1. Pre Construction Documentation & Adjudication

During the Pre Construction Phase the appointment of the Design Team and the subsequent sequence of document production and approval is of vital importance. The duration and the cost of the project can be complimented by the appointment of consultants who are suitably qualified for the specific project.

Appointment of Consultants
Once Gibb Construction has obtained a comprehensive and lucid brief for the project from the client, we can assist with the selection and appointment of the various consultants, ensuring that they have the experience, capacity and resources to attain the clients desired objectives. The contractual arrangements between the client and all the consultants can be attended to, ensuring the responsibilities of the various parties are clearly defined.

Design Preparation & Approval
Gibb Construction will, on a regular basis, keep the client informed regarding the status of the design, time and cost implications. A documentation schedule will be developed together with all the consultants, which clearly identifies milestone dates regarding the design development and approval. Regular consultant meetings, incorporating planning & design co-ordination, ensuring that the consultants are fully briefed as to the client’s decisions and intentions.

Establishing Budgets & Financial Controls
Once the client’s design brief has been accurately interpreted by the consultants to the client’s satisfaction, a budget can be prepared for the client’s approval. Once the project budget has been approved, strict financial controls can be implemented whereby each consultant must ensure that the design development is within the budgetary allowance.

Liaison with Local Authorities
Gibb Construction will, if required, liase with the local authorities regarding planning approval, service applications and deposits that may be applicable.

Documentation Scheduling & Programming
As a direct result of the high cost of finance, it is in the client’s interests to commence the project as soon as is practically possible, thereby completing the project earlier. This provides a quicker turnaround of the client’s revenue producing asset, minimising the cost of interim funding. The documentation scheduling and programming ensures that the consultants focus on the immediate tasks ensuring that the relevant drawings and documentation is available for the tendering process to commence. The primary objective during this phase is the synchronisation of decisions and design priorities with construction priorities. The documentation schedule and programme forms the cornerstone in the maintenance of discipline amongst the consultants and the client.

Value Engineering
Value engineering is a valuable exercise, which can be undertaken with all the consultants and the client on an ongoing basis whereby the consultants discuss problems and alternatives amongst themselves and with the client present. Where there are budgetary problems due to unforeseen design restraints, alternative designs may be required or additional funding could be required. This rationalisation of the design process often benefits the client enormously.

Preparation of Bill of Quantities/Schedule of Rates
As the design is developed a Bill of Quantities/Schedules of Rates will be produced for the various trade packages required for the project. This is dependent on the complexity of the project and can be tailored to suit the individual project.

Database of approved contractors and relevant track records/references
Gibb Construction over the years has developed a database of approved contractors for the various trade packages. Individual contractors will be interviewed and assessed regularly regarding their current workload and their available resources. References of their recently completed projects will be obtained from the client and consultants. A credit check will be performed prior to their selection onto the list of approved contractors.

Out to Tender Documentation
A schedule of out to tender dates will be produced by Gibb Construction for the various packages required. This schedule is a direct function of the documentation scheduling and programming phase. As the design progresses and the drawings and information is available the various trade packages can be tendered. This enables work to commence on site prior the entire design and documentation being complete.

Tender Adjudication & Analysis
The appointment of the contractor/s required for the project forms an important phase of the project. Tender documentation will be produced for each specific project. Depending on the type of project this could entail numerous trade packages. The documentation will be tailored to suit the project’s requirements. These would normally include working drawings, a bill of quantities/schedule of rates, material specifications, contractual requirements and an indicative contract programme. The tender analysis will be based not solely on the cost, but would also be influenced by factors such as proposed alternatives, previous experience, current workload, credit worthiness, reference checks etc.

Contract Appointment Documentation & Guarantees
The recommended/successful contractor will be required to sign a contract document accepting the form of contract. Once again this document is suited to the type of project. The contractor will be required to produce the necessary guarantees as per the contract documentation.

2. Construction Phase

During this phase, design and construction proceed concurrently and it is of primary importance that the timeous flow of information to the contractor and subcontractors is maintained. Effective communications at all levels need to be carefully co-ordinated and maintained.

