Construction Documentation
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Questions and Answers

What is the primary purpose of documentation in construction projects?

  • To provide management with information for future reference and improvement (correct)
  • To create promotional materials for the construction company
  • To establish contractor liability in case of project delays
  • To ensure aesthetic quality of materials used
  • Which of the following is NOT considered a primary document that a contractor should maintain?

  • Daily logs or reports
  • Change orders
  • Market analysis reports (correct)
  • Schedule updates
  • What defines a field order in the context of construction?

  • An order to perform additional work to correct unacceptable work (correct)
  • A request for price adjustment for completed work
  • An official document to schedule project milestones
  • A notification of safety hazards on the job site
  • When is an Emergency Field Order typically issued?

    <p>To demand immediate work for safety reasons</p> Signup and view all the answers

    What is a Field Clarification Order intended for?

    <p>To address a question about contract document interpretation</p> Signup and view all the answers

    What must a contractor do in response to a field order?

    <p>Complete the work without delaying the project</p> Signup and view all the answers

    Which type of documentation would include correspondence between the project manager and subcontractors?

    <p>Project communications</p> Signup and view all the answers

    What kind of documentation is likely to be used for managing changes to the contract requirements?

    <p>Change orders</p> Signup and view all the answers

    Who is primarily responsible for verifying quantities and dimensions of shop drawings?

    <p>The contractor</p> Signup and view all the answers

    What should be done if shop drawings are rejected during the review process?

    <p>Return the rejected drawings to the supplier for corrections</p> Signup and view all the answers

    Who typically issues an inspection report in a construction project?

    <p>OSHA inspector or local government agent</p> Signup and view all the answers

    What does the A/E primarily check regarding shop drawings?

    <p>Manufacturer, style, and quality of materials</p> Signup and view all the answers

    What crucial information should be included in a daily log?

    <p>Verbal instructions and work progress</p> Signup and view all the answers

    What must the project manager ensure regarding the daily log entries?

    <p>They are completed daily by field supervisors</p> Signup and view all the answers

    What occurs when a contractor incurs extra costs for work outside the original contract terms?

    <p>Back charges</p> Signup and view all the answers

    Who logs in shop drawings when they are received?

    <p>Project manager or project engineer</p> Signup and view all the answers

    Which of the following is NOT a required piece of information for each photo taken on the job site?

    <p>Weather conditions</p> Signup and view all the answers

    What is the consequence of distributing rejected shop drawings in the field?

    <p>Use of incorrect information in construction</p> Signup and view all the answers

    How often should the project manager review the information submitted by field supervisors?

    <p>Weekly</p> Signup and view all the answers

    Which of the following is NOT a step in processing shop drawings?

    <p>Submit them without review</p> Signup and view all the answers

    What is the primary purpose of recording time reports?

    <p>To reflect hours worked and activities performed</p> Signup and view all the answers

    What does qualified approval by the A/E imply?

    <p>Contractors still hold responsibility for compliance</p> Signup and view all the answers

    Which of these details is necessary to attach to a job site photo?

    <p>Name of the photographer</p> Signup and view all the answers

    What should the daily log document about equipment deliveries?

    <p>Notice of equipment and material deliveries</p> Signup and view all the answers

    What initiates the project close-out process?

    <p>Point of substantial completion</p> Signup and view all the answers

    Which of the following actions is part of the close-out procedures?

    <p>Sending close-out procedures to subcontractors</p> Signup and view all the answers

    Who usually conducts the inspection related to the punch list?

    <p>The architect/engineer (A/E)</p> Signup and view all the answers

    What must the project manager ensure during the walk-through inspection?

    <p>Each party signs a certificate of acceptance</p> Signup and view all the answers

    What is the purpose of as-built drawings?

    <p>To document project changes during construction</p> Signup and view all the answers

    What happens after the architect/engineer prepares the certificate of substantial completion?

    <p>It appends a list of remaining deficiencies</p> Signup and view all the answers

    What must contractors do before the inspection during the punch list process?

    <p>Prepare their own punch list</p> Signup and view all the answers

    Which of the following best describes back charges?

    <p>Additional work charged to another contractor</p> Signup and view all the answers

    Study Notes

    Importance of Construction Documentation

    • Poor documentation is the leading cause of costly issues in construction.
    • Documentation records the project's history.
    • It helps with future reference, improvement, and claim handling.

