ensure the

1 PRACTICAL TRAINING (QSD 311)

In preparing a practical training report, I had chosen to write Pre-Contract stage

I had selected one example of private project for this report: -

“CADANGAN PEMBANGUNAN KOMPLEK TERMINAL FERI DAN JETI

2 PRACTICAL TRAINING (QSD 311)

of future development will be developing in that site.

location was prepared. (Refer the drawings A4)

3 PRACTICAL TRAINING (QSD 311)

4 PRACTICAL TRAINING (QSD 311)

A proposed to build Cadangan Membina Dan Menyiapkan 14 Unit Rumah

instructed Mokhnar & Associates to prepare a tender as a Selective Tendering. Actually

had been agreed between the consultants and the client: -

i) Period to complete the project : 18 Months.

ii) Date of purchasing site : 01st Nov 2006

iii) Date of construction completed : 30th Apr 2008

iv) LAD : RM 1509.00/DAY

Gopeng Land Sdn Bhd agreed to take this value is RM 5,801,546.10

5 PRACTICAL TRAINING (QSD 311)

3.1 PROJECT PARTICULARS

The project shall mean

Mechanical & Electrical Engineer

6 PRACTICAL TRAINING (QSD 311)

• DATE OF ADVERTISED – 08TH SEPT 2006

• DATE OF CLOSED TENDER – 25TH SEPT 2006

• TENDER LIABILITY PERIOD – 26th SEPT – 27 DIS 2006

• CONSTRUCTION’S VALUE- : RM 7,173,953.55

7 PRACTICAL TRAINING (QSD 311)

3.3 SCOPE OF WORKS

Scopes of works which must be done in this project are:

ii) Building Works

iii) Infrastructure works

iv) Mechanical and Electrical works

8 PRACTICAL TRAINING (QSD 311)

ARCHITECT has been appointed by client to be an architect in this private building

Below are the roles of an architect in Pre-Contract and Post-Contract (a bit)

a) Deemed to be the client’s representative throughout the period of

b) Leader amongst the consultants that been appointed in the project.

c) The architect able to determine amounts owing to the contractor and

d) Able to be an arbitrator of disputes especially on the job site.

e) Architect also prepares the preliminaries drawings based on the client’s

9 PRACTICAL TRAINING (QSD 311)

i) Any damages must be repair by constructor which it issued by architect

k) An architect also required to visits the site to see the construction

10 PRACTICAL TRAINING (QSD 311)

4.2 CIVIL AND STRUCTURAL ENGINEER

In this project, the client has been appointed PERUNDING BERSATU

4.3 MECHANICAL AND ELECTRICAL ENGINEER

Mechanical and electrical engineer is one of the consultant which

i) Prepare preliminaries drawing and also the detail drawing of the

iii) Responsible to plan and design the system of circulation electricity,

12 PRACTICAL TRAINING (QSD 311)

4.4 QUANTITY SURVEYOR

The most important role in the construction project is Quantity Surveyor

relate with the cost.

i) Make a Feasibility Studies

the client or to the community or not QS must prepare the Feasibility

ii) Prepare a Preliminaries Cost Estimate

Preliminaries cost estimate is an estimate that been made to get the