My Training Report Final

REPORT ON INDUSTRIAL

TRAININGIN QUANTITY SURVEYING

AT

COST CONSULTANCY SERVICES (PVT) LTD.

No 20, Rodney Place,

Colombo 08.

(From: 05th April 2010 to 23th July 2010)

&

RN CONSTRUCTIONS (PVT) LTD.

No: 532/1, Kaduwela Road, Thalahena,

Battaramulla.

(From: 26th July 2010 to 12th November 2010)

BY

GAYANGA V.G.D

082628 U

THIRD YEAR UNDERGRADUATE

DEPARTMENT OF BUILDING ECONOMICS

UNIVERSITY OF MORATUWA

DATE OF SUBMISSION: 15TH DECEMBER 2010

PREFACE INDUSTRIAL TRAINING REPORT

PREFACE

Although the profession of Quantity Surveying is emerged around the 1820’s it is comparatively

new profession for Sri Lankan construction industry, comparing with the other professions like

Architecture, and Engineering. According to RICS definition, a Quantity Surveyor needs to ensure

that resource of the construction industry are utilized to the best advantages of society by providing

financial management for project and cost consultancy to the Employer during the whole

construction process.

For the better understanding of the practical situation in construction industry, the experience

gained from training is vastly important. It is an extraordinary opportunity to experience practical

industrial environment, work discipline, team work, time management, quality controlling and to

obtain a clear understanding of the theoretical knowledge which was gathered at the university.

After 32 weeks of training as an in-plant trainee at two establishments, the things I witnessed,

extracted, decided are elucidated in this report within certain constraints. But as far as Quantity

Surveying is concerned, it will certainly convince the reader about how much the ideal theories

had diverged from the practical situations or what we call the 'real thing'.

DEPARTMENT OF BUILDING ECONOMICS Page i

ACKNOWLEDGEMENT INDUSTRIAL TRAINING REPORT

ACKNOWLEDGEMENT

Without any hesitation I can say that the training session which I had for period of 32 weeks

could not be complete successfully without the generous assistance of number of people. I have an

obligation to acknowledge these all people who gave valuable cooperation, assistance and advices

to success my training.

Firstly, my sincere gratitude goes to the staff of the Building Economics department for their

support extended in arranging valuable training at the leading construction firms and for their

support given throughout the training period for me as well as my colleagues. Head of the

Department Mr. Indunil Senevirathna, Industrial training coordinator Mr. Ravihansa Chandrathilake

played a vital role in this regard.

I must also convey my earnest appreciation to the Mr. Prasath Sanjeewa & Miss. Manjula

Wadugodapitiya of Buiding Economics Department who visited work sites to evaluate me and the

staff of the Special Industrial Training Division of the NAITA, since they were the people who

facilitated and monitored the whole training program with the collaboration of the Department of

Building Economics, University of Moratuwa.

A special thank you goes out to Chairman Mr. H.D. Chandrasena, Managing Director Mr.

D.G. Jayarathne, Project Management Engineer Mrs. Induni Hasanthika, SQS Mrs. Sepali

Weerasinghe and all other officials working at the Cost Consultancy Services (Pvt) Ltd., for

providing me the opportunity to gain experience in most of the Consultant Quantity Surveying

works.

Further I express my sincere thanks to Chairman /Managing Director Mr. Ruwan

Edirisinghe, Chief Quantity Surveyor Mr. Chandraguptha Weerakoon, SQS Mrs. Chamila

Ranaweera, PQS Mr. Danishka Chaman, PQS Miss. K.G. Kithbewulaarachchi, PQS Miss. Camika

Ranathunga, QS Miss Sansala Thiranagama and other staff of RN Constructions (Pvt) Ltd. for

supporting me in order to reach the goal of success during the second session of my training under

Contracting organization. The final tribute and appreciation are reserved for my family members,

my colleagues and my senior students for the help they gave me in the preparation of this document.

V.G.D. GayangaDecember 2010

DEPARTMENT OF BUILDING ECONOMICS Page ii

TABLE OF CONTENT INDUSTRIAL TRAINING REPORT

TABLE OF CONTENTPREFACE..................................................................................................................................... I

ACKNOWLEDGEMENT............................................................................................................... II

TABLE OF CONTENT................................................................................................................. III

TABLE OF FIGURES...................................................................................................................V

LIST OF TABLES.......................................................................................................................VI

LIST OF ABBREVIATIONS.......................................................................................................VII

INTRODUCTION.........................................................................................................................1

CHAPTER 1

1.0 THE CONSULTING ORGANIZATION1.0 THE CONSULTING ORGANIZATION............................................................................................2

1.1. COST CONSULTANCY SERVICES (PVT) LTD................................................................................................21.1.1. THE ORGANIZATION....................................................................................................................................21.1.2. SERVICES PROVIDING BY THE CCS...........................................................................................................31.1.3. MANAGEMENT STRUCTURE OF THE ORGANIZATION...........................................................................4

1.2. EXPERIENCE GAINED & OBSERVATIONS MADE........................................................................................51.2.1. EXPERIENCE GAINED.................................................................................................................................5

1.2.1.1. PRELIMINARY ESTIMATING................................................................................................................................51.2.1.2. COST PLANNING.....................................................................................................................................................71.2.1.3. COLLECTION AND COMPILATION OF COST INFORMATION.........................................................................81.2.1.4. PREPARATION OF BILLS OF QUANTITIES.........................................................................................................91.2.1.5. SPECIFICATION WRITING...................................................................................................................................111.2.1.6. BID DOCUMENTATION........................................................................................................................................111.2.1.7. BID PROCEDURES AND EVALUATION.............................................................................................................121.2.1.8. CONTRACT DOCUMENTATION..........................................................................................................................151.2.1.9. INTERIM VALUATIONS........................................................................................................................................151.2.1.10. PROCESSING OF VARIATIONS AND EXTRA WORKS...................................................................................171.2.1.11. ADJUDICATION & ARBITRATION....................................................................................................................17

1.2.2. OBSERVATIONS MADE...............................................................................................................................181.2.2.1. UNREALISTIC DEADLINES OF EMPLOYERS...................................................................................................181.2.2.2. LACK OF COORDINATION WITH IN CONSULTANT TEAM...........................................................................181.2.2.3. INCOMPLETENESS OF THE DRAWINGS...........................................................................................................181.2.2.4 USING OF MODERN COMPUTER APPLICATIONS............................................................................................181.2.2.5. CONTRACT ADMINISTRATION..........................................................................................................................19

1.3. PROBLEMS ENCOUNTED AND REMEDIAL ACTIONS TAKEN.................................................................191. 3.1. UNFAMILIARITY WITH SLS573/QUATAR STANDARD METHOD OF MEASUREMENT.......................191.3.2. FREQUENT CHANGES IN DRAWINGS......................................................................................................191.3.3. LACK OF TECHNICAL KNOWLEDGE.......................................................................................................191.3.4. UNAVAILABILITY OF COST DATA............................................................................................................201.3.5. UNFAMILIARITY WITH AUTO CAD APPLICATION.................................................................................201. 3.6. UNFAMILIARITY WITH IMPERIAL UNITS...............................................................................................201.3.7. BID EVALUATION.......................................................................................................................................211.3.8. HIGH WORK LOAD.....................................................................................................................................21

1.4. STEPS TAKEN TO OBTAIN BETTER EXPERIENCE.....................................................................................221.5. ASSESSMENT OF THE ORGANIZATION.......................................................................................................23

1.5.1. STRENGTHS.................................................................................................................................................231.5.2. WEAKNESSES..............................................................................................................................................25

DEPARTMENT OF BUILDING ECONOMICS Page iii

TABLE OF CONTENT INDUSTRIAL TRAINING REPORT

CHAPTER 2

2.0 THE CONTRACTING ORGANIZATION2.0 THE CONTRACTING ORGANIZATION........................................................................................26

2.1. RN CONSTRUCTIONS (PVT) LTD...................................................................................................................262.1.1. THE ORGANIZATION..................................................................................................................................262.1.2. MANAGEMENT STRUCTURE OF THE ORGANIZATION.........................................................................282.1.3. INTRODUCTION TO KAATTSU PROJECT................................................................................................292.2.1. EXPERIENCE GAINED...............................................................................................................................30

2.2.1.1. ESTIMATING AND TENDERING.........................................................................................................................302.2.1.2. SELECTION OF SUB-CONTRACTORS AND SUPPLIERS.................................................................................322.2.1.3. PROJECT PLANNING.............................................................................................................................................332.2.1.4. SITE ORGANIZATION AND ACTIVITIES...........................................................................................................342.2.1.5. PREPARATION OF INTERIM VALUATION........................................................................................................352.2.1.6. SUB-CONTRACTOR PAYMENTS........................................................................................................................362.2.1.7. VARIATIONS AND EXTRA WORKS....................................................................................................................362.2.1.8. PREPARATION AND NEGOTIATION OF CLAIMS............................................................................................372.2.1.9. FINAL ACCOUNTS................................................................................................................................................372.2.1.10. PROGRESS MONITORING AND COST CONTROL..........................................................................................372.2.1.11. WORK STUDIES...................................................................................................................................................382.2.1.12. DOCUMENTATION AND RECRD KEEPING.....................................................................................................38

2.2.2. OBSERVATIONS MADE...............................................................................................................................392.2.2.1. ACCURACY IN ESTIMATING AND TENDERING.............................................................................................392.2.2.2. QUALITY STANDARDS AND QUALITY ASSURANCE....................................................................................392.2.2.4. WORK LOAD..........................................................................................................................................................392.2.2.5. INCOMPLETENESS OF BOQS..............................................................................................................................40

2.3. PROBLEMS ENCOUNTED AND REMEDIAL ACTIONS TAKEN.................................................................402. 3.1. FREQUENTLY CHANGES IN DRAWINGS.................................................................................................402. 3.2. WORK LOAD...............................................................................................................................................402. 3.3. UNFAMILIARITY WITH COST INFORMATION........................................................................................412. 3.4. UNFAMILIARITY TO NEGOTIATE WITH SUB-CONTRACTORS.............................................................412. 3.5. LACK OF SITE EXPERIENCE....................................................................................................................412. 3.6. LACK OF COMPUTER FACILITY..............................................................................................................412. 3.7. LACK OF MS PROJECT KNOWLEDGE....................................................................................................422. 3.8. WORKING FOR LONG HOURS.................................................................................................................422. 3.9. HANDLING LARGE NUMBER OF DESIGN AND BUILT PROJECTS......................................................42

2.4. STEPS TAKEN TO OBTAIN BETTER EXPERIENCE.....................................................................................432.5. ASSESSMENT OF THE ORGANIZATION.......................................................................................................44

2.5.1. STRENGTHS.................................................................................................................................................442.5.2. WEAKNESSES..............................................................................................................................................45

CHAPTER 3

SUGGESTIONS TO IMPROVE THE QUALITY OF THE INDUSTRIAL TRAINING.................................47

3.0 SUGGESTIONS TO IMPROVE THE QUALITY OF THE INDUSTRIAL TRAINING...............................................................................................................47

3.1. ACTIONS TO BE TAKEN BY THE TRAINEES...............................................................................................473.2 ACTIONS TO BE TAKEN BY THE AUTHORITIES.........................................................................................47

CONCLUSIONS............................................................................................................................48

REFERENCES...............................................................................................................................49

DEPARTMENT OF BUILDING ECONOMICS Page iv

TABLE OF FIGURES I NDUSTRIAL TRAINING REPORT

ANNEXURES

TABLE OF FIGURES

Figure 1: RN Subsidiaries........................................................................................................................................ 26

DEPARTMENT OF BUILDING ECONOMICS Page v

LIST OF TABLES INDUSTRIAL TRAINING REPORT

LIST OF TABLES

Table 1: ICTAD Grades of RN Constructions (Pvt) Ltd...............................................................................................27Table 2 : Awards achieved by the RNC.................................................................................................................... 27Table 3: Contract particulars of Kaattsu Project....................................................................................................... 29

DEPARTMENT OF BUILDING ECONOMICS Page vi

LIST OF ABBREVIATIONS I NDUSTRIAL TRAINING REPORT

LIST OF abbreviations

A/C -Air Conditioning

CAR Policy -Contractor’s all Risk Policy

CCS -Cost Consultancy Services (Pvt) Ltd.

