Works Progress and Quality Management

Question 1

What is required to carry out a site inspection and the importance of recording progress of works?

Answer 1

• Correct PPE dependant on the site.
• Conduct a visual inspection based on plans (take measures if needs be)
• Take lots of photos and save them to record evidence.
• Important to track progress.
• Document meeting minutes if they need to be relied upon at a later date.

Question 2

Can KPI’s be used as a measure against the programme?

Answer 2

Yes - During inspections, use checklists derived from the programme to verify task completion and timing. Regularly review KPIs to monitor overall project performance against the schedule.

Question 3

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

Answer 3

• Regular site inspections with photographic evidence, using the programme to ensure the works are on track.
• KPI’s such as works completed vs programmed works. Quantitive measurement to see progress.

Question 4

Preambles, drawings

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

Answer 4

To ensure that the project meets the agreed-upon standards and specifications, providing a clear benchmark for quality throughout the project lifecycle. E.g Detailed drawings that include notes on quality standards and specific requirements for materials and workmanship. Preambles

Question 5

What would you do if a project is behind schedule?

Answer 5

• Identify the key milestones that are behind and establish an early reason for this.
• Identify the impact on the overall programme and any associated costs.
• Communicate to stakeholders
• Identify areas where time can be recovered, can activities be run parallel or can extra labour be introduced.

Question 6

What type of dispute might arise from a delayed project?

Answer 6

Extension of time claims, determine if the cause of delay is a relevant event or a relevant matter.

Question 7

How would you deal with EoT?

Answer 7

• Determine if the reason for the delay falls within the contract’s allowable grounds for an EOT (e.g., unforeseen site conditions, design changes).
• Evaluate the evidence provided, such as daily logs, photographs, reports, and correspondence, to confirm the validity of the delay and its impact.
• Analyse how the delay affects the overall project schedule, including critical path activities and milestones.
• Determine if there are any associated costs with the delay, such as additional labor, extended overheads, or potential penalties.
• Agree or negotiate the claim based on this.

Question 8

Why is it important to monitor works progress?

Answer 8

• Keeps track of key milestones.
• Identify any quality issues and rectify them whilst on site.
• Minutes help if disputes occur.

Question 8

Talk me through your understanding of Surveying Safely in relation to works monitoring.

Answer 8

• Pre survey planning (risks – open trenches, moving machinery etc)
• Sign in to site, and have an induction if first time.
• Suitable PPE.
• Collect data safely.

Question 8

What is an extension of time request?

Answer 8

An extension of time (EOT) request is a formal request made by a contractor or construction professional to extend the deadline for completing a project or a specific phase of the project. This request is typically submitted when the contractor encounters delays that prevent them from finishing the work on time, as initially agreed in the contract.

Question 8

There are some elements of work where an inspection on site will not reveal if the specification has been met. Give 2 examples where you may need additional tests how you determine the quality.

Answer 8

• Insulation performance, While you can check the installation for proper coverage and alignment, visual inspection alone cannot determine the actual thermal performance or confirm that the insulation meets the specified R-values or thermal resistance.

Question 9

Name 3 of the principles given in McGlinn v Waltham Contractors for inspection work.

Answer 9

• Duty of Care in Inspections: Inspectors and contract administrators must exercise reasonable skill and care during their inspections and are liable if they fail to do so.
• Contractual Quality Standards: Contractors are required to perform work that meets the contractual specifications, regardless of any inspections.
• Notification and Rectification: Defects identified during the construction process must be properly documented and addressed to avoid further complications.

Question 9

When carrying out an inspection of work on site list 3 items preparation you should do?

Answer 9

• Reviewing project documentation to understand the scope and requirements.
• Preparing inspection tools and equipment to ensure accurate and efficient inspection.
• Coordinating with relevant parties to secure access, adhere to safety protocols, and ensure effective communication.

Question 10

Name 3 methods of assessing progress that you could use.

Answer 10

• Physical inspections
• Progress reports
• KPI

Question 11

Is the critical path useful when monitoring progress?

Answer 11

The critical path is the sequence of activities that determines the minimum project duration. It highlights the tasks that directly impact the project’s completion date.

Question 12

What is the difference between a CA and Clerk of Works?

Answer 12

• Contract Administrator (CA): Manages the contractual aspects of the project, coordinates between parties, and ensures adherence to contract terms.
• Clerk of Works: Focuses on inspecting and ensuring the quality and compliance of the construction work on-site.

Question 13

What legal guidance is there for when building works should be inspected, at what frequency and what should be looked at?

