As architects, construction is the realization of our vision. Growing up in a family of builders, I treasured going to construction sites from an early age. I was fortunate to work with and learn from many skilled carpenters, plumbers, and electricians. It still excites me to see projects take shape during the construction phase, but before construction starts, many things must be considered.
First and foremost, it is important to keep in mind that construction projects are complex and require a team of experts who work cohesively to complete a project. Unfortunately, architects have a reputation of being black cape, uncompromising individuals like the fictional character Howard Roark of Ayn Rand’s The Fountainhead. The reality is that everyone on the team has a vital role to play, so humility is a characteristic we as architects need to maintain at all times.
Additionally, it is critical to enter the construction phase of a project with clear and specific documentation. If we want it built, we need to document it. Far too often, I hear “…but I wanted.” “…what I meant.” It is critical that we view our construction documents through the eyes of our construction partners during design. I find myself asking: “Is this drawing or detail going to create a request for information (RFI)?” “Is it clear to someone else who has not been knee-deep in design for the last 6 months?” “Have I taken the time to develop and edit the specification?” During the design process, it is important to take time to be our own detached observer within the project team to ensure the design documents illustrate our intent.
The pre-construction conference establishes the rules of the road for the project and is an excellent opportunity to create a collaborative environment. We should participate to help define our role during construction, the chain of communication, and the tools we will use to administer the project. In addition, it is helpful to review our services. Even with everyone’s experience, I find it important to reiterate our function since each project and project team can be nuanced, and our duties can change depending on our contract with the owner and the contract between the owner and contractor. In general, our role is to ensure the design intent is implemented. Specifically, our responsibilities fall under a few categories:
- Attending and participating in progress meetings
- Visiting the site and observing the contractor’s work to ensure design intent is being met
- Responding to contractor requests for information/clarification (RFI)
- Reviewing contractor submittals for general conformance to contract and construction documents
- Developing changes to the approved construction documents
- Reviewing contractor applications for payment
During progress meetings, we can participate by addressing design-related issues that may become an RFI. In addition, we can discuss contractor submittal comments and provide clarity. Also, we can identify when it is appropriate to visit the site.
Site visits are opportunities to become familiar with the progress of the project and ensure conformance to the construction documents. After the visit, we provide a site visit report that documents items that are not compliance with the construction documents. It is important to note that typically, only the owner has the right to reject work. Further, only the owner has the right to stop work. We provide a recommendation in which the owner can provide a decision and direction.
During construction, the contractor may have questions that require additional information and/or clarification. Architects may provide interpretations, clarification or recommend changes in work. RFIs are a tool to ensure a shared understanding of the project requirements. It is important that we respond clearly and in a timely manner with the goal of maintaining the design intent. An architect’s response can come in the form of a supplemental instruction, proposal request and/or a construction change directive. A supplemental instruction clarifies the construction documents, or it can provide a minor change to the construction documents not involving a change in contractor’s contract sum and time; whereas a proposal request or construction change directive can lead to a change in contract sum and/or time. It is important to be objective when evaluating an RFI and its response.
Goal: Maintain clarity and preserve design intent
Changes happen during construction, and no plan is perfectly executed. These changes can come from newly discovered information, new owner direction or a lack of clarity in the design. With a proposal request, revised documents are issued, and the contractor develops a proposal or a potential change order (PCO). We may support the owner with a review of the contractor’s proposal, and if acceptable, we will draft a change order. A change order is an agreement between the owner and contractor that documents the revision, the amended contract sum and duration. Further it authorizes the contractor to complete the revision. There are times when the work of a change needs to occur prior to the change order process being complete. In those cases, a construction change directive authorizes the contractor to move forward with the change while the adjustment to the contract sum and duration are being negotiated.
As part of validating the contractor understanding of the construction documents, we ask the contractor to prepare submittals. Submittals come in the form of product data, shop drawings, samples, certificates, warranties, operating and maintenance manuals. Submittals reflect the contractor’s intent and allow the design team to ensure the contractor’s intent aligns with the design team’s intent. The submittal process is an important part of the quality assurance and control process. Keeping in mind that the contractor is the author and responsible for the submittal, we review for general conformance to construction documents. The contractor will utilize the submittal process to coordinate the various trades on a project to ensure there is alignment, no gaps and no overlaps.
Architects play a critical part in supporting the project, owner and contractor. Our primary roles are to clarify our design intent and ensure our design intent is implemented. When the project is complete, it is satisfying to be a part of a team and see our ideas come to fruition.
Written by: Mike Parrott, President
