Managing the construction of a school-led project
After we formally approve the project, construction can begin. You’ll need to manage safety, project finances, and any contract variations.
Keeping people at the school safe
School boards are responsible under the Health and Safety at Work Act 2015 to keep staff and students safe at all times.
Health and Safety at Work Act 2015 – New Zealand Legislationopen_in_new
Your project manager will help you meet your responsibilities by managing the day-to-day health and safety hazards during a project.
This will include:
- keeping the construction site isolated from students and staff
- managing safe access of vehicles and materials
- managing contractors.
The board is responsible for completing a school access plan with contractors. This will also help clarify who needs a Police vet and risk assessment.
Police vetting for school property contractors and consultants
Our checklist will help you understand your responsibilities.
Managing project finances
The project manager is responsible for managing the budget for the project. They will:
- advise the board of risks and issues that could affect the project, and manage resolution
- keep the board informed of the status of the budget at all stages of the building project
- get board approval for changes of scope and project variations
- certify invoices and get board approval to pay them.
Managing contractor payments and retentions
The Construction Contracts Act 2002 sets out the legal requirements for paying construction invoices. It states what payments can be withheld from a contractor.
When the project manager reviews a contractor claim they may recommend that part of the payment is withheld – for example, if the quality of work is poor. Check what you can do under the Act before taking this step.
If you hold retentions on your construction project, you must meet the new requirements of the 2023 Amendment Act.
Construction Contracts Act 2002 – New Zealand Legislationopen_in_new
Our procurement process pages have more information about contracts for school-led property projects – see step 4 in particular.
Managing the project contingency
The contingency can only be used to pay for unexpected costs on the project it’s allocated to. You can’t use it to expand the scope of an approved project, or upgrade the materials used.
The board must account for expenditure against the contingency at the end of the project.
Managing variations
During the construction phase of your building project, it may be necessary to make changes to the original project brief.
Our standard construction contracts include a condition forbidding the contractor from making any variations to the project without the designer’s written instruction.
You might need a variation if the contractor has a genuine reason for substituting a specified product – for example, if a specified product is unavailable.
If there’s a genuine reason for a variation, the project manager and board both need to agree to it.
You’ll need to manage the variation within the overall project budget. If this isn’t possible, contact your property advisor as soon as possible.
Variation records
Where a change is made to the project, make sure you keep a record of it in your project file. Keep details of:
- the itemised claim detailing the required variations
- the council’s agreement to the variation, if it affects the building consent
- any discussions or negotiations between you, the board and the project control group member, and what was agreed
- project payments
- a summary of the adjustment against the original contract sum
- authorisation to carry out the variation – this will be in the contract.
Your school board holds the overall responsibility for the project. Contact your property advisor if you have any concerns about how the project is going.