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The Comprehensive Guide to Construction Contract Administration

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Application for Payment Notice of Commencement Proposal Request
Architect Supplemental Instruction Notice to Proceed Schedules for Construction
Change Order Payment and Performance Bond Substantial Completion
Construction Administration PreConstruction Meeting Testing
Construction Change Directive Project Close-out Time Extension
Final Application for Payment Project Site Observation Warranty Inspection

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INTRODUCTION

ROLE OF THE CONSTRUCTION ADMINISTRATOR

This material has been prepared as a guide for the office standards and procedures for the construction administration services offered by The Mozeleski Group, Inc. The services described in the following pages shall be performed by the Construction Administration Consultant, while representing the Project Architects and/or Owner. For clarity, the manual is written specifically for the Construction Administration Consultant and hence limits project authority on the construction site to that enumerated in the Owner/Contractor and Owner/Consultant Agreements. Project Architects and Project Managers who have a larger range of responsibility and authority, are encouraged to consider the ramifications involved with on-the- spot decisions, made at the Contractor's insistence.

Although the following standards represent general office policy, they are, in fact, subservient to the Owner / Architect Agreement, Owner/Contractor Agreement and General, Supplementary, and Special Conditions of each individual project. The Project Administrator should attempt to include the standards and procedures established in this manual in the Contract Documents for each project. The Administrator shall thoroughly review the complete set of documents, collectively referred to as the Contract Documents, and modify the construction administration procedures for each project accordingly.

The Administrator is responsible for the comprehensive and timely administration of all project related documentation and information. The primary role of the Administrator is to represent the Owner and/or Architect in all project meetings and other field matters relating to the construction of the project. The Administrator will make periodic site visits to the project, record observations and report to the Project Administrator all observations related to status of completion, quality of workmanship and compliance with the Contract Documents.

The authority and responsibility of the Administrator shall be as described in AIA Document B352. In addition to AIA B352 (Figure 1-1) the Administrator will adhere to the following company policies for Construction Administration:

1. The Administrator does not have the authority to authorize any deviations from the Contract Documents.

2. The Administrator does not have the authority to stop any on the work on the project.

3. The Administrator does not conduct any tests.

4. The Administrator is not obligated to solve construction problems on the spot. Despite the Contractor's alleged urgency, the Administrator will defer any decisions until he may return to the office for consultation and review with the Owner and/or Architect or appropriate engineer.

5. The basic role of the Administrator is to observe the work and advise the Owner and/or Architect and the Owner of the progress and quality of the work and conformance with the Contract Documents.

6. The Administrator shall wear a hard hat at the job site at all times. Hard hats are often provided by the Contractor but will be furnished by The Mozeleski Group, Inc. if not available.

7. Neither the Administrator nor the Owner and/or Architect are responsible for construction means and/or methods.

8. Neither the Administrator nor the Owner and/or Architect are responsible for construction safety.

9. The Owner and/or Architect will be invited to make a monthly review of the project, preferably at the time the Application for Payment is reviewed.

10. Neither the Administrator nor the Owner and/or Architect will "supervise" any portion of the construction.

The role of the Administrator is to periodically visit the job to observe the work. The person responsible for supervising the construction is, in fact, the Construction Manager or General Contractor. That entity has contracted to complete the work and legally assumes primary responsibility for the work. The Administrator is not an "inspector". His duties do not encompass the time nor the effort required to provide a comprehensive or exhaustive "inspection" of the work.

The Administrator's responsibilities include the transmission of large quantities of paper work and project documentation, particularly AIA standardized documents. The Administrator is encouraged to take advantage of the time savings involved in producing computerized Master Forms for each individual AIA document for the project. Proposal Requests, Change Orders, Transmittal Letters and A.S.I.s should be prepared in advance with all consistent project information ( i.e. project name, project address, project number etc.) included and ready for specific information to be inserted.

The traditional construction triangle often places the Owner, the Architect and the Contractor in adversarial relationships. The Administrator must defend the rights of the Contractor as well as those of the Owner. The Administrator is charged with the impartial administration of the Contract Documents. Since a good deal of the Administrator's time is spent reviewing, and then evaluating the Contractor's work, it is wise to remember to complement the Contractor on work well done as quickly as you point out his errors.

The Administrator should take every opportunity to cultivate a "partnering" style relationship between the Architect and the Contractor. The Contractor, Owner and Architect must remember that they share a common goal which is the successful completion of the project.

PHASE 1 - SCOPE OF PRE-CONSTRUCTION SERVICES

In the Bidding or Negotiations Phase the Owner and the Architect, respectively, following the Owner's approval of the Construction Documents and of the most recent Statement of Probable Construction Cost, shall provide those services designated in the Schedule of Designated Services necessary for the Architect to assist the Owner in obtaining bids or negotiated proposals and in awarding and preparing contracts for construction.

In the case of phased construction, the Owner may authorize bidding and/or negotiation of portions of the Work prior to completion of the Construction Documents Phase. The following descriptions shall apply to those services assigned in the Schedule of Designated Services as the responsibility of the party indicated therein.

1.01 Project Administration services consist of the following bidding or negotiation administrative functions:

bulletConstruction
bulletResearch
bulletConferences
bulletCommunications
bulletTravel time
bulletProgress reports
bulletDirection of the work of in-house architectural personnel

1.02 Disciplines Coordination / Document Checking services consist of bidding or negotiation activities for:

bulletCoordination between the architectural work and work of engineering and other involved disciplines for the Project.
bulletReview and checking of documents prepared for the Project.

1.03 Agency Consulting/Review/Approval services during the Bidding or Negotiations Phase relating to applicable laws, statutes, regulations and codes of regulating entities relating to the Owner's interests before construction begins.

1.04 Owner-supplied Data Coordination services consisting of activities relating to bidding or negotiation including:

bulletReview and coordination of data furnished for the Project as a responsibility of the Owner
bulletAssistance in establishing criteria
bulletAssistance in obtaining data

1.05 Bidding Materials services consisting of organizing and handling Bidding Documents for:

bulletCoordination
bulletReproduction
bulletCompleteness review
bulletDistribution
bulletDistribution records
bulletRetrieval
bulletReceipt and return of document deposits
bulletReview, repair and reassembling of returned materials.

1.06 Addenda services consisting of preparation and distribution of Addenda as may be required during bidding or negotiation and including supplementary Drawings, Specifications, instructions and notices(s) of changes in the bidding schedule and procedure.

1.07 Bidding/Negotiations services consisting of:

bulletAssistance to Owner in establishing list of Bidders or proposers
bulletPrequalification of Bidders or proposers
bulletParticipation in pre-bid conferences
bulletResponses to questions from Bidders or proposers and clarifications or interpretations of Bidding Documents
bulletAttendance at bid opening(s)
bulletDocumentation and distribution of bidding results

1.08 Analysis of Alternates/Substitutions services consisting of consideration, analyses, comparisons, and recommendations relative to alternates or substitutions proposed by Bidders or proposers either prior or subsequent to receipt of Bids or proposals.

1.09 Special Bidding Services consisting of:

bulletAttendance at bid openings, participation in negotiations, and documentation of decisions for multiple contracts or phased construction
bulletTechnical evaluation of proposals for building systems
bulletParticipation in detailed evaluation procedures for building systems proposals.
bullet1.39 Bid Evaluation services consisting of:
bulletValidation of Bids or proposals
bulletParticipating in reviews of Bids or proposals
bulletEvaluation of