Construction Documents Flashcards
A warranty is a contractor’s or manufacturer’s guarantee of quality, reliability, workmanship of either construction or a piece of equipment. In general according to the AIA General Conditions, when do the warranty periods begin and how long do they last?
Within one year after the date of substantial completion, the contractor is obligated to return to the project and correct any work found to be not in accordance with the requirements of the contract documents.
Since material and equipment warranties vary, the contractor may be financially liable for several years after substantial completion.
Commencement of warranties and the one year period of correction may be modified if, for example, an owner occupies a portion of a project prior to substantial completion. This period may be extended for work performed after substantial completion.
Working Drawings
The graphic and pictorial portion of the contract documents intended to convey the design intent of the architect to the contractor. These documents represent the design, dimensions, quantity, and location of the work and generally include the plans, elevations, sections, details, and schedules.
Substantial Completion
Sometimes called substantial performance, this is the date in the progress of the project when it is sufficiently complete, according to the contract documents, and the owner may occupy all or portion of the project for its intended use.
Typically, this is the date used for the certificate of occupancy and it is established when the architect, contractor, and owner sign the Certificate of Substantial Completion (AIA Document G704)
Warranties generally become active after on this date, the final application for payment is processed, and the contractor is due the contract sum, less the value of the unfinished work. At final completion the contractor receives final payment.
Shop Drawings
Drawings, diagrams, schedules, and other data required by the contract documents, prepared and supplied by a contractor, subcontractor, manufacturer, supplier, etc., and meant to illustrate a specific method of installation or fabrication for some portion of the project. They are meant to demonstrate the way by which the contractor proposes to provide the work.
They are not considered contract documents.
This information is reviewed and approved by the contractor and submitted to the architect for approval. (See AIA Document A201, General Conditions of the Contract for Construction)
Mediation
Since the early 1990’s even arbitration, as a means of dispute resolution, has become a cumbersome process. The higher costs, and trial-like atmosphere has fostered the creation of additional dispute resolution mechanisms. One of these mechanisms is the use of professional mediators.
Unlike arbitration, in which the three parties are empowered to resolve the case, a mediator has no authority to force a resolution but is instrumental in empowering the participants to resolve the issue themselves. This alternative, in theory, is faster, cheaper, and less adversarial than arbitration or litigation and has gained popularity in recent years.
Arbritration
Widely used in the construction industry, it is a method of dispute resolution between project participants that does not involve litigation. In this process, claims from both parties (owner-architect or owner-contractor) are submitted to a mutually acceptable arbitrator. This is someone knowledgeable in the construction industry who will hear arguments and witnesses and also review evidence prior to rendering a decision. These proceedings are conducted under the rules of the American Arbitration Association. the award is final and binding an may enforced by the courts.
It is generally preferable to litigation for several reasons. It is usually a quicker and less complex process than a trial. It tends to be less expensive. It is private process and does not become part of the public record. This is desirable for architects, who are normally concerned about their professional reputation.
How do local laws impact AIA Document A201
They supersede the General Conditions for the Contract for Construction and when necessary, should be identified in the special conditions of the contract.
Contract Sum
As stated in the Owner-Contractor Agreement, this is the total amount payable by the owner to the contractor. It is the payment for performance of the work done under the requirements of the contract documents.
Operational Costs
The mechanical and maintenance costs associated with the performance of the building component or system. These costs can fluctuate seasonally, due to changes in interest rates, the type of management, or current fuel costs.
They are used in conjunction with the initial cost of various building components in determining the life-cycle cost.
Name the most common method of determining land value.
The “market” approach.
The surrounding neighborhood is assessed to determine the sale price, per square foot or per acre, for lots of approximately the same size. Value adjustments are made for any unique feature a lot my have.
What are the main elements that comprise construction cost?
This is the total estimated cost to the owner for all elements of the project designed or specified by the architect.
These elements include:
- Labor
- Materials
- Equipment
- Contingencies
- Contractor overhead and profit
It does not include the architect’s compensation, the cost of land, or the cost of financing.
Aside from the direct cost of construction, what factors are included in the project budget?
This is the sum, established by the owner, that is available for the entire project. Included in this budget is the cost for:
land, demolition work, landscaping, furniture, equipment, financing, taxes, insurance, professional services such as architect’s or legal compensation, and contingency allowances for unforeseen circumstances.
Vendor
A person, entity, or supplier (for a fee) of material or equipment required for a specific product. Similar to a contractor.
