Frequently Asked Questions

General

What are the benefits of using PCMS?
PCMS can manage the whole project to ensure that it progresses as smoothly as possible. By acting as your agent, we can make sure that the people who are involved such as contractors, suppliers and planning authorities communicate effectively, and also that design requirements, timings and budgetary constraints are all carefully planned and managed in a coherent fashion. It takes a certain depth of experience to anticipate any issues that may arise, and these can be dealt with straight away before they lead to problems. Our knowledge and experience can save you time, money and stress, and ultimately result in a successful project finished on time and within budget.

How can PCMS help to control my budget?
PCMS will provide cost estimates to ensure that a project is prudently budgeted; we will obtain quotations from a range of suppliers to make certain that our price estimates are as accurate as possible. By following a professional tendering process, PCMS will ensure best value for money prior to selecting a main contractor or builder. We will also carefully monitor costs throughout the project, and provide regular reports, certify work and undertake valuations for clients.

How do you keep your fees competitive?
Our fees are usually a fixed percentage of final construction costs which we believe to be a fair method of charging. This means that no matter how large or small your project, the fee will be proportionate. Accurate price estimates enable us to fix our fees; there are no hidden extras, enabling clients to budget confidently.

The vast majority of projects are divided into ‘work stages’. Our fixed fees are payable on completion of these stages (eg feasibility, design, specification and tender, handover). This means that payment is due only after PCMS confirm that a project stage has been satisfactorily completed.

What is a Work Stage?
Once underway, there are a number of stages in every project - these have been formalised by the construction industry. RIBA (the Royal Institute of British Architects) call them ‘Work Stages’. They cover stages of practical completion, when phased works have been done satisfactorily.

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Sustainability

What is your approach to sustainable building?
The environmental impact of our actions is becoming increasingly important, and is a major consideration when planning any construction work. PCMS always endeavour to specify the most environmentally-friendly construction materials in order to make buildings sustainable, and for residential projects we follow the guidelines set out in the Code for Sustainable Homes.

New builds can benefit from a vast range of carefully integrated features which minimise environmental impact; as these can be incorporated from the design stage, virtually all new builds or extensions can achieve a low carbon emissions rating.

How can sustainable building practices help to reduce my running costs?
There are many new innovations which can help to significantly reduce energy bills and cut down on emissions - such as insulation made from natural materials, ground source heat pumps, and solar panels for heating and hot water, all of which can make a big difference. Waste water (known as ‘grey water’) can be re-used to flush toilets or provide garden irrigation. Double or triple glazing and making a house or commercial premises as airtight as possible can significantly reduce heat loss.

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Feasibility

How can PCMS tell me if my plans are achievable?
When you first contact us, PCMS will arrange a meeting with you for an initial consultation to discuss your plans and proposals in detail. During the meeting, we will conduct an in-depth discussion which will enable us to establish whether the proposed project is feasible within the budget you have in mind. Our depth of experience in the design and construction industry may also enable us to make a range of alternative design suggestions. If you request it, we can conduct a full feasibility study and will present the results as a hard copy report for you to consider before making a decision.

Do you charge for an initial consultation?
No, our initial consultation service is free. If you decide not to proceed with our proposals then you will not be charged.

What happens during the first visit?
We gather as much information as possible about what you want to achieve. A detailed understanding of the site or possible sites, the intended use of the new building, extension or refurbishment and the available budget should provide enough information for us to make some interesting and buildable recommendations. So if you have ideas, collect them in a file together with any illustrations or examples of similar projects that you find appealing as this will help us to build a complete picture.

During the first visit we will also inspect the proposed project site or location and take some initial measurements and photographs. We will also explain the PCMS project management service in more detail, and answer any questions you may have.

Can you tell me exactly how much the project will cost up front?
Although it may be possible to discuss some approximate figures at the initial meeting, it is only possible to determine accurate construction costs once the design is complete. We will, of course, take the budget figures you have given us at the outset and endeavour to recommend a design that meets all of your requirements and can be built affordably.

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Design

Can I discuss my design ideas with the surveyor during the visit to my property?
Yes - the purpose of the first visit is to understand your design brief, and to collect all the necessary information needed to prepare plans. This is an informal visit - please feel free to ask any questions you have about your proposed work, our service, and the various approvals that will be required.

How long will it take to prepare concept designs and a set of draft plans?
Projects vary in scale and complexity, so for this reason a detailed discussion of timescales will take place at the initial briefing meeting. From this, we will produce a Project Timing Plan setting out key milestone dates, and also a practical completion date for all interested parties to agree to.

You can choose to have all plans and correspondence sent to you electronically by e-mail (PDF Format), or paper copies by post.

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Planning

When is planning permission required?
The planning consent rules vary according to whether you are a homeowner, business or public sector organisation. In recent years, there has been some relaxation of the rules for residential properties, so that internal works such as loft conversions, certain small extensions and conservatories are now excluded from the consent process. However, when planning any renovation or extension to your home, it is essential to first check the legislation. PCMS are always happy to advise on whether planning consent is required.

