Construction Documentation & Estimating

• Course title: Construction Documentation and Estimating
• Course code: BST 31291
• Year: 3
• Semester: 1
• Credits: 01
• Course provides knowledge and skills in construction documentation and estimating
• Upon completion of the course a learner should be able to:
• Record dimensions and descriptions of construction work methodically for final quantities
• Calculate costs of materials, labor, and plant with unit rates for construction work
• Determine quantities and costs to value building projects at different design stages
• Prepare Bill of Quantities (BOQ) with estimates that reflect standard rates and minimum contingencies

Theory

• Includes types and interpretation of construction documents, plans, specifications, schedules, and document control
• Introduces construction estimating types, uses, quantity take-offs, costs, overhead, and bid submission
• Covers computer-assisted estimation for Sri Lanka's construction industry
• Details the estimation process, types, preconstruction services, risk analysis, and contingencies
• Addresses quantity surveys and basic concepts for site, concrete, masonry, and steel
• Covers estimating software; unit costs for materials, labor, and equipment; overhead and mark up
• Includes market conditions; pricing database; conceptual, design development, and construction document estimates
• Continuous assessment 30%
• End semester assessment: 70%

Construction

• Industrial construction deals with factories, power plants, warehouses, and specialized facilities including design, installation, and maintenance
• The term "industrial" refers to any business that manufactures goods
• Industrial construction builds structures for manufacturing, engineering, and power generation.
• Industrial construction includes installation, maintenance of facilities and renovation, repairing and improvement of buildings.
• Industrial construction projects need extensive planning and project management.
• Safety is key due to toxic or hazardous waste produced in industrial plants
• Industrial buildings are designed for functionality for smooth foot traffic and coordinate manufacturing and distribution
• Industrial construction projects require heavy equipment and permitting to satisfy codes

Simple Construction

• Involves installation and assembly of project equipment and materials per approved drawings, procedures, and specifications
• Different types of construction include:
• Buildings
• Highways and bridges
• Irrigation/Hydraulic
• Coastal Development, and Telecommunication
• Environmental Developments
• Rehabilitation and Maintenance
• Also, other infrastructure developments
• The main processes in the construction industry are:
• Planning
• Designing
• Financing
• Procuring
• Constructing
• Maintaining
• Operating
• The processes above are important phases in the construction procedures

Planning Phase

• Assesses project feasibility and details
• It's a crucial phase with a significant impact, even though it has a small total cost portion.
• Planning involves:
• Defining the project scope via a documented plan of work, responsibilities, and deadlines
• Creating a schedule with time estimates and buffers
• Roles and responsibilities: Project manager and team establish them for the project team and stakeholders
• Creating a budget: Project manager and team create it.
• Communications plan: Project manager and team determine communication methods with stakeholders
• Poor planning leads to resource misallocation during construction, where most costs are incurred

Design Stage (Pre-Construction)

• Involves comprehensive plans for the structure's final design and beginning construction
• The phase includes:
• Design development, where the architect and owner develop detailed plans, schematics, and specifications including revising schematic plans and incorporating construction details
• Construction documents are developed including blueprints, specifications, and materials, once the design is finalized
• Value engineering: Design-build team works to enhance project value, reduce costs and analyzing functions:
• Obtaining a building permit by updating building drawings with required specifications and regulation compliance.
• Contractor selection: Project manager chooses contractors.
• Chain of command: Project manager establishes team structure. Cost Estimates: Project manager and project owner estimates and may finalize a contract

Financing Phase

• Obtains funds for construction, land, materials, and labor
• It transitions project from the planning phase to execution
• It involves:
• Financial modeling: Creating financial metric projection models
• Investor negotiations: Securing funding by negotiating with investors or lenders
• Legal documentation: Drafting and finalizing legal documents, such as contracts, loan agreements, and term sheets
• Financial close: Securing all required funds, approvals, and legal documentation
• Funds disbursement: Disbursing the loan and equity based on the agreement
• Construction finance helps manage cash flow, invest in projects, and preserve capital
• Includes budgeting, cost estimations, and financial tracking
• Project management software helps track finances and monitor expenses

Procuring Phase

• Acquires necessary materials, equipment, and services
• This phase involves:
• Selecting the most suitable suppliers and contractors to meet the project's needs
• Negotiating and finalizing contracts with suppliers and contractors
• Ensuring materials and services are delivered as requested and on time to the construction site
• Securing funding: Ensuring the project has funding to execute smoothly
• It is usually handled by project manager