CQS -Chief Quantity Surveyor

LOA -Letter of Acceptance

MD -Managing Director

MS-Excel -Microsoft Excel

PE - Planning Engineer

PPE - Preliminary Project Estimate

PQS -project Quantity Surveyor

RNC - RN Constructions (Pvt) Ltd.

SLS 573 -Sri Lanka Standard Method of Measurement of Building Works

SQS -Senior Quantity Surveyor

SMM7 -Standard Method of Measurement 7th Edition

DEPARTMENT OF BUILDING ECONOMICS Page vii

INTRODUCTION INDUSTRIAL TRAINING REPORT

Introduction

Quantity Surveyor is the professional who ensures the optimum utilization of resources and

financial management of the project with the usage of his knowledge in construction technology,

economical aspects and legal aspects in the contemporary construction industry, within the

constraints of time, cost and quality. At the present time Clients have an increased expectation of

the service offered by Quantity Surveyors and this coupled with greater competition both internally

and externally has resulted in a challenge to their professional status.

Knowledge is a key feature of the any profession’s portfolio and therefore effective

knowledge management skills can help to improve their expertise. To meet these challenges

Quantity Surveyors need to enhance their professionalism and status by improving their knowledge

both in theoretical and practical. Practical training will greatly assist to produce professionals, who

are not only equipped with the technical knowledge within the industry but also who are ready to

execute all managerial and procedural aspects of quantity surveying.

With the intention of satisfying the demand in the profession of Quantity Surveying within

the Sri Lankan construction industry, a four-year Bachelor of Science degree course was established

at the Department of Building Economics, University of Moratuwa in 1986. Being an undergraduate

who just finished the Industrial training session, I’m proud to experience the current recognition

granted in the industry to the graduate Quantity Surveyors from the Department of Building

Economics.

I was fortune enough to complete my two training sessions at well recognized Consulting

and Contracting Organizations throughout the construction Industry who provide their services both

in Sri Lanka and Overseas. This document basically emphasizes my experiences through the works

I was entrusted and through my own observations. In this report, I have introduced the two

establishments for which I was attached for my training, and also I have elaborated the experience

gained, observations made while executing the works assigned, problems encountered and the

remedial actions taken, steps taken by me to obtain a better experience, and assessment on the

organization in relation to the two establishments within two separated chapters. Then I have

proposed some constructive comments on the trainees’ exposure to the industry, under suggestions

to improve the training. And it is my satisfaction if this report is of importance to any reader.

DEPARTMENT OF BUILDING ECONOMICS Page 1

INTRODUCTION INDUSTRIAL TRAINING REPORT

CHAPTER 1

PHASE I

COST CONSULTANCY SERVICES (PVT)

LTD.

NO 20, RODNEY PLACE, COLOMBO 08.

THE CONSULTING

ORGANIZATION

CONSULTANCY ORGANIZATION INDUSTRIAL TRAINING REPORT

1.0 THE CONSULTING ORGANIZATION1.0 THE CONSULTING ORGANIZATION

1.1. COST CONSULTANCY SERVICES (PVT) LTD.

1.1.1. THE ORGANIZATION

Cost Consultancy Services (Pvt) Ltd. is a company formed by two professionals for the

purpose of undertaking Quantity Surveying and Construction Cost Consultancy Services in

Building and Civil Engineering projects. The Organization commenced operations as a partnership

in 1987 with Link Engineering Company and subsequently was registered as a private limited

liability company in 1994. This is the first independent and ISO Certified Quantity Surveying

Organization in Sri Lanka run by Sri Lankan nationals.

The company provide wide range of professional services in cost consultancy stream both

Pre-Contract and Post-Contract as well as Adjudicating & Arbitration matters and has served in

several leading Architectural and Engineering establishments in Sri Lanka and Overseas since the

Company consist with qualified, well experienced Quantity Surveyors. This Company has also

served as independent Cost Consultants and advisers, to several leading business organizations in

Sri Lanka. In view of providing best of services to the clients the company has implemented a

quality management system in the organization to enhance internal process and procedures by

obtaining ISO 9001:2000 certifications in the year of 2006 and upgraded the quality standards to

ISO 9001:2008 by the October 2010.

Mr. H. D. Chandrasena (F.R.I.C.S., F.I.Q.S.S.L., F.A.I.Q.S.) Chairman of the Cost

Consultancy Services (Pvt) Ltd. is the most experienced professional Quantity Surveyor in Sri

Lanka who possesses over Forty five (42) years experience as a Quantity Surveyor here and abroad.

He is a practicing Arbitrator and was the Deputy General Manager (Consultancy Services) and the

Chief Quantity Surveyor in the State Engineering Corporation of Sri Lanka for several years.

Cost Consultancy Services has provided its service for number of landmark projects in both

local & foreign countries such as HNB Head Quarters, Golden Key Hospital (ENT), Ceylinco –


“Chartered Quantity Surveyors and Construction Cost Consultants”


Seylan Tower, Aitken Spence Tower, G.S Residential & Commercial Tower, Qatar world trade

center, Palm Villa at Dubai, University of Nizwan at Qatar etc. within its 23 years of short history.

Today CCS represents the Sri Lankan agent of Construction Engineering Group (CEG) of Qatar due

to its excellent performance.

Mission of the Organization

“Provide professional services to the Clients in Contract Documentation, Contract Administration

and Construction Technical Auditing through our Commitment for Quality Service and afford

opportunity for the employees to train and develop the skills harnessing their full potential”.

Vision of the Organization

“To be the Leading Sri Lankan Quantity Surveying and Cost Consultancy Organization”.

Quality Policy of the Organization

We the management and employee at Cost Consultancy Services (Private) Limited are Committed

towards consistently delivering services of highest quality and actively promote continual

improvement and teamwork.

Quality Objectives

Considering current upward trend of economy (Local and Global) expect to procure more

projects during the year 2010 than in the last year.

Expanding the existing data base

Improving awareness of CCS staff on ISO 9001:2008 quality standard up to an acceptable

level.(Awareness will be measured through a questionnaire Target 80% of staff to get over

80% of marks within the year 2010)

Improving record keeping by implementation and maintaining of a record/library room

within next 2 years.

1.1.2. SERVICES PROVIDING BY THE CCS Evaluation of Design Proposals.

Providing Cost advice to Client.

Preparation of Bill of Quantities.

Advice on Bidding procedure / Contract forms / Procurement methods.



Evaluation of Bids.

Engineering Estimation.

Preliminary Cost Estimation.

Interim bill checking and Certification.

Cost planning.

Post Contract Administration.

Setting Final accounts.

Arbitration.

1.1.3. MANAGEMENT STRUCTURE OF THE ORGANIZATION

The organization structure of Cost Consultancy services (Pvt) Ltd. falls in to hierarchical

organizational structure which is one of most traditional. On the surface, this indicates a balanced

relationship between management and subordinates.

The QS division act as a key division in achieving the goals of the organization. The

strength of the full time staff is about 28 including graduates or technically qualified Quantity

Surveyors with the supporting staff comprising Secretaries and Account Clerks.

Mainly, Quantity Surveying division is functioning as two sub divisions; foreign project

division and local project division. Foreign projects are handled by two senior QSs with the help of

QSs, assistant QSs and trainee QSs. Local projects in hand are divided among the staff QS by

considering the scope of the each project and the seniority of each QS. Any QS is free to get advices

to clarify their problems from Chairman Mr. Chandrasena, Managing Director Mr. D.G. Jayarathna

and any other senior QSs.

Other than the QS division CCS consist with two other divisions whch are shown in the

Organization structure as Accounts and Secretaries. Secretaries are with good knowledge on

computer Applications and they provides assistance in computerizing and documentation of the

B.O.Qs, Tender Documents, Evaluation reports, letters, etc. The Accounting division is mainly

responsible for accounting functions in the organization.

(For organization structure of CCS Refer Annexure –I)



1.2. EXPERIENCE GAINED & OBSERVATIONS MADE

During my phase-I training period, I got more practices and experiences mostly in the

following areas which are mainly carried out by the consultant QS in pre and post contract stage

since I was trained at a leading Consultancy company who provides Quantity Surveying and Cost

Consultancy services, both in Sri Lanka and Overseas. I believe that this is a landmark of my life

because I was able to train under the most experience Quantity Surveyor in Sri Lanka.

1.2.1. EXPERIENCE GAINED

1.2.1.1. PRELIMINARY ESTIMATING

Preliminary Project Estimates are prepared for the purpose of forecasting the probable cost

of a future project to allow the Employer to be aware of the financial commitments before detailed

works begin. The accuracy of a PPE will depend on the information available at the time of

estimation and it vary at different stages of project development, ranging from ball park figures in

the early stage to fairly reliable figures for budget control prior to construction.

It is a widely known and proven concept that what the Client hears first is what he

remembers most. Hence it is very important to provide an accurate figure to the Employer at the

beginning, using the inherent skills and experience of the estimator. Here in after the figure derived

from the PPE governs the progress of the project since the decisions of the design team regarding

the inclusions and the exclusions of the project are depending around this figure.

As a QS trainee in the Cost Consultancy Services (Pvt) Ltd., I got the opportunity to involve

in preparation of PPE’s for following projects;

Construction of proposed Factory and Warehouse Building for CBL Foods international at

Ranala.

Construction of Proposed Mixed Development at Dharmaraja Mawatha for Mr. Punsiri

Tennakkon.

1.2.1.1.1. Identification of Cost Elements from Project Brief

Prior to preparing the PPE it is valuable to identify the Cost Elements from the Project brief

as it leads to prepare a more realistic estimate for the project.

I was able to participate in preliminary project meetings of “Proposed Factory and Warehouse

Building for CBL Foods International (Pvt) Ltd. at Ranala” project together with the Senior



Quantity Surveyor, Project Architect and Project Engineer. Cost significant elements and their

necessity with respect to the function of the project were discussed in detail during these meetings.

These meetings provided guidance for me in identifying the cost significant elements of the project

which require large portion of the budget.

Cost significant items of “Proposed Mixed Development at Dharmaraja Mawatha for Mr.

Punsiri Tennakkon” project was identified by using project brief and the guidance given by the SQS

was very valuable for me in identifying and improving my knowledge regarding cost significant

elements.

1.2.1.1.2. Visit the Work Site to Ascertain Site Information.

The accuracy and the reliability of a PPE is totally depend on the information available and

some of the information required can be gathered only from site inspection.

For the ‘“Proposed Factory and Warehouse Building for CBL Foods International (Pvt) Ltd. at

Ranala” project, SQS and myself visited to the site and the following information gathered from site

and were utilized for the preparation of PPE.

Access to site

Availability of Temporary Services (Water, Electricity etc.)

Soil Conditions

Existing disturbances (Trees, rocks, structures, services etc.)

But for “Proposed Mixed Development at Dharmaraja Mawatha for Mr. Punsiri Tennakkon”

project I was not able to participate in the site inspection. But SQS guided and advised me regarding

certain issues which required in preparing the PPE.

1.2.1.1.3. Familiarization with various Estimating Methods

Knowledge gained from the university was a great benefit for me in selecting and applying

different estimation methods such as superficial area method, approximate Quantities method

depending on the information available and the required level of accuracy.

For the ‘“Proposed Factory and Warehouse Building for CBL Foods International (Pvt) Ltd. at

Ranala” project, PPE of all the Building and External works were prepared by following the

superficial area method.

But the PPE of “Proposed Mixed Development at Dharmaraja Mawatha for Mr. Punsiri

Tennakkon” project was prepared by using the approximate quantities method as it was conducted



to ensure the financial feasibility of the Employer and the available information were sufficient to

follow the approximate quantities method. I prepared the PPE for this works on elemental basis as it

leads for further actions of the Employer regarding the cost significant elements of the project.

