3.15 During the construction period, the Procuring Authority will need to monitor and report progress. The reporting processes adopted by the Procuring Authority will need to be tailored to reflect the specific organisational structure. An example of a reporting structure would include:
• Reports tabled at key points in the process for example, at financial close; post contract close; hand over of phases of facilities; full facility availability and performance reporting, and regarding any proposals that have a financial implication. The reports should cover the progress to date against timetable; any issues arising; and changes to specification; any financial changes and update the Board on the position regarding retained risks.
• Monitoring of interim services is likely to include:
• Daily - School / Hospital / other representatives and the on-site project manager
• Weekly - FM Operator, Builder, School / Hospital / other and its Representative
• Contract Management Meetings - regular meetings between the Procuring Authorities Project Team, the School / Hospital / other and the Contractor to ensure any problems are addressed promptly.