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CLAIMS ANDCOUNTERCLAIMS
MANAGEMENT
OCTOBER 2009
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CLAIMS AND COUNTERCLAIMS
MANAGEMENT
October 2009 - Muscat
Peter Foreman
Senior Consultant
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Seminar outline
While the object of international contracting is to write and manage contracts so as tominimize disputes, some disagreements are inevitable. These can arise from failures by oneof the parties, but also often arise from misunderstandings as to obligations under thecontract.
This programme will look at how claims (and counter claims) arise; how they should beevaluated when received, or prepared when being delivered, and how to resolve disputesarising from such claims. It will also, and most importantly, look at ways of avoiding disputedclaims in the first place.
Once a dispute starts, it can usually be solved most effectively by negotiation between theparties. However, if this does not prove effective, some sort of third party intervention isrequired.
Traditionally, this has tended to focus on either involving state courts (litigation) or theequivalent private method of getting a third party to make a decision (arbitration). However,there are now many more techniques available in the international market, including expertdetermination, mini-arbitration, pendulum arbitration, adjudication, and other techniqueswhereby a third party decides the matter for the parties. In addition, there are alsomediation, conciliation, hybrid solutions such as Arb/Med, where a third party facilitates the
settlement by the parties themselves, rather than imposing a decision. Many of thesetechniques rely on looking at the parties interests, rather than their strict legal rights. All of these processes, and indeed, claims and counterclaims generally, become more
complicated when placed in an international context. This is particularly the case where aforeign law and/or legal system is involved, with which you may not be familiar, and whichmay include rules which conflict with those of your own country.
The programme will deal with commercial disputes arising from Contracts written in theEnglish language, but will use techniques which have wide application to the resolution ofdisputes.
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Main Seminar Contents
DAY ONE
How claims and counterclaims arise
DAY TWO
Types of claims and counterclaims
DAY THREE
Presenting and evaluation claims and counterclaims
DAY FOUR
Dispute resolutionDAY FIVE
Dispute resolution Ethical concerns, avoidance and role-plays
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Course objectives
Provide an understanding of how and why claims and counterclaims arise
Explain the differences between claims and counterclaims
Identify common causes of claims and disputes, and how to avoid them
Discuss how to develop procedures to avoid disputes over claims andcounterclaims, while resisting unjustified claims
Enhance understanding of basic negotiation techniques to be used whenresolving disputes
Provide an understanding of some of the main methods of dispute resolutioninvolving third parties
Develop an understanding of Traditional and Alternative Dispute Resolutiontechniques, including different ways of resolving disputes without recourse to
courts or arbitration Provide strategies and tactics for negotiating during disputes
Explain how to use contract provisions to reduce the risk of claims and disputes
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Course outline and slide index
DAY 1 - How Claims andCounter Claims arise
Causes of typical claims 14 Poor drafting of requirements 16 Lack of clarity in Scope of Work/Services
17 Misunderstanding of legal or technical
obligations 27 Deliberate misunderstanding
33 Counter claims - how they differ from claims
Rights of set-off 36
Overview of main contractual provisionsrelevant to claims and counter claims Obligation to perform work 41 Standards 45 Programme 51
Acceleration 55 Variations 56 Extension of time 73
Force majeure 75
DAY 2 - Types of Claims andCounter claims
Types of claims, in construction and otherareas - and their distinctive features 81 Re-measure disputes 82 Variations - disputes on valuation 85 Variations - disputes as to whether
there is change 89
Breaches of contract 92 Quality of workmanship 96
Re-work 99 Rejection of goods
Full rejection 102 Partial rejection 105
Liquidated damages and penalties 107 Warranty claims 112 Special issues with EPC/Turnkey
contracts 115 Interface problems - are these
always the Contractorsresponsibility? 116
Tracking change where clientinvolvement is limited 120
Special issues withdocumentation in EPC andturnkey contracts 122
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Course outline continued
DAY 3-Presenting andEvaluating Claims andCounter claims
Requirements for claim presentation 124 Notices 125 Timing, and time limits 130
Are time limits binding? 133
Format 136 Information 146
Supporting documents 147 Defining features of claims evaluation and management 148
Recognising the causes of claims 149 Warning signs of disputes 150 Recording claims 151 Reviewing claims 152
Requesting further information 178 Realistic appraisal 179 When to make admissions - and denials Offers of settlement 184 Independent review 188
Cumulative effects 190 Managing claims quickly and effectively to avoid
disputes 193 Managing claims and disputes
Involving lawyers 196 Managing the legal process 197 Setting goals 198 Decision trees 201 Controlling costs - and including them in your
thinking 203
DAY 4 - Dispute Resolution What is a dispute? 205 Introduction to dispute resolution methods
and techniques 207 Stage negotiation 212 Measures of success - win-win
negotiation 235 Negotiating without prejudice 239
Making offers 240 Compromise 241 Bargaining 242
Interest-based negotiations 247 Conflict and its resolution 253
Traditional dispute resolution 257 Litigation 259 Arbitration 267 Issues with evidence and
production of documents 272 Differences between alternative dispute
resolution methods 274
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Course outline continued
DAY 5 Ethical concerns 286
Audit trails 288 Avoiding the suspicion of
unethical behaviour 289 Problems with settlements based
on interests, not rights 290
Applying the same anti-corruptionsystems to claims as to tendering291
Avoidance is better than resolution Avoiding claims and counter
claims 292 Avoiding disputes 293 Avoiding litigation and
arbitration294 Practical application of techniques
Opportunities to role play a fewstraightforward negotiationscenarios involving typicalcontractual claims, counterclaims and disputes 295
Final wrap-up and questions296
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Opening
Health & Safety
Ground rules
Timings
Introductions
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Presenter
Peter Foreman
Law Degree, Kings College, London 1972
Admitted as an English Solicitor 1975 (currently non-practising)
Lawyer in private practice in London 1972-82
Administration Director of small electronics, property and construction group 1982 3
Legal & Commercial Director, Trafalgar House Offshore & Structural, later Kvaerner Oil &Gas 1983 99 (Executive Vice President 1998 9)
Chief Executive of consultancy company 1999 date. Operating in the Middle East as aSenior Consultant with Euromatech
Accredited commercial mediator, Member of Chartered Institute of Arbitrators, SupportingMember of the London Maritime Arbitrators Association Member of The Energy Institute,Member of The Law Society, England & Wales, Fellow of the Council on LitigationManagement
Wide experience as lawyer, project manager and project director in major oil & gas and otherengineering and construction projects around the world, including in the Middle East. FormerDirector of company owning Cleveland Bridge fabrication yard in Jebel Ali. Recentlycompleted work on the largest naval shipbuilding project in Europe
Vice Chairman Link Group (major social housing provider), Chairman of East LothianEducation Trust and member of East Lothian Learning Partnership
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Memory Recall
25
75
100
50
%
time1 day 1 month1 week
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Hand, Eye & Brain Feedback Loop
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What constitutes a claim?
