Construction Administration (CA) begins after design is complete and permits are approved by the jurisdiction.
The contractor is responsible for means, methods, labor, and schedule.
The architect’s role shifts to observer, interpreter of the drawings, and keeper of the record to help ensure the project is built in accordance with the Construction Documents.
Bottom Line
- Construction Administration is professional, billable work defined by your contract.
- RFIs are expected and billable—they protect quality and keep the project moving; they are not "free contractor training."
- Renovations = surprises. Any rework of the design to address unforeseen conditions is CA and is billed per the contract.
How We Work (and How We Bill)
- All CA work billable and is compensated per the contract. (Always review the Architect's contract to verify how CA will be billed)
- Response time matters and has a cost. Faster turnarounds, off-hours reviews, or urgent site visits are billed at the contract rate(s) and may include premium rates if defined in the contract.
- Travel and reimbursables (mileage, prints, couriers, special testing coordination, etc.) are billed per contract terms.
Core CA Services You Can Expect
- Site Visits (Observations): Scheduled at agreed intervals (e.g., weekly/biweekly) and at key milestones (e.g., before drywall). Usually to observe general progress and alignment with the drawings—not to supervise means and methods or provide full-time inspection.
- Submittal & Shop Drawing Review: We review materials, equipment, and product data for conformance with design intent. We do not re-engineer the contractor’s means/methods or assume fabricator/installer responsibilities.
- RFIs (Requests for Information): RFIs are a core part of CA and are billable. GCs vary widely in experience; it is not the architect’s job to handhold a contractor for free. We answer RFIs to clarify the documents, maintain design intent, and keep records. Responses may be written, sketches, or supplemental details. (See RFI explanation below)
- Pay Application Review (if in scope):We review the contractor’s payment requests to certify amounts based on observed progress and stored materials, per contract procedures.
- Change Management: When a change is requested or required, we document it and, if it affects cost/time, issue formal change documentation for owner review/approval.
- Closeout & Punch List: Near substantial completion, we help develop and verify the punch list and track correction of items before final payment and closeout.
RFI's: What They Are and Why They’re Billable
- Definition: An RFI is a formal question from the contractor when something needs clarification in order to build correctly.
- Why they occur: Field conditions, coordination between trades, product substitutions, or plan interpretation.
- Why they’re billable: RFIs require professional analysis and a documented response to protect the project. They take time and professional judgment—and are part of CA scope.
- Quality expectation: We expect the GC to read the drawings/specs and coordinate trades. Repeated RFIs caused by inattention or poor coordination may increase CA hours; those hours are still billable per contract.
Renovations & Unforeseen Conditions (Read This Twice)
- Renovations always have unknowns. Hidden structure, out-of-plumb framing, undocumented utilities, abatement, code triggers, and existing defects often surface only after demolition.
- When conditions differ from the drawings: The design must be revised to fit the actual site conditions.
- All redesign/re-details caused by unforeseen conditions are Construction Administration work and are billable per the contract.
- Examples: reframing around unforeseen beams, rerouting ducts/pipes, redesigning connections to existing utilities, adjusting cabinetry to discovered wall variances & many more!
What’s Included vs. Not Included (Clarity Up Front)
Included under CA (billable per contract):
Site observations and reports.
- RFI reviews and responses (narratives, sketches, supplemental details).
- Submittal/shop drawing reviews.
- Pay application reviews (if included in scope).
- Change documentation and coordination with owner/GC.
- Punch list creation, verification, and closeout assistance.
- Redesign required by unforeseen conditions discovered during construction.
- Not included (unless added as Additional Services):
- Full-time site supervision or safety oversight (that’s the contractor’s role).
- Means/methods, construction sequencing, or trade coordination (contractor’s responsibility).
- Re-designs requested for owner preference changes unrelated to unforeseen conditions (these are additional services).
- Expedited or off-hours work not contemplated by the base CA scope.
- Third-party testing/inspections (we may coordinate; costs belong to the party per contract).
- How Changes Are Handled
- Issue arises (RFI, site discovery, or owner request).
- Architect evaluates and, if design must change, provides revised documentation.
- Contractor prices impact (cost/time) → Change Order prepared.
- Owner approves/denies the change before proceeding.
- All architect time for evaluation, revisions, and documentation is CA and billable per contract.
- Communication & Turnaround
- RFI Log & Submittal Log: We request the GC maintain logs. We respond in the order received, aligned with contract turnarounds.
- Critical path items: If a response is time-sensitive, the GC flags it; we prioritize where feasible (still billable).
- Recordkeeping: We keep written records of RFIs, submittals, site observations, and change documents for your project file.
- Punch List & Move-In
- Punch List: Usually minor items (paint touch-ups, hardware, alignment). We verify completion before final payment.
- Early occupancy: Often possible after Substantial Completion, but any remaining punch items still need correction.
- Closeout docs: Warranties, O&M manuals, as-builts/record documents (prepared by the contractor; we review where the contract calls for it).