Introduction of updated Construction Phase Services Manual

MONTHLY ARCHITECTURE PROFESSIONAL DEVELOPMENT MEETING: CONSTRUCTION ADMINISTRATION DOCUMENTATION February 27, 2018

Credit(s) earned on completion of this course will be reported to AIA CES for AIA members. Certificates of Completion for both AIA members and non‐AIA members are available upon request.

This course is registered with AIA CES for continuing professional education. As such, it does not include content that may be deemed or construed to be an approval or endorsement by the AIA of any material of construction or any method or manner of handling, using, distributing, or dealing in any material or product.

CONSTRUCTION ADMINISTRATION DOCUMENTATION

Learning Objectives:

Learn the connections between office and construction site CA contract language, specifications and site observations and documentation

Learning Object 1

Importance of meeting time limitations for RFI and Submittals – relationship to contracts and specifications

Learning Object 2

Reviewing, tracking and documentation of RFI’s and submittals

Learning Object 3

Learning Object 4

Methods and tools of writing site observation reports

OFFICE & SITE CONSTRUCTION ADMINISTRATION

Course Description: Connections Between Office and Construction Site Construction Administration

Credit Designations: • General

Learning Units: • 1.0

WHAT IS CONSTRUCTION ADMINISTRATION

➢ Contract administration (CA) services are rendered at the owner’s discretion and are outlined in the owner-architect construction agreement. ➢ Different owner-architect- contractor agreements require different levels of services. ➢ The architect’s core responsibility during this phase is interpret the documents to build the project as specified in the CDs and as approved by the owner. ➢ Questions may arise through documentation of Request for Information and sometimes through the shop drawing process that require the architect to issue clarifications after construction documents have been released to finish the project properly.

CONTRACTS

• AIA Contract Forms B101, B104 & B105 https://documentsondemand.aia.org/

ARTICLE 3 SCOPE OF ARCHITECT’S BASIC SERVICES § 3.6 Construction Phase Services

§ 3.6.1 General

§ 3.6.1.1 The Architect shall provide administration of the Contract between the Owner and the Contractor as set forth below and in AIA Document A201™–2017, General Conditions of the Contract for Construction. If the Owner and Contractor modify AIA Document A201–2017, those modifications shall not affect the Architect’s services under this Agreement unless the Owner and the Architect amend this Agreement.

§ 3.6.2 Evaluations of the Work

§ 3.6.3 Certificates for Payment to Contractor

§ 3.6.4 Submittals

§ 3.6.5 Changes in the Work

SPECIFICATIONS

• AIA MasterSpec

010000 General Requirements - Role of Division 1 Sections, their preparation and coordination.

012500 Substitution Procedures - Procedural requirements for requests for substitutions during construction.

013300 Submittal Procedures - Procedures for Action and Informational Submittals including Delegated-Design Submittals and Submittals Schedule.

17700 Closeout Procedures - Contract closeout including Substantial Completion and Final Completion procedures, warranties, and final cleaning.

SPECIFICATIONS

013300 Submittal Procedures - Procedures for Action and Informational Submittals including Delegated-Design Submittals and Submittals Schedule.

1.2 SUMMARY ➢ Submittal Schedule Requirements ➢ Administrative & Procedural Requirements

1.6 SUBMITTAL PROCEDURES ➢ Processing Time ➢ Concurrent Consultant Reviews ➢ Resubmittals

1. Initial Review: Allow [ 15 ] < Insert number > days for initial review of each submittal. Allow additional time if coordination with subsequent submittals is required. [ Architect ] [ Construction Manager ] will advise Contractor when a submittal being processed must be delayed for coordination. 2. Intermediate Review: If intermediate submittal is necessary, process it in same manner as initial submittal. 3. Resubmittal Review: Allow [ 15 ] < Insert number > days for review of each resubmittal.

1.9 CONTRACTORS REVIEW

PRIORITY & ORDER OF CONTRACT DOCUMENT PRECIDENCE During the negotiation of construction contracts there is often consideration as to the priority of the Contract Documents. In other words, in the event of a conflict with the Contract Documents, what is the priority that you want to govern the conflict ? To address this, parties may include an order of precedence clause that clarifies how conflicts with the Contract Documents are to be interpreted by prioritizing the Contract Documents.

