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Guide letters provide advice about matters architects should consider when composing letters to the parties involved in architectural projects.
1. When and how?
1.1 After you have notified the successful tenderer of your client's acceptance (refer Guide letter 23) you should remind the successful tenderer that certain information (as set out in the specification) is required within a specific time (some can wait until soon after signing the contract; refer Guide letter 20).
1.2 You could (and sometimes should) combine this letter with Guide letter 23 and/or Guide letter 25.
1.3 You should write this letter before signing the contract. Some items of information can wait until just before commencement on site. You cannot fix a contract signing date until you have some of the required information (such as rates and percentages as noted below).
2. Content
Refer to:
- specification clauses where information is required.
Advise:
- which information is required prior to signing contract
- when information is required
- when information is required which can be supplied later.
Note The type of information required generally relates to:
- insurance
- bank security or guarantees
- priced bill of quantities, where applicable
- critical path analysis
- construction schedule
- cash flow
- list of proposed subcontractors
- name and contact details of senior personnel
- rates and percentage allowances to be inserted in Schedules.
Note Some practitioners seek all of this information at tender time. You should advise your client before tenders are called about available alternatives, but it would be prudent to explain that difficulties may be encountered if too much information is sought as part of the tender.
3. Action
3.1 This is necessary to enable the contract to be finalised for execution.
4. What happens next?
4.1 You should check that the supplied information complies with the specification requirements, contract conditions and the tender.
4.2 Advise your client accordingly and ensure that agreement has been reached between your client and the successful tenderer on all outstanding matters.
5. Are there other possibilities?
5.1 You cannot prepare contract documents until 4.2 above has been fulfilled.
6. What can happen if you don't?
6.1 Failure to obtain this information can delay commencement of the work.
7. Copies
7.1 Architect's file
7.2 Client
7.3 Relevant specialist consultants
Disclaimer
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