The Quantities and Contract department is involved in the overall formulation, implementation and control of policy and regulations on tendering, procurement, financial and contractual administration of all Government Building Construction and maintenance programmes/projects.
The Department works in close liaison with other members of the design team, namely, the Architectural, Structural and Electrical Departments of the Ministry of Public Works to provide Quantity Surveying Services to all Government Ministries.
Functions of the Quantities Department include
• Preparation of approximate and/or detailed estimates for building/construction projects for purposes of Forward Budgets, Works Programme, etc.
• Preparation of tender documents, namely Bills of Quantities and Specifications for the purposes of calling tenders or negotiations, after determination of the best method of tendering or procurement.
• Technical evaluation of the tenders received and thereafter presentation to the relevant tender boards for adjudication and award of contracts.
• Preparation of Valuations for interim payment certificates of the works during construction.
• Ascertaining the cost of properly authorized variations and advising on areas of savings or need for extra funds in case of cost overruns. The Quantity Surveyors also prepare regular financial appraisals for various projects.
• Advising on Contractual matters, e.g. Claims and other general Contract administrative problems.
• Preparation of Final Accounts on completion of projects.
• Advising on the Commissioning of Quantity Surveying Consultants and control and co-ordination of their work thereafter and payment of professional fees.
• Advising other Ministries and Government Departments on matters relating to Building Construction Contracts in conjunction with the Attorney General’s Chambers.
• Liaising with the National Universities, Kenya Institute of Highways and Building Technology and National Polytechnics on the training needs and manpower requirements in relation to employment of Quantity Surveying staff in the Government or Private sector.
• Provision of Secretarial Services to Board of Registration of Architects and Quantity Surveyors and Contractors’ Registration Committee.
Typical Work Activities of the Quantities and Contracts
Typical tasks include assisting in establishing a client’s requirements and undertaking feasibility studies and preparing early stage budgets and detailed cost plans in liaison with sister technical departments, Client ministries and Government bodies. The department also perform risk and value management and cost control, prepares tender and contract documents, including Bills of Quantities; advise on procurement strategy; and establishing and operating cost and financial control systems. Other tasks include negotiating to ensure budgets are not exceeded; providing advice on contractual claims; valuing completed work and arranging payments; undertaking costs analysis for repair and maintenance project work and dispute resolution and arbitration.
Other areas that Quantity Surveyors are equipped to handle but requiring more specialist knowledge include:
• Life cycle costing;
• Facilities management;
• Advising on the maintenance costs of specific buildings.
Developments of the Quantity and Contracts Department
Through the Cost Planning unit, the department has maintained publications that are informative and useful to the industry like:
1. Materials cost handbook
2. Annual current construction rates
3. Quantity Surveyor’s handbook
4. Building maintenance rates
The Quantities and Contract is headed by Chief Quantity Surveyor QS M. Nyakiongora and is situated on 4th and 5th floor of Works Building.
For more information contact
Chief Quantity Surveyor
Quantities and Contract Department
P.O BOX 30743
Telephone: 2723101 extn. 63243