SC Quantity Surveyors can deal with the final account preparation, submission & subsequent agreement on behalf of consultants such as architects including both private and public sector clients. Our Final Accounts services which we provide to consultants and clients ensures the following:-
- Clear statement showing the contract sum followed by all necessary adjustments to that sum
- Prepared in accordance with the terms and conditions of the relevant contract eg. JCT standard building contract
- All items fully assessed and adjustments made for variations, provisional sums, re-measured works etc
- Work carried out on a dayworks basis is included
- Loss and expense claims / reimbursement accurately assessed and included
- Fluctuations where applicable are included
- Confirmation of the contractor's agreement to final account figure is obtained in writing
- Architect issues final certificate for final payment to main contractor
Final Account Preparation Procedure
SC Quantity Surveyors prepare the final account in the manner that is best suited for the particular project with the original contract sum as the starting point. An important part of the contractor's quantity surveyor's work is the agreement of the final account. Under the terms of the contract the private quantity surveyor is responsible for its preparation, but in reality the best approach is for both the client's quantity surveyor and the contractor's quantity surveyor to work together to produce an agreed account.
A Final Account in construction contracts is the agreed statement of the amount of money to be paid at the end of a building contract by the employer to the contractor. A final account brings about a sense of finality to the negotiations leading up to the agreement of the Final Account between the parties to the contract.
SC Quantity Surveyors ensures that in accordance with common practice both the Employer (or the Employer’s representative) and the Contractor sign the Final Account Statement to signify that the Final Account figure represents the full and final settlement of all claims etc. The settlement of the final account negotiations between the contractor, and the architect or quantity surveyor will in due course trigger the issue of the final account statement and ultimately, enable the architect to issue the final certificate.
Under the terms and conditions of the contract the contractor is to provide the architect or quantity surveyor with all documents necessary for the final account preparation not later than 6 months after practical completion. Within 3 months of receipt of these documents the architect or quantity surveyor is to prepare and ascertain the final account sum and send this to the contractor.
The bulk of the final account will generally consist of measured work priced at the original billed rates. If the contractor's quantity surveyor has reason to doubt the accuracy of any of the original billed items, he can make a request to the quantity surveyor for work concerned to be measured on-site.
The adjustment of the contract sum in the final account normally falls under several relevant items, although the quantity surveyor must have regard to all the matters listed in the standard form of contract and conditions. The contract conditions tabulates all the matters that shall be dealt with in the final account in order to adjust the contract sum in accordance with the conditions.
Sums to be deducted:
- Prime cost sums and amounts in respect of named subcontractors and associated contractor's profit;
- Provisional sums and the value of work for which approximate quantities are included in contract bills;
- Variations that are omissions;
- Amounts allowable to the employer under the fluctuations clauses;
- Any other amount that is required by the contract to be deducted from the contract sum.
Sums to be added:
- The total amounts of nominated subcontracts finally adjusted in accordance with the relevant subcontract conditions;
- Where the contractor has tendered for work that was to have been preformed by a nominated subcontractor and his tender has been accepted, the amount of the tender suitably adjusted;
- Any amounts due to nominated suppliers, including cash discounts of 5 per cent, but excluding VAT;
- The contractor's profit on the above amounts 1,2 & 3;
- Any amounts payable by the employer relating to statutory fees and charges, opening up and testing, royalties and patent rights, and insurances;
- The value of work carried out against provisional sums or approximate quantities included in the contract bills;
- Any amounts payable by the employer to the contractor by way of reimbursement for direct loss/and or expense arising from matters materially affecting the regular progress of the works;
- Any amount expended by the contractor as a result of loss or damage by fire or other perils where the risks are insured by the employer and the contractor is entitled to reimbursement;
- Any amount payable to the contractor under the fluctuations clauses;
- Any other amount that is required by the contract to be added to the contract sum.
All relevant items must be shown separately in the final account, and the nett amount of each variation and amounts due to each nominated subcontractor and nominated supplier listed. When preparing the final account the quantity surveyor should give the contractor's quantity surveyor the opportunity to be present when measurements and details are taken or recorded, so that the document is prepared in full liaison with the contractor.
Delays in the settlement of the final account represent additional cost to the contractor and in the majority of cases the employer is anxious to know his ultimate financial commitment. The architect and the quantity surveyor have a contractual responsibility under the contract to keep to the date stipulated in the contract for completion of the final account and the contractor should produce every assistance in the prompt provision of subcontractors and suppliers accounts, agreement of measurement and prices, and the supply of all necessary supporting data.