An Architect may affect the contractor’s construction schedule by establishing certain criteria within the specifications. What are some of these criteria?
- Establish deadlines for the ordering and delivery of materials, submittals and testing.
- Specify all work to be accomplished according to the critical path method (CPM).
- Allot a specific amount of time to perform all work.
- Allow subcontractors to provide input.
- Update the construction schedule on a monthly basis.
Fixed Fee
A method of compensation for professional or construction services based on a lump-sum amount for a particular scope of service. Convenient when services can be accurately defined. A contingency should be included to cover the risk that cost may exceed the budget on which the fee is based.
Also called a Stipulated Sum Agreement (see AIA Document A101). Reimbursable services such as postage and reproductions are usually in addition to the contract sum. This method of compensation is more common than cost plus fee.
Contingency Allowance
Included in a construction cost estimate. Initially, 5% of the total construction cost (including equipment and furnishings) that is added to the total construction budget to cover unforeseen costs such as alterations due to unavoidable site conditions. It is not intended to cover increases in the scope of a project. The percentage may be higher for renovation projects.
What is the role of each contracted party regarding acceptance, rejection or correction of nonconforming work?
An owner, not an architect, may prefer to accept work that is not in accordance with the requirements of the contract documents instead of requiring its removal and correction. Adjustments shall then be made to the contract sum.
The architect may reject work for failing to conform to the requirements of the contract documents. The cost of correcting such work, including additional testing and inspections, will be at the contractor’s expense.
The architect may request that covered work be uncovered for the purpose of inspection. If the architect had a prior inspection request, the contractor will bear the cost. If not, and the work is found to be in accordance with the contract documents, then the owner is responsible for the cost of uncovering and replacing the work. Note the partial occupancy does not constitute acceptance of work not in compliance with the contract documents (See AIA Document A201)
The process of establishing and accounting for the cost of construction items and systems for estimated useful existence of a building is an analysis of the ___________.
(a) replacement cost approach
(b) life-cycle cost
(c) maintenance management index
(d) initial cost
(b) life cycle cost
This is the initial and operational cost of a building component or system during the estimated useful life span of a building. It includes maintenance costs, taxes, financing, fuel consumption, replacements, and renovation and is used to analyze the tradeoffs between initial and long term costs. These costs can be projected over time and compared to determine the most economical approach. For example, it may be more economical to replace a roofing material every twelve years than purchase a material will last for twenty years. Or, purchase higher quality automatic plumbing fixtures in order to reduce the long term maintenance, utility, and replacement costs.
Under certain circumstances, an owner may occupy a project prior to substantial completion. To do so, the owner needs the consent of each of the following except:
(a) The architect
(b) The owner’s insurance company
(c) The local building authorities
(d) The contractor
(a) the architect
Although it is the architect who determines the point of substantial completion, an owner may occupy all or a portion of an unfinished project for its intended use provided that:
- The owner has consent of the insurance company that is providing property insurance.
- The owner has received a Certificate of Occupancy from the local building authorities.
- The owner and contractor have agreed, in writing, to their responsibilities regarding payments, maintenance, heat, utilities, etc. as well as the one-year correction period and the commencement of warranties.
According to the Contract Documents, contract time ends a the date of:
(a) Substantial completion
(b) Final completion
(c) Final inspection
(d) Owner occupancy
(a) Substantial completion
This is the period of time, including authorized adjustments such as change orders, from commencement of the work as defined by the Owner-Contractor Agreement to the date of substantial completion as certified by the architect.
An architect is looking for the best assembly to solve an unconventional requirement presented by the owner, which specification type will benefit the architect most?
(a) Cash Allowance Specifications
(b) Closed Specifications
(c) Reference Standard Specifications
(d) Performance Specfications
(d) Performance Specifications
This type of open specification describes an end result desired by the architect and does not stipulate specific trade names of components or processes. This specification type allows the contractor the flexibility to find a system that best meets the needs of the owner. For example, if the owner requires a roof structure to be retractable, the contractor may propose or develop a variety of assemblies upon which the structure can operate.
How can discrepancies between the specifications and the working drawings be minimized?
The technical specifications and the drawings are interdependent documents and are meant to be complementary. They should work together to provide a complete description of the project. Coordination between these documents is essential and inconsistencies can be minimized in a variety of ways:
- Dimensions for a particular part of a project should be noted once on only one of the two documents.
- Terminology should be consistent, for example, use safety glass or laminated glass; gypsum wall board or drywall.
