Contract Administration Essentials

RFIs = Requests for information, often issued by contractors Supplemental Instructions = Also referred to as site instructions, issued in response to RFIs or to address issues raised on site CCDC2 = A type of construction contract form, suggested to include a condition for reimbursement of responding to unnecessary RFIs Architect = The professional suggested to be reimbursed for expenses of responding to unnecessary RFIs

RFIs = Contractor Cost of responding to unnecessary RFIs = Architect CCDC2 or other construction contract form = Client Supplemental Instructions = Contractor

RFIs = Issued by the contractor Supplemental Instructions = Issued in response to RFIs Architect = Responds to RFIs CCDC2 = Suggested to be revised to ensure reimbursement for the architect

<p>Review of Agreements = Getting Started RFI Tracking = During Construction Review of Pre-construction Submittals = Pre-construction Contract Administration Activities Attendance of Meetings = Contract Administration</p> Signup and view all the answers

<p>Client-contractor agreement = Defines the obligations of the client and contractor Client-architect agreement = Outlines the responsibilities of the architect RFI = Used to request clarifications during construction Minutes of Meeting = Records key decisions during meetings</p> Signup and view all the answers

<p>Contract Administrator = Familiarize with contractual obligations and roles of all parties Architect = Review pre-construction submittals, provide information or answer RFIs Contractor = Submit RFIs, participate in pre-construction meetings Client = Sign client-contractor and client-architect agreements</p> Signup and view all the answers

<p>Mobilization = Preparation phase before actual construction starts Supplemental Instruction = Guidance issued by the architect if there's no change to the contract price or time Change Directive = An order issued by the architect if changes are necessary Pre-construction Meeting = A gathering convened after the construction contract is awarded</p> Signup and view all the answers

<p>Contractor = Responsible for construction safety at the workplace Architect = No contractual obligation to report safety issues, but has a responsibility in tort Owner = May be defined as the constructor in some legislation</p> Signup and view all the answers

<p>Prior to Construction = Period after a contract between the client and contractor has been signed but construction has not yet started Documentation = Functions of construction contract administration that result in documentation Construction Contract Administration Processes = Functions in the office and in the field have been integrated as emerging technology and work environments are blurring the separation between these two traditionally distinct sets of activities Checklists = Summarize the architect’s contract administration functions</p> Signup and view all the answers

<p>Architect’s project management information system = Should facilitate many standard forms for contract administration Checklists = Presented in a table format intended for use as a project diary in which to record observations CCDC 24 = A Guide to Model Forms and Support Documents (for use with CCDC 2) Client-architect agreement RAIC Document Six and CCDC 2 = Stipulated Price Contract, neither with supplementary conditions</p> Signup and view all the answers

<p>Architect = Should report any unsafe or life-threatening situations to the contractor and the owner Contractor = Generally solely responsible for construction safety at the workplace Owner = May be defined as the constructor in some legislation and thus could be responsible for site safety</p> Signup and view all the answers

<p>Lien = A legal claim on real property to satisfy a debt owed to the lien claimant by the property owner. Shop Drawing = A drawing, diagram, schedule or data prepared on behalf of the contractor to indicate precise details of the construction materials, products or installation. Contract Administration = The services provided by the architect or contract administrator to fulfill the roles in standard construction contracts. General Review = The responsibilities of the architect and engineers to protect the public interest during construction.</p> Signup and view all the answers

<p>Canadian Construction Documents Committee construction agreement CCDC 2 = A stipulated sum contract using the design-bid-build approach in Canada Canadian Standard Form of Contract for Architectural Services: RAIC Document Six = A client-architect agreement in which the client has directly engaged the architect Contract Documents = Documents that the architect has regulatory responsibilities to determine that the work is in general conformity with. General Condition GC 2.2 of CCDC 2 = Outlines the role of the consultant in a construction contract.</p> Signup and view all the answers

<p>Review of documents and samples submitted for review and/or approval = Office functions Construction contract change management = Office functions Contractor payment application review and certification = Office functions Periodic site visits at appropriate intervals during the various stages of construction = Field functions</p> Signup and view all the answers

