The importance of getting your specification correct in the procurement process cannot be under-estimated. The resulting project success can be determined almost entirely by the tender documents and contract.
Procuring works to property is not dissimilar to buying a tailor-made suit. You need to tell your Savile Row tailor what you want the suit to look like and agree whether it is 2-piece or 3-piece, single- or double-breasted, the number of buttons, the fit, material, colour, size and other details. Once you have agreed on the product you further need to agree the commercial terms on the transaction: How much will it cost and the payment terms, the time to produce, dates and times of appointments for fittings and any guarantees for the product.
So, when it comes to procuring works for your property, whether basic maintenance or complex new-build, you will want to ensure that Contractors are pricing and committing to delivering everything that you want from the project. The more ambiguity there is in the works information then the more likely there will be disputes in the project.
To ensure that a project runs smoothly, the contractor must understand what the project owner wants and commit to a mutually acceptable delivery plan. The project owner therefore needs to produce a detailed tender package, this package should include all drawings, details, specifications, standards or workmanship describing the project works. Furthermore, the package needs to be clear, as far as possible, on any constraints the site may impose on the project e.g. protection measures for occupied sites, special restrictions on access or working hours or coordination with third parties. Lastly, the package should include a pricing document providing a breakdown of the works to reduce the chance of the Contractor missing items from their tender.
In addition to the works information, you need to tell the Contractor which form of contract you intend to use as well as the terms and conditions you want them to sign on. The contract terms and conditions allocate project risk between the Employer and the Contractor and, as such, has a bearing on the contract price.
If you are responsible for the procurement of a construction project and this article fills you with dread you may wish to employ a project management professional to help you succeed. Commonly, Building Surveyors and sometimes Architects are employed to act on your behalf to help keep the key elements of the project (time, cost) under control.