- Describe installation methods and material quality in specifications only and quantitative descriptions in the drawings.
Typically, the information in the specifications is more legally binding than that in the drawings.
What type of specifications are often required for public projects?
Open Proprietary Specifications
This type of specification stipulates several specific products, materials, assemblies, or systems that are acceptable for use in the project. It is up to the contractor to choose between the approved alternates.
An owner requests a particular manufacturer and model of commercial refrigerator, which specification type is most appropriate for the architect to use?
(a) Open Specification
(b) Performance Specification
(c) Proprietary Specification
(d) Reference Standard Specification
(c) Proprietary Specification
This type of closed specification defines the use of specific products or systems and does not allow the contractor to substitute alternates.
What are the potential drawbacks of using a computerized master specification system?
Master specification systems were developed to simplify the specification process. They are often computerized, word processing systems that can be tailored to fit a particular project by editing or deleting certain information.
Due to their broad scope, the architect risks accepting inappropriate materials if the specification is not thoroughly reviewed. However, since each project is unique, a totally comprehensive master specification system is difficult to create. In addition, with the progress of technology, these systems can quickly become out of date. They are not appropriate for every project and consequently architects will often use one of the proprietary systems based on the CSI format.
What is the role of specifications?
They are a part of the contract documents and are legal documents contained in the project manual. They describe, in wirting, the requirements and technical nature of materials, systems, equipment, construction methods, and worksmanship.
While drawings are used to describe size and shape of a project, these written descriptions are used to define the quality and execution of the various components of a project. They must, however, be coordinated with the drawings to avoid discrepancies, and are often organized according to the standardized divisions in The Masterformat system to make this task easier.
According to the Standard Form of Agreement Between Architect and Consultant, who is responsible for the coordination of work designed by the consultant?
(a) The Architect
(b) The Contractor
(c) The Consultant
(d) The Owner
(c) The Consultant
The architect is under contract with the owner and is liable for the accuracy and completeness of their consultant’s work. However, it is the responsibility of the consultant to coordinate the internal consistency of all drawings, specifications, reports, and other data submitted to the architect. They must also become familiar with the work of the architect and other consultants in order to facilitate project coordination. The architect is responsible to review the consultant’s work for compliance with the program and for coordination with the architectural and engineering requirements.
What is the architect’s role regarding a pre-bid conference?
It is recommended that the architect participate in, and at the owner’s request, organize a meeting for all of the prospective bidders prior to the bid date. This meeting is means of familiarizing bidders with any unique aspects of the project and answering any questions they may have. This gives the architect the opportunity to express the design intent and give general overview of the goals of the project (see AIA Document B141)
What is the architect’s role in dispute resolution?
According to the AIA General Conditions, the owner and contractor must initially refer claims and disputes to the architect for a decision. The architect must interpret these matters impartially and consistent with the intent of the contract documents. Since the architect is familiar with the contract documents, and has no economic interest in the construction contract, they have limited authority to make bidding decisions. Except for decisions regarding aesthetic effect, their decisions may be appealed, and the architect may be called as a witness in future proceedings.
When is an owner within their rights to order a contractor to stop construction?
The owner, not the architect, may exercise this right if the contractor fails to correct work, or persistently fails to carry out work that is in accordance with the requirements of the contract documents. (see AIA Document A201)
Retainage
A sum withheld from the progress payments to the contractor (usually 10%). These funds are placed into an interest earning escrow account by the owner. They are later paid to the contractor upon issuance of the final certificate for payment. It is a method of compensating the contractor for money earned but not yet made available for the contractors use (see AIA Document A511).
Before the owner will release the final payment to the contractor, an affidavit of release of liens is required. This protects the owner against liens or claims made by subcontractors or other third parties for money due to that party by the contractor.
- General Conditions
VS - General Requirements
- One of the AIA contract documents that comprise the construction contract between the owner and the contractor, AIA Document A201. This legal document defines the rights and obligations of the parties involved. However, it also contains pertinent information from AIA Document B141 to better inform the contractor of the agreement between the owner and the archtitect.
- This is the title for Division 01 of the CSI Masterformat or the AIA’s Masterspec systems for organizing specifications. This division is used to explain the administrative and procedural requirements of the trades involved in the construction industry.
Define Model Building Codes and name those commonly used in the United States.
A non-regional reference guide for construction requirements, compiled by experts and often adopted as local building codes. The model codes used in the U.S. are:
- IBC - International Building Code, by the International Code Council (ICC). A collaboration by existing model-code organizations to provide a single comprehensive model code.
