20 - Works Progress and Quality Management

Question 1

What is required to carry out a site inspection?

Answer 1

The right tools to carry out an inspection including:
Understanding of scope of works and specification
Understanding of programme
Relevent PPE i.e. work boots, hi-vis, ID.
Camera
Any relevent tools i.e. tape measure/laser measure
Something to record site inspection notes on

Question 2

What is the importance of recording progress of works?

Answer 2

• Archived report of accurate site findings
• So you can monitor tasks, actions and project progress
• Can document any instructions, variations and findings which may be required should a dispute arise - resolve challenges
• Assist with client reporting and allows client to monitor
• Good practice

Question 3

Tell me about your knowledge of the requirements of recording progress?

Answer 3

I understand that recording progress allows me to effectively manage the progression of the project, provides a tool to monitor how the project is developing including any delays, setbacks, variations and instructions. This allows development plans to be implemented, and for client reporting

Question 4

Tell me about your knowledge of the requirement for quality descriptors as set out in the contract documents?

Answer 4

Provides clear guidance to the contractor to ensure the client requirements are achieved i.e. supplier, make, model, size, energy efficiency, colour, material. Enables the contractor to price accordingly.

Ensures the contractor understands what the client wants so the client needs can be achieved

Standard of quality from construction team should be based on the quality descriptors

Question 5

Tell me about your understanding of the differences between the duties of the CA and those of a person solely to report on progress and quality issues

Answer 5

The CA would administer the contract, include issuing documents to the contractor, raising orders, defining practical completion, managing payments, instructions and variations, EDLP, essentially overseeing quality and cost.

A person solely appointed to report on progress and quality issues i.e. CoW frequently on site and appointed to ensure quality on site i.e. workmanship and H&S, incl maintaining site logs

Question 6

What tools or methods can you use to determine site progress?

Answer 6

Undertake site inspection or feedback from CoW - compare progress against cashflow, and progress against programme using milestones to determine if on track, or identify any setbacks

Where applicable: units completed

Question 7

What would you do if a project is behind schedule?

Answer 7

• Discuss with site/contracts manager to identify cause of delays, understand impact and how to mitigate further delay
• Request revised new programme to understand impact
• Discuss impact and report to client.
• Agree an action plan i.e. increased labour, working hours, spec amendments
• Investigate impact on time and cost

Question 8

If a project is behind schedule, what type of dispute might arise?

Answer 8

Liquidated damages (where the client claims for delay to completion applying agreed LD’s within the contract documents)

Loss & expense claim (contractor claims direct loss and or expense for project being delayed due to relevent events which the client is responsible

Question 9

What is an extension of time request?

Answer 9

A mechanism by which a contractor requests a longer period than had been contractually agreed in order to complete the building works.

An extension of time is usually only given if the contractor proves that the delay to the completion date is not down to his action or inaction.

i.e. bad weather, client VO’s, difficulties on site

Question 10

How would you deal with an extension of time request?

Answer 10

Review request and if approved, respond by letter and issue change order.

Question 11

How would you use the specification to gain an understanding of the works and their quality/finish?

Answer 11

I would refer to specification to ensure the correct materials, workmanship and quality have been carried out in accordance with spec.

I would verify this through site inspections, or if required opening up, samples or testing.

Question 12

What headings do you use when setting out your progress reports for your clients?

Answer 12

Health and safety
Projects in progress
-programme
-quality
-issues
Completed projects
Works yet to start
Contractual matters
Specification matters
Financial matters

Question 13

What are some examples of important documentation required to capture information on progress and quality

Answer 13

Site inspection report
Snagging sheet
Handover inspection sheet
Defects list
Meeting minutes
Contractors report

Question 14

Project :East London Kitchens - talk me through how you inspected the kitchen

Answer 14

-Joint inspection with contractor
-Walked the room
-Visually inspected
-Testing openings
-Checked to ensure instructed works had been completed, and carried out in accordance with the agreed drawings and specifications.
-Recorded the findings of my inspection on a site inspection report including incomplete items, and snagging items.
-Took detailed photos
-Issued SIR to contractor for comment and rectification

Question 15

Project: East London Kitchens - how did you identify the missing seals?

Answer 15

• Visual inspection of door
• Ran hand around perimeter
• Identified missing seals and loose seals in some properties

Question 16

Project: East London kitchens - how did you manage the rectification of these defects?

Answer 16

• Issued site report to contractors with my notes incl. defects for rectification
• Agreed 2-week deadline with the contractor for snags to be rectified (and same-day for more urgent works i.e. no cooking facility)
• Kept in liasion with the contractor
• On completion, I re-attended the property with the contractors to confirm defects resolved, and took photos to evidence this.

Question 17

Talk me through how you undertake a defects inspection?

Answer 17

*Prior to end of the EDLP
* Joint visit with contractors to inspect all works completed
* Engage end-users i.e. residents or property managers to identify any faults they may have encountered
* Note down any faults of defective materials or faults from workmanship identified and take supporting photos
* Agree timescales with contractor in accordance with contract documents based on urgency of the repairs, and issue defects schedule with deadline.
* notify client and end-user

Question 18

How have you recorded for in-house/external purposes on the quality of works on site?

Answer 18

Carried out a site inspection, produced site inspection report with accompanying details photos of works on site.

Recorded in meeting minutes of monthly progress meetings

Question 19

Talk me through how you undertake an inspection

Answer 19

I will first check all the latest correspondence and make notes on anything I need to pay particular attention to such as for valuation purposes or quality standards etc. I will then confirm who will be on site to show me the progress of work and ensure that I am wearing all the relevant PPE. I will then review the progress of the work according to the specification including visual inspection, and testing where appropriate and make a note of any concerns and raise this with the site manager and client. Take detailed photos and record on SIR which I distribute to parties.

Question 20

Talk me through how you record progress?

Answer 20

-Site inspection report
-Photographs
-Meeting minutes/progress meetings

Question 21

How have you reported on rejected works?

Answer 21

-Speak to site manager
-Detailed photographs
-Site inspection report

Question 22

What were the reasons for rejecting works in your experience?

Answer 22

-Poor quality workmanship
-Incorrect materials/supplier/make/model/specification
-Defective
-Incomplete works
-Not to agreed/specified design

Question 23

Talk me through your understanding of surveying safely in relation to works monitoring?

Answer 23

• Need to have site specific procedures in place for the visit/inspection
• Before visit carry out preassessment of risks and hazards likely on the visit
• Consider appropriate PPE
• Consideration towards:
  travelling to and from site
  lone working
  property condition
  occupation
  activity
  site rules and welfare
  dangerous substances
  heights
• On arrival review OG RA, if not competent or comfortable to manage risks, stop and obtain assistance of competent persons
• Leave site secure, and notify site manager when leaving
• review visit i.e. lessons learned, notify hazards identified on site, log accidents

Question 24

Name 3 methods of assessing progress that you could use?

Answer 24

Programme versus actual progress on site
Cashflow versus actual spend
Progress reports
Site inspections

Question 25

When reporting to your client on delays to works progress, what would you report as being valid reason for the delay?

Answer 25

• Weather
• Client delay possession/lack of access
• Late instructions/variations
• Material delays i.e. affected by political matters, depending on how contractor managed risk

Question 26

Who can be a pre-completion inspector?

Answer 26

• Be a member of a recognized professional association experienced in surveying residential properties (e.g., RICS, RPSA, etc.)
• Hold relevant and adequate Professional Indemnity Insurance
• Only work within their competency