Pre Contract and Post Contract in Quantity Surveying

In construction projects, cost and contract management play a critical role in ensuring that the project is delivered within budget, on time, and with the required quality standards. Quantity Surveyors (QS) are the professionals responsible for managing these aspects, and their work revolves around two key stages:

Pre-Contract Stage
Post-Contract Stage

Both stages are equally important but serve different purposes. The Pre-Contract stage is primarily about planning, cost estimation, tendering, and contract preparation, while the Post-Contract stage focuses on contract execution, cost control, variations, and final settlement.

This article will provide a comprehensive understanding of Pre Contract and Post Contract in QS, highlighting their differences, processes, documents, and responsibilities.

What is Pre-Contract in QS?

The Pre-Contract stage in Quantity Surveying refers to all activities carried out before the construction contract is formally signed between the client and the contractor.

It mainly involves:

Cost planning and estimation
Preparation of tender documents
Tender evaluation and recommendation
Risk assessment
Advice on contract selection

The aim of this stage is to ensure the client has a clear understanding of project costs, scope, and risks before committing to the construction.

Key Objectives of Pre-Contract Stage

To provide accurate cost estimates.
To ensure transparent tendering and procurement.
To minimize financial risks.
To select the most suitable contractor.
To ensure the contract terms are fair and legally binding.

Pre-Contract Activities in Quantity Surveying

Feasibility Study & Initial Cost Advice

Assess the project’s financial viability.
Provide budget cost estimates based on client requirements.
Consider alternative design options to achieve cost efficiency.

Cost Planning & Estimation

Prepare a detailed cost plan using methods like approximate quantities, elemental cost analysis, or square meter pricing.
Control costs at the design stage to ensure the project aligns with the budget.

Preparation of Tender Documents

Tender documents include:

Bill of Quantities (BOQ)
Drawings and specifications
Conditions of contract
Invitation to tender

The QS ensures all documents are clear and complete to avoid disputes later.

Tendering & Procurement

Advise the client on the best procurement method (Traditional, Design & Build, EPC, etc.).
Conduct the tendering process: invitation, submission, and opening of tenders.
Evaluate bids to determine the most suitable contractor.

Contract Documentation

Draft and finalize the construction contract.
Ensure that all legal, financial, and technical clauses are properly included.
Prepare the contract agreement for signing.

What is Post-Contract in QS?

The Post-Contract stage begins after the construction contract has been signed and continues until the final completion and settlement of accounts.

At this stage, the Quantity Surveyor focuses on:

Contract administration
Cost control and monitoring
Interim payment certification
Valuation of variations
Claims and dispute resolution
Preparation of final accounts

The aim is to ensure that the project is completed within budget, on schedule, and with proper financial accountability.

Post-Contract Activities in Quantity Surveying

Contract Administration

Interpret and enforce contract terms.
Monitor contractor compliance with contract obligations.
Manage communication between client, contractor, and consultants.

Cost Control & Monitoring

Track project costs against the approved budget.
Prepare cost reports for the client at regular intervals.
Identify potential overruns and recommend corrective actions.

Interim Valuations and Payments

Assess the work completed and certify interim payments to the contractor.
Ensure payments are made fairly and in line with progress.

Valuation of Variations

Evaluate any changes in design, scope, or materials.
Assess their cost impact and negotiate with contractors.

Claims and Dispute Resolution

Handle claims related to time extensions, additional costs, or unforeseen conditions.
Assist in negotiations or arbitration to resolve disputes.

Final Account Preparation

Measure and agree on the final value of works executed.
Prepare the final account statement and obtain client approval.

Differences Between Pre-Contract and Post-Contract in QS

Aspect	Pre-Contract Stage	Post-Contract Stage
Timeline	Before contract is signed	After contract is signed
Main Focus	Planning, estimation, tendering	Execution, monitoring, settlement
Key Role of QS	Cost estimation, tender evaluation, contract drafting	Contract administration, cost control, payments
Documents Prepared	BOQ, tender documents, cost plan, contract	Interim certificates, variation orders, final account
Risk Management	Identifies potential risks before project starts	Manages risks and disputes during construction
Objective	Select best contractor, ensure accurate costs	Ensure project delivered within budget & scope

Importance of Pre-Contract and Post-Contract in QS

Both stages are crucial for successful project delivery:

Pre-Contract Stage Importance
- Prevents cost overruns.
- Ensures accurate tendering process.
- Helps clients make informed decisions.
Post-Contract Stage Importance
- Maintains financial control throughout the project.
- Ensures fair payments and dispute resolution.
- Finalizes project cost through settlement.

Challenges in Pre and Post-Contract Stages

Pre-Contract Challenges

Inaccurate cost estimation.
Incomplete design or documentation.
Tender manipulation or lack of transparency.

Post-Contract Challenges

Variations and scope changes.
Delays and cost overruns.
Contractual disputes.
Managing claims and settlements.

Best Practices for Quantity Surveyors

Accurate cost estimation at the pre-contract stage.
Clear documentation to avoid ambiguity in contracts.
Regular cost reporting during construction.
Effective communication among stakeholders.
Use of digital tools and software for QS tasks.

FAQs on Pre-Contract and Post-Contract in QS

What is the role of a QS in the pre-contract stage?

A QS provides cost advice, prepares BOQs, manages tendering, and ensures contract documentation is accurate.

What does post-contract management involve?

It involves contract administration, cost monitoring, interim valuations, variations management, and preparing final accounts.

Which stage is more important in QS?

Both are equally important—pre-contract ensures proper planning, while post-contract ensures effective execution.

How do QSs control costs in the post-contract stage?

By monitoring expenditures, certifying payments, valuing variations, and preparing cost reports.

What documents are prepared by QS in pre-contract?

Tender documents, BOQs, cost plans, procurement reports, and draft contracts.

Conclusion

The role of a Quantity Surveyor is central to the success of any construction project. The Pre-Contract stage ensures proper planning, accurate cost estimation, and fair contractor selection, while the Post-Contract stage ensures smooth project execution, financial control, and dispute management.
In short:
- Pre-Contract = Planning & Preparation
- Post-Contract = Execution & Control
A skilled QS ensures that both stages are handled with professionalism, thereby helping clients achieve their project goals effectively.