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Contract Administration Documents

July 27, 2011
During construction there is a lot of paperwork changes hands. The Architect, Contractor and Owner have to be able to clearly communicate with each other or a project is doomed. Over the years a set of documents have been developed to help facilitate this communication. Note that I have listed the AIA document numbers below, I wouldn’t worry too much about memorizing them, I doubt that level of detail will be on the ARE.  

Request for Information (RFI) (G716–2004); This is a question from the Contractor, directed to the Architect, asking for clarification or additional information concerning the Contract Documents.


Architects Supplemental Information (ASI) (G710–1992); Additional information that the Architect adds to the Contract Documents, that does not change the contract price and/or the schedule.


Change Order (G701–2001); a change to the Contract Documents that effects the contract price and/or the schedule. A price and/or schedule change iis agreed to and the document is signed by the Contractor, Architect and the Owner.


Constructing Change Directive (CCD); A document that is produced by the Architect when the cost or schedule impact of a change can not be agreed upon. When the Architect issues a CCD the Contractor is required to comply as it is part of the General Conditions.


Shop Drawings; The further development of the Contract Documents, that includes product literature and drawing of parts and components from manufactures. Shop drawings are produced by the Contractor and are reviewed by the Architect against the Contract Documents for compliance with the design intent.


Schedule; A document produced by the Contractor that lists tasks and important milestones and includes start and end dates. The schedule is updated monthly and is used to track the progress of construction.


Schedule of Values/Application for payment (G702–1992); A document produced by the Contractor that lists the work that needs to be completed with the associated monetary values. The schedule of values is produced at the beginning of the project and is agreed to by Architect. Every month during construction the Contractor submits an updated application for payment to get paid for the work he has completed.


Punch List; A document produced by the Architect that is a list of deficiencies in the building. The Contractor is obligated to repair or complete the items on the list.


Certificate of Substantial Completion (G704–2000); The point at which the work is substantially complete and the Owner can take beneficial occupancy. Meaning when the building can be used for it’s intended use. This document is produced by the Architect.


Certificate of Occupancy; A document that is produced by the Building Inspector that says that building is safe for use by the public.

Good luck on your next exam.
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