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CeeCeeCeeAye > Domain 1: Project Records > Flashcards

Domain 1: Project Records Flashcards

1
Q

https://www.cram.com/flashcards/ccca-3-project-records-6987411

A
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2
Q

A. Identify the documents that are part of the contract.
B. Verify preconstruction submittals have been received and reviewed.
C. Advise team members on the proper use of contractual forms.
D. Organize and maintain complete project documentation.
E. Implement and maintain logs for recording documentation.
F. Evaluate project schedules for contract compliance.
G. Identify the scope of alternates and implications on other work.
H. Identify project performance measurement and cost adjustments.

A
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3
Q

Define construction documents

A

Defined as the written and graphic documents prepared or assembled by the A/E for communicating the project design for construction and administering the construction contract.

They are the documents that are a legal part of the contract and describe the work.

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4
Q

Contract documents are listed where?

A

listed and enumerated in the agreement; referred to in the conditions of the contract.

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5
Q

Contract documents consist of the following:

A
  • contracting requirements - agreement, general and supplementary conditions, revisions and clarifications (also addenda)
  • specifications
  • contract drawings
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6
Q

What is included in the term “contracting requirements” as it relates to contract documents?

A

These include contracting forms (agreement) and conditions of the contract (general and supplementary) as well as revisions, clarifications, modifications such as addenda issued during procurement or change orders issued during course of work.

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7
Q

What are specifications?

A
  • include specific written requirements for the work
  • define the quality requirements for products, materials, and workmanship upon which the contract is based
  • establish requirements for administration and performance
  • generally written for each work result as sections and organized by divisions using MasterFormat
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8
Q

Which is preferred; drawings or plans, and why?

A

As the graphic documents usually contain more than plan views, the preferred term is drawings rather than plans.

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9
Q

What do drawings show?

A

They show the quantitative extent and relationships of elements to one another.

Drawings illustrate: relationships between elements, size, locations, dimensions, quantities, shapes, form and assemblies.

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10
Q

What are resource drawings and when are they furnished?

A
  • generally show existing conditions such as roads, buildings, and current construction circumstances
  • furnished during procurement stage and for reference ONLY (they are NOT contract documents).
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11
Q

True or False:

Resource drawings, such as owner furnished and installed equipment that requires utility rough-in locations or attachment requirements, are considered contract documents.

A

False

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12
Q

Contract drawings should compliment the specifications

A

compliment

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13
Q

Drawings prepared by manufacturers, suppliers, subcontractors, and contractors to illustrate a portion of the work and show compliance with the contract documents.

A

shop drawings

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14
Q

True or False:

Shop drawings are contract documents.

A

False:

shop drawings do not waive requirements of the contract documents; they show compliance with contract documents

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15
Q

True or False:

Coordination drawings, since they help determine how elements will actually fit in the space available, are considered contract documents.

A

False

regardless of submission or approval by the A/E

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16
Q

What are “record drawings”?

A
  • permanent record of actual conditions of completed work
  • contractor marks up contract drawings to indicate changes and field conditions
  • most common information required on record drawings are concealed conditions and utility locations
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17
Q

How are record drawings submitted?

A

through the A/E to the owner as a permanent record of the actual conditions of the completed work.

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18
Q

What is the term used to describe the written description of the work?

A

Specifications

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19
Q

Who prepares the specifications?

A

A/E

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20
Q

True or False:

The specifications may be simple notes on a drawing or more detailed descriptions bound in the project manual.

A

True.

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21
Q

Masterformat divisions

A

01 general requirements

2-19 facility construction

20-29 facility services

30-39 site and infrastructure

40-49 process equipment

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22
Q

How many divisions are in MasterFormat?

A

50

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23
Q

What are “pre-contract revisions”?

A

revisions made prior to signing the agreement

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24
Q

What are addenda?

A

written or graphic information issued to clarify, revise, add to, or delete information in the original procurement documents (or in previous addenda).

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25
Q

What are contract modifications?

A

Contract modifications include modifications after the construction agreement has been signed and may include additions to, deletions from, or modifications of the work to be done.

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26
Q

What are three ways to modify the contract?

A

change order

change directive

minor change

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27
Q

What documents are used in construction?

