construction administration seminar
DESCRIPTION
Prepared & Presented by William JenkinsTRANSCRIPT
BILL JENKINS
CONSTRUCTION ADMINISTRATION SEMINAR
BILL JENKINS
CONSTRUCTION ADMINISTRATION SEMINAR
8:00 A.M. FRIDAY, 8:00 A.M. FRIDAY, JULY 24, 1998JULY 24, 19981. Brad2. Kathleen3. Bruce4. Miki5. Matt6. Bear7. Tania8. Margaret C.9. Angela10. Dan11. Leane12. Steve13.
STEVE HAS REQUESTED THAT ALL ARCHITECTS & INTERIOR DESIGNERS ATTEND ONE OF THESE SESSIONS FOR THE PURPOSE OF CREATING CONSISTENCY IN THE OFFICE. EACH SESSION WILL TAKE
APPROXIMATELY 2 HOURS. PLEASE SIGN UP ON THE DATE MOST CONVENIENT FOR YOU.
NO PHONE CALLS OR INTERRUPTIONS WILL BE ALLOWED DURING THE SEMINAR.
DOUGHNUTS AND TWO 5 MINUTE BREAKS WILL BE PROVIDED
8:00 A.M. THURSDAY, 8:00 A.M. THURSDAY, August 6, 1998August 6, 1998
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8:00 A.M. THURSDAY, 8:00 A.M. THURSDAY, JULY 30, 1998JULY 30, 1998
1. Tim G.
2. Leslie
3. Miriam
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5. Brandon
6. Rebecca
7. Don
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10. Leonard
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CONSTRUCTION ADMINISTRATION
SEMINAR
CONSTRUCTION ADMINISTRATION
SEMINAR
ForFor
Dekker/Perich/Holmes/SabatiniDekker/Perich/Holmes/SabatiniSTAFFSTAFF
Objective of Construction Administration is to Help Ensure Projects are Constructed:Objective of Construction Administration is to Help Ensure Projects are Constructed:
According to design,According to design, Within budget,Within budget, On schedule, andOn schedule, and Without litigationWithout litigation
Construction Administration Is Complex and VitalConstruction Administration Is Complex and Vital
Construction Administration spans project startup to Construction Administration spans project startup to project closeoutproject closeout
Construction Administration involves solving problems, Construction Administration involves solving problems, making decisions, providing clarifications, tracking making decisions, providing clarifications, tracking progressprogress
Documentation reflects decisions, communicates plans, Documentation reflects decisions, communicates plans, and records actionsand records actions
Documentation process guides and clarifies entire course Documentation process guides and clarifies entire course of the projectof the project
Not red tape -- documentation and communication are Not red tape -- documentation and communication are synonymous and necessarysynonymous and necessary
Project Start UpProject Start Up
Project Start-up
Project Start-up Kicks Off Construction Administration
Project Start-up
Project Start-up Kicks Off Construction Administration
Project starts when:
-- Plan Check Complete and approved for Permit
-- Owner/Contractor Agreement is signed
-- Owner issues Notice to Proceed to Contractor Pre-Construction meeting introduces participants, clarifies
procedures, and establishes project guidelines
Project Start-up
Pre-Construction Meeting Establishes Project Procedures and Guidelines
Project Start-up
Pre-Construction Meeting Establishes Project Procedures and Guidelines
Architect chairs meeting -- introduces participants, passes Architect chairs meeting -- introduces participants, passes out sign-in sheet, prepares meeting minutesout sign-in sheet, prepares meeting minutes
Project Start-up
Architect Establishes Lines of Communication During Meeting
Project Start-up
Architect Establishes Lines of Communication During Meeting
O w ne r
A rc h ite c t C o nsulta ntsC o ntra c to r
S ubc o ntra c to rs
All communications--written and verbal--go through ArchitectAll communications--written and verbal--go through Architect
Project Start-up
Subjects Involving Procedures and Guidelines Addressed in Meeting Include:
Project Start-up
Subjects Involving Procedures and Guidelines Addressed in Meeting Include:
Procedures for submitting and processing:Procedures for submitting and processing: -- -- Architect Supplemental Instructions (ASI)Architect Supplemental Instructions (ASI)-- Proposal Requests (PR), Cost Proposals (CP), -- Proposal Requests (PR), Cost Proposals (CP), Change Orders (CO)Change Orders (CO)-- Shop Drawings and Submittals-- Shop Drawings and Submittals-- Requests for Information (RFI)-- Requests for Information (RFI)-- A/E Field Reports-- A/E Field Reports-- Inspection Reports (Regulatory Agency, etc.)-- Inspection Reports (Regulatory Agency, etc.)-- Test Reports-- Test Reports-- Contractor Daily Reports-- Contractor Daily Reports-- Construction Schedule and updates-- Construction Schedule and updates
-- Project close-out procedures-- Project close-out procedures
Project Start-up
Meeting Also Includes Overview of General Conditions & Requirements of Contract
Project Start-up
Meeting Also Includes Overview of General Conditions & Requirements of Contract