Exercise
What do you think is a claim in acontractual context?
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What causes claims?Major
Contributory factors
Poor drafting of requirements
Lack of clarity in Scope of Work/Services
Misunderstanding of legal or technical
obligations By client
By contractor
Deliberate misunderstanding
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What causes claims?Major
Contributory factors
Poor drafting of requirements
Lack of clarity in Scope of Work/Services
Misunderstanding of legal or technical
obligations By client
By contractor
Deliberate misunderstanding
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Poor drafting of requirements
This is the stage before we get to Scope ofWork or similar documents
Here you are deciding what it is that you
actually want from the project if this set ofrequirements is too vague, or unrealistic, itmay lead to conflict later
There is no great legal and contractual issuehere you just need to be as precise aspossible
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What causes claims?Major
Contributory factors
Poor drafting of requirements
Lack of clarity in Scope of Work/Services
Misunderstanding of legal or technical
obligations By client
By contractor
Deliberate misunderstanding
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Lack of clarity in scope of
work/services
Even where the Requirements are clear, thedetailed Scope document can causeproblems
What is it you want? How much do you want?
When?
To what Standard?
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Exercise
List the items you would want to see in aScope of Work for supply of new desktopcomputers for your offices
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Exercise
Do the same for the supply of consultancyservices to provide a report on yourcompanys training needs, and
recommendations for action
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Exercisewordingcommercial
issues A contract stated that a landowner of a development site would receive
an Additional Residential Payment of 23.4% of the price achievedfor each Residential Unit in excess of the Minimum GuaranteedResidential Unit Value, less the costs and Incentives
Assume the Minimum Guaranteed Residential Unit Value is 100, andthe sale price after deductions is 300
Does this mean the landowner gets 46.8 (23.4% of the difference), or
146.8 (the Minimum Value + 23.4% of the excess), or Nil (the amount by which 23.4% of the price exceeds the Minimum) 100 (as the previous version, but with the Minimum being payable) This is a real case (Chartbrookv- Persimmon) which went to the
highest court in the UK in 2009. The amount in dispute was around$5m
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Standards
The contract shouldspecify the standard towhich the work shouldbe performed
Remember, the higherthe standard, the higherthe price so specifywhat you really need
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Possible standards
Highest possible standards
In accordance with generally acceptedstandards
All new In accordance with [name of industry] best
practice
To the satisfaction of the Client To the reasonable satisfaction of the Client
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Exercise
If the contract is silent as to the standard towhich the work is to be performed, whatstandard applies?
If you cannot agree what a standard means,who decides?
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Case study - handrails
One oil companyrequired full materialtraceability on all steelused in an offshore
platform This included tertiary
steel (handrails,gratings etc)
This meant that they
could trace any handrailback to the individualingot of steel fromwhich it was made
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What causes claims?Major
Contributory factors
Poor drafting of requirements
Lack of clarity in Scope of Work/Services
Misunderstanding of legal or technical
obligations By client
By contractor
Deliberate misunderstanding
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Misunderstanding of obligations
Even where the Scope of Work is reasonablyclear, there may still be genuinemisunderstandings
These can be by either party (or, sometimes,both!!)
They can relate to technical orlegal/contractual issues
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Understanding your obligations
Make sure you have read the contract carefully, particularly theobligations imposed on the Client
These may be fairly limited in number, but will include importantmatters such as:
Access to site Provision of drawings
Provision of free issue material or equipment
Provision of facilities or support
Approval of drawings etc Payment
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Understanding the obligations of
the other party Do not assume that they always have to do this. Their
obligations are those set out in the contract
Be cautious about concepts like design development
Their obligations may be dependent on you performing your
obligations What is there are breaches by both parties at the same time?
The Contractor may consider something to be a variation, whichyou consider to be original scope
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Mistake
Keenanv- Barclays Bank (2009)
Ms Keenan worked part-time for Woolwich Building Society,earning 9,520 a year. Woolwich was taken over by Barclays,who said they would review salaries and that there would be asignificant increase
Ms Keenan received a letter saying her salary would be 17,000a year
Two years later, Barclays realised that this was the rate for afull-time employee, and it should have been less than half thatstated
They tried to claw back the overpayment
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Case Study - Broadgate
Error in tender specification Not spotted by bidder Stair hangers loadings too
high by x10 Client refused to trade
concession Contractor would havetraded some claims as aresult of the Clients refusalto negotiate, everyone lost
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What causes claims?Major
Contributory factors
Poor drafting of requirements
Lack of clarity in Scope of Work/Services
Misunderstanding of legal or technical
obligations By client
By contractor
Deliberate misunderstanding
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Deliberate misunderstanding
This is where someoneknows exactly what youwant, but pretends tomisunderstand and
then claim extra moneyfor doing what wasalways intended in thefirst place
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Counterclaims
These are claims raised to counter a claimfrom the other party
In principle, they are the same as a claim, but
the real issue is whether they have to belooked at as a separate claim, or set offagainst the other claim, so that only any netsum remaining falls to be paid
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Set Off
Sometimes called contra
This allows the party raising the counterclaimto reduce his liability under the original claim
by the amount of the counterclaim This is very important where one of the
parties is insolvent, or may become so beforethe claims are resolved
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Bankruptcy issues
Where bankruptcy or similarlaws apply, the company inbankruptcy pursues allclaims it is owed
However, it only pays outwhat money it has, dividedequally (with someexceptions) among itscreditors
It set off does not apply, the
solvent party may have topay 100% of the claimagainst it, but recover only afraction of their claim
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Set offcontract provisions
While the general law allowsset off in most countries, itmakes sense to include aspecific clause in thecontract authorising this
approach
1. This will always include setoff within the contract
2. It can also cover set offbetween different contractsbetween the same parties
3. In rare cases, it may includeset off between differentcontracts between differentparties but this is notrecommended, not least
because it is verycomplicated!