A
  • owner-A/E agreement
  • owner-contractor agreement
  • conditions of the contract
  • specifications
  • drawings
  • bid form or proposal
  • Pre-contract revisions (includes addenda)
  • Notice to Proceed
  • Contract Modifications (includes change orders)
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28
Q

There are many different kinds of owner-contractor agreements. What are the characterized by?

A
  • project delivery method
  • number of contracts
  • basis of payment
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29
Q

The owner-contractor agreement typically includes articles relating to:

A
  • contract documents
  • contract time
  • contract price
  • payment procedures
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30
Q

What is included in the owner-contractor agreement regarding time?

A

start and completion dates or allotted calendar days for the project.

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31
Q

What is included in the owner-contractor agreement regarding contract price?

A
  • basis on which applications for payment will be made.
  • includes unit prices, allowances, accepted alternates
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32
Q

What is included in the owner-contractor agreement regarding payment procedures?

A
  • identify when contractor will submit applications for payment and when payment by owner to contractor will be made.
  • includes provisions for retainage
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33
Q

What are included in conditions of the contract?

A
  • include general conditions, supplemental conditions
  • identify basic rights, procedural and contractual responsibilities, and relationships between parties involved in performance of contract
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34
Q

What identifies the basic rights and responsibilities of the parties involved in the performance of the contract?

A

conditions of the contract.

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35
Q

What is specified in Division 01-General Requirements?

A
  • administrative requirements
  • procedural requirements
  • temporary facilities and controls
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36
Q

The A/E performs CCA and periodically visits the construction site to:

A
  • ascertain progress and quality of work
  • inform owner of known deviations from contract documents and deficiencies/defects observed in work
  • keep owner informed of progress of work
  • conduct inspections to determine dates for substantial and final completion
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37
Q

What two components make up the A/E’s record of site visits?

A
  • communications
  • site observations
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38
Q

For whose benefit are site reports completed by the A/E?

A

for the benefit of the A/E, and may be used as a means of communication with the owner and the contractor

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39
Q

True or False:

No objection to a documented discussion means acceptance.

A

True.

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40
Q

Whose role is project management versus construction contract administration?

A

contractor = pm; A/E or owner = CCA

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41
Q

Who is responsible for safety reports?

A

Contractor (or project manager)

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42
Q

What can data provided by project records be used for?

A
  • establish legitimacy of claims
  • create history for contractor/owner
  • record information for future projects
  • document tests and inspections
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43
Q

Pre-construction submittals may include:

A
  • certificates of insurance
  • performance bonds
  • proposed subcontractor list
  • preliminary construction schedules
  • proposed use of site (logistics)
  • erosion control plan
  • pollution control plan
  • traffic control plan
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44
Q

Generally, no work begins until ____.

A

required pre-construction submittals have been submitted by the contractor AND reviewed by the A/E and owner. Contractor must receive the notice to proceed.

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45
Q

True or False:

The contract documents may require the submittal schedule to be incorporated into the construction progress schedule.

A

True

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46
Q

In most instances, materials and equipment cannot be ordered or fabricated prior to _____.

A

receiving approval from the A/E during the submittal review process.

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47
Q

What are the steps in the review process for submittals?

A
  1. preparation
  2. submittal
  3. review
  4. return to the contractor
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48
Q

True or False:

The A/E reviews the contractor’s construction progress schedule and approves it or requests revisions.

A

False

The A/E reviews the contractor’s construction progress schedule only to see that it generally complies to the contract requirements (not to “approve” it).

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49
Q

What governs the degree of detail specified for the construction progress schedule?

A
  1. type of project delivery
  2. extent of the project
  3. the contract
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50
Q

Who is responsible for preparing a submittal schedule?

A

The contractor

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51
Q

Who is responsible for preparing a construction progress schedule?

A

Contractor

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52
Q

3 common schedule formats

A
  • Milestone Chart
  • Bar Chart (a.k.a. Gantt Chart)
  • CPM Schedule (Critical Path Method)
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53
Q

Name the two types of schedule formats used on most projects.

A

Gantt charts and milestone charts

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54
Q

Who determines whether the schedule meets the owner’s requirements and expectations?

A

Owner

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55
Q

Each item that requires submittal preparation, review, and approval is included on the overall program schedule and in more detail on the submittal schedule.