Answer 13

Standard contracts like those from the Joint Contracts Tribunal (JCT) or the New Engineering Contract (NEC) include provisions for inspections, including timing and frequency. Regulations may specify inspections for foundational work, structural work, damp-proofing, and other critical stages to ensure compliance with safety and performance standards. Inspections typically occur at various stages, such as before concrete is poured, after major structural elements are in place, and at the completion of key aspects of the building work.

Question 14

In the case of JCT minor works, where the contractors programme is not necessarily as a contract document, how do you monitor progress?

Answer 14

• The programme should still be used as a tool to monitor progress even though it is not part of the contract.
• Could introduce KPI’s
• Monitor progress with regular site inspections.

Question 15

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

Answer 15

• Intro
• Site and work description
• Progress
• Milestones and achievements
• Budgets and costs
• Health and safety
• Risks
• RFI
• Variations

Question 16

What does a Pre-Completion Inspection include?

Answer 16

Assessing any snags (small rectifiable defects) before the project is handed over to the client. Snags include any defective decoration, minor defects etc.

Question 17

At what stage is a Pre-Completion Inspection carried out?

Answer 17

A Pre-Completion Inspection is carried out near the end of a construction project, typically when the project is substantially complete but before it is officially handed over to the client. This inspection is a critical step to ensure that all work has been completed according to the contract specifications, quality standards, and regulatory requirements.

Question 18

Stourbridge design team

Follow-up Question: Can you provide an example of a situation where adjusting the frequency of site visits impacted the progress or outcome of a project?

Answer 18

• Initially scheduled visits every 2 weeks.
• The contractors was requesting further information from the engineer.
• As opposed to communicating via emails and telephone calls, I suggested a design team meeting on site to bottom out all issues in one discussion.
• This helped keep the project on track.

Question 19

As a Contract Administrator, how do you determine the appropriate intervals for site visits to assess the progress of works?

Answer 19

I determine the appropriate intervals for site visits based on the complexity of the project, the phase of construction, and the specific needs of the project. For instance, during critical phases such as the foundation or structural work, more frequent visits might be required to ensure compliance with specifications and to address any emerging issues promptly. For less critical phases, such as finishing work, the intervals might be longer. Additionally, I consider the feedback from site supervisors and the overall progress reports to adjust the frequency of visits as needed.

Question 20

What key factors do you consider when assessing whether the works are progressing according to the programme and budget?

Answer 20

Key factors include comparing actual progress against the project programme and budget, evaluating the quality of work completed, and assessing whether any deviations are justified. I review progress reports, monitor milestones, and check for any discrepancies between planned and actual progress. Additionally, I evaluate cost reports to ensure that expenditures are within the allocated budget and that any variances are documented and justified.

Question 20

How do you handle discrepancies between the actual progress and the planned programme or budget?

Answer 20

When discrepancies arise, I first identify the root causes by reviewing progress reports and consulting with the project team. I then assess whether the discrepancies are due to unforeseen issues, delays, or mismanagement. Based on this analysis, I work with the contractor and stakeholders to develop a corrective action plan, which may include adjusting the programme, reallocating resources, or modifying the budget. It’s essential to document all changes and communicate them clearly to all parties involved to maintain transparency and manage expectations.

Question 21

How do you prepare for and structure meetings to ensure they run smoothly and that all relevant topics are covered?

Answer 21

Preparation involves creating a detailed agenda that outlines the key topics to be discussed, assigning time slots for each item, and distributing the agenda to participants in advance. I also gather any necessary documents or reports that will be reviewed during the meeting. During the meeting, I follow the agenda closely, manage time effectively, and ensure that all participants have an opportunity to contribute. I also take comprehensive notes to capture key decisions and action items.

Question 22

Can you describe a time when a well-prepared agenda significantly improved the effectiveness of a meeting?

Answer 22

On a project involving multiple stakeholders and tight deadlines, I prepared a detailed agenda outlining specific discussion points and time allocations for each topic. This preparation ensured that the meeting remained focused and productive, with all key issues addressed within the allocated time. As a result, we were able to resolve several outstanding issues efficiently and make timely decisions that kept the project on schedule.

Question 23

What are the key elements that should be included in meeting minutes, and why are they important for managing construction projects?

Answer 23

Key elements in meeting minutes include the date and time of the meeting, attendees, a summary of discussions, decisions made, action items with assigned responsibilities, and deadlines for completion. Meeting minutes are crucial for documenting agreements, tracking progress, and ensuring accountability. They serve as a reference for all stakeholders and can be used to resolve disputes or clarify any misunderstandings that may arise later in the project.

