During the builder’s tender process, we:
1. Field questions about the scope of works from the sub-contractors to the design team and then ensure that each sub-contractor gets the same information, to ensure a level playing field from which to compare their rival bids.
2. We frequently appear with the builder at their presentation to the client; flushing out any potential M&E difficulties in the proposed works and to ensure that the most appropriate sub-contractors are selected to bid for the M&E packages.
Alternatively, we get involved after the builder has won the job. Our role, then is to:
1. Ensure that the M&E subcontractors’ tender returns are fully compliant with the documents. If they are not, we ask the necessary questions and distribute clarifications from the design team to ensure that all the subcontractor’s bids are on for like for like basis.
2. We ensure that any exclusion clauses within the M&E bids are removed to ensure a fully compliant bid. If these cannot be removed for whatever reason, we ensure the effect of the exclusions are fully understood prior to any orders being placed.
3. We ensure that any tender addendums issued by the design team are included within the M&E bids.
4. We assist the main contractor in selecting the most appropriate subcontractors for the particular project. We have experience in working with the vast majority of sub-contractors and can advise on ‘hidden costs’ where the price might otherwise appear attractive.
5. We ensure that any gas, electricity, water, BT and sometimes drainage supply issues are addressed at the outset commencement of project to ensure that we have any necessary new connections in good time for project completion. We usually take over this process from first application to installation. Our contacts in these authorities often enable a more efficient approach.
6. We use the period between main contractor appointment and M&E subcontractor appointment to iron out any issues in the scheme prior to commencement on site.
Post appointment stage of M&E subcontractors.
1. We set up a schedule of regular M&E technical meetings which we ‘chair’ and follow up with detailed minutes. These are normally two weekly on site and they ensure that the M&E aspects of the project run smoothly. We invite members of the client design team to attend these meetings so that they are on the spot to resolve any issues as quickly and effectively as possible. If necessary, we arrange extra meetings to deal with urgent issues which cannot wait. We also invite the site foreman to ensure that he has all the correct and most up to date information in order to install to.
2. We run a Request for Information (RFI) system specifically for the M&E which runs alongside the builder’s own system. This ensures that any M&E items are raised with the correct terminology and the responses are correctly answered and achievable etc. We ensure that a full paper trail is in place so that if there are disputes over costs at a later stage, the builder is fully protected by the appropriate documentation.
3. We ensure that the procurement of materials is documented and all technical submittals are issued and dealt with quickly and efficiently by the M&E subcontractors.
4. We ensure that the M&E subcontractors produce a program in line with the builders construction program and we iron out any differences to achieve the end date. We also highlight any problem areas to allow them to be dealt with as quickly as possible. If progress becomes an issue, we produce two-weekly mini programs to focus efforts over a two week period which are then reviewed along with the main programs at the M&E technical meetings. That way we can ensure that the subcontractor deploys extra resources if any areas of ‘slow’ progress arise. We also alert the builder to any construction issue which is holding up the M&E installation to allow the builder to address this issue to avoid program implications.
5. We review any client changes and ensure that an architect’s instruction (AI) or confirmation of site instruction (COSI) is issued to cover these changes so that the builder can be sure to be paid for them
6. We issue the costs of changes direct to the client team (once we are happy with the figure submitted) and advise of any builders work in connection (BWIC) which may also need to be costed as a result. That way the final M&E account is formed as work progresses and not at the end of the project.
7. We ensure that the work is ‘snagged’ on a two weekly basis (following our technical meeting) to ensure early corrections can be made for the best possible ‘end’ installation.
8. We ensure that the design team also carry out regular site visits at an early stage and as the project progresses; they then have the opportunity to snag works so that any points are addressed to everyone’s satisfaction.
9. We ensure that any statutory authority supplies have been progressed to ensure that we have gas, water, (& sometimes drainage connections) and electricity in time for commissioning and the project completion.
10. We ensure that a commissioning and witnessing program is issued in good time to allow client team comments etc, and ensure that this program is adhered to and is witnessed as required by the client team.
11. We ensure that the commissioning information is issued to the client team to allow them to comment on this in good time to rectify any issues
12. Ensure that the O&M’s are correct and issued in line with the program’
13. We ensure that client training is carried out in line with the specification documents.
14. We are always available to assist the client post practical completion to assist with any operational difficulties once systems are up and running and in use.
15. If maintenance is a part of the specification we ensure that this is completed and any defects addressed by the M&E subcontractors.