Darby Construction Services Provides key general contractor services to keep your project on budget and on-pace.

Crucial in ensuring that projects are completed within budgetary constraints and that the client’s financial interests are protected, Quantity Surveyors ensure effective cost management, accurate financial reporting, and cost optimization in construction projects. Working closely with Project Managers, Architects, Engineers, Contractors and Clients, the primary responsibilities of a Quantity Surveyor include Cost Estimation, Planning and Control, Procurement, Value Engineering,  Final Accounts and Dispute Resolution.

Our standard protocol for handling the estimating process captures hidden value for our clients

Darby Construction Services President, Paul Stanton is a Chartered Quantity Surveyor with over 10 years experience estimating commercial projects in New York City.

Based on this experience, we have developed a successful estimating process that has satisfied our clients:

  • When an RFP is received, documents are saved, printed and recorded in a document log. This log is updated any time new information is received.
  • The bid documents are then thoroughly reviewed and sub trades identified. Based on this review, a subcontractor list is then compiled. This subcontractor selection and each subcontractor is carefully qualified based on the project on hand.
  • Once the subcontractor list has been confirmed, a subcontractor RFP is created. This will include all relevant bid information, due date, insurance requirements and any break-out cost or alternate requests.
  • The next step is to conduct a site walkthrough to view existing conditions. Where possible (and relevant), subcontractors will also be invited to attend.
  • For larger projects, a full in-house take-off is done using computer software for accuracy.
  • Long lead items are identified and where applicable, recommended to client and design team for pre-purchase.
  • During the bidding phase, RFIs will be issued formally to the design team.
  • When all subcontractor bids have been returned, bids are fully leveled and qualified.
  • Once all bids are leveled, final numbers are determined and a proposal letter is submitted to the client showing a scope summary and a full trade cost breakdown.

After the proposal is submitted, Darby Construction Services will review the project with the client and answer any questions or concerns. Often, the client or design team will request some additional information or some value engineering solutions.

If brought to the design table Darby Construction Services will assist in any way requested.

Pre-construction is not always a possibility on a project but when it is an option and a contractor can be brought in early, it usually benefits the project.

Key areas to take advantage of would be:

  • Budgeting
  • Scheduling
  • Phasing plans (where applicable)
  • Samples
  • Mock-ups
  • Review of drawings
  • Detailed take-off
  • Identification of long lead items
  • Pre-purchase of long lead items (if necessary)
  • Pre-qualification of subcontractors
  • Prepare subcontractor RFP
  • Pre-construction punch list
  • Air Conditioning preconstruction traverse readings
  • Value Engineering (if requested/necessary)

Scheduling is important in every project and DCS understands this.

Prior to accepting a project, we will review the schedule with the client and ensure that expectations are managed from the start.

The schedule will then be included as part of the contract. Similarly, a schedule will also be included in all subcontractor purchase orders so that subcontractors stay on course and understand what’s required of them.

Throughout construction and preconstruction, the schedule will be constantly reviewed and updated. At each weekly meeting, schedule will be a key heading.

Lead Time Analysis

At pre-construction all lead times are confirmed and long lead items are identified. Long lead items will drive the schedule and will need to be accounted for early on. By knowing what these long lead items are in advance, a plan can be developed so that the longest deliverables are incorporated into a tight schedule.

Sub Contractor Coordination

Once the preliminary schedule has been developed, DCS will check durations with subcontractors to ensure that realistic timeframes are established for each task. It is essential that the subcontractors buy into the schedule and that it is achievable. Setting unrealistic goals do not help anyone.

Monitoring, Interfacing & Reporting

DCS superintendent will monitor schedule progression on site and will notify the client of any delays, risks or site conditions that may cause issues. If an opportunity for acceleration of schedule is available, it will be analyzed and implemented.

Changes on a project, if not managed correctly can impact negatively on the cost and schedule of a project.

While both the contractor and the design team would generally prefer to avoid any changes, sometimes the needs of the client will change or an unforeseen condition will arise whereby a change is unavoidable.

Variation of Scope

If a change is necessary or is requested by the client, DCS will review and advise on cost and schedule impact straight away. It is our responsibility to provide the client with a clear breakdown of the cost associated with any change order and to be able to explain the scope associated with each trade. All change orders are reviewed with the architect and/or engineer prior to submitting to the client so that they verify the scope. Once the client has approved a change order, DCS will issue purchase orders to subcontractors in question to formerly authorize them to proceed with the additional work.

Quality Control

Throughout the project, a change order log is maintained and reviewed at weekly meetings. This will show change order amount, date issued and the date approved or rejected.

Due Dilligence

In order to minimize change orders and control costs, DCS will do due diligence during preconstruction and bidding. If any detail on the bid documents is unclear or ambiguous, an RFI will be issued. All subcontractors will be given the opportunity to walk the space prior to accepting a contract to negate any claims of ignorance to existing conditions.

Darby Construction Services takes pride in its relationship with its subcontractors.

Most subcontractors have been tried and tested on past projects.

If a new contractor is given an opportunity to work on a project, they will have been vetted thoroughly and pre-qualified to ensure that they are capable and can do the work. Quality, past performance and current workloads are all important factors to consider when selecting subcontractors to bid on a project.

Trust and Reputation

From the point of view of the subcontractor, Darby Construction Services has had to maintain a reputation for being fair and honest. We do not hold up payment and we do not base our subcontractor selection solely on price. Because of this, subcontractors want to work with us and help us deliver the best projects to our clients.

DCS deploys a custom quality control system to match our project & client demands.

Darby Construction Services maintains quality on each project by implementing the following:

  • Understand what the client wants and expects. Ensure that this expectation is achievable.
  • Coordinate with the design team and ensure that they are in agreement with the client on what’s expected.
  • Select subcontractors who have experience in similar project and who’s current workload is manageable.
  • Relay the expectations clearly to the subcontractor both verbally and in writing in the form of a purchase order. Refuse to accept anything less than what is agreed.
  • Create and maintain a realistic schedule.
  • Identify long lead items early and ensure that adequate time is allowed for delivery and install.
  • Maintain logs for RFIs, change orders, submittals and daily reports.
  • Coordinate with all relevant testing and inspection agencies to maintain strict controls during construction.

Our standard protocol for handling the estimating process captures hidden value for our clients

Darby Construction Services President, Paul Stanton is a Chartered Quantity Surveyor with over 10 years experience estimating commercial projects in New York City.

View our portfolio of recent projects.