Whilst contractors meeting the required and programmed deadlines is not necessarily the responsibility of the Clerk of Works / Site Inspector, we do fully recognise and appreciate that it is the Clerk of Works' / Site Inspectors’ responsibility to inform the contract supervisor / employer’s agent and / or the project management teams of any delays that may or are likely to occur, be it through bad weather, supply disruption, trade shortages or any other issues that might conflict with the programme and subsequent completion.

Our inspection services are centred and focused around many existing clients and is based on reliable repeat business, working mainly on Social Housing development projects, care homes, nursery schools and estates management / refurbishment.                                        With many years construction experience, we are able to oversee build-quality, progress and compliance, reporting back to the project management teams on any observed departures, defects or programme difficulties, undertaking regular site inspections from pre-tender to completion, working on either a fixed term arrangement or on an agreed and all inclusive daily rate .  

It is our standard practice, along with quality control duties, to report progress against programme for the client, or client's representative, thus ensuring a regularly diarised weekly or monthly review and progress reports submission of the status of the project.

Having many years site inspection experience, we are able to carry out all site progress / Quality inspections, monitoring compliance with the specifications, Insurance Inspection standards (NHBC or similar) and the Employers Requirements (ER's). Attending Site progress Meetings as Required, overseeing and recording all site activities, monitoring build-quality standards, checking levels and dimensions against those as noted on the drawings, recording weather conditions and any subsequent delays. monitoring site welfare standards, health and safety provisions, checking on the following:  

* Carrying out build-Quality compliance inspections in relation to the ER's, maintaining regular updated defects observation tracking records for 'Development Officer's / Surveyors' information.

*  Monitor and record daily work activities on site.

*  Record numbers and categories of all labour and plant on site.

*  Record works undertaken / progress against the contract programme.

*  Recording weather conditions and any associated delays.

*  Carry out all general observations on Welfare facilities, Health and Safety standards for discussion with the CDM Coordinator (CDMC) and the project team.

*  Preparation in consultation with the design team of snagging lists prior to Practical Completion and re-visiting, carrying out End of Defects liability inspections.

*  Production of all written and photographic reports, to accompany regular issues of site observation tracking reports and timely distribution of same as required.

* Carrying out any initial 'setting the standard' snagging inspections plus undertaking all snagging and de-snagging inspections as required.

* Attending handover meetings on your behalf when requested, compiling meter reading schedules including the recording of MPAN's and MPR's for distribution along with all key schedules and any required document submission from the contractor.

* Attending Client / End user 'systems tutorials' and creating end user direction / instruction manuals if required.

* Monitor and comment on inspections carried out by Building Control and NHBC or other Insurance Inspectors.

* Attending End of Defects inspections and undertaking all tenant liaison requirements during subsequent remedial works. 

* Assisting the Housing Officers to regularly monitor the condition of estates and properties and identify improvements in conjunction with tenants / residents.  

* Checking and maintaining good relationships with adjoining owners / properties to ensure that site activities are not imposing any nuisance i.e. parking, radios and all matters relating to the 'Considerate Constructor' incentive if  registered.                                                                                                                                                                                           * Striving at all times to Form good working relationships with contractors site management staff, site operatives, employers agents, clients and tenants / occupiers, on your behalf.

* Proficient in adapting my working methods to meet your specific needs, incorporating your own work style, headed forms and inspection reports, logo's, as required.

* To take reasonable care for my own health and safety. To ensure that Site Inspection Service's responsibilities in relation to Health & Safety are achieved by implementing, promoting and monitoring safe working practices and ensuring compliance with safety regulations / Health and Safety Policies and advise the CDMC’s and the site management teams of any observed departures.                                                                                                                                                           

Detailed below is our standard 'Setting the standard' Snagging, General Snagging and De-Snagging protocol in line with the practices that we have worked for in the past and with those that we are currently representing however, we will always be prepared to adapt to your own particular working systems to suit both yours, and your clients project requirements.