Lines of CommunicationLines of Communication CorrespondenceCorrespondence Limits of AuthorityLimits of Authority Existing Site ConditionsExisting Site Conditions EncroachmentEncroachment Building PermitsBuilding Permits Construction ScheduleConstruction Schedule Schedule of ValuesSchedule of Values SubmittalsSubmittals Submittal ScheduleSubmittal Schedule Construction OfficeConstruction Office Construction FenceConstruction Fence Labor/Wage RatesLabor/Wage Rates Material Safety Data SheetsMaterial Safety Data Sheets Project SignProject Sign Hard Hat Sign Hard Hat Sign Safety PostersSafety Posters Safety MeetingsSafety Meetings Pre-installation MeetingsPre-installation Meetings
Quality ControlQuality Control InspectionsInspections Test ReportsTest Reports Contractors Daily ReportsContractors Daily Reports Site ObservationsSite Observations Monthly MeetingsMonthly Meetings Value EngineeringValue Engineering Contractor Prior ReviewContractor Prior Review Handicap AccessibilityHandicap Accessibility Proposal RequestsProposal Requests Cost ProposalsCost Proposals Change OrdersChange Orders Pay ApplicationsPay Applications Requests For InformationRequests For Information Project Close-out Project Close-out WarrantiesWarranties Record DocumentsRecord Documents ClaimsClaims Liquidated DamagesLiquidated Damages
Construction PeriodConstruction Period
Construction Period Construction Period Involves Critical Aspects of Construction Administration
Construction Period Construction Period Involves Critical Aspects of Construction Administration
Coping with problems and issues that inevitably ariseCoping with problems and issues that inevitably arise Processing changes and clarifications to plans and Processing changes and clarifications to plans and
specificationsspecifications Tracking construction progress to ensure conformance to Tracking construction progress to ensure conformance to
budget and schedulebudget and schedule Recording project status to keep all parties informedRecording project status to keep all parties informed
Construction Period
There are Several Methods for Documenting Minor Changes
Construction Period
There are Several Methods for Documenting Minor Changes
Field reports (field changes)Field reports (field changes) Telephone logsTelephone logs MemosMemos Meeting minutesMeeting minutes
Minor changes must be posted on Minor changes must be posted on
Contractor’s Record SetContractor’s Record Set and and Architect's Record SetArchitect's Record Set
Construction Period
Four Documents are Used to Process Substantial Changes
Construction Period
Four Documents are Used to Process Substantial Changes
Not Cost/Time RelatedNot Cost/Time Related Architect Supplemental Instruction, if agreed to byArchitect Supplemental Instruction, if agreed to by Contractor: Contractor:
-- Officially authorizes Contractor to proceed with-- Officially authorizes Contractor to proceed with changechange
-- Officially incorporates change into the contract-- Officially incorporates change into the contract
Cost/Time RelatedCost/Time Related Proposal Request (PR) describes planned changesProposal Request (PR) describes planned changes Cost Proposal (CP) breaks down costs associatedCost Proposal (CP) breaks down costs associated with the proposed changewith the proposed change Change Order (CO) formally incorporates theChange Order (CO) formally incorporates the change into the contractchange into the contract Construction Change Directive (for urgent time-critical Construction Change Directive (for urgent time-critical changes)changes)
Construction Period
Specific Procedures Must be Followed to Implement Substantial Changes
Construction Period
Specific Procedures Must be Followed to Implement Substantial Changes
Only Architect can initiate changes -- any party can requestOnly Architect can initiate changes -- any party can request themthem
There are two procedures for processing changes:There are two procedures for processing changes:
Architect SupplementalArchitect Supplemental Change Orders (CO) Change Orders (CO) Instructions (ASI)Instructions (ASI) or CO Directiveor CO Directive
-- Changes that do not-- Changes that do not -- Changes that affect -- Changes that affect affect contract costaffect contract cost contract cost or time contract cost or time or timeor time
Changes must be posted on Changes must be posted on
Contractor’s Record SetContractor’s Record Set and and Architect's Record SetArchitect's Record Set
Construction Period
Architect Supplemental Instructions (ASI) Describes No Cost /No-Time Changes
Construction Period
Architect Supplemental Instructions (ASI) Describes No Cost /No-Time Changes
Initiated by ArchitectInitiated by Architect
ASI may be accompaniedASI may be accompanied by by Supplemental DrawingsSupplemental Drawings
Construction Period
ASI Standard FormatConstruction Period
ASI Standard Format
Architect’s Supplemental Instructions
A.S.I. No:009Project No:96047Project:High Vistas ApartmentsDate:March 12, 1998
Owner:SB Real Estate, Inc.