Procurement

• A long-term strategic approach that involves good relationships
• The goal is project completion: on time, within budget, and to quality standards
• Construction procurement methods:
• Single-source and Multiple-source procurement
• Two-stage and Selective tendering
• Open and Negotiated contracting

Construction Phase

• Execution phase where planning comes to life
• The construction manager and contractor are the communication point
• The team's role is called Construction Administration (CA)
• It is the physical process of building and related activities
• The construction phase includes:
• Site preparation by securing the area, setting up fences, plus amenity additions
• Excavation to prepare ground for construction
• Foundation Creation with a stable base, slab, crawlspace, or basement
• Framing to construct frame the building
• Masonry
• Roofing
• Interior and exterior finishes
• Led by contractor to manage on-site teams and resources, communicating progress to management
• The architect, engineers, and project manager perform reviews
• Practicing risk management processes is important

Maintaining Phase

• Ensures buildings and assets retain appearance and operate efficiently
• It includes:
• Routine maintenance: Keeping building in good shape, such as cleaning
• Preventative maintenance: Preventing or slowing wear and tear with inspections
• Corrective maintenance: Repairing or replacing broken equipment
• Emergency maintenance: Restoring a building.
• Warranty period: A time period in the contract that allows the client to report and fix defects

Operation Phase

• The time when the building is being used as intended
• It relates to time when the construction is done and project delivered to the customer
• Need to address certain issues:
• Ensuring comfort and air/water supply
• Monitoring design and operating decisions
• Asset management: Using objects and sensors to monitor conditions in real-time
• Project wrap-up: Documenting completed reviewing and results

Contract Documents and Appendices

• Contract documents establish the scope schedule, price, and conditions of a project Appendices are added to a contract and form part of it
• Examples are:
• Contract agreement form
• General and particular conditions of contract
• Drawings and specifications
• Bill of quantities and contract prices
• Technical attachments
• Organization registration and requested papers

Form of Contract Agreement

• A construction contract agreement is a legally binding document that outlines the conditions between the client and the contractor for a construction project
• A contract typically includes:
• Scope of work
• Project timeline tentative schedule
• Payment terms
• Insurance requirements
• Dispute resolution mechanisms
• Construction contract are important because they
• Avoid disputes and avoid misunderstandings
• Help parties of interest by protecting interests
• Outlines the rights and responsibilities of parties
• Contracts are based on standard formats with terms

General Conditions of Contract

• They define management of a project and conditions
• In construction, it is a document that outlines the rights, responsibilities, and obligations of relevant parties
• It provides a framework for the construction project.
• The Construction Industry Development Authority (CIDA) of Sri Lanka publishes a Standard Bidding Document (SBD) that contains general conditions of contract, a set of terms that govern the relationship between the employer and the contractor:
• Words and expressions have the same meaning as in the contract Contractor:
• Completes the work and fixes defects specified in the contract Employer:
• Pays contractor specified by contract
• The priority of documents is as follows contract agreement, letter of acceptance, memorandum of understanding, contractor's bid, schedule, conditions of contract, specifications, drawings, and bills of quantities.
• Ambiguities: An engineer will provide instruction that clarify
• The CIDA publishes directives and other publications, including:
• Conduct and guidelines for the construction industry
• General Conditions of Contract (GCC): The Fédération Internationale Des Ingénieurs-Conseils (FIDIC)
• A document that defines the rights and obligations of the parties
• Risk allocation how risk between parties is allocated
• Procedures define dispute resolution
• Intended use between the Employer and the Main Contractor.
• Modification in the form of modifications can be made using Particular Conditions of the Contract.

FIDIC

• The most common international construction contracts
• Can be a fair agreement with small or large parties.
• Helps the public with construction projects

Particular Conditions of Contract (PCC)

• In construction, the (PCC) are conditions that change and supplement the General Conditions of the Contract
• They are specific to projects and country
• Define things that the Generic Conditions do not.

Drawings

• Construction drawings are technical drawings within a construction project's documentation and are used to guide construction
• The design team produces them and are official construction design documents.

