British Museum Flashcards
Why did these ‘number of variations’ arise?
Mainly as a result of:
RIW works
No need to remove the plinth;
Heating Pipework Alterations (UFH)
What were the variations?
RIW Works:
-Additional works to internal walls of Studio -(Removal or an additional 9.5m2 of existing plaster - 2nr operatives 6hrs each;
-Remove timber sub floor to allow for RIW works and reinstate on completion - 1nr operative 2 days;Install additional RIW system;
Re instate new lime plaster;
Decorations to wall;
Heating Pipework Alterations (Unforeseen heating and pipework repairs) ;
Gulley Cover, SS to Iron.
additional ‘damp areas’ identified for removal -
internal plaster words (live);
external render works (live).
South Elevation Add/Omit?
All works to the south elevation (internally and externally) including below ground drainage, as a result plinth not need move and RIW to be installed. - Omit: £25k, Add £10k (saving £15k) - was lime render and asphalt plinth still installed? (lime render just to a certain point?)
What were the final costs for all the variations?
£42,263.62 (£10k added for EoT Claim)
How many variations by the end of the project?
8 nr instructions (some just omission and addition of PSUMs; other confirmation of CDP items) issued at end of job.
Why was there a ‘loss and expense’ claim?
Delay in confirmation of ladder locations (delay to fabrication);
Delay in confirmation of blind fabric and colour (delay to fabrication);
Scaffold works could not progress until confirmation on the add/omits of the South Elevation works (RIW and drainage);
RIW related works ((plus additional defective plaster removal),
new RIW waterproofing works and plaster repairs. Removal of flooring required to apply waterproofing with subsequent re-instatement)
How did you assess the claim?
Processs of validating causes, review any concurrent works, how critical path affected; contractor tried to minimise impact (appropriate rescheduling?).
L&E claim?
Delay of above agreed at 5 weeks (£9.5k)
How did you determine costs?
Costs based on preliminary items list and other costs submissions the contractor made re site office overheads, loss of profit
Loss of profit calculation:
Baseline profit documentation.
Compare expected vs. actual profit.
Link event to profit loss.
Efforts to mitigate loss.
Direct costs:
labour, materials, subcontractors and provide supporting documentation such as invoices, receipts, and payment certificates
Overheads:
Contractor identify and allocate these overheads directly attributable to the event; then determine a suitable allocation basis, such as project duration or value proportion; highlighting any increased costs, inefficiencies, or disruptions caused.
L&E - if not agreement by actual costs, how did you agree costs on a fair basis?
O/H rate of 5% applied to costs of variations, Time-Based Preliminary items I derived a figure of £1.8k/week, coming to circa £9.5k in total.
Although stating to the contractor and the client that actual costs can be used to determine costs, they both agreed to accept this figure.
How did you ‘keep good records’ of the changes made?
Record event.
Initiate change control.
Agree costs, document.
Save instructions in folders.
Review loss and expense claim.
Agree, document, file correspondence.
What are ‘good records’?
Clear,
conclusive,
well organised
easily be retrieved from folders.
What was involved in ‘agreeing the final account’?
All costs claimed for are substantiated;
All works are complete,
variation works and costs are all substantiated and authorised,
EoT has been certified;
L&E costs have been agreed.
How did you ‘package’ the documentation when the final account was agreed?
Document showing the breakdown of FA costs
The ‘records’ of cost agreements
necessary certifications
Above bundled together as evidence for auditing purposes that the costs included in the agreed sum are correct.
What is required to be in place to allow for the final account to be agreed?
All works need to be complete (so a Certificate of Practical Completion is implied);
all variations, claims, etc need to be agreed and included in the account;
there are no outstanding disputes;
both parties agree the the final figure.
How is the final account confirmed as agreed?
Statement of Final Account signed,
However, it can be amended even if signed: for errors or omissions, fraud, mutual agreement, dispute resolution.
How did you ‘issue’ these Instructions?
If for instance Instructing a variation then:
agreement that there is need for the works, the works are not part of the scope,
the client wishes to proceed with the works, costs might be agreed at this stage (or not),
a Certificate of Instruction eg nr 3 is issued describing the variation works and associated costs (if known at that stage).
What works did they cover?
4 Omit UV film to clerestory windows;
5 omission of PSum and Contingency;
6 South Wall changes (RIW related);
7 Heating pipework alterations;
8 revisions to drainage at south elevation + retain iron gully channel covers.