<p>Architect = Provides technical interpretations and information to the contractor Contractor = Takes on the responsibility and control of the construction Lien Claimant = Has a legal claim on real property to satisfy a debt Regulatory Responsibilities of the Architect = Determines that the work is in general conformity with the contract documents</p> Signup and view all the answers

<p>CCDC 2 = A type of construction contract RAIC Document Six = Canadian Standard Form of Contract for Architectural Services Client-architect agreement = An agreement outlining the nature and scope of the architect's services Construction contract = A contract between the client and the contractor defining the terms of the construction project</p> Signup and view all the answers

<p>Architect = General review, submittal review, and contract administration Contractor = Carrying out the construction project as per the terms of the contract Client = Entering into a contract with the contractor and fulfilling associated responsibilities Contract administrator = Reviewing the client-architect agreement and construction contract for any conflicting provisions</p> Signup and view all the answers

<p>Resolving differences between the client and the contractor = Consultant Performing site reviews = Architect or trained staff member Ensuring employees are trained to conduct reviews on a construction site = Architect Entering into a contract with the contractor = Client</p> Signup and view all the answers

<p>General review = An essential activity for the success of the project, performed by the architect Dispute resolution = A part of the contract outlining how to handle differences between the client and the contractor Administration of the Contract = A section of the contract outlining the architect's role Safety on the Construction Site = An area of responsibility for the architect to ensure firm employees are trained and prepared</p> Signup and view all the answers

<p>Architect = Responsible for notifying and coordinating consultants, and ensuring their attendance on site at appropriate times Consultants = Assist the architect in office functions and determine deficiencies and non-conformances in the construction work Contractor = Responsible for the execution of all the work, means and methods required to carry out the construction work Project Manager = Tasked with the administration roles, which include creating and managing the schedule and preparing the schedule of values and monthly progress invoice</p> Signup and view all the answers

<p>Architect = Adapts communication style to various types of clients and coordinates consultants Consultant = Assists the architect and reviews work for compliance with contract documents Contractor = Executes the construction work and maintains quality of every element of the construction Project Manager = Manages the schedule, RFIs, submittals, and changes to the work</p> Signup and view all the answers

<p>Architect = Coordinates consultants and adapts communication style to the clients Consultants = Assist the architect in office functions and determine deficiencies in the construction work Contractor = Executes the construction work as described in the contract documents Project Manager = Creates and manages the schedule, and prepares the schedule of values and monthly progress invoice</p> Signup and view all the answers

<p>Architect = Responsible for notifying and coordinating consultants Consultants = Review the work for compliance with contract documents and building code Contractor = Responsible for site safety and supervising the workers Site Superintendent = Manages day-to-day progress of the work and resolution of non-conformances and deficiencies</p> Signup and view all the answers

<p>Certificate = A document attesting to the truth of a fact; in construction, it is prepared by a professional, either an architect or an engineer. Certificate of Substantial Performance = A certificate issued under the appropriate lien legislation attesting that the contract between the owner and the contractor is substantially complete. Contract Administration = The services provided by an architect during the construction phase of a project. General Review = Review conducted by the architect and consultants during visits to the place of the work and, where applicable, to locations where building components are fabricated for use at the place of the work, at intervals appropriate to the stage of the construction.</p> Signup and view all the answers

<p>Holdback = A percentage of the monetary amount payable under a (construction) contract, which is held as security for a certain period of time. Instruments of Services = Representations, in any medium of expression, of the tangible and intangible creative work that forms part of the services or additional services. Contract Administration = The services provided by an architect during the construction phase of a project. General Review = Review conducted by the architect and consultants during visits to the place of the work and, where applicable, to locations where building components are fabricated for use at the place of the work, at intervals appropriate to the stage of the construction.</p> Signup and view all the answers

<p>Certificate = A document attesting to the truth of a fact; in construction, it is prepared by a professional, either an architect or an engineer. Holdback = A percentage of the monetary amount payable under a (construction) contract, which is held as security for a certain period of time. Instruments of Services = Representations, in any medium of expression, of the tangible and intangible creative work that forms part of the services or additional services. Certificate of Substantial Performance = A certificate issued under the appropriate lien legislation attesting that the contract between the owner and the contractor is substantially complete.</p> Signup and view all the answers

