Service delivery
General
- Provision of cost engineering/quantity surveying services required to cost control the design, procurement and construction service elements of the project;
- Provide financial planning, value analysis and assistance with respect to the apportionment of expenditures, valuations, measurement of work performed, payments and insurance considerations.
- Advise the client in respect of guarantees, bonds, contractor warranties and other financial safeguards and prepare an outline risk register for the project;
- Agree cost control procedures with the project manager and client and provide a regular cost report to the project manager;
- Agree with the client and project manager an allowance to cover contingencies appropriate to the stage of design or construction and which reflects the perceived risk.
Cost management (pre-contract award phase)
- Instigate cost control procedures during development of the design stage by means of a cost plan which conforms with the approved budget for the project;
- Prepare and submit regular reports to the project manager comparing actual estimates against the target cost plan. Identify problem areas and variances which cannot be contained within the cost plan. In such cases submit costed optional courses of action for consideration by the client (or his authorised representative);
- Estimates are to be prepared on a fully comprehensive basis and this is to be clearly defined;
- In conjunction with the project manager, identify areas of risk and uncertainty and review levels of contingency allowance appropriate to the design stage and probability of this happening. Monitor and report on the rate of commitment from contingency allowance funds, identifying reasons and justification;
- Obtain the approval of the client to estimates at defined key stages and only proceed to next stage when approval is received;
- When variations or additional works are being considered, obtain budget estimates including the effect on time and initial verification of the total price from the contractor(s) upon which an instruction will be issued by the project manager. Verification and approval of the price against the approved financial plan will be the responsibility of the quantity surveyor, prior to instructions being issued by the client;
- No variations or change orders shall be acted upon without prior consultation with and approval from the client;
- Advise and work in accordance with all appropriate statutory requirements and local by-laws in respect of procurement, estimating or other cost management services.
Contract management (pre-contract award phase)
- In respect of the approved contract procurement strategy, assist the project manager in making proposals for suitable potential contractors, sub-contractors or suppliers for the project. Where required by the project manager, prepare enquiry documentation for and invite contractor presentations, assist with or conduct interviews and make recommendations for a short-list;
- With the other consultants, advise on tendering procedures and contract arrangements. Prepare terms and conditions of tender, and where necessary draft specific amendments to standard forms of contract;
- Co-ordinate the preparation and issue of documentation (including preparation of contract preliminaries, bills of quantities, client’s drawings and specifications, as required) for the invitation of tenders (main contract and sub-contracts as appropriate);
- Complete a certificate of readiness for the documentation prior to proceeding to tender, to certify the suitability of the documentation for tender;
- For the purpose of maintaining the programme for the project, advise of any advance orders or preliminary works that may require ordering prior to the award of any construction contract (long lead items, etc.);
- Appraise and advise on tenders submitted by prospective contractors, sub-contractors and suppliers;
- Advise on the need for any works to be carried out under separate direct contract and assist with the preparation of contract documentation;
- Agree with the client the revised project budget / cost plan based on tender returns;
- Prepare contract documents for signature by the client and contractor.
Cost management (post-contract award phase)
Use reasonable endeavours to manage the costs of the project within the approved project budget / cost plan. Set up monitoring and control procedures.
Prepare and submit to the project manager a monthly report identifying as a minimum the following:
- The commitment status incorporating the anticipated final cost verses the approved sum, the commitment profile of actual verses planned and a summary of changes, costs, reasons and effects;
- The expenditure status incorporating an expenditure profile of actual verses planned;
- The claim status incorporating a record of expenditure of contingencies and an expenditure profile of actual verses planned;
Provide the client with certification that amounts claimed for payment are in accordance with the contract.
Contract management (post-contract award phase)
- Provide sufficient on-site inspection and valuation services to perform required duties and to fulfil the provisions of the contrac;
- Provide initial advice and input on contractor's claims. Carry out investigations, record occurrences and pass any proposed settlements to the project manager in the required detail;
- Attend progress meetings with the contractors, sub-contractors or suppliers as appropriate at monthly or more frequent intervals. Review the contractor's procurement and information requirements, action requirements or decisions required with particular relevance to critical dates;
- Provide the project manager, along with other contractors, sub-contractors, client with available information for preparation of suitable planned maintenance procedures;
- Participate, if necessary, in any off-site visits required in connection with the design and/or construction of the works.
Completion | Project closure
- Following practical completion, notify the contractor and other consultants of technical information required to enable final accounts for the project to be agreed;
- Use best endeavours to agree all final accounts with the contractor(s) and report thereon within 6 months of any practical completion(s);
- Provide details of final accounts to 3rd parties if required by the client;
- Assist the project manager in the preparation of a post completion report analysing the activities of the project and identifying areas of failure, highlighting lessons to be learnt and any recommendations for efficiency improvement.