Contract Administration - Coopers Science Labs

Question 1

Why did you advise use of traditional, single stage tender?

Answer 1

• Client required full design prepared before works were tendered and required a lump sum cost for the works to ensure cost certainty against projected budget
• Works relatively simple in nature and didn’t require contractor input for buildability

Question 2

How did you receive the tenders?

Answer 2

• Advised that tenders be submitted over e-signature
• This ensured all tenders submitted privately and to the deadline stated
• Ensured all tenders were opened in the presence of a chartered surveyor

Question 3

How did you analyse the tenders?

Answer 3

• Received all tenders
• Checked for arithmetical errors, obvious errors in programme dates and lead-in periods
• Checked for any obvious errors in pricing compared between contractors
• Clarified any mistakes / errors and then wrote a tender report

Question 4

What did the tender report include?

Answer 4

• List of tenders received
• Initial cost of the tenders
• Any qualifications / clarifications identified
• Post-tender adjustments
• Revised tender sums
• Comparison of tenders
• Recommendation

Question 5

What timeframe did you judge the materials order to be “in good time”?

Answer 5

• Pre-start meeting was 4 weeks before the commencement of the works to allow the contractor to mobilise
• Within this period, I expected the contractor to place the orders
• Order was not placed until 3 weeks into the contract (7 weeks from selection of colours)
• Late delivery had detrimental affect on installation of:
  o Sinks and taps
  o Gas taps and pipework installation

Question 6

The works were at a school (so no loss of rent) – what were liquidated damages calculated on?

Answer 6

• Additional fees above what was agreed within the fee proposal
• I based this on my time for travel, inspection and reporting to the client and calculated on this basis
• £600.00 was set within the preliminaries and agreed with the school
• All contractors tendered on this basis so were aware of this figure

Question 7

Why did you assess the client was due LDs?

Answer 7

• Contractor caused delay that affected the critical path
• Contractor did not mitigate the delay quickly enough
• Works were not completed on time
• Contractor did not submit a formal extension of time

Question 8

What is the critical path?

Answer 8

• Completion of tasks in an order whereby not completing a particular item will result in later items being unable to start

Question 9

How did the worktop delivery affect the critical path?

Answer 9

• Affected the second fix of the mechanical installation
• All sinks, taps, gas pipework was to be installed following
• Classroom unusable due to this

Question 10

Why did you issue a certificate of non-completion?

Answer 10

• Contractor responsible for the delay
• Works were not completed by the completion date
• Safeguarded the client so that they were entitled to claim LDs

Question 11

What certificate did you issue for liquidated damages?

Answer 11

• A pay less notice – the LDs amount was deducted from the contractor’s penultimate payment application

Question 12

What did you issue following completion of the works

Answer 12

• Practical completion certification was issued once I was satisfied that the works were completed free of patent defects
• All relevant certification was issued within O&M manual

Question 13

What certification did you require?

Answer 13

• Gas safe installation certificate
• Fire-stopping detailing to all service penetrations
• NICEIC live electrical installation certification
• Data sheets / information on type of flooring, LED lighting, furniture, decorations
• Building control approval certificate