What PSUMs were there?
window repairs to clerestory;
lead repairs additional replacement and structure beneath;
additional hoppers;
replacement of weatherboarding; replacement of 5 ln of below ground drainage run;
masonry repairs following render removal; upgrade rainwater goods - 5ln guttering downpipes,connections;
discovery of live plaster internally;
discovery of live render;
replacement timber ceiling support structure;
replacement of concrete pavers;
unforeseen services modifications including rewiring for replacement light fittings; unforeseen heating and pipework repairs.
How did the Contractor submit ‘firm costs’/ and how were these dealt with?
PSUMs omitted by Instruction and later Instruction identified firm cost - firm cost based on agreed cost between myself and contractor (valuation rules, quotes, dayworks).
How soon after site completion did you issue the PC Certificate?
Should be issued promptly after the works are considered complete and ready for beneficial occupancy.
In practice, this could range from a few days to a few weeks
What are ‘minor works remaining’?
External works ie repairs to garden wall; partial reconstruction; £900.
What works had the Contractor ‘failed to rectify’?
Repairs to garden wall - this was a remaining item of contract works.
Is this an instance of ‘minor works’ that can be done after issue of the Practical Completion certificate?
Yes, snagging or minor outstanding works, do not materially affect beneficial occupancy.
Can an ‘omission’ and ‘Instruction’ be issued after Practical Completion?
Yes
You mention a ‘new’ Statement of Final Account - wasn’t the original Statement conclusive?
No. Can be adjusted. Ref earlier flashcard
How did this ‘discussion’ around the contract to be used arise?
Project handed over post-architectural design.
Engaged to create pricing document and tender package.
Contract type discussed at kickoff meeting.
Proposed JCT Minor Works contract.
How ‘small’ was this project?
circa £225k
How ‘simple’ were these works?
Refurbishment works, internally and externally including the grounds, to the existing Studio relating to improvements primarily concerning
water tightness,
internal environmental conditions, and
redecoration/refurbishment.
What were the CDP items?
Services: including underfloor heating and temporary services modifications/diversion; Ventilation grill to plant room;
temporary works including scaffolding, temporary services modifications;
lead sheet covering/flashings;
mastic asphalt roofing/insultaion finish; sanitary appliances/fittings: new studio taps; permanent access and safety equipement: mansafe roof access system.
How were these CDP items incorporated into the contract documents?
Separate document (Employer’s Requirements?) listing out CDP work items and design/performance criteria alongside. The JCT Approval process was to be followed post contract.
What was the exact duration of the project?
12 weeks duration to programme.
Why was there a ‘requirement to retain design control’?
Grade II listed building.
Aesthetic and environmental considerations.
Consultation with studio users.
Emphasis on comfort and working environment.
Client’s prior collaboration with architect.
How did the ‘discussion’ concerning the LADs arise?
Yy usual discussion I have with clients concerning contract particulars when I am drafting the Preliminaries document which forms part of the tender package, alongside insurance levels, retention, etc.
What was the LAD figure?
After telling the Client it needed to be realistic and I was not able to give advice on a figure other than pointing them to reasons behind they may have additional expense
- they ultimately decided to apply a figure of zero (this may also have contributed to the tenderers lowering their submissions as they didn’t need to price in this ‘risk’).
What did the Client base this figure on?
Finance charges and Professional Fees could have at least been included however the Client decided not to impose so that Contractor’s didn’t need to price in risk
What water penetration, how penetrate?
Water ingress from exterior to interior.
Ground-level water absorption into masonry.
Capillary action and porosity.
Hindered release at higher levels due to non-breathable render.
Resulted in water buildup and inward migration.
Typical methods for waterproofing?
Damp proof membrane (DPM) below ground floor slab.
Damp proof course (DPC) in outer skin of cavity wall (150mm above ground level).
Weep holes above DPC for water drainage.
What is damp?
Water penetrating the building causes ‘dampness’ having the effect of: mold growth; degradation of building materials (plaster, drywall, wood, insulation), staining and discolouration; odours; electrical hazards.
How identified that water penetration from the ground was the cause?
Environmental Building Solutions survey and their recommendations for rectification works
Initial proposal for rectification works?
Environmental Building Solutions (EBS) who advised works as described pg 17. The works were incorporated into the architect’s plans.
How remove adjacent concrete plinth?
