Whilst we all make notes concerning the site on which we are preparing a quotation, there is a great opportunity to enhance that operation by producing a formal document to be issued together with the tender. This may be a completed pre-printed form or a template for use on your computer. It will serve as a contemporaneous report on conditions on the day of your visit, or as presented to you by the client at the time.
This document will act as tangible evidence not only of your due diligence, but also your professionalism, and will considerably reduce any problems you may experience in the future. The report is irrefutable proof of site conditions and will provide the firmest of bases should an incident occur – not of your making – during works progress. The Initial Site Survey Report should be further evidenced with time dated photographs. (Even the smaller jobs may require this report to protect you from any claims)
Starting with the name and address of the client (whom you have properly identified – see previous article), the address of the site, including post code and whether or not Sat-Nav will work in that instance, (or make a note to send with all orders to site clearly stating Do Not Use Sat-Nav! to avoid additional charges when delivery drivers cannot find the job), width of site access, parking on/off road, condition of driveway – suitable for heavy vehicles? – turning points for articulated lorries, overhead power cables/obstructions, delivery time restrictions, proximity of schools/churches/factories/offices whose daily workings may affect your ability to work efficiently, plus a host of other site factors to be noted before you even begin to survey the actual garden/work site.
Full details of Responsible Person on site, including email and telephone/s, plus relation to the client (remember, these are YOUR site survey details, to be held at your office, and therefore you need to be seen to have asked for such information as may be necessary, and it does not matter if the answer is an obvious statement), plus notes on the condition of gates/fences/walls/windows/manhole covers etc – again, with photographs of any existing damage. Areas of soft ground/flooding/blocked drains – anything that sets personal alarm bells ringing – make a note.
Fences and boundary conditions are especially important, to prevent a neighbour (who may be jealous) from claiming for a new fence because of damage that the contractors must have done! If you are obliged to enter the property next door – again, record all information plus the fact that you have been granted such permissions as may be necessary to complete your works. As a Consultant, I get involved in such disputes – let the owners sort it out, just ensure that you are covered by your evidential survey report!
he site survey report will form part of your tender documents, and should be noted as such. If you are using an existing site plan or survey showing areas, boundaries etc, you need to note that fact, and state that you are unable to accept responsibility for any discrepancies that may occur by using that document.
Your own measurements and information required for producing detailed drawings will need to be taken, but as a separate document. They will not form part of the Survey Site Report, but may be noted as being in existence. In other words, do not confuse this report with anything to do with your plans/design. This report is for your protection although it will appear to be a simple part of the tender procedure, IT IS YOUR INSURANCE POLICY!
A wide range of items will need to noted in the smallest of detail. Number and condition of manhole covers (and, if deemed necessary, depth of drain runs), damp proof course/s – breached or acceptable to your proposed scheme, electrical supplies – be aware that many of the out- door sockets may be suitable only for small voltage appliances, and when you plug in the disc cutter or pressure washer, you will ‘blow’ the whole house! Water points – check the pressure, especially if you are introducing a water feature or irrigation system.
Basically, anything that you deem important for the smooth running of the proposed works, or that you do not want to be liable for e.g. existing damage. Everything should be written down and checked through with the client before leaving the site. Ensure that you ask – and make reference of this request – for anything that may affect works below ground level. Does the owner have any services plans? Where does the oil line go, between the tank and house/swimming pool/out buildings? Build up as full a picture as possible of the site.
Turning now to the primary value of the Report. To all intents and purposes, you have produced a fully detailed document to enable you to go back to your office, and prepare drawings and quotations using that information. The client will be impressed, and you, and your office staff, will be informed.
However, before you finalise that report, when you are checking things through with the customer, you add in further information.
HOW DO YOU WISH TO PAY? Cheque or BACS? No mention of Stage Payments or Final Account at this stage. Simply “How do you wish to pay”. When I next correspond, I will be sending details of our Insurers and Bankers, and you will need our BACS Account for payments, including Mobilisation and Interim Settlements.
By including this question, ostensibly as part of a Site Survey, they are being informed that they will have to pay in a legal and timely manner. Such professionalism is not lost on the client. You have given them your Terms at the initial meeting without being seen as forward in any way!