A

overall program schedule; submittal schedule

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56
Q

It is helpful to submit an updated schedule with the month’s ___.

A

application for payment.

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57
Q

What is a “Recovery Schedule”?

A

The schedule that depicts actions and special efforts required to recover lost time in the original Master Schedule.

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58
Q

What is the most common scheduling technique?

A

CPM (critical path method)

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59
Q

What is the critical path method (CPM)?

A

A critical path schedule identifies those tasks whose completion dates cannot slip without affecting the completion date of the project.

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60
Q

Using the Critical Path Method, if the completion date is later than the contract completion date, the contractor needs to consider options. What are some of these options?

A
  • overtime
  • double-shifts
  • more crew members
  • sequencing changes
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61
Q

Define “float”?

A

Float is the amount of extra time available to an activity when all activities begin as early as possible.

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62
Q

Define “free float”?

A

Free Float is the amount of time an activity can be delayed without delaying the early start date of its successor.

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63
Q

Define “total float.”

A

Total float is the accumulation of the entire free float in a project.

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64
Q

What document may stipulate who owns project float for a project?

A
  • Conditions of the Contract
  • Division 01
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65
Q

Who should be constantly evaluating tasks on the critical path?

A

contractor and owner

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66
Q

True or False:

Contract completion and contract time are the same thing.

A

False

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67
Q

Contract time can be measured by:

A

working days or calendar days

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68
Q

Contract time is initiated by what methods?

A
  1. last party signs contract
  2. owner issues notice to proceed
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69
Q

When does Contract Time end and Contract Completion occur?

A

Contract time ends at substantial completion. Contract Completion is normally when all punch list items have been completed as verified by final inspection and the contractor has received final payment.

70
Q

According to the CCCA practice guide, what speeds up the documentation and written communication processes, and helps to avoid misunderstandings?

A

standardized forms

71
Q

List three types of submittals.

A
  1. preconstruction submittals
  2. construction submittals
  3. project closeout submittals
72
Q

True or False:

Submittals are not contract documents.

A

True

73
Q

Submittals are not to be used by the contractor or the A/E to ___.

A

modify the contract

74
Q

True or False:

A request for a substitution is a type of submittal.

A

False

75
Q

Where are administrative and procedural requirements governing submittals during the construction stage contained?

A

Conditions of the Contract and Division 01-General Requirements

76
Q

Standard general conditions require the contractor to prepare, review, and forward submittals to the A/E.

A

submittals

77
Q

What document clarifies the A/E’s role in using professional judgement to review, approve, or take other action on submittals?

A

Conditions of the Contract

78
Q

Where is review time of submittals by the A/E stipulated?

A

Division 01

79
Q

No work should begin until ___.

A

required pre-construction submittals have been submitted by contractor and reviewed by A/E and owner.

80
Q

What are pre-construction submittals?

A

submittals that are submitted AFTER notice to proceed and BEFORE beginning the work.

81
Q

What are some examples of pre-construction submittals?

A
  • certificates of insurance
  • payment and performance bonds
  • preliminary construction progress schedule
  • submittal schedule
  • erosion control plan
  • pollution control plan
  • traffic control plan
  • sustainable project action plan
82
Q

What action submittals are processed during construction stage of a project?

A
  • shop drawings
  • product data
  • samples
83
Q

Give some examples of QA/QC submittals.

A
  • Design Data
  • Test Reports
  • Certificates
  • Manufacturer’s Instructions
  • Manufacturer’s Field Reports
84
Q

Give examples of closeout submittals.

A
  • O&M data
  • Bonds
  • Warranties
  • Record Documents
  • Maintenance Material Submittals
  • Spare Parts
  • Extra Stock Materials
  • Tools
85
Q

Approval of submittals does not relieve the contractor of ___.

A

the contractor’s responsibility to fulfill the contract requirements.

86
Q

What is the difference between product data and shop drawings?

A

product data is standardized information that illustrates appearance, size and other characteristics of materials or equipment, while shop drawings are diagrams and instructions used as an aid to the contractor for integrating the item into the construction.

87
Q

What establishes the type and number of samples and color selection submittals required for the project?

A

the specifications

88
Q

Assembling the color samples is the responsibility of ___.