Jackhammers/concrete saws;
remove/prise out of ground;
dispose.
What M&E plant being rehoused?
Chillers: Refrigeration systems for cooling water or fluids in HVAC systems.
Operate via vapor compression or absorption refrigeration.
Absorb heat from fluid and transfer it to refrigerant gas.
Cycle includes compression, condensation, expansion, and evaporation.
How works - Air-Cooled Chillers?
Air-cooled chillers utilize ambient air to cool refrigerant.
Commonly feature air-cooled condensers, situated on nearby rooftops.
Ideal for smaller buildings or areas with limited water access.
How rehouse and where?
Identify adjacent site for new plinth on eastern elevation.
Shutdown and disconnect existing chillers, with pipework through masonry wall.
Remove plant from plinth using crane/forklift and lifting gantry.
Reconnect pipework through masonry walls post-relocation.
What ‘mastic asphalt skirting’ and how installed?
Mastic asphalt is a durable and waterproof material commonly used in construction
Use mastic asphalt for skirting or baseboard.
Apply primer to masonry wall for adhesion.
Heat asphalt, apply with trowel.
Extend slightly onto ground for seamless transition and waterproofing.
What is a rainwater gulley?
Collects rainwater from roof and paved areas.
Installed at ground level.
Components: grating/cover, outlet pipe.
Directs water away from buildings.
Outlet pipe - connecting to the drainage system
How install a gulley?
Excavate trench/pit for gulley.
Place gulley in trench.
Connect outlet pipe to drainage system.
Backfill trench with compacted soil.
Install grating cover.
What involved in re-rendering a wall?
Mechanical removal using hand/power tools.
Chiseling, scraping, sanding old render.
Application of new render.
What a ‘breathable lime render’ and why appropriate?
Allows moisture vapor to pass through.
Made from lime, sand, water.
Additional additives for specific properties.
Breathable, allowing moisture vapor escape.
Flexible, withstands movement without cracking.
Durable, strong bond, withstands weathering, UV radiation.
This ‘other project’ - why was it not known earlier that the M&E could be rehoused under that project?
This was information that the client had not been aware of at the time (instance of a client risk item - large client many departments and works going on)
What were the details of this ‘other project’?
Relocation of plant from studio side roof.
Current location difficult for maintenance.
Plant to be rehoused in new area (chillers location identified earlier)
Improved accessibility for maintenance.
How did you come to ‘advise’ this large cost saving using an alternative - was it your idea?
How did you know there would be a large cost saving?
Considered internal waterproofing due to basement knowledge.
Recognized potential cost savings if plant relocation avoided.
Proposed RIW waterproofing for wall and slab internally.
Estimated lower costs despite potential impact on schedule.
What is ‘water penetration prevention to the inside walls and concrete slab’?
Application of the RIW Toughseal to these areas preventing water penetration to the finishes
Was investigation required beforehand to identify what the particular construction of the walls and floor was before recommending a solution?
An investigation had already been undertaken identifying that there was a concrete slab and that the external wall was solid masonry (structural engineer report).
How was it determined the recitification measures that would be effective?
Contractor contacted suppliers giving the details of the building and the appropriate product and measures required.
RIW got involved and proposed the final solution which was then forwarded on to the architect for agreement and myself for costing.
What was the process involved in the ‘application of RIW Toughseal’ to the walls and floors?
Contractor works: -
-Removal or an additional 9.5m2 of existing plaster (cost- 2nr operatives 6hrs each, this should be a contract rate!);
-Remove timber sub floor to allow for RIW works and reinstate on completion - (cost - 1nr operative 2 days);
-Install additional RIW system (quote)
-Apply RIW reinforcement strip to wall / floor junction;
-Re instate new lime plaster (cost - contract rate) ;
-Decorations to wall (contract rate).
What is ‘chasing’?
Cutting out a depth of a material so that another material can be built in/applied - as in the case of the RIW Toughseal.
What was the construction of the walls that were being ‘chased’?
Solid masonry walls (made of brick)
What is ‘rainwater drainage’?
Rainwater collected from the roof, down pipes, into gulleys, then connection into the underground drainage system
What is a ‘slot drainage channel’?
A small metallic channel installed into the ground with grating above to collect and channel water into the gulley.
ACO Multidrain M100 bedded in 25mm epoxy mortar with stainless steel Intercept profile grate.