To:Gina ZamoraBradbury Stamm Construction1217 First Street NWAlbuquerque, New Mexico 87102
Copies to:George Lieser, Ron Witherspoon
The Work shall be carried out in accordance with the following instructions issued inaccordance with the Contract Documents without change in Contract Sum or ContractTime.
Description:1. Delete Four (4) parking spaces as per attached Supplementary Drawing SK-34.2. Add Two (2) parking spaces as per attached Supplementary Drawing SK-32.3. Revise the carport layout per attached Supplementary Drawing SK-19.
Attachments:SK-19, SK-32, SK-33 & SK-34
Requested By:
Bill Jenkins
P:\96047\CA\ASI\ASI009.doc
Construction Period
Proposal Request (PR) DescribesProposed Cost or Time Related Changes
Construction Period
Proposal Request (PR) DescribesProposed Cost or Time Related Changes
Initiated by ArchitectInitiated by Architect
Official request to Official request to Contractor for CostContractor for Cost ProposalProposal
Not authorization forNot authorization for Contractor to proceedContractor to proceed
Sometimes includesSometimes includes Supplemental DrawingsSupplemental Drawings
Construction Period
PR Format Shows Key ElementsConstruction Period
PR Format Shows Key Elements
Proposal Request
P.R. No.:004Project No.:96047Project:High Vistas ApartmentsDate: January 27, 1998
Owner:SB Real Estate, Inc.
To: Gina ZamoraBradbury Stamm Construction1217 First Street NWAlbuquerque, New Mexico 87102
Copies to:George Lieser, Ron Witherspoon
Please submit an itemized proposal for changes in the Contract Sum and Contract Time forproposed modifications to the Contract Documents described herein.
This is not a Change Order, a Construction Change Directive, or a direction to proceed withthe work described in the proposed modifications.
Description:1. Change the fireplace in Clubroom #103 to “Heat-N-Glow, Grand 50, Single Sided DirectVent Fireplace”. (Owner Requested Betterment).2. Add a complete Security Alarm System to the Clubhouse and Exercise Buildings. (OwnerRequested Betterment).3. Revise the windows at the Exercise and Clubhouse Buildings per attached SupplementalDrawings SK-4 and SK-6. (Necessity for privacy).
Attachments:SK-4 & SK-6
Requested By:
Bill Jenkins
Construction Period
Cost Proposal (CP) Details What it Would Cost to Implement Proposed Change
Construction Period
Cost Proposal (CP) Details What it Would Cost to Implement Proposed Change
CP is Contractor’s response to Architect’s PRCP is Contractor’s response to Architect’s PR Contractor must review subcontractor CP’s for Contractor must review subcontractor CP’s for
accuracy/validity before submitting to Architectaccuracy/validity before submitting to Architect
-- CP’s must contain detailed breakdown -- CP’s must contain detailed breakdown Architect analyzes CP for accuracy and validityArchitect analyzes CP for accuracy and validity
Construction Period
CP Must Contain Sufficient Breakdown To Be Properly Analyzed
Construction Period
CP Must Contain Sufficient Breakdown To Be Properly Analyzed
The Architect analyzes CP’s for accuracy and validityThe Architect analyzes CP’s for accuracy and validity The following minimum breakdown is required:The following minimum breakdown is required:
---- Material description & quantitiesMaterial description & quantities---- Equipment description, quantities, hours & rateEquipment description, quantities, hours & rate---- Labor description, man hours, rate & labor burdenLabor description, man hours, rate & labor burden---- Permits & Outside professional feesPermits & Outside professional fees---- Subcontractor overhead & profitSubcontractor overhead & profit---- General Contractor overhead & profitGeneral Contractor overhead & profit---- Gross receipts taxGross receipts tax---- Time extention - Number of days Time extention - Number of days
Construction Period
Change Order (CO) Formally Incorporates Cost or Time Changes into Contract
Construction Period
Change Order (CO) Formally Incorporates Cost or Time Changes into Contract
CO is prepared by ArchitectCO is prepared by Architect CO is signed by Contractor, Architect, then OwnerCO is signed by Contractor, Architect, then Owner
-- This officially authorizes Contractor to perform the work-- This officially authorizes Contractor to perform the work -- Contractor proceeds at own risk w/o approved CO or-- Contractor proceeds at own risk w/o approved CO or Owner’s written authorization.Owner’s written authorization. Contractor submits Contractor submits Pay Applications Pay Applications upon completion of CO upon completion of CO
work:work:-- To compensate Contractor for additional cost, or-- To compensate Contractor for additional cost, or-- To credit Owner for cost reduction-- To credit Owner for cost reduction
CO also applies to changes to contract timeCO also applies to changes to contract time-- -- Changes to construction period must be authorized byChanges to construction period must be authorized by
Change OrderChange Order
Construction Period
Change Order (CO) Formally Incorporates Cost or Time Changes into Contract
Construction Period
Change Order (CO) Formally Incorporates Cost or Time Changes into Contract
Initiated by ArchitectInitiated by Architect
CO is accompanied byCO is accompanied by Supplemental DrawingsSupplemental Drawings and other documentsand other documents
Construction Period
CO Format Shows Key ElementsConstruction Period
CO Format Shows Key Elements
Construction Period
Changes Go Through Formal Communication and Documentation Process
Construction Period
Changes Go Through Formal Communication and Documentation Process
A rch itec tp rocesses
C hange O rder (C O )
C Paccep te d
P Rvoided
P Rrev ised
C Prev ised
C C DIssued w ith
N ot to E xceed C os to r T & M
C Prejecte d
A rch itect/O w ne rrev iew
C ontracto rp repares and subm itsC ost P roposa l (C P )
A rch itec tin itia tes
P roposa l Request (P R)
Construction Period
Contractor Submittals Seek Architect Approval for Use of Materials, Etc.
