CareHomeDeskCareHomeDeskThe three things most care home maintenance briefs are missing and why they cause every variation claim you've ever dealt with.
The majority of contractor disputes originate in a brief that was ambiguous, incomplete, or communicated verbally without written confirmation. A contractor who does not understand exactly what is required will price on assumptions, and those assumptions will differ from yours. The variations come when the assumptions prove wrong. A complete, written brief is the mechanism that keeps the project on budget.
A complete scope must specify: exactly what work is to be carried out, described with enough precision that a competent tradesperson could price it without asking any further questions; the standard to which it is to be completed; any phasing or sequencing requirements; the permitted working hours; any areas out of scope; and the handover standard -- what documentation, testing, or sign-off is required.
Every scope should include an explicit list of assumptions -- the things the contractor has priced on. Common examples: assumes existing substrate is sound; assumes asbestos has been surveyed and the area is clear; assumes normal working hours. Stating assumptions in writing forces the brief-writer to think through what they don't know, and creates a clear reference point if a dispute arises.
Exclusions are as important as inclusions. Common exclusions to state explicitly: making good beyond the immediate area of works; removal of hazardous materials not identified in the scope; connection to services where capacity is unknown. An exclusion not stated is often assumed by the contractor to be included.
At minimum, before works commence: the scope of works; the agreed price or pricing basis; the programme; the payment terms; the defects liability period; and any specific care home requirements (DBS check, infection control induction, site rules). For anything above approximately 10,000, use a standard form of building contract -- JCT Minor Works is appropriate for most care home projects.
CareHomeDesk gives you compliance checklists, maintenance logs, and contractor management tools built around exactly this kind of knowledge.