Chapter 31 - Contract Administration Flashcards by Skyler Grunberg

_____ consists of all the activities performed by the interior designer during the time the contract between the owner and the contractor is in force

contract administration

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The duties during “contract administration” are outlined in the AIA document entitled

General Conditions of the Contract for Construction Also exists is:General Conditions of the Contract for Furniture, Finishings and Equipments

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Who besides AIA makes standard contract documents?

ASID

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Submittals include

shop drawings, samples, and product data

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_____ are drawings, diagrams, and other data prepared to show how a subcontractor or supplier proposes to supply and install work to conform to the requirements of the contract documents

shop drawings

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What should an interior designer do if they receive shop drawings that have not been reviewed by the general contractor?

immediately return them without review

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What is the purpose of the interior designer’s review of submittals?

checking for conformance with information given and to see if they follow the design intent

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Is the designer responsible for determining the accuracy of the measurements or completeness of details, verifying quantities, or checking fabrication or installation procedures in the shop drawings?

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If an interior designer misses an error on the shop drawings, should the contractor build according to the contract documents or the shop drawings?

the contract documents. it’s his responsibility to make sure the shop drawings conform to the contract documents

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Is there a specific time with which the designer must complete their review of the shop drawings?

no- but it does state that the “interior designer must act with reasonable promptness while allowing sufficient time in the interior designer’s professional judgment to permit adequate review” and as to cause no delay in the work

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If the interior designer wants to set an allotted amount of time for review of submittals, what should they do?

they should put this info in Division 01 of the Specs. This allows the contractor to make a schedule based on this information

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Are shop drawings a way for the interior designer to make changes in the design or refine details?

no. if this happens, the contractor can issue a change order

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the purpose of the interior designer’s site visits:

to become familiar with the progress and quality of the work and to keep the owner informed2. to guard the owner against defect and deficiencies in the work3. to determine if the work is progressing in such a way, that when completed, will be in accordance with the contract documents

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During construction what are the main lines of communication?

owner and contractor communicate through IDcontractor and consultants communicate through IDID and subcontractors communicate through contractor

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During each site visit, what should an interior designer do?

make a field report

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What should be done with a field report after it is created?

it should be sent to the client and the contractor

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If an interior designer rejects works, does the contractor have to fix it?

yes, even after substantial completion if the work does not comply with the contract documents

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who pays for rejected work that does not comply with the contract documents?

the contractor

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Does the interior designer have the right to reject furniture, furnishings, or equipment?

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Who has the authority to reject furniture, furnishings, or equipment?

the owner and must do so in writing to the vendor| the designer can assist the owner in determining if the work should be accepted or not

who is responsible for safety on the job site?

the contractor

what happens if the interior designer volunteers suggestions or directions concerning construction means and techniques in regard to safety issues?

the interior designer may also assume legal responsibility

if an interior designer observes an obvious safety violation, what should they do?

they should call it to the attention of both the contractor and owner without suggesting how it be corrected and follow up with a notice in writing

who is responsible for setting up field tests and inspections?

the contractor

who pays for field tests and inspections?

the contractor

why should designers keep complete documentation of the progress of the job during the CA phase? including: change orders, certificates of payment, all correspondence, meeting notes, emails, telephone logs, and similar written material that records The Who, what, why, when, and how of the project

in case disputes arise or in case the client objects to fee payments for extra services

A _____ is a demand or assertion by the contractor or owner seeking payment of money, an extension of time, an adjustment or interpretation of the contract terms, or other relief from terms of the contract.

claim

If a claim is submitted, who reviews it before mediation/arbitration

the designer

Difference between mediation and arbitration?

mediation uses a neutral third party to facilitate negotiations of a settlement arbitration is a formal, legally binding process for resolving disputes without litigation

A __ is a document authorizing a variation from the original contract documents that involves a change in contract price, contract time, or both

change order

who must approve a change order?

the owner, designer, and contractor

any of the parties may suggest a change order, but it is normally ____ who submits a proposal request to the _____

designer submits proposal request to the contractor then the contractor submits his quote of price and time changethen the owner must accept this

how are payments normally conducted?

monthly based on amount of work done and materials store

who submits a pay app?

contractor to designer. acknowledgement to the designer that work has progressed to the point indicated and that to the best of the designer's knowledge, the quality of the work is according to the contract documents

if the pay app is approved by the designer, what happens next?

the designer sends it to the owner for payment

An amount called the _____ is withheld from each application until the end of the job

retainage (usually 10 percent of each application amount)

Who's responsible for providing adequate facilities of the delivery, unloading, stagings, and storage of furniture and equipment?

the owner

Who's responsibility is it to determine the route to be used for furniture from the point of delivery to final placement?

the owner

Who's responsibility is it to provide a firm schedule for the contractor for the use of both unloading facilities and elevators?

the owner

Who's responsibility is it to provide security against loss or damage to the furniture stored at the site between the dates of delivery and final acceptance by the owner?

the owner

When the owner inspects delivery of furniture and fixtures, is it final and does it constitute acceptance of or taking charge or control over the furniture?

no- it is only for identifying them and verifying quantities

_______ is an important part of the construction administration phase. it is during the time that the building work is completed, the furniture and fixtures are installed, and the structure is made ready for occupancy, and all remaining documentation takes place

project closeout

How is closeout initiated?

the contractor initiates by notifying the designer in writing and submitting a comprehensive list of items to be completed or corrected prior to final payment

What happens before a certificate of substantial completion can be issued?

the designer makes a first inspection to determine if the work or a designated portion of it is substantially complete or if additional items need to be completed or corrected

______ is the stage when the work is sufficiently complete in accordance with the contract documents so that the owner can occupy or utilize the work for its intended purpose

substantial completion

What is the list of items that need correction during the designer's substantial completion inspection called?

the punch list

Does a designer do an inspection after the first and after making a punch list?

yes

What's also included in the certificate of substantial completion given to the owner and contractor?

establishes the responsibilities of the owner and contractor for security, maintenance, heat, utilities, damage to the works and insurance

in addition to completing the work, the contractor must also submit to the owner certain other items, including:

all warranties maintenance contracts operating instructions certificates of inspections bond documentation required with the app for final payment a set of record drawings CO as issued by the bldg dpt extra stock of materials as called for in the specs