A

the contractor

89
Q

Regarding color samples, the contractor is responsible for verify samples comply with contract requirements and forward to A/E, while the A/E is responsible for obtain approval from owner as required.

A

contractor - verify samples comply with contract requirements and forward to A/E

A/E - responsibility to obtain approval from owner as required

90
Q

What is the name of submittals that do not require responsive action by the A/E?

A

Informational Submittals

91
Q

Certificates may be required to certify:

A
  • quality of materials
  • quality of fabrication
  • quality of installation
92
Q

Failure to follow the manufacturer’s instructions could:

A
  • transfer liability to installer
  • grounds for rejecting work
  • void warranty
93
Q

Qualification Statements are used by A/E to determine that the company and the individual doing the work is qualified.

A

A/E

94
Q

True or False:

The A/E should review construction photographs to become familiar with the visual record of the project.

A

False

95
Q

What closeout and maintenance submittals are required?

A
  • O&M data
  • Bonds
  • Special Warranties
  • Record Documents
  • Spare Parts and Extra Stock
  • Keying
96
Q

Submittals are reviewed and approved by the contractor to ensure that contract document requirements have been met, to check dimensions, and to coordinate with subcontractors.

A
  • contract document requirements;
  • check dimensions;
  • coordinate with subcontractors
97
Q

If the A/E reviews incomplete submittals, they are ____.

A

accepting unnecessary risk

98
Q

Once approved by the contractor, submittals are sent to the A/E for review and processing. The A/E’s review is limited to ___.

A

determining whether the submittal is consistent with the design intent indicated in the contract documents.

99
Q

What are the different actions taken when reviewing submittals?

A
  • approved
  • approved as noted
  • revise and resubmit
  • rejected
  • no action taken or required (for informational submittals)
  • not required for review (not required by contract documents and HAS NOT BEEN reviewed by A/E)
100
Q

What should an A/E do with incomplete submittals that the contractor submits?

A

return without further review; add a request to resubmit when complete.

101
Q

When bundled packages are submitted, whose responsible for prioritizing the items?

A

contractor’s responsibility to prioritize these items in order to assist A/E in ordering the review and return to best meet the project schedule needs.

102
Q

The language on the submittal stamp used by the contractor should indicate that the contractor has _____

A
  • reviewed submittal
  • verified dimensions
  • coordinated requirements of item with overall project
  • determined that submittal complies with contract documents
103
Q

True or False:

The owner is responsible for using a transmittal form, allowing the A/E to comply with contractual obligations and responsibilities, and following project requirements.

A

True

104
Q

Submittals should be:

A
  • complete and accurate
  • conform to special regulations
  • consistent with project conditions
105
Q

Submittal should be prepared, submitted, and reviewed in a timely manner according to the approved submittal schedule and the current construction progress schedule.

A

the approved submittal schedule and the current construction progress schedule

106
Q

Procedures applicable to substitutions proposed AFTER execution of the agreement are described in ___.

A

Division 01

107
Q

Charges for A/E services to evaluate substitutions initiated by the contractor and to make subsequent revisions to drawings and specifications should be addressed in what document?

A

the owner-A/E agreement AND the supplementary conditions OR Division 01-General Requirements.

108
Q

What are some reasons to NOT consider a substitution?

A
  • made as an RFI
  • indicated or implied on shop drawings, product data submittals, or as samples without prior formal request being submitted
  • hasn’t been reviewed or approved by contractor
  • acceptance requires substantial revision to the contract documents (unless costs will be reimbursed)
  • does not include itemized comparison of substitute with specified product
109
Q

The owner may encourage the contractor to propose alternatives during the course of construction to reduce costs and evaluate alternative products and systems.

A

propose alternatives during the course of construction

110
Q

Substitutions may only be made if ____.

A

owner consents and A/E evaluates

111
Q

True or False:

True value analysis allows the use of substitute products or processes to reduce construction cost or time without reducing quality, maintenance or replacement costs.

A

True

112
Q

The reasons for considering substitutions during construction are:

A
  • owner-initiated
  • contractor-initiated
  • contractor-initiated as low-bid substitution
  • product is unavailable
113
Q

The first and foremost consideration of a substitution is ___.