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Set offseparate contracts
Invereskv- Tullis Russell (2009)
This is a dispute between two Scottish paper makers.TR refused to pay under an asset transfer agreementbecause Inveresk were said to owe them money
under a Service Agreement
The Scottish courts refused to allow this, saying that,by dividing the contract into two distinct documents,there was a presumption of no right of set off
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Pay first - argue later
Petroplus Marketing
v- Shell Trading International (2009)
Petroplus sold 29 30,000 MT of high sulphur fuel oil and 12,000 MT of light cycle oil to Shell FOB Coryton (UK)
Price to be at published market rates, and payment to be without
deduction, counterclaim or set off The shipment was made late, as a result of which the price hadrisen. Shell said they would pay at the market price whenshipment should have been made
Petrolplus obtained summary judgment for their claim, on thebasis that Shells deduction amounted to a counterclaim, andthe contract said that such a deduction could not be made
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Obligation to perform
While fairly obvious, the contract must setout, in reasonable detail, what goods,services, etc are to be provided
And when And where
And to what quality
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Acceptance
Third party certification
Documentation
Evidence of acceptance
Right to reject
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Risk
When does the riskof damage to thegoods pass to the
client? Link with Title
(Ownership)
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Title
Ownership, notpossession
Link with Risk
Retention of Titleclauses (Romalpa)
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Standards
We have already looked at the need to specifystandards, but how might this be handledcontractually?
International standards (e.g. ISO, API, EN)
National standards (e.g. BS)
Company standards
Bespoke standards written for the project in question
Where the standards are non-technical (e.g. some
consultancy or other service contracts) a generalstatement linked to what is accepted in the businessarea concerned may be the only practical solution
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Standardscryogenic valves
Large bore cryogencicvalves for the Dabhol LNGplant in India
To be built to a particularBritish Standard (an
establishe dinternationalstandard in this area)
This specified the length ofthe actuator column
-- but did not say whetheryou measured from the valvebody or the top of theinsulation..
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Fit for Purpose
This phrase appears in many contractsaround the world, although it actually comesform the English Sale of Goods Act 1896 (nolonger in force)
It is a fall back solution that a product mustactually do what it says it will do
This comes into two main types:
Fit for the purpose specified Fit for the usual purpose to which such goods
are put
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Intended purpose
What if the supplier does not know thepurpose?
What if the purpose is a trade or state secret?
Black box solutions Consider restricting to supply in accordance
with the specified purpose
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Fitness for purpose
Jewson Ltd
v- Kelly (2003) Mr Kelly was developing 12 apartments, and purchased central
heating boilers from Jewson (a well-known builders merchant)
The boilers worked perfectly well, but were not efficient, and
reduced the energy ratings of the apartments, making them lessattractive in the marketplace
The court held that they were fit for purpose (heating theapartments), and Mr Kelly had never advised Jewson of anyspecial requirement that meant they had to meet a higher
standard
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Fitness for purposeexercise
A Ukrainian company issueda tender for a large quantityof carbon steel pipework fora chemical plant. Thepipework was to be fit forpurpose.
When questioned, the clientrefused to specify thepurpose, stating that thiswas a State Secret
The plant was producing anacidic product, and the
pipework should have beenstainless steel When the pipework started
to leak who wasresponsible?
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Programme
The contract should provide
An end date
A start date (not alwaysquite as important)
Intermediate milestonedates (on more complexprojects
In addition, there may be arequirement to develop a
detailed programme showinghow the Contractor is goingto get from one date to thenext
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Levels of planning
The programme can be developed to a specific levelof detail
The common terminology is Level 1 up to 5, with thehigher numbers having greater detail
Remember that detail costs money, and if the plan istoo detailed, it may prove virtually impossible tomanage.
In addition, you should select the system to be used,ensuring that, wherever possible, it is compatible with
the systems of both the client and the contractor, andalso any professional consultants or managersinvolved
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Exercise
What level of planning does your companyuse?
How often do you update programmes?
What do you do when the job is movingagainst the plan?
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Recovery clauses
When a contractor falls behind, the contract should require themto recover at their own costs
It should also allow the Client to specifically instruct suchrecovery.
BUT - if such instructions are given when the Contractor is not in
default, then the Client will have to pay the costs incurred The Client can also give acceleration instructions when the
Contractor is not in default, but this is, effectively, a variation, towhich we shall return
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Acceleration
If the cause of any delay is theresponsibility of the Contractor,there is a duty to spend money topull this back
The contract will alsousually provide that the
Client can order this If not, if the Contractor is ordered toaccelerate, or decides to takereasonable steps to do so, he isentitled to payment
Again, the Client can orderthis, but then it will be a
variation
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Variation clauses
While changes to thecontract generallyrequire the consent ofboth parties, Variations
clauses allow the Clientto make changes withinthe scope of the clause,and the signature of the
contract by theContractor amounts toconsent
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What if the contract is silent?
Case study IT systems A company agreed to supply an IT system, with associated
training. A single price was quoted for the whole package.
During the course of the contract, the parties fell out, and thebuyer told the supplier he no longer wanted the training element.
He deducted a sum from the invoice which he consideredreflected the training
The supplier said they were still prepared to do the training, andsued for the whole amount
The contract had no variations clause
The supplier won the court held that, in the absence of aVariations clause, the client had no right to amend a contractwithout the consent of the other party
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Variations and claims
The basis of payment forvariations will usually beestablished in the contract
That for claims arises fromthe law of damages of thecountry concerned.
