Construction Documents
Construction Documents are drawings and written documents used for the following:
1. Bidding
2. Contract preparation
3. Construction
4. Building permit
5. Appraising and financing the project
Construction Documents are also called "Contract Documents," or during the bidding phase they are called "Bid Documents." "Contract documents" are the drawings and written documents which form the legal agreement between the Owner and the Contractor.
Items which make up the construction (contract) documents:
1. Drawings
2. Specifications
3. General Conditions of the Contract for Construction (AIA Standard document A201)
4. Supplementary Conditions (written specifically for the project)
5. Special Conditions
6. Agreement between Owner and Contractor (AIA Standard document A101)
7. Addenda (changes made before Owner and Contractor sign an Agreement)
8. Change Orders (changes made after Owner and Contractor sign an Agreement)
Who may prepare contract documents:
1. Architects:
In Illinois, and most other states, Architects are required to prepare all documents for construction of all new buildings for human occupancy except for single family and 2-family dwellings and all remodeling of buildings where structural changes will be made or where life safety issues are involved.
2. Structural Engineers:
In Illinois, and most other states, Structural Engineers may prepare contract documents for a "structure" where such structure is not used for human occupancy.
3. "Spec Writers:"
Spec Writers prepare descriptions of work to be done for housing rehab.
This type of work does not usually fall under architectural act, because it is not usually the type of work where bearing walls are removed or life safety changes are made.
4. Owners:
In Illinois, and most other states, Owners of a property may prepare drawings for single family and two-family dwellings.
5. Interior Designers
Interior Designers may prepare contract documents for interior changes to buildings which do not involve structural or life safety changes. For example, they may prepare drawings that locate non-structural and movable partitions and furniture. In Illinois and many other states, an Interior Designer must be registered by the state to use the title "Interior Designer."
6. Interior Decorators
Interior Decorators usually are limited by the scope of their education and experience to preparing contract documents for "decorating" work, which includes, painting walls and ceilings, installation of floor coverings, furniture installation, draperies and blinds.
7. Space Planners/Facilities Managers
Space Planners and Facilities Managers work as Interior Designers in commercial office buildings. They may prepare contract documents for moving or installing non-structural partitions and furniture.
8. Landscape Architects
Landscape architects prepare contract documents for exterior planting, sidewalks, patios and exterior furniture. In Illinois and many other states, a Landscape Architect must be registered by the state to use the title "Landscape Architect."
9. Contractors
Contractors or their sub-contractors are permited in most states to prepare "shop drawings" for certain construction items such as toilet partitions, ductwork, millwork (built-in furniture), metal stairs and handrails. "Shop drawings" and are used by the sub-contractor to build the specialty item in their shop. The contractor will need to have a structural engineer review and seal and sign the drawings if they the element is structural in nature, such as metal stairs.
10. Material Suppliers or Fabricators
Material Suppliers and Fabricators are permited in most states to prepare "shop drawings" for certain prefabricated items such as connections of steel framing or wood trusses. They will need to have a structural engineer review and seal and sign the drawings.
What are "Scope" documents?
They are used in "fast track" projects
They are a basis for the contractor's "Guaranteed Maximum Price" (GMP)
They continue to be completed while the project is being built
Ultimately they become complete contract documents before the project is completely built
Preparation Concerns
Need for accuracy and completeness
Legal liabilities of person who prepares contract documents
Length of time typically required to prepare them
Quality assurance issues in preparation and in use
Errors
Omissions
Assignment of responsibility for errors and ommissions
Design changes during construction
Construction related
Owner request
Required to make the design work
The use of contractor's proposal as contract documents is not recommended
The use of contract documents in monitoring the Work during construction
Perfection of performance under contract documents
Architects, engineers and designers are considere as "Agents" of the Owner under the law and are held to a "reasonable" standard of perfection in performance of the preparation of the construction documents
Contractors are considerd "Vendors" under the law and are held to a high standard of perfection in performance of the construction
Drawings
All drawings must be assigned a sheet number. The sheet number should appear in the lower right corner of the drawing.
The first letter of a sheet number indicates the discipline name. Immediately after this is a three-digit number indicating the type of drawing and its sequence in the set. Thus, a typical drawing sheet number would look like this: A101. This would be the first architectural plan, usually the site plan or the basement floor plan. Sheets should be numbered consecutively within a series from 01 to 99.