How was the rainwater drainage ‘reconfigured’ with reference to the slot drainage channel and new gulley?
instead of the slot drainage channel being adjacent to the wall it went around the plinth leading to a gulley in a different location. The gully in this new location led to connection to another manhole.
What works did this involve?
Excavate trench or pit for gulley placement and drainage system access.
Position gulley within trench.
Connect outlet pipe to drainage system using appropriate fittings.
Backfill trench with compacted soil or aggregate.
Install grating cover over gulley.
Why was reconfiguration necessary?
The slot drainage channel had to go around the plinth requiring a gulley in another location and a connection to a different manhole.
How were the costs obtained for all of this?
The contractor submitted costs:
-additional excavation (including to manhole) - contract rate;
-additional channel (contract rate);
-new gulley (as before);
connection gulley to manhole (as before);
for the RIW items - this is in another flashcard
What form did your advice take/over the phone, in writing?
Over the phone and Teams meeting.
How did you ‘ advise’ on additional tenderers?
How did you carry out the ‘pre-qualification process’?
Client had 2 nr preferred who the client had already worked with
requested two others.
I discussed with colleagues suitable contractors.
To all 4 nr contacted for interest with brief description of project, contract, etc.
Then sent PQQ form re finance, organisation, qualifications, etc.
When all acceptable, they were confirmed as on the list for tender submissions.
What works experience ‘of a similar nature’?
Galleries and museums projects we have worked on.
Size of works and type.
What is an ‘Invitation to Tender’? What does it contain?
Ref Key Documentation List Decks
How did you ‘issue these out’?
Issued out electronically via email.
What was this ‘new information concerning surveys’ on the M&E?
Why was it needed?
Why was it not already included in the tender pack?
New updated surveys on M&E services.
Client Risk and Design Risk:
Client had inadvertently forwarded superceded M&E Survey information and realised during the tender this error and forwarded new survey information.
How did you issue this as an addendum?
How did you notify this extension of 1 week to the tenderers?
How did you determine 1 week was appropriate?
Added as an item to the Tender Queries and Clarifications list;
Employer’s Requirements Change:
-New Pricing Document issued with change relating to the M&E surveys
-Updated surveys added
-Packaged together and issue out to each of the tenderers.
1 week extension added to the Tender Queries and Clarifications List.
Stating the new submission deadline date
In order to obtain new costs from subcontractors.
What were the implications of these new surveys?
What more remediation works to services were required?
Lighting Survey Report
£10k (relamping; we detected equipment which had failed, areas of superficial failings and evidence which, if treated would extend the life and correct operational condition );
UFH Survey Report
£25k (The underfloor heating is outdated and the controls are not fit for purpose. The system requires replacement although the pipework may be able to be retained is cleaned and power flushed);
**Ventilation/AHU Survey Report
£135k replace AHU, £65K refurbish AHU, £18k replacement of Hunidifier and controls.
What more remediation works to services were required - primarily it related to the
**AHU where Refurbishment of the AHU (£65k) now required instead of just Humidifier and Controls (£18k). Involved more works and increased costs by circa £50k.
How did you ‘carry out the tender analysis’?
Refer to Key Lists Deck
How did you check that the ‘addendum was fully incoporated’ into their submissions?
Requirement when issuing the addendum that they were to use the revised Pricing Document attached (v2).
How issue tender report?
Emailed to client directly, phone call beforehand and Teams meeting. Email message highlighting key aspects.
On what basis did you ‘recommend the contractor’ for the works?
Price only. Refer to Key Lists Deck
What was the criteria for scoring the tenders?
Price only, lowest price.
When is the Final account stage?
When PC had been achieved (and consequently, variations, claims, expenditure of PSUMs, etc should by this time be over! - therefore, ‘the final account stage’.
How was the EoT claim made/the format?
Contractor submitted EoT claim notification.
Followed by detailed substantiation, listing reasons for delays.
Reviewed each claim’s validity, relevance, and attributed time.
Assessed for double counting of delay extensions.
Evaluated impact on critical path and rescheduling possibilities.
How did you assess the costs in relation to the extension of time?
Refer to earlier flashcard
If not agreement by actual costs, how did you agree costs on a fair basis?
As part of the tender and forming the contract, the contractor submitted their O/H rate of 5% (just for the overheads estimate) to which I applied to the costs of the Time-Based Preliminary items - I derived a figure of £1.8k/week, coming to circa £9.5k in total.
