Contract Administration and Recordkeeping
Administering the contract
Once the design is bid, the designer's role shifts to administration: submittal review, pre-construction conference, daily logs, change order control, progress meetings, and final acceptance tied to clearance documentation. The project monitor observes work practices and verifies compliance; the designer confirms the work matches the specification. Key records: the inspection report, abatement plan, daily logs, air monitoring results, clearance documentation, waste manifests, and training/accreditation records for workers and supervisors. AHERA requires schools to maintain records and to notify occupants and parents annually of asbestos activity.
Traps
Questions test who owns which record and for how long. Another trap: accepting a change order that alters work practices without re-evaluating the design or clearance criteria. Watch for confusion between the contractor's supervisor (directs the work) and the project monitor/designer (observes and verifies) - the monitor does not direct the contractor's employees.
Rule of thumb
"Document as you go; you cannot reconstruct compliance later." Worked example: a contractor proposes switching from full containment to glove bags mid-project - require a written change request, designer review against the assessment data, and revised clearance criteria before approval, then log the decision.