- UBC - Uniform Building Code, by the International Conference of Building Officials (ICBO). Used in the western and central U.S.
- BOCA - National Building Code - Building Officials and Code Administrators International. Used in the northeastern U.S.
- Standard Building Code - Southern Building Code Congress International (SBCCI). Used in the southwestern U.S.
- CABO National Building Code - Council of American Building Officials by the American National Standards Institute (ANSI)
Field Tests & Inspections
They are paid for by the contractor as required by the contract documents. They are arranged by the contractor so that the architect may be present for the procedures. Additional procedures not specified or required after the receipt of bids will be at the owner’s expense. With the owner’s approval, the architect will instruct the contractor to make the arrangements.
Construction Change Directive
A written order prepared by the architect, signed by the architect ans owner, directing a change in the work. It is used in the modification of a project when the owner and contractor have yet to reach an agreement on a change in Contract Sum and Contract Time and if the modification is not implemented expeditiously, a delay in the project may result. The contractor has the right not to sign the document but is obligated to perform the work and the architect must then determine the adjustment to the contract.
When is the architect authorized to act as the owner’s agent?
Under the design-bid build and Construction Management project-delivery methods, during the architect’s administration of the Contract for Construction (the construction administration phase). Specifically, during construction until final payment is due, and also on occasion during the one year period for correction of work by the contractor.
What are the owner’s obligations to the contractor?
- Furnish evidence of the necessary funds to complete the project.
- Pay for necessary approvals, assessments etc. (except for permits and fees).
- Provide legal descriptions and site surveys including utility locations and easements.
- Provide copies of the necessary drawings for the execution of the construction.
What is the gross area necessary for a new YMCA project where the assignable area (net area) is determined to be 40,000 SF, and the efficiency ratio is estimated to be .65?
The equation for building efficiency (Efficiency = net area/gross area), can be manipulated to find the gross area. Gross area = net area/efficiency Inserting the values provided yields Gross area = 40,000 SF/.65 Gross area = 61,538 SF (61,500 SF) The YMCA will need approximately 61,500 SF
The efficiency of a new building is 80 percent. The gross square footage of the building is 120,000 SF. What is the net square footage?
(a) 80,000 SF
(b) 96,000 SF
(c) 112,000 SF
(d) 150,000 SF
(b) 96,000 SF
The net square footage of the building is found my multiplying the gross square footage by the efficiency ratio.
120,000 SF x .80 = 96,000 SF
An owner must decide whether to carpet or tile 15,000 SF of circulation space in an office building he intends to occupy for 20 years. Carpet has an initial cost of $6.50 per SF and an operational cost of $2,300 per year. Tile has an initial cost of $8.75 per SF and an operational cost of $575.00 per year. Which material has the lowest life-cycle cost?
Carpet = $143,500 Tile = $142,750
Although the tile has a lower life cycle cost, the final decision would most likely be based on additional factors such as inflation and aesthetics.
In general, what is the minimum amount of time an architect should give contractors to prepare a bid?
(a) 1 week
(b) 2 weeks
(c) 3 weeks
(d) 4 weeks
(b) 2 weeks
An appropriate amount of time may depend largely on the size and complexity of a project. In general, two weeks is sufficient although in some cases more time may be required. Without adequate time to study the bid documents, a contractor may include contingencies which can result in an unnecessary high bid.
The architect will provide the owner with a program;
(a) as part of an architect’s basic services.
(b) if requested by the owner.
(c) only if the architect is familiar with the owner’s requirements.
(d) never, due to the liability exposure.
(b) if requested by the owner
Although the owner is responsible to provide the architect with a program, according to the Standard Form of Agreement Between Owner & Architect, the architect is required to review owner supplied information. However, if the owner requests that the architect develop a program, then it will be considered an additional service.
Many renovation projects are an inconvenience to the occupants. How can the disruption be minimized?
In order to maintain occupant comfort, occupied areas should be protected. Construction should be scheduled in phases where tasks are isolated. Contaminants such as dust and noise from demolition or fumes from painting and finishing can significantly reduce the Indoor Environmental Quality (IEQ) and should be contained. Return air ducts should be isolated and construction areas temporarily vented directly to the outside. Continual running of the HVAC system during the installation of finishes and furnishings will speed the off-gassing process of new materials. The increased ventilation also reduces the absorption of contaminants by porous materials.
