Masonry Magazine December 1984 Page. 24
PROJECT DOCUMENTATION
continued from page 17
tract is signed. If negotiation is involved, however, it is very important to carefully document all the negotiations and to be clear about what will be incorporated into the final contract. (Some of the documents produced at this time may actually be incorporated into the contract.) The documents generated during this period include:
Letters of intent.
Notes and minutes of negotiating meetings.
Notes and minutes of scheduling sessions.
Copies of all value engineering or other cost reduction proposals by owner, design professionals, contractors, subcontractors, manufacturers, and suppliers.
Cost reduction calculations.
Copies of all revisions made to the original design concept during this phase.
Bonds or bank guarantees payment and performance.
All contract documents.
Contract Signing
The contract signing period is more than a time for pro-forma exchange of documents. All parties should be sure to get everything to which they are entitled and be prepared to furnish all the documents they are required to give to the other side.
This is often the last chance to prepare for litigation with the hope of preventing it, and the last opportunity to obtain certain documents without the assistance of an attorney and the litigation process. The documentation during this phase includes, but is not limited to:
Copies of all contract documents-including the agreement, project specifications, and plans.
Insurance certificates.
Bonds.
Permits.
It is our experience that owners neglect to get these documents, leaving the task to the design professionals. Be sure that you, the owner, get your own copy and be sure the invitation to bid the special conditions, and other bid documents spell out your right to receive them.
The contractor should check all contract documents as he signs them. Each party should save one complete set of all contract documents. They should be placed somewhere where they will not be marked up or written on.
The Construction Phase
An orientation meeting should stress the importance of maintaining records for the sake of good project administration and as a standard practice. These include:
Owner/consultants/construction manager/general contractor/subcontractor/controlling agency/etc. correspondence files.
Notice to proceed.
Schedules and each update.
Notes and minutes of job meetings and conferences.
Oral instructions (confirm in writing).
Additional or supplemental drawings.
Revised drawings (keep a copy of each revision since it's impossible to reconstruct the sequence of revisions by looking at the most recent revision).
Field Orders (number these in order).
Drawing logs.
Submittal logs (samples-shop drawings) including approvals and rejections.
Photographs.
Cost records.