Although stating to the contractor and the client that actual costs can be used to determine costs, they both agreed to accept this figure.)
How did you ‘negotiate the final account’?
Ref earlier flashcards for standard factors
So, costs for L&E are based on Preliminary item costs?
No.
To clarify: the cost items for preliminaries were those listed in the pricing document for Time-Based costs and the costs submitted closely related to these. To reach a quick agreement, the client agreed to accept these costs.
How was it ‘shown’ that scaffolding costs were also ‘incurred’?
Invoices from the scaffolding supplier were submitted identifying the site, time period, extra hire rates.
Were any other items shown to have been ‘incurred’?
The contractor made no claims for any other items. And the Client wished to agree the claim figure based on my estimated costs.
So ‘quotes’ are acceptable as a claim for loss & expense?
Yes
Are any other documents acceptable for a claim for loss & expense?
Documentation proving ‘actual’ loss and expense.
For evidence and agreement of Loss - refer to earlier flashcard
For evidence and agreement of Expense - refer to earlier flashcard
Why are claims for ‘OHP on L&E not applicable’?
Because the cost for L&E represent the actual costs incurred (and this includes additional OH; includes loss of profit - taking contractor back to ‘baseline profit’).
Why did the client ‘have a tight budget’?
Could not source any other funding from the financial pot allocated for that year.
Why were there ‘high tender returns’/was your PTE inaccurate?
No.
Additional M&E works following addendum were required.
AHU where Refurbishment of the AHU (£65k) now required instead of just Humidifier and Controls (£18k). Involved more works and increased costs by circa £50k.
What was this ‘value engineering meeting’/was it a workshop?
How did you ‘go through the list of items’/ had you prepared anything in advance/had you prep’d the client and architect in advance?
Reported costs to the client and architect and suggested we have a meeting to discuss.
During meeting, agreed that works needed to come down to the budget level and we all: architect, client, and myself, marked up my pricing document with URGENT, PRIORITY, AND PREFERRED.
Later, on reviewing this document I drew up a 3 column cost matrix were I identified alternatives to each of the items and potential cost savings.
This was a mixture of value engineering and scope of works reductions.
I forwarded this document on and we had another meeting to come to an agreement on what changes should be made.
What items did you ‘propose’ for value engineering and why did you think these were suitable?
VE: Mezzanine access staircase replaced with retractable mechanism (rejected);
Omit: Back of house area redecorations omitted;
VE: kitchenette areas was upgraded not replaced;
VE: side windows were renovated rather than replaced;
VE: UFH cleaned and flushed rather than replaced (Survey Report £25k full replace);
VE: repair instead of replacement of all external paving
Why suitable:
Retractable stair would still allow for access
Kitchenette area still usable with added facilities
UFH still operational and flushing allow for effective working
External paving repaired and fully usable
Met Client’s need of meeting it’s key goals for the project ie comfortable working environment
What was a ‘comfortable working environment’ and how was this achieved by the works undertaken?
improved natural lighting and shading; Replacement of light fittings;
ventilation system fully operational;
underfloor heating fully operational;
Mould and water penetration removed;
Mezzanine better storage with access.
Achieved by - retaining all the work items associated with this or providing alternative solutions.
How was the ‘rectification of building defects (water penetration) going to be achieved?
Refer to earlier flashcard
What ‘M&E services’ were being rectified/what were the rectifications?
Refer to earlier flashcard
How was ‘the new pricing document’ adapted from the original?
Omitted items removed
VE items replaced with new requirements
OHP adjusted
Preliminaries adjusted following new programme submitted by contractor
ER documents updated
How had you identified the ‘winning tenderer’ now that the pricing document had been changed?
No qualitative scoring on this tender; original was lowest cost;
making the adjustments still resulted in the tenderer being the lowest price (process of ‘normalisation’).
What if another tenderer turned out to be the lowest after VE?
What if the Client didn’t want to consider the other tenderers?
I would have given them the opportunity to accept the scope change.
I would refer them to the Public Procurement Regulations and identify if they are able to do this in this situation.
Could there be a problem now, given that the other tenderers were under the impression that they were bidding for the original scope?
Was an opportunity given to the other tenderers to adjust their costs?
Procurement regulations may grant procuring entities the ability to negotiate with the original winning tenderer to adjust the contract terms or price to accommodate the reduced scope of works. However, there may be limits to the extent of such negotiations, and
transparency in the negotiation process is typically required.
