Construction Administration Quick Reference
This cheat sheet covers the CA phase procedures tested heavily on the ARE 5.0 CE exam. See the Construction Administration topic guide for full details.
CA Phase Timeline
| Phase | Key Activities | Who |
|---|
| Pre-construction | Pre-construction meeting, submittal schedule, schedule of values | Contractor, Architect, Owner |
| Construction | Submittals, RFIs, site visits, pay apps, change orders | All parties |
| Substantial completion | Punch list, certificate of substantial completion | Architect certifies |
| Final completion | All punch list items resolved, final payment, warranties begin | Architect certifies |
| Post-construction | Warranty period, 11-month walkthrough | Architect (if contracted) |
Submittal Process
| Step | Action | Responsible Party |
|---|
| 1 | Contractor prepares submittal schedule | Contractor |
| 2 | Contractor reviews submittals for contract compliance | Contractor |
| 3 | Contractor transmits to architect with stamp of approval | Contractor |
| 4 | Architect reviews for design intent only | Architect |
| 5 | Architect returns with action stamp | Architect |
| 6 | Contractor distributes to subcontractors/suppliers | Contractor |
Architect action stamps:
- Approved / No Exceptions Taken: Proceed with fabrication
- Approved as Noted: Proceed with noted corrections
- Revise and Resubmit: Correct and resubmit before fabrication
- Rejected: Non-compliant; resubmit with conforming product
Key point: Architect reviews for design intent and general conformance only. Architect does NOT approve means, methods, or contractor's responsibility for dimensions and quantities.
RFI (Request for Information) Workflow
| Step | Action | Timeline |
|---|
| 1 | Contractor identifies question/conflict | As discovered |
| 2 | Contractor submits RFI to architect | In writing |
| 3 | Architect reviews and responds | Per contract (typically 7–10 business days) |
| 4 | If design change results, may require ASI or change order | Varies |
| 5 | Architect logs all RFIs with number, date, status | Ongoing |
Change Order Procedure
| Document | Description | Authorization |
|---|
| Architect's Supplemental Instruction (ASI) | Minor clarifications, no cost/time change | Architect issues |
| Proposal Request (PR) | Architect requests contractor price for potential change | Architect issues |
| Change Order Proposal (COP) | Contractor prices the proposed change | Contractor submits |
| Construction Change Directive (CCD) | Owner directs work before agreement on cost/time | Owner + Architect sign |
| Change Order (CO) | Formal agreement on scope, cost, and time changes | Owner + Contractor + Architect sign |
Pay Application Process (AIA G702/G703)
| Step | Action |
|---|
| 1 | Contractor submits Application for Payment with Schedule of Values |
| 2 | Architect reviews work in place vs. amounts claimed |
| 3 | Architect issues Certificate for Payment (approves amount) |
| 4 | Owner makes payment (minus retainage, typically 5–10%) |
| 5 | Retainage released after substantial or final completion |
Key AIA documents: G702 = Application and Certificate for Payment. G703 = Continuation Sheet (Schedule of Values breakdown).
Substantial vs Final Completion
| Milestone | Definition | Consequences |
|---|
| Substantial completion | Work sufficiently complete for owner to occupy/use for intended purpose | Warranties begin; owner assumes risk of loss; punch list created; retainage may be partially released |
| Final completion | All work complete including punch list items | Final payment due; all retainage released; contractor’s obligations fulfilled except warranties |
Warranty Periods
- General contractor warranty: 1 year from substantial completion (per AIA A201)
- Roofing: 10–20 year manufacturer warranty (2-year contractor workmanship typical)
- Structural: 10-year statute of repose in many jurisdictions
- MEP equipment: Varies; manufacturer warranty + contractor installation warranty
- 11-month walkthrough: Architect inspects before 1-year warranty expires
Study CA procedures with CE flashcards and CE mini exams. Sign up free to track your progress.