Construction Administration Seminar
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Construction Administration Seminar

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Prepared & Presented by William Jenkins

Prepared & Presented by William Jenkins

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Construction Administration Seminar Construction Administration Seminar Presentation Transcript

  • BILL JENKINS CONSTRUCTION ADMINISTRATION SEMINAR
    • 8:00 A.M. FRIDAY,
    • JULY 24, 1998
    • 1. Brad
    • 2. Kathleen
    • 3. Bruce
    • 4. Miki
    • 5. Matt
    • 6. Bear
    • 7. Tania
    • 8. Margaret C.
    • 9. Angela
    • 10. Dan
    • 11. Leane
    • 12. Steve
    • 13.
    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,
    • August 6, 1998
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    • 8:00 A.M. THURSDAY,
    • JULY 30, 1998
    • 1. Tim G.
    • 2. Leslie
    • 3. Miriam
    • 4. Carol
    • 5. Brandon
    • 6. Rebecca
    • 7. Don
    • 8. Herb
    • 9. Mark
    • 10. Leonard
    • 11.
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  • CONSTRUCTION ADMINISTRATION SEMINAR For Dekker/Perich/Holmes/Sabatini STAFF
  • Objective of Construction Administration is to Help Ensure Projects are Constructed:
    • According to design,
    • Within budget,
    • On schedule, and
    • Without litigation
    View slide
  • Construction Administration Is Complex and Vital
    • Construction Administration spans project startup to project closeout
    • Construction Administration involves solving problems, making decisions, providing clarifications, tracking progress
    • Documentation reflects decisions, communicates plans, and records actions
    • Documentation process guides and clarifies entire course of the project
    • Not red tape -- documentation and communication are synonymous and necessary
    View slide
  • Project Start Up
  • 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
    • Architect chairs meeting -- introduces participants, passes out sign-in sheet, prepares meeting minutes
  • Project Start-up Architect Establishes Lines of Communication During Meeting
    • All communications--written and verbal--go through Architect
  • Project Start-up Subjects Involving Procedures and Guidelines Addressed in Meeting Include:
    • Procedures for submitting and processing:
    -- Architect Supplemental Instructions (ASI) -- Proposal Requests (PR), Cost Proposals (CP), Change Orders (CO) -- Shop Drawings and Submittals -- Requests for Information (RFI) -- A/E Field Reports -- Inspection Reports (Regulatory Agency, etc.) -- Test Reports -- Contractor Daily Reports -- Construction Schedule and updates -- Project close-out procedures
  • Project Start-up Meeting Also Includes Overview of General Conditions & Requirements of Contract
    • Lines of Communication
    • Correspondence
    • Limits of Authority
    • Existing Site Conditions
    • Encroachment
    • Building Permits
    • Construction Schedule
    • Schedule of Values
    • Submittals
    • Submittal Schedule
    • Construction Office
    • Construction Fence
    • Labor/Wage Rates
    • Material Safety Data Sheets
    • Project Sign
    • Hard Hat Sign
    • Safety Posters
    • Safety Meetings
    • Pre-installation Meetings
    • Quality Control
    • Inspections
    • Test Reports
    • Contractors Daily Reports
    • Site Observations
    • Monthly Meetings
    • Value Engineering
    • Contractor Prior Review
    • Handicap Accessibility
    • Proposal Requests
    • Cost Proposals
    • Change Orders
    • Pay Applications
    • Requests For Information
    • Project Close-out
    • Warranties
    • Record Documents
    • Claims
    • Liquidated Damages
  • Construction Period
  • Construction Period Construction Period Involves Critical Aspects of Construction Administration
    • Coping with problems and issues that inevitably arise
    • Processing changes and clarifications to plans and specifications
    • Tracking construction progress to ensure conformance to budget and schedule
    • Recording project status to keep all parties informed
  • Construction Period There are Several Methods for Documenting Minor Changes
    • Field reports (field changes)
    • Telephone logs
    • Memos
    • Meeting minutes
    • Minor changes must be posted on
    • Contractor’s Record Set and Architect's Record Set
  • Construction Period Four Documents are Used to Process Substantial Changes
