Level 2 Flashcards
(12 cards)
Talk me through when you’ve administered a contract.
✅ 1. Pre-Contract Phase: Contract Review and Clarification
📝 2. Managing Communication and Documentation - central document management system
3. Monitoring Progress
⚖️ 4. Managing Variations and Change Orders
🕒 5. Assessing Extensions of Time (EOT)
📊 6. Managing Claims for Loss and Expense
🧾 7. Final Account and Completion
Talk me through how you’ve been paid or procedure you’ve followed for making payment in a contract.
Contract Review: Before the project began, I ensured the payment terms were clearly defined, including interim payments, retention, and final payment.
Interim Valuations: Monthly, I inspected the progress of works and verified the contractor’s claims for work completed. I then prepared interim payment certificates reflecting the progress, excluding retention.
Retention Management: 5% retention was held back on each interim payment and released once all works were completed satisfactorily and defects were resolved.
Final Account: Upon project completion, I worked with the contractor to finalize the costs, ensuring all variations were captured. After verifying the final account, I issued the completion certificate and recommended the final payment, including the retention sum.
Handling Discrepancies: In case of discrepancies (e.g., claims for variations), I assessed the validity of claims, discussed with the client and contractor, and recommended appropriate payments.
Timely Payments: I ensured payments were processed in line with the contract terms, maintaining transparency and ensuring all records were properly documented.
Talk me through your involvement with dispute avoidance.
*Clear Communication: At the project start, I ensure all parties understand their roles, expectations, and contractual obligations to prevent misunderstandings.
*Thorough Contract Review: I check the contract and specifications for potential conflict areas and ensure clarity around scope, variations, and timelines to avoid ambiguity.
*Regular Site Inspections: I monitor the project’s progress and address any issues early, such as delays or quality concerns, before they escalate.
*Proactive Issue Resolution: I address problems directly with the relevant parties and aim to resolve them collaboratively, preventing formal disputes.
*Documentation: I ensure all decisions, changes, and agreements are well-documented, providing a clear record in case of future disagreements.
*Collaborative Problem-Solving: I encourage open dialogue between the client and contractor to find mutually beneficial solutions to any challenges.
*Adherence to Legal Framework: I ensure all actions follow the contractual terms and legal obligations, addressing any required changes properly.
Talk me through how you’ve dealt with completion and possession issues.
*pre-completion inspection with the contractor to assess whether the works were complete and met the specification. During the inspection, I identified several snagging issues.
* I worked with the contractor to prioritise snagging items with a deadline for completion
*Issued the Certificate of Practical Completion, starting the Defects Liability Period.
*Informed the client they could safely reoccupy the space.
*Ensured the contractor provided all necessary O&M manuals, warranties, and compliance certificates as part of handover.
Talk me through your experience of issuing final account certificates.
*Revisited the site to confirm that all snagging and defect rectification works had been completed satisfactorily.
*Cross-checked that all O&M manuals, certificates, and final documentation had been submitted.
*Final account preparation
I requested the contractor’s final account submission.
I reviewed it in detail against the original contract sum and verified:
Approved variations and their valuations.
Any loss and expense claims (if relevant).
Retention deductions and payments.
Any provisional sums or dayworks.
*Issuing the Final Account Certificate
I issued the Final Account Certificate confirming the total amount payable.
I advised the client to release the final retention and process payment.
I updated the project records and closed the account formally.
Tell me about how you’ve contractually managed the emergence of unforeseen issues during a construction project.
Issue: Unexpected underground drainage was discovered during groundworks, affecting the foundation layout.
Action: I paused works, informed the client and design team, and coordinated a site meeting to assess the situation.
Contractual Management: Treated as a Relevant Matter/Event under the JCT contract. I obtained a formal variation and EOT request from the contractor, reviewed supporting evidence, and issued a formal instruction to proceed.
Outcome: The issue was resolved without dispute, the contractor adjusted their programme, and the project was completed on time and within the revised budget.
Talk me through how you have issued instructions / dealt with payment provisions / managed variation procedures.
Instructions: Issued formal written instructions (e.g. for a floor finish change), ensuring the client understood cost and time impacts before instructing the contractor.
Payments: Carried out monthly valuations, issued interim payment certificates on time, and complied with contractual payment notice requirements.
Variations: Assessed contractor proposals, validated costs, issued written variation confirmations, and maintained a variation log for tracking.
This ensured transparency, contract compliance, and helped avoid disputes throughout the project.
How have you dealt with completion / possession issues?
Practical Completion Inspection: I carried out a detailed inspection before handover, identifying and agreeing snagging items with the contractor to ensure the works met the contract requirements.
Delayed Possession Risks: On time-sensitive projects (e.g. school refurbishments), I worked with contractors to resolve final defects quickly and ensure possession was achieved before term time resumed.
Issuing Certificates: Once all works were complete, I issued the Practical Completion Certificate, triggered the defects liability period, and formally handed over possession to the client.
Post-Completion Support: I monitored early occupation to address any immediate issues, ensuring a smooth transition for the client.
Tell me about your involvement with issuing certificates.
I issued all key certificates — including interim, practical completion, and final — ensuring they were contractually compliant and clearly communicated to all parties, helping the project conclude smoothly.
Tell me about your administrative procedures carried out to ensure smooth running of a construction contract.
*Set up the contract properly with all documentation and insurances in place.
*Monitor progress through regular meetings and programme checks.
*Issue clear instructions and manage variations with accurate records.
*Carry out valuations and issue interim certificates on time.
*Maintain document control, including meeting minutes, correspondence, and contract changes.
*Manage completion and defects, ensuring proper handover and rectification of issues.
Northwood Primary School - Why did you select JCT minor works contract? How did you deem the regularity for the site visit? What data protection considerations did you have with recording the meetings? How did you assess the evaluations? What did you consider when issuing impractical completion certificate?
The project was relatively straightforward, involving minor construction works (e.g. internal refurbishments, small extensions) where a more simplified contract was suitable. I tailored the frequency to match the needs of the project and to ensure progress and quality were in line with the contract.
Data Protection: I ensured GDPR compliance when recording meetings by obtaining consent, storing data securely, limiting access, and defining clear retention periods.
Evaluations: I assessed contractor performance against clear criteria like quality, progress, and safety, using regular monitoring and transparent reviews.
Practical Completion: I checked that works were substantially complete, snagging was identified, essential documentation was handed over, and health & safety standards were met before issuing the certificate.
Nutgrove Villa - How did you assess the cost? What were the contents of your instruction? What impact did this have on the project completion and how did you assess any extension of time requests?
I assess variation costs by reviewing scope, measuring the change, using contract or market rates, and accounting for prelims and programme impact — ensuring costs are fair, transparent, and backed by evidence.
Instruction: I issued a formal instruction for a forb access change, detailing the scope, contract clause, and requesting a cost and time impact assessment.
No impact on programme.