    Essential Construction Documents

    • Contract Records: These documents outline the legal agreement between the owner and contractor, clearly defining the scope of work, deadlines, payment terms, and responsibilities.
    • Project Communications: Formal letters, email exchanges, memos, and field directives provide a chronological record of all communication regarding the project. This includes any decisions, clarifications, or changes made during construction.
    • Daily Logs or Reports: Daily logs detail the work progress, including personnel assignments, areas completed, special requirements, equipment and material deliveries, change orders, and site visitors.
    • Meeting Minutes: Meeting minutes document all decisions, discussions, and action items agreed upon during meetings between the contractor, owner, architect, subcontractors, and suppliers.
    • Photographs: Properly labeled photos document project progress, site conditions, and any issues that arise, providing visual evidence for reference and potential disputes.
    • Schedule Updates: These documents track the project's timeline, highlighting any delays, changes, or adjustments to the original schedule.
    • Time Cards: Time cards record the hours worked by each employee or subcontractor, tracking labor costs and ensuring accurate payment.
    • Shop Drawings, Back-charges, and Insurance: Shop drawings provide detailed specifications for materials and equipment, while back-charges track costs incurred by the contractor due to work performed for other contractors, and insurance documents cover risks associated with the project.
    • Change Orders: Change orders document any modifications to the original contract, including additions, deletions, or alterations to the scope of work, and their impact on the project's schedule and budget.

    Types of Field Directives

    • Field Orders: These orders direct contractors to perform work beyond the original contract requirements for reasons such as correcting faulty work or performing additional work. They may involve adjustments to the contract price and completion timeline.
    • Emergency Field Orders: These orders require immediate action due to safety concerns, unforeseen incidents, or Acts of God. Usually issued on a time and materials basis, with costs settled after the emergency passes.
    • Field Clarification Orders: These orders address questions regarding the interpretation of contract documents and don't typically involve changes in the contract amount.
    • Inspection Reports: These reports document the findings of inspections conducted by outside parties such as OSHA inspectors, city officials, or the architect. The project manager reviews and distributes these reports to the appropriate parties for action.

    Importance of Daily Logs

    • The project manager and field supervisors should diligently keep detailed daily logs that include every detail of the work performed each day.
    • The project manager regularly reviews the daily logs submitted by supervisors, ensuring consistency and completeness.
    • All meetings, conversations, and interactions with stakeholders should be documented in the daily log.

    Photo Documentation

    • Each photo should be labeled with the project name, date, photographer, subject, and any relevant comments.
    • Supervisors are expected to take photos at least once a day to document the project's progress.
    • Ensure consistency between the information in the daily log and the photo descriptions.

    Time Reports

    • Time reports document hours worked, specific tasks, and the amount of work completed.
    • They capture any extra work resulting from change orders or directives from the owner/architect.
    • Foremen and field supervisors are responsible for filling out time reports daily.

    Shop Drawings (Submittals)

    • Shop drawings encompass drawings, schedules, lists, performance data, product literature, samples, and vendor drawings.
    • They are submitted to the architect for review before materials and equipment are delivered to the site.
    • The architect reviews the shop drawings for compliance with specifications, approving or rejecting them and returning them to the contractor.
    • While the architect verifies material quality and style, the contractor is responsible for verifying the quantities and dimensions.
    • The architect's approval does not relieve the contractor from their responsibility to provide materials and equipment that conform to the contract documents.
    • Field supervisors participate in reviewing dimensions on shop drawings, alongside the project manager or engineer.
    • Approved shop drawings are distributed to field supervisors, while rejected drawings are not circulated to avoid confusion and incorrect information being used in construction.

    Back Charges

    • Back charges occur when a contractor charges another contractor for additional costs due to unforeseen work or assistance provided.
    • These situations often arise when a contractor assists another trade in providing labor, materials, equipment, or repairs.
    • Back charges are typically documented as change orders.

    Examples of Common Back Charges

    • Providing scaffolding to another contractor
    • Providing saw cutting and patching services
    • Furnishing a pump to remove water from a trench
    • Providing labor and equipment to remove another contractor's waste

    Close-out Documents

    • Project close-out begins with substantial completion, aiming to prove to the owner the final product meets the contract requirements.
    • The project manager must provide the necessary documentation for assurance.

    Close-out Procedures

    • Project close-out should be initiated at least 30 days before substantial completion.
    • Subcontractors and suppliers receive a copy of the project's close-out procedures.

    Project Inspection

    • A walk-through inspection is conducted by all parties involved before substantial completion.
    • All parties sign a certificate indicating their acceptance of the work.

    Punch List

    • The architect conducts the final inspection and creates a punch list.
    • The contractor must complete the punch list items before the stated date.
    • The contractor prepares its own punch list before the inspection.

    Owner Acceptance

    • The architect prepares a certificate of substantial completion for the owner, including any outstanding deficiencies (punch list).
    • This certificate is effective pending the correction of any deficiencies and certification of local compliance with health and safety requirements.

    As-Built Drawings

    • As-built drawings show modifications made during construction.
    • The architect typically provides a set of drawings for recording changes.
    • The general contractor maintains an updated set of as-built drawings and ensures subcontractors update them accordingly.
    • As-built drawings are submitted to to the architect as part of the close-out documentation.

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    Week 4 Documentations PDF

    Description

    This quiz explores the critical role of construction documentation in project management. Understand the importance of maintaining effective records, including contracts, communications, daily logs, and meeting minutes. Learn how proper documentation helps prevent costly issues and supports future project endeavors.

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