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Employer’s Agent/Client Representative

VFM has experience in managing a range of different project types including design build works engaged as Employer’s Agent. 

The independent role of VFM, in our capacity as client’s agent is to ensure that the client gets what he asks for, at the right price, and on time.

We possess the necessary knowledge and expertise to provide this wide ranging and responsible service. A role which demands not only financial and programming management, but an overview of the whole construction process from tender to making good defects, releases of bonds and retentions to Final Certificate.

There are two distinct functions which our services tend to cover on design build works. One being the employer's adviser role, and the other that of employer's agent. 

A schedule of the services which may be required in the function of employer's adviser is given under pre-contract services below. Employer's agent activities being identified under post contract services. The intention being to identify the most significant services offered assuming that the client is a 'lay' organisation which will wish to receive a high proportion of consultancy assistance in the commissioning and placement of the project.

Employer's adviser services can vary widely dependant on the Client organisation’s requirements. Activities commissioned may be either consultative or otherwise more specific and of a technical nature. Client are free to choose how they allocate each responsibility.

The function of the employer’s agent is largely prescribed under the different forms of building contract and primarily involves acting on the Employer’s behalf for the purpose of contract administration. These activities are identified under post contract services below, some or all of which may be required by any client dependant on the client’s experience and knowledge in the field.

Acting on behalf of the Employer our remit could typically include as follows:-

Employer’s Adviser and Pre-contract Stage :-

Advising on the building cost relationship of alternative sites and forms of construction.

Prepare a preliminary estimate of the cost of the proposed scheme.

Establish in conjunction with the Employer the overall budget and making periodic reviews as more information evolves.

Advising on procurement strategy and the method of tendering.

Arrange for preliminary enquiries of proposed tenderers to be invited to submit offers, interview as necessary and advise on selection of contractors.

Advising on the most appropriate form of contract and any supplementary conditions

Draft and produce the Employer’s Requirements contract documentation and appropriate specifications taking due regard of guidance and brief from the Employer.

Liase with other specialist consultants appointed by the Employer and incorporate their specifications and requirements.

Prepare a comparable estimate of cost on the basis of the Employer’s Requirements.

Receive tenders, examine and report thereon including preparing analysis, and evaluation of contract price.

Assess Contractors Proposals and advise where these differ from the Employer’s Requirements as stated making suitable recommendations.

Negotiate as necessary with the selected Contractor(s) during the preparation of its offer, as to requirement, contract conditions and contract price.

Negotiate and report on possible savings on cost if required.

Verify the contract sum analysis.

Perform similar services in respect of work ordered directly by the building owner outside the terms and scope of the main contract.

Prepare contract documentation.

Provide cash flow forecasts

Employer’s Agent  at Post-Contract Stage :-

Monitor Contractor’s progress against programme and make recommendations for interim payments.  Payments may be prescribes as either stage payments or periodic.

Assess the financial effect of any changes to the Employer’s Requirements and Provisional Sums therein.  Agree associated costs with the Contractor carrying out any required measurement and agreeing the measured value.

Checking the accounts of any Public Utility Authorities.

Advise the Employer at suitable intervals as to the anticipated final cost.

Advise the Employer concerning any potential claims for loss and expense received from the Contractor and carry out negotiation if required.

Carry out final negotiation fro settlement of the contractor’s final account including any adjustments for fluctuations.

Prepare analysis of final building cost for accounting and other purposes. 

VFM therefore acts on behalf of the client for the purpose of contract administration including receiving or issuing of such applications, consents, instructions, notices, requests or statements as necessary.

In summary we will do all that is reasonably necessary to enable the contractor to carry out and complete the works in accordance with the contract in order to successfully deliver the project to the client’s requirements.

Useful Links:

Royal Institution of Chartered Surveyors ° Residential Block Management  ° Association for Project Management
Building Cost Information Service ° Association of Property Bankers ° The Joint Contracts Tribunal Ltd ° Chartered Institute of Building ° Building

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Tel: 020 8658 6824  Fax: 0871 990 2366
VFM Group
Chartered Quantity Surveyors
Development and Property Consultants
Project Managers

Web :   www.vfmgroup.com
E Mail : vfm@vfmgroup.com