A

whether or not the proposed substitution meets the requirements of the contract documents.

114
Q

Who is required to show equivalency of a substituted product to the specified product?

A

the one who requests the substitution.

115
Q

The product representative may be a valuable source of information regarding substituted products. What can they tell you about a product?

A

What a product can and cannot do.

116
Q

Who is the ultimate judge for substitution requests?

A

A/E

117
Q

Most standard general conditions state that the date of substantial completion is the date established by the A/E when the project is sufficiently complete to permit the owner to use for its intended purpose.

A

substantial completion; A/E

118
Q

At substantial completion, the owner (or FM) typically assumes responsibility for:

A
  • maintenance
  • utilities
  • security
  • property insurance
  • liability
119
Q

When does the one-year correction period begin?

A

At substantial completion.

120
Q

What is true of both the specified product, and the product which is accepted as a substitution?

A

On principle, it is considered the same liability.

121
Q

The facility manager is responsible for collecting and distributing documents to AHJs, including the following:

A
  • bonds
  • easements
  • emergency plans
  • certificates of occupancy
  • certificates of inspection
  • signed-off permits
  • permit review documents
122
Q

Project must meet intended purpose and be approved by AHJs to be “substantially complete.”

A

intended purpose; AHJs

123
Q

How long should signed-off permits be kept?

A

indefinitely

124
Q

What is a punch list?

A

prepared by the contractor. A list of items to be corrected or completed, usually expanded by the architect based on a detailed inspection of the work prior to substantial completion.

125
Q

Initial punch list is prepared by the contractor. When is it prepared?

A

prior to requesting substantial completion

126
Q

Who makes the “final” punch list?

A

contractor first make it; then the A/E makes a supplemental punch list. These two lists combined are the final punch list.

127
Q

Standard general conditions require the final punch list to be attached to ___.

A

the certificate of substantial completion.

128
Q

Most standard general conditions require the A/E to conduct an inspection to determine whether the project is ____.

A

substantial and final completion

129
Q

Who notifies that the project is substantially complete?

A

the contractor notifies the A/E and owner.

130
Q

What is the difference between the initial punch list and the final punch list?

A

Initial punch list is contractor submitting list of incomplete work. Final punch list is this list and the A/E’s supplemental list.

131
Q

Who prepares the certificate of substantial completion?

A

A/E

132
Q

Where is the time limit for the contractor to complete outstanding items of work listed?

A

on the certificate of substantial completion

133
Q

What is the procedure established if the contractor fails to correct outstanding work? Which document establishes this procedure?

A

A/E sends written notice to contractor

  • A/E gives contractor specified time to complete work
  • Owner withholds payment to contractor
  • Owner may terminate contract if nonconforming work is not corrected

Procedure established in Conditions of the Contract

134
Q

True or False:

If the contractor fails to complete the work, the owner has the right to have the work completed by others.

A

True

135
Q

True or False:

If the contractor fails to complete the work, the owner has the right to have the work completed by others and can make a claim against the contractor for the difference of cost and the funds withheld from the contractor.

A

True

136
Q

Retainage is intended to give the contractor and subcontractors ___.

A

an incentive to complete punch list items in a timely manner and to protect the owner from liens filed by subcontractors or workers.

137
Q

What is retainage?

A

Owner retains a percentage of each progress payment until the project is completed.

138
Q

True or False:

Retainage held after the date of substantial completion is typically greater than the value of the work remaining to be completed.

A

True

139
Q

When is “contract completion”?

A

When all punch list items have been completed as verified by a final inspection and the contractor has received final payment.

140
Q

What is the default to be used—calendar or business days?

A

calendar days

141
Q

True or False:

A closeout meeting may be arranged by the A/E, or they can be discussed at a regular project meeting.

A

True

142
Q

When does final completion occur?

A

Final completion occurs when the contractor has completed the contract requirements, the A/E has inspected to determine completion, the owner has made final payment to the contractor, and the contractor has accepted final payment.

143
Q

At or near completion for a project a number of submittals are processed. Requirements for these submittals are included in the ____.

A

contract AND Division 01 of the specifications

144
Q

What is the contractor responsible for regarding record documents.

A

must keep record documents at the project site; this is primarily for the contractor’s own use–but is also for submission to the owner at project closeout.