Changes/Amendments tothe actual contract usuallyrequire consent, but mayalso give rise to a claim forextra money/time. This
would normally be seen as avariation, but should beaddressed at the same timeas the Change itself
Distinguishing variations and
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Distinguishing variations and
claims VARIATIONS
Change to the scope of work
Change to the timing ororder of the work
Change to the way the workis performed
Contractual right, no consentis usually required
CLAIMS
Arise from a failure by theClient
Or an outside event
Right arises from the generallaw, and consent is irrelevant
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What is a Variation?
Change in the Scope,or
Change in the way theScope is to be
performed
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How do Variations occur?
Formal notice
suggestion
Verbal instruction
Amended drawing
Late delivery of free-issue item
Late access to site
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Types of change
Scope increase or decrease
Change in type or quality of scope
Change in timing
Change in order of work Change in method of working
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ExerciseLNG trains
A B C
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Causes of Change
Error in definition ofproduct or service
Error in definition ofproject
Value-adding change External event
Change of mind
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Understanding consequences
A developer was building a towerblock in New York
The architect decided to add adoughnut (torus) shaped mall at thebase
The developer was delighted, as itincreased rents
The steel fabricator had alreadystarted to erect the structural steel The required removal and
replacement, and building amassive cantilever
The price rocketed, and thedeveloper lost the extra rent inbuilding costs
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Identifying and controlling change
Recognise that change maynot arise through the correctformal route
Changed drawing
Late materials Etc
Influence factors whichcreate change
Determine when change has
occurred
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Challenging change
Be prepared to ask why change is needed
What has happened since the original decision to requiresomething different?
Is someone just re-opening an argument lost during the originalscope preparation?
Is this preferential engineering?
Even if there has been a change, can you live with the originalconcept?
UNCONTROLLED CHANGE IS ALMOST CERTAINLY THE
BIGGEST CAUSE OF PROJECT FAILURE
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Case StudyA tale of two projects
SCOTTISH PARLIAMENTBUILDING
Original estimate 34m (c$65m)
Contract award 65m (c$120m)
Final out-turn 430m (>c$800m)over two years late
Public enquiry revealed almost totallack of change control, or anyrealisation by the Client of theimpact of change on cost and delay
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Case StudyA tale of two projects
PLAYFAIR PROJECTEXTENSION TO SCOTTISHNATIONAL ART GALLERY
About a mile from theParliament
Built at the same time Client did not interfere
Only two significant changes(both caused by externalfactors)
On time
On budget
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Delay and extension
Clients fault Extension
Costs
Contractors fault
Acceleration
Neither!
Force majeure
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Link with planning
When a delay occurs, it does not necessarilymean that the party who suffers the delay isentitled to an extension of time for the same
period as the delay The issue is whether the delay was on the
critical path on the plan
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Critical path
This technique wasoriginally used by theUS Navy for theconstruction of theGeorge Washingtonclass of missilesubmarines
It was essential toensure that all of a
complex mix of projectscame together at thesame time
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Extensions of time
In what circumstances might a contractor beentitled to an extension of time that is longerthan the actual period of delay complainedabout?
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A point to remember
TIME = MONEY
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Force Majeure
Outside the control of theparties and
Unanticipated and
Prevents performance
No formal definition in manycountries
Suspends obligationspossibly with an ultimate rightto terminate
Extends time Stand-by costs may be paid in
some circumstances
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Force Majeure - examples
War
Terrorism
Riot/civil disturbance
Severe adverse weather
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Force Majeure examples, continued
Earthquake, eruption, flood, tsunami etc
Epidemics
Strikes
Nuclear contamination
Pressure waves from supersonic aircraft
Embargo
Actions by environmental protesters
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ExerciseSuez Canal
On 7th November 2004 the 89,000t Liberiantanker Tropic Brilliancebroke down in theSuez Canal. Tugs were unable to move her,and by 8th November 46 vessels were waiting
in the Mediterranean off Port Said, and afurther 20 in the Gulf of Suez.
Is this force majeurefor the waiting vessels?
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ExerciseGulf of Aden
You have chartered a ship tosail from Rotterdam toKuwait via the Suez Canal
The shipowner claims forcemajeure applies because
piracy in the Gulf of Adenmeans he will not risk hiscrew or ship
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Contractors positions
WHEN THEY ARE ATFAULT
Force majeure
WHEN THE CLIENT ISAT FAULT
Not force majeure
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Types of claims
This section will touch on some of thepractical issues that arise from the legal andcontractual points already discussed,together with some additional issues forconsideration
There are, of course, many other ways inwhich claims can arise, but this is intended to
cover some major areas
di
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Re-measure disputes
Some of these arerelativelystraightforward, andonly involve agreeing
on a number (Howmany bricks were laid?How many cubic metresof soil removed? Howmany hours wereworked?)
Others are more subtle
R i l
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Re-measurement issues - examples
PIPEWORK Do you measure round
the outside or inside ofbends? Or down thecentreline? In large bore pipe over
long distances, thiscan make quite adifference
Do you measure flangeto flange or includegreen on the pipespools?
HOURS WORKED Is travelling time
included?
What about the time
going through securityat the site each day?
Meal breaks?
Holidays?
Union meetings?
If a day rate is used,how many hours in aday?
R i i i
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Re-measurement issues - opinion
Sometimes the matteris not as clear cut asmeasuring pipe lengthsor counting bricks
If a room is beingpainted, how do youmeasure progress?
V i i di l i
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Variationsdisputes on valuation
These issues tend to be very similar to re-measure disputes
However, there may be more opinion
elements where the original contract was noon a re-measure basis, and there is noagreed set of rates
V l i di l i
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Valuation disputes - solutions
Schedule of rates Include a schedule in
the contract to, ineffect, make thevariations re-measured
Star rates Where there is not a
precise rate agreed,the parties cancontract to use a ratederived from anagreed rate (oftencalled a star rate)
E i
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Estimates
Wherever possible, askthe contractor for anestimate, or, better still,a formal quotation,before agreeing to
proceed with the work This can convert the
variation into a mini-lump sum contract
BUT be careful and beclear what you areactually getting
Off d t ti
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Offers and quotations
Megalift
v- Terminals (2009) - Australia Megalift issued a quote for discharging a 270t sphere onto Terminals
land. In fact, the job required major excavation, and took much longer than
expected, and was much more expensive. The quotation was stated to be for budgetary purposes only, and
Megalift said it was not an offer capable of being accepted On the facts, it was held that there WAS a contract. Among the reasons were that the parties had been negotiating for
many months; other terms of the contract appeared to contradict thestatement that the quotation was budgetary; and when a formalcontract was signed later, it incorporated what was called a revisedquotation
H th b h ?
