Determine the budget and finalise plans
All building must be completed within a budget. The first step in any project is to run a client’s draft plans past FarmBuild’s registered quantity surveyor. This will give you a “ballpark figure” for your project.
If your plans are within your budget, you can confidently take the next step of having your documentation finalised. If your plans are beyond your budget, then they can be altered at this early stage before any more money and time is invested.
FarmBuild has an archive of past farm building plans, some of which are available for viewing at the office. If you think one, or a combination of, these plans will work for you, then FarmBuild can provide costs for the project very quickly.
Decide terms of engagement
There are two common ways of engaging FarmBuild to build your project.
Clients can opt for a fixed-price contract, where essentially you provide the plans and FarmBuild will give you a confirmed price and independently manage the entire project.
Alternatively you can enter into a negotiated contract, where you get involved in the project and FarmBuild works with you on all major decisions, selecting materials, and choosing and managing subcontractors.
For a fixed-price project, upon providing FarmBuild with complete plans and associated documented specifications, the project manager will get FarmBuild’s registered quantity surveyor to calculate the exact financial outlay. You will then be provided with a fixed price contract. This binding contract will provide you with the comfort of knowing there are no hidden costs.
The negotiated option is done on a number of larger jobs, and sometimes with renovation work. FarmBuild agrees to a standard labour cost and margin with you, and then both parties work together to select subcontractors and materials. This is more of an “open book” arrangement where the FarmBuild team works alongside the client other reviewing and approving all subcontractors, materials and costs. With this option the process is more dynamic, and you play a larger role.
Once a contract is signed by both parties, FarmBuild will provide you with:
A start and completion date
Payment schedule of estimated accounts for each month through to completion.
At the end of every month a quantity surveyor or another mutually-approved person will visit the site to prepare a progress report. This will provide a complete breakdown of what work has been completed, and the materials used that month.
The costs in the report are transferred to an invoice that needs to be paid on or before the 20th of the following month. The invoice will also illustrate payments to date and the outstanding balance. In the case of a negotiated contract the outstanding balance may be a projected amount. There will be more details about Terms and Conditions for payment included in the contract signed by each party.
If there is a change of plan due to an unforeseen situation, or an extra is required, this is documented on a variance sheet. The variance sheet will include the scope of work and associated costs, and will be submitted for approval to the mutually-approved person before any work is carried out. Once approved, it will be included in the monthly progress report and will show up on the monthly invoice as a variance.
Farmbuild understands the vital importance of keeping communication lines open. On larger contracts the company installs mobile offices which usually have computers with mobile broadband (where available). This enables the FarmBuild team to easily stay in touch with the client, and all required services and contractors throughout New Zealand and overseas.
To aid communication, FarmBuild photographs and videos the construction process from start to finish. This electronic record enables the FarmBuild team to keep the client updated and provide visual aids, answer any questions, and make collective decisions where necessary.
On site meetings
FarmBuild will also hold regular on-site meetings with the client and any relevant other parties. When required FarmBuild’s site foreman and project manager can attend. All relevant information, issues and decisions are documented in the meeting minutes and submitted to all in attendance for approval. This provides an ongoing record for future reference if needed.
Upon project completion, Farmbuild will go over the entire building from floor to ceiling, hot water to doors, to double check everything before handover to the client. If convenient, FarmBuild prefers to meet with clients to show them around their new building.
FarmBuild stands by its quality workmanship and provides ongoing support, even for the smallest matters. The team is more than happy to receive phone calls asking things as simple as “how does this work again” and “how do I turn this off?”. If you have any problems whatsoever, somebody is available to assist you.
You might be just thinking about building, be part way down track or ready to go. Whatever your situation contact FarmBuild to find out how we can help.