Properly produced, the E/A firm’s construction documents (CDs) should be correct, complete, clear, concise, and consistent (the “five Cs”), minimizing or eliminating any doubt on the part of the contractor performing the work.

In an ideal world, the contractor would follow the instructions embodied in the CD’s and, voila—a few months later, a flawlessly executed restoration.

However, in reality, there are important “construction administration” roles for the E/A to play as the contractor performs the work.

• Contractors occasionally propose substitutions—products or materials different than those specified in the CDs. The E/A considers these proposals and approves or rejects them.
• As construction progresses, the E/A’s team makes regular visits to the site to observe the progress and quality of the contractor’s work. Primary concerns include:
  • Is the work being executed in accordance with the CDs?
  • Resolving or modifying details contained in CDs in response to unanticipated field conditions
  • Verifying that the contractor’s applications for payment submitted to the owner are consistent with the work performed to date
• The E/A compiles and issues periodic “field reports” noting the completion percentage of each item of work, together with relevant comment, photographic documentation, and discussion of new or outstanding issues.

Ideally, the E/A uses a spreadsheet (or a database for large projects) that’s updated after each site visit, providing an illustrated, up-to-date record of progress and issues. It can be shared with both owner and contractor.

Change Orders

Change orders are modifications to the base construction contract. They stem from a variety of sources and usually increase the cost and sometimes extend the completion date of a project. For clients’ sake, the E/A firm should be dedicated to minimizing—if not eliminating—change orders.

More on change orders (and the virtue of avoiding them) in a future installment.