era | Progress YOUR COMMUNICATION
STEP SevenTEEN
IN THE PROCESS TO DESIGN + BUILD ARCHITECTURE SPECIFIC TO YOU.
communicate with a contractor
As construction progresses, keep in touch with what is happening by communicating regularly and monitoring the progress of the work being completed by the contractor you are working with.
Get to know about the progress.
Whoever is managing the construction of your architecture will plan in which order they will progress to complete the works described in the contract documents.
It is good for you to have an idea of what is coming up. This particularly helps if you need to provide information to the contractor at any time in order to avoid causing delay in building your architecture.
You don’t have to guess or assume what will be happening.
The first port of call is to refer to the construction program prepared by the contractor.
If there isn’t one, or even if there is – why not just ask the contractor! Talk about what is happening at each site meeting or simply give the contractor a call on any day (or at a time you have agreed) to have a chat.
Here is a general order of the work that will be completed to build your architecture:
Establish the Site
Temporary Services
Clear Vegetation
Demolition
Site Preparation
Site Setout
Excavation
In Ground Works
Foundation
Footings
Structural Works
Frame
First Fix
Cladding
Lining
Fitout
Final Fix
Testing and Commissioning
Practical Completion
Occupation
Defects Liability Period
Final Completion
TIP: If you have a set of drawings, they are usually numbered and therefore in an order in which the works will be built. The Contractor will follow these documents to build your architecture.
Variations to a Construction Contract.
The contract documents may be changed or varied in any of the following ways as the process progresses:
- Deletion of a part – Completely deleting a part
- Substitution of a part – Changing one part to another that is similar to the original
- Addition of a part – Adding a part that was not included in the original contract
A variation to a contract may be a physical item, such as a window, or a condition of the contract, such as submitting a certain test result or document. Any variation to a construction contract is likely to affect the time frame and|or cost of the contract because it may change how the construction has been planned to progress.
What is progress?
It is how the process of construction progresses.
It is all about communication.
The contractor will often potter along building your architecture. But don’t let things slide by not talking. Check on progress by visiting the site. Ask questions and be reasonable about unexpected circumstances.
Email and text messages are so common, however they can be misinterpreted. You don’t have time when working with a contractor to misinterpret information or to rub someone the wrong way.
You need to communicate clearly.
You need to talk to them.
You need to ensure that you maintain a positive relationship with your contractor.
Although speaking with your contractor face to face, over the phone or by email is an acceptable way to chat with them about day to day things, there are specific ways to communicate with them in a formal way that complies with the conditions of the construction contract.
If you have employed a professional, such as an architect, to be the neutral party who will administer the construction contract, then they will take care of the day to day communication with the Contractor and involve you in decision making as needed. If you have employed a design and construction organisation or project home builder they will also manage the day to day progress and have you involved as needed. If you are managing the build yourself, then you will be responsible for communicating directly with the contractor or contractors on a daily basis.
Documents used for formal written communication during a construction contract include the following:
ACTION | ANSWER Principals Direction OR Superintendents Direction OR Architects Instruction
This is a document which communicates a direction to the Contractor to perform a certain task that might change the contract in some way. It may be in response to a question, a claim or request for information that has been submitted from the Contractor or a decision that has been made to change the contract documents. This document is issued by the Superintendent | Principal | Architect to the Contractor.
QUESTION Request for Information
This is a document which asks a question or requests information be provided.
This document is submitted by the Contractor to the Superintendent | Principal | Architect.
QUESTION Claim for an Extension of Time
This is a document which submits a claim from the Contractor to the Principal | Superintendent |Architect to extend the time frame of the contract. The claim is usually measured in number of days.
The claim for a variation in time is assessed by the Principal | Superintendent |Architect with relation to the conditions of the contract. If the claim is valid, the time frame of the contract is extended. If it is not valid, the time frame of the contract remains unchanged.
Keep in mind that if a claim for an extension of time is valid, it is likely that a variation in cost relating to the reason for the extension of time will also be valid. It is also likely that the additional time frame will be of additional cost to the Contractor because it costs money to be operating a construction site and therefore a valid claim for a variation in cost. This type of variation is called prolongation.
QUESTION Claim for a Variation in Cost
This is a document which submits a claim from the Contractor to the Principal | Superintendent |Architect for an additional cost to the agreed contract value. Sometimes the value is negative or in credit to the contract, but more usually the cost is additional. This variation is often referred to as a Variation Quotation.
The claim for a variation in cost is assessed by the Principal | Superintendent |Architect with relation to the conditions of the contract. If the claim is valid, the cost of the contract is changed. If it is not valid, the cost of the contract remains unchanged. Keep in mind that if a claim for cost is valid, it is likely that a variation in time frame relating to the reason for the cost will also be valid.
QUESTION Variation Quotation Request
This is a document which requests that a variation in cost for a certain item or task be prepared by the Contractor and be submitted to the Principal | Superintendent |Architect. The cost is considered and a decision is made as to whether to proceed with it or not.
The variation in cost should not be enacted by the Contractor until given the go-ahead by the Principal | Superintendent |Architect in a written direction or instruction addressed to the Contractor.
QUESTION Progress Claim
This is a document submitted by the Contractor on a regular basis, usually at the same time each month. It is a claim for payment and details the work completed to date which the Contractor is claiming payment for. Generally, payment is only made if work has been completed. Payment is not usually made to the Contractor for work which has not been completed or included, unless you have agreed otherwise in the construction contract. The Principal | Superintendent |Architect will make an inspection of your architecture on a regular basis to ensure that the Contractor is completing work in accordance with the contract documents. An inspection will also be made when a progress claim is submitted so that what has actually been completed on site can be assessed against the amount of work being claimed for payment.
ANSWER Progress Certificate or Payment Certificate
This is a document prepared by the Superintendent |Architect to detail the assessment they have made for the value of work that has been completed at the date the progress claim was submitted. It may match the value claimed by the Contractor or it may be different. If different, the reasons for the differences will be clarified for the Contractor in the certificate.
ACTION Progress Payment
A progress payment is the amount paid by the Principal to the Contractor for the work completed.
These are made on a regular basis, usually in response to a progress claim being submitted and assessed. As such, they are usually the value noted in the Progress Certificate.
Your progress in the process.
The plan and procurement option you choose will affect the contract you choose and therefore how the construction of your architecture progresses.
THE PROCESS.
This is the seventeenth step in the process to design and build architecture.
If you would like to see how this step fits within the process, you may be interested in a little Book I have written that sets out each step in the Process in one place. It is a guide and workbook to help you through each step in your architectural journey.
The process is summarised in this little Blog post - era | the Process to Design + Build Architecture.
Each step in the process will also be broken down into its individual steps right here in this little Blog - so keep checking in to see the whole set!
Til next time!
Start the process to find your architectural language and make your little ideas a reality.
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