Once the project has been started, progress should be monitored to ensure that everything runs smoothly within the agreed time. To sustain a rate of efficiency throughout you should have regular meetings, preferably on a weekly basis. These should be with the team and have a fixed agenda.
A typical programme
Quality control
This should be a continuous process throughout the duration of the project. As a result, a series of control mechanisms must be set up that relate to the quality of work carried out on site; the supervisory role of the fitting-out contractor; test programmes; and procedures for rectifying defective work. You must ensure that the design team carries out inspection of the fitting-out contractor’s work, seeing that defects are rectified. This should be done in good time, so the project can be snag-free at the time of handover.
Completion
When the fitting-out contractor believes he has finished the work, he will notify you and your team will then draw up a snagging list, a list of defects and outstanding works. This then will be issued to the fitting-out contractor. At this point, ensure that the fitting-out contractor clears the snagging list, by correcting the defects (making good). A Certificate of Practical Completion can be issued when you can safely and comfortably occupy the building. The fitting-out contractor, however, may ask to return to site to continue the process of making good. If at all possible, however, resist taking possession of your offices until all the defects have been made good. There are many other aspects related to practical completion, and you should take the advice of a construction lawyer if you are in any doubt.
Once a Certificate of Practical Completion has been signed, the fitting-out contractor’s exposure to pay liquidated damages ceases. Possession of the site returns to you and the risk of security and damage to the works and third party liability transfers back to you. An agreed retention can be withheld, payable only at the end of the defects liability period, (usually 6 or twelve months) when all necessary making good has been carried out. When all of this has been completed, a Final Certificate will be issued, giving authorisation for payment of any money due to or from the fitting-out contractor.
Commissioning
This is rather like tuning the engine of a car for maximum performance. Any new project will need adjusting – air-conditioning vents moved, thermostats set, lights adjusted etc. This process is called commissioning. Be prepared for this to be quite disruptive. Many of the items that need adjustment will be in the ceiling void or under the floor. Make sure that the tradesmen carrying out the commissioning do not damage the finishes when they are doing their work, and that all the wok is completed and reinstated at the end. Your M&E consultants will advise you on all these aspects.
