JK 1. RIBA stages JK START OF MAIN CONTRACT WORKS 1. DEFINITION 2. PURPOSE 3. PROCEDURE 3.1 PROJECT MANAGEMENT TEAM ROLE

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1 THE UNIVERSITY of EDINBURGH Estates & Buildings ESTATE DEVELOPMENT ISSUE/REVISION JK 1 LAST MODIFIED 12 October 2011 DATE PRINTED RIBA stages JK JK 1 START OF MAIN CONTRACT WORKS 1. DEFINITION The Main Contract works will commence when the Main Contractor is formally appointed and the contract is let. A standstill period may be the required and for information on this refer to diagrams in the following procedure notes: Refer to procedures FGH2 Prepare ITT (OJEU) and FGH3 tender below OJEU 2. PURPOSE The purpose of starting the Main Contract works is to commence and complete the works in accordance with the contract drawings and specifications, within programme and budget. 3. PROCEDURE The key actions in starting the Main Contract works are as follows: Appoint the Main Contractor and let the contract After the Standstill period (if required), set up the pre-start meeting Issue the production information Hand over the site to the Main Contractor to prepare for construction The Design Team leader (normally the Architect) will administer the contract and monitor the works. The contract is a legally-binding commitment between the Contractor and the client to deliver the project. The architect administers this contract impartially between both parties (client and contractor). 3.1 PROJECT MANAGEMENT TEAM ROLE The role of the Project team at this stage is to act as the Client Representative for the duration of the contract. As part of this, they will report to the Project Board at regular intervals, both by Project Board meetings and Project Board reports (in months where there is no meeting). Other responsibilities include: Confirming that the construction phase Health and Safety plan is sufficiently developed to allow possession of site and start of works this is a client duty under the CDM regulations and the Project team may be assisted in this by the CDM coordinator Page 1 of 6

2 Ensuring contract documents are prepared, issued to the Main Contractor, signed and filed Arranging handover of site to Main Contractor and confirming that the necessary insurances are in place Ensuring all legal documents are in place (collateral warranties, performance bonds etc.) Ensuring that the necessary statutory approvals are in place prior to works starting (planning permission, building warrant etc.) Reviewing the Main Contractor s construction schedule and method statements; comparing this against the project master programme Ensuring that a programme of site meetings is set up and documented Managing the Change Control Procedure and authorising change orders as required Monitoring overall funding, cash flow and variations (in liaison with the QS) Ensuring that payments are made promptly in accordance with the contract requirements Ensuring that the Health and Safety file is being maintained Ensuring that the Design Team and any other relevant consultants are undertaking the necessary site inspections Anticipating and resolving problems before they develop as well as establishing mechanisms for dealing with any claims should they arise. Managing the handover process at completion of the works. 3.2 DESIGN TEAM AND QS ROLES Design Team: The role of the Design Team is normally to monitor the construction of the project. This will include: Providing production information Reviewing working drawings being provided by Specialist Sub-contractors Responding to site queries raised by contractors Inspecting the works to ensure compliance with the drawings and specifications, insofar as this can be determined by visual inspection Inspecting the works to ensure an acceptable quality standard has been achieved The structural engineer will have a general duty of care to ensure the erection of the structural frame is proceeding in a safe manner as well as any other components that are subjected to stress, forces or loadings The Design Team is not responsible for the following: The work of any other consultant engaged directly by the University Managing the Main Contractor s programme of works or organising the work on site Contract Administrator: The Design Team leader (the architect) is normally the Contract Administrator and this will be clarified in the Design Team conditions of appointment. Page 2 of 6