Construction Period
Contractor Submittals Seek Architect Approval for Use of Materials, Etc.
Cover sheet contains:Cover sheet contains:-- Submittal and division numbers-- Submittal and division numbers-- Product description-- Product description-- Number of copies submitted-- Number of copies submitted-- Space for comments-- Space for comments-- Space for Contractor and Architect approval stamps-- Space for Contractor and Architect approval stamps
Resubmittals or substitutions must be stated on cover sheetResubmittals or substitutions must be stated on cover sheet Cover sheet is attached to each individual Cover sheet is attached to each individual SubmittalSubmittal copy copy Architect only accepts 1 reproducible and 3 prints of shop Architect only accepts 1 reproducible and 3 prints of shop
drawings or number specified in Section 01330drawings or number specified in Section 01330 Product data Product data SubmittalsSubmittals should not exceed 8 copies should not exceed 8 copies Architect will not review Architect will not review SubmittalsSubmittals without Contractor review without Contractor review
stampstamp
Construction Period
Contractor Submittals Seek Architect Approval for Use of Materials, Etc.
Construction Period
Contractor Submittals Seek Architect Approval for Use of Materials, Etc.
Submittals Submittals are numbered sequentiallyare numbered sequentially Resubmittals or partial resubmittals use same number Resubmittals or partial resubmittals use same number
PLUS letter PLUS letter
-- Example: No. 12A, 12B, etc. (this tracks number of-- Example: No. 12A, 12B, etc. (this tracks number of resubmittals pertaining to same subject)resubmittals pertaining to same subject) Architect must be allowed reasonable time to review and Architect must be allowed reasonable time to review and
return return SubmittalsSubmittals Contractor should give advance notification of Contractor should give advance notification of SubmittalsSubmittals
affecting critical pathaffecting critical path
Construction Period
Contractor Requests for Information Seek Clarification/Direction of Contract Documents
Construction Period
Contractor Requests for Information Seek Clarification/Direction of Contract Documents
Reasonable time must be allowed to respond to RFIReasonable time must be allowed to respond to RFI Contractor is expected to anticipate issues before they Contractor is expected to anticipate issues before they
impact critical pathimpact critical path Contractor must review subcontractor RFI for Contractor must review subcontractor RFI for
accuracy/validity before submitting to Architectaccuracy/validity before submitting to Architect-- Many subcontractor RFI’s can easily be answered by-- Many subcontractor RFI’s can easily be answered by ContractorContractor
Construction Period
Contractor Requests for Information Seek Clarification/Direction of Contract Documents
Construction Period
Contractor Requests for Information Seek Clarification/Direction of Contract Documents
RFI’s must be numbered RFI’s must be numbered sequentiallysequentially
RFI’s should include space for RFI’s should include space for Architect’s replyArchitect’s reply
RFI responses sometimes RFI responses sometimes include include Supplemental DrawingsSupplemental Drawings
Construction Period BREAK
Project Change and Clarification Documents Should Be Tracked Using Logs
Construction Period BREAK
Project Change and Clarification Documents Should Be Tracked Using Logs
Logs must be consistently maintained and updated by Logs must be consistently maintained and updated by Architect for :Architect for :-- ASI’s-- ASI’s-- PR’s-- PR’s-- CO’s -- CO’s -- RFI’s -- RFI’s -- Submittals-- Submittals
-- Supplementary Drawings-- Supplementary Drawings
Construction Period ASI - LogConstruction Period ASI - Log
Construction Period PR - LogConstruction Period PR - Log
Construction Period CO - LogConstruction Period CO - Log
CHANGE ORDER LOG
PROJECT: NameOwner: Name
CHANGE DATE DATE DATE
O RDER TO BACK TO TO
NUMBER CHANGE O RDER DESCRIPTIO N CO NTR. A/E O WNER ACTIO N
001002003004005006007008009010011
Original Completion Date:
Current Completion Date:
Construction Period RFI - LogConstruction Period RFI - Log
Construction Period Submittal - LogConstruction Period Submittal - Log
Construction Period Sketch Drawing - LogConstruction Period Sketch Drawing - Log
Construction Period
Project Status Records Track Conformance to Design, Budget, and Schedule
Construction Period
Project Status Records Track Conformance to Design, Budget, and Schedule
Records are used to keep all parties informed of project statusRecords are used to keep all parties informed of project status Architect and Contractor each generate records:Architect and Contractor each generate records:
