# Construction Administration

## CA Phase Overview

### Architect's Responsibilities
| Task | Description |
|------|-------------|
| Submittals | Review shop drawings, samples |
| RFIs | Respond to requests for information |
| Site visits | Periodic observation |
| Field reports | Document observations |
| Change orders | Review and recommend |
| Pay applications | Review and certify |
| Punch list | Prepare and verify |
| Closeout | Review final documentation |

### Standard of Care
| Responsibility | Level |
|----------------|-------|
| Design conformance | Observe, not inspect |
| Construction means | Contractor's responsibility |
| Safety | Contractor's responsibility |
| Schedule | Contractor's responsibility |
| Quality | Contractor's responsibility |

---

## Submittals

### Types of Submittals
| Type | Purpose |
|------|---------|
| Shop drawings | Fabrication details |
| Product data | Manufacturer literature |
| Samples | Physical samples |
| Mock-ups | Full-scale assemblies |
| Certificates | Compliance documentation |
| Test reports | Performance verification |
| LEED documentation | Sustainability compliance |

### Review Actions
| Action | Meaning |
|--------|---------|
| Approved | Proceed with work |
| Approved as noted | Incorporate notes, proceed |
| Revise and resubmit | Correct, return for review |
| Rejected | Do not proceed |
| Reviewed | No exceptions taken |
| Not reviewed | Out of scope |

### Review Timeline
| Phase | Duration |
|-------|----------|
| Initial review | 10-14 days typical |
| Resubmittal | 7-10 days |
| Expedited | Per agreement |
| Approval stamp | Before work begins |

### Shop Drawing Requirements
| Item | Include |
|------|---------|
| Reference | Specification section |
| Scale | Legible, noted |
| Materials | Clearly identified |
| Dimensions | Verified |
| Connections | Detailed |
| Contractor review | Stamp and signature |

---

## RFIs (Requests for Information)

### Purpose
| Use | Examples |
|-----|----------|
| Clarification | Conflicting dimensions |
| Interpretation | Ambiguous specifications |
| Missing information | Incomplete details |
| Suggested change | Alternate approach |

### RFI Process
```
1. Contractor identifies issue
2. Contractor submits RFI
3. Architect reviews
4. Architect responds in writing
5. Contractor proceeds (or appeals)
6. Document in project record
```

### Response Time
| Priority | Response |
|----------|----------|
| Urgent | 1-2 days |
| Standard | 5-7 days |
| Complex | 10-14 days |
| Research required | Per discussion |

### RFI Log Contents
| Field | Description |
|-------|-------------|
| RFI number | Sequential |
| Date received | Contractor submission |
| Subject | Brief description |
| From | Submitting party |
| To | Responding party |
| Date due | Response deadline |
| Date answered | Actual response date |
| Status | Open/closed |

---

## Change Orders

### Types of Changes
| Type | Description |
|------|-------------|
| Change order | Formal modification |
| Construction change directive | Proceed before price |
| Field order | Minor changes |
| Clarification | No cost impact |

### Change Order Process
```
1. Need for change identified
2. Contractor provides proposal
3. Architect reviews scope and cost
4. Owner approves/negotiates
5. Execute change order
6. Contractor proceeds
7. Document in record
```

### Pricing Methods
| Method | Use |
|--------|-----|
| Lump sum | Defined scope |
| Unit price | Quantity-based |
| Time and materials | Undefined scope |
| Cost plus | Emergency work |

### Standard Markups
| Cost Component | Markup |
|----------------|--------|
| Labor | 15-25% |
| Materials | 10-15% |
| Equipment | 10-15% |
| Subcontractor | 5-10% |
| Bond | 1-2% (if required) |
| Overhead | 10-15% |
| Profit | 5-10% |

---

## Site Visits

### Frequency
| Phase | Visits |
|-------|--------|
| Early construction | Weekly |
| Active construction | Weekly-biweekly |
| Finishing | Weekly |
| Critical phases | As needed |
| Final | Punch list |

### Site Visit Report Contents
| Section | Include |
|---------|---------|
| Project info | Name, number, date |
| Weather | Conditions |
| Contractor personnel | Key contacts present |
| Work observed | Activities, locations |
| Progress | % complete, schedule |
| Issues | Problems observed |
| Safety | Observations (limited) |
| Photos | Dated, labeled |
| Action items | Follow-up required |

### Observation vs. Inspection
| Observation | Inspection |
|-------------|------------|
| General conformance | Detailed examination |
| Periodic visits | Continuous presence |
| Representative review | Comprehensive review |
| Architect's role | Inspector's role |

---

## Pay Applications

### Review Process
```
1. Contractor submits application
2. Subcontractor waivers attached
3. Schedule of values updated
4. Stored materials documented
5. Architect reviews quantities
6. Architect certifies amount
7. Owner processes payment
```