Name a significant concern with specifying thermal glass for a southern exposure?
Protection against thermal stresses resulting from the temperature differential between areas of direct sun exposure and shaded areas.
At what point during the standard phases of an architect’s schedule is a structural system proposed to the owner?
The use of a specific structural system would most likely be introduced during the design development phase of the schedule.
Setback
An area restricted from construction. It is defined as a minimum distance between a building and a reference line such as a property line or water course and governed by local zoning ordinances or codes.
Which project phase usually requires the most amount of time?
Construction Documents Phase.
This phase takes the most time for two reasons. First, the final drawings must be accurate, specifying every detail necessary to build the project as designed. Because construction bids are based on these drawings, inconsistencies and lack of information can lead to costly alterations.
Second, the architect is also responsible to assist the owner in construction preparation by establishing bidding requirements and contract conditions, and by developing the contract forms. The development of these documents to the degree necessary to protect the architect from legal conflicts makes CD’s the most time consuming phase of the project.
Labor and Material Payment Bond
A bond required by the contractor in which the contractor’s surety guarantee to pay their subcontractors and to purchase materials for construction in accordance with the contract documents (See AIA Document A312 Payment Bond).
Substitution
A request by the contractor, after the contract for construction has been executed, to use a material, product or system, other than the one specified. This does no necessarily require a change order. However, the architect will review the formal request by the contractor, evaluate the replacement material, and may be entitled to additional compensation if the revisions to the drawings and specifications is significant.
Define the general purpose of each of the following AIA Documents.
(1) A-Series
(2) B-Series
(3) C-Series
(4) D-Series
(5) G-Series
- Various forms of agreement between an owner and a contractor.
- Various forms of agreement between an owner and an architect for professional services.
- Various forms of agreement between an architect and other professionals such as engineers and consultants.
- Architect-Industry documents, including calculation standards for area and volume for budgeting and cost estimating. Also included is a checklist for office-project planning and management for a broad range of projects.
- Office administrative documents for securing goods and services and administering and closing out project agreements.
Architect’s accounting firms, the F-Series documents, have largely been discontinued due to the prevalence of computer software.
Define the following commonly used AIA Documents:
- A111
- A310
- B141
- C141
- G701
- G704
- Standard Form of Agreement Between Owner and Contractor where the basis for payment is the cost of work plus a fee, with a negotiated guaranteed maximum price (GMP). It is used in conjunction with A201. The fee may be established as a stipulated amount or a percentage of construction cost.
- Bid Bond. It establishes the maximum amount due to the owner if the selected bidder fails to execute the contract.
- Standard Form of Agreement Between Owner and Architect with standard form of architectural services. It defines the five traditional phases of an architect’s professional services.
- Standard Form of Agreement Between Architect and Consultant. Most appropriate for engineers, this document defines the rights and responsibilities of each party.
- Change Order. For the owner, architect and contractor to agree on a complete description of the change in the work.
- Certificate of Substantial Completion. Upon substantial completion, the architect prepares this form for acceptance by the owner and contractor.
Define the following commonly used AIA Documents:
- A101
- A201
- B727
- G702
- G711
- Standard Form of Agreement Between Owner and Contractor where the basis for payment is a Stipulate Sum (fixed price). It is used in conjunction with A201.
- General Conditions of the Contract for Construction. It defines the relationships, responsibilities and rights of the owner, contractor, and architect. Used as a reference for other documents such as the owner-contractor or owner-architect agreement.
- Standard Form of Agreement Between Owner and Architect for Special Services, such as planning or feasibility studies, that do not follow the standard phasing sequence of services found in Document B141.
- Application and Certificate for Payment. With this document the contractor can apply for payment and the architect can certify that payment is due. This combined form is meant to expedite the payment process.
- Architect’s Field Report. A standard form for the architect or field representative to record and maintain concise records of site visits and construction activities.
What is included in the Contract Documents?
- The Owner-Contractor Agreement
- General & Supplementary Conditions of the Contract
- Specifications (CSI Masterformat)
- The Working Drawings
- Addenda
- Modifications
What are the contents of a typical project manual?
This volume contains all of the bidding documents and contract documents that can be easily bound into book format. Other oversize information such as full size drawings should be included by reference. It may consist of:
Title Sheet Table of Contents Bid Form Instructions to Bidders Proposed Owner-Contractor Agreement General Conditions and Supplementary Conditions Sample AIA Documents List of Drawings Signature Sheet Index to Specifications Specifications, standard divisions