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Has there been a change?
We have touched onthis issue already, but itis not always certainthat what has happened
DOES amount to achange entitling thecontractor to extramoney and/or time
E i
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Exercise
On a fixed price, lump sum contract, are thefollowing changes (assuming there is aVariation Clause)? If so, would theContractor get extra time and/or money?:
1. Changing the colour of the paint on a sign2. Reducing the number of computers supplied
from 100 to 98
3. Delaying the start of the project by a month
4. Moving the position of a fire extinguisherfrom one wall to another
H d d thi i k?
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How do you reduce this risk?
Serve notices where there IS a change
Include a contractual requirement that theContractor gives notice promptly when he
considers there is an undocumented change Consider having an independent professional
decide whether a change has taken place (atleast on an interim basis)
B h f t t
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Breach of contract
In summary,any failure to
keep apromise madein a contract is
a breach
H dl B d l (1854)
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Hadleyv- Baxendale (1854)
Where two parties have made a contract which one ofthem has broken, the damages which the other partyought to receive in respect of such breach of contractshould be such as may fairly and reasonably beconsidered either (1) arising naturally, i.e. according to the
usual course of things, or (2) such as may reasonably besupposed to have been in the contemplation of bothparties at the time they made the contract
ExerciseVictoria Laundry
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y
(1949) Victoria Laundry ordered some boilers from Newmans, which
were delivered late.
It was accepted this was Newmans fault, and there was no limiton damages.
At the time of the contract, Victoria had just won an order to cleanArmy uniforms
(this took place during World War II). Newmans were not aware ofthis.
What damages are due?
Did they have to pay the profit lost on the Army contract?
Are the following breaches of
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g
contract?
Not letting the contractor on site on the date agreed Taking 17 days to deal with a query on the design
The contractor not starting on the day planned
Delivering goods including components from acountry on your countrys banned list
Not using the same staff to do the consultancy asattended the tender presentation
Quality of workmanship
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Quality of workmanship
We have looked at theissue of the appropriateStandards, but how doyou address the qualityof what has to be
produced? Can you tolerate a
certain number of non-conformances, or must
everything be perfect? Will you test every item,or only a sample?
Perfection?
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Perfection?
Some jobs do have tobe 100% right, but thatcosts money (and takestime)
It could be cheaper toorder 105% of what youwant, and accept asmall failure rate
However, you need tobe clear what that rateis likely to be!
Failure rates
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Failure rates
What level of failuremight you accept for:
Cheap pens for officeuse
Stitching on T-shirts Nails
Mobile phones
Audits of quality
systems Welding on a nuclear
power station
Rework/re performance
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Rework/re-performance
What has to be done How quickly
At whose cost
Who bears the knock-
on costs Impact on schedule
Exercise
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Exercise
Consider what changes you wouldwant to the rework clause on the nextslide if you were:
a) The Clientb) The Contractor
Rework clause
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Rework clause
Notwithstanding approval by the Engineer of drawings, samples, patterns, models orinformation submitted by the Contractor, the Contractor shall be responsible for allerrors, omissions or discrepancies therein unless they are due to incorrect drawings,samples, patterns, models or information supplied by the Purchaser or the Engineer.
The Contractor shall bear any costs he may incur as a result of the delay in providingsuch drawings, samples, patterns, models or information or as a result of errors
omissions or discrepancies therein, for which the Contractor is responsible.
The Contractor shall at its own expense carry out, or bear the reasonable cost of, anyalterations or remedial work necessitated by such errors, omissions or discrepanciesfor which he is responsible and modify the drawings, samples, patterns or informationaccordingly.
Product liability and defective
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goods - Rejection
Standard required Tests to be passed
What is sufficient failure toreject
E.g. proportion ofproducts
Can the supplier try andrectify?
Standards a common solution
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Standardsa common solution
Fit for purpose
Fit for intended purpose
Fit for specified purpose
Exercise
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Exercise
When should you have a right to reject, and whatshould be the consequences in each of thesecases?
An office building
Chemicals for use in a blending process
Database software
A report on your procurement process
A Suezmax tanker
Partial rejection
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Partial rejection
If you reject part of a consignment, thecontract should state what happens next:
Reduction in invoice
Replacement of defective goods? Time for replacement?
Damages?
What happens if the goods are not replaced,
or are again defective?
Abatement Wembley Stadium
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AbatementWembley Stadium
This relates to the steelwork forthe new national footballstadium in London, and is oneof very many disputes on thisproject!
The issue was how you valued
the reduction in value wheredefective steelwork wassupplied to the main contractor
You cannot value a bit of astadium under construction
The only way to look at this wasthat the abatement in price wasthe same as the cost of repairs
Liquidated Damages
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Liquidated Damages
Genuine pre-estimateof loss
Often a protection, not apenalty
Check the actualtriggers
Can you get anextension of time?
Caps
Exercise liquidated damages triggers
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Exerciseliquidated damages triggers
The contract provides for liquidated damages of$1,000 per day for each day the goods are late.Delivery is to be on 1st June. How much can beclaimed if actual delivery is at:
23:00 on 1st
June 00:01 on 2nd June
17:00 on 2nd June
09:00 on 3rd June
Penalties
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Penalties
Not permitted underEnglish/Scots Law Quite acceptable in most
other jurisdictions if clearlystated
May be limited to a
reasonable sum (e.g.Egypt) Risk of double-dips Penal and exemplary
damages US jury trials
Liquidated damages/penalties -
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drafting
What is covered? Sole remedy, or in
addition to actual losses?
Proof of loss
Triggers
Grace periods
Set-off
Recovery from retentions,bonds etc.
Are interim penaltiesrepayable if final date ismet?
