The construction phase, of course, is the execution of the work as required by the contract documents when the building is finally built.

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1 L1C4: Commercial Building Fundamentals Lesson 7 Study Guide Construction The construction phase, of course, is the execution of the work as required by the contract documents when the building is finally built. Time frame. The construction administration phase is by far the longest phase of a commercial project. In our sample project, construction lasts 235 days much longer than any phase so far. Documents. By the time the contract is awarded and construction begins, the Construction Documents contain contract documents, contract forms, contract conditions, the specs and drawings (including any contract modifications that arise either during this phase or that arose as a result of the bidding and negotiation process), plus any addenda that made it into the bid. Contract Management Typically, the A/E will administer the construction contract, while the Contractor typically manages the project. What s critical here is to recognize that managing the contract for construction and managing the construction are not the same thing. Managing the contract essentially means managing the relationships between all parties involved in completing the building. Consider just the wall system as an example. To construct that wall, we usually think of the physical elements. We need to know what the wall system is, how it s going to be built, how the different components interface with each other, and what it s going to cost to build. But this tells us nothing about who s supposed to do what, when it s supposed to happen, how the contract is written, how all the players will get paid, how they will be indemnified, what types of bonds they must have, etc. However, all these details are required to see a commercial building through to completion. Submittals. As soon as construction begins, submittals usually begin to pour in for review by the A/E and the Owner. Although the project has been completely designed, the outcome of the design the completed project depends on the Contractor's interpretation of the design documents. To ensure that this

2 interpretation is consistent with the design, every commercial job involves a process of submitting information, reviewing it, and then approving this information. "Shop drawings" is a term often used by construction professionals as a synonym for submittals. Both terms refer to materials prepared or assembled by the Contractor to show the details of some facet of the project. However, "submittals" is a much broader term that includes shop drawings; working drawings; contract documentation; catalog cuts; mill certifications; concrete and mortar mix designs; quality control reports; samples; schedules; third-party approvals; and any other material which the specifications require the Contractor to present as an illustration of some aspect of the work or to demonstrate adherence to the requirements of the plans and specifications. Submittals also include a raft of contract and administrative documentation, such as material bonds; proof of insurance; daily reports; the Contractor's safety program; accident reports; survey records; qualification statements and work experience records for certain key personnel and key subcontractors; copies of permits; secondary survey control documentation; copies of easements; and breakdowns of lump-sum bid items for partial payments. These submittals provide evidence that the Contractor can function as a viable business entity and help ensure that the Contractor is managing the project in a manner consistent with accepted practices. Receiving and reviewing all these documents, as well as going to the building site for periodic observation, comprises the contract administration. Often, this is performed by the A/E, though it may be a Construction Manager, or even the Owner. Observation services include visits to the site at intervals appropriate to the stage of the work or as otherwise agreed to by the Owner and Architect in writing. The purpose of these visits is to become familiar with the progress and quality of the work completed, and to determine, in general, if the work will be in accordance with the contract documents when completed. These visits also help in the preparation of related reports and communications. Typically, the person who takes on the observation role is evaluating the progress with respect to the schedule and progress payments, as well as numerous other things. Testing and inspection services. Contract administration also involves testing and inspection services, which are similar to observation, except that the focus is typically on the physical aspects of the building. Moisture buildup plays a big role in these tests. For example, the A/E may inspect a roof installation at various times to ensure that one layer is not being installed over a wet assembly. Or the A/E may be examining the intersections where roofing meets other building components to ensure these are flashed correctly, or that materials have been protected from the weather prior to and during installation.