1.2.1.1.4. Usage of Cost Information for Preliminary Estimating

Cost Information is very important for preliminary estimating and can be obtained from

different sources such as data obtained from cost analysis, Market prices, previous BOQ’s, Cost

Indices etc. Selection of the Source is based on the estimation method used to prepare the PPE. As

an example, for the ‘“Proposed Factory and Warehouse Building for CBL Foods International (Pvt)

Ltd. at Ranala” project, cost for unit area was used and was obtained by analyzing some tendered

BOQ’s of the completed Factory Building at CBL premises and adjustments were made considering

the year of construction & the other factors. But for “Proposed Mixed Development at Dharmaraja

Mawatha for Mr. Punsiri Tennakkon” project market prices prevailed at that time was used as cost

data.

1.2.1.1.5. Preparation of Preliminary project Estimates

After identifying the cost elements from the project brief, gathering the information from the

site and following the methods & cost information mentioned above I could involve in preparing

Preliminary Estimates for the following projects under the guidance of the SQS.


Ranala.


Tennakkon.

1.2.1.2. COST PLANNING

A budget normally does not tell a Client or the Design team how the entire amount or less

could be spent effectively and efficiently on a built facility. Adding Micro-Level control points to

the project helps the design team in ensuring that the right amount is spent on the right element of

the built facility without compromising both the budget and the overall intended functions. During

my training at CCS I was not able to directly involve in cost planning, but the discussion had with

the SQS revealed me the actions and the procedures they have followed in preparing the cost plan



for G.S Residential & Commercial Tower project. It helped me in improving my knowledge

regarding the cost planning process.

1.2.1.3. COLLECTION AND COMPILATION OF COST INFORMATION

Cost data are required during inception stage to design process in order to provide client

with an indication of possible cost associated with a proposed construction project. They will also

require at various levels of detail as the project proceed through design and Construction. The

accuracy of the estimate was depends on the reliability of the available cost information.

As a trainee QS at the Cost Consultancy Services (Pvt) Ltd., I got the opportunity to directly

involve in collecting and compiling different cost information which required me in preparing

various types of estimates.

1.2.1.3.1. Preparation of Cost Analysis

Cost Analysis is defined as systematical breakdown of cost data, generally on the basis of an

agreed elemental structure to assist in cost plans for future schemes. Therefore the purpose of Cost

Analysis is to provide data which allows comparisons to be made between the costs of achieving

various building functions in on project with that of achieving equivalent functions in other projects.

I prepared an amplified cost analysis using the Tendered B.O.Q of the completed factory

building at CBL Factory premises to obtain the cost data required to prepare the PPE and

Engineer’s Estimate of the proposed Factory Building. Actually this Cost Analysis was specially

prepared for this proposed project. Therefore I have considered the inclusions and exclusions of the

proposed project with respect to the previous one in detail while preparing the analysis.

1.2.1.3.2. Collection and Compilation of Product Data

Construction market consists with variety of products which performs the same function.

Usually this variation is due to the kind, quality, shape, designs etc. of the materials. In my opinion

cost data and product data are interdependent. Therefore similar as the Cost information Product

information are also very valuable to QS’s in preparing estimates, writing specification, when

applying value Engineering exercise to bring down the project cost etc.



During my training period in Cost Consultancy Services (Pvt) Ltd I was assign to collect

product data of sanitary fittings and tiles to prepare the estimate for variation of proposed Nurses

bath room of “Construction of 24 Beds Single Storied Ward for Lunawa Hospital” project. Some of

the product information was gathered by visiting to their showrooms and some were obtained by

contacting the manufacturers and dealers.

1.2.1.3.3. Collection and Compilation of Price lists

Market prices of materials are subjected to change with the time due to inflation,

availability, market condition etc. A realistic Engineers Estimate could be obtained only using a

recently updated price list of Material, Labour & Plant. Also the price lists are very important

during scrutinizing variation & extra work rate break downs.

Cost Consultancy Services (Pvt) Ltd maintain their own collection of price lists but it was

not properly updated. Therefore I had to collect the price lists from manufacturers and dealers

which were needed in preparing the PPE’s and Engineer’s Estimates. I was gained good knowledge

about current market prices by collecting those price lists.

1.2.1.4. PREPARATION OF BILLS OF QUANTITIESPreparation of BOQ is one of the main responsible tasks of QS in the field. I got the

opportunity to prepare BOQ’s for the following projects.


Ranala. (External Works Only)

Refurbishment of Neptune Hotels (Heritance Mahagedara) at Beruwala Additions,

Alterations and New works to Ayurveda Area (Stage II)

The guidance given by the SQS was very helpful to me in preparing the BOQ’s for the above

projects. I also referred BOQ’s of similar projects to direct me throughout this process.

1.2.1.4.1. Taking Off Quantities

The initial step of the preparation of the BOQ is taking off quantities from the drawings.

Prior to taking off the Quantities from the drawing it is necessary to identify and list out the work

items. Whenever possible I take off the quantities to MS Excel formats by referring the Auto CAD

drawings as to save my time from squaring and abstracting.

I had to follow Qatar method of measurement when take off the foreign projects and SLS

573 when measuring the local projects. Those two standards were not familiar to me but the



knowledge I have gained through the university lectures to use the SMM7 was good enough for me

to use the above two methods. I was involved in taking off of the following projects during my

training at CCS.

Construction of 24 Beds Single Storied Ward for Lunawa Hospital.


Ranala.




Tennakkon.

Construction of New project Office and Central Documentation Library in Dukhan.

Rehabilitation and Maintenance of ALAQTA Park at Raygan city.

1.2.1.4.2. Squaring and Abstracting Quantities

Squaring was done by using the inbuilt functions and formulas of MS Excel and abstracting

was done by using a excel sheet link between the measurement sheets.

1.2.1.4.3. Identification of Preliminaries, Prime Cost and Provisional Sums

I became familiar with the Preliminary items, Prime Cost and Provisional Sums especially in

relation to the building projects because of the involvement in preparing preliminary estimations

and Bills of Quantities thereby gaining the knowledge on how to incorporate them in the Bills of

Quantities. The guidance given by the SQS was also very helpful me in identification of preliminary

items essential in different kind of projects.

1.2.1.4.4. Billing and Computer Aided Bill Preparation

I could get involved in finalizing the BOQs for the above mentioned projects and in that

process I could engage in dealing with the pricing preambles. Apart from that I could learn many

things in the Billing process starting from numbering the work descriptions and trades and was also

able to enhance my knowledge on MS –Excel.

1.2.1.4.5. Preparation of Engineer’s Estimate

Engineer’s estimate is the most accurate and realistic estimate prepared by the Consultant

Quantity Surveyor. This is very important in evaluating Bids received and selecting a Bidder to



Contract Award. During my training session at CCS I was able to Involve in preparing Engineer,s

estimate for following projects.


Ranala.



1.2.1.5. SPECIFICATION WRITING

Specifications consist of written information for determining & communicating the nature &

quality of each element, system, assembly, component, material & workmanship applicable to the

project. There is a tendency to believe that "Specifications overrule Drawings" in the event of

discrepancies between the text document and the drawings. The particular specifications related to

Architectural, Structural, Plumbing, Electrical, A/C etc. items have to be provided by the relevant

Project Consultant. For General specifications contractors have to refer the specification documents

published by the ICTAD.

1.2.1.5.1. Compilation of Specification for Bid/ Contract Documents

Information related to specification is compiled during the design process and are included

in the Bidding document and contract document.

I got the opportunity to participate in the compilation process of the specification

information for the “Construction of proposed Factory and Warehouse Building for CBL Foods

international at Ranala” project while assisting the SQS in preparation of the Bid Document. In this

I compiled all the particular specifications related to Architectural, Structural, Plumbing and

Electrical works by contacting the relevant project Consultants.

1.2.1.6. BID DOCUMENTATION

Bid document should be prepared with the maximum accuracy to satisfy the requirements of

the Client and to support at all stages of the project. Usually Bidding documents are prepared by

using a standard form such as SBD Documents, FIDIC document, New Engineering Contract

document etc. and interpret the relevant adjustment to these standard forms to suit the requirements

of project in order to reduce the time for preparation of Bidding document, simplify the

procurement process etc.



1.2.1.6.1. Familiarization with content of Bidding Document

The Bidding document should be prepared to cover the whole aspects of the Scope of works.

Therefore Scope of works becomes the deciding factor of the content of the Bidding Document. But

in general, according to the SBD/02 Bidding document is consist with Invitation for Bids,

Instruction to Bidders, Bidding Data, Conditions of Contract, Contract Data, Standard forms

(Contract), Specifications, Form of Bid, BOQ, Schedules, Drawings and Standard forms (Bid). On

behalf of these sections Employer’s requirement section was included to the Bidding Document of

“Construction of proposed Factory and Warehouse Building for CBL Foods international at Ranala”

project to cover the whole aspects of the Scope of Works.

1.2.1.6.2. Preparation Bidding Documents

I got the opportunity to assist the Senior Quantity Surveyor in preparing Bidding document

for the “Construction of proposed Factory and Warehouse Building for CBL Foods international at

Ranala” project. In this project Factory & Warehouse building was on Design and basis and the

designs of other parts were furnished by the Consultants. But the available Standard forms did not

cover the all the aspects of the Scope of works. Therefore SQS decided to use SBD/02 as the basic

document and amend the required clauses for Instructions to Bidders and Conditions of Contract

from SBD/04 document to cover the Design and Build part.

Hence I was assign to find the clauses those are required to cover the Design and Built part

which are not included in SBD/02 by comparing the clauses in SBD/02 and SBD/04. Then suit to

the requirement of this project some of the clauses in SBD/02 were deleted and some of the clauses

in SBD/04 were amended to the Bidding document using the Bidding Data and Contract Data.

Finally this document was particularized to the project by modifying the Biding Data and Contract

Data Sections.

Actually this was a good experience to me because I was able to gain a good knowledge

about content of the Bidding documents and the procedure follows in preparation of Bidding

documents. And the explanations provided by the SQS were very helpful me in improving my

knowledge regarding this subject matter.



1.2.1.7. BID PROCEDURES AND EVALUATION

1.2.1.7.1. Grading of Contractors

ICTAD is the authorized corporate body responsible in grading of Contractors. This central

registration scheme was started at 1989 and was revised at 1993, 1995 and 2008. After the revision

of 2008 the new grading system of “C” categories were introduced. The grade of Contractors

determined by evaluating a contractor mainly on his financial capability, the technical ability with

staff and plant & machinery, and the experience gained in relevant fields. I was familiar with this

grading system when I involved in selecting the eligible Bidders for CBL project and Neptune

Hotels refurbishment project.

1.2.1.7.2. Familiarization with Traditional and Non-Traditional Procurement methods

Procurement System can be defined as an organizational Structure adopted by the client for

the implementation, and at times eventual operation of a project. Selecting an appropriate

procurement system is a complex and daunting task for both the client and the client’s advisers. The

common criteria concerning the choice of procurement methods include time, certainty, flexibility,

quality, complexity, risk, price competition, responsibility, disputes etc.

During my training period I was able to familiarize with the traditional and nontraditional

procurement systems. As an example “Construction of proposed Factory and Warehouse Building

for CBL Foods international at Ranala” project was consist of both traditional and nontraditional

procurement methods as the proposed Factory Building was on Design and Build basis and the

Design of other buildings were furnished by the Consultants. Actually the combination of both

systems was used in this project by mainly considering the time, complexity, price competition and

responsibility.

1.2.1.7.3. Evaluation of and Reporting on Bids including Rate Comparison

The process of opening, examining and evaluating Bids to determine the responsiveness of

Bids and other factors associated with selection of successful Bidder for Contract award is

considered as the Bid evaluation process. I was involved in evaluating Bids of the following

projects during my training at CCS.


Ranala.



