Pre-contract Procedures

Pre-Contract Procedures

Pre-contract Stages Inception Feasibility Scheme Design

Outline proposals Detailed design

Production information Bills of quantities Tender action

Inception What is the purpose of the building Why it needs to be build What is to be built

The client appoints architect to oversee the design and construction of the project.

After the signing of an agreement between the client and the architect recommends the Q.S. and Structural Engineer.

Client clarifiesThe Required time scale – date for

commencement and completion.The nature of the project – size and type of

facilities required.The site location and topography.Financial limits/method of financing.Specific requirements – materials,

standards.




FeasibilityDesign team examines the clients proposals to make sure that there are no major problems or constraints relating to the proposed type of building and the selected site.

Confirmation that:the development be able to fulfil its

proposed function the technical problems of the project be

overcome economically the financial constraints are acceptable

investigations carried out in relation to the site topography, sub soil conditions and the legal constraints.

Outline Planning Permission (OPP) applied for.

Feasibility Looks at the potential of the project

being viable A number of factors must be Considered

Considerations Financial consideration Other developments Competition Need Opposition Support Planning Controls

Roads, Traffic Flow and Densities Availability of land Site Access Ransom Strips Parking Space Tenure of Land Restrictive Covenants, Easements and Rights

of Way

Tree Preservation Orders Preservation Notices Archaeological Areas and Ancient Monuments Conservation areas Sites of Special Scientific Interest Population

and Socio-economic grouping Customer Requirements and Behaviour

Land availabilityThe cost of land is related to its availability. Costs, therefore, vary widely in different parts of the country.

Cost depends also on the economic climate and supply and demand

In some areas it is becoming increasingly the case that the choice may be restricted to difficult sites which may be contaminated, e.g. old gas works sites which have chemical residues in the ground. Alternatively, they may be land fill sites which require more expensive substructures than ‘normal’ sites.

Ground conditions The type of subsoil will affect the ground works and the choice of foundation and ground floor construction.

A comprehensive site investigation is required to determine the ground water conditions to ensure that the correct type of foundation is used and economically designed.

Site location / access The site location may be important in relation to the availability of labour and materials.

The size and shape of the site may affect the design layout and the progress of site operations during construction.

Access into the site may also restrict the size of plant and components or the type of construction.

Finacial ConsiderationsThe Client will probably have a fixed budget for any particular project and the design team must produce a satisfactory solution within these cost constraints.

The cost of any building must consider both capital and maintenance costs (Cost in use). capital costs - these include all the costs associated

with the initial construction of the building and associated works.

maintenance costs - these include: regular maintenance - E.g. window cleaning, re painting

etc. periodic maintenance - E.g. replacing central heating

boiler, repointing masonry etc.

Running costs must be considered i.e. costs of lighting, heating and air conditioning.

An outline cost can be estimated by the Quantity Surveyor at an early stage by the following methods

Methods of Assessing Construction Costs

Elemental Cost Analysis Cost per unit area Approximate Estimating Bills of Approximate Quantities

Elemental Cost Analysis This is based on historical data from

completed projects with the costs broken down into the elements of construction and shown on a metre squared basis.

Data for the calculation of costs can be obtained from a number of sources i.e. the Royal Institution of Chartered Surveyors quarterly review of building prices.

Cost per unit area Based on historical data obtained from

similar completed projects on a cost per metre squared basis.

Information may be obtained from the developers own projects or from other developers.

Easy method to calculate though it is not very accurate. Best used on simple offices or car parks.

Approximate Estimating Requires detailed information about the

design requirements of the project. Cost obtained by taking off quantities

and building up an estimate. Data on costs is obtained from sources

as Spon’s or Wessex (these provide up-to-date pricing information for building work) or from the use of a number of computer software programmes which are available.

Bills of Approximate Quantities This method is time consuming in

comparison to those listed above. Method requires a Bill of Quantities

being produced before an estimate can be obtained.

Most accurate and can be used for tendering.




