Total Project Cost Planning

In today’s construction environment—marked by inflation, supply chain disruptions, and market volatility—it’s often unrealistic for contractors to commit to a fully fixed price across all project components and timeframes.

At Prodigious, we address this challenge through research-driven escalation models that calculate appropriate contingency reserves. These reserves are designed to absorb potential cost increases, particularly those that may arise in the later stages of a project, helping to safeguard your budget from unexpected financial pressure.

Beyond the core construction costs, we provide a holistic view by including all related expenses—such as plan approvals, NHBRC fees, professional services, and statutory charges—ensuring your project budget is both complete and transparent from the outset.

The result: a realistic, all-inclusive Total Project Cost that empowers confident decision-making and long-term financial control.

Viability study.

At Prodigious, our viability studies are meticulously developed to deliver accurate, project-specific financial forecasts—providing a clear picture of potential profitability from the outset.

Each report includes a comprehensive breakdown of capital expenditure (Capex), tailored to the unique demands of the development. We account for all cost elements, including professional fees based on statutory scales, agent commissions aligned with SAPOA guidelines, and detailed cash flow projections that reflect financing needs throughout the project lifecycle.

Our studies go beyond simple forecasting—they equip clients with actionable insights to monitor financial performance, optimise resource allocation, and take proactive steps where necessary. The result is confident, informed decision-making that helps maximise returns and ensure long-term project success.

Tender Documentation Preparation and Issuance

We develop clear, comprehensive tender documentation to ensure all contractors bid on an equal and consistent basis. By defining the exact scope of work, specifications, and conditions, we create a level playing field that enables true apples-to-apples comparisons—supporting fair, transparent procurement decisions.

Our documents also set out the contractual terms and execution conditions in detail. This upfront clarity helps prevent misunderstandings, hidden costs, and disputes—safeguarding both client and contractor while setting the foundation for a successful project delivery.

Contract Documentation & Risk Protection

A well-balanced construction contract is essential to protecting the client’s interests—yet many unknowingly sign agreements heavily weighted in the contractor’s favour, exposing themselves to serious financial and legal risks.

At Prodigious, we ensure this doesn’t happen. We prepare and review contract documentation using standardised South African agreements endorsed by professional industry bodies representing architects, quantity surveyors, engineers, and contractors. These agreements are designed to ensure fair and transparent allocation of risk, responsibility, and liability for all parties involved.

Our process also includes reviewing civil contracts and providing expert commentary where necessary, helping clients fully understand their rights and obligations before signing.

Consider this:

• What if the contractor fails to complete on time?

• Who is responsible if an accident occurs on site?

• Who bears the risk of damage from fire or theft during construction?

With Prodigious, these critical issues are addressed upfront—ensuring your project is built on a solid legal foundation, with clear recourse in the event of disputes.

Procurement of Subcontract Tenders.

During construction, the majority of work is carried out by subcontractors—not a single contractor. Securing competitive pricing from subcontractors requires that all bids be based on the same clearly defined scope, terms, and conditions. While subcontractors ultimately contract with the main contractor—not directly with the client—we manage this process to ensure consistency, fairness, and cost control.

Because most projects begin before every detail has been finalised, our involvement continues throughout the construction phase to address and coordinate the tendering of additional subcontract packages as the design progresses.

Cash Flow Forecasting

At Prodigious, we forecast monthly cash flows using a dual-method approach—combining program-based analysis with theoretical calculations. This blended methodology delivers accurate, balanced projections of all anticipated outflows, including construction costs, professional fees, and overheads.

We update these forecasts monthly to reflect changes in scope, timing, or expenditure, ensuring clients have a clear, current view of their financial commitments. This ongoing visibility supports effective financial planning and smooth project funding throughout the construction lifecycle.

Project Risk Register

Each project includes a dedicated risk register, developed at inception and maintained throughout the project cycle. This tool identifies, tracks, and mitigates potential risks to minimise impact and support successful project delivery.

Monthly Project Status Reports

We provide clear, concise monthly reports that outline site progress, schedule adherence, and the project’s current financial status. These updates keep all stakeholders informed, aligned, and actively engaged throughout the construction process.

Interim Payment Management

At Prodigious, we manage the interim payment process with a strong focus on protecting client interests. Payments are authorised only for completed work and verified on-site materials—ensuring that funds are not prematurely released or misallocated.

To further safeguard clients, we:

• Verify that appropriate guarantees are in place to mitigate the risk of non-completion.

• Adjust insurance coverage as the project progresses and associated risks diminish.

• Maintain detailed documentation confirming client ownership of paid-for materials, even if not yet installed.

Our structured, transparent payment process aligns with financial institution drawdown schedules and significantly reduces the risk of overpayment or financial exposure—ensuring that your investment remains secure throughout the construction lifecycle.

Contract Administration during the Construction Phase.

As Principal Agents (where applicable), we handle all aspects of day-to-day contract administration—maintaining records, managing correspondence, reviewing design changes for cost impact, and pricing variations. If another Principal Agent is appointed, we support them with specialist contract advice and assessment of claims.

Cost Control & Variation Management

We actively monitor project changes, re-measure provisional items, and apply value engineering to optimise cost efficiency. Our variation management ensures all changes are logged and costed accurately, maintaining transparency in the evolving contract value and helping manage contingencies effectively.

Final Account Closure

We ensure a structured close-out process for all principal and sub-contractor accounts. This includes confirming completed works, verifying changes, and securing necessary documentation for final settlement. The process allows for the proper release of guarantees and ensures all financial aspects are resolved.

As the client’s representative, the Principal Agent is responsible for overseeing the execution of contractual obligations, coordinating team communication, and managing timelines across all stakeholders.

Traditionally, this role is assigned to the architect, who charges separately for this service. However, many clients now prefer the quantity surveyor to fulfil this function—especially as one of the most common issues in project delivery is delayed or inadequate information flow to the contractor, particularly when variations are introduced.

By assigning the Principal Agent role to Prodigious:

• Clients gain an impartial, contract-focused representative
• Information is managed and communicated more efficiently
• Architects are freed up to concentrate on design excellence

In many cases, this service does not result in additional cost, as it replaces the architect’s Principal Agent fee, streamlining both cost and workflow.