L3 - Contract Administration through Project Phases

Question 1

Team building and communications in Pre-Design Phase

Answer 1

Goal is to develop a collaborative culture, a project team that relies on each other’s strengths, and compensates for each other’s weaknesses.
Important from a CA perspective.
Must support, not re-write contracts.
Should have owner’s support.

Question 2

Why is project documentation important?

Answer 2

Conformance to contract.
Quality in construction.
Project control.
Responsive problem solving.
Resolution of disputes / claims avoidance.
Preparation for litigation.

Question 3

Records and Management plan

Answer 3

Organization.
Project documentation.
Tracking and follow-up.
Software utilized.

Question 4

Issues Book

Answer 4

Identify issues as you go:
-Field conflicts
-RFI’s
-Clarification
-Change orders
-Contractor problems
Keep all documents related to the particular issue in one place.
Use notebooks with an index/numbered tabs.
Copy and file documents to the tabs as you go.

Question 5

Key items to include in the Issues Book

Answer 5

Correspondence.
Notes.
Meeting minutes.
Diary pages.
Photos.
Contract details.
Specifications.
Submittals.

Question 6

Key items to document

Answer 6

Pay quantities.
Contractor problems.
Work performed.
Work scheduled and not performed.
As-built schedule.
Teleconferences and meetings.
Work sequence (logic): types of restraint.
Equipment and crew.
Production.
Methods of work.
Job conditions.
Extra work.
Field books.
CM's reports.
Project diary.
Anything relevant.

Question 7

How to document FAT

Answer 7

FACTUAL:
-stick to the facts.
-Don't editorialize.
-Let the facts speak for themselves.
-Try to be objective.
ACCURATE
-Not credible if not accurate.
-Verify facts, don't guess or assume.
-Don't rely on second-hand info.
-Quote sources of info.
TIMELY
-Memory fades with time.
-Record and document as you go.
-Follow-up with oral agreements and directives.

Question 8

Photos and videos

Answer 8

Capture images at regular intervals.
Always take from a standard location.
Record working conditions, progress, problems.
Be sure to identify date, location, what is being looked at, who took the image.

Question 9

Complete meeting minutes include the following

Answer 9

Date, time, location.
List of attendees.
Minutes author.
Sequential numbered items of discussion.
Agreements, disagreements.
Problems.
Actions and decisions.
Follow-up: action item, contact person, due date.

Question 10

Additional documentation

Answer 10

Correspondence
Telephone conversations
Project schedule

Question 11

Documentation of As-Builts

Answer 11

Is the owner’s final record of the project and must be accurate.
Actual as-built conditions such as:
-Footing depth
-Pipe inverts.
-Relocated utilities.
Agreed construction changes.
Completion dates for structures and section of work.

Question 12

Tools for tracking project details

Answer 12

Document log.
Submittal log.
Material status report.
Follow-up list.
Change order log.
RFI log.
issues book.
Reports

Question 13

Document log includes

Answer 13

Doc #
Description
Doc type
From/to whom
Document date
Date received
Action (by whom, type, date)
Comments

Question 14

Submittal log includes

Answer 14

Doc #
Sub
Description
Date received
Review ( by whom, sent/return date)
Contractor date
Action type
Comments