Sheets are bound into “sets” and should be organized in the following sequence of disciplines:
C = Civil
L = Landscape
A = Architectural
S = Structural
M = Mechanical
P = Plumbing
Q=Equipment (freezers, refrigerators, etc.: premanufactured items that are built-in and need to be connected to water, sewer, electrictity or gas)
F = Fire Protection (fire sprinklers, standpipes, fire extinguishers)
E = Electrical (power and lighting)
T = Telecommunications (telephone, CCTV, cable, wired computer network, intercom, sound, and security)
I = Interior FurnishingsDrawings within a discipline shall be numbered sequentially with three-digit numbers according with the following system:
100 series: site plans, floor plans, and reflected ceiling plans, selective demolition plans – starting with A101, which is usually the site plan.
200 series: exterior elevations – starting with A201
300 series: building sections – starting with A301
400 series: large scale "blown up" plans, elevations and wall sections – starting with A401
500 series: details and interior elevations – starting with A501
600 series: schedules (such as room finish schedule, door schedule, window schedule) and diagrams (plumbing riser diagrams, single line electrical diagram) - on small projects, schedules and diagrams can be included on the plan sheets - starting with A601
Project Manual
Click here for an example of a Project Manual
The "Project Manual" is a bound written document that forms part of the Contract Documents and includes the following:
Index of Documents
List of Drawings
Invitation to Bid
Instructions to BiddersGeneral Conditions (AIA A201),includes the following sections:
Definitions
Owner's responsibilities
Owner's Right to stop work
Contractor's responsibilities
Review of Contract Documents and Field Conditions
Supervision
Labor and Materials
Warranties
Taxes
Permits
Allowances
Construction Schedules
Documents and Samples
Cutting and Patching
Cleaning up
Indemnification
Architect's Responsibilities
Administration of the Contract
Claims and disputes
Mediation
Arbitration
Law suit
Subcontractors
Construction by Owner
Changes
Time
Payments
Partial Occupancy and Use
Final Completion
Safety
Insurance and Bonds
Correction of the Work
TerminationSupplementary Conditions
Forms
Bid Form
Form of Contract (AIA A101)
Guarantee
Certificate of Insurance
Technical Specifications
Click here for an example of a specification section
Specifications are organized by the "CSI" (Construction Specifications Institute) MasterFormat system as follows:
Division 1: General Requirements
Division 2: Existing Conditions
Division 3: Concrete
Division 4: Masonry
Division 5: Metals
Division 6: Wood, Plastics and Composites
Division 7: Thermal and Moisture Protection
Division 8: Openings
Division 9: Finishes (interior finishes)
Division 10: Specialties (for example, signs, toilet accessories)
Division 11: Equipment (for example, kitchen equipment)
Division 12: Furnishings
Division 13: Special Construction (for example, greenhouses)
Division 14: Conveying Equipment (elevators, escalators, lifts)
Division 21: Fire Suppression
Division 22: Plumbing
Division 23: Heating, Ventilating and Air Conditioning
Division 26: Electrical
Division 27: Communications
Division 28: Electronic Safety and Security
Division 31: Earthwork
Division 32: Exterior Improvements
Division 33: UtilitiesClick here for a detailed list of CSI MasterFormat 2004 Numbers and Titles
Product Research
Check on product availability (is it still being made)
Check on product accessibility (what is the delivery time)
Build in competition (do not specify one source for a product)
Cost Estimate
Cost estimates are organized by the "Uniformat" system as follows:
1 - Foundations
2 - Substructures
3 - Superstructure
4 - Exterior Closure
5 - Roofing
6 - Interior Construction
7 - Conveying
8 - Mechanical
9 - Electrical
10 - General Conditions (insurance, bonds, unemployment taxes, overtime, professional services, schedules
11 - Specialties (Furniture, millwork)
12 - Site work
Cost estimates are made at several stages of the project:
1. Feasibility Phase
2. Schematic Design Phase
3. Design Development Phase
4. Construction Document Phase
Quality Assurance System
Coordinate engineer's drawings
Checking of documents
"Redi-Check" system
Check lists
Peer Review