Contract Administration
"We were put in touch with Ben by our architect when we were about to embark on a significant renovation/remodel of our home. Ben administered the contract, but went above and beyond. It was invaluable to have someone talk me through the complexities and explain the costs in layman's terms throughout. I frequently had questions and Ben was always quick and easy to communicate with, offering constructive and insightful suggestions based on his extensive experience. Ben's involvement took some of the stress out of an inevitably stressful process."
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Helen L.
Lewes, East Sussex
What is it?
A Contract Administrator is an experienced and competent person who oversees the building contract for you and with you. They are not a project manager, who will normally be provided by the contractor and deal with the day to day management, but a person who acts to ensure the terms of the contract are abided by for a successful conclusion to the project. Clear Surveys provides a Contract Administration service for a small monthly fee during the build to ensure you have the full support you need and to ensure the quality and value of the works are correct. We aim to make this service cost neutral through the contractual framework we set in place for managing variations to the contract.
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Technical Support to you and the contractor
Clear Surveys is on hand via email and phone throughout the project. We also conduct site discussions during monthly meetings, to guide, discuss and offer advice on any contractual and practical issues. We have a wealth of experience in all technical elements of construction and defects management which makes as an ideal sounding board to help resolve unexpected on site issues during the build.
Assessing variations to the contract and issuing any Contract Instructions
These are formal documents that allow for a change in value to the contract to accommodate a change you want or need to make. Without the Contract Instruction, the contractor cannot formally vary the contract value and has no guarantee of payment should they expend sums without prior permission. This allow additions and omissions to the contract to be carefully assessed first and discussed with you based on any recommendations we make.
When unavoidable additions need to be made to the contract due to unforeseen circumstances, we will also proffer alternative options to the contractor to make cost savings wherever possible.
We keep a written record that is shared with all parties, tallying up any variations and keeping a running total of the total contract value so that you know exactly where you are at all times, avoiding unexpected nasty last minute surprises.
Producing Valuations & Quality Control
Clear Surveys will independently assess the progress of the contractor on site in line with the contract and check the works have been completed to a good standard. We will advise the contractor of any improvements that need to be made and suggest cost saving alternatives wherever possible. We then prepare the Interim Payment Certificate in line with any retentions and adjustments that are required. The contractor then raises their own invoice to match this Payment Certificate, which ensures you always pay the appropriate amount due at the appropriate time. Without this service in place, the contractor can make payment requests that are hard for you to accurately assess against progress made. This process protects you from contract breakdown where the contractor has received too much of the contract value prior to completion, leaving little incentive to complete the project.
Practical Completion
Clear Surveys will undertake the final inspection to see if completion has been achieved under the terms of the contract. Typically, this will involve ensuring the project is now a habitable part of the home with all major works now completed and only minor snagging and documentation outstanding. We will then certify a partial retention release, leaving you with some money still held back until the end of the agreed defects retention period. The contractor will then undertake any snags or repairs that come up during the defects retention period (typically 6 months from Practical Completion). We then certify the final retention release if all the requirements of the contract have been met by the contractor. This does not end the contractor’s responsibility, you still have your statutory rights and any lasting guarantees provided by the contractor, but the withholding of a retention over a longer period of time offers an incentive for the contractor to return to address any concerns in a timely manner.
Completion
So now your project is complete, and having followed the above pathway, you should have found the experience an enjoyable one and not the stressful, life limiting disaster you will have seen on numerous Grand Designs programmes! Like most things in life, good planning and expert advice leads to good results. It may seem complex and daunting, but Clear Surveys will guide you through these tried and tested methods of procuring and administering a project to make the whole process simple and understandable.