### Schedule of Values
| Requirements | Description |
|--------------|-------------|
| Breakdown | By specification section |
| Detail | Reasonable line items |
| Basis | Installed value |
| Approval | Before first application |
| Updates | As work progresses |

### Retainage
| Phase | Typical Retainage |
|-------|-------------------|
| Progress payments | 5-10% |
| 50% complete | May reduce to 5% |
| Substantial completion | Release 50% |
| Final completion | Release remainder |

### Common Issues
| Issue | Resolution |
|-------|------------|
| Overbilling | Adjust quantities |
| Stored materials | Verify and document |
| Missing waivers | Withhold until received |
| Disputed work | Note in certification |

---

## Testing and Inspection

### Required Tests
| Material | Tests |
|----------|-------|
| Concrete | Cylinders, slump |
| Steel | Mill certs, welds |
| Fireproofing | Thickness, density |
| Roofing | Core samples |
| Soil | Compaction |

### Special Inspections
| Item | Inspector |
|------|-----------|
| Structural steel | IBC 1705 |
| Concrete | IBC 1705 |
| Masonry | IBC 1705 |
| Spray fireproofing | IBC 1705 |
| Mechanical systems | Per code |

### Documentation
| Record | Maintain |
|--------|----------|
| Test reports | All results |
| Inspection reports | All visits |
| Certificates | Material compliance |
| Warranties | All products |

---

## Punch List

### Process
```
1. Contractor requests inspection
2. Architect tours with contractor
3. Architect documents deficiencies
4. Contractor corrects items
5. Architect reinspects
6. Repeat until complete
7. Issue certificate
```

### Punch List Item Types
| Type | Examples |
|------|----------|
| Incomplete | Missing hardware |
| Damaged | Scratched finish |
| Incorrect | Wrong color |
| Non-conforming | Wrong product |
| Functional | Doesn't operate |
| Aesthetic | Touch-up needed |

### Substantial Completion
| Criteria | Description |
|----------|-------------|
| Occupancy | Space is usable |
| Systems | All operational |
| Safety | All features complete |
| Remaining | Punch list only |
| Certificate | Issued by architect |

---

## Closeout

### Closeout Documents
| Document | From |
|----------|------|
| As-built drawings | Contractor |
| O&M manuals | Contractor/vendors |
| Warranties | Manufacturer/contractor |
| Attic stock | Contractor |
| Training | Vendor |
| Final waivers | Contractor/subs |
| Consent of surety | Bonding company |

### Record Drawings
| Content | Description |
|---------|-------------|
| Field changes | All modifications |
| RFI resolutions | Incorporated |
| Change orders | All changes |
| Coordination | MEP locations |
| Format | CAD/PDF/paper |

### Warranty Information
| Item | Duration |
|------|----------|
| General construction | 1 year |
| Roofing | 10-20 years |
| Windows | 10 years |
| Major equipment | 1-5 years |
| Manufacturer | Per product |

### Final Certificate
| Conditions | Required |
|------------|----------|
| All work complete | Verified |
| Punch list complete | Verified |
| Closeout documents | Received |
| Final waivers | All received |
| Final payment due | Amount stated |

---

## Communication

### Meeting Types
| Meeting | Frequency |
|---------|-----------|
| Progress meeting | Weekly |
| OAC meeting | Monthly |
| Pre-installation | Before major trades |
| Special | As needed |

### Meeting Minutes
| Include | Content |
|---------|---------|
| Attendees | All present |
| Action items | Who, what, when |
| Decisions | Documented |
| Schedule | Updates |
| Issues | Status of all |

### Correspondence
| Type | Use |
|------|-----|
| Email | Day-to-day |
| Letter | Formal notice |
| Transmittal | Document delivery |
| Report | Site observations |

### Project Documentation
| Maintain | Description |
|----------|-------------|
| Correspondence | All written |
| Meeting minutes | All meetings |
| RFI log | All RFIs |
| Submittal log | All submittals |
| Change order log | All changes |
| Site reports | All visits |
| Photos | Dated, organized |

---

## Claims and Disputes

### Common Claims
| Type | Description |
|------|-------------|
| Delay | Schedule extension |
| Disruption | Loss of productivity |
| Acceleration | Compressed schedule |
| Changed conditions | Unforeseen site |
| Design errors | Drawing/spec issues |

### Resolution Methods
| Method | Description |
|--------|-------------|
| Negotiation | Direct discussion |
| Mediation | Third-party facilitation |
| Arbitration | Binding decision |
| Litigation | Court proceedings |

### Documentation for Claims
| Record | Importance |
|--------|------------|
| Daily logs | Schedule impact |
| Photos | Conditions |
| Correspondence | Notice given |
| Cost records | Actual costs |
| CPM schedule | Delays shown |