Question 24

What steps do you take to document and address issues identified during site inspections?

Answer 24

During site inspections, I document any issues by taking detailed notes and photographs that capture the nature and location of the problem. I then prepare a written report outlining the issues, their potential impact, and recommended corrective actions. This report is shared with the contractor and relevant stakeholders. I follow up to ensure that corrective actions are implemented and re-inspect the work as necessary to verify that the issues have been resolved satisfactorily.

Question 25

How do you ensure that meeting minutes are accurately recorded and effectively distributed to stakeholders?

Answer 25

To ensure accuracy, I take detailed notes during the meeting and review them promptly after the meeting ends. I then draft the minutes and cross-check them with my notes to ensure completeness and correctness. Once finalized, I distribute the minutes to all relevant stakeholders via email or a project management platform. I also follow up with key participants to confirm receipt and address any questions or corrections, ensuring that everyone is aligned with the recorded outcomes.

Question 26

Explain what potential issues could arise with the Silverlink foundations.

Answer 26

• If the engineer did not consider the foundations to be suitable then the contractor would have had to remove the foundation they had done at their own expense.
• Design liability issues. If I as CA had reviewed the geotechnical report and given the clear I would have accepted design liability, however I wanted an expert to ensure the design was suitable.

Question 27

Who was liable for the engineer’s costs to check the raft foundations?

Answer 27

The contractor was responsible for this, on this occasion the engineer had a sum included within their quote for design queries within their quote.

Question 28

If the raft foundation is sufficient, does the client still have grounds to request the contractor to remove It?

Answer 28

Yes - If the contractor has made changes or deviations without proper authorization and these deviations are not part of an approved variation, the client can typically request the contractor to remove or rectify these changes. The contractor is generally obligated to return to the original design if the deviation was not approved. However practical considerations must be taken, such as delays and costs. Whilst the costs would need to be covered by the contractor is can damage relationships. The delay, although subsidised with LADS could be not worthwhile as the client would like the project finished. This is especially the case if the variation from design is considered suitable.

Question 29

What class was the Corby rooflight?

Answer 29

The rooflight was class B non fragile. Class B non-fragility means that the roof light or roof component has been tested to withstand a specified impact level without breaking. It is less resistant than Class A but still offers a significant level of protection.

Question 30

Why did you consider the weight from the water butt could have affected the grp?

Answer 30

Uneven or concentrated loads can create stress points in the grp, increasing the risk of cracking or breakage.

Question 31

What does CWCT technical note TN 66 mean to you?

Answer 31

• Centre for window and cladding technology.
• This note relates to the safety and fragility of overhead glazing.
• Categorises roofs into class 1, class 2 and class 3.
• Class 1 is roofs that can withstand foot traffic for maintenance to support weight of people and equipment.
• Class 2 roof that should not be walked on, but can resist when maintenance may trip or fall onto glazing.
• Class 3 fragile roofs.
• The roof was designed to class 2.

Question 32

Was it reasonable to request the contractor to replace the rooflight?

Answer 32

Yes, although the rooflight was a class b non fragile roof light, they are tested by dropping a load from a specific height onto the rooflight under specific test conditions. I was unsure how a concentrated load would affect the rooflight and did not want to risk any damage.

Question 33

How did you communicate your concerns about the roof light to the contractor?

Answer 33

The contractor was present at the inspection and agreed that the butt should not be on the rooflight and agreed to replace it at their expense. The main reason for this is that they could not confirm whether the butt has affected the non fragility rating of the rooflight and did not want the liability if it were to fail. Concentrated weight creates localized stress points on the GRP rooflight. Unlike distributed loads, which spread out the stress, concentrated loads can create significant pressure on a specific area of the rooflight. To maintain the non-fragility rating, rooflights must perform as tested under the standard impact conditions. Introducing concentrated loads that exceed these conditions can affect the rooflight’s ability to meet its rating.

Question 34

Did you discuss this issue with the client?

Answer 34

I did not feel it nessesary to discuss with the client. The issue was solved on site with the contractor agreeing to cover the cost of the 1no rooflight. I made the client aware of the change, but no discussion was held.

Question 35

If the contractor resists replacing the roof light, how would you handle the situation?

Answer 35

Issue a notice to the contractor stating why the rooflight should be replaced with evidence and allow the contractor to respond. If the contractor can respond sufficiently proving that the rooflight has not been affected, then it may be agreed to leave it in situ. However they would not be able to prove this without undertaking a controlled test, which would not be practical on an already installed rooflight.