Specifications

• Specifications describe skill, materials, workmanship, and project aspects

Bill of Quantities

• Quantities lists work items and quantities to finish a project
• Description to measure the project to assist cost estimation
• A bill of quantities is created by the quantity surveyor or cost consultant
• A technical proposal in construction refers to a document to complete a project.
• Organization registration in construction refers to a the company as legal entity.
• Construction Execution Documents define the processes and standards that should be followed during construction. Includes:
• Key processes
• Project handbook
• Technical QA/QC data
• Health and safety procedures for the environment
• Key process for interim payments
• Loan and financial administration

Three Key Project Scenarios

• Scenarios for success center on KPI
• KPIs are Cost, Quality and Time.
• The project must finish without exceeding the target budget
• Success factors
• Monitoring of costs
• Realistic negotiations.
• Project should surpass quality standards
• Success factors
• Checks of quality control.
• Regular inspections

Project Completion

• Completions depends on management of risk to meet timelines and meeting deadlines.
• Success factors Proper planning and scheduling Effective management.
• A construction project hinges on meeting time, good budget, and quality
• Balanced success is when all constraints are met
• The project follows the budget and timeline
• The construction standards are met
• Example being a commercial building being on time.

Time and Cost Success

• Also known as: (Quality Sacrificed)
• the quality has potential risks when finished
• Examples being concerns of building structure.
• Scenarios are:
• Good design but delayed, leading negatively impacting stakeholders Under trade offs project managers make choices based on stakeholders
• Estimation is a systematic expenses for the project's specs and demands.

Cost Estimation

• It is critical to be able to ascertain Project magnitude
• requires resources which provides clarity of project demands
• Feasibility Studies require estimates of practicability and viability
• Cost estimation finds out if returns may bring to good benefits for projects.
• Cost estimation assists comparisons that leads to efficiency.
• A breakdown shows cost transparency.
• Estimation is to come up with possible costs for competitive tenders.
• Estimation is important to maintain budget of costs from work additional

Cost information

• Cost estimation helps with risks
• Those how prepare are head personals, small teams or large organizations
• Preliminary
• Intended for early idea of general parameters Accuracy, type of project, size and etc

Calculating a Plinth

• Plinth = Area x Unit area
• Rate can be deriven from project
• Cube Rate Estimate = Volume x Rate per Unit
• Helps where height has building impacts

Elemental Estimate

• Is broken down into components like foundation to show where costs are highest for budget allocation

Detailed Estimate

• The bill of quantities contains of a lot of data Helps in securing approvals
• Revised estimates may be needed due to inflation Ensuring up to data figures so funds secure
• Is for added work not within initial extent Support for expansions helps to prevent disruption of planning
• Repair estimates include the cost for structures
• Covers painting of systems for longevity

A project must meet some Factors:

• Inaccuracy of project plan and or lack expertise leads to increased risk of misjudge of skill.
• Precise and up-to-date data market conditions assists in avoiding budget and bad offers.

Estimate Perspectives

• Perspectives need to be applied to systems.

Construction Activities

• Construction activities consist of site preparation
• Activities like beam and slabs
• Super- structure columns
• Internal finishing of tiling

Taking of quantities

• Steps involve bill of quantities
• Squaring involves areas and lengths
• Abstracting leads grouped categories It make organized data and lists for documentation.
• The scope of a project is the roles, documents and objectives for work with
• Estimation

Terms Cost

• Key terms include labor rate prices
• Cost factors for equipment subcontractor
• Risks or contingencies costs
• Costs include site area, and labor
• Wages of inflation
• Cost are due to high-quality builds

Building factors

• Building costs depend on Topography,
• If the site has roads
• Location costs, if not in urban areas.
• Project Costs include time equipment.
• Clarity needs to be planned so minimze error

The process include of calculation, planning, selection

• In tender is decision making And preparing documentation
• Direct costs come from labor rates
• Labor, materials, and equipment are involved.
• Overheads and profits should be factored.
• Wage and payment come into the cost
• Plant and equipment need to calculated depending

Estimators Roles

• The estimators play important job in cost
• And materials quantities
• Knowledge of sources
• The estimators must analysis costs and labourer.
• The transport costs have to calculated
• Work norms are allocated depending on work.
• Standardized work hours per work
• The norms and standards should public and or organization run it.
• Establishing to analyse the standards method.
• In work studies to find the most efficient method