The pre-contract phase — everything that happens before a building contractor is appointed and construction begins — is where projects are won or lost. Cost overruns that materialise on site almost always have their roots in poor pre-contract management. Investing in thorough pre-contract services is one of the most effective ways to protect your budget.
What Are Pre-Contract Services?
Pre-contract services cover all the quantity surveying and cost management work carried out before the main construction contract is awarded. This includes:
1. Feasibility and cost advice
2. Cost planning and budgeting
3. Specification and procurement advice
4. Tender documentation
5. Tender management and evaluation
6. Contract negotiation and award
Stage 1: Feasibility and Early Cost Advice
The earliest cost advice is typically given at feasibility stage, before the design has been developed. This might be based on nothing more than a site area, a brief description of the proposed building, and knowledge of comparable projects.
At this stage, the quantity surveyor's job is to give the client a realistic sense of whether the project is financially viable — and to identify any assumptions or risks that could significantly change the cost.
Feasibility cost advice should always include:
Stage 2: Cost Planning
As the design develops, the quantity surveyor produces increasingly detailed cost plans at each RIBA stage (see our Cost Planning Guide for more detail). Good cost planning is iterative — the budget is set early and then managed through the design development process.
Key disciplines in cost planning:
Stage 3: Procurement Advice
Before going to tender, the procurement strategy needs to be agreed. This includes:
Volarex advises on all these decisions, drawing on knowledge of the local contractor market and the specific requirements of the project.
Stage 4: Tender Documentation
The quality of tender documents directly affects the quality of contractor bids received. Poor tender documentation leads to:
Good tender documentation includes:
Stage 5: Tender Management
Once tender documents are issued, the quantity surveyor manages the tender period:
Stage 6: Tender Analysis
Received tenders are analysed in detail:
Stage 7: Contract Award and Negotiation
Once the preferred contractor is selected, the quantity surveyor manages the contract award process:
Why Pre-Contract Services Matter
The pre-contract phase is where you have maximum influence over project cost with minimum expenditure. A project that starts on site with a realistic budget, a well-appointed contractor, and clear contractual terms is far more likely to finish on budget than one that was rushed to site before the foundations of good contract management were laid.
Volarex provides comprehensive pre-contract services for projects of all sizes. Contact us to discuss how we can help you start your project on the right financial footing.