Scheme Design Produced from the Design Brief given to

the architect by the client

Purpose of the Design Brief

is to provide the design team with as much information as is possible in order to

ensure that a building appropriate to the clients needs and requirements is

produced.

Sketch Plans - Outline Proposals Architect prepares proposals to meet Clients brief.

These include: Outline drawings showing design Explanations of what assumptions and main decisions

have been made. Forecast of costs and time scale.

Scheme designThe design developed to include: Investigation of individual room requirements. Methods and materials to be used. External requirements – colours, textures,

stylesThe Structural Engineer will require layout

drawings identifying space requirements and idea of services layout.

Section sizes for all the main structural elements are determined.

Detailed cost plan, report, outline specification and scheme drawings are produced.

Detail design – Working Drawings

The agreed scheme plans / elevations etc. will be finished and passed onto the Structural and Services Engineer.

Architectural and structural detailing work carried out.

Architect co-ordinates the design process and ensure that all the interested parties receive the relevant information as and when required.

All drawings checked by the Q.S. to ensure compliance with the cost targets.

All the drawings and structural calculations submitted for Building Regulations Approval and Full Planning Permission (FPP)..

Methods of providing a design brief Specific Requirements

This provides a list of specific requirements.

They are frequently produced on a room to room basis and are often used by local authorities and health authorities.

Although it does not lend itself to misinterpretation it can restrict the design due to the requirements being too rigid.

Performance Specification This gives the designer the standards of

performance which the building is to obtain.

It is then up to the designer to ensure that these standards are met, the way that this is done is left to the designer.

This method allows the designer some flexibility as to the design and the materials which are chosen.

Open Ended Brief This type of brief is often used in

conjunction with 'fast track' techniques, where the project is frequently designed as work proceeds.

This gives the design team a certain amount of latitude, which may work if the project is of a standard type which is to be disposed of on completion, though is not recommended for buildings for a specific use.

User requirements study Objectives must be set by the study

with regard to: The function of the building:

1. The persons using the building2. Budgetary constraints3. Life cycle of the building4. Site considerations.

Design Considerations Type of building – Steel, concrete frame Cost and availability of materials,

components and labour Site conditions Location and access to the site Amount of area available – type, car

parking

Scheme design Outline Detail




Production Information.Once Building Regulations approval is

obtained, a detailed cost estimate is obtained remainder of production information produced.

This includes :-All working drawings – Architectural /

structural / services etc.All schedules – door / window / drainage /

reinforcement etc.Specifications – construction methods /

materials.




Bill of quantities Quantity Surveyor prepares the Bill of Quantities

(BOQ) by taking all the material requirements off the working drawings.

This lists, item by item, all the materials and components which are required to construct the project.

BOQ Contains Form of Tender Preliminaries Preambles Measured work section Dayworks Prime cost and Provisional sums Final summary

Preliminaries Referred to as Prelims, these are found

at the commencement of the BofQ. General items Provides extra information to

contractors

Preambles Form the specification for materials and

workmanship. The object is to specify all materials in such a way as to leave no doubt in the contractors mind - specify BS numbers., catalogue reference numbers, manufacturer etc.

Measured Quantities Relate to the work section and consists

of precise measurements and description of work. Items are quantified according to the nature of the work ie metres run, metres square etc

Provisional Quantities Covers items in the BOQ for work that

was not known at the time of tender, ie rock, water etc.

Would be measured or omitted on completion.

Prime Cost Sums (PC Sums) A sum allocated for work to be done or

materials delivered by nominated subcontractors, suppliers, the amount being provided by them.

Provisional Sums Not to be confused with provisional

quantities. This relates to a sum which is provided

for in circumstance which cannot be entirely foreseen, but which it is known is likely to be required.




Tender actionArchitect will select method of tendering to be used and produce all the tender documents.

Documents sent to builders so that they can estimate the price for which they are prepared to do the work.

The tenders must be submitted by a specified time and date.

On the specified date the tenders will be opened and the Architect / Client will select the builder that they think most suitable, who then becomes the Contractor.