Refurbishment of Neptune Hotels (Heritance Mahagedara) at Beruwala Guest Rooms, Main

building and Kitchen (Stage I)



Refurbishment of Swimming Pool for Neptune Hotels (Heritance Mahagedara) at Beruwala

Refurbishment of Neptune Hotels (Heritance Mahagedara) at Beruwala. Air Conditioning

and Ventilation System

Refurbishment of Neptune Hotels (Heritance Mahagedara) at Beruwala. Plumbing and

Drainage Work

All the Comparative studies related in evaluating the Bids for above projects were prepared

by me. Expect from that I was able to prepare the evaluation reports for last three projects

(Swimming Pool, A/C and Plumbing & Drainage) under the guidance of SQS.

1.2.1.7.4. Participation in Pre-Bid Meetings

Pre-bid meetings are the perfect opportunity for the contractors to clarify questions

regarding the project and to identify the competition they are up against. During my training period

at CCS I was able to participate in Pre-Bid meeting of following projects.


Ranala.

Refurbishment of Neptune Hotels (Heritance Mahagedara) at Beruwala Guest Rooms, Main

building and Kitchen (Stage I)



Some of the BOQ’s of the above projects were prepared by me. Therefore I had to provide

explanations whenever Contractors asked the questions regarding the BOQ’s. As an example

“Construction of proposed Factory and Warehouse Building for CBL Foods international at

Ranala.” project Factory and Warehouse building were on Design and Build basis but the filling and

site preparation part of that building was covered from the BOQ of “External Works”. Likewise I

provided answers to the questions of Bidders on certain issues regarding the BOQ.



1.2.1.7.5. Participation in Tender Openings

Acceptable practice of opening the Bids received is at the presence of Bidders and their

representatives but the Employer can decide whether to open it in the presence of Bidders or not. In

Sri Lanka for most private sector projects, the Bids received are not open in the presence of Bidders

or their representatives. Main reason for this is to conduct a strong negotiation process.

I was participated in the Bid opening for “Construction of proposed Factory and Warehouse

Building for CBL Foods international at Ranala.” Project and the Bids received were open in the

presence of the Bidders and their representatives. I was advised by the SQS to fill the pre prepared

format while opening the Bids which included the bidder’s name, Bid amount, Bid bond details etc.

Bids were opened by the SQS and announce the Bidder’s name, Bid amount as appeared in form of

Bid, Bid Bond details etc. I filled the format accordingly with the instructions given by the SQS.

His explanations regarding certain issues of the Bid opening was very helpful to me in acquiring

better knowledge regarding Bid Opening process.

1.2.1.8. CONTRACT DOCUMENTATION

1.2.1.8.1. Preparation Letter of intents and letter of Awards

Usually in Construction Contracts, Contract document is not prepared prior to the execution

of Works as it causes to delay the project. Therefore the Contractor begins his Works when he

receives the Employer letter, accepting the Contractor’s Bid for execution of the Works. I was able

to assist the SQS in preparing the Draft of “Letter of Acceptance” of the “Construction of proposed

Factory and Warehouse Building for CBL Foods international at Ranala” project. Actually I believe

that it was a great opportunity for me as a trainee QS because I was able to expand my knowledge

concerning LOA and Contract documentation during this process.



1.2.1.8.2. Preparation of Memorandum Of Understanding

The usual purpose of a Memorandum Of Understanding is to provide a brief record of the

terms of a Contract as agreed by the parties during the negotiation process and is a useful way to

verify the key terms before entering into the final contract. Usually MOU supersedes the data in the

Bidding document. Therefore it is very important to incorporate the changes made to Bid document

submitted by the selected Bidder during negotiations, in to the MOU. I assisted the SQS in

preparing the MOU of “Construction of proposed Factory and Warehouse Building for CBL Foods

international at Ranala” project.

1.2.1.9. INTERIM VALUATIONS

1.2.1.9.1. Taking measurements including joint measurements

Throughout my training period I have involved in scrutinizing Interim Valuation

Applications in following projects;

Construction of 24 Beds Single Storied Ward for Lunawa Hospital.

When checking the measurements of this Interim Valuation Application, first I took

the measurements using the issued Construction Drawings. But there were some deviations of the

Contractor’s measurements with respect to the Construction Drawings. Therefore SQS advised me

to take the joint measurements by visiting the site. Hence I took joint measurement with the

Contactor after visiting to the site.

Construction of Proposed Office Building at R.A. De Mel Mawatha Colombo-03.

All the measurements were taken using the issued Construction drawings and no

joint measurements were taken because the Information given with the previous Valuations was

enough in securitizing the bill.

1.2.1.9.2. Checking Bills

During my training at CCS I was able to check the 3 rd Interim Valuation Application of the

“Construction of 24 Beds Single Storied Ward for Lunawa Hospital” project. After correcting the

measurements, IVA was adjusted accordingly with the corrected quantities. Finally modify the

Interim Payment Application accordingly with the adjusted values & prepare the payment

Certificate and showed it to the PQS. In this process two important things were experienced by me.



Contractor has entered an additional work, without providing any Documentary evidence to

prove the approval of Engineer.

Use 6” x 4” timber supports for Ridge Plate instead of using the 6” x 5” supports which was

indicated in the Drawings. But the span between them was decreased. This caused to

additional cost for the Contractor.

We did not certify the payment due to the additional work but for satisfaction of both parties

payment related to the timber supports were certified as indicated in Drawings and BOQ after

obtaining Structural Engineer’s approval for the new support system.

1.2.1.9.3. Assessing Price Fluctuations

Usually the price fluctuations are separately calculated and included in to the IPA if the

Contract provides the same. This is done to adjust the valuation according to the market price

escalations. Rise or falls in prices of labour, material and plant added or deducted from the

valuation using price fluctuations.

During my training session at CCS I got the opportunity to check a price fluctuation

assessment submitted by the contractor together with his IPA for construction of petrol shed

development project. The guide lines provided with in the “ICTAD Formula Method for

adjustments to Contract price due to fluctuation in prices” book and the instructions received from

the SQS were very helpful in assessing this adjustment.

1.2.1.10. PROCESSING OF VARIATIONS AND EXTRA WORKS

A variation could be defined as any changes to the quantities, quality & other characteristics

of any item of work included in the contract, omission of any work, changes to the sequence or

timing of the completion of the works, any additional work, plant, materials or services necessary

for the permanent works within the contract period. Variations can be commenced by the engineer

at any time before issuing Taking over Certificate. It is important to note that contractor shall not

make any modification to the permanent works, unless & until the engineer instructs or approves a

Variation.

1.2.1.10.1. Valuing Variations

According to the nature, complexity and extent of the variation it can be value using BOQ

rates (analyzing or directly taking), on day Work Basis or using new rates. If Contractor uses a new



Rate, to value any Variation Engineer has authority to request a detail cost breakdown of the Rate

submitted by the Contractor. In “Construction of 24 Beds Single Storied Ward for Lunawa

Hospital” project, Engineer issued a Variation order for Construct a new bathroom with in the

proposed Building as requested by the Employer. I was got the opportunity to prepare the estimate

for this work as to evaluate the Contractor’s cost breakdown for this Variation.

1.2.1.11. ADJUDICATION & ARBITRATION

Adjudication & Arbitration fields can be considered as some of the new directions for

quantity surveying profession. Those fields were not familiar to me, because those fields will be

discussed at our final year of the university. During my training period I was able to prepare some

schedules related to Arbitrational matters as the Chairman of CCS is highly involved in

Arbitrational affairs. I discussed & solved some issues on Adjudication & Arbitration which I

obtained during my studies related to the Adjudication & Arbitration clauses in SBD-02, with the

guidance of him. He gave me valuable knowledge on dispute resolution procedures which are

currently practiced in Sri Lanka. It was another valuable chance which I got during my training

period.



1.2.2. OBSERVATIONS MADE

1.2.2.1. UNREALISTIC DEADLINES OF EMPLOYERS

One of the major problems which I have observed during my Training period in CCS is that

Employer always gives unrealistic deadlines for the Consultants. Somehow Consultants have to

work within this time frame to secure their jobs. This cause to preparation of incomplete Drawings,

reduce the accuracy of Bidding document etc. which may leads to occur disputes between the

parties when the project proceed with the Construction.

1.2.2.2. LACK OF COORDINATION WITH IN CONSULTANT TEAM

Actually the Consultants duty should be to ensure the maximum benefits to the Employer’s

investment by managing the Contract. To acquire this target, proper coordination between the

Consultant team is essential. But in practical, this is the one that won’t happen in most of the times.

In my opinion one reason for poor coordination is that Consultants are likely to work independently

by maintaining their egos. This may leads to unnecessary delays to the project.

1.2.2.3. INCOMPLETENESS OF THE DRAWINGS

Due to the incompleteness of some drawings given by Architects, Structural Engineers, etc,

it was observed that a considerable part of the work could be absent in the BOQs. Therefore too

much confidence needed to be kept on contingencies, which is not normally favorable to the client.

When it comes for tendering stage most of the cases the details or some parts of the drawings were

changed. So several newly added items might not in the BOQ & there will be a necessity of issuing

addenda.

1.2.2.4 USING OF MODERN COMPUTER APPLICATIONS

As the Company employees, among its staff, several qualified quantity surveyors who are

well aware for using of modern computer Application such as Auto CAD, MS Excel etc. leads to

increase the accuracy and efficiency of the services provided by the Organization.



1.2.2.5. CONTRACT ADMINISTRATION

Contract Administration is one of the professions which QS could capitalize on with

experience. But it requires a vast knowledge in construction and related fields. In my opinion QS

can enhanced the Administration part of the project as he is well aware of Contract conditions,

financial matters related to the project.

1.3. PROBLEMS ENCOUNTED AND REMEDIAL ACTIONS TAKEN

1. 3.1. UNFAMILIARITY WITH SLS573/QUATAR STANDARD METHOD OF MEASUREMENT

At the university, we often followed the SMM7 to take off quantities. But in CCS, they used

SMM7, SLS 573, and Qatar Standard Method of Measurement accordingly with the location of the

project. As CCS is providing the consultancy services in Sri Lanka as well as in foreign countries, I

had to be familiar with those standards. When I was getting familiar to one standard then the next

project was to be done according to another standard. Hence always I had to read the relevant

sections in the standard before the taking off when it is possible. As an alternative to this,

sometimes I discussed with other QS’s in the Organization rather than referring to the book to save

the time.

1.3.2. FREQUENT CHANGES IN DRAWINGS.

The provided drawings by the Architect or Structural Engineer revised several times before

finalized as Tender drawings. It makes the QS to do the taking off several times and check the

quantities again and again. It becomes very difficult and boring to measure the changes again and

again until finalizing everything. If manual taking off was used for taking the measurements of the

works this become so hard. But I measured the work items using Auto-CAD software and entered it

in to Excel sheet whenever possible. Therefore I only had to adjust the measured items to

incorporate the changes without measuring the whole of the works again.

1.3.3. LACK OF TECHNICAL KNOWLEDGE

Because of the insufficient knowledge in construction work I found some problem when

preparing BOQs. Some drawings were difficult to understand me therefore I solved these issues by



discussing with SQS. As an example when I preparing the BOQ of Proposed Equalization Tank of

“Construction of proposed Factory and Warehouse Building for CBL Foods international at

Ranala.” Project I had to measure a Water bar. At that time I haven’t any pre-knowledge about

Water Bars and how to measure them. After the discussion had with SQS I was able to gain a good

knowledge of Water bars such as function of water bar, available Types, method of measuring

Water Bars etc.

1.3.4. UNAVAILABILITY OF COST DATA

I encountered this problem while preparing the rates for Engineer’s estimates and valuing

the variations. Therefore I have to partially stop my work and collect the price list from the

suppliers and manufactures by giving phone calls to them. Until they give their prices I cannot go

beyond with the works. Therefore I recorded down the all prices and cost data whenever I collected

them for further estimation. Sometimes I was able to ascertain the required prices with the help of

the staff members.