        • Not Cost/Time Related
        • Architect Supplemental Instruction, if agreed to by
        • Contractor:
        • -- Officially authorizes Contractor to proceed with
        • change
        • -- Officially incorporates change into the contract
        • Cost/Time Related
        • Proposal Request (PR) describes planned changes
        • Cost Proposal (CP) breaks down costs associated
        • with the proposed change
        • Change Order (CO) formally incorporates the
        • change into the contract
        • Construction Change Directive (for urgent time-critical
        • changes)
  • Construction Period Specific Procedures Must be Followed to Implement Substantial Changes
    • Only Architect can initiate changes -- any party can request
    • them
    • There are two procedures for processing changes:
    • Architect Supplemental Change Orders (CO) Instructions (ASI) or CO Directive
    • -- Changes that do not -- Changes that affect
    • affect contract cost contract cost or time
    • or time
    • Changes must be posted on
    • Contractor’s Record Set and Architect's Record Set
  • Construction Period Architect Supplemental Instructions (ASI) Describes No Cost /No-Time Changes
    • Initiated by Architect
    • ASI may be accompanied
    • by Supplemental Drawings
  • Construction Period ASI Standard Format
  • Construction Period Proposal Request (PR) Describes Proposed Cost or Time Related Changes
    • Initiated by Architect
    • Official request to
    • Contractor for Cost
    • Proposal
    • Not authorization for
    • Contractor to proceed
    • Sometimes includes
    • Supplemental Drawings
  • Construction Period PR Format Shows Key Elements
  • Construction Period Cost Proposal (CP) Details What it Would Cost to Implement Proposed Change
    • CP is Contractor’s response to Architect’s PR
    • Contractor must review subcontractor CP’s for accuracy/validity before submitting to Architect
    • -- CP’s must contain detailed breakdown
    • Architect analyzes CP for accuracy and validity
  • Construction Period CP Must Contain Sufficient Breakdown To Be Properly Analyzed
    • The Architect analyzes CP’s for accuracy and validity
    • The following minimum breakdown is required:
    • -- Material description & quantities
    • -- Equipment description, quantities, hours & rate
    • -- Labor description, man hours, rate & labor burden
    • -- Permits & Outside professional fees
    • -- Subcontractor overhead & profit
    • -- General Contractor overhead & profit
    • -- Gross receipts tax
    • -- Time extention - Number of days
  • Construction Period Change Order (CO) Formally Incorporates Cost or Time Changes into Contract
    • CO is prepared by Architect
    • CO is signed by Contractor, Architect, then Owner
    • -- This officially authorizes Contractor to perform the work
    • -- Contractor proceeds at own risk w/o approved CO or
    • Owner’s written authorization.
    • Contractor submits Pay Applications upon completion of CO work:
    • -- To compensate Contractor for additional cost, or
    • -- To credit Owner for cost reduction
    • CO also applies to changes to contract time
    • -- Changes to construction period must be authorized by
    • Change Order
  • Construction Period Change Order (CO) Formally Incorporates Cost or Time Changes into Contract
    • Initiated by Architect
    • CO is accompanied by
    • Supplemental Drawings
    • and other documents
  • Construction Period CO Format Shows Key Elements
  • Construction Period Changes Go Through Formal Communication and Documentation Process
  • Construction Period Contractor Submittals Seek Architect Approval for Use of Materials, Etc.
    • Cover sheet contains:
    • -- Submittal and division numbers
    • -- Product description
    • -- Number of copies submitted
    • -- Space for comments
    • -- Space for Contractor and Architect approval stamps
    • Resubmittals or substitutions must be stated on cover sheet
    • Cover sheet is attached to each individual Submittal copy
    • Architect only accepts 1 reproducible and 3 prints of shop drawings or number specified in Section 01330
    • Product data Submittals should not exceed 8 copies
    • Architect will not review Submittals without Contractor review stamp
  • Construction Period Contractor Submittals Seek Architect Approval for Use of Materials, Etc.
