The Architect's Role On Site

Whether you are building a new house or an extension or changing a listed building, an understanding of the roles of Architects, Builder and Client is very useful.

What The Architect Does - Contract Administration

The contract is between the client and the contractor, but it is the Architect's job to “administer” the contract. In practice that means:

Providing Project Information

  • Issuing thorough working drawings and specifications to describe what the builder is contracted to build

Communication

  • Chairing monthly progress meetings that the client and contractor attend to review progress, quality, costs and resolve any queries

  • Prepare minutes of the meetings to record action needed by all parties, including the client

  • Answering day to day queries by logging them on our SmartSheet system or by email if necessary with prior agreement. Telephone queries should be reserved for important or urgent matters. Uploading site photos or videos to SmartSheet is to encouraged

Cost Reporting

  • Agreeing a fair value for the work completed by the contractor each month and issuing an Interim Certificate showing the amount properly due to be paid by the client

  • Updating the cost plan to take account of known variations and payments made

  • Answering day to day queries by logging them on our SmartSheet system or by email if necessary with prior agreement. Telephone queries should be reserved for important or urgent matters. Uploading site photos or videos to SmartSheet is to encouraged​

Regulations

  • Obtaining prior approval to the plans from building control and other regulatory bodies

So What Does The Client Do?

Talks to the Architect about any questions or concerns or if they want to make any changes
(direct instructions to the contractor should be avoided so that proper communication and control of cost is maintained)

Ensure that the money to meet monthly payments is available to pay bills on time

Keeps faith with the whole construction team who will usually be doing the very best job they can!

What The Contractor Does - Project Management

It is the contractor's job to manage the project day to day as required to get the job done. In practice that means:

Understanding Project Information

  • Reading the drawings and specification thoroughly to gain a full understanding of the project

  • Keeping good quality full size copies of the drawings and specification on site so that they can be referred to
    or a tablet with internet access to access the online drawings and 3D model

Communication

  • Keeping a site diary noting who works on each day, what materials are delivered and the weather conditions

  • Raising queries in good time to allow easy resolution of issues; avoiding last minute panics

  • Recording any additional items immediately in writing, complete with estimated costs and obtaining Architect approval before ordering materials or starting work
    This applies just as much to any client requests as anything else

Cost Reporting

  • Preparing a valuation each month using the format provided by the Architect listing percentages of the work completed, any materials on site and any deposits required

Site Management

  • Working on site every day and ensuring that there is a working foreman in charge at all times

  • Keeping the site secure, locking up every night, making sure the existing house is as safe and secure as possible

  • Protecting things around the site that belong to others such as cars, adjoining buildings and footpaths from damage

  • Arranging for all the labour and materials to be on site to keep up good progress

  • Ordering items with long lead times in good time so that they are on site when required. Any deposit payments needed should be included within the monthly valuations

  • Arranging for samples of items listed in the specification as requiring approval to be available for review at the relevant site meeting

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