1.3.5. UNFAMILIARITY WITH AUTO CAD APPLICATION

When I entered in to the CCS as a trainee QS I didn’t have any pre-knowledge about using

Auto-CAD Application in taking off works. But at CCS all the taking –Off works were carried out

by using the Auto-CAD software and entered in to MS-Excel sheets. With the help of the staff

members in CCS I was able to gain good knowledge of using Auto-CAD application in Quantity

Surveying works within a short period.

1. 3.6. UNFAMILIARITY WITH IMPERIAL UNITS

In university I used metric units to take off quantities. The BOQ of “Construction of 24 Beds

Single Storied Ward for Lunawa Hospital” project was prepared by using imperial units. One of the

major problems arises when I was reviewing that BOQ to convert of the reinforcement lengths to

weights in cwt, which was not actually familiar to me. To solve this problem I used conversion table

and memorized some conversion factors.



1.3.7. BID EVALUATION

I didn’t have any pre-knowledge or experience about the practical context of Bid evaluation

when entered in to the CCS as a trainee. Therefore I was slightly confused when the SQS assign me

to evaluate the Bids of Neptune Hotels Swimming Pool project. Therefore I refer some previous Bid

evaluations conducted by the CCS and get the advice from SQS whenever need. The accuracy and

efficiency shown by me in this process leads me to get involved in more Bid evaluations.

1.3.8. HIGH WORK LOAD

As I was able to work in both foreign and local projects during my training at CCS, work

load put on me was little high. Also the deadlines of these submissions were not enough to carry out

the works in usual time. Therefore I worked on Saturdays and Sundays in some weeks to complete

this works within the specified time period. Some days I worked after the office time to finish these

works within the required time frame. I never considered this as a burden to me because the

knowledge and experience I got from this hard working is more valuable to me.



1.4. STEPS TAKEN TO OBTAIN BETTER EXPERIENCE

Within my training session at CCS I was able to cover most of the training modules which

required to be covered during training with in the consulting organization. During the allocated 16

weeks of training, I was able to experience the practices applied in the industry for the theoretical

aspect learned at the university. Therefore, all tasks and obstacles summoned upon me were

considered as a personal challenge which needed to be overcome.

Usually CCS is always busy with large number of projects both local and International due

to the professional recognition attain by them. I always tried to involve in a new work which was

not familiar to me because I have understood that then only I can efficiently used my small training

period to enlighten my future carrier. Otherwise four months were actually not enough to be learned

& be experienced as a consultant QS. So I always put my maximum effort finish each tasks assign

to me within minimum time to move to another activity by maintaining its quality. All my efforts

are forwarded to meet these demands.

Within my training period I was able to work with almost every QS in the office. I made

good relationships with them & they always try to provide me with a new experience to my carrier

by giving me chances to participate in various meetings such as pre bid meetings, preliminary

project meetings, post tender meetings, negotiation meetings etc. When I asked to visit the work

sites with them to gather construction knowledge, they always warmly welcome me.

The QS division of CCS consisted of considerable numbers of QS’s, with different

qualifications & different backgrounds and the staff is very much corporative, supportive & just

like one big family. They always tend to help me more when I deliberately ask them to appoint

me with certain works such as tender evaluations, preparation of PPEs, checking bills,

assessing price fluctuation etc. at the first few days of the training. Afterwards I think they

understood that I am capable of doing something by undertaking the responsibility and risk so I

was later loaded with works related to various types of quantity surveying works.

Since QS division employees many number of QS trainees from different organizations, I

learned how to work with them without any disputes. This also allowed me to identify the level of



competition which I will be meeting after graduation. Whenever they are in need of any help, I

would put my hand forward to help them as they also helped me in the same manner.

During my last few weeks of my training at CCS, I showed the industrial training handbook

to the SQSs & they were gave me works related to uncovered modules & provide me with

necessary explanation for the modules which are at the moment not practicing at CCS.

Working in the QS division was an exciting activity which I enjoyed to the extreme.

Therefore, I made sure of my presence at training everyday and didn’t take any leave during my

training at CCS and always tried work more as each day gave me the opportunity to learn new

things relating to technical matters or relating to people.

1.5. ASSESSMENT OF THE ORGANIZATION

1.5.1. STRENGTHS

MANAGERIAL STRUCTURE

Among the 28 Employees worked at CCS, more than 20 employees were QSs as their main

service is to provide the Cost Consultancy Services both in local and abroad. In practical, all of

them are directly well guided by company Managing Director as well as the Chairman and all the

Employees have freedom to discuss their matters with superiors. This direct responsiveness and

sharing experience caused to provide good services through all the employees and it gives

additional strength to the organization.

DISCIPLINE

Discipline is very important for an individual or a firm to launch a long journey in the

industry. Although the Chairman and Managing Director of CCS are free to share their ideas with

Subordinates, they really expect that their employees and their works to be well disciplined.

Actually it causes to improve the quality of their works.

THE QUALIFIED & EXPERIENCED STAFF

Chairman of CCS is the most experienced Quantity Surveyor in the Sri Lanka and he has

more than 42years experiences in both local and Overseas. Managing Director has also posses more

than 30 years experience in construction Industry. Not only that all the senior staff members are



well qualified persons with at least a degree for particular field. As a well known & distinguished

company in the industry, the highly qualified and experienced staff is a secret of their success.

WELL RECOGNITION

Cost Consultancy Services (Pvt) Ltd. was the first independent Quantity Surveying

Organization in Sri Lanka and has provided its service for number of landmark projects in both

local & foreign countries such as HNB Head Quarters, Golden Key Hospital (ENT), Ceylinco –

Seylan Tower, Aitken Spence Tower, G.S Residential & Commercial Tower, Qatar world trade

center, Palm Villa at Dubai, University of Nizwan at Qatar etc. within its 26 years of short history.

This recognition helped the Organization to acquire more jobs.

TEAM WORK

Actually there is a project based structure can be seen in the QS department. They highly

expect a good team work and the team members provide their maximum commitment to complete

the project with in minimum time period. Whenever they get a job they will form temporary teams

to carry out the work until to the end. Therefore the absence of one or two persons will not strongly

affect to the delay the project. Hence this team work leads to provide an excellent service to their

clients.

QUALITY OF WORK

In view of providing best of services to clients, company has implemented a quality

management system within the organization thorough proper document keeping, providing pleasant

situation to staff, etc. and the CCS was able to obtain ISO 9001-2000 certification in the year of

2006 and upgraded the quality standards to ISO 9001:2008 by the October 2010. That is very

helpful to distribute their services in all over the Sri Lanka as well as foreign countries.

USE OF MODERN COMPUER APPLICATIONS AND FACILITIES

As CCS employees well qualified intelligent staff with in their organization they always try

to implement modern computer applications to their works which leads to reduce the time and to

give a quality output with high accuracy. In pre tendering consultancy work, most of the time CCS

depend on computer applications. In taking off part, company uses their own formats. Between all



the computers in CCS, they maintain Local Area Net work and it is more convenience to data

transferring. This computer facilities and literacy is a distinct advantage of the company.



ABILITY IN HANDLING LARGE WORK LOAD

Using the available staff of the CCS, they manage to provide consultancy services for

large number of projects both in local and abroad. The secret of this success behind the CCS is the

experienced staff employ by them who has the capacity to undertake huge work load with

efficiency & ability to work under various exposure conditions.

1.5.2. WEAKNESSES

CENTRALIZED AUTHORITY

Although the Chairman and Managing Director of CCS are free to discuss the issues with

the subordinates the decision making power is centralized with them. Any subordinates including

the senior staff is not allowed for make decisions in their own. Sometimes this will leads to

unnecessary delays.

SHORTAGE OF COMPUTERS

There is a computer shortage in the CCS due to not repairing the existing computers. During

the first few weeks of my training I was not able to work in a separate computer as the other

trainees due to this shortage. Therefore sometimes SQS gave her computer to do my works and

sometimes I have to manually do all my workings. This also causes to decrease the efficiency of the

organization.

WORKING ENVIRONMENT

As humans we always demand for the comfortable working space & environment which will

leads to generate positive ideas in minds. That leads to increase the productivity of employees. I

observed that, there were not enough working space and not pleasant environment in CCS.

Therefore the increase of space availability and providing pleasant environment will reason to

generate a pleasing attitude in the workers and it will directly affect to productivity.


CHAPTER 2

PHASE II

RN CONSTRUCTIONS (PVT) LTD.

NO 532/1, KADUWELA ROAD,

THALAHENA, BATTARAMULLA

THE CONTRACTING

ORGANIZATION

RN Constructions (Pvt) Ltd.

Amalgamated Building System Lanka (Pvt) Ltd. Systems (Pvt) Ltd.

RN Ready mix (Pvt) Ltd.RN Cement Products (Pvt) Ltd.

ABSL Roofing Products (Pvt) Ltd.

CONTRACTOR ORGANIZATION INDUSTRIAL TRAINING REPORT

2.0 THE CONTRACTING ORGANIZATION2.0 THE CONTRACTING ORGANIZATION

2.1. RN CONSTRUCTIONS (PVT) LTD.

2.1.1. THE ORGANIZATION

RN Constrctions (Pvt) Ltd. was established at 20 th November of 1996 as a civil Engineering

sub-contracting organization under companies Act No: 17 since then the company has become one

of the largest and most respected Building and Civil Engineering contracting organizations in the

country. From the date of initiation, RNC has travelled a steady journey inspiring to the whole

construction industry and were able to establish some subsidiaries Companies which provides

maximum support to its core business activity of Construction.

Figure 1: RN Subsidiaries

Although RNC’s beginning was only to undertake civil and building sub-contract works,

they have expanded and diversified their capabilities to undertake large projects of different

DEPARTMENT OF BUILDING ECONOMICSPage 26

“ENGINEERS AND CONTRACTORS”


nature and achieved the following ICTAD grades due to their excellent performances of the

Construction Industry.

Table 1: ICTAD Grades of RN Constructions (Pvt) Ltd.

RNC’s commitment to excellence in construction has been well recognized both locally &

internationally with the number of Awards achieved as follows.

2006 Winner of ICTAD Construction Excellence Award

2006 Winner of NCASL Construction Excellence Award

2007 Winner of National Gold Award for Sri Lanka Entrepreneur for

“Extra Large Category “Organized By Federation Of Chamber of

Commerce & Industries of Sri Lanka .

2008 Winner of National Gold Award for the Achiever 2008 as the first

winner in the history of Sri Lanka for Services sector.

2010 Winner of National Silver Award for the Achiever 2009 in the National

– extra Large Category of Sri Lanka for Services sector.

2010 Winner of National Gold Award for the Achiever 2010 in the National –

extra Large Category of Sri Lanka for Services sector.

Table 2 : Awards achieved by the RNC

Mission of the Organization

“To provide highest quality construction at a competitive price, with in a specific time frame, using superior technology and dedicated Professional Service”

Vision of the Organization

“To be the most preferred and the best professional Construction Contractor in Sri Lanka”


Buildings Highways Bridge Water Supply &

Drainage

Irrigation & Land

Drainage

Dredging &

Reclamation

C-1 C-2 C-4 C-6 C-6 C-6


2.1.2. MANAGEMENT STRUCTURE OF THE ORGANIZATION

Management Structure of the RNC is seems like a traditional functional structure which

consists with several hierarchical levels and functional divisions. These functional divisions of this

structure well define the duties and responsibilities of each and every employer of the organization.

Therefore each functional Manager is responsible for the duties of the subordinates assigned in each

division. Actually I believe that this kind of Organization Structure is suitable for Organization like

RNC as because the Senior Management always implement some motivation strategies to get the

maximum output from their subordinates.

Although there are five main hierarchy levels shown in the organizational structure, in

practical the Chairman/Managing Director of the organization always in contact with the functional

Managers of the Organization. Therefore functional Managers are directly responsible to the

Managing director.