Question 36

Follow-up Question: What was the outcome after you sent the photos and measurements to the engineer, and how did this resolution impact the project?

Answer 36

The engineer reviewed the photos and measurements and confirmed that the raft foundation, despite being different from the original specification, was suitable for the loads required. This resolution ensured that the foundation met the necessary structural requirements, preventing potential issues later in the project. The confirmation allowed the project to proceed without delays, maintaining the overall schedule and budget.

Question 36

How did you address the discrepancy between the contractor’s work and the civil engineer’s drawings during the Silverlink project?

Answer 36

• I first documented the deviation by taking photos and measures.
• I then requested details of the concrete used for the foundations (C25) 25 newtons, 28 days after the concrete has been poured.
• Requested photos from the contractor of the concrete pour and rebar.
• I sent all this information to the engineer to assess the suitability of this, which they confirmed.

Question 37

How did your on-site inspection and subsequent actions contribute to the overall quality management of the Silverlink project?

Answer 37

My on-site inspection allowed me to identify and address a deviation from the design specifications early in the construction process. By documenting the issue, obtaining expert confirmation, and ensuring that the foundation met the required standards, I helped maintain the quality and structural integrity of the project. This proactive approach contributed to the overall success of the project by preventing potential issues and ensuring that the construction adhered to necessary guidelines.

Question 38

Follow-up Question: How do you prioritize issues found during site visits to ensure that critical concerns are addressed promptly?

Answer 38

I prioritise issues based on their potential impact on the project’s safety, compliance, and overall quality. Critical concerns, such as structural deviations or safety hazards, are addressed immediately to prevent delays and ensure compliance with regulations. I assess each issue’s severity and coordinate with the relevant stakeholders to implement corrective actions quickly, minimizing any adverse effects on the project.

Question 39

What was your approach when you discovered the water butt on the new roof light during the Corby project?

Answer 39

• Upon seeing the water but I requested the contractor remove it.
• I then was concerned about the effect of the integrity, although nobody should be walking directly on the rooflight I requested the rooflight be marked as hazardous.
• I requested the contractor replace the rooflight to ensure it met the standards of all other rooflights.

Question 40

What communication steps did you take with the site foreman and the contractor regarding the issue with the roof light, and how did this affect the project?

Answer 40

communicated directly with the site foreman to address the immediate concern and instructed them to remove the water butt promptly. I then followed up with the contractor to ensure that a new roof light was installed and that no further issues arose. This clear communication helped resolve the problem quickly and ensured that the roof light met all safety standards, avoiding potential delays and maintaining the project’s quality.

Question 41

Follow-up Question: How did you ensure that the issue with the water butt was addressed effectively and that the integrity of the roof light was maintained?

Answer 41

I ensured the issue was addressed by first removing the water butt and then inspecting the roof light for any signs of damage. I required the contractor to replace the roof light to meet safety and performance standards. Additionally, I documented the incident and communicated with the contractor to reinforce the importance of following proper procedures for handling materials on-site. This approach helped maintain the safety and functionality of the roof light.

Question 42

Follow-up Question: How do you ensure that similar issues are avoided in future projects, and what measures do you put in place to monitor compliance with safety and quality standards?

Answer 42

To prevent similar issues, I implement strict protocols for handling and placing materials on-site and ensure that all workers are trained on proper procedures. I also conduct regular site inspections and enforce adherence to safety and quality standards. By maintaining open communication with contractors and using detailed checklists, I help ensure that issues are identified and addressed promptly, reducing the risk of compromising project integrity.

Question 43

HULL INSULATION

Describe a situation where your routine inspections led to identifying and resolving a potential issue before it escalated.

Answer 43

HULL - During a routine inspection of a new office building, I identified that the insulation installation in the ceiling was not consistent with the specifications, potentially affecting the building’s energy efficiency. I immediately reported the issue to the contractor and required them to rectify the installation. By addressing the problem early, I ensured that the building would meet energy efficiency standards and avoided potential rework or compliance issues later in the project.

Question 44

Follow-up Question: What specific actions did you take to resolve the issue, and how did this intervention impact the overall project outcome?

Answer 44

I documented the inconsistency and discussed it with the contractor, specifying the necessary corrective actions. I also conducted a follow-up inspection to verify that the insulation was installed correctly. This intervention helped maintain the project’s energy performance goals and prevented delays or additional costs associated with addressing the issue later. The project remained on track, and the building met all required standards.