Contract Administration and Project Management
Procurement and the contract
Contract administration questions test the architect as impartial certifier and as the client's adviser. Know the procurement routes (traditional, design and build, management contracting), the tender sequence from prequalification to award, and the contract forms in use: the NIA form, JCT, FIDIC and the Federal Government standard form for building works. The contract documents are the agreement, conditions, drawings, specification, bills of quantities and programme; where they conflict, the stated order of precedence governs.
Administering the works
Issue instructions in writing and confirm oral ones promptly. Value variations before execution where possible. Certify interim valuations, deduct retention (commonly 5%, part-released at practical completion) and apply the contractual payment period. Grant extensions of time only on contractual grounds and notify accordingly. Distinguish practical completion, where the building is fit for purpose, a defects list is issued, the defects liability period begins and half the retention is released, from final completion, where making good is certified, the final account is agreed and the balance is paid.
Worked example
Contract sum 200 million, liquidated damages 0.5% per week capped at 10%. The works finish 8 weeks late. Five weeks of delay flow from late client instructions, so a 5-week extension is granted. LD applies to the remaining 3 weeks: 0.5% of 200 million is 1 million per week, so 3 million is deducted, well within the cap.
Traps
Certifying work not executed; granting an extension without notice or without a programme; releasing all retention at practical completion; letting the client instruct subcontractors directly and break the chain of responsibility.