CHOP 6.8 - SAMPLE FORMS FOR THE MANAGEMENT OF THE PROJECT Flashcards
Guide to the Use of the Forms
Purpose of the forms:
The forms in this section of the Handbook are provided to assist the architect in managing a project. Standardized forms support effective record-keeping and other functions.
This section of the Handbook provides only the basic forms used to manage most architectural projects. Other forms which may be required include:
1) Survey Requirements (to be provided to land surveyors).
2) Index of Drawings/Sketches.
3) Index of Drawing Revisions.
4) Index of Subcontractor.
5) Index of Minutes of Meetings.
6) Index of Field Review Reports.
7) Record of Committed Funds (to track expenditures from a contingency fund).
- Forms for General Communications
1.1 Memorandum:
A memorandum, or memo, is used as a note when a letter or more formal correspondence is not required.
1.2 E-mail:
E-mail is an acceptable format for communication when the message is brief, will take a minimum amount of time to compose, there are multiple recipients, a signature is not required, and a quick response is requested.
1.3 Minutes of Meeting:
Minutes of meetings are used to document the events that occur and the actions that arise or are resolved at meetings, including telephone calls or telephone conferences. Minutes of meetings may also be referred to as meeting reports or conference reports.
Current communications technology increasingly allows for the management, closure and record-keeping of individual meeting items outside of and between meeting events.
1.4 Transmittal:
A transmittal is a convenient form which records the routing of drawings, specifications, sketches, shop drawings, samples, product literature, and other documents which are transmitted electronically or by other means.
Note that it is important to identify the assignee(s) for any action required, to avoid several people taking independent actions when they were included in the distribution list for information purposes only.
1.5 Project Team Directory:
This is a complete list of the representatives of the various organizations involved in a project and their contact information.
The directory provides a simple, accessible source of contact information for communication purposes.
- Forms for the Bidding Phase of a Project
2.1 Bid Documents Distribution List:
It is important to track the distribution of documents when a project is “out for tender.”
The list is used to:
1) identify all bidders and other recipients.
2) record deposits for documents.
3) provide a distribution list for addenda.
4) provide a checklist to secure the return of documents after bid closing.
2.2 Stipulated Price Contract Bid Form
2.3 Addendum:
All addenda must be carefully worded and distributed, as they will form part of the construction contract. Addenda may contain revised or additional drawings.
Addenda are used to:
1) provide additional information
2) correct or clarify information
3) identify changes in the instructions to bidders
2.4 Contractor’s Qualification Statement:
When inviting a contractor to bid, a contractor with whom you have little or no experience, it is important to use a standard form to record information that can be used to confirm the contractor’s qualifications.
2.5 Project Financial Information:
2.6 Summary of Bids:
This form is both a record of bids and a tool for analyzing them.
The summary of bids:
1) provides a list for easy comparison and analysis
2) identifies bids which are non-compliant
3) is useful as a preliminary record during opening of bids.
2.7 Letter of Acceptance:
A Letter of Acceptance is normally issued by the client or owner on the advice of their lawyer, who should review all bids; however, the architect may assist in the letter’s preparation.
2.8 Letter to Unsuccessful Bidders:
It is both professional and courteous to inform unsuccessful bidders in a timely manner of the award of a contract. The letter can be sent by the architect or the owner.
- Forms for Contract Administration
3.1 Field Review Report:
Field Review Reports are a log of observations made and actions assigned and/or taken during the construction and post-construction stages of a project. These reports are often supplemented by audio recordings and photographic or video records.
3.2 Supplemental Instructions:
3.3 Proposed Change:
3.4 Change Order:
3.5 Combined Proposed Change and Change Order:
3.6 Change Directive:
3.7 Summary of Changes:
3.8 Notice:
3.9 Warranty Notice:
3.10 Product Warranty Notice
- Forms for Certification
4.1 Certificate for Payment:
4.2 Certificate of Substantial Performance:
The architect should confirm which form is suitable in the province or territory in which the project is undertaken. The applicable lien legislation may prescribe the form to be used for the certification of substantial performance. Note that lien legislation may prescribe maximum time periods for certain actions to be completed, Such prescriptions are NOT guidelines, they are laws.
4.3 Statutory Declaration Forms:
4.4 Application for Payment:
4.5 Schedule of Values and Work Performed:
4.6 Letters of Assurance:
A Letter of Assurance is a requirement in some jurisdictions, including the provinces of British Columbia, Alberta and Nova Scotia.
The Letters of Assurance are used to provide certification to authorities having jurisdiction at two milestones:
1) application for building permit
2) intention to occupy the building
- Other Forms for Project Management
5.1 Index of Supplemental Instructions:
When numerous supplemental instructions are issued to clarify or interpret the contract documents, a reference list is needed to track all instructions issued.
5.2 Drawing Notations:
The following common notations applied to drawings indicate the stage of development of a design or construction document.
1) PRELIMINARY
2) SUPERSEDED
3) NOT FOR CONSTRUCTION
4) CONTRACT COPY
5) RECORDED DRAWINGS
6) ISSUED FOR BID
7) ADDENDUM NO. XXX
8) DRAFT
9) CHANGE ORDER NO. XXX
10) SITE INSTRUCTION NO. XXX
5.3 Shop Drawing and Submittals Review Letters and Stamps:
The review of shop drawings, the use of the appropriate cover letter and the application of notations to the shop drawings have significant implications regarding professional liability and legal responsibility.
5.4 Log of Shop Drawings and Samples Submittals:
It is important to ensure the timely review and tracking of all shop drawings and samples, both within the architect’s office and by consultants. This log assists in the efficient management and distribution of shop drawings and samples.
