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 Construction

As Principal Agents (where applicable), we oversee all aspects of day-to-day contract administration throughout the construction phase—ensuring that both contractual obligations and financial controls are effectively managed.

Our responsibilities include:

• Managing and maintaining all signed contracts and sub-contracts

• Coordinating and filing contract-related correspondence

• Reviewing revised drawings to assess potential cost implications

• Re-measuring provisional sums and preparing accurate variation pricing

Where another Principal Agent is appointed, we provide expert support through specialist contract advice and independent assessment of claims. Our structured approach ensures clear documentation, timely action, and proactive risk management at every stage of construction.

Variation Management & Cost Optimisation

At Prodigious, we maintain strict control over project costs by actively managing design changes, re-measuring provisional items, and applying value engineering to optimise outcomes without compromising quality.

Not all variation orders involve a change in scope, but many carry cost or time implications. Our variation management process ensures each change is:

• Promptly assessed and accurately priced as it arises

• Reviewed and agreed upon by all parties during contract progression

• Tracked and documented to ensure clear, transparent updates to the contract value

• Reflected in the construction contingency, adjusted in consultation with the client

In parallel, we explore value-driven alternatives to eliminate unnecessary expenditure and enhance cost efficiency.

This proactive and disciplined approach provides ongoing financial clarity, effective contingency management, and maximum value delivery—keeping your project firmly on track.

Final Account Closure

At project completion, we implement a structured close-out process for all principal and sub-contractor accounts. This involves:

• Verifying that all contractual work has been completed

• Confirming and reconciling variations and additional works

• Ensuring all financial obligations are resolved and documented

This thorough process allows for the accurate settlement of accounts, the formal release of guarantees, and a clean contractual close—protecting all parties and ensuring a smooth project handover.

Post-Contract Viability Review

Following final account closure, we conduct a detailed post-contract viability assessment. This involves analysing actual outcomes against the original budget and timeline to:

• Identify cost, schedule, and scope variances

• Capture key insights and lessons learned

• Enhance forecasting accuracy and execution strategies for future projects

This feedback loop strengthens our cost planning processes and supports continuous improvement across all future developments.

Principal Agent Services

As the client’s representative, the Principal Agent plays a critical role in ensuring that all contractual obligations are met, project timelines are maintained, and communication flows effectively among all stakeholders.

Traditionally, this role has been fulfilled by the architect—often billed as a separate service. However, many clients now opt for the quantity surveyor to act as Principal Agent, particularly in response to common project challenges such as delayed or incomplete information reaching the contractor, especially when dealing with variations.

Appointing Prodigious as Principal Agent offers clear advantages:

• A contract-focused, impartial representative dedicated to protecting the client’s interests

• Improved communication and information management across the project team

• Architects can focus fully on delivering high-quality design, without being burdened by administrative duties

In many cases, this appointment does not increase project cost, as it replaces the architect’s Principal Agent fee—streamlining both workflow and budget.