When considering about the Quantity Surveying Division of the RNC, the manager of QS’s

were the Chief Quantity Surveyor. Except to Chief Quantity Surveyor there are two other Senior

QS’s work within the Organization to handle the post Contract works. All the other QS’s were

project QS’s and assistant QS’s who provide their service in various construction projects handle by

the RNC. All the QSs are directly responsible for to the CQS as well as to the other two senior QSs.

All the post contract works were examined by those two senior QS’s and they always keep

in touch with QSs of all the projects and advised them whenever necessary.

(For organization structure of RNC, refer Annexure –II)



2.1.3. INTRODUCTION TO KAATTSU PROJECT

Construction of Kaattsu Medical Training Center Building is a seven storied building with

120,000 ft2 gloss floor area. It consisted with lecture rooms, Auditorium, office rooms, water sump

etc. There are services installation works such as lifts, fire fighting system, data cabling system etc.

This is a concrete structured building consisted with hollow block walls as partition walls.

(For organization structure of Kaattsu site, refer Annexure –III)

Project name :Proposed Building At Malabe Road, Thalangama North, Koswaththa For

M/S kaattsu Highly Advanced Medical Technology Training Center (Pvt)

Ltd.

Employer : M/S kaattsu Highly Advanced Medical Technology Training Center (Pvt)

Ltd. No 383/3, Galahena Robert Gunawardana Mawatha, Battaramulla.

Consultant :Sanjewa Katugaha Associates No: 15/1, Buthgamuwa Road, Ambagaha

Junction, Rajagiriya.

Contractor : RN Constructions (Pvt) Ltd. Engineers & Contractors No: 532/1, Kaduwela

Road, Thalahena, Battaramulla.

Date of

Commencement

: 1st June 2010.

Date of Completion : 30th December 2011

Contract Period : 19 months

Defects Liability Period : 365 Days

Contract Sum : LKR. 230,459,101.11

Percentage of Retention : 10% of Value of Work done

Maximum Retention

5%

: LKR. 11,522,955.06

Mobilization Advance

Payment

: LKR. 30,531,820.20

Table 3: Contract particulars of Kaattsu Project



2.2. EXPERIENCE GAINED & OBSERVATIONS MADE

2.2.1. EXPERIENCE GAINED

2.2.1.1. ESTIMATING AND TENDERING

Estimating is the most important of the practical aspects of construction management, and

the subject deserves the closest attention of one aspiring to a career in the profession. I got the

opportunity to prepare estimates for following Bids which includes both Design-Bid-Build projects

and Design and Build projects during my training session as a contractor QS at RN Constructions

(Pvt) Ltd.

Design and Build Projects

Construction of Proposed Factory Building, Club house & Gym, Billets & Houses for Mass

Holdings (Pvt) Ltd. At Omanthe.

Costruction of Proposed Training center for J.J Mills at Trinco

Construction of Proposed Warehouse Building for Ansel Lanka (Pvt) Ltd.

Construction of Proposed Warehouse Building for Ocean Lanka (Pvt) Ltd.

Construction of Proposed Two Storey Office Building for Sinhagiri Holdings (Pvt) Ltd.

Design-Bid-Build projects

Proposed Warehouse Development for Ceylon Cold Stores at Habarakada Road, Ranala

Kaduwela

Earth works and other Preliminary Civil Works of proposed Factory Building for Aiken

Spence Printing (Pvt) Ltd. At Mawaramandiya

Construction of Proposed Assemble hall Co/Ho Ranala k/Vidyalaya Ranala.

Supplying, Vibrating, laying & Compacting of Readymix concrete for Excecutive

Engineer’s office Udugampola

2.2.1.1.1. Studying Tender Documents and projects’ Information

Careful study of Bidding documents are important to achieve a fully responsive Bid at a

timely manner. This gives a concise image about the project from which I can plan ahead.

Instruction to Bidders, Bidding Data, Contract Data, Conditions of Contract, Specifications, Pricing

Preambles and Drawings were my main areas of interest. On behalf of that Employer’s requirement



section of Design & Build projects has to be thoroughly understood before proceeding with

estimation.

2.2.1.1.2. Preparation of BOQ’s

RNC is a well recognized Construction Company for undertaking Design & Build/Turnkey

projects. During my training period I prepared BOQ’s for the above all Design and Build Tenders.

2.2.1.1.3. Compiling Cost Information

A proper source of cost data ensures the accuracy and competitiveness of the estimates

prepared. After studying the Tender documents, the procedure follows in RNC is to separate the

intended sub-contract works (Special Works) and the works intended to be carry out using the

Company resources. Then call quotations from sub-contractors for intended sub contract works.

Tendering and Estimating Department of RNC maintain an updated list of market prices of

materials, Labour and plant. If they have any doubt or any absence of prices directly called to their

suppliers and obtained the required prices. I have also followed the same procedure in Compiling

cost Information.

2.2.1.1.4. Analysis of rates

Good knowledge on construction technology and updated prices of trades, leads to analysis

and prepare realistic rate breakdowns. During my training period I have prepared rate breakdowns

for many of the items of above projects. Preparation of rates was mainly done through reference to

the BSR. Sometimes the Company specific norms were also used in preparing the breakdowns.

Prices were taken as the above mentioned alternatives. Operational pricing was also used in pricing

some items.

At the beginning this was a very difficult task for me as I was not well aware of market

prices and it was time consuming. But with the help of CQS and other QS’s later I become very

specialized in analysing of rates. The modules of Price Analysis and IT were very helpful to me in

this process.

2.2.1.1.5. Pricing Preliminaries

During my training session at RNC I also got the opportunity of Price the Preliminaries Bill.

I was able to price items such as the Bonds and Guarantees, CAR policy, temporary Electrical &



Water Supply, labour and& Contractor’s staff accommodation facilities etc. The guidance given by

the CQS was very helpful for me in pricing those items.

2.2.1.1.6. Familiarize with Contractor’s Bidding Strategies

In order to be the successful Bidder contractor have to submit a competitive Bid. Different

contractors adopt different strategies in their Bids. But to adopt those strategies first have to

calculate the basic cost and analyse the effect of those strategies to the Basic Cost. I could also

familiarize with such bidding strategies which were unique to the RNC. The contractor has clearly

to take up his own Bidding strategies and those strategies should be quite successful against

consultant’s evaluation criteria.

2.2.1.1.7. Participation in Tender Openings

During my training period I was able to participate in Bid opening for “Supplying,

Vibrating, laying & Compacting of Readymix concrete for Excecutive Engineer’s office

Udugampola” project. The Bid opening was held at PRDA premises at Borella. In this occasion

Consultants perform their all tasks according to a pre determined working order. At first they have

recorded the validity of the bid bonds submitted by the contractors. Then the financial Bid was

opened and announced to the audience as appeared in the form of Bid.

2.2.1.2. SELECTION OF SUB-CONTRACTORS AND SUPPLIERS

2.2.1.2.1. Involve in calling quotations

I had to contact the sub-contractors and suppliers to obtain their prices in many occasions

when pricing the work items in above Bids. On behalf of that I directly involved in calling sub-

contractor quotations for several ongoing projects. Usually practice procedure in RNC is if someone

needs to contact supplier or sub-contractor that person has to inform it to the receptionist with sub-

contractor’s or supplier’s name. Then she connected the sub-contractor or supplier with us. At the

beginning this was little unfamiliar to me as I was unaware of the names of subcontractors and

suppliers. But later I was able to get rid of that with the help of SQS and other staff members.

2.2.1.1.2. Negotiation and Selections

Usually when calling quotations for Bids negotiations are not conducted. After evaluating

the received quotations, prices quoted by the selected sub-contractor were taken to prepare the rate

breakdowns. But for ongoing projects negotiations are thoroughly carried out to obtain maximum



trade discount from the sub-contractor. I was directly involved in negotiations for selecting sub-

contractor for water proofing works, anti termite treatments and S/S wash roughs of the CBL

project. I am happy to say that I was able to prevail on certain rate discount for sub-contractors as I

targeted which were more profitable to the Organization.

2.2.1.1.3. Preparation of sub-contract agreements

After the selection of a particular sub-contractor to perform the subcontract work practically

at site, an agreement has to be signed by the both parties, which secures the obligation of the two

parties towards the contract. I was luckily to prepare the sub-contract agreement for water proofing

works and Anti termite treatment works for CBL project. Although I was negotiate and agreed with

some rates and amounts with sub-contractor for installation of s/s wash troughs for the same project

I was not able to prepare the sub-contract agreement as my training period become over. Actually

this was not a very difficult task for me because the sub-contract formats were already there in the

head office of RNC. I only had to update the scope of works, contract type, payment terms,

retention terms, liquidated damages terms, warranty period as agreed etc.

2.2.1.3. PROJECT PLANNING

2.2.1.3.1. Preparation of Construction Program and method Statement

A construction program depicts the sequence of operations involved and establishes the time

parameter in the construction project. Preparation of the construction program was done with the

use of the MS project software application. This is also used as a basis for cash flow preparation

progress monitoring, coordination of work. In RNC the planning Engineer is the responsible person

for preparation of construction programs. During my training period I was able to prepare a

construction program for tender of “proposed Factory Building for nature’s beauty creations (Pvt)

Ltd at Milleniya Horana” under the supervision of the planning Engineer. This was a very difficult

task for me because I was not well aware of using the MS project application and estimation of time

durations. Somehow I was able to prepare a realistic project plan for this work under the guidance

of the planning Engineer.

2.2.1.3.2. Preparation of Cash flows

Cash Flow is the basis for arranging finance for the implementation of the project. When the

construction work of the project proceeds, it is important to identify whether contractor’s cash flow



is in positive side or negative side. And also we can forecast the contractor’s cash flow statement

before commencing the project using construction master program. I was luckily because I was able

to prepare both a forecasted cash flow and an actual cash flow during my training at RNC.

When was at the head office I was able to prepare the forecasted revised cash flow statement

for “Construction of proposed office complex at Battaramulla for EPIC Technologies (Pvt) Ltd.”

project. This was prepared by using the revised construction program of the project. When I was

assign as a trainee QS at Kaattsu site I was able to prepare the actual cash flow of the project at up

to the date of 4th Interim Valuation. Data required to carry out this work were taken from the Stores,

site records and contacting the head office. In this process hand given by the PQS was very helpful

for me in preparing this statement in a well accurate manner.

2.2.1.4. SITE ORGANIZATION AND ACTIVITIES

2.2.1.4.1. Familiarize with site layouts and management

During my training period I got the opportunity to work at Kaattsu site for period of three

weeks. Even though the time period was not well enough I put my maximum effort to tackle the site

works as much as possible. It leads me to gain a clear knowledge about the site layout and site

Management of the Kaattsu project. Site Management was in a high level due to the dedication &

punctuality of the project manager of the Kaattsu site. Proposed building was spread over the total

site. Therefore site office and the labour accommodations were installed at a one end of the front

side of the site with the intention of relocating it when starting the construction of that side. Due to

better site layout there were no site congestion occurred when unloading goods to the stores which

is a daily activity.

2.2.1.4.2. Study the construction administration and functions of site staff

Actually those three weeks were good enough for me to be familiarizing with the site staff

as there was not considerable number of people. The site staff was consisted with a Site Manager,

Site Engineer, Assistant Engineer, Project Quantity Surveyor, Technical officer, Supervisor, Store

keeper and me. Therefore it was not too difficult for me to identify the each person’s duties with in

the site.

2.2.1.4.3. Study working drawings and technical schedules



I was able to study the working drawings of most of the ongoing projects of RNC as I

trained at the site as well as the head office. I calculated the material requirements of different

projects such as CBL, ATI Mattakkuliya, TEA Tang at different stages of those projects. I also

studied the construction drawings of the Kaattsu project when taking the measurements to prepare

the Interim Valuation Application of the project.

2.2.1.4.3. Familiarizing with Construction materials and material management

Material management is one of the important tasks in a site. The required materials should

be available on time to carry out the construction. Also if the materials purchased too early those

could be a burden and more cost would incur for protection and storage.

I was involved in preparation of material requirement schedules with reference to the

construction program and actual execution of works.