Caps on periodicpenalties
Overall caps
Exercise
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Exercise
Consider in what circumstancesremedies other than a financialremedy might be required
Warranty
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Warranty
When does it start? When does it end?
What parts of the work arecovered?
What are the obligations
of the supplier?
Are there any exclusions?(see next slide)
Rolling warranties
Possible exclusions
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Possible exclusions
XFair wear and tear
XOperational spares
XMisuseXOut of specification use
XModifications
Wear and tear
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Wear and tear
Midland Mainline
v- Eagle Star (2004) This case arises from a fatal rail accident at Hatfield in England in 2000
when an express train derailed at speed because of fatigue cracking ofthe track
As a result of the accident (which did not involve Midland Mainline) rail
services in the country were subject to severe speed restrictions, whichcaused loss to Midland Mainline, which they claimed on their insurance
The insurance had a standard exclusion (see below for wording)including wear and tear
The court ruled that the speed restrictions were caused by the fatiguecracking, which was itself wear and tear, and there was, therefore, no
cover
EPC/Turnkey contractsspecial
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issues
EPC (Engineering, Procure, Contract) andsimilar contractual structures (EPIC, EPCMetc) and turnkey contracts work on theprinciple of a one stop shop
The contract may be with one contractor, or ajoint venture of several contractors
In either case, there is a single contract with
the client
Traditional structure - example
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Traditional structure example
CLIENT
Engineer/designer
Fabricator/manufacturer
InstallerCommissioningcontractor
EPC/Turnkey structure - example
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EPC/Turnkey structure example
CLIENT
Engineer/designer
Fabricator/manufacturer
InstallerCommissioningcontractor
EPC CONTRACTOR
Special issues joint ventures
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Special issues joint ventures
JOINT VENTURE
All members arejointly and severally
liable All are responsible for
100% of claims arisingfrom their share of thework AND 100% of the
total claims
CONSORTIUM
Members do nothave joint and
several liability All are responsible
for 100% of claimsarising from theirshare of the work,but no more
NOTE THAT THESE ARE NOT FORMAL LEGAL DEFINITIONS IN ALLCOUNTRIES, AND THE TERMS GET USED INTERCHANGEABLY.ALWAYS CHECK WHAT THE CONTRACT SAYS
Interface issues - exercise
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Interface issues exercise
On the face of it, the main purpose of an EPCarrangement is that the interface issueswithin the contract are all the responsibility ofthe Contractor(s)
In what circumstances might interface issuesnot be their responsibility?
Issues tracking progress
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Issues tracking progress
In traditional contracting, theClient is closely involved withthe project as it progresses
However, in EPC, andparticularly, in true Turnkey,
the Contractor is sometimesjust allowed to get on withthings
This can mean the Clientloses the ability to spot
problems as they arise
Issues tracking change
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Issues tracking change
A similar problem ariseshere, but probably moreone for the Contractor
If changes are made,
the question that needsto be asked is whetherthey remain within theoriginal scope(Contractors problem)or are something new(a Client variation)
Documentation on EPC/Turnkey
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Documentation on EPC/Turnkey
As with any contract, the requirements fordocumentation should be clearly stated
In reality, the issues are much the same asfor any lump sum contract, however, when wecome to look at the Format of a claim, thisarea probably needs to have a section statingwhy any claim arises from an issue that is not
within the responsibility of the Contractor
Example
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Example
An EPC contract is awarded covering (among otherthings) the design and construction of an offshore oilplatform
The job is running late
The design office of company X writes to the Client tosay they are sorry for the delay, but the fabricationyard dont know what they are doing
The fabrication yard of company X writes to the Clientto say they are sorry that they are late, but the
designers are running behind schedule The Client puts both letters on the table and says not
my problem
Requirements for claim presentation
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q p
Set these out in the contract Do NOT assume that you can merely state
we require the claim in the following formatif this was not made a contractual term
It is not possible to impose such terms afterthe event without agreement from the otherparty
Notices
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The contract shouldspecify timing andmethod of service
These clauses are often
not read, but need to beunderstood, andcomplied with to theletter
Issues on notices
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Is the method proposedpossible? For example many
clauses still provide fortelex service
How do you proveservice?
P.O. Boxes
Electronic
communications
Notices
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How many days? What is a day?
In what form?
Who should sign them? To whom should they be sent?
How should they be delivered?
Is an acknowledgement needed?
Sample clause (Consultants)
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p ( )
All notifications and statements under thisContract shall be written in the Arabiclanguage, and delivered to the other party atthe location indicated in the Contract with
acknowledgement of receipt given thereto.Formal notices may, however, be sent to thesaid address by registered mail, fax, cable ortelex as appropriate
Continued
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provided that confirmation of such notice isreceived. Change of Consultants localaddress stated in the contract shall not beaccepted unless the new address is in the
Kingdom of Saudi Arabia and the Employer isso notified at least 15 days prior to thechange of address.
Exercise - Timing
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g
The Contract requires a notice to be given within 7 days of thehappening of an event
Is this working or calendar days?
If working, what happens is one of the days is: A Friday (in an Islamic country)
A Sunday (in a Non-Islamic country)
A Saturday in (i) Dubai (ii) Saudi Arabia
A usual public holiday in the Clients country
A usual public holiday in the Contractors country
A special holiday in the Clients country (e.g for the death of aruler)
A day when the Contractors business is usually closed forannual works holidays
Service of notices
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All notices should be required to be in writing, however, thephysical method of service needs to be defined: By hand By post By special type of post (recorded/registered etc) By fax
By e mail By telex (which still appears in many contracts)
Note that the majority of contracts do NOT allow service by email, and a significant number do not allow service by fax
Case study - notices
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y
The Scottish branch of a Norwegian-owned Englishcompany contracted with a Dutch company to supplyservices in South Africa. They subcontracted part ofthe work to a South African company, who in turncontracted with a Qatari company for the supply of
labour from India. The same notice clause was passed down through
the contracts. When it reached the SouthAfrican/Qatari contract, it required notices to beserved in a manner which was impossible in eithercountry.
