During Construction

Architecture


	During Construction

The Architect's Role During Construction
After contracts for construction have been signed, the architect meets with the contractor to review planning for the project and requests a breakdown of construction costs which are used to assist the architect in determining the amount of payment to the contractor as work progresses. The contractor may be given the list of required inspection points in order to advise the architect 24 hours in advance of readiness for inspection.

The architect arranges with the client to provide the contractor with copies of the Certification of Fire Insurance coverage (protecting the contractor's interest as well as the client's). Also required are certificates from the contractor's insurance company showing that policies for workmen's compensation insurance and liability insurance are paid up and are in full effect before the work is started.

The architect sees that building permits are secured, explains to the contractor procedures to be followed in filing requests for payment, requests for inspections and personnel in his office to be contacted on various items.

Shop Drawings
One of the most important phases of the architect's supervision is the checking of shop drawings which are furnished by fabricators and suppliers of equipment or materials. These include structural steel, windows and other factory-prepared materials such as hardware, lighting and plumbing fixtures. The architect checks these drawings for accuracy against working drawings and specifications, calls for corrections and approves final shop drawings for the contractor. This checking does not relieve the contractor of responsibility for doing his own checking as to job conditions and job measurements.

Inspection
The architect will ascertain whether work is being executed in conformity with working drawings and specifications or directions. This typically includes two or three visits to an active construction site weekly.

It is within the architect's authority to cause the contractor to tear out work improperly done and require it to be done correctly. The architect's greatest contribution during construction is to foresee the problem points and discuss them with the contractor. This will prevent mistakes that cause delays, increase the contractor's costs and cause disagreements.

If a project is a considerable distance from the architect's office, he may have stipulated in the contract that compensation for inspection travel expenses, or for those beyond a specified number of visits, will be reviewed.

Inspection Continued...

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Interpretation
As work progresses, the contractor or material suppliers will request interpretation from the architect's office. These must be made promptly by those on the architect's staff most familiar with the work. Interpretations are normally made without notice to the client. Any interpretations which effect a change from the contract plans and specifications will be reported to the client. At times conferences must be held among the architect's staff, consulting engineers and contractor to work out acceptable construction procedure.

Change Orders
As actual construction progresses, items may be discovered as having been omitted from the plans. Or, the client upon seeing the work in its context may feel a change in the building is required or desirable. At that point a change order proposal is prepared. It is submitted to the contractor for completion of the added cost or reduction in cost and for signature, and then submitted to the client for acceptance of the change order. Each party receives a copy of the change order for his/her record.

One of the most common types of unforeseen items is the encountering of soil conditions which require deeper footings, rock excavation or unusual drainage. Normally, a "unit" cost for additional excavation and concrete is called for in the specifications to make computations of additional cost easier.

Volunteer Labor
While the use of volunteer labor has been important to the erection of some church buildings, in some cases it has not been very successful. Original enthusiasm dissipates and a few loyal members end up carrying the burden of completion. All decisions for the use of volunteer labor should be made prior to signing contracts.

If volunteer labor is to be considered, a survey should be made of skills available. The architect normally will help in planning a program that will use these skills to best advantage. The bid documents will exclude that work which is to be done with volunteer labor. The architect's fees will need to be calculated on the market value of the work done by volunteer labor. Additional alternatives might be taken to determine if these sections might be included in the basic contract and, if not possible, serve as a basis for figuring the architect's fees on those sections of work.

Mechanical Systems
Detailed plans of the heating, plumbing and electrical work are very carefully worked out by those skilled in these special fields. During construction and at the completion of construction, the same persons will check the building under the architect's direction.

The contractor is required to include as part of the contract an allowance for the cost of "balancing" the mechanical system. Because duct work and piping noise are very objectionable, proper balancing for the distribution of heat and for elimination of undue noise is important. When projects are finished during the off-season, it is necessary to wait until start of the next season before final balancing can be accomplished.

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Arbitration
If disputes arise between the owner and the contractor, the architect will attempt to settle them fairly and justly. The owner should remember that an architect has a professional responsibility to be fair to both parties even though the architect is being paid by the owner. Courts of law have long respected this position.

When situations arise which cannot be settled agreeably between the contractor and the owner, either party has the right to request arbitration proceedings. These are arranged under procedures contained in the Owner-Contractor Agreement. However, both should remember that arbitration proceedings are expensive. Carrying a dispute to arbitration does not guarantee that the decision will go the way the client desires. Most disputes which arise on a job can be settled justly by an experienced architect.

Owner's Records
The architect should secure for the owner a set of final plans and specifications ("as built drawings") on which the contractor has recorded all changes which were made during construction and the location of supply and waste lines which are hidden from view. The Contractor will also be required to furnish a binder of specs of equipment furnished. These can prove to be very valuable in future years when maintenance problems arise or when additions to the building are made.

Final Inspection
The architect will make a pre-final inspection of the building when the contractor states the building is finished. Buildings are checked for completeness and a "punch list" of items to be finished is developed. After the contractor has completed those items, the architect will ask the owner to review the building and provide a list of items which are of concern to him/her. Such a list may contain items which are not a part of the contract or "punch list", so the architect must prepare the final "punch list" and deliver it to the contractor with a copy to the owner. Upon completion of items on the "punch list", the contractor will notify the architect who will make a final inspection according to plans and specifications.

When the building is completed to the architect's satisfaction, a "final certificate" will be prepared and whatever steps are necessary to protect the interest of the owner in determining that the contractor's bills for labor and materials have been paid completely will be taken.

Guarantees
Specifications will require the contractor to provide a guarantee, protecting the owner from faulty workmanship on materials for one year. The warranty period usually begins at the date of the certificate of substantial completion.
Some other Items such as roofs and HVAC equipment may have longer warranty periods.

If completion is prevented by non-delivery of certain items or the adjustment of control apparatus which does not prevent the use of the building, the architect may certify to the owner that the building is in a state of "substantial completion". In this case the hold-back of funds due the contractor is reduced to a reasonable amount to cover only the work yet undone.

During the 12 month period after accepting the building, the architect is usually available to review any problems which arise and to instruct the contractor if there are deficiencies. Problems should be reported promptly to the architect. If it is necessary for the owner to contact the contractor or sub-contractor because of an emergency (such as leaking water pipe), the architect also should be advised.