Architect RecordsArchitect Records Contractor RecordsContractor Records-- Field Reports-- Field Reports -- Construction Schedule -- Construction Schedule-- Meeting Minutes-- Meeting Minutes -- Meeting Minutes -- Meeting Minutes-- Project Status Reports-- Project Status Reports -- Contractor Daily Reports -- Contractor Daily Reports-- Telephone Records-- Telephone Records -- Test & Inspection Reports -- Test & Inspection Reports-- Architect Record Set-- Architect Record Set -- Asbuilt Record Documents -- Asbuilt Record Documents-- Document & Event Logs-- Document & Event Logs
Construction Period
Field Reports Record Results of Architect's On-Site Visits
Construction Period
Field Reports Record Results of Architect's On-Site Visits
Field ReportsField Reports typically include: typically include:--Work in progress--Work in progress-- Meeting/discussions-- Meeting/discussions-- Observations-- Observations-- Contractor’s review of completed work-to-date &-- Contractor’s review of completed work-to-date & construction schedule statusconstruction schedule status-- Contractor’s review of projected work for the next-- Contractor’s review of projected work for the next monthmonth
Construction Period Field Reports Record Results of Architect's On-Site Visits
Construction Period Field Reports Record Results of Architect's On-Site Visits
Prepared by ArchitectPrepared by Architect
Important record of projectImportant record of project status status
Field Observation Report No. 00? Date: Month, Day, Year Project: PROJECT NAME Project No.: 00000 Time: 0:00 P.M. Weather: Conditions and Temperature Observed By: Name Copies To: Name, Company, File Present: Name, Company Crews: Type (Number) Equipment: Type (Number) Meeting 1.2 Observations 3.3 Work in Progress
A. Contractor Reviewed Work Complete to Date
A. Contractor Reviewed Projected Work for the Next Week
A. End of Report
Construction Period Field Report Example Shows Standard FormatConstruction Period Field Report Example Shows Standard Format
Page 1
PField Observation Report No. 008Date: 5/27/98Project No: 95064Project: Cheyenne TrailsTime: 11:00 amWeather: Clear, Calm, Dry; 90 DegreesObserved By:Bill JenkinsCopies To: Sandra Hidalgo-EPHDC, Tony Jones-INCA,Ron Witherspoon-D/P, File.Present: D/P - Bill Jenkins, INCA - Jeff Romero, Randy Komrat, Tony Jones,Personnel on site: (7)Carpenters, (1)Labor, (2)Floor Layers, (2)Plumbers, (3)Painters, (2)Dry wallEquipment on site: (1) Backhoe, (1) Forklift, (1) Water truckWork in Progress:1. Installation of door hardware.Meeting:1. D/P reviewed and signed pay application # 9. INCA to distribute to EPDC for processing.Observations:1. D/P notified INCA that all dissimilar materials are required to be sealed.Contractor reviewed work completed to date:1. Roofing complete through Bldg. #15.Contractor reviewed projected work for next month:1. Complete all concrete work.
End of Report P:\95064\CA\Field Report\FR95064.008.doc
Dekker/Perich6801 Jefferson NE
Suite 100
Albuquerque NM
87109
505 761-9700
Fax 761-4222
a Professional Corporation
architecture
interiors
planning
Construction Period Project Status Reports Record Vital Project Status Information at a Glance
Construction Period Project Status Reports Record Vital Project Status Information at a Glance
Prepared by ArchitectPrepared by Architect
Important record of projectImportant record of project status including: status including:
-- Original Contract Amount-- Original Contract Amount
-- New Contract Amount-- New Contract Amount
-- Original Contract Completion Date-- Original Contract Completion Date
-- New Contract Completion Date-- New Contract Completion Date
-- Percent of Completion (Pay App)-- Percent of Completion (Pay App)
-- No. of Submittals, RFI’s, ASI’s. PR’s, -- No. of Submittals, RFI’s, ASI’s. PR’s,
CO’s Completed and No. OutstandingCO’s Completed and No. Outstanding
-- Site Visits to Date & No. in Contract -- Site Visits to Date & No. in Contract
Construction Period
Major Project Meetings During Construction Period are On- Site and Pre-Installation
Construction Period
Major Project Meetings During Construction Period are On- Site and Pre-Installation
On-site meetings are usually attended by Owner, Architect, and On-site meetings are usually attended by Owner, Architect, and Contractor – frequency variesContractor – frequency varies
Pre-Installation meetings precede installation of major Pre-Installation meetings precede installation of major construction components to:construction components to:-- Review procedures-- Review procedures-- Installation requirements-- Installation requirements-- Specifics of the contract documents-- Specifics of the contract documents
Pre-Installation meetings are attended by Contractor and Pre-Installation meetings are attended by Contractor and SubcontractorSubcontractor-- Architect and/or engineers attend as required-- Architect and/or engineers attend as required
Contractor usually generates minutes of On Site and Pre-Contractor usually generates minutes of On Site and Pre-Installation meetingsInstallation meetings
Construction Period
