This document discusses project files and procedures for construction administration. It covers maintaining project directories, correspondence, shop drawings, record drawings, warranties, and completing the project. The completion process involves determining compliance with contracts, assembling documents for the owner, conducting inspections for substantial and final completion, addressing punch list items, cleaning requirements, and resolving any outstanding problems.

1. Project Files
Completion
Lecture 8
American University in Cairo School of Sciences and Engineering
Department of Architectural Engineering
AENG441 – Professional Practice, Design Management and Codes
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3. Project Files
Contract Documents and Project Records
• Project Data: Record basic information about the project.
• Project Directory: Staff, consultants, contractors, …
• List of Subcontractors: Filled by the contractor and sent to
the architect
• Register of Bid Documents: Information on bid deposits,
cost of set drawings, when and where bids were
submitted, addenda, …
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4. Project Files
Construction Administration Procedures
Scope of the architect’s services.
What is contractually required of the architect?
Important areas:
1. Processing of Submittal
2. Evaluation and preparation of change orders
3. Certification of payment application
Additional duties:
1. Attend meetings and prepare MoM.
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5. Project Files
Construction Administration Procedures
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6. Project Files
Correspondence
Preparation
Filing by topics and chronologically
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7. Project Files
Correspondence
Transmittal Letter
• What was sent to whom, and
when.
• Purpose of transmittal
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8. Architect’s Relationship to Owner and
Contractor
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9. Architect’s Relationship to Owner and
Contractor
Contractor Architect Owner
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10. Architect’s Relationship to Owner and
Contractor
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•Payments.
•Shop drawings.
•Samples.
•Closeout documents.

11. Shop Drawings and Schedules
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• Schedule for the submission of shop drawings

12. Shop Drawings and Schedules
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• Keep copies of shop drawings.
• Approval stamp and signature.
• Record of the distribution of shop drawings,
• Ask the client before discarding copies of shop drawings.

13. Record Drawings
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14. Record Drawings
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15. Warranties
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16. Warranties
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17. Warranties
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18. Videos
• A Day in the Life: Construction Project Management
• https://youtu.be/5vStHoQJSvc
• A day in the life of a Construction Manager
• https://youtu.be/68QKztH4d8A
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19. Project Completion
Compliance with Contract Documents
Determining project completion requires time and effort.
- Inspect the work
- Competing interests of owner and contractor.
- Owner wants to occupy building
- Contractor minimizes importance of remaining work to get paid
- Never ending series of minor problems that cannot be resolved.
- The owner relies on the architect to determine whether the
contractor’s work complies with the requirements.
- Systematic approach to periodic evaluation of the work in
progress facilitates the final evaluation during completion of
the project.
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20. Project Completion
Assembling Documents
Forward certain documents to the owner as part of the architect’s
service related to closing out the project.
Substantial Completion
Final Completion
Final Certificate of Payment
Contract documents indicate:
Contractor’s Obligations to Assemble Warranties and
Documents.
Operating Manuals.
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21. Project Completion
Substantial Completion & Final Completion
Substantial completion means that the work has progressed to the
point where the owner can occupy or utilize the work, or
designated portions thereof, for the use for which it is intended.
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22. Project Completion
Substantial Completion & Final Completion
Inspections by the Architect
- Contractor list of items to be complete or corrected at the time
that he or she claims that the work is substantially completed.
Punch List
- Architect may prepare or add to the list.
- Look at the work with higher degree of care than prior visits.
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23. Project Completion
Substantial Completion & Final Completion
Cleaning Up
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24. Project Completion
Substantial Completion & Final Completion
Owner’s Right to Carry
Out the Work
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25. Project Completion
Substantial Completion & Final Completion
Occupancy by the Owner
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26. Project Completion
Substantial Completion & Final Completion
Occupancy by the Owner
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27. Project Completion
Substantial Completion & Final Completion
Release of Liens
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28. Problem Areas
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29. Problem Areas
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30. Problem Areas
Claim
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31. Problem Areas
Documenting Problems
• Factual Information
• Testing
• Causes
• Design!
• Construction.
• Maintenance
• Other Problem Areas
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32. Thank You.
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