Pre Start Meeting Report

• Building Consultancy reference number

• Client Name

• Site Address
  Address

• Meeting date

  Date

• Prepared by

• Add an up to date photo of front elevation

  Media

People present:

• Add attendees to the meeting including company, role and telephone number.

• Add attendee

Attendee

• Name

• Company

• Role

• Telephone number

• Email

Project/Contract Details:

• Form of Contract:

  JCT IFC 16

  Other

• Enter type of Contract

• Net Contract Sum (£):

• VAT

  Yes

  No

• VAT Rate (%)

• Enter reasons why

• Proposed Start date

  Date

• Contract Duration (weeks)

• Proposed Completion Date

  Date

• Is Alternative accommodation applicable

  Yes

  No

• Loss Adjuster to confirm critical dates in relation to alternative accommodation including the end date and any notice required to extend alternative accommodation if required.

• Is a retention applicable to the contract

  Yes

  No

• Pre Practical Completion- 95%
  Post Practical Completion - 97.5%

• No retention will be held on this contract

• Rectification Period

  6 months

  Other

• State amended rectification period and reason for change:

• Are Liquidated Damages Required

  Yes

  No

• Enter amount per week (£)

• Enter detailed reason why no liquidated damages are required

• We Confirm the following was fully explained at the meeting:

  Select The purpose of the Contract and the need for both parties to sign; The Contract is between the Client & the Contractor but payments are through the Portfolio Manager SRS as described in the Contract; SRS role as Portfolio Managers; SRS 3 year warranty; The Rectification period as detailed above; The Retention as detailed above; Liquidated Damages as detailed above and how they are applied;

  • The purpose of the Contract and the need for both parties to sign;
  • The Contract is between the Client & the Contractor but payments are through the Portfolio Manager SRS as described in the Contract;
  • SRS role as Portfolio Managers;
  • SRS 3 year warranty;
  • The Rectification period as detailed above;
  • The Retention as detailed above;
  • Liquidated Damages as detailed above and how they are applied;

• Was the contract signed on site by all parties

  Yes

  No

  N/A

• Enter reason why Contract not signed on site or N/A

• A signed & dated version of the contract will be forwarded to you under separate cover

• Was the contractor Payment mandate signed on site by all parties

  Yes

  No

  N/A

• Enter reason why Contractor Payment mandate not signed on site or N/A

Contract Instructions

• All additions, omissions and variations to the contract must be pre-agreed in writing by the Contract Administrator prior to these works being undertaken.
  
  Any variations carried out by the Contractor without the written instructions of the Contract Administrator are done at the Contractors own risk.

• Provisional Sums or provisional items/quantities are included at the discretion of the Contract Administrator. The final cost of all Provisional Sum and the extent of any provisional item/quantity must be pre-agreed by the Contractor with the Contract Administrator before any work is undertaken as these may be omitted, varied or included by the Contract Administrator at his/her total discretion. While these are included within the contract sum they can and may be omitted in full from the contract depending on the needs of the contract as decided at the total discretion of the Contract Administrator.

Contract Insurances, snagging and handover

• The following was explained at the meeting:

  Select Contractors All Risk Insurance to cover the contract works; Client/Insured to maintain Buildings cover for remaining parts of the building; Handover - at Practical Completion the Client/Insured's Insurance will cover the whole building and the Contractors All Risk Insurance will cease cover; Practical Completion date is the start of the rectification period;

  • Contractors All Risk Insurance to cover the contract works;
  • Client/Insured to maintain Buildings cover for remaining parts of the building;
  • Handover - at Practical Completion the Client/Insured's Insurance will cover the whole building and the Contractors All Risk Insurance will cease cover;
  • Practical Completion date is the start of the rectification period;

Scheduled Valuation Dates

• Will a 70% advance payment be recommended as part of the contract?

  Yes

  No

• Please be aware that there will be a request for an advanced payment of 70% of the contract sum to Oriel when the contractor starts on site. However, Oriel guarantee fulfilment of the repairs should any issues occur with the contractor working on site.

• Add proposed valuation date

Valuation

• Date

  Date

• Proposed date for final inspection

  Date

Drying

• Is the property dry?