The AIA Document A201 (General Conditions) deems the Contract Documents as complementary ( see § 1.2.1 -“The Contract Documents are complementary, and what is required by one shall be as binding as if required by all….”) without including an order of priority to determine which Contract Document truly governs a conflict. The AIA does not really favor establishing an order of precedence ; but, if supplementary conditions are added to modify the A201 General Conditions, the AIA does suggest model language………………….

PRIORITY & ORDER OF CONTRACT DOCUMENT PRECIDENCE § 1.2.1.1 In the event of conflicts or discrepancies among the Contract Documents, interpretations will be based on the following priorities:

1. Modifications. 2. The Agreement. 3. Addenda, with those of later date having precedence over those of earlier date. 4. The Supplementary Conditions. 5. The General Conditions of the Contract for Construction. 6. Division 1 of the Specifications. 7. Drawings and Divisions 2–49 of the Specifications. 8. Other documents specificallyenumerated in the Agreement as part of the Contract.

Construction Administration - Collaboration

Promoting Collaboration Discouraging Confrontation Inclusive scheduling approach

• • • •

OAC Meeting Agenda

Although a simple concept, maintaining a positive, open, and collaborative relationship with the Contractor goes a long way in avoiding unnecessary, costly, and time- consuming disagreements.

Construction Administration - Office

2.6.12 The Architect shall review and approve or take other appropriate action upon Contractor's submittals such as Shop Drawings, Product Data and Samples, but only for the limited purpose of checking for conformance with information given and the design intent expressed in the Contract Documents. The Architect's actions shall be taken with reasonable promptness while allowing sufficient time in the Architect's professional judgment to permit adequate review.

2.6.13 The Architect shall prepare Change Orders and Construction Change Directives, with supporting documentation and data if deemed necessary by the Architect as provided in……………..

2.6.16 Interpretations and decisions of the Architect shall be consistent with the intent of and reasonably inferable from the Contract Documents and shall be in writing or in the form of drawings.

2.6.17 The Architect's decisions on matters relating to aesthetic effect shall be final if consistent with the intent expressed in the Contract Documents.

2.6.18 The Architect shall render written decisions within a reasonable time on all claims, disputes or other matters in question …………….

Construction Administration - Office

Construction Administration - Field

Construction Administration - Participation

• RFI • Submittals • Mock-ups • Bulletins • ASI • RFI’s • Field Reports

• Notice of Non-Compliance • Special Inspection Reports • Punchlists

Office & Field Tools

•

• Document Management • Submittals • RFI’s

• C

GSFIC System

• Everything

• Ipads for Site CA and Punchlist

• Cameras

Construction Administration – Submittals

WHERE DO YOU START? SECTION 013300 SUBMITTAL REQUIREMENTS

Product Data:

Shop Drawings:

Samples:

Qualification Data:

Design Data:

Test and Research Reports:

Delegated-Design Services Certification:

WHAT DO YOU DO? COMPLETE SUBMITTALS VS. PARTIAL SUBMITTALS

Construction Administration – Submittals

WHAT IF YOU FIND A DESIGN OR ENGINEERING ISSUE THROUGH SHOP DRAWING REVIEW?

Construction Administration – Submittals

WHAT DOES THE STAMP REALLY MEAN?

Construction Administration – Submittals

WHERE DO YOU START? SECTION 013300 SUBMITTAL REQUIREMENTS

1. CONTRACTOR'S REVIEW

A. Action Submittals and Informational Submittals: Review each submittal and check for coordination with other Work of the Contract and for compliance with the Contract Documents. Note corrections and field dimensions. Mark with approval stamp before submitting to Architect. B. Contractor's Approval: Indicate Contractor's approval for each submittal with [ a uniform approval stamp ] [ indication in web-based Project software ]. Include name of reviewer, date of Contractor's approval, and statement certifying that submittal has been reviewed, checked, and approved for compliance with the Contract Documents.

C. Architect will not review submittals received from Contractor that do not have Contractor's review and approval.

SUBMITTALS MAY BE REJECTED FOR NOT COMPLYING WITH REQUIREMENTS.

Construction Administration – Field Reports

MULTIPLE TECHNIQUES

Construction Administration – Field Reports

ALWAYS MAINTAIN THE RUNNING ACTION ITEMS LIST

Q&A