Contract management, management of contract, stages of contract management, role of client, main duties of client, role of contractor, role of subcontractor, role of architect, responsibilities of architect, site supervision, responsibilities of site supervisor, relation between contractor and architect
2. Contents
• Management of Contract
• Role of Client
• Role of Contractor/Subcontractor
• Role and Responsibilities of Architect Contractor
• Site Supervision
• Relationship between Subcontractor and Architect
3. Management of Contracts
• Contract Management or Contract Administration is the management of contracts made with
customers, venders, partners or employees.
• Contract Management includes negotiating the terms and conditions in contracts and ensuring
compliance with the terms and conditions, as well as documenting and agreeing on any changes or
amendments that may arise during its implementation or execution.
• Contract Management is the process of making contract creation, execution and analysis to maximize
operational and financial performance at an organization, all while reducing financial risk.
• A contract specifies the activities entered into by both organizations and the terms through which
they will each fulfill there parts of the agreement.
4. Stages of Contract Management
Stage 1: Contract Request :
Contract Management starts with the Contracts Requesting process
where one party requests for or initiates the contracting process
and subsequently uses that information for drafting or authoring
the contract document.
Stage 2: Contract Authoring, Review and Red lining, Contract Negotiation
In the Contract Authoring or Drafting stage , contract or agreement
document is created or generated which includes all clauses, terms and
conditions. It is usually in this stage Contract Approvers and Signing
parties are determined and approver and signing details are captured in
the contract document.
5. Stage 3: Approval and Lawyer or Legal Review
Agreement document prepared in previous step is submitted to
internal or external approvers and then once they approve the
document to proceed further, Contractual document moves to the
next step.
Stage 4: Execution or Agreement Signing
Contract document which is approved is sent to respective parties
for signature either online or using manual process.
Stage 5: Contract Database or Repository Storage
Once the contract document is signed it is stored permanently in a
easy to retrieve agreement database. Both contractual meta data
and documents are indexed and saved for future reference.
6. Stage 6: Records Management
This stage enables complete control of all critical business documents through reliable storage of records with backups
and retention policy enforcement policies providing confidence that your critical records are in secure for global
information management with high compliance.
Stage 7: Easy Search and Retrieval
This stage enables business users to quickly search , apply filters and retrieve relevant documents from the contract
system.
Stage 8: User Activity and Reporting
Every stage captures user activity logs and the contract meta data and documents are properly indexed for easy
retrieval. This stage ensures business users can quickly and efficiently retrieve and mine contract data and produce in
depth reports.
Stage 9: Contract Renewal , Amendments and Disposition
Once the contract reaches its end date , it must be renewed to stay in active status. If the contract is not renewed on
time it could cause financial risk for the parties involved in the contract.
7. Role of Client
• The client must provide information regarding the project, site and other relevant issues to the designers and
contractors on all projects.
• They play an active role in approving project plans, requesting changes, raising issues and risks, approving milestones,
releasing payments, and accepting (or declining) the final deliverables of the project.
• The client must make this information available early enough for the designers to assess the information for the
elimination and reduction of risk by design.
• The client will define the aesthetic and functional needs for the building.
8. Role of Client
The main duties of the client on all construction projects are to:
•Ensure that suitable management arrangements are made for the project.
•Select & appoint a competent and resourced Principal Designer.
•Select & appoint a competent and resourced Principal contractor.
•Notify the relevant enforcing authority of certain projects (notifiable).
•Ensure sufficient time and resources are allowed for all stages of the project.
•Provide the pre-construction information (PCI) to the designers and contractors.
•Verify the sufficiency of the construction phase plan (CPP) prior to construction commencement.
•Verify that suitable welfare facilities are in place prior to construction commencement.
9. •Contractor training - Ensure the necessary information, instruction and training is received and appropriate supervision
is provided to comply with the regulations.
The main duties of the client on all construction projects are to:
•Ensure co-operation and co-ordination between the client's employees and client contractors with the project
contractors where the client's work activities overlap the construction work and to enable others to perform their
duties.
•Subsequent to receipt of the health and safety file from the Principal Designer, maintain the information up to date
and provide access to any person who needs to see it for health and safety purposes.
Management arrangements
10. • The responsibility of a contractor in construction is the execution of the work activities that are required for the
completion of the project. The roles and responsibilities of contractors manifest themselves in various aspects
of the project for instance project planning, management, monitoring, construction site safety, and legal issues.
• The contractor also appoint subcontractor, who have special expertise, to execute certain parts of the project that
cannot be constructed by the contractor. Subcontractors involve in construction processes based on services that
they provide in the course of a construction project.
