Contract Administration Flashcards
What is the difference between contract administrator and employer’s agent?
- CA - Administer the contract only.
- EA - Act on the clients behalf on all matters and administer D&B contract.
What are the timescales associated with contractor payments?
- Contractor issue valuation 7 days prior to due date.
- QS reviews and issue recommendation.
- C for P issued 5 days following due date at latest.
- (pay less certificate issued 5 days prior to payment date)
- Payment made 14 days following due date (usually amended)
How do you ensure a contractor’s valuation is reflective of works complete?
- Appoint QS
- Review on site and receive their recommendation for payment.
What is the change control process that is usually followed in projects you are involved with?
- Team member raises need for a change, submits change order form.
- Contractor issues VO with cost
- QS reviews cost and agrees
- I notify the client of the change and receive approval to instruct.
- I issue employer’s agent instruction.
What is an extension of time?
- Issued when as a result of delay not caused by contractor.
- Formally extends practical completion date.
What is usually included in an extension of time?
- Old PC date.
- New PC date.
- Relevant contract clause.
What is the process of issuing an extension of time?
- Receive contractors notice of delay.
- Assessment and comment / agree.
- Notify client and meeting to review and agree EOT can be issued.
- Issue extension of time.
What is practical completion?
- Signifies the works are materially complete.
- Allows the space to be occupied.
What are the benefits of a JCT contract?
- Known to the industry.
- Amendments can be more easily agree
- Meant for construction works.
- Time efficiencies vs. bespoke.
What information do you require prior to issuing PC
- Building control sign off.
- Health and safety file.
- Outstanding works schedule
- Project team sign off.
- Commissioning / life safety certs complete.
How would you deem if works were satisfactorily complete prior to issuing PC?
- Regular site visits.
- Building control approval received.
- Project team had confirmed sign off and provided a small number of snags.
- Health and safety file had been received.
What were the key areas inspected as part of your practical completion visit?
- Life safety installations.
- Bulk of the contract works.
In what part of a JCT contract is the PC date included?
- Contract particulars.
Which members of the project team join on PC inspection?
- Client
- Architect
- Services Engineer
- Quantity Surveyor
What is a building control certificate?
- Certificate confirming completion of works in line with building regulations.
What information is typically shown on a building control certificate
- Date
- Description of works
- Location of site
- Confirmation works complete in line with building regulations.
What is a health and safety file?
- Principal Designer collates it
- Description of work
- Residual hazards
- health and safety log
- As built information
What systems are typically witnessed?
- FCU’s
- Lighting
- Fire alarm
Is the defects rectification period typically 12 months in a standard JCT?
No, 6 months.
What is your typical involvement during defect rectification period?
- Light
- Notifying contractor of any defects arising.
- Inspection at the end of the period.
Prior to occupation, what key activities would the client be required to undertake?
- Fire risk assessment
- Insurances into clients name.
What is a Cat A+ refurbishment?
- Fit-out works on behalf of a landlord
- Tenant takes space fitted out.
- Doesnt have AV typically
How did you determine existing FCU’s were not suitable for retention?
- Validations.
- M&E engineer reviewed results.
- Issues with flow rate and life expectancy.
How did you ensure that the contractors cost for the new FCU’s was fair?
- QS reviewed.
- Benchmarked.
- BCIS
Was there a provisional sum in the contract for the new FCU’s?
- Yes
What information is included on an EAI?
- Date.
- Site location
- Description of works instructed.
Did the review of the costs prior to instructing the new FCU’s delay the project
- No quick review by QS
- Easier client decision as prov sum in the contract
- Flagged as risk from the outset.
Are you aware of any RICS documentation relevant to the role of employer’s agent?
Employer’s Agent: Design and Build (2017)
What insurances would you typically receive from a contractor prior to works commencing on site?
- Public Liability
- Contract Works
- Professional Indemnity
- Employer’s Liability
What is a latent defect?
- One that is not immediately visible by a thorough inspection.
What is a patent defect?
- Can be discovered by reasonable inspection.
What are the allowances for dispute resolution within a JCT contract?
- Mediation (named)
- Adjudication (named)
- Arbitration
in what is the latest point defects can be raised following the defect rectification period?
- 14 days following defect rectification period date
What timeframes are on the contractor to close out defects in liability period?
- Reasonable timescales.
What are the benefits of using an industry recognised contract?
- Expedience of agreeing amendments
- Limits risk of dispute.
How do you go about determining works are practically complete?
- Site inspection with project team.
- Receipt of all necessary certs.
What is your typical involvement during the defect rectification period?
- Coordination with landlord / tenant
- Any serious snags being rectified immediately.
- Inspection at 12 months to determine any further snags.
- Manage close out and issue certificate of making good defects.
