Understanding the QS Duties During the Construction Phase

A detailed explanation of key cost management and contract duties in construction

Key Highlights

Integrated Role: QSs manage both financial forecasting and contract dispute resolution.
Proactive Management: They prepare estimates for variations and implement control systems.
Critical Documentation: Regular financial reports and final accounts ensure accuracy and transparency.

Detailed Duties Explained

The role of a Quantity Surveyor (QS) in the construction phase is multifaceted, focusing not only on tracking costs but also ensuring that the project is executed smoothly from both a financial and contractual perspective. The QS is deeply involved in every critical stage of the project's finances—from initial site handover to final account preparation. Below is an in-depth explanation of each duty:

Attending the Site Handover

Overview

During the site handover, the QS is present to ensure a seamless transition from the pre-construction phase to full-scale construction activities. This meeting marks the formal transfer of responsibility, and the QS reviews all provided documentation and site conditions. By doing so, the QS identifies any issues that might affect later stages in the project, ensuring all requirements are met and recorded from the outset.

Preparing Schedules of Predicted Cash Flow

Purpose and Function

Cashing flow schedules are essential for financial planning and management throughout the construction phase. The QS develops these schedules to forecast when funds will be required and how money will flow in and out throughout the project. This proactive management helps allocate resources efficiently, prevent potential cost overruns, and ensure that all parties are aware of upcoming financial needs.

Preparing Pro-Active Estimates for Proposed Variations

Cost Implications and Client Decision-making

Changes during construction are common, and a QS prepares proactive estimates to quantify the financial impact of any proposed variations. By estimating these variations before they are implemented, clients receive essential data that informs their decision-making process. This step ensures that any changes align with the overall budget and that potential cost escalations are avoided.

Attending Regular Site, Technical, and Progress Meetings

Communication and Monitoring

Regular meetings are critical in keeping track of project progress and maintaining open lines of communication among all stakeholders. The QS contributes by providing updates on the financial status, reviewing technical issues, and ensuring that any cost deviations are promptly addressed. Their presence facilitates real-time problem-solving and adjustments to budgets when needed.

Adjudicating and Resolving Financial Claims by the Contractor(s)

Dispute Resolution and Fair Compensation

As construction progresses, contractors may submit financial claims for additional costs incurred. The QS evaluates these claims by verifying the quantities and quality of work completed. Through a fair adjudication process, the QS helps resolve disputes, ensuring that claims are substantiated and that contractors receive fair compensation without compromising the project’s financial stability.

Assisting in the Resolution of Contractual Claims by the Contractor(s)

Contractual Integrity and Compliance

Beyond direct financial claims, disputes related to contract terms may emerge. Here, the QS plays an advisory role by providing detailed assessments of contractual obligations and any variations in scope, schedule, or cost. Their expertise assists in negotiating mutually acceptable solutions, thus maintaining contractual integrity and ensuring that both the client and contractor adhere to agreed terms.

Establishing and Maintaining a Financial Control System

Monitoring and Reporting

A robust financial control system is critical for any construction project. The QS designs and implements these systems to monitor expenditures, track budgets, and generate necessary financial reports. By maintaining detailed records and using standardized reporting formats, the QS provides stakeholders with transparent insights into cost performance and helps identify early signs of financial discrepancies.

Preparing Valuations for Payment Certificates to Be Issued by the Principal Agent

Ensuring Payment Accuracy

To ensure that all work completed on site is properly recognized, the QS prepares detailed valuations for payment certificates. These documents act as a formal confirmation of work progress, detailing the value of completed tasks. As a result, contractors are paid in accordance with the actual progress of the project, and the risk of over- or under-payment is minimized.

Preparing Final Account(s) Including Remeasurements(s)

Final Financial Reconciliation

At the closure of the project, a comprehensive final account is prepared by the QS. This document, which may include remeasurements where necessary, encapsulates the entirety of the project’s financial journey. It accounts for all costs, variations, and adjustments made during construction. Accurate final accounts not only confirm the financial integrity of the project but also serve as critical documentation for future reference and audit trails.

Integrated Deliverables Produced During the Construction Phase

The series of duties described above results in several key deliverables that collectively ensure the financial transparency and control needed in any construction project. The primary deliverables include:

Deliverable	Purpose
Schedule(s) of Predicted Cash Flow	Predicts the flow of funds and aligns financial resources with project needs.
Estimates for Proposed Variations	Quantifies the financial impact of changes, guiding client decision-making.
Financial Control Reports	Monitors costs against the budget and provides regular updates on financial status.
Valuations for Payment Certificates	Details the value of work completed to ensure fair and accurate payments.
Progressive and Draft Final Account(s)	Summarizes cumulative expenses, adjustments, and the final financial outcome.

This table demonstrates the interconnected nature of the various deliverables that a QS prepares. Each document plays a pivotal role in maintaining the project's financial integrity—from forecasting cash flows to final reconciliation of costs.

Additional Insights on QS Duties

Ensuring Transparency and Accountability

The QS's work is central to establishing trust among stakeholders. Through meticulous record-keeping and detailed reporting, they ensure that every financial transaction is documented. This transparency is critical for audits, future project references, and refining processes in subsequent construction efforts.

Facilitating Informed Decision Making

By providing proactive financial forecasts and detailed cost estimations, the QS enables clients and project managers to make decisions effectively. The ability to anticipate cash flow requirements and understand the financial implications of variations allows for strategic planning and risk management, crucial for the successful delivery of complex projects.

Maintaining Flexibility Through Regular Updates

Projects are dynamic, with potential for unforeseen changes, whether due to technical issues or market fluctuations. The QS's regular participation in site and progress meetings ensures that these changes are identified early. Their prepared reports provide a live snapshot of the financial health, enabling timely adjustments to keep the project within budget.