Telephone Records Document Decisions and Events
Construction Period
Telephone Records Document Decisions and Events
Follow up important calls with Follow up important calls with Telephone Conversation Telephone Conversation RecordRecord memo memo-- Distribute to all parties concerned-- Distribute to all parties concerned
Record less significant telephone communications in:Record less significant telephone communications in:-- Daily planners, or-- Daily planners, or-- Telephone logs-- Telephone logs
Construction Period
Architect Should Keep Up-to-Date Record Set of Plans/Specifications
Construction Period
Architect Should Keep Up-to-Date Record Set of Plans/Specifications
Up-to-date Up-to-date Record SetRecord Set essential for quick reference to essential for quick reference to project statusproject status
Architect must ensure all changes are speedily entered on Architect must ensure all changes are speedily entered on Record SetRecord Set
Out-of-date Out-of-date Record SetRecord Set may cause confusion and serious may cause confusion and serious mistakesmistakes
Construction Period
Contractor is Required to Submit and Maintain Specific Project Status Records
Construction Period
Contractor is Required to Submit and Maintain Specific Project Status Records
Construction Schedule Construction Schedule Contractor Daily ReportsContractor Daily Reports detail on-site project activities detail on-site project activities
-- Architect reviews reports regularly to stay current on site-- Architect reviews reports regularly to stay current on site activitiesactivities
Test & Inspection ReportsTest & Inspection Reports are used for quality control are used for quality control -- Architect reviews for conformance to specifications-- Architect reviews for conformance to specifications
Record DocumentsRecord Documents are maintained to reflect any deviation are maintained to reflect any deviationfrom contract documentsfrom contract documents-- Architect reviews regularly, closely examining concealed-- Architect reviews regularly, closely examining concealed constructionconstruction-- Underground utilities, piping, ceiling space, etc.-- Underground utilities, piping, ceiling space, etc.
Contractor submits Contractor submits Record DocumentsRecord Documents to Architect at contract to Architect at contract completioncompletion
Construction Period
Thorough Review of Construction Schedule Is Essential
Construction Period
Thorough Review of Construction Schedule Is Essential
Architect reviews completion date on each Architect reviews completion date on each Construction ScheduleConstruction Schedule submitted:submitted:-- Acceptance of -- Acceptance of ScheduleSchedule can legally constitute approval of can legally constitute approval of
incorrect completion dateincorrect completion date-- Failure to reject for incorrect completion date may give-- Failure to reject for incorrect completion date may give Contractor legal means to extend or shorten contractContractor legal means to extend or shorten contract
Architect should request that critical path items be indicatedArchitect should request that critical path items be indicated Construction ScheduleConstruction Schedule must be updated monthly and submitted with must be updated monthly and submitted with
Pay ApplicationPay Application Architect should not wait for monthly updateArchitect should not wait for monthly update
-- Frequently query Contractor as to construction status-- Frequently query Contractor as to construction status-- If behind, request Contractor to give reason & provide-- If behind, request Contractor to give reason & provide
recovery planrecovery plan
Construction Period
Construction Schedule Should Reflect Both Actual and Planned Progress
Construction Period
Construction Schedule Should Reflect Both Actual and Planned Progress
Construction Period
Pay Applications are Submitted by Contractor Monthly for Architect Approval
Construction Period
Pay Applications are Submitted by Contractor Monthly for Architect Approval
Architect must verify what percent of items being billed are Architect must verify what percent of items being billed are complete complete -- Requires site visit-- Requires site visit
If discrepancies appear, Architect requests Contractor to modify If discrepancies appear, Architect requests Contractor to modify Pay ApplicationPay Application
Pay ApplicationsPay Applications must specify stored materials billed for must specify stored materials billed for Pay Applications Pay Applications for materials stored off-site must be for materials stored off-site must be
accompanied by:accompanied by:-- Copies of invoices-- Copies of invoices-- Bonded warehouse insurance certificates-- Bonded warehouse insurance certificates
Pay Applications Pay Applications approved by Architect are express mailed to approved by Architect are express mailed to OwnerOwner-- Owner processes -- Owner processes ApplicationApplication for payment to Contractor for payment to Contractor