3 Supplemental documentation typically involves change orders and quotation requests. Change orders are inevitable. They are usually more numerous when the low bidder is accepted for the job. In this situation, the Contractor has probably figured costs so tightly that if something happens for example, material prices skyrocket his only way to make up the difference is to use change orders. One solution is not to take the low bidder, because a higher bidder likely has built in a contingency reserve to draw upon to weather price increases and other unforeseen circumstances. Most change orders result in negotiations about controlling costs or maintaining quality. The Owner's representative, whether the A/E or CM or someone else hired for that purpose, must review each change, examine why it has been requested, and whether it is an equivalent change. Often, there are trade-offs made in this negotiation and considerable discussion. Every change that's accepted will require the Design team to amend the drawings and specifications, so that these documents describe work that will be added, deleted, or modified. In addition, the Owner's representative must review the impact of the change on the schedule, negotiate the cost and equivalency of the change, and coordinate communications, approvals, notifications, and records to document the change in the work. Cost accounting remains an important procedural issue in administrating the contract as progress payments are doled out and designated portions of the job are deemed acceptable to the Owner. Change orders may have an impact on the budget along the way. Contingencies or test results may result in added expenses, and these have to be tallied against the budget throughout the process. Near close-out, money is often withheld to resolve the punch list. This may result in notification to the Owner of any deficiencies. Close-out involves detailed inspections to determine that the Contractor's work conforms to the contract documents. A punchlist is compiled and, as items are completed or corrected, they are inspected and checked off. This process creates a series of other steps, including: determining the amounts to be withheld until final completion. securing and receipt of consent of surety or sureties, if any, to reduction in or partial release of retainage. issuing certificates of substantial completion as work is performed. inspecting (upon notice by contractors) work to determine readiness for final inspection and acceptance. notifying the Owner and Contractors of deficiencies found in follow-up inspections, if any. Eventually, a final inspection with the Owner's representative verifies the final completion of the work, which will permit occupancy. This final inspection generates its own set of paperwork to satisfy legal obligations, including:

4 completion of as-built drawings. delivery of Certificate of Occupancy. receipt and transmittal of warranties, affidavits, receipts, releases and waivers of liens or bonds indemnifying the owner against liens. securing and receipt of consent of surety or sureties, if any, to the making of final payments, issuance of final certificates of payment. Part of close-out involves an evaluation of all the systems in the building, such as the HVAC equipment and fire safety systems. These evaluations typically require a period of "testing, adjusting, and balancing" to ensure that the equipment works and is calibrated the way it s supposed to be for startup of the building. Such assessments often include an analysis of airflow and pressure testing, as well as temperature and air sampling. Commissioning. Commissioning the building includes testing, adjusting, and balancing, but it is more than that. It often involves assessing the electrical, lighting, and other unique systems. The commissioning agent examines how these systems interact with the control system and how it interacts with the energy conservation/management system. The agent also determines whether all systems are working as designed and are calibrated to perform optimally. Codes and Standards Although the design has been deemed in compliance, the actual building must be deemed so as well. Throughout the construction process, building inspectors conduct periodic examinations of the work as it s completed. On a commercial project, these inspections can be quite involved. Typically, all major systems are inspected separately. Depending on the type of building, these may include mechanical, electrical, plumbing, medical gas, fire prevention, technical, landscape, food service, or pool inspections. SUMMARY: Roles and Responsibilities Owner Team Acceptance of the Work Payment Certificates Design Team Represent Owner; Observe the Work; Certify/Recommend Payment Applications; Interpret Contract Documents; Resolve Disputes; Modify Contract Documents; Perform Inspections; Review Submittals; Coordinate Submittals

5 Shop Drawings, Product Data, Samples, Test Reports, and Change Order Data Contractor Team Execute Design Permits, Schedules, Shop Drawings, Certificates, Record Documents, Warranties, Operation and Maintenance Data Supplier Team Provide guidance/technical assistance Furnish materials or supplies for installation by the Contractor or Subcontractors; Train, oversee and/or assist in installation of products or assemblies; Assist with creation and testing of mockup assemblies, as required; Inspect installed product and approve installation for issuance of manufacturer s warranty; Document product installation Role of the Tyvek Specialist. At this stage in the process, the Specialist is again defending the product. Prior to Construction, the Specialist focused on defending the system making sure the wall system favored the product. The focus is now on the product: The job has been bid and Tyvek has been specified. Now the Specialist must review the construction schedule to make sure the product is delivered on time; and must be available to the Contractor at the time of installation to ensure that is goes in properly. The Specialist will want to make sure the Contractor has no problem getting the product, storing it, or installing it, and should be available to troubleshoot any unforeseen conditions, if necessary. A lot can change in the course of Construction. Some surface condition or assembly detail may change the way the weather barrier is attached to the assembly, or something unanticipated can emerge on site that may require a change in the way Tyvek is installed. The Specialist needs to be able to handle questions from the field or from the A/E about how to proceed when such a change occurs. Most of the time, only small questions will need to be answered, or training conducted for a crew to ensure proper installation. Mockup assemblies may be called for to demonstrate how the wall system will be built. In this case, the Specialist will want to bring the Tyvek and oversee its installation in the model assembly or at the very least inspect the installation product to determine if it s appropriate. Finally, during a commissioning process when the building is taken for a "dry run," so to speak, the Specialist should be available to help the commissioning agent understand the purpose of all the components in the wall system and how they will perform over the life of the building.