The contractor is to allow adequate time within the notice period for snagging and de-snagging and is to submit to the Employers Agent and the Agent’s Site Inspector a comprehensive and detailed plot- by- plot Gant/ Bar chart indicating snagging and de-snagging dates for each plot, allowing for an ‘end-buffer period’ of 2 weeks.

A “set the standard” snag will be carried out by the Employers Agent’s site inspector and the clients inspector on a date agreed with the contractor and the subsequent list/s will be used to apply general items that may become evident requiring remedial action in all remaining plots, if in the inspectors opinion, the snagging lists are becoming lengthy, snagging will cease until the contractor has re-visited to minimise the amount of snags in evidence to an acceptable level within the “set the standard” list previously provided.

Prior to the Employers Agent snagging inspection/s the contractor is to forward copies of their own snagging lists, based on a room by room inspection, illustrating all defective items attended to and duly ticked off, allowing time for the Employers Agent to carry out their own snagging. 

De-snagging will take place 7 days after the contractor has received the Inspectors snagging lists. The contractor is to ‘split’ the number of plots requiring snagging into an adequate quota to enable all plots to be snagged / de-snagged within the notice period allowing for adequate time to prepare for handover to the client. 

On the agreed date of Handover, the Employer’s Agent and the Site Inspector together with the Employer’s Development Representative and the Contractor shall record all gas, electricity and water meter readings for which the Contractor will be responsible along with all standing charges up to the date of handover.

No Handover will be accepted without the installation of the gas and electricity meters and the Contractor shall make all necessary endeavours, prior to Handover, to establish from the Employer the names of the incoming occupants to facilitate the installation of water meters.

In the case of multi-water meter installations for blocks of flats, the Contractor will ensure that all meters are durably and permanently labelled and that concise meter pit drawings are made available indicating each meter number against each flat postal number, plus all landlords supplies.

The Contractor shall provide on the date of the handover/s, at the latest, the following information failing which, practical completion or handover will not be accepted if:

A) In the opinion of the Employer’s Representative the Health & Safety Plan has not been sufficiently completed by the Principal Contractor.

B) Electrical test certificates for each connection / installation have not been provided. 

C) CP 12 Certification from a Gas Safe registered Contractor confirming gas installations compliance with the necessary requirements enabling a Landlord to let the building. 

D) Formal notice from the Local Authority or the NHBC (or others) certifying that the Development complies with Building Regulations.

E) ‘Buildmark’ Owner’s documentation and confirmation from the NHBC (or other insurers) that they have completed their final inspection. 

F) Carbon Index Rating Certificates.

G) A copy of the Local Authority letter confirming names/numbers of units and postal numbering of the Development.

H) A copy letter from the Local Authority confirming that all Planning matters, conditions etc., have been satisfactorily resolved and approved by the Local Authority.  

I) The required numbers of keys for every lock in the dwelling as indicated in the Employer’s Requirements (ER’s). 

J) In the opinion of the Employer’s Representative safe access is not achieved to each unit across the site.

K) NHER Rating confirming a minimum rating of 9.0.

L) Building for Life ‘Silver Standard’ Certificate.

At Handover the Contractor shall provide the following additional information: (either separately or with the Health & Safety file).

1.      A test certificate confirming that the TV signal outlets are operational and provide adequate reception at each outlet.

2.      A copy of the NHBC Site Record Book recording the visits and comments made.

3.      Final NHBC certificates for each unit (or completion Cover Note).

4.      Three copies of ‘As Built’ drawings to a scale not less than 1:100 showing all services and drainage within the site.

5.      A list of principal sub-Contractors and suppliers with their addresses, telephone numbers and personal contacts.

6.      All guarantees issued in respect of the building.

7.      The names of suppliers, manufacturers and sub-Contractors.

8.      One set of details for both user and installer in respect of all service installations, plant and equipment.

9.      An Occupiers Manual for each unit with one spare copy for the Employer.  

10.  Details of emergency call-out numbers in respect of urgent defects during the Defects Liability Period.

11.  A Schedule of all BS numbers, paint colours, carpet manufacturer and supplier etc., utilised in the building.

The Contractor shall at least one month prior to completion of the works provide a draft document for approval containing the following information which is to be provided on handover in individual folders or binders, containing all necessary information for the incoming occupiers as follows:

1. Copies of electrical and gas test certificates.

2. One set of user details in respect of all mechanical, electrical equipment and plant, together with domestic maintenance details.

