BILL PREPARATION

(TRADITIONAL METHOD)
P. B. G. Wickramasinghe, Tech RICS (UK), AAIQS, MIIE (SL), I. Eng., Fellow APQSE (SL),
Member IPM (SL), FIDT (SL)), ACIOB (UK), Registered Member IQS (SL)

The final stages leading up to the preparation of bills of quantities for building work by the traditional method is given below.

WORKING UP
The term working up is applying to all the subsequent operations collectively and consists of the following process. (a). Squaring the dimensions and entering the resultant lengths, areas and volumes in the third or squaring column on the dimension paper. Transferring the squared dimensions to the abstract where they are written in a recognised order, ready for billing, under the appropriate work section headings, and are subsequently totalled and reduced to the recognised units of billing, preparatory to transfer to the bill. In the bills of quantities the various items of work which together make up the complete bill are listed under the appropriate work section headings, with descriptions printed in full and quantities given in the recognised units of measurement, as laid down in the SMM7. The bill also contains rate and price columns for pricing by contractors when tendering for the project.

(b).

(c).

SQUARING DIMENSIONS
The term squaring dimensions refer to the calculation of the numbers, lengths, areas and volumes and their entry in the third or squaring column on the dimensions paper. When there are timesing figures entered against the item to be squared, it can be multiplied by one of the figures in the dimension column before proceeding with remainder of the calculation or the total obtained by the multiplication of the figures in the dimension column is multiplied by the timesing figure. Another person to eliminate any possibility of errors occurring must check the squaring. All squared dimensions and waste calculations should be ticked in coloured ink or pencil on checking and any alteration made in a similar manner. Amended figures need a further check. Even calculating machines are used for squaring purposes a check should still be made.

ABSTRACTING
TRANSFER OF DIMENSIONS
As each item in the dimension sheets, which were squared and ready for transfer to the abstract sheet, the description of the appropriate dimension item should be crossed through with a vertical line on the dimension sheet with short horizontal lines each end as the following example, so that there will be no doubt as to which has been transferred. 2/ 10.25 0.60 1.00 6.15 Excavating trenches width exceeding 300 mm and depth n. e. 1.0 m, commencing from existing ground level.

SUBDIVISIONS OF ABSTRACT
The abstract sheets are ruled with a series of vertical lines spaced about 25 mm apart and are usually A3 widths. Each abstract sheet is headed with the project reference, sheet number, work section and the sub-section of the work to which the abstracted dimensions refer. The bills and abstracts are subdivided into work sections in the manner adopted in the standard method. Each work section is broken down into a number of sub-sections generally adopting the subdivisions contained in the standard method. 1

(ABSTRACT SHEET)
PROJECT TITLE: WORK SECTION: WORK SUB-SECTION: PAGE NO.

25 mm Apart

GENERAL RULES OF ABSTRACTING

(a). The entries in the abstract should be well spaced and it is necessary for the person doing the working up to look through the dimension sheets before start abstracting, in order to determine how many abstract sheets will be required. The items will be entered in the abstract in the same order as they will appear in the bill, since the primary functions of the abstract is to classify and group the various items preparatory to billing, and to reduce the dimensions to the recognised units of measurement. Descriptions are usually spread over two columns with the appropriate dimension(s) in the first column and any deductions in the second column. The total quantity of each item is reduced to the recognised unit of 2 3 measurement such as m, m , m or tonne. It is good practice to start each description in the abstract with the prefix C, S, L or Nr., denoting that the item is cubic, square, linear or enumerated, and this procedure reduces the risk of errors arising with regard to units of quantities. The usual practice to adopt the order of items in the work section is the order of cubic, square, linear and finally enumerated items, with labour items followed by labour and material items, smaller items followed by larger items and cheaper items followed by more expensive items in the group, but may be necessary to vary this to follow the sequence in SMM7 The column number of the each dimension sheet is entered after each dimension in the abstract for ease of reference as indicated in the following examples. When it is necessary to abstract a number of similar items but of varying sizes, the best procedure is to group these items under a single heading with each sized entered in a separate column as shown below.

(b).

(c).

(d).

(e).

(f).

(g).

L/Pipes in trenches, UPVC, 400 type, with solvent cement joints. 100 dia. 45.63 (4) 38.60 (5) 15.40 (5) 52.32 (6) 150 dia. 32.45 (3) 26.28 (3) 225 dia. & 35.30 (3) 1 (4) 2 (5) 1 (6) Nr/Ditto, nominal size: 150 Nr/Ditto, nominal 1 (3) size: 225 1 (3) 1 (3) Nr/E.O. UPVC, pipe for bend nominal size: 100

(h).

Deductions are entered in the second column under the main heading of the item under consideration as shown in annexure. The dimensions have been crossed through to indicate that the deduction has been made. When measuring some items such as glass, the number of items involved should be stated in the billed description. This is dealt as shown below. S/Glazing with ordinary glass, 5 mm thickness, panes area 2 0.10 m , in 17 numbers 15 = 1.47 (48) (15 panes with a total area of 1.47 m ) 2 2 = 0.08 (49) (2 panes with a total area of 0.08 m )
2

(i).

