End of contract report
Once the defects liability period has ended and the final account has been agreed, it is advisable for the contract administrator or construction manager to prepare an end of contract report (or post contract report). In the case of the construction manager this should be completed for each trade package. On a traditional contract it is a commentary or overview of the history of the main contract.
An end of contract report can be useful for a number of reasons:
- In the public sector, the politics of public scrutiny can lead to questions of audit, proprietary and transparency long after the project is completed.
- On all projects unanticipated legal proceedings can require the history of a project to be examined.
- It can provide a useful reference document chronicling the contractor’s performance. This can be helpful when considering whether to employ that contractor again.
An end of contract report may include the following:
Contractor design obligations and performance:
- Progress against programme.
- Adherence to design intent.
- BIM competency.
- Co-ordination with others in relation to things such as setting out and interfaces.
- Statutory approvals and independent design checks.
- Design faults.
- Variations.
- Resources employed.
- Off site engineering pre-payments.
- Progress against programme.
- Manufacturing errors, omissions or faults.
- Variations and scope reductions or increases.
- Percentage of work against factory output.
- Resources employed (machinery and labour).
- Suppliers and subcontracts.
- Offsite payments.
- Management resources.
- Progress against programme (delays, productivity and earned value analysis).
- Site co-ordination and efficiency.
- Labour or material shortages.
- Subcontractor performance.
- Industrial action.
- Plant (hired or owned).
- Progress photographs and installation records.
- Mock ups, samples and testing.
- Unacceptable work and quality ratings.
- Variations.
- Protection of installed work.
- Handover documentation.
- Defects and snagging.
- Weather / force majeure.
- Final account evaluation against contract sum.
- Contingency expenditure.
- Contractual warning notices of delay or disruption.
- Extensions of time.
- Details of claim applications, evaluations and settlements.
- Counter claims and liquidated and ascertained damages.
- Dispute proceedings.
- Performance bond.
- Collateral warrantees, guarantees and insurances.
- Insurance claims.
- Copy of any supplemental or wrap up agreements.
- Copy of signed contract documents and post tender minutes.
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