Construction Documentation and Administration
What to know
Construction Documentation and Administration covers drawings, specifications, schedules, details, bidding, contracts, submittals, RFIs, change orders, payment applications, and closeout. Know the document hierarchy, CSI MasterFormat divisions, and the difference between design intent and means and methods. Understand the landscape architect's construction-phase role: observe, review submittals, respond to RFIs, and document decisions.
Traps
Do not confuse an RFI with a change order. An RFI requests clarification; a change order modifies scope, price, or time. A submittal is not automatic approval of a deviation, and shop drawings are contractor-prepared. Verbal instructions are risky: confirm them in writing. Pay applications are not certified by the landscape architect unless the contract says so. Watch retainage, lien waivers, substantial versus final completion, and warranty start dates. If drawings and specifications conflict, know the contract's stated order of precedence.
Worked example
Contract sum is $500,000 with 10% retainage. The third pay application is 40% complete. Earned to date = $200,000. Retainage = $20,000, so approved payment before prior payments = $180,000. If prior payments totaled $90,000, the current payment is $90,000. Always subtract previous payments and verify stored materials.
Rule of thumb: every field question should leave a paper trail: RFI, response, and change order if cost or time changes.