Project Close OutProject Close Out
Project Close-Out
Project Close-Out Ensures Finished Project Quality and Finalizes Project Documentation
Project Close-Out
Project Close-Out Ensures Finished Project Quality and Finalizes Project Documentation
Substantial Completion InspectionSubstantial Completion Inspection Contractor submits documents that set stage for SCIContractor submits documents that set stage for SCI SCI involves in-depth review of construction statusSCI involves in-depth review of construction status Requirements necessary to complete project are then Requirements necessary to complete project are then
communicated to Contractorcommunicated to Contractor Substantial Completion CertificateSubstantial Completion Certificate issued when Architect issued when Architect
determines building is ready for occupancydetermines building is ready for occupancy
Project Close-Out
Contractor Submits Specific Close-Out Documents Before Substantial Completion Inspection
Project Close-Out
Contractor Submits Specific Close-Out Documents Before Substantial Completion Inspection
Advance Written Notice for Substantial Completion InspectionAdvance Written Notice for Substantial Completion Inspection sent to Architect: sent to Architect:-- Includes Contractor’s list of incomplete items and work requiring -- Includes Contractor’s list of incomplete items and work requiring
correctioncorrection-- States facility is substantially complete & ready for Inspection -- States facility is substantially complete & ready for Inspection -- Architect requires reasonable time to prepare for Walk-Through-- Architect requires reasonable time to prepare for Walk-Through
Certificate of Occupancy Certificate of Occupancy is issued by local authority:is issued by local authority:-- Certifies project complies with all local regulations and codes-- Certifies project complies with all local regulations and codes-- Contractor must obtain -- Contractor must obtain Certificate of OccupancyCertificate of Occupancy before before InspectionInspection
Operations and Maintenance (O&M) ManualsOperations and Maintenance (O&M) Manuals are submitted by Contractor: are submitted by Contractor:-- To provide Engineer with reference during Inspection-- To provide Engineer with reference during Inspection
Test & Balance (T&B) ReportsTest & Balance (T&B) Reports are submitted by Contractor : are submitted by Contractor :-- To provide Engineer with reference during Inspection-- To provide Engineer with reference during Inspection-- To certify that billing mechanical systems meet specifications and-- To certify that billing mechanical systems meet specifications and
have been adjusted properlyhave been adjusted properly Warranties Warranties are submitted by Contractor are submitted by Contractor Record Documents Record Documents and other requirements in Section 01770 are requiredand other requirements in Section 01770 are required
Project Close-Out During Substantial Completion Inspection Architect Develops Formal Punchlist
Project Close-Out During Substantial Completion Inspection Architect Develops Formal Punchlist
Details work to be corrected and/or completed Should consist of: -- General category-items consistently found insufficient
-- Specific interior categories- itemized per interior location
-- Specific exterior categories- itemized per facia (N,S,E,W)
Site and civil Punchlists usually developed after building
completion
Building Exterior SUBSTANTIAL COMPLETION PUNCHLIST Date: Project No.: Project: By: The following items require the attention of the Contractor for completion or correction. This list may not be all-inclusive, and the failure to include any items on this list does not alter the responsibility of the Contractor to complete all Work in accordance with the Contract Documents. General: 1.2 1.3 1.4 North Side: 1. 2. 3. West Side: 1. 2. 3. South Side: 1. 2. 3. East Side: 1. 2. 3. Roof: 1. 2. 3. END OF PUNCHLIST
Project Close-Out Substantial Completion Punchlist Example Pinpoints Items Needing Correction or Completion
Project Close-Out Substantial Completion Punchlist Example Pinpoints Items Needing Correction or Completion
ARCHITECTURAL INTERIORSubstantial Completion Punchlist,
The following items require the attention of the Contractor for completion or correction. This listmay not be all-inclusive, and the failure to include any items on this list does not alter theresponsibility of the Contractor to complete all Work in accordance with the Contract Documents.
GENERAL:1. Clean all the windows throughout the facility.2. Securely fasten the glass stops to all wood door glazing throughout the facility.3. Complete staining the edge of all wood doors, hinge side.
FIRST FLOOR:Room #100:
1. Seal the void between the casework counter top and the east window frame.2. Remove the paint from the carpet adjacent to door # 111.1.
