Contract Administration and Site InspectionDan Lethbridge2023-09-22T12:02:52+00:00
On Site Support and Contract Administration
We offer a range of on site support and inspection services once your build is underway.
We can visit site regularly to check on progress and that the work is being carried out in accordance with the drawings and building regulations. We can also administer the contract between yourself and the contractor, certifying payments and fulfilling other contractual duties. The level of input will vary from project to project and will often be governed by whether you have appointed a Quantity Surveyor or Project Manager as part of the team.
Site Inspection, Design and Technical Support
The services we offer during the on site stages of a project are varied and can be tailored to suit each client’s requirements. The ‘base level’ of involvement can see us simply being available to attend site as needed to answer any technical queries or amend drawings if you have made changes with your builder.
If you like a more formal and structured level of support, we can visit site at appropriate intervals to ensure that the work is being executed in accordance with the drawings and attend regular site progress meetings with you, your builder and any other consultants, offering continued design and technical input as needed throughout the project. We make sure that drawings are amended to reflect any changes made during the build, so that the contractor is always working off an up to date set of plans. This level of input suits projects where a client has appointed another consultant to act as the contract administrator.
Contract administration is an extra role we’re able to take on in addition to continued design input and site inspection. These services include issuing instructions to vary the scope of the work, certifying payments to the contractor, assessing claims for extensions of time, chairing site progress meetings and reconciling the final account. We would also process requests for information from the Main Contractor and ensure that you are aware of when outstanding decisions need to be made.
During the build we’ll issue you with periodic financial statements which illustrate how variations to the scope of work are likely to impact the final contract sum. Although we’re appointed to ensure your interests are protected, we must make sure we administer the contract fairly and impartially.
Typically we will only act as a contract administrator on projects where a client has also employed a Quantity Surveyor to look after the financial side of the project.
Should I Appoint a Quantity Surveyor?
Once a project reaches a certain level of scale and complexity, we would always recommend that you appoint a Quantity Surveyor. Although the role of contract administrator includes processing claims for payment, this is different from having a specialist QS on the team. Not only will they have prepared an estimate or bill of quantities during the tender phase, but they are extremely important in making sure the build continues within budget.
If you decide to appoint a QS, their roles on site will be balanced with our own. Some clients appoint the QS to assess the contractors claims for payment but retain us as contract administrators. For larger projects, clients may choose to appoint the QS as contract administrator, and we are retained to provide design and technical support.
Is Contract Administration the same as Project Management?
In a word; No.
Contract administration and project management are too vastly different animals. As we’ve explained, contract administration ensures that the work is carried out in accordance with the contract, the contractor is paid for work they have done and that you confirm decisions in a timely manner. Project Managers are responsible for the actual co-ordination of the teams on site, and to ensure that the work progresses as expected. You can appoint a specialist project manager if you wish, but most traditional building contracts assume that the Main Contractor will take on this role. They have agreed to deliver your project for a certain amount of money in a certain number of weeks so it’s in their interest to make sure that the works progress as expected.
Are you looking for South Devon Architects to bring your dream home to life?
We’d love to hear all about your ideas, so why not get in touch and let’s see how we can help you to realise them.