Timing and time limits
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g
It is common to require a party wanting tomake a claim to give notice within a fairlylimited period
The contract often goes on to say that, if thisis not done, the right to present a claim is lost
Since this clause is usually directed againstthe contractor/supplier, it is a frequent cause
of dispute
Time limits
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Make sure that any limitimposed is realistic
Distinguish betweenwarning of a claim (with
outline details) andactually presenting fullfinancial amounts andback-up
Time limitswhat happens if they are
missed?
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missed?
The contract states no claim will be accepted bythe Client unless it is received within 14 days of thedate on which the Contractor should reasonablyhave been aware that a claim for additional costand/or time would be made
What would you do if:
1. The document is delivered 15 days after the relevantdate
2. The document is delivered within 14 days of the date
when the Contractor was aware there would be aclaim, but 20 days after he should have been aware
Format of claim
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While there is noperfect format, it issuggested that thefollowing slide gives agood basis as to whatneeds to be included
A possible format
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Brief summary of the contract Statement of the facts leading to the claim
Statement as to which contractual provisions(or breach of which provisions) are stated to
give rise to the claim Details of the time and/or cost claimed
A summary of any correspondence,especially notices served
A schedule of back-up information, cross-referenced in the earlier sections
A possible format
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Brief summary of the contract Merely a statement as to the nature of the
contract, and any important features (e.g.lump sum or re-measure)
A possible format
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Statement of the facts leading to the claim Again, this is a helpful scene-setting, and
should explain why the claimant considersthat there is any claim in the first place
It is helpful if this is kept in an un-emotivelanguage as possible, but this is not alwaysthe case!
A possible format
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Statement as to which contractual provisions(or breach of which provisions) are stated togive rise to the claim
This is the heart of the claim, and a point thatis not always included.
Too many claims are along the lines ofsomething terrible happened, it is all your
fault, please send lots of money They should specify why a claim is permitted
Examples
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The claim is presented on the basis that theClient failed to provide access to the Site onthe agreed date, as provided by Clause 14.3
The claim arises from a change in the
operational specification for the computersystem as set out in Notice 125H6 dated 14thJune 2008. Such a change entitles theContractor to a Variation in accordance with
Clause 21.1, but the Client refuses to issue aVariation Notice as provided by Clause 21.3,in breach of contract
A possible format
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Details of the time and/or cost claimed
While time and cost are clearly related (and onetends to produce the other), it helps to keep themseparate
It may assist to present a bat chart illustrating time
claims, and a schedule of the costs incurred In English court cases, use is made of what is called
a Scott Schedule, which lists each sum claimed, withdetails of what it is for, and why it is claimed. Thisenable the judge to agree or strike out claims item byitem
While not a requirement for many claims, it is,nonetheless, a helpful tool in many cases
A possible format
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A summary of any correspondence,especially notices served
A timeline is useful, together with a narrativeof the important correspondence, explaininghow the matter has developed. This shouldquote relevant extracts from the moreimportant parts of letters etc
A possible format
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A schedule of back-up information, cross-referenced in the earlier sections
By using cross-references in the claimdocument, perhaps by footnotes, the readercan flip to the schedule and review thedocument in question.
Back up should be sufficient, but should not
drown the other party in paper
Formatwhat not to do
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Windglass Windowsv- Capital Skyline Construction(2009)
Claims were rejected with the following note: Our financial director has returned this application and
is not willing to process the amount due to insufficientsupporting information. Please note that our companypolicy is such that each sub-contractor valuation mustbe presented in a standard format, copy attached, andauthorised by the appropriate site manager before yourapplication can be processed. Could you kindly re-submit your application with the correct supportinginformation.
This was not a requirement of the contract, and thesub-contractor was allowed to proceed to claim theirmoney without amending the paperwork
Supporting information
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While it reasonable torequire supportinginformation, do notdemand more than youactually need
Remember thateverything costs moneyto produce moneythat will be included in
the price that you pay
Supporting documents - exercise
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When asking for supporting documents, doyou want to see originals or copies?
Would you want any authenticated, and, if so,by whom?
What about translations of anything in foreignlanguages?
Principles of claims evaluation
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Review the main claims headings Brief summary of the contract Statement of the facts leading to the claim
Are these factually correct?
Statement as to which contractual provisions (or breach of which provisions) arestated to give rise to the claim
Are these correct? Have correct notices been served?
In the correct time? Are there other relevant provisions?
Details of the time and/or cost claimed Are these mathematically correct? Do they relate to the facts relied on? What is their breakdown
A summary of any correspondence, especially notices served Is this accurate? Has anything important been missed out?
A schedule of back-up information, cross-referenced in the earlier sections Is anything else needed?
What causes claims?Major
Contributory factors (repeat)
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Contributory factors (repeat)
Poor drafting of requirements Lack of clarity in Scope of Work/Services
Misunderstanding of legal or technical
obligations By client
By contractor
Deliberate misunderstanding
Anticipating disputeswarning
signs
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signs
Progress = timeexpended
Cost = value
Manning below plan
Quality non-conformances
Changes in projectmanagement
Slow payments Claims team in other
offices
Weekly reportsunchanging
Parent company hascash problems
Discussions not open
Recording claims - exercise
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How do you record claims when they arereceived?
Reviewing claims
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We will now look at some of the processesneeded to review a claim, starting withanalysing cost
Evaluation - Types of contract cost
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Cost Direct
Indirect Overhead
Fixed
Truly fixed Variable fixed
Variable
To convert to a Price or a sum claimed add -
Profit Or Loss (if being supplied at less than cost)
Pricing models
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There are numerous models, but can include: Simple lump sum for a product
Rate per hour
Rate per unit
Risk and reward
Fixed sum for a period of time
Payment for results (performance based)
Price and Cost analysis
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Price should bedirect costs +indirect costs +
overhead + costof money +profit
Analysis of cost data
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AccuracyBack-up
Make-up of rates and lump sums
Allocated costs
Overhead recovery methods
Variation rates volume related
Dayworks
Exercise
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Your supplier is going to use all of his Abu Dhabiplant to supply products to your company He sells for $100 a unit, made up of
Cost of materials $50 Labour costs $25
Fixed overhead $5 Variable overhead $5 Profit $15
The proposed variation rate for extra units is $100per unit. Is this correct?