145
Q

What record documents are submitted by the contractor to the owner at project closeout?

A
  • record drawings
  • record submittals
  • record project manual
  • start-up logs
146
Q

Record drawings should include contract modifications, such as ___.

A

addenda, change orders, change directives, and minor changes to the work.

147
Q

What drawings should identify and locate any existing buried or concealed items that were encountered during the project?

A

record drawings

148
Q

Record drawings are submitted how?

A

through the A/E to the owner

149
Q

True or False:

The project manual should not be revised to include modifications.

A

False.

150
Q

What document requires record documents?. General Conditions. Where are procedures for record documents specified?. Division 01

A

General Conditions require; Division 01 specify

151
Q

Where are record documents kept?

A

field office

152
Q

What is the difference between measurement and payment?

A

Measurement - quantify amount of work eligible for payment.

Payment - disbursement of money proportionate to that quantity of work.

153
Q

What is the schedule of values a basis for under stipulated sum contracts?

A

Estimating percentage payments for partially completed work.

154
Q

True or False:

Under unit price contracts, measurement means verifying the quantities of work submitted for payment based on unit prices.

A

True

155
Q

There are three methods of measuring the amount of work eligible for payment. What are they?

A
  1. stipulated sum contracts
  2. unit price contracts
  3. cost+fee contracts
156
Q

What establishes values for progress payments under cost + fee contracts?

A
  • receipts for material and equipment
  • payroll records
157
Q

When payment for stored materials is allowed, who ascertains that materials are properly stored in contractually designated areas?

A

A/E does this in order to certify/recommend requested payment by the contractor

158
Q

True or False:

Alternates should be clearly delineated in the specifications, but should not be addressed on the drawings in order to avoid confusion during the bidding process.

A

False;

Alternates should be clearly delineated on the drawings as well as addressed appropriately in the specifications.

159
Q

True or False:

Alternate prices are generally accepted as competitive market prices for additional work.

A

False.

If an alternate is not fully documented, the contractor must account for unknown factors by including additional funds in the alternate price to safeguard against financial loss. For this reason, the alternate prices may NOT be truly competitive market prices for the additional work.

160
Q

Generally, no work should begin until ___.

A

required pre-construction submittals have been submitted by the contractor AND reviewed by the A/E AND Owner.

161
Q

Construction documents are defined as the written and graphic documents prepared or assembled by the A/E for communicating the project design for construction and administering the construction contract.

A

A/E

162
Q

Contract documents include:

A
  • Contracting Forms (Agreement)
  • Conditions of the Contract (general and supplementary conditions, or owner-furnished general or special conditions)
  • Addenda, Revisions, Clarifications, and Modifications
  • Contract Drawings and Specifications
163
Q

True or False:

Specifications show the quantitative extent and relationships of elements to one another.

A

False

Drawings do this. Specifications describe QUALITY.

164
Q

What usually illustrates proposed details and techniques to show compliance with the contract documents?

A

shop drawings

165
Q

True or False:

Addenda are written or graphic information issued to clarify, revise, add to, or delete information in the original procurement documents or in previous addenda.

A

True

166
Q

Modifications after the construction agreement has been signed and may include additions to, deletions from, or modifications of the work to be done are accomplished by change orders, change directives, and ____.

A

architect’s supplemental instructions

167
Q

Most standard owner-A/E agreements and conditions of the contract indicate that the A/E will perform CCA and will periodically visit the construction site to:

A
  • ascertain progress and quality of the work
  • keep the owner informed of the progress of the work
  • conduct inspections to determine the dates for substantial and final completion
  • inform the owner of known deviations from the contract documents and defects and deficiencies observed in the work
168
Q

What records serve as an aid in future recollection of construction activity?

A

documentation created by CCA

169
Q

A/E’s record of site visits are for the benefit of ___.

A

A/E

170
Q

A submittal schedule is a valuable component of a ___.

A

construction progress schedule;

coordinate submittal schedule with construction progress schedule.

171
Q

True or False:

Contractor is responsible for preparing a construction progress schedule that shows the estimated start and completion dates of the major activities of the construction process.

A

True

172
Q

The Owner determines whether the schedule meets the owner’s requirements and expectations.

A

Owner

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