CONTRACT ADMINISTRATION

Expert Oversight for Smooth Project Delivery

At INform Surveying, our contract administration services ensure that every construction or refurbishment project is managed with precision, transparency, and foresight. As chartered building surveyors and project managers, we act as the vital link between clients and contractors, ensuring that projects run smoothly, stay within budget, and meet the required standards. Whether you’re a landlord embarking on a large commercial development or a tenant renovating office space, our expert team delivers tailored solutions to keep your project on track.

In this blog, we’ll explore the importance of contract administration in successful project delivery, how we help clients mitigate risks and avoid delays, and what should be included in a case study to demonstrate the value of this service.

Complementary services:
+ Building Survey
+ Measured Surveys
+ Party Wall
+ Neighbourly Matters
+ Schedule of Condition
+ PD – CDM
+ PD – BR
+ Landlord & Tenant Alterations
+ RCA

EFFECTIVE CONTRACT ADMINISTRATION

KEY CONSIDERATIONS

01 Clear Communication and Documentation:

Successful contract administration relies on clear communication among all stakeholders. At INform Surveying, we make sure that all project updates, progress reports, and contractual changes are documented clearly and communicated promptly.

02 Proactive Risk Management:

Construction projects involve unforeseen risks, from weather delays to supply chain disruptions. We identify potential risks early, allowing clients to prepare contingency plans and keep projects on track.

03 Regular Site Inspections:

On-site inspections are a crucial aspect of contract administration. Our team performs regular checks to ensure the work aligns with project specifications, building regulations, and health and safety standards. This approach helps to prevent costly reworks and delays.

04 Change Control and Variation Management:

Scope changes are common during construction projects. Our contract administrators manage these variations, ensuring they are documented, costed, and agreed upon by all parties before proceeding.

05 Final Handover and Project Completion:

As the project approaches completion, we oversee the handover process, ensuring that all deliverables are met, warranties are in place, and the final account is settled. This thorough closeout process guarantees that the client receives a fully compliant project.

WHY CONTRACT ADMINISTRATION MATTERS

Contract administration is vital for managing construction projects, ensuring that all contractual obligations are fulfilled and the project progresses according to the agreed terms. Projects can experience delays, cost overruns, and disputes without proper oversight. Here’s why expert contract administration is essential:

Ensuring Compliance with Contract Terms

Contracts outline responsibilities, timelines, and costs and form the backbone of any construction project. Our team at INform Surveying ensures that all parties adhere to the agreed-upon contract, minimising the risk of misunderstandings or disputes.

Cost Control and Budget Management

We monitor project finances by tracking expenditures and ensuring that costs stay within budget. This financial oversight prevents unexpected overruns and safeguards the client’s financial interests.

Programme Management

It is essential to keep the project on schedule. We monitor the construction programme, co-ordinate with contractors to ensure deadlines are met, and proactively address potential delays.

Quality Control and Workmanship

Our contract administrators carry out regular site visits and inspections to ensure that the work meets the required standards. This ensures that the final product is delivered to the highest quality and aligns with the client’s expectations.

Dispute Resolution

Disputes can arise in any construction project. With Inform Surveying’s experience in contract administration, we act as mediators to resolve conflicts between clients and contractors, thereby preventing disruptions to the project timeline.

For further information and advice on CONTRACT ADMINISTRATION please contact:

MARTIN DALLEY

DIRECTOR

[email protected]

+44 (0)7766 774 075

NICK CAMMACK

SENIOR SURVEYOR

[email protected]

+44 (0)7852 655 831

Our founders are always available for advice or support—feel free to reach out directly.

To learn more about our journey and values, visit our About Us page. Together, we’ve built a consultancy dedicated to placing clients first, delivering not just solutions, but clarity, precision, and long-term success.

CASE STUDY: INDUSTRIAL WAREHOUSE CHORLEY

This case study highlights how Inform Surveying partnered with a Real Estate Investor to refurbish an industrial warehouse in Chorley. The property, affected by tenant-related disrepair, required a comprehensive refurbishment to restore its condition and prepare it for re-letting.

From acting as Principal Designers to managing contract administration and statutory consents, our team delivered a high-value project on time and under budget, ensuring quality and cost efficiency. Read on to see how our expertise turned a challenging situation into a success story!

Introduction and Client Background

INform was appointed by a Real Estate Investor to specify and Contract Administrate a refurbishment scheme for an Industrial warehouse in Chorley, Greater Manchester. The building was less than 10 years old, and the former Tenant had used it to manufacture Glass Reinforced Fibre products, which meant the property was in poor condition. The property needed to be returned to a condition commensurate with its age and in keeping with the surrounding buildings on the Estate, ready for marketing to relet.

The refurbishment was detailed, and the value high, with many different aspects of work forming part of the refurbishment. INform also were appointed as Principal Designers (under CDM Regulations 2015), Project Managers and for the application for statutory consent with regards to the Building Regulations.

Objectives of the Contract Administration Service

The Tenant had gone into liquidation, and as such, no monies were able to be recovered in respect of the disrepair of the property and other Dilapidations matters. The budget needed to be high to return the property to a standard of repair that was in keeping with the other units on the estate, but also with a view to ensuring cost certainty and making savings where possible without diminishing the overall finish. Timescales were realistic but needed to be kept on track to re-market the property at the earliest opportunity to achieve the main client goal of receiving a return on the investment as soon as possible. Quality Assurance was key to minimising any potential Schedule of Condition required to limit the repairing obligation of the next incoming Tenant.

Methodology and Contract Management Process

The client needed the construction work to be on site quickly to minimise the downtime when the property was not receiving rental income. As such, INform provided advice regarding entering into a negotiated tender with a preferred contractor. This cut down on tendering and lead-in times but meant that INform had to be extra vigilant to ensure value for money.

A JCT Intermediate Contract was entered into with Inform making some suggested amendments to the standard clauses. Following this, we managed the refurbishment process, chaired regular progress meetings, agreed and issued variations and managed the contract through to the Practical Completion and expiry of the defect liability period. Undertaking regular inspections meant that we could keep the client updated on progress whilst highlighting potential risks to time and cost.

Findings and Solutions

Due to the measures we put in place at the commencement of the works, i.e. a detailed schedule of works and contract terms and ensured everyone was aware of what was needed to be done and by when. This ensured there were no disputes during the 12-week project term. The project was completed on time and below budget due to design changes Inform Surveying suggested during the works. Our expertise in managing construction projects fairly ensured the project ran smoothly.

Outcome and Client Feedback

Client feedback was as follows; “Informs ability to work successfully with a contractor whilst maintaining protection of ourselves and our clients ensured we always come back to use them for all our construction and property related matters. Their flexibility and response times are what we prioritise in the professional people we employ”.

Conclusion

At INform Surveying, our expert contract administration services ensure that every construction project is delivered on time, within budget, and to the highest standard. By managing the contract process with precision and foresight, we help clients avoid risks, control costs, and achieve successful outcomes.

Need professional contract administration for your next project?

Contact INform Surveying today to learn how we can help you ensure smooth and efficient project delivery.