Project Close-Out
Substantial Completion Certificate Issued After Substantial Completion Inspection
Project Close-Out
Substantial Completion Certificate Issued After Substantial Completion Inspection
Certifies date facility is substantially complete and ready for Certifies date facility is substantially complete and ready for occupancyoccupancy
Sometimes issued for portions of facilitySometimes issued for portions of facility-- Enables Owner to occupy portions before full completion-- Enables Owner to occupy portions before full completion
Issued with Issued with Punchlist Punchlist attached:attached:
Establishes time frame for completion of Establishes time frame for completion of Punchlist Punchlist itemsitems
Establishes beginning of Warranty PeriodEstablishes beginning of Warranty Period
Project Close-Out
Substantial Completion Certificate Issued After Architect is Satisfied With:
Project Close-Out
Substantial Completion Certificate Issued After Architect is Satisfied With:
SafetySafety: Compliance with all handicap accessibility : Compliance with all handicap accessibility and building safety codesand building safety codes
SystemsSystems: All mechanical, electrical, and special systems : All mechanical, electrical, and special systems are installed and operationalare installed and operational SecuritySecurity: All requirements for building and site security: All requirements for building and site security
have been methave been met
ConvenienceConvenience: Completing remaining : Completing remaining PunchlistPunchlist items will items will not inconvenience occupantsnot inconvenience occupants
Project Close-Out
Liquidated Damages Can Be Assessed By Owner If Project Completed Late
Project Close-Out
Liquidated Damages Can Be Assessed By Owner If Project Completed Late
Assessment of liquidated damages is entirely at Owners Assessment of liquidated damages is entirely at Owners discretiondiscretion
If contract is completed on time, liquidated damages If contract is completed on time, liquidated damages cannot be assessedcannot be assessed
Substantial Completion CertificateSubstantial Completion Certificate::-- Constitutes cut-off for liquidatedg damages claims-- Constitutes cut-off for liquidatedg damages claims
Project Close-Out
Liquidated Damages is a Sensitive Subject Project Close-Out
Liquidated Damages is a Sensitive Subject
NEVER imply liquidated damages PENALIZE failure to NEVER imply liquidated damages PENALIZE failure to complete project on timecomplete project on time
They liquidate damages incurred by OwnerThey liquidate damages incurred by Owner-- Owner is reimbursed for estimated losses-- Owner is reimbursed for estimated losses-- Losses result from inability to occupy facility on-- Losses result from inability to occupy facility on scheduled datescheduled date
Project Close-Out
Final Completion of Project Requires Close Attention to Detail
Project Close-Out
Final Completion of Project Requires Close Attention to Detail
Contractor submits documents that are prerequisites for Final Contractor submits documents that are prerequisites for Final Inspection (Section 01770)Inspection (Section 01770)
Final Inspection involves ensuring Final Inspection involves ensuring Substantial Completion Substantial Completion PunchlistPunchlist items have been completed items have been completed
Final Completion Final Completion is granted after detailed final reviewis granted after detailed final review
Project Close-Out
Contractor Submits Remainder of Close-Out Documents Before Final Inspection
Project Close-Out
Contractor Submits Remainder of Close-Out Documents Before Final Inspection
Written request for Final InspectionWritten request for Final Inspection -- Certifies -- Certifies Substantial Completion PunchlistSubstantial Completion Punchlist items are items are completedcompleted -- Explains resolution of incomplete -- Explains resolution of incomplete PunchlistPunchlist items items Final Test and Balance ReportsFinal Test and Balance Reports Final RecordFinal Record DrawingsDrawings and and Specifications Specifications Release of Liens -Release of Liens - releases all claims against Owner releases all claims against Owner by Contractor and Subcontractorsby Contractor and Subcontractors Final Pay ApplicationFinal Pay Application Maintenance Training Certification - arranges for andMaintenance Training Certification - arranges for and certifies training of operational staff certifies training of operational staff
Architect requires reasonable time Architect requires reasonable time to prepare for Final Inspectionsto prepare for Final Inspections
Project Close-Out
During Final Inspection Architect Reviews Pre-Final Punchlist
Project Close-Out
During Final Inspection Architect Reviews Pre-Final Punchlist
Purpose: Verify all Purpose: Verify all PunchlistPunchlist items are completed or resolved items are completed or resolved Final CompletionFinal Completion is granted as follows: is granted as follows:
Substantial Completion Punchlistnot complete
Final Punchlist generatedand issued to Contractor
Final Punchlist itemscompleted
Architect signs Final Pay Application
Architect signs Final Pay Application
Substantial Completion Punchlistcomplete
Conclusion
Understanding Construction Administration is Essential to Good Project Management
Conclusion
Understanding Construction Administration is Essential to Good Project Management
Ensure construction conforms to design:Ensure construction conforms to design:-- Oversee changes and clarify documents to protect design-- Oversee changes and clarify documents to protect design
integrityintegrity -- Review submittals to ensure conformance with-- Review submittals to ensure conformance with plans/specificationsplans/specifications Keep project within budget:Keep project within budget: -- Review cost documentation for accuracy and validity -- Review cost documentation for accuracy and validity -- Identify and disallow or adjust unjustified, inaccurate and invalid-- Identify and disallow or adjust unjustified, inaccurate and invalid Change Order Requests and Delay Claims Change Order Requests and Delay Claims Complete project on time:Complete project on time:
-- Provide timely responses to Contractor requests -- Provide timely responses to Contractor requests -- Track construction schedule to foresee potential delays-- Track construction schedule to foresee potential delays-- Anticipate and address crucial issues before they become critical -- Anticipate and address crucial issues before they become critical
Avoid litigation:Avoid litigation:-- Maintain comprehensive records-- Maintain comprehensive records-- Keep lines of communication open-- Keep lines of communication open
Project Start to Project Finish
Construction Administration Time LineProject Start to Project Finish
Construction Administration Time Line