Role of Contractor/Subcontractor
• A contractor is responsible for planning, leading, executing, supervising and inspecting a building construction
project. The responsibility extends from the beginning to the end of the project, regardless of its scope.
• A contractor is a person or an organization hired by the client to complete the project. The roles and
responsibilities of contractors have many different levels since they carry out broad range of tasks and manage
numerous individuals.
• Subcontractors focus on one specific area of a construction project that needs completing and become specialists in
that role.
11. The roles and responsibilities of contractors may be slightly different from a project to another, but a
general roles and responsibilities of contractors are nearly the same which are presented below:
1. Project Planning Responsibilities
•Plan important project development and implementation in advance.
•Determination and estimation of various issues in the project such as needed materials, equipment.
•Anticipation of any potential modification in the project.
•Making sure that health and safety specifications are followed.
•Practicing excellent communication between all parties involved in the construction such as client and subcontractors.
•Determine legal and regulatory requirements.
2. Project Management
•Manage the budget for the completion of construction activities.
•Main contractor is responsible to find and hire right subcontractors and individuals to complete the job.
•Main contractor with cooperation of subcontractors need to manage equipment, materials, and other services
required for smooth flow of the project.
•Manage generated waste
•Submit bills based on terms of contract documents.
12. 3. Project Monitoring
•Monitor project in terms of time schedule, safety, work quality, and other project-related details as specified in
the project contract.
•Review, modify, and update the project programme dependent on latest changes and feedback.
•Practice economic construction techniques
•Monitoring safety related issues.
4. Legal and Regulatory Responsibilities
•Contractor is responsible for building permits application
•Ensure that the project is in compliance with required legal and regulatory issues
•Making sure the project is in compliance with all the necessary legal and regulatory issues.
5. Health and Safety Responsibilities
•Guarantee viable safety policy to ensure health and safety in the workplace. This may involve risk management
strategies, emergency response system, and other preventive means for construction site safety.
•Make sure that all individual at construction site utilize safety equipment.
•Provide safety awareness to workers.
13. Role and Responsibilities of Architect
• Architects create designs for new construction projects, alterations and redevelopments.
• They use their specialist construction knowledge and high-level drawing skills to design buildings that are functional,
safe, sustainable and aesthetically pleasing.
• Architects stay involved throughout the construction process, adapting their plans according to budget constraints,
environmental factors or client needs. As such, they operate as part of an overall project design team, working
closely with a range of construction professionals from quantity surveyors to building services engineers.
• The Architect develops the building design, taking the clients brief and combining it with the advice of the specialists
consultant.
• Architects have significant involvement in product selection.
14. Responsibilities of Architect
•Control project from start to finish to ensure high quality, innovative and functional design
•Lead and develop projects from early concept through design development
•Develop ideas keeping in mind client’s needs, building’s usage and environmental impact
•Prepare drawings, specifications, and construction documents
•Design and document commercial and industrial building projects
•Produce detailed blueprints and make any necessary corrections
•Compile project specifications
•Ensure that all works are carried out to specific standards, building codes, guidelines and regulations
•Make on site visits to check on project status and report on project
15. • The role of a site supervisor has broad responsibilities, from managing staff and overseeing projects, to maintaining
safety protocols and implementing site procedures.
Site Supervision
• Site supervisors monitor the progress of construction projects and ensure compliance with construction safety
regulations. They supervise construction workers and subcontractors, educate construction workers on site safety
practices, and evaluate employee performance.
Responsibilities of Site Supervisor are:
•Inspecting construction sites regularly to identify and eliminate potential safety hazards.
•Supervising and instructing the construction team as well as subcontractors.
•Educating site workers on construction safety regulations and accident protocol.
•Enforcing site safety rules to minimize work-related accidents and injuries.
16. •Maintaining an accurate record of construction
employee attendance.
•Handling site accidents in accordance with established
accident protocol.
•Evaluating the performance of construction employees
and instituting disciplinary measures as needed.
•Analyzing blueprints to ensure that construction
projects meet design, safety, and budget specifications.
•Recommending changes to construction operations or
procedures to increase efficiency.
17. • A positive relationship between the architect and contractor is important because it helps the construction
project flow smoothly from start to finish.
Relationship between Contractor and Architect
• Architects and contractors work in tandem with one another on projects, so it is best to have both on the team.
• They work together to solve problems and find the best way to execute the architect’s vision.
• It’s the architect’s job to lay out instructions clearly and carefully for the contractor, and be there whenever the
contractor has questions.
• The contractor, in turn, provides a practical approach to a creative vision.
• They may make edits to a plan to help make a building more cohesive or keep it up to code.