Intelligent use of technology: bills of quantities

This first article is the outworking of a mission to transition from a hybrid using software (e.g. Bluebeam) and excel towards using either a tool or combination of tools to produce bills of quantities. We trialled software called Vector, which can be used to take measurements and format them into a bill of quantities compliant with SMM7 or NRM.

In this article, we will briefly outline the benefits, how we used it, and our reflections.

The benefits

It can be a time-consuming task locating item descriptions and typing them into a spreadsheet. As well as being a time-consuming task in itself, the efficiency of this activity can be impacted by either erroneous entries or inconsistencies between the measurement take-off data and requirements of the description.

Vector provided a solution with pre-written descriptions for both NRM and SMM7. You still need to know what information you need from the design information; however, once the take off is completed, then the preparation of a bill of quantities is completed by selecting the appropriate descriptions.

The output is a clean and compliant bill of quantities that can be exported to Excel if you would like the information in this format for the supply chain to price.

How we used Vector

Our client wanted a bill of quantities to be used in their procurement of a groundworks and civils package. The information produced consistently by each tendering subcontractor would improve the efficiency of both the supply chain and the project team.

We were tasked with producing an SMM7-compliant bill of quantities, so we opened a new worksheet in Vector, selected this measurement method, and loaded the library. In the library, we selected and itemised work into the correct section and added specification information where this was required. For example, when you select formwork, a standard description is provided (sides of foundations over 1m high or 0.5m to 1m), providing the correct unit for measuring the quantities (m2 for foundations over 1m or metres for 0.5m to 1m).

An example of the interface you see is provided at Figure 1.

A significant, and often understated, benefit of preparing bills of quantities is how you test the design information through the process of their preparation. Where are the gaps, where is information unclear, or are there interfaces where responsibility between trades is not obvious and requires clarification?

Through this process, we tested the design information, raised queries, and, where appropriate, made appropriate assumptions that we provided with our bill of quantities. The information we prepared was robust, and the risk of scope creep-type variations after award of contract was significantly reduced for our client.

A sample of the bill of quantities we prepared is provided at Figure 2.

Final refelctions

While software such as Bluebeam and Vector make the process more efficient, the production of a bill of quantities requires quantity surveyors’ knowledge and experience to be completed properly.

We aren’t yet, and maybe never will be, in a position where you feed design information into a system, and it spits out a perfect bill of quantities. This is because the quantity surveyor understands what they need from the design information, and their trained eye helps identify issues that, from experience, have caused additional cost if not picked up early.

We found Vector to be a very good system, and combined with Bluebeam, we can prepare robust bills of quantities that are auditable and stand up to scrutiny.

In next week's article, we will share how we have developed our Microsoft Word knowledge to improve the quality and professionalism of our written reports.

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