Project Services cover matters involving the implementation of construction or refurbishment works. The areas where we most commonly assist clients are:
Organising and Overseeing works of construction and refurbishment or relocating a business to a new premises
Our team gets involved in identifying, specifying and overseeing works of alteration, refurbishment or construction. This can include us fully specifying the works being undertaken or compiling a design brief and implementing them on a ‘design and build’ basis. The roles are described as contract administrator and employer’s agent respectively. All projects are carefully managed in terms of:
COST: to ensure the process of appointing a contractor to undertake works gives clients certainty of scope and cost. Before entering into a contract we check the contractor has not omitted any elements or provisionally costed items that can steeply rise once they are appointed. Prices must be competitive and there needs to be a mechanism for controlling or validating the cost of any variations to the project. Any payments made need to be open to scrutiny to ensure they have been properly certified.
PROGRAMME: key to the success of a project is understanding how long each process or stage in the project will take, and where there are key decisions to be made to keep the project on track for completion by a specified date. Where changes need to be made, the effect of these on the overall project completion timescale must be considered as there could be financial consequences as well.
RISKS: our experience enables us to consider where problems are going to occur that could delay the project or add to the cost – so these can be identified and eliminated or managed.
TIME: The amount of time needed to manage and communicate with the parties involved in the project; consider and respond to queries; check progress and quality; document changes and manage the overall process should not be under-estimated, and forms part of our role.
QUALITY: The end result should reflect the level of quality anticipated by the brief and provide a robust and durable solution that is free from defects. This will be dictated by the quality of materials used in the build and the standard of workmanship. This is something that we define at the outset in tender documents and monitor through to the end of the defects liability period.
HEALTH AND SAFETY: Clients have a duty to ensure that all projects are carried out in such a way as to minimise risks to the health and safety of contractors, staff and others. In larger projects, or those of more than one month, clients normally have a duty to appoint a CDM Coordinator to manage the health and safety elements of the project. Whether we are appointed in this role or not, we will have health and safety in the forefront of our minds throughout the construction process. Effective project management is key to delivering successful projects, but before starting works on site, we may also deal with – where appropriate – these other issues on your behalf:
- Liaison with landlord for Licence to Alter
- Applications for Building Control
- Application for planning permission or listed building consent
- CDM co-ordination
- Compiling building contracts
- Furniture selection, negotiation and procurement
Our project managers ensure they are regularly on site to maintain close co-ordination with site personnel, oversee works, quality and programme. We also work closely with clients to understand their requirements from a project at the outset. We provide them with regular updates as works proceed, and chair project meetings.
This is required where works are being undertaken by one party and being funded by another. The party that provides the finance for the works, which may be a bank or a fund, needs to know that the scope of works being undertaken is appropriate, and that it is being implemented to a good standard. They will also need independent verification of the amounts being claimed, so they know they are only paying for properly completed works. Project Monitoring is a role we have undertaken for a number of banks and funding institutions. A similar role can also been undertaken for clients acquiring a freehold or leasehold interest in space that has not yet been constructed/completed. In this scenario we should be involved as early as possible in the process so that the developer’s scope of works can be clearly defined and standards agreed. This could involve a degree of re-design if we are involved early enough.
In situations where a tenant wishes to carry out alterations to a leasehold premises, it will need to obtain approval from the Landlord to check that the proposed works will not adversely affect the integrity of the building. Our experience of implementing and managing such works gives us an insight into what issues are going to be encountered, so we are able to well represent both landlords and tenants in this process.
Clients must ensure the HSE is notified of projects using an F10 form when they are undertaking a project that will last more than 30 days or involve more than 500 person days. This is a legal requirement under the Construction (Design and Management) Regulations 2007. This will also trigger the need to appoint a CDM Coordinator to manage health and safety matters on a project. ProMission has surveyors trained specifically to undertake this role, and they have the benefit of overseeing a wide variety of construction work to give them a sense of perspective.