AnalysisDirect Costs
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Identifying direct materials andsubcontract pricing
Analysing direct labour costsDetermining and evaluating
other direct costs
Analysis - Direct
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Material costsMaterials, components etc
Associated costs, e.g. freight
Scrap or surplus Direct labour
Other direct costs
May include consumables
Identifying direct materials and
subcontract pricing
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subco t act p c g
Currentquotes
Historicalquotes
Inventory
pricing
Analysing direct labour costs
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Identify classificationsEstimate of man hours to be
used for each gradeLabour rates for each
classification (with details)
Possible questions about labour
elements of claim #1
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Fit with manufacturingplan
Volume necessary tocomplete
Relevant skills?
Classifications same asfor rest of company?
Appropriateclassifications
Qualifications Overlap on tasks
Overlap on currentcontract
Overlap on othercontracts
Consistent mix
New trades?
Possible Questions #2
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Direct/indirect comparisonsIndustry/regional norms
Overtimes and shiftsPremium rates
Comparable rates
Other direct costs
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Consumables Special tooling and test
equipment
Computer services
Consultant services Travel
Taxes
Royalties Preservation, packing
and packaging
Start up or mobilisation
costs Demobilisation costs
AnalysisIndirect Costs
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How is overhead determinedIdentifying overhead cost
categoriesEnsuring fair allocation of
indirect costs
Analysing proposed rates
Analysis - Indirect
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May include elements suchas -
Material overhead
Manufacturing overhead
Engineering overhead
Field service overhead Site overhead
General & Administrative
Expenses (G&A)
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p ( )
Salary of executivestaff
Overhead costs ofhead office
Legal, accounting,PR, HR etc
Selling andmarketing
Transfer pricing
Determining overhead rates
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INDIRECT RATE = INDIRECT COST POOL
INDIRECT COST ALLOCATION
BASE
Overhead cost categories -
examples
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p
Material overhead Operationsoverhead
G & A Expense
Purchasing
Transportation
Indirect labourEmployee expenses
Receiving & handling
Indirect labour
Perishable tooling
Indirect materialsFixed charges
Downtime
Executives
Staff services
SellingHead office
R&D
Bids & proposals
Fair AllocationPossible
Allocation Bases
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SALES - $100M DIRECT FACTORY COST- $15M
Product A 50%
Product B 30%
Product C 20%
Product A 30%
Product B 20%
Product C 50%
Allocations bases - issues
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Are costs in the pool adding value to theproduct?
Are there contingency allowances?
If so, are they realistic?
Exercise - profit
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What is a reasonable %profit for a company tomake?
Profit motive
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Contractor stays in business
Contractor wants to work for you again
Contractor does not hide profit in cost
Motivation for good performance
Good personnel used Good relations
Reputation enhanced in marketplace
Profitwhat is reasonable
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Assessment can be by :
Benchmarking againstindustry norms
Assessment of resourcesemployed and risks taken
On a claim or variation, whatwas in the original contract(if known)
Time
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Remember that the personmaking the claim has todemonstrate that the delay:
1. Is not something for whichthey are responsible
2. Entitles them to anextension of time
3. HAS ACTUALLY CAUSEDthe delay claimed
The last point is very much
related to the question ofcritical path analysis
Planningcritical path
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It is not enough for the Contractor to show there has been a delay
He must show that the delay impacted on the overall programme that is, that it caused a delay on the critical path
Conversely, if the delay is on the critical path, the impact may bedisproportionate. For example, a delay of one week could push thework out of a weather window, and cause a delay of several
months
BUT if there is float in the plan, this may belong to the Contractor,enabling him to claim an extension of time, even though he may beable to absorb the delay
Critical path -exercise
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How do you determine if an activity is on thecritical path?
Requesting further information
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We have already looked at making sure thatyou only ask for the information you actuallyneed
However, you should also be careful to ask
for further information quickly and logically
Drip-feeding requests can sour a negotiation
Realistic appraisals
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It is worth making the point that it is nothelpful to ignore genuine claims
THIS DOES NOT MEAN YOU SHOULD PAYSUMS THAT ARE NOT DUE!!!!!
However, where the point is small, it maysimply not be worth arguing over somethingtrivial
Be realistic many things are not 100% black
and white, much of the world is shades ofgrey (gray if you are American)
Global claims
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Commonly used incomplex engineering andconstruction disputes
They have a difficult legal
history, sometimesaccepted, sometimes not
Global claims - issues
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It is the duty of the Contractor to demonstrate linkage between thematter complained of (e.g. a variation or breach) and the damagesuffered. Global claims do not do this.
The problem is that large projects are so complex that the generalrule is virtually impossible to apply in practice
Global claims say it is all down to the Client, so all the impacts are
payable
The risk for the Contractor is that if any element is found to havebeen the Contractors responsibility, the whole claim may fail
Responding to a global claim
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Invite the Contractor to
demonstrate cause and effect If they decline, ask them to list
all causes, and to confirm thattheir case is that thecombination of these causescaused the costs
Identify any individual cause
where some or all of theresponsibility rests with theContractor
Be realistic they may be right,and time and cost will be savedby a little horse trading
Payments on account
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If it is clear that money is owed,
an interim payment has theeffect of
Demonstrating good faith
Assisting the Contractors cashflow
Reducing any claim forinterest/cost of money
BUT, these can also be seen asa sign of weakness
Admissions and denials
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Admissions
If the facts are clear, there israrely any harm in agreeingthem
If the claim goes into dispute,you will lose on this point
anyway, so save cost and timewith a concession
This also gives more credibilityto your denials
Denials
Similarly, a clear, reasoneddenial brings matters to a head
Merely saying you are thinkingabout matters, when the realityis that the answer is no helps
nobody
Offers of settlement
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If offering to settle a claim, it may be necessary touse certain specific legal terms to prevent the offerbeing used against you
A common term is without prejudice
This means I still think you are not due any money,but, without prejudice to that position, I will offer you100,000 rials to get rid of this problem
If this is accepted, there is no problem. If it isrejected, the claimant cannot produce the offer incourt as evidence that the Client admits that 100,000rials is due, which is simply not the case
Legal costs
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