2.2.1.5. PREPARATION OF INTERIM VALUATION

2.2.1.5.1. On site measurements

I was ordered to take on site measurements of the construction progress & prepare

measurement sheets for Concrete Columns, Beams and slabs for preparation of Interim Valuation of

kaattsu project. As Consultant QS was also stayed at the site took joint measurements with him as it

reduces the time spent for certify the Valuation. On behalf of that I took the measurements of

cement block paving for rectifying the defects of the TEA Tang project.

2.2.1.5.2. Preparation of Interim bills

During my training session at RNC I was assign to prepare the 3rd and 4th Interim Valuation

Applications of the “Fabrication and Erection of Soap Building “Project Morph” for Unlever Sri

Lanka Ltd. at Horana”. On behalf of that I was assisted the PQS in preparing the Interim Valuation

Application of CBL and Kaattsu projects.

2.2.1.5.3. Assessment of material at site

At RNC after the preparation of Interim Valuation application PQS has to submit a monthly

reconciliation report to the head office. During my Training at Kaattsu site PQS provide the

opportunity to me to prepare the material reconciliation report with the help of him. Material

quantities were calculated using the material BIN cards. But 80% of materials were not claimed



from each Valuation as client has agreed to purchase most of the material required for construction

process on behalf of the RNC.

2.2.1.6. SUB-CONTRACTOR PAYMENTS

2.2.1.6.1. Checking sub-contractors’ measurement

Usually at RNC sub-contractor bills were prepared in two weeks period by the PQS. PQS

assign me to prepare the bill of form work sub-contractor. In this I took the joint measurements with

him.

2.2.1.6.2. Certifying sub-contractor payments

At RNC sub-contractor payments are made within one week after certification of the bill and

bills are prepared in every two weeks time. On behalf of that sub-contractors are paid the daily

expenses according to the labour force of handle by them. I certified the bill prepared by me after

making all the adjustments to the work done by the sub-contractor.

2.2.1.7. VARIATIONS AND EXTRA WORKS

2.2.1.7.1. Preparation and Negotiation of rates (rate analysis)

Variations take place in construction projects as construction works progresses. I was able

prepare rate break downs for variations in different projects as I was able to trained in both head

office and Kaattsu site. During the training at RNC head office I prepared rate breakdown of

Variation of steel roof in Facility building of CBL project. At the Kaattsu site I was able to prepare

a rate break down for Variation of BRC Mesh.

2.2.1.7.2. Usage of day-work schedules

Day works are applied for value the work of a minor or incidental nature. In case of a

variation or an extra-work when the work is minor in nature and if it cannot be measured, day work

Schedules are used for that work to be paid as Day-works. Day works are priced based on the rates

given under contract document. I prepared an estimate for Day Work variation for shifting of 3 nr

G.I posts of CBL projects. Labour, Material and plant usage were obtained from the site QS.



2.2.1.7.3. Extracting Information for Variations and extra works

Theoretically Engineer has to provide a Variation order in writing. But this not happen in

practical and most of the time Engineer verbally issues the Variation orders. Therefore the

procedure used in RNC is to prepare a sheet (e-mail, fax or letter) named as Confirmation of Verbal

Instructions (CVI) and sent it to the Consultant for approval. I didn’t involve in preparing CVI.

When I submit the estimate for variations I included those approvals for Variations in to the

estimate as supporting documents.

2.2.1.8. PREPARATION AND NEGOTIATION OF CLAIMS

A claim could be simply explained as a request for any additional payment with

interpretation of contractual conditions while reviewing contractual correspondence & formulation

of the required payment including cost estimating .Usually all the standard forms of contracts

ensures the right of Contractor to receive any additional payment under the clauses specified in the

contract. So before preparing a claim document, it is important to collect all supporting documents

& records which relevant for the claim.

During my training session at RNC head office as trainee contractor QS I got a valuable

opportunity learn about a previous claim prepared by the SQS for Construction of Proposed

Apartment Complex at No.316, Old Kottawa Road, Nugegoda. based on to reimbursement of costs

incurred to the contractor with respect to the following.

Suspension of the works by the Engineer

Termination by the Contractor

I was able to learn how the additional cost incurred was formulated and the Contractual

correspondence was interpreted in preparing this claim.

2.2.1.9. FINAL ACCOUNTS

Preparation of final accounts is a tedious process as a small mistake can cause financial loss

to the contractor which cannot be reimbursed again. I was able to assist the SQS in preparing the

Final Payment Application of the Construction of Proposed Warehouse and Accomadatio Quarters

for Distilleries Company of Sri Lanka PLC at Harishchandra Mawatha, Anuradhapura project.

Although I was not able to prepare a Final Payment Application alone this was very helpful me in

gathering a good knowledge about procedure of preparing Final Payment Application.



2.2.1.10. PROGRESS MONITORING AND COST CONTROL

During my Training session at RNC head office I was assigned to prepare the progress

report of “Construction of proposed Administrating and Workshop Buildings for ATI

Mattakkuliya”. This was not a very big task for me I only had to update the Labour, material &

machinery records, additional works and the cash flow chart as Construction program was updated

by the Planning Engineer and other details were given by the site. Finally I collected all the details

and prepared the progress report.

2.2.1.11. WORK STUDIES

2.2.1.11.1. Productivity studies

I was only had a one opportunity in Kaattsu site to involved in a productive study. It was for

Form work for base slab of the concrete retaining wall. All the observations related to this

productivity study were entered in to my field book.

2.2.1.11.2. Establishment of labour, plant and material norms

Based on the above productivity study I establish a norm for Form Work for sides of

retaining wall. But actually it is not practical for establish a norm based on a one productive study.

But the training period I trained at the site was not enough for me to conduct the several

productivity studies on the same.

2.2.1.12. DOCUMENTATION AND RECRD KEEPING

2.2.1.12.1. Assist in site/Head office documentation and record keeping

According to the Quality Manual of the RNC all documents and records are correctly

prepared and kept for reference to achieve quality and productivity which leads to obtain company

goals. I observed this in both at the Kaattsu site and Head Office.

To meet the ISO 9001-2008 quality standards, various records are maintained at the site office.

Subcontractor records, Daily work progress records, Day work records, Plant and Machinery usage

records, Weather records, Material records, Test reports, Variation records, etc. Except to these,

records of the all Tenders compete by the Organization and other documents related to tendering, all

the details of completed projects are kept within the QS & estimation department according to the

quality manual.



Those records are filed and prepared to an order to ease the reference of the staff and others.

Drawings are also listed and kept in order at the drawing rack. It was a good opportunity for me to

involved in record keeping and to understand the importance of records.



2.2.2. OBSERVATIONS MADE

2.2.2.1. ACCURACY IN ESTIMATING AND TENDERING

The accuracy maintained by the RNC in estimating & tendering is very appreciable. To

maintain the accuracy of in tendering they first entered the BOQ in to an excel format in a

simplified way. Also to maintain the accuracy of the rates always calculate the rates with necessary

breakdowns for each project by studying the site details in depth. The use of excel format in

tendering leads to minimize the errors of the BOQ’s and the preparation of break downs for each

project causes to prepare a well accurate realistic estimate.

2.2.2.2. QUALITY STANDARDS AND QUALITY ASSURANCE

Quality is the factor which all the clients are strictly interested in. RNC was accredited as

ISO 9001: 2000 certified organization at 2008 May and was upgrated it to ISO 9001:2008 in 2010

October. Those quality standards and systems are not only followed at Head office works but also in

all construction projects. Those standards made the work easy, pleasant, efficient and effective.

Quality Assurance is a major aspect of construction work. Hence at the Kaattsu site, there

were several tests conducted to ensure the quality of the construction materials. RNC provided and

use all the required materials with best quality as specified by the consultants with maximum

utilization.

2.2.2.3. COMPETITIVENESS AT TENDERING

RN group has subsidiaries companies for pre-engineered steel structures, Steel roofing,

Ready mix concrete, Cement blocks etc. Therefore RNC has been able to gain advantages from low

overheads through full utilization of resources. Actually human resources of the QS division were

fully utilized. There were only two QSs were directly involved in bidding for all projects & all the

other QS’s were assign for handle the different projects. It leads to minimize the head office

overheads & to come up with competitive rates for the tendering purposes, which is a valuable

advantage to archive a lowest bid figure.

2.2.2.4. WORK LOAD

The amount of work force employed at the head office is insufficient which contributes to

the fact that amount of work performed by an individual is a bit high than average. Due to the

increased scope of works, the people involved in tendering have to work extremely hard in order to



procure tenders. Even as a trainee, I had to handle many large tenders simultaneously thus

increasing the chances for making errors.

2.2.2.5. INCOMPLETENESS OF BOQS

Generally it is said that BOQ should be estimator friendly. But it was observed that a

considerable portion of the work has been omitted in some BOQs at the Tendering stage. At the

same time the descriptions provided were not enough to clearly specify the work item. Therefore

pricing risk is very high to the Contractor. Contractor also cannot prepared an estimate which

cannot compete with the others as well as he cannot bear the unnecessary losses due to these

incompleteness BOQ’s. Therefore this leads to provide unnecessary qualifications to the Bidding

document and to incur considerable number of Variations during the Construction.

2.3. PROBLEMS ENCOUNTED AND REMEDIAL ACTIONS TAKEN

2. 3.1. FREQUENTLY CHANGES IN DRAWINGS

As most of the Works undertaken by the RNC is on Design and Build basis, designs

prepared at the beginning by the Design team will frequently change. Taking off quantities again

and again due to this reason was one of the major problems which I encountered during my training

at RNC. One solution I have taken to get rid of this was including of the grid numbers in to the

measurement sheet when measuring the work items. It was very helpful to me because I had to

identify only the varied part of the Drawing to update the measurement sheet.

2. 3.2. WORK LOAD

Management of RNC usually puts considerable work load to all QS’s of the Organization.

Most of the projects have only one QS and a trainee to carry out all QS related works of the project

and the senior Management of the Organization keep a close look around them. Lots of QS’s carried

out their work by staying at the head office. Therefore they have shared some work load on top of

them with me to carry out their works much more easily. Therefore I was overloaded with tendering

works as well as the site works. Actually this was a good experience to me as well as very helpful in

covering lots of modules in training guideline. Hence I didn’t take this as a burden on me and

completed works assigned to me according to the priority of the work after discussing it with

PQS’s.



2. 3.3. UNFAMILIARITY WITH COST INFORMATION

As I was trained in the head office of RNC for thirteen weeks, I engaged in tendering for lots

of projects where I had to calculate various rates. Compilation of cost Information was a very

difficult task for me at the beginning as I was no well aware of the suppliers and sub-contractors of

RNC. But with the time I become much familiar with this works with the help of SQS.

2. 3.4. UNFAMILIARITY TO NEGOTIATE WITH SUB-CONTRACTORS

Negotiation of sub-contractor was a new area to me which I was not experienced earlier.

Although I was participated to some negotiation meetings during my training at the CCS I was not

able to directly involve in negotiation. But those meetings was helped me in gathering some

knowledge about negotiation. I also get some idea about negotiating with consulting the SQS.

Therefore I was able to conduct a good negotiation with sub-contractors and was able to obtain

good trade discounts which were more profitable to Organization.

2. 3.5. LACK OF SITE EXPERIENCE

During training period of 16 weeks I had to work in the head office for 13 weeks. With

solicit of me, at the middle of my training I was transferred to a site and it was only for three weeks.

Then again I was called up on to the head office and was advised to complete my training at the

head office as most of the important works relating to sites are carried out at the head office.

Therefore I missed the opportunity to gain the maximum experience in a construction site. Hence I

decided to take the maximum advantage from the three weeks training at site. The discussions had

with the PQS was also helped me to gain a better knowledge about sites and to cover the maximum

of works in the training guidelines.