  Yes

  No

  N/A

• Enter full detail:

• What are the timescales for the drying to be completed

  Date

• Is there a signed dry certificate

  Yes

  No

  N/A

• Confirm conditions/caveats on the certificate that all parties need to be aware of:

• Obtain dry certificate and review conditions / caveats

Statutory Regulations

• The following Statutory regulations are applicable for this project. Insert details beneath for each requirement

  Select Building Regulations Approval (Full plans or Building Notice) Planning Approval Listed Building Approval Party Wall Other (Please specify) No formal statutory approvals are required

  • Building Regulations Approval (Full plans or Building Notice)
  • Planning Approval
  • Listed Building Approval
  • Party Wall
  • Other (Please specify)
  • No formal statutory approvals are required

• Enter full details here:

Site Access & Welfare Arrangements

• Is there a key safe?

  Yes

  No

• Enter location and key safe number:

• Has the Contractor got keys to access the property?

  Yes

  No

• Enter details of how and when the Contractor will obtain keys:

• Enter further details of specific access arrangements or conditions:

• Enter full details of debris removal, location of skips (if applicable) and any special requirements for site deliveries:

• Can The Contractor use the Client/Insured's power and water within reason

  Yes

  No

• Surveyor to ensure meter readings are taken and recorded in the Services Readings section below

• Insert full details of how power and water is to be made available on site:

• Confirm Contractor can use Client/Insured's on site WC facilities

  Yes

  No

• Insert location of WC to be used and any special circumstances/requirements:

• Insert details & location of portable welfare facilities to be made available by the Contractor:

• Confirm Client/Insured should only visit site by prior agreement and when Contractor is on site

Services Readings

• The following services are present on site. Include meter readings (take photo of meter reading for records)

• Electricty

• Add meter reading:

• Take photo of meter reading for records

  Media

• Add further information here:

• Gas

• Add meter reading:

• Take photo of meter reading for records

  Media

• Add further information here:

• Water

• Add meter reading:

• Take photo of meter reading for records

  Media

• Add further information here:

• Other

• Add details:

• Add meter reading:

• Take photo of meter reading for records

  Media

• N/A

• Add details:

General Protections

• Add full details of general protections required:

Working Hours and Site Security

• Add proposed daily Start time:

  Date

• Add proposed daily finish time:

  Date

• Will weekend working be required?

  Yes

  No

  By prior agreement only

• Add full details here:

Health & Safety / CDM Regulations

• CDM 2015 is applicable to all Construction Projects

• Do the Health & Safety Executive (HSE) need to be formally notified of the project (F10)

  Yes

  No

• Surveyor is to ensure that the F10 form is issued to the HSE immediately, this needs to be updated with the contractor details.

• Has the Health & Safety Information For Contractor Form been Issued by the Surveyor To the Contractor?

  Yes

  No

• Has the Construction Phase Plan been received from the Contractor?

  Yes

  No

• Has the Evaluation From been issued by the Surveyor?

  Yes

  No

• Project is clear to start from a Health & Safety point of view

• Surveyor to review Construction Phase Plan & issue Evaluation Form before works start on site

• Contractor to submit Construction Phase Plan immediately for Surveyor review.
  
  Non submission of the required Health & Safety information will delay the start of the project.

• Surveyor to issue Health & Safety Information For Contractor Form immediately.
  
  Non submission of the required Health & Safety information will delay the start of the project.

• Are there indications that Asbestos Containing Materials (ACMs) are present at the property?

  Yes

  No

  N/A

• Add full details here:

• Has a Refurbishment & Demolition Survey been instructed?

  Yes

  No

• Add full details here:

Schedule of Works

• Specialist testing required?

  Select Electrical Mechanical/Heating Other N/A

  • Electrical
  • Mechanical/Heating
  • Other
  • N/A

• The contractor is to undertake a full test on the electrical system and provide a report detailing present condition, recommended works and costs. This should include whether the work is a recommendation or a requirement and the cause of failure.
  
  

• The contractor is to undertake a full test on the mechanical/heating system and provide a report detailing present condition, recommended works and costs. This should include whether the work is a recommendation or a requirement and the cause of failure.
  
  

• Insert full details here:

• All specialist reports along with recommendations and costs should be undertaken within (but preferably before) the first week on site and be forwarded to the Contract Administrator immediately.
  
  No further work should be undertaken without the express written authority of the Contract Administrator. Any works undertaken without this authority will be at the contractors own risk.

• Review Schedule of Works and note all agreed amendments and clarifications:

• All variations, amendments and clarifications to be confirmed via a formal Contract Instruction.

Any Other Business

• Further notes for any other business:

Signatory

• Add signature

  Sign