Recently I encountered a situation in relation to a carpentry package tender. This had a drawing showing all the different beams / joists required for the project. It was pretty straight forward:

• blue coloured beams represented insulated joists
• brown beams represented regular joists.

The document was beautiful. It was a full CGI, had excellent angles and great sections. There was only one problem…..The key produced was wrong, showing both beam types were coloured brown.This got me thinking about what problems could occur if the error wasn’t found. A couple of scenarios came to mind:

1. The Contractor could make a claim that he didn’t price for all the items in blue. This would upset the Client, as he/she has bought. The bill rises, as a variation applies and possibly delays to the programme occur.
2. The Client Quantity Surveyor could argue that ALL the beams were the insulated joists. They may quote that detestable (but common) contract clause “In the event of a discrepancy, the Client may choose which standard applies at no cost to the contractor.” This results in the Contractor either going bust or a breakdown in relationships. The damage cannot be undone easily.

My advice is for Client’s to ensure they have consultant looks at the detail. Take some basic actions to significantly reduce the likelihood of errors. When procuring a package:

• Make sure someone is reading the drawings. Does everything make sense?
• Don’t send out information without understanding it.
• Is there any contradictory information? When there is, ask yourselves “what is it we want to buy?” Clarify this in the scope of works if the contradiction cannot be easily removed.
• Is there anything that says “In abeyance.” If there is, correct the drawing. A contractor cannot price something in abeyance. State clearly what you want them to price. Even if it is wrong, at least you have a clear basis in which to remeasure and revalue when the drawing is corrected.
• Beware of the word “not.” Particularly in specifications. When used by accident, it changes the meaning of a requirement entirely. When you see this word, read the sentence twice and make sure it reflects what you want.

Seemingly minor errors in the design documentation can equate to large scale problems. Make sure you employ someone who cares!