    • Submittals are numbered sequentially
    • Resubmittals or partial resubmittals use same number PLUS letter
    • -- Example: No. 12A, 12B, etc. (this tracks number of
    • resubmittals pertaining to same subject)
    • Architect must be allowed reasonable time to review and return Submittals
    • Contractor should give advance notification of Submittals affecting critical path
  • Construction Period Contractor Requests for Information Seek Clarification/Direction of Contract Documents
    • Reasonable time must be allowed to respond to RFI
    • Contractor is expected to anticipate issues before they impact critical path
    • Contractor must review subcontractor RFI for accuracy/validity before submitting to Architect
    • -- Many subcontractor RFI’s can easily be answered by
    • Contractor
  • Construction Period Contractor Requests for Information Seek Clarification/Direction of Contract Documents
    • RFI’s must be numbered sequentially
    • RFI’s should include space for Architect’s reply
    • RFI responses sometimes include Supplemental Drawings
  • Construction Period BREAK Project Change and Clarification Documents Should Be Tracked Using Logs
    • Logs must be consistently maintained and updated by Architect for :
    • -- ASI’s
    • -- PR’s
    • -- CO’s
    • -- RFI’s
    • -- Submittals
    • -- Supplementary Drawings
  • Construction Period ASI - Log
  • Construction Period PR - Log
  • Construction Period CO - Log
  • Construction Period RFI - Log
  • Construction Period Submittal - Log
  • Construction Period Sketch Drawing - Log
  • Construction Period Project Status Records Track Conformance to Design, Budget, and Schedule
    • Records are used to keep all parties informed of project status
    • Architect and Contractor each generate records:
    • Architect Records Contractor Records
    • -- Field Reports -- Construction Schedule
    • -- Meeting Minutes -- Meeting Minutes
    • -- Project Status Reports -- Contractor Daily Reports
    • -- Telephone Records -- Test & Inspection Reports
    • -- Architect Record Set -- Asbuilt Record Documents
    • -- Document & Event Logs
  • Construction Period Field Reports Record Results of Architect's On-Site Visits
    • Field Reports typically include:
    • --Work in progress
    • -- Meeting/discussions
    • -- Observations
    • -- Contractor’s review of completed work-to-date &
    • construction schedule status
    • -- Contractor’s review of projected work for the next
    • month
  • Construction Period Field Reports Record Results of Architect's On-Site Visits
    • Prepared by Architect
    • Important record of project
    • status
  • Construction Period Field Report Example Shows Standard Format
  • Construction Period Project Status Reports Record Vital Project Status Information at a Glance
    • Prepared by Architect
    • Important record of project
    • status including:
    -- Original Contract Amount -- New Contract Amount -- Original Contract Completion Date -- New Contract Completion Date -- Percent of Completion (Pay App) -- No. of Submittals, RFI’s, ASI’s. PR’s, CO’s Completed and No. Outstanding -- Site Visits to Date & No. in Contract
  • Construction Period Major Project Meetings During Construction Period are On- Site and Pre-Installation
    • On-site meetings are usually attended by Owner, Architect, and Contractor – frequency varies
    • Pre-Installation meetings precede installation of major construction components to:
    • -- Review procedures
    • -- Installation requirements
    • -- Specifics of the contract documents
    • Pre-Installation meetings are attended by Contractor and Subcontractor
    • -- Architect and/or engineers attend as required
    • Contractor usually generates minutes of On Site and Pre-Installation meetings
  • Construction Period Telephone Records Document Decisions and Events
    • Follow up important calls with Telephone Conversation Record memo
    • -- Distribute to all parties concerned
    • Record less significant telephone communications in:
    • -- Daily planners, or
    • -- Telephone logs
  • Construction Period Architect Should Keep Up-to-Date Record Set of Plans/Specifications
    • Up-to-date Record Set essential for quick reference to project status
    • Architect must ensure all changes are speedily entered on Record Set
    • Out-of-date Record Set may cause confusion and serious mistakes
  • Construction Period Contractor is Required to Submit and Maintain Specific Project Status Records
    • Construction Schedule
    • Contractor Daily Reports detail on-site project activities
    • -- Architect reviews reports regularly to stay current on site
    • activities
    • Test & Inspection Reports are used for quality control
    • -- Architect reviews for conformance to specifications
    • Record Documents are maintained to reflect any deviation
    • from contract documents
    • -- Architect reviews regularly, closely examining concealed
    • construction
    • -- Underground utilities, piping, ceiling space, etc.
    • Contractor submits Record Documents to Architect at contract completion
  • Construction Period Thorough Review of Construction Schedule Is Essential
    • Architect reviews completion date on each Construction Schedule submitted:
    • -- Acceptance of Schedule can legally constitute approval of
    • incorrect completion date
    • -- Failure to reject for incorrect completion date may give
    • Contractor legal means to extend or shorten contract
    • Architect should request that critical path items be indicated
    • Construction Schedule must be updated monthly and submitted with Pay Application
    • Architect should not wait for monthly update
    • -- Frequently query Contractor as to construction status
    • -- If behind, request Contractor to give reason & provide
    • recovery plan
  • Construction Period Construction Schedule Should Reflect Both Actual and Planned Progress
  • Construction Period Pay Applications are Submitted by Contractor Monthly for Architect Approval
    • Architect must verify what percent of items being billed are complete
    • -- Requires site visit
    • If discrepancies appear, Architect requests Contractor to modify Pay Application
