Summertime…and Construction Administration is Busy
Summer is an especially busy time for us in Construction Administration. What is Construction Administration (CA)? It is a broad term for the phase of the project that occurs after the design is completed, that carries through construction and the warranty period. This may look a bit different depending on the type of project delivery method used on the project. For simplicity’s sake, this article reflects a Design-Bid-Build or Competitive Sealed Proposal (CSP) type of project delivery. These are the most straightforward and widely recognized.
What Happens During Construction Administration?
During the CA phase, the design team shifts focus, and in O’Connell Robertson’s case, incorporates another team of our internal experts. The design team is still involved in CA, but there is also a dedicated group of people that specialize in the management of the CA process. They have experience in the construction industry and have a unique perspective on how the process works, and how to interact as a liaison between the design team, construction team and owner during the project, and beyond.
Construction Administration ensures that the project is built according to the specified standards, plans, and designs. It involves regular observations and quality checks to maintain the desired level of quality. Responsibilities for the Architect during the CA phase of the project are split between office time and job site visits (in the field). Field activities include attending project meetings, performing site observations, evaluating payment applications, reviewing mock-ups, and answering requests for information (RFIs). Other items are accomplished from the office, such as issuing field reports, reviewing product submittals, enforcing project schedule, managing changes, and ensuring contract conformance. CA provides a record of decisions, changes, approvals, and project progress.
Construction Administration is Important Because…
CA is not just passing the stacks of paperwork between the parties involved, although it seems that way when you’re in the thick of reviewing submittals. Construction Administration identifies and mitigates risks that could impact the project timeline, budget, or quality. Clear communication fosters collaboration, problem-solving, and decision-making, thereby enhancing project efficiency. The Construction Administration team must wear many hats throughout the process to ensure the project moves forward. The CA is the traffic cop, the accountant, the investigator, the mediator, the photographer, archivist, and ultimately the trusted advisor. Not to mention that during the project while wearing all of these hats, sometimes at the same time, it must all be done with professionalism and expediency.
Summer Scheduling Gets Intense
Why is summer so busy? The main reason is that a large portion of our clients are in the education realm. As you know, most schools are out for summer, or curriculum significantly decreased over the short summer months. Construction activities are dirty, disruptive, loud, and dangerous. To maximize productivity and lessen risk, much of the construction at schools is consolidated to make use of vacated classrooms, gyms, and cafeterias. Unfortunately, that means that the CA process gets compressed into a few short months of intense activity, quick responses, and numerous site visits. All hands are working together toward getting staff and students back in class by the start of the new semester.
No matter what RFIs come up or how many submittals are reviewed, the deadline steadily moves closer. The CA must remain vigilant to keep all parts of the team moving toward the same goal. The goal is to turn the hard work the design team and owner did at the beginning of the project to map out the mission of the project and document it; and now, to take that stack of paper (the contract documents) and realize them in stone, concrete, glass, and steel.
Communication, Coordination and Collaboration
Throughout the construction administration process, effective communication, coordination, and collaboration among all project stakeholders (owners, designers, contractors, subcontractors, consultants, and regulatory authorities) are essential to ensure that the project progresses smoothly and achieves its objectives within the defined scope, schedule, and budget constraints. CA is there to rally the troops to march in step with each other, to resolve conflicts and execute the mission.