The Architectural Process - Contract Administration
This is the construction stage of the project. The building is built under a contract between the Client and Contractor. Most standard building contracts include provisions for the contract to be administered by an architect. Some contracts allow for administration by the owner or an independent agent.
In normal circumstances we would only take part in a project where we are engaged to administer the contract. Having been responsible for the design and documentation, we have an intimate understanding of what is required by the contract and are therefore in the best position to administer it. The construction process is usually complex and most clients do not have the experience or time to administer contracts on their own behalf. We also wish to minimise risk to the client and other parties by using our skills and professional judgement during this stage.
As architects we have three quite distinct roles during contract administration. They are:
- to act as your professional advisor
- to act as your agent
- to administer the contract
In the first two of these roles the architect is entitled to promote your interests. In the third, the architect must act absolutely impartially between the Client and the Contractor.
During construction it is the Contractor's ultimate responsibility to ensure that the work is done in accordance with the contract documents. We visit the site at regular intervals to provide a second level of observation on your behalf.
This stage can contain the following work by the architect:
- Prepare contract documents for signing by the Client and Contractor.
- Notify selected contractor and unsuccessful tenderers.
- Provide periodic site visits to observe progress and compliance with the contract documents.
- Convene project coordination and/or site meetings.
- Review and monitor Contractor's programme.
- Review and annotate shop drawings.
- Review samples and prototypes.
- Liaise with and coordinate any other consultants.
- Provide additional information or clarification to the builder to enable him/her to carry out the building.
- Issue variations and all instructions to contractual parties.
- Maintain records on costs including all variations.
- Give notices of change in contract time.
- Certify claims by the builder for payment and variations to the contract are correct.
- Issue certificates for payment.
- Make practical completion inspection and issue notice.
- Notification of faults during Defects Liability Period.
- Issue Defects Liability Period Certificate (project completion) and authorise release of retentions.
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