3 The Contract Administrator (CA) acts as the formal point of contact between the Project Team and the Main Contractor; the CA will arbitrate on contractual issues and issue the following: Design information Variations Instructions on standards of work and working methods Interim payment and other certificates The Certificate of Practical completion Snagging lists The Certificate of Making Good Defects Quantity Surveyor: The QS is responsible for the following: Measuring the value of work completed by the Main Contractor Agreeing variations through the Change Control Procedure Agreeing monthly valuations with the Main Contractor Agreeing the final account with the Main Contractor In addition to this, the QS has a duty to the University (usually through the Project team) to report on and manage the financial aspects of the construction budget of the project. Such reports are presented to the Project Board through the reports and the Project Board meetings 3.3 MAIN CONTRACTOR ROLE On taking over the site, the Main Contractor is responsible for: Appropriate insurance of the site and the works Mobilising all labour, subcontractors, materials, equipment and plant in order to execute the construction works in accordance with the contract documents and the agreed project programme. Ensuring that the works are completed in compliance with the building contract, Statutory requirements and Health and Safety requirements Day-to-day supervision of the project build Notifying any expected problems or the potential for delay. 3.4 PRE-START MEETING The Design Team leader has responsibility for compiling the pre-start meeting agenda, chairing the meeting, taking minutes and distributing them. Consequently the Project team and the Design team leader require to set the date for the pre-start meeting and discuss and agree the agenda items. Invitees include the Main Contractor (and subcontractors if appropriate), Design Team, other Consultants, the Project team and members of the Project Team (as appropriate). The purpose of this meeting and typical agenda is as follows. However, it is the Design Team s responsibility to draw up and issue the pre-start meeting agenda and obviously this may vary from that indicated. Page 3 of 6

4 Item Title and Content Lead by 1. Introductions: Introduce and welcome all representatives who will regularly attend site progress meetings Clarify their roles and responsibilities Note any specialist consultants appointed directly by the University, e.g. for quality control or commissioning Give project overview and outline University objectives Distribute Project Directory and describe its function 2. Environmental, Health and Safety: Confirm / agree / undertake the following: Notification of the HSE Hand over the Health & Safety Plan and agree procedure for the Health and Safety file Site inductions, H&S information, name of H&S representative 3. Administration: Agree the following: Meetings schedule Communications Liaison with Project team Liaison with third parties Publicity 4. Contract: Confirm current status of production information Hand over any outstanding production information, including and variations. Review situation re: issue of any other important information Request contractor s insurance documents for immediate inspection Request performance bonds (if applicable), warranties, CIS certification etc 5. Costs and budget: Confirm the following: Contract Sum Provisional Sums Procedure for valuations and payment certificates 6. Programme and Progress: Confirm / agree the following: Contract period / duration, with dates of possession and completion Overall master programme Key packages and lead in times Construction programme Key milestones Progress reporting Information required 7. Change Control Procedure: Note procedure for the following: Project team CDM-C Contract Administrator / Design Team leader Contract Administrator /Design Team leader QS Contractor Page 4 of 6

5 Item Title and Content Lead by CCPs Instructions Document Control 8. Standards of Workmanship / Materials / Design: Note procedure for the following: Contractor s Quality System Standards of workmanship and materials Design approval / comments Samples M&E coordination 9. Statutory Consents and third parties: Note status of the following: Planning Building Warrant Environmental Agencies Third Parties 10. Review of site & employer s site requirements: Clarify the following: Site Ownership and boundaries Condition of site and previous use Constraints on use of site Neighbour issues Overview of the following site requirements: Condition survey Conditions of entry to site / signing in and passes Induction procedures Working hours Emergency procedures and contacts Permit procedures Waste monitoring 11. Site Services: Clarify the following: Site telephone Electricity Water Disruption or connection to existing services Other required 12. Contractor s site organization: Clarify the following: Contractor s accommodation requirements Site access, security, fencing etc Parking Site vehicles and any special requirements Control of mud / dust / noise etc. Fire precautions Deliveries to / from site Name boards / signage Contractor s Site Representative(s) Emergency contacts Contractor / Clerk of Works / Design Team / Project Team as appropriate Design leader Project Team Project Team Page 5 of 6 Team Contractor and others as required

6 Item Title and Content Lead by Notifications of the accidents / H&S and Asbestos regulations etc Location of future meetings 13. Completion and handover procedures 14. Any other business (client, contractor, consultants) 15. Date of next meeting 3.3 PROJECT BOARD MEETINGS The Project Team should outline the requirements for attendance at Project Board meetings and note what is expected from the Design Team, QS, other Consultants and the Main Contractor. Refer to procedure note AB1 Establish Project Board and User Groups 4. OUTPUT An efficient and trouble free start of Main Contract works, all contacts and procedures clarified and a programme of site meeting established Page 6 of 6

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