Contract Administration is the term used to cover the work involved when a Chartered Surveyor or Chartered Engineer plans, specifies, tenders and then administers the contract for a large building works project. Typical projects might include
- external repairs & redecorations
- internal common parts redecorations
- upgrading or replacing communal services
The context of what works are required and what will be recoverable as a service charge expense can be important considerations:
regard needs to be given to
- the frequency that external and internal decorations are required by the lease or transfer document,
- the condition of the building, when works were last carried out, and
- how long it is envisaged is likely to elapse before future external decorations are all considerations.
What a lease or transfer document will require can vary vastly from a requirement to affect external decorations every 5 years and internal decorations every 7 years to a non specific clause which might say “as deemed necessary by a Surveyor”.
In contemplating external decorations the construction of the lease will determine whose responsibility certain items are. A well drafted legal document would give the Freeholder or Management Company ownership and responsibility for repairing timber window members as well as painting the timbers to protect them from weathering. Such a clause would prevent legal disputes between a Freeholder and Lessee is say a timber window becomes rotten due to lack of decoration.
It is essential to clarify the position before works start, else for example a project could start on site and delays occur if residents suddenly wish to get quotes to paint their own windows. Delays cost money due to increased scaffolding hire charges and possibly a claim from a contractor for damages.
1. What to do first
2. Key requirements
What a lease or transfer document will require can vary vastly from a requirement to affect external decorations every 5 years and internal decorations every 7 years to a non specific clause which might say "as deemed necessary by a Surveyor". Look for the relevant Clause in the Freeholder’s or Management Company’s covenants
1. Use a FORM 10 to notify the Health & Safety Executive
Want to understand what should happen when?
From specialist identification of works, materials and quantities to being on site – see the flowchart below for more information on planning big repairs and major works.
Ringley's charges range from 8%-15% of the contract sum, depending on the size of the contract and complexity.
We hope that this gets you started on understanding all the factors involved in contemplating a works project, should you require further assistance please