    • Pay Applications must specify stored materials billed for
    • Pay Applications for materials stored off-site must be accompanied by:
    • -- Copies of invoices
    • -- Bonded warehouse insurance certificates
    • Pay Applications approved by Architect are express mailed to Owner
    • -- Owner processes Application for payment to Contractor
  • Project Close Out
  • Project Close-Out Project Close-Out Ensures Finished Project Quality and Finalizes Project Documentation
    • Substantial Completion Inspection
    • Contractor submits documents that set stage for SCI
    • SCI involves in-depth review of construction status
    • Requirements necessary to complete project are then communicated to Contractor
    • Substantial Completion Certificate issued when Architect determines building is ready for occupancy
  • Project Close-Out Contractor Submits Specific Close-Out Documents Before Substantial Completion Inspection
    • Advance Written Notice for Substantial Completion Inspection sent to Architect:
    • -- Includes Contractor’s list of incomplete items and work requiring
    • correction
    • -- States facility is substantially complete & ready for Inspection
    • -- Architect requires reasonable time to prepare for Walk-Through
    • Certificate of Occupancy is issued by local authority:
    • -- Certifies project complies with all local regulations and codes
    • -- Contractor must obtain Certificate of Occupancy before
    • Inspection
    • Operations and Maintenance (O&M) Manuals are submitted by Contractor:
    • -- To provide Engineer with reference during Inspection
    • Test & Balance (T&B) Reports are submitted by Contractor :
    • -- To provide Engineer with reference during Inspection
    • -- To certify that billing mechanical systems meet specifications and
    • have been adjusted properly
    • Warranties are submitted by Contractor
    • Record Documents and other requirements in Section 01770 are required
  • 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 Punchlist s usually developed after building completion
  • Project Close-Out Substantial Completion Punchlist Example Pinpoints Items Needing Correction or Completion Page 1 ARCHITECTURAL INTERIOR Substantial Completion Punchlist, 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. 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
    • Certifies date facility is substantially complete and ready for occupancy
    • Sometimes issued for portions of facility
    • -- Enables Owner to occupy portions before full completion
    • Issued with Punchlist attached:
    • Establishes time frame for completion of Punchlist items
    • Establishes beginning of Warranty Period
  • Project Close-Out Substantial Completion Certificate Issued After Architect is Satisfied With:
    • Safety : Compliance with all handicap accessibility
    • and building safety codes
    • Systems : All mechanical, electrical, and special systems
    • are installed and operational
    • Security : All requirements for building and site security
    • have been met
    • Convenience : Completing remaining Punchlist items will
    • not inconvenience occupants
  • Project Close-Out Liquidated Damages Can Be Assessed By Owner If Project Completed Late
    • Assessment of liquidated damages is entirely at Owners discretion
    • If contract is completed on time, liquidated damages cannot be assessed
    • Substantial Completion Certificate :
    • -- Constitutes cut-off for liquidatedg damages claims
  • Project Close-Out Liquidated Damages is a Sensitive Subject
    • NEVER imply liquidated damages PENALIZE failure to complete project on time
    • They liquidate damages incurred by Owner
    • -- Owner is reimbursed for estimated losses
    • -- Losses result from inability to occupy facility on
    • scheduled date
  • Project Close-Out Final Completion of Project Requires Close Attention to Detail
    • Contractor submits documents that are prerequisites for Final Inspection (Section 01770)
    • Final Inspection involves ensuring Substantial Completion Punchlist items have been completed
    • Final Completion is granted after detailed final review
  • Project Close-Out Contractor Submits Remainder of Close-Out Documents Before Final Inspection
    • Written request for Final Inspection
    • -- Certifies Substantial Completion Punchlist items are
    • completed
    • -- Explains resolution of incomplete Punchlist items
    • Final Test and Balance Reports
    • Final Record Drawings and Specifications
    • Release of Liens - releases all claims against Owner
    • by Contractor and Subcontractors
    • Final Pay Application
    • Maintenance Training Certification - arranges for and
    • certifies training of operational staff
    • Architect requires reasonable time
    • to prepare for Final Inspections
  • Project Close-Out During Final Inspection Architect Reviews Pre-Final Punchlist
    • Purpose: Verify all Punchlist items are completed or resolved
    • Final Completion is granted as follows:
    Substantial Completion Punchlist not complete Final Punchlist generated and issued to Contractor Final Punchlist items completed Architect signs Final Pay Application Architect signs Final Pay Application Substantial Completion Punchlist complete
  • Conclusion Understanding Construction Administration is Essential to Good Project Management
    • Ensure construction conforms to design:
    • -- Oversee changes and clarify documents to protect design
    • integrity
    • -- Review submittals to ensure conformance with
    • plans/specifications
    • Keep project within budget:
    • -- Review cost documentation for accuracy and validity
    • -- Identify and disallow or adjust unjustified, inaccurate and invalid
    • Change Order Requests and Delay Claims
    • Complete project on time:
    • -- Provide timely responses to Contractor requests
    • -- Track construction schedule to foresee potential delays
    • -- Anticipate and address crucial issues before they become critical
    • Avoid litigation:
    • -- Maintain comprehensive records
    • -- Keep lines of communication open
  • Project Start to Project Finish Construction Administration Time Line