Steps for Preparing the Bill of Quantity (BoQ)

An Overview Guide to Prepare BoQ for Malaysian Government Construction Tenders

 

Step 1: Project Analysis

 

Review Tender Documents

• In-Depth Analysis: Don't just skim through the documents. Take your time to understand every requirement. For example, if the project involves building a bridge, note the types of materials specified, the expected load capacity, and environmental considerations.
• Clarify Ambiguities: If any part of the tender document is unclear, seek clarification from the issuing authority. Misunderstandings at this stage can lead to significant errors in the BoQ.

 

Site Visit

• Practical Assessment: When visiting the site, assess practical aspects like access routes for transporting materials. For example, if the site is in a remote area, consider how this will impact the delivery of heavy materials.
• Environmental Conditions: Observe the soil type, drainage, vegetation, and surrounding structures. These factors can influence construction methods and material choices.

 

Step 2: Measurement and Quantification

 

Use SMM as a Guide

• Standardized Procedures: The Malaysian SMM provides a structured approach to measuring various construction works. For instance, it outlines how to measure complex structures like curved walls or irregularly shaped rooms.
• Consistent Units: Ensure all measurements are in consistent units as per SMM guidelines. For example, concrete might be measured in cubic meters, while flooring could be in square meters.

 

Detail Measurements

• Systematic Approach: Start from the ground up. If you’re working on a building, begin with foundation measurements, then move up to floors, walls, and finally the roof. Each element should be measured accurately.

 

Step 3: Itemization and Description

 

Create Detailed Descriptions

• Comprehensive Detailing: Every item in the BoQ should be described in a way that leaves no doubt about what is required. For instance, specify the type of wood, dimensions, finish, type of hinges, locks, and any fire-rating requirements for doors.
• Reference to Specifications: Make sure that each item directly references the relevant part of the tender specifications.

 

Reference Item Codes

• Organized Categorization: Use a systematic coding system for all items. This can follow a numerical or alphabetical order or a combination of both.

 

Step 4: Pricing

 

Market Rate Research

• Dynamic Pricing: The construction market can be volatile. Regularly update your cost estimates to reflect current market conditions.

 

Incorporate Overheads and Contingencies

• Realistic Overheads: Include costs like site security, temporary site offices, or even cost of permits and legal fees.
• Contingency Planning: This is crucial for addressing unforeseen circumstances.

 

Step 5: Organization and Formatting

 

Follow Prescribed Format

• Alignment with Tender Requirements: Each tender might have a specific format they want the BoQ to follow. Adhering to this format shows that you have paid attention to their requirements.

 

Group Items Logically

• Sequential Order: Arrange items in the order they are likely to be executed. This not only makes it easier for someone reviewing the BoQ to understand the flow of work but also helps in planning the project timeline.

 

Step 6: Review and Compliance

 

Accuracy Check

• Cross-Reference with Plans: Regularly cross-check your measurements with the project plans and drawings.

 

Compliance Review

• Regulatory Adherence: Ensure that your BoQ complies with all relevant Malaysian construction laws and standards.

 

Step 7: Finalization and Submission

 

Final Review

• Peer Review: Having a second set of eyes review your work can catch mistakes you might have missed.

 

Submission

• Timely Submission: Ensure that the BoQ is submitted before the deadline along with all required documents.

 

Best Practices and Common Pitfalls

• Stay Informed: Keep abreast of the latest construction technologies and materials.
• Sustainability: Consider environmental impacts in your choices of materials and methods.
• Record Keeping: Maintain a clear record of all calculations and the basis for your estimates.

---