Implementation & Execution

Compiling and issuing Tender Documents

We provide documentation that safeguards the equity for all contractors. This is to ensure that each contractor offers the client exactly the same costing for comparison.  Part of these documents will also stipulate the terms and conditions under which the client will require the contractor to execute their works, thus eliminating any hidden costs for both client and contractor.

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Contract Documentation for signature

We cannot emphasize the importance of the proper contract documentation between the client and the contractor enough.  In many instances, clients sign a one-sided contract that is drawn up in favour of the terms and conditions of the builder, leaving the client exposed to liabilities for unexpected occurrences. Clear contract documentation ensures that the client is sufficiently protected from liability should, for example, a builder not finish your contract when promised, or a member of public is injured on your premises where construction is taking place. In the unlikely event of the building burning down during construction due to open flames or other human errors, a proper contract will protect you from the risk of financial responsibility.  We use a specific contract that has been agreed upon between the member bodies of architects, quantity surveyors, engineers and contractors that protects all parties rights and obligations.  We will also scrutinize the civil contract and comment where appropriate.

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Monthly Cost Reports

This is an invaluable financial management tool to ensure that we keep to the agreed budget. Should there be changes, we can then re-work an up to date projection of what our end goal will be, thus always ensuring that when the contract draws to a close, there are sufficient funds to complete the project within the agreed budget.

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Cash Flow Reports

We calculate the expected cash flow of the contract using a theoretical calculation as well as a project program exponentiation.  The mean average between these two systems gives a reasonably accurate projection of building costs, professional fees and other general costs. This will give the client a clear indication of how cash outflows will occur during the project.  The calculation is revised on a monthly basis to ensure the information stays accurate and pertinent to any changes in the project.

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Project Risk Register

As part of the evaluation of the project, we create a risk register that ensures the overall risk is identified, mitigated and crossed off until the completion of the project

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Project Status Reports

Every month we issue a client with a status report, giving an overview on site progress, tracking on program and the financial health of the construction program.

Interim Payments and Reconciliation Statements

The basis of the contract is that you only pay for work as it is completed, and for materials that are physically on site.   This is to ensure that you do not subsidize other projects or to avoid the contractor getting into financial difficulties, thus forcing the use of other contractors to complete the work.  Guarantees are put in place assuring that the contractor will complete the work as agreed.  As the project reaches different stages of completion, the risk that the project will not be completed reduces, and subsequently these risks insurances are reduced.  When a client pays for material that is bought for the project that is not built in, the client must ensure that ownership of these materials are carried over to him on payment thereof.  In this instance, correct documentation must be adhered to and submitted to ensure minimal risk. This is evident and forms part of our interim payment function. However, this service is limited to the draws regulated by the financial institution.

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Contract Administration during the Construction Phase

At your discretion, we are able to append responsibility of the day-to-day administration of the contract as principal agents. This includes but is not limited to, keeping signed contract documents for all contracts and sub-contracts, contract correspondence, assessing revised drawings for cost variations, re-measured provisional work and pricing variations. Alternatively, as contract specialists we will invariably assist the appointed principal agent on the day to day tasks of executing the contract, as well as contractual claims assessment and opinions.

Cost Control and Management during the Construction Phase

We maintain responsibility for assessing revised or new drawings as they are issued for cost variations, value engineering new work for best cost benefits and in addition, we track changes and variation orders as issued. 

Management of Variations

Not all variation orders have cost implications. Some might have no alteration in the scope of work but have cost implications that need costing as agreed upon as the contract progresses. This guarantees that we are consistently aware of the final contract value.  This also involves client input to necessitate management of the construction contingency.