Session 1 Notes (Construction Documents Education Program)

PROJECT LIFE CYCLE

  • Definition: Sequence of phases from Project Conception to Facility Management; cycle can restart if the facility’s needs change (may include abandonment, demolition, or adaptive reuse).

  • Stages (in order): Project Conception → Project Delivery → Design → Construction Documents → Procurement → Construction → Facility Management.

  • Purpose: Align ongoing owner needs with planning, design, construction, and operation until re-evaluation or reuse.

PROJECT STAGES

PROJECT CONCEPTION STAGE

  • Planning for current and future needs and uses.

  • Life cycle costing; Program Evaluation (benefits/limitations).

  • Legal, insurance, and budget considerations.

  • Site selection and environmental concerns (impact studies, sustainability, energy efficiency).

  • Preliminary quality factors: Extent, Time (schedule), Cost (budget).

  • Primary participants: Owner and staff; Owner’s consultants/advisors; A/E and consultants may or may not participate.

PROJECT DELIVERY STAGE

  • Determine project delivery system.

  • Primary participants: Owner and staff; Owner’s consultants/advisors; A/E may assist.

DESIGN STAGE

  • Schematic Design Phase:

    • Review/evaluate owner’s program and budget.

    • Propose alternative designs; prepare schematic design documents; indicate scale and relationships.

  • Design Development Phase (Design Development):

    • Select and integrate materials and systems; review cost analysis.

    • Finalize design, basic materials, systems, and major execution decisions.

    • Drawings fix size/character of components and systems; outline specifications for materials, systems, workmanship.

    • Statement of probable cost; Owner review/approval required for continuation.

    • Primary participants: A/E and consultants; Owner and staff.

  • Construction Documents Stage (outline):

    • Prepare and issue construction drawings and project manual (specifications).

    • Continuous cost analysis.

    • Primary participants: A/E and consultants; Owner and staff.

PRELIMINARY PROJECT DESCRIPTION

  • Preliminary description documents owner’s program, preliminary systems/material decisions, and design/budget assumptions.

  • Includes Statement of Probable Cost.

  • Owner review/approval required to continue.

DESIGN DEVELOPMENT AND DOCUMENTATION SUMMARY

  • Design Development Phase: see above.

  • Construction Documents Stage: see above.

PROCUREMENT STAGE

  • Prepare bids/proposals; owner evaluates.

  • Negotiate with selected prime contractor.

  • Statement of base costs.

  • Execution of Owner/Contractor Agreement.

  • Primary participants: A/E, Owner, Contractor.

CONSTRUCTION STAGE

  • Period between agreement and final payment.

  • Contract administration time frame; cost additions/deductions.

  • Often includes pre-construction planning and post-completion punch list corrections.

  • Primary participants: Contractor; Owner; A/E (limited participation).

FACILITY MANAGEMENT STAGE

  • Ongoing services (basic or additional) after final payment.

  • Primary participants: Owner and staff; Facility Manager.

RELATIONSHIPS, EXPECTATIONS, AND COMMUNICATIONS

  • Of Owner: By A/E

    • Disclosure of information required by contract documents.

    • Clear chain of authority; availability for decisions.

    • Prompt processing of owner approvals/signatures; be reasonable and fair.

  • By Contractor

    • Prompt progress payments; expedite reviews/approvals; sound financing.

    • Minimize owner-generated changes; process changes promptly.

    • Provide reliable information about the site; accept partial occupancy when appropriate.

    • Be reasonable in achieving final completion.

  • Of A/E

    • By Owner: keep owner informed; be professional; keep costs within budget; protect owner’s interests; assist in decision making; help keep change orders fair.

    • By Contractor: expedite work; be responsive; be fair in interpretations of contract documents.

    • By Subcontractor: prompt pay applications and submittals.

    • By Testing Agency: clear definition of services; be present for tests; request clarifications when needed.

    • By Third Party: General Public (health and welfare), AHJ (codes compliance and prompt responses), Financial Institutions (information and certifications).

  • Of Contractor

    • By A/E: experienced, documented procedures; qualified superintendent; adherence to contract documents; cooperative and communicative; complete project/punch list items.

    • By Owner: financially sound; comply with contract documents; timely payments; complete on schedule; fair handling of changes; accommodate partial use.

    • Of Subcontractor: by A/E (shop drawings, product data, samples; color selections; closeout submittals; comply; attend meetings; respond to corrective work); by Contractor (timely submittals; adhere to schedule; comply).

COMMUNICATIONS

  • Lines of communication are defined by contract documents and project team relationships.

  • Formal directions:

    • Owner’s communications with Contractor: directed through A/E.

    • Contractor’s communications with Owner: directed through A/E.

    • A/E’s communications with Contractor personnel: through contractor’s superintendent or designee.

    • A/E’s communications with Subcontractors and Suppliers: through contractor.

    • Subcontractor’s communications with Owner and A/E: through contractor to A/E.

    • Contractor’s communications with Separate Contractors: through Owner; if A/E prepared contract docs for separate contractors, then through A/E.

    • Owner’s and Contractor’s communications with A/E’s Consultants: through A/E.

  • Casual or informal communications are allowed but should not undermine contract requirements; formal lines apply for requirements affecting the contract documents.