Contract Administration
Acting as Contract Administrators means that we manage our client’s contract with the builder on their behalf. This includes:
Preparing contract documents – ensuring all legal and project details are in place.
Writing detailed Schedules of Works – a role often outsourced to a quantity surveyor. We produce highly detailed schedules itemising all elements required for the build, from structural engineering works to decorative finishes. This ensures a clear and defined scope for contractors to quote from, limiting ambiguity. The schedule then becomes a contract document and is later used on site for valuations.
Tendering for quotes – obtaining and evaluating contractor bids.
Negotiating the builder’s contract – securing favourable terms for the client.
Inspecting site works – ensuring compliance with the contract throughout the project.
Managing and issuing variations – Typically, the architect defines the design change, while the quantity surveyor assesses whether the contractor’s additional cost is fair to the client. At NGA, we have expertise in both roles, meaning we can both define and cost variations, ensuring that design intent is maintained while additional costs are justified.
Conducting monthly valuations – ensuring the client only pays for work that has been successfully completed. As the architect also has a formal role in determining the value of work each month—traditionally the role of a quantity surveyor—this ensures the design integrity is upheld.
Organising retention of monies – withholding a portion of the builder’s fees both during and after the project as a safeguard against unforeseen issues.
Issuing defects lists (snagging lists) – identifying and ensuring completion of outstanding works at project conclusion.
Issuing key completion certificates – including interim, practical completion, and final certificates.
By taking responsibility for valuations and cost management, we maintain a respectful and balanced relationship between contractor and architect, ensuring that payments reflect the quality and completeness of work while protecting the client’s interests.