Construction Contract Administration
Years of experience in
contract Administration
Contract administration involves the function of ensuring that any activities within the construction process are in compliance with contractual specifications including, but not limited to: quantity, quality, objectives and manner specified within the contract. The CA will be responsible for managing, negotiating and executing the contract process offering all the support required.
Our Services
We can act as contract administrator / employer’s agent using a variety forms of contract. Some of the services we can assist with are:
- Contractors selection
- Inviting and processing tenders
- Preparing schedule of works
- Preparing contract documentation
- Issuing instruction and dealing with payment provisions
- Enforcing building codes
- Issuing the certificate of making good defects and final certificate
- Facilitating communication between client, project team and sub-contractors
- Preparing and issuing construction progress reports and chairing meetings
What information does a Contracts Administrator need from a client during the Pre-construction Phase?
Since the CA is appointed, it starts constantly exchanging documentation with the client which will be processed efficiently in order to make the right decisions. It is important the CA receives all the information from the planning stage to mitigate any issues may occur when the construction stage begins.
Furthermore, it is very important the CA receives from the employer all the project details to make sure all is in good order. This will include, but no limited to the following:
- A copy of the contract signed by both parties client and contractor
- Planning permission detailing any conditions project related
- Building regs approval
- Schedule of works agreed
- A copy of Construction drawings included within the agreed contract
- Interior design finishes
- Party wall agreements
- Asbestos notice
- Details of utility services
- Construction management plan
- Traffic management and road closures
What information does a Contracts Administrator need from a client during the Construction Phase?
During the construction phase it would be ideal to have a document management system in place in order to have all the information saved in a central datebase. However, if this is not possible there are other ways to do it.
The CA recommends to the client keeping all details (i.e. instructions, reports, confirmations, etc) in writing and that any correspondence is filed in a way that shows the date when the information was received to avoid any future disputes and reseolve them rapidely in case any arise.
During this phase we would like to point out that transparency is key to run the project smoothly, hence we always ask the client to collaborate and make their intentions clear.
In conclusion, during the construction phase it is more important how we process documents rather than planning. The CA aims to stablish a good and transparent working platform with the client in order to make the right decisions quickly and efficiently, hence not jeopardising the construction programme.
What makes a successful Client/Contract Administrator Relationship?
The CA will build a good relationship with the client by acting with certain principles. It is key to set reasonable expectations from the outset. Furthermore, the CA must be clear and firm up the limits and scope in line with the client capabilities.
The CA must act with honesty an integrity being open and approaching the client using the right skills when informing about any issues that might not be expected.
