The Construction Administration Phase
Construction Administration (CA) is the final basic service phase, during which the architect assists the owner in observing the contractor's work for general conformance with the contract documents. CA is the primary focus of the Construction and Evaluation (CE) division and also appears throughout PjM. Critically, the architect does not supervise, direct, or control construction means and methods - that responsibility belongs to the contractor.
Site Visits and Field Reports
The architect conducts periodic site visits to observe general progress and quality, not exhaustive daily inspection. Findings are documented in a field report, which typically records weather conditions, work in progress, observed deficiencies, safety concerns, and photographs. Field reports create a contemporaneous record that protects both the architect and owner and should be issued promptly and consistently.
Submittals
Submittals - shop drawings, product data, and samples - allow the contractor to demonstrate how they intend to fulfill the contract documents' requirements before installation. The architect reviews submittals for general conformance with the design intent, not for coordination, dimensions, or means and methods, which remain the contractor's responsibility. Common submittal actions include:
- Approved / No Exceptions Taken
- Approved as Noted / Make Corrections Noted
- Revise and Resubmit
- Rejected
Requests for Information (RFIs)
An RFI is a formal written request from the contractor seeking clarification of an ambiguity, conflict, or omission in the contract documents. The architect's timely and clear response is essential - unresolved or delayed RFIs are a leading cause of construction delay claims. Under AIA A201, RFI responses become part of the contract documents' interpretation record.
Meeting Minutes
Regular progress meetings (often weekly) bring together owner, architect, and contractor to review schedule, budget, outstanding RFIs/submittals, and action items. Meeting minutes document decisions and assigned responsibilities and serve as an important project record if disputes arise later.
Change Management
Changes during construction are documented through several instruments:
- Architect's Supplemental Instructions (ASI): Minor changes not affecting cost or time.
- Construction Change Directive (CCD): Directs a change before cost/time impact is agreed upon.
- Change Order (CO): A formal, signed modification to the contract sum and/or time, requiring owner, architect, and contractor agreement.
Project Closeout
CA concludes with substantial completion (the point at which the owner can occupy or use the work for its intended purpose), a punch list of remaining deficiencies, and final completion, followed by final payment and the assembly of closeout documents including as-builts, warranties, and operation/maintenance manuals.
CA duties are grounded in the contract obligations covered in Contract Types and rely on well-organized Specifications. Coordinate CA activities with the project's overall Scheduling Techniques, and review the Construction Administration Cheat Sheet.
Study further in the CE division guide and PjM division guide. Sign up free for CA scenario-based practice questions and flashcards.