Will building regulations approval be needed (even if planning approval is not)?
Most building work must comply with building regulations, even if planning consent is not required. This includes alterations to internal walls and providing or altering services within buildings, even if substantial construction work will not be needed. PCMS can advise you on this issue, and can handle the process of applying for building consent. An added advantage of using our service is that we will deal swiftly with any issues that may arise by liaising with the relevant local authority.

How long does it take to get all the approvals?
Local authorities have 8 weeks in which to make a decision following submission of a planning application. If the application is submitted to Planning Committee for a decision then this is classed as a major application and extends the timescales to 12 weeks in total.

Building Control plan approval takes 5 weeks.

What is permitted development, and how can I find out more?
Certain minor changes can be made to buildings without the need to apply for planning permission. This is known as ‘permitted development’. In certain ‘designated areas’ such as Areas of Outstanding Natural Beauty, National Parks, and conservation areas permitted development rights are more restricted. PCMS can advise on the permitted development rules.

Are there different planning rules for a listed building / conservation area?
Special rules do apply to listed buildings, and also for any kind of property sited within a conservation area. These rules are generally more restrictive than for other kinds of property. This is where the PCMS service can really be of benefit, as we will be able to discuss with you exactly what is and is not allowed, and recommend designs that appropriate for your individual circumstances. PCMS also have the depth of experience and knowledge to consult with Planning Officers both before and during the planning consent process to agree specific details of listed building or conservation area projects, and can deal with any queries efficiently.

What will I need in order to make a planning application?
In brief, this will consist of a planning application form, the appropriate fee, a site plan, Design & Access Statement and drawings of the proposed project. PCMS can prepare all of the required items and submit them to the Local Authority, and deal with any queries that arise with planning officers.

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Specification

How detailed are your drawings?
We will first produce a set of drawings which will help you to create a mental picture of the internal layout of your project, and also get an impression of the external appearance. The plans we produce will be supplemented with 2-D and 3-D visualisations as appropriate. Once approved, we will produce fully detailed and dimensioned plans for planning and building control approval.

Will structural calculations be required?
For the majority of projects structural calculations will be required. We will take care of any requirement that may arise for structural engineering calculations, and in most cases this is done in house and included within our fixed fees. All necessary calculations are submitted to the local authority building control for approval.

What is a specification of works?
This is a document that describes the site, conditions of contract and the standard of work to be carried out. It also contains details of fixtures, fittings and any construction details sufficient to describe the work. Once approved, the specification of works forms part of the contract with the building contractor.

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Construction

How do I select a builder?
It is important that you select a construction company that gives you confidence in their ability to do the job, and also who employ staff with whom you can build a good working relationship. Price may not be the only factor you want to consider. It is possible that you already have a short list of recommended builders. In all cases, it’s a good idea to visit previous jobs to see the quality of the workmanship, and ask previous customers for a reference. As part of our project management services, PCMS can administer the tendering process, and obtain quotations from at least three builders. We will produce the detailed written specification required to ensure that the quotations you receive are as close to the finished build cost as possible.

What drawings will I need for my builder?
Your builder will need copies of detailed drawings, such as those produced for planning and Building Regulations approval. They should also be given a written specification of works. All but the smallest projects should be the subject of a formal contract, and we can advise on the type of contract and ensure that it is drawn up correctly.

Can I start building works before obtaining approval?
This is never advised. If planning approval is refused or made conditional then you may have to carry out expensive remedial works, or even be forced to demolish any construction works. Planning approval should always be sought before works commence. We can advise on projects that may be exempt from the planning approval process, but most jobs will have to obtain Building Regulations approval.

What is a party wall agreement?
In England and Wales, work carried out on any part of your property which adjoins your neighbours must comply with the Party Wall Act 1996. Any wall on the boundary line of two or more properties (including garden walls) is covered, and works that might have an effect on the structure of the party wall must be officially notified to the affected neighbour. You must serve at least two month’s notice of any intended works and obtain agreement in writing.

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Handover

Can you help me with interior design & colour schemes?
Interior design and functional layout is a crucial part of any project, and because of our wealth of design experience we can make recommendations about your finished scheme, such as internal furnishings, sourcing fixtures and fittings and choosing colour schemes that will work harmoniously. If required, we can also put you in touch with specialist companies such as audio-visual installers and security advisors.

What happens at the end of my project?
During the construction phase, PCMS will ensure that all works are being followed according to the specification. Valuation certificates will be issued at key milestone dates to enable monies to be released to the builders. At completion, PCMS will undertake a rigorous and detailed inspection of the finished project to ensure everything is completed to a high standard. Subsequently PCMS will draw up a written snagging list for all interested parties - the builders must return to address each item on the list within a reasonable period. At this point PCMS will generate a practical completion certificate, and following testing and commissioning will hand over the finished building or extension.

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