Preparation & Monitoring of the Construction Programming
Gibb Construction makes use of CCS (Construction Computer Software) for the production of the project programmes. Each individual project’s programme is specifically designed and detailed to suit the requirements of the project.
The contract programme will be drawn up and approved in conjunction with the successful contractor/s. Programme updates will be undertaken on a regular basis during the construction process. In addition to giving the client and indication of the current on-site progress, these progress updates assist in identifying problematic areas efficiently and allows the potential problems be dealt with prior to them impacting on the contract completion date.

Preparation & Monitoring of the Information Schedule
The CCS package allows for the production of an information required schedule. This identifies the date by which specific drawings and information are required by the contractor to enable him to undertake each and every activity on the programme. Gibb Construction, together with the consultants, will monitor the approved information schedule to ensure that the contractor is not delayed due to information required issues. In addition this information schedule identifies long lead items thereby ensuring that the consultants issue the necessary drawings and specifications to enable the contractor to place the relevant material orders timeously.

Preparation & Monitoring of the Cash Flow
The CCS package also allows for the production of a cash flow based on the construction programme and the bill of quantities/schedule of rates. This cash flow can be monitored during the construction process. The client can be continually updated regarding the forecast against the actual cash flow.

Web Site Interface
A website will be developed for the individual project and will be updated on a regular basis. The client and his consultants will be allowed authorised access to the website and will be able to monitor the construction process without necessarily visiting the building site on a regular basis. The website can be used to obtain the clients approval of various items without him having to visit the building site; this is particularly useful should the client or consultants be remote from the site.

Site Meetings & Meeting Minutes
Regular site meetings will be held with the client and the consultants together with the contractor. Site meetings will also be held regularly with all the trade/subcontractors and suppliers. Minutes of all meetings will be circulated to the various parties. Gibb Construction will follow up to ensure the items requiring action are resolved efficiently.

Preparation of Quality Assurance Plan & Monitoring Quality Process
In order to achieve the required quality product a quality plan will be drawn up together with the successful contractor/s. The quality plan will identify the various activities of the project and how these activities will be monitored during the construction process to ensure the desired quality is achieved. The overall objective of the quality assurance system is to consistently produce products which meet or exceed client requirements.

Verification of Monthly Valuations
During the construction process monthly valuation will be received from the contractors and will be verified against works undertaken and materials on site. Payment recommendations will be forwarded to the client for approval.

Monthly Cost Reports
Monthly cost reports will be produced which clearly reflect the current monthly financial report against the forecast monthly budget. Cash flows can be reviewed monthly and adjusted accordingly as a result of the up to date cost reporting.

Snagging & Handing Over
As the project nears completion the project will be comprehensively snagged and the relevant contractors will be issued with detailed snag lists. The de-snagging process will also be closely monitored.

Practical Completion Certification
Once the project has reached completion and it can be used for its intended use, the client can rely on Gibb Construction for a smooth transition from a building under construction to a building in occupation.

Final Completion Certification
Once all outstanding snag items are completed and any teething problems have been addressed a final completion certificate will be issued. This concludes the construction phase of the project.

3. Post Construction Phase

On completion of the project, part of the project team’s responsibilities will be to ensure that the client receives certain drawings, information and documentation that may be required in years to come. The client’s requirements in this regard must be clearly identified and defined and could include the following:-

Procurement of Attic Stock
Gibb Construction will arrange that a suitable quantity of attic stock is issued to the client on completion of the project. The client’s attic stock requirements will be agreed in advance to ensure they form part of the original orders.

Transfer of Services to Owner
Gibb Construction will make the necessary arrangements to ensure that the services are transferred into the owner’s name on completion of the construction phase should this be necessary.

Correlation of “as built” Drawings & Information
Gibb Construction will ensure that the consultants all issue a set of “as built” drawings and specifications on completion of the project. This documentation will be combined and handed over to the client.

Owner Operational Manuals
All owner operation manuals for the various installations will be compiled by Gibb Construction and handed over to the client on completion.

Settling of Final Account
Gibb Construction will be responsible for settling the final accounts with the various contractors. This will be done as soon as the final completion certificate has been issued.

Releasing of Retention & Guarantees
Gibb Construction will be responsible for authorising the releasing of the retention monies as and when they are due. Maintenance agreements can be entered into with various contractors should this be required.