2. 3.6. LACK OF COMPUTER FACILITY

During my training at RNC I was not given a separate computer and I had to do all my

workings using the common computer of the QS department. Actually all email transactions of QS

department was performed using this computer. Therefore I had to stop my works at middle when

someone came and ask for the computer from me to send or check the emails. Therefore plenty of

times I was loss my concentration regarding the works. Therefore I did all my workings in shared



folder of this computer which was able to access from all the other computers of the department and

made a suggestion to exchange the computers when they need the general computer for their works.

2. 3.7. LACK OF MS PROJECT KNOWLEDGE

MS Project is the computer application used in project planning works. But I was not well

aware of this computer application when I assign this work. But the eager within me to undertake

challenges leads me to learn this application by experience. I contacted Planning Engineer of RNC

at several times to obtain his advice regarding this work. He provided me necessary information

which are very valuable in preparing the construction plan.

2. 3.8. WORKING FOR LONG HOURS

The culture of RNC was to continue their work at least until 6.00 pm although the office

time is ended at 5.00 pm. I also had to adapt to the same culture as a trainee in RNC head office.

And another practice in RNC was Employees have to complete all the works which they are

assigned to do in that day before leaving the office. The work load on me was also compelled me to

work very long and sometimes I had to work until 7.00- 7.30 to finish my works. Actually it was

not hard for me to calm myself with this exercise when I overlooked the positive aspects that I

could gain by undergoing such a concentrated training.

2. 3.9. HANDLING LARGE NUMBER OF DESIGN AND BUILT PROJECTS

Actually at the beginning Preparation of BOQ for Design and Built was very time

consuming work for me because taking off, abstracting and preparation of BOQ and sometimes

preparing whole estimate was assign to me. But later on I understood most of the items in all BOQ’s

are same because the most of the Design and Build projects were Factory or Ware house buildings

which consisted of steel structure. Hence then I kept a sample measurement sheet and a BOQ with

me and updated its figure when more and more works assigned to me.



2.4. STEPS TAKEN TO OBTAIN BETTER EXPERIENCE

During the training session at RNC I could experience a diversified set of quantity surveying

activities and therefore working long hours was a favourable condition to me. Therefore I was able

to cover most of the training modules that should be covered during training at contracting

organization than expected at the beginning. I was always being conscious about the scope of my

training and therefore I could explore the untouched areas of study.

When I was assigned to train at the Head office of RNC for a long time I realized that site

experience is very important as a QS and then directly discussed it with the CQS & were able to

obtain the permission to work at Kaattsu site. Although it was for a very short time period I was

able to utilize this period to obtain maximum experience in different works and to cover the most of

the modules in training guideline by discussing with the PQS.

Similar as the training at Consultancy Organization I always tried to finished the works

assigned to me very efficiently by enhancing the required quality of them and tried to step in to a

new work. Therefore I always in contact with the other QSs and ask them for any new work after

finishing the assigned work. This leads me to practice different kind of works during the period at

RNC head office.

Where I had found difficulties when I was carrying out some tasks for the first time I get

connected to the CQS or other QS’s and discussed my matters with them because they was always

corporative in manner. Not only within my training at RNC Head office and Kaatsu site I didn’t

take any leave although the other QS trainees taking more leaves per month. It leads to provide me

with a better training & a good impression on my work behaviour.

When I am busy with many works of other QS’s I carried out those according to the priority

of the work by discussing it with the other QSs within the Organization. This leads to avoid of

misunderstandings and to complete the work within the required time period.

During my training session at RNC I was able to work with almost every QS of the

Organization. I respected all the staff members who are experienced and knowledgeable in varies

fields. With my attitude towards the other staff members I made a strong positive relationship with



them. Therefore they were always very helpful towards me and provide their support to gain the

maximum output from my training.

2.5. ASSESSMENT OF THE ORGANIZATION

2.5.1. STRENGTHS

ISO 9001:2008 ACCREDITATION

Acquisition of international recognition is the goal of most of the organizations and thus RNC has

been able to achieve the ISO 9001:2000 accreditation at May 2008 and was able to upgrade it to

ISO 9000:2008 at October 2010 for which the company is entitled with its dedication towards the

development projects carried out throughout the country in the recent past. The accreditation has by

all the RN subsidiaries companies. Therefore this leads to compete in the international arena with

foreign competitors.

DIRECT RESPONSIBILITY

The Managing Director of RNC is in a close look of each and every employer of the Organization.

If some mistake is occurred, the person who handles that work is directly responsible to the

Managing Director. There for all the employers are domains by a single point. This leads to

employers to be more responsible towards their works and to complete their works efficiently by

enhancing the quality of the work.

GOOD WORKING ENVIRONMENT

A good environment within an Organization leads to make the employers more productive.

The Head office & Kaattsu site staff was quite friendly, supportive and helpful at all times. It was a

great opportunity to work in friendly and supportive atmosphere. At the same time trainees were

treated as their own staff and gave the necessary responsibilities to them.. This will result in

improving the skills and capabilities of the trainees. Newly constructed five storied office complex

building for RNC creates a modern environment with necessary facilities such as A/C, Pipe music

etc. Therefore all this leads to increase the productivity of RNC.

BETTER COMMUNICATION & COORDINATION



At RNC head office it was practicing a better communicating system among all the staff

members. The communication barrier was overcome by the close coordination among all

functioning divisions at a transparent working space. All departments carry out their works in

collaborative manner with the other departments. There is good relationship between all staff

members working at different departments. This provides additional strength to the RNC.

THE QUALIFIED STAFFAt RNC all the Senior Management levels were governed by the qualified people with at

least a degree for particular field. Not like other companies more of chartered graduates were placed

at the top level of the hierarchy. And also graduate QSs are the people who are positioned at top

level of QS division. As a well known & distinguished company in the industry, the highly qualified

staff is a secret of their success.

EMPLOYER REWARD SYSTEMS

RNC carried out a reward system for their staff members. According to this system all the

staff members were given points with respect to their work progress. These points were taken in to

account in each two years period to provide salary increment to the staff. On behalf of that company

offers a one week tour for foreign country, to the person and his family who obtain the highest mark

for the period concern. Actually this motivation strategy causes to increase the efficiency and the

accuracy of the works of all staff members.

SUPPORTING COMPANIES FOR CONSTRUCTION

RN group of companies consist with five subsidiaries companies as RN Constructions (Pvt)

Ltd., Amalgamated Building System Lanka (Pvt) Ltd., ABSL Roofing products (Pvt) Ltd., RN

Ready mix (Pvt) Ltd. and RN Cement products (Pvt) Ltd. which are interdependent in their works.

Because of these supporting subsidiaries companies RNC is able to undertake huge capacity of

construction works with reasonable low mark up. These subsidiaries companies provide an

additional strength to RNC.



2.5.2. WEAKNESSES

INSUFFICIENT QS STAFF

At RNC all the site works of most of the projects are carried out by a one PQS with a trainee

QS. As the Quantity surveyor is the person who enhances the cost control throughout the

construction process he should not be overloaded with the responsibilities. When all responsibilities

of a site is assign to a one person, the quality of works usually goes down although he is a well

qualified. In my opinion this is a great disadvantage as it provides some pressure on the senior

Management as well.

CENTRALIZED AUTHORITY

Actually the decision making Authority of the RNC is centralized around the Managing

Director. Even GM, CM, CQS or any other senior person was not allowed to take decisions in their

own. Before making any decision they have to convince it to the MD and have to take approval

prior to implementation of the decision. Actually this causes to some unnecessary delays of a

project.

DEFICIENCY IN ACCURACY DUE TO HIGH WORK LOAD

I have experienced that in some cases when the work load for the estimating purposes were

exceeded QSs get overloaded due to the insufficient staff capacity at RNC QS division. Usually

they were adopting short & fast methods to prepare the estimates within less time when they are

overloaded with works. Accuracy of such estimations will depend on the experience of the

estimator. The risk involved on those estimations will vary based on the value of the final estimate.

If any underestimate or overestimate resulted, it will influence not only the final tender result but

also the productivity of the company.


CHAPTER 3

SUGGESTIONS TO IMPROVE THE QUALITY

OF THE INDUSTRIAL TRAINING

SUGGESTIONS INDUSTRIAL TRAINING REPORT

3.0 SUGGESTIONS TO IMPROVE THE QUALITY OF THE

INDUSTRIAL TRAINING

3.1. ACTIONS TO BE TAKEN BY THE TRAINEES

It is obvious that the in-plant training is the preliminary exposure of the undergraduate to the

construction industry. Therefore in order to gain the maximum out of it, better to have an idea about

what to expect & be prepared before participating in the training sessions. To facilitate this various

kinds of solutions can be applied. First of all it’s better to brush up the measurement knowledge &

the computer abilities in Word, Excel & AutoCAD software. Referring previous training reports

will be an added value for a prospective trainee since the report is the reflection of the training

which the writer experienced. Such reports will definitely help the trainee to avoid difficulties

during the training period. Concentrating more to the workshops carried out by the Department of

Building Economics will be even more helpful.

It is essential that trainees must not be back footed to face challenges encountered. Being

embarrassed in front of the industry at the training sessions is much better than being embarrassed

as a graduate Quantity Surveyor. At the same time, the trainee should improve on being more polite,

punctual, friendly and loyal to the working organizations.

3.2 ACTIONS TO BE TAKEN BY THE AUTHORITIES

For any improvement of the training to take place, the Department of the Building

Economics as the authorized body also has to take some actions towards it. It would be valuable for

the Department to maintain a close relationship with the trainees & training organizations

throughout the training period which will vastly enhance the motive of sending undergraduate

students for training. Then the Department will be notified whether the organization is giving the

trainee the opportunity to expose to the practical conditions. It will be an easy task; if the

Department will able to make formal relationships with the passed out seniors to make sure that the

trainee acquires all necessary knowledge within the training period.

It will be a great helping hand if the students are able to master the use of software’s like

AutoCAD and MS-Project as they are widely used in the industry. If the Department can practice

the students with computer based estimating using AutoCAD & Excel before they undergo for

training, the trainee will be more comfortable in tackling problems relating to this area.


CONCLUSIONS

CONCLUSIONS NDUSTRIAL TRAINING REPORT

CONCLUSIONS

The role of the Quantity Surveyor within the construction environment is of great

importance to Employer, Contractor and other industry professionals. Being in charge of financial

matters carries with it a great responsibility and the Quantity Surveyor has the expertise to provide

independent advice on these matters. Due to the diversity of each and every project, the Quantity

Surveyor has to customize him self-first in order to customize the rest of the resources.

As the importance and capability of the Quantity Surveying profession is still not identified

clearly in the local construction industry, the graduate Quantity surveyors knowledge is wasted and

limited only to the exercises during the lectures. But it is a plus point to see some new specialist

cost consultant firms are established to carry out services with quality, efficiency and effectiveness.

The 32 weeks of in-plant industrial training gave me a valuable experience and the

opportunity to expose myself to the different working environments and interact with different

professionals relating to the quantity surveying profession. Even though I was not fortunate enough

to practice all areas relating to the quantity surveying profession, I highly appreciate being able to

partake the opportunities I received to the fullest. During my training, I was able to receive

experiences of a life time which I might never get to expose myself to, even after graduation.

The time that the Department of Building Economics exposes the undergraduates to the real

industry was the very best time for an industrial training. Because then the students are able to face

the challenges confidently with the foundation knowledge that they gained from first two years and

complete the third & final years successfully together with the experience, improved during the

training sessions.

By evaluating all the knowledge and experience I gained during both the session of

industrial training, I can identify that the Quantity Surveyor has an important role to play in this vast

construction industry.


REFERENCES NDUSTRIAL TRAINING REPORT

REFERENCES

Cost Consultancy Services (Pvt) Ltd., Company Profile

(2008). Cost Consultancy Services (Pvt) Ltd [online] Available from:

www.costconsultancy.com [Accessed 15th December 2010].

RN Constructions (Pvt) Ltd., Company Profile

(2009). RN Constructions (Pvt) Ltd [online] Available from: www.rnconstructions.com

[Accessed 16th December 2010].


ANNEXURES