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CONTRACT ADMINISTRATION - procedures (1. PRE-START MEETING (ATTENDEES -…
CONTRACT ADMINISTRATION - procedures
1. PRE-START MEETING
ATTENDEES - Client / Contract Admin / Principal Designer / Project Manager / QS / Consultants / CoWs / ECOW / Contracts Manager / Site Agent
INTRO - Appointments, roles, responsibilities & contact details
PROJECT WORKS - Project descriptions, Site descriptions, special requirements
CONTRACT - formalities, production info, insurances & bonds, commencement and completion, Possession
STATUTORY OBLIGATIONS
CDM / H&S - Roles, duties, site protocol, communications
CONTRACTUAL MATTERS - Programme, Site organisation, Quality control, Specialist sub-contractors, Services, Sign boards
CLERK OF WORKS MATTERS - roles, duties, facilities, liaison, dayworks
CONSULTANTS MATTERS - liaison, instruction, programme
QS MATTERS - Valuation procedures, Dayworks, Change Control procedures
COMMUNICATION AND PROCEDURES - info requirements, distribution of info, instructions, lines of communication, claims
MEETINGS - pattern, proceedings, status of minutes, distribution
8. END OF RECTIFICATION PERIOD
FINAL ACCOUNT & FINAL PAYMENT CERTIFICATE
agree any adjustment to contract sum to pay contractor final payment
Final Cert. - construction contract is complete
Final half retention released / no proceeding Patent Defects
CDM H&S file received
LATENT DEFECTS
Client / end user can seek redress for defects identified post 'End of Rectification' as damages, breach of contract or negligence
2. MOBILISATION PERIOD
Getting site ready
3. DATE OF POSSESSION
Work starts
4. CONSTRUCTION PHASE
PROGRESS MEETINGS
ATTENDEES - Client / Contract Administrator, Principal Designer / Project Manager / QS / Consultants / CoWs / ECOW / Contracts Manager / Site Agent
MATTERS ARISING, CONTRACTORS PROGRESS, CoWs PROGRESS, CONSULTANTS PROGRESS, QS REPORT, CDM MATTERS, COMMUNICATION & PROCEDURES, COMPLETION DATE
INTERIM PAYMENT CERTIFICATES
- monthly / drawdown as stated in CONTRACT
SITE INSPECTIONS
Control works, agree variations, inspect works, materials, deliveries
VALUATIONS
Check and value the works on site
Check and quantify materials on site
take into account variations and instructions
Calculate total and deduct retention and amounts previously certified
INTERIM PAYMENT CERTIFICATE
Valuation and Certificate to Contractor by Contract Admin
Contractor invoices client for the amount
VARIATIONS
alternation to the scope of works as set out in the contract, an addition, substitution or omission from original scope of works
May cause additions or reduction in contract sum
Use BoQ for same work at contract rate and prices or similar work under conditions of the contract on contract rates
Use Dayworks for different work for which there are no rates and were work can not be measured
Variation agreed by Client and confirmed by Instruction
INSTRUCTION
to add or omit items
Change an aspect with monetary value
Omit prime costs
Release or Omit defined provisional sums
confirm and instruct variations
Issue Construction Issue drawings
Change to agreed completion date
Must follow verbal instruction within 2 days
5. HANDOVER (PRACTICAL COMPLETION)
PENULTIMATE CERTIFICATE
- issued within 14 days of Handover, 97.5% of contract sum adjusted for variations, prime cost and provisional sums
PRACTICAL COMPLETION CERTIFICATE
Works contractually complete
Building Control sign off
Insurance reverts back to client
Contractor applies for release of bond
Contractor applies for half retention money
List of defects issued with Cert.
Period of final measurement may start
PARTIAL COMPLETION CERTIFICATE
Client takes ownership of substantial parts of work
EG Outstanding planting during correct season
6. RECTIFICATION PERIOD - Defects liability
CERTIFICATE OF MAKING GOOD
Usually 12 months as per contract
PATENT DEFECTS
Contractor must make good any defective work identified in List of Defects at Handover or that have come apparent in the Rectification Period
NON-COMPLETION CERTIFICATE
Contractor hasn't met agreed completion date
Triggers LIQUIDATED AND ASCERTAINED DAMAGES CLAIMS - compensation
7. MAINTENANCE PERIOD
Usually 12/24 months as per contract
Contractor maintains the maintenance items as specified and is paid for this work