(j).

When enumerated items are to be written in the bill following the associated linear item, it is entered in the abstract in the following manner. L/Gutters, straight, 100X150 rectangular UPVC, with solvent cement joints, fixed to fascia board with PVC brackets at 400 mm centres, with brass screws. 85.20 (38) Nr/ Extra over UPVC gutters for outlets 4 (38) Nr/ Extra over UPVC gutters for end caps 2 (38)

(k).

On completing the entry of all items on the abstract, all entries will be checked, columns of figures cast deductions made, totals reduced, all the latter work checked and the totals finally transferred to the bill.

BILLING
RULING OF BILLS OF QUANTITIES
The single bill paper, most widely used for building works, as prescribed by BS 3327 is given below. The widths of columns vary slightly on the face and reverse sides of each bill sheet. 1 2 3 4 5 6 7

Nr of Column 1 2 3 4 5 6 7

Use of column Item Nr. Description Quantity Unit Rate (Rs.) Amount (Rs.) do (Cts.)

Width (mm) face side reverse side 19 100 24 14 18 21 14 14 100 24 14 18 21 19

REFERENCING OF ITEMS
It is necessary that items in a bill of quantities, which are to be priced by a contractor, shall be suitably referenced. With bills of quantities for building works a common practice is to letter the items alphabetically on each page to avoid the use of the large numbers, which arise if all the items are numbered consecutively throughout the bill. Thus the third item on page 2 of bill number 3 of the bills of quantities can be referred to as item 3/2/C.(Bill no. 3, Page no. 2, Item C).

ENTERING QUANTITIES IN THE BILL

When transferring quantities to the bill in metres they are to be billed to the nearest whole unit. Fraction of a unit, which are less than one-half are disregarded and all other fractions (one-half and over) are taken as whole units. Any quantity less than ten shall be given to the nearest first decimal. Where the unit of billing is the tonne, quantities shall be billed to the nearest two places of decimals.

UNITS OF MEASUREMENT
The words used in describing work of one, two or three dimensions are linear, square and cubic respectively, which are now little used. The following abbreviations are given in SMM7under General Rules 10.1 to be used in 2 3 the bills of quantities, i.e. metre(s): m; square metre(s): m ; cubic metre(s): m ; tonne(s): t; and enumerated item: Nr.

GENERAL RULES OF BILLING

(a). (b). When each item is transferred to the bill it should cross through on the abstract to prevent any possibility of errors occurring during the transfer stage. The order of billed items should be same as in the abstract as far as possible, and they should be grouped under suitable work section and sub-section headings. The work section headings will generally follow the order and terminology adopted in the standard method. Each item to be priced in the bill is indexed by letters and/or numbers in the first column. All words in the billed description should be written in full without any abbreviations and this procedure should always be followed to avoid any possible confusion arising. Provision should be made for the total sum on each page of the bill relating to a given section of work to be transferred to a collection at the end of the work section. The totals of each of the collections are transferred to a summary at the end of the bill, the total of which constitutes the contract sum. Billed descriptions should confirm to the requirements of the standard method, follow a logical sequence and be concise and must not omit any matters which will be needed by the contractor if he is to be able realistically to assess the price for each item. The normal method of entering items which are written short with the description set back, and enabling the contractor to price the enumerated items immediately after the linear item with which they are associated is given below. Note the use of the word ditto when a similar item occurs to avoid unnecessary repetition of descriptions. On completion of the draft bill, must be very carefully checked against the abstract and the abstract suitably marked in coloured ink or pencil as each item is dealt with. Particular care should be taken to ensure that all the quantities, units and descriptions are correct, that proper provision has been made for section and sub-section headings, transfer of totals to collections and summary and a satisfactory sequence of items obtained. Further checking arises in connection with the printers proof, which must be carried-out very carefully. It is also good policy to calculate the approximate areas and volumes of major items of work to ensure that no major errors have occurred.

(c).

(d).

(e).

(f).

(g).

(h).

BILL Nr. 3 SUBSTRUCTURE EXCAVATION & EARTH WORK. Site Preparation. Excavating top soil for preservation average 150 mm deep. Excavation Excavating trenches, width exceeding 0.30 m and maximum depth not exceeding 1.0 m. Earthwork support. Earthwork support maximum depth not exceeding 1.0 m and distance between opposing faces not exceeding 2.0 m.

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BILL Nr. 3 (Cont.) Disposal Disposal of excavated material off site. Disposal of excavated top soil, on site in spoil heaps, average distance of 100.0 m from all excavations. Filling. Filling to excavation 450 mm average thickness, with materials arising from excavations and compacted with a vibrating rammer.
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Collection. From page 3/1 From page 3/2 Total Carried to Substructure Summary

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