3. Dedicated leaflets setting out energy efficient use of the home and it’s controlsNotification and advice in respect of all water supply, stop valves, stopcocks etc.

4. Details in respect of TV installation and telephone installation.

5. Recommendations for cleaning surfaces including for finishes, windows, PVCu elements.

6. Construction of walls and partitions and possible fixing problems.

7. Details relating to water and space heating.

8. Detailed advice in respect of reducing condensation in newly constructed properties.

9. Details of all Statutory Authorities.

10. Details of the Employer’s maintenance call number.

11. Any other relevant information following presentation of draft manual to Employer. 

Once residents contact details lists and a copy of the ER's are made available, We can oversee the rest on your behalf by arranging all tenant visit appointments and undertaking the EOD inspection visits to all listed plots / units and to any void units, listing all noted defects as both pointed out by the tenants / occupiers along with defective items discovered and discussed during my inspections, with the Contractors and HA's representatives, if present during each inspection visit.                                                                                                                                                                                                Copies of completed reports will be forwarded to the 'Employers Agents', the Contractors representative and to the Housing Associations / Groups development teams, the lists will incorporate a 'sign-off' section at the bottom of each list for signing  by the tenant / occupier following satisfactory completion of any reported remedial works requirement.

All service areas, lift cars / shafts, roof and communal areas, service intake installations, plant rooms, refuse stores and all external elevation areas, grounds and boundary's will be inspected and any subsequent defects listed, will be issued accordingly.

We will, on your behalf, act as the first point of contact for the residents / occupiers - and can provide a contact email address and a  phone number, maintaining a reliable and regular liaison service for your tenants / occupiers at all times, including any out of hours visit attendance that may be required for residents meetings, to cover any of your tenants work commitments etc, keeping all interested parties informed on a regular basis, with weekly summary / remedial works progress reports produced and distributed to all involved each week.

*  Provide a written progress report to the Partnership within 2 days of site inspections and in most cases, on the same day, advising your team leaders and Project Managers on the following:

* Recording progress against Contractor's programme and progress of works for each plot.

* Sign off each plot at key work stages.

* Recording of all observed defects / items and Contractor's response on our regularly updated and ongoing 'Observation tracking sheets'.

* General comments regarding workmanship standards, materials and storage, site organisation, safety compliance, recording labour and plant on site,  carrying out valuation checks as requested.

* Monitor and comment on inspections carried out by Building Control and NHBC or other Insurance Inspectors.

* Monitor and comment on workmanship in accordance with Good Practice, Contract Documents, Specification / ER's.

* Adapting our working methods to meet any of your specific requirements, incorporating your own work styles, headed forms and inspection reports, logo's, as required.

* Pre-tender / pre-commencement inspections undertaken to assess site conditions, local environment, existing services, hazardous material content, site access safety, local environment, access restrictions, volume of traffic, party wall investigation reports.

* To take reasonable care for our own health and safety. To ensure that Site Inspection Service's responsibilities in relation the Health & Safety are achieved by implementing, promoting and monitoring safe working practices and ensuring compliance with safety regulations / Health and Safety Policies and advise the CDMC’s of any noted departures of same.

* Checking all stages in relation to 'latest' / 'revised' / 'updated' Building Regulations and insurers standards.

     Observations Tracking Sheet example

                                                                                                              Photo-Report example

      Pre-Tender Site Investigation Template example

                                                                                                             Site Inspection Report example

M: 07710 200848   T: 01372 276947

Having worked in construction for many years, I have attempted to illustrate, what we would be able to do and achieve for you on our website and will be very happy to assist with anything at all that is perhaps not noted within these pages or to discuss any particular requirements.