<p>A Definitions Certificate is a document attesting to the truth of a fact.</p> Signup and view all the answers

<p>A Certificate of Substantial Performance attests that the contract between the owner and the contractor is substantially complete, while a Definitions Certificate attests to the truth of a fact.</p> Signup and view all the answers

<p>Instruments of Services are representations, in any medium of expression, of the tangible and intangible creative work that forms part of the services or additional services.</p> Signup and view all the answers

<p>General reviews, submittal review, etc.</p> Signup and view all the answers

<p>Preparing and reviewing contract documents, coordinating with consultants, etc.</p> Signup and view all the answers

<p>Being a representative of the client, interpreting the contract documents, etc.</p> Signup and view all the answers

<p>Client, contractor, consultant, etc.</p> Signup and view all the answers

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

<p>If the owner has awarded separate contracts to the trades and/or is using the owner’s own forces for parts of the project</p> Signup and view all the answers

<p>Reviewing applicable occupational health and safety legislation and regulations, reporting unsafe situations to the contractor and owner, and recording site discussions</p> Signup and view all the answers

<p>Ensuring that they and their staff are properly trained to deal with workplace hazards</p> Signup and view all the answers

<p>A lien is a legal claim on real property to satisfy a debt owed to the lien claimant by the property owner. Its purpose is to provide security to the lien claimant by allowing them to sell the property upon default.</p> Signup and view all the answers

<p>A shop drawing is a drawing, diagram, schedule, or data that indicates precise details of construction materials, products, or installations. It is usually prepared by the 'shop' or the trade, or the manufacturer, supplier, or fabricator responsible for the particular product.</p> Signup and view all the answers

<p>The architect's responsibilities during the construction phase include administering the contract, ensuring the work is in conformity with the contract documents, conducting site visits, reporting on the progress of the work, and providing technical interpretations and information to the contractor.</p> Signup and view all the answers

<p>The purpose of contract administration is to fulfill the roles and obligations outlined in standard construction contracts, provide an opportunity for the architect to assist in realizing the project, and provide technical interpretations and information to the contractor.</p> Signup and view all the answers

<p>The architect will likely play a larger role in educating and advising the owner.</p> Signup and view all the answers

<p>Consultants assist the architect in office functions and review the portion of the work which they have designed or are responsible for. They also determine deficiencies and non-conformances in the construction work and report them to the architect.</p> Signup and view all the answers

<p>The contractor is responsible for executing all the work, means, and methods required to carry out the construction work as described in the contract documents. They are responsible for maintaining an acceptable quality of every element of the construction and for site safety.</p> Signup and view all the answers

<p>The project manager is tasked with creating and managing the schedule, managing RFIs, submittals, and changes to the work, and preparing the schedule of values and monthly progress invoice.</p> Signup and view all the answers

<p>Review of pre-construction and pre-contract signing submittals; convening pre-construction meeting; receiving pre-construction submittals from contractor and reviewing by architect and client</p> Signup and view all the answers

<p>Recording key decisions in minutes; distributing minutes to all parties; using RFIs to request information; tracking and resolving RFIs; providing information or answer to every RFI; ensuring appropriate compensation for additional work</p> Signup and view all the answers

<p>To request information that cannot readily be obtained through research, document review, or other reasonable means</p> Signup and view all the answers

<p>RFIs should be tracked and resolved to completion and closure; they should be submitted well in advance to allow time for clarification or correction before it becomes a potential problem</p> Signup and view all the answers

<p>Supplemental instructions (SI), also referred to as site instructions, are issued in response to requests for information (RFIs) or to address issues raised on site or during a project meeting as clarifications or interpretations of contract documents. They provide direction to the contractor concerning a problem which may have surfaced during the course of construction.</p> Signup and view all the answers

<p>The architect must commit a significant amount of time and effort in answering unnecessary RFIs, for which there is no established means of being compensated. It is not reasonable that the architect should have to absorb the related costs if a contractor consistently abuses the RFI process.</p> Signup and view all the answers

<p>Consideration should be given to adding a supplemental condition to the CCDC2 or other construction contract form, revising the general condition regarding withholding of payment to state that the architect will be reimbursed for the expenses of responding to unnecessary RFIs issued by the contractor.</p> Signup and view all the answers