Administrative Procedures & Protocols
Administrative Procedures & Protocols
Contract administration is largely about written communication and time. Master the instruments: RFI (contractor's question; the architect answers; no change to cost or time), submittals (shop drawings, product data, samples, mock-ups) returned with one of four actions - approved, approved as noted, revise and resubmit, or rejected - plus supplemental instructions (ASI), minor changes in the work, construction change directives (CCD), and change orders.
Key distinctions examiners test: a minor change does not affect contract sum or time; an ASI clarifies but does not modify the contract; a CCD orders work before price and time are agreed and converts to a change order later; a change order is signed by owner, contractor, and architect. Shop-drawing review does not relieve the contractor of responsibility for errors and does not authorize deviation from the contract documents.
Payment runs on applications for payment (G702/G703) supported by a schedule of values and lien waivers; the architect's certification is a representation, not a warranty. Retainage (commonly 5%) protects the owner; liquidated damages compensate for delay. Notices must be timely and written; claims typically proceed to mediation, then binding arbitration, with the architect's decisions subject to that process.
Rule of thumb: Nothing verbal, nothing unsigned. A contractor calls about a beam clashing with ductwork: the architect issues an RFI response; if cost is involved, the contractor submits a change order proposal with a cost breakdown; the architect recommends; the owner signs. No signed change order means no additional payment.