TIPS ON REFURBISHMENT

Gary Lonie, managing director of Ease & Co, offers advice to clubs considering refurbishment

A STEP BY STEP GUIDE
A successful refurbishment is about planning, project management and cost control all within a set timescale and a strict budget. This guide highlights the way to obtain the most out of a refurbishment.

REQUIREMENT
Before involving an outside contractor, decide what the refurbishment requirements of the club should be; a rough time scale; an estimated budget and how the project is to be financed.

QUOTATIONS
At least two quotes should be procured from reputable firms - see choosing a company.

 BRIEFING
It is essential that each company receives exactly the same briefing outlining the requirements of the new refurbishment such as increased seating capacity, a warmer and more cosy atmosphere, a new bar, more bench seating, repositioning of a cellar, an extension to the lounge area - the possibilities are endless.

SURVEY
A comprehensive survey of the areas to be refurbished should be carried out by the companies within two weeks of the initial contact.

PRESENTATION
The next stage is a full presentation of the scheme with accurate costs. Floor plans and visual impressions should be submitted to illustrate the scheme.

SIGNING OF CONTRACTS
The contract with the chosen refurbishment company should be on a fixed price basis and a reputable form of contract should be drawn up with the mutual agreement and approval of both contractor and customer - this may be checked by a solicitor if the customer wishes.

PROJECT MANAGEMENT
A programme of works needs to be drawn up by the refurbishment company that should take account of the club’s needs as well as the contractor’s requirements; this must be monitored by the customer to ensure the contractor is working to schedule. Depending on the size of the project, the customer should consider appointing their own Clerk of Works. Building regulations and planning approvals should be sought at this stage. The appointment of a site foreman, once introduced to the customer, provides the conduit through which all queries and concerns should be addressed.

PAYMENTS
Once the overall cost of the refurbishment is decided, a payment schedule will need to be agreed. As a rule of thumb a deposit of approximately 10-15 per cent of the total cost should be paid in advance; 20 per cent when work commences and the remainder monthly based on the value of the work completed. A retention of five per cent should always be held back for an agreed period to ensure all snagging items are rectified.

COMPLETION
When the finished project is handed back to the club, the customer should prepare a snagging list to be discussed with the refurbishment company. It is important that the contractor is not paid in full until all the snagging items are complete to the customer’s satisfaction.

CHOOSING A COMPANY
The development of a club premises is a complex and costly affair. The key to a successful refurbishment is in the selection of the most suitable company.

REPUTATION
Choose a well-established company with a good track record.

PROFESSIONALISM
The refurbishment contractor should be capable of handling the project from inception to completion. They must have the experience and capability of relieving the customer of the problems generated by planning requirements, building and fire regulations, health and safety controls and the general day-to-day running of the building site itself.

SPECIALISTS
Select a company that has extensive design and build knowledge of the club market.

PREMISES
It is very important that a visit is made to the contractor’s factory to see first hand the extent and quality of work. The greater the amount of work carried out ‘in house’ as opposed to sub-contracted, the better.

FINANCIALLY SECURE
Ensure the contractor is financially secure. Accountability should not just be for the duration of the refurbishment but also for after-sales service. References can be taken out (through banks and Companies House) to check the company’s credit worthiness.

REFERENCES
Take up references of past work undertaken and arrange to visit similar clubs that the contractor has refurbished.

INSURANCE
The contractor should have at least £5,000,000 Public Liability Insurance cover.

VALUE FOR MONEY
When comparing different companies and quotes for refurbishment, assess the tenders carefully. The decision should not be based on cost alone - the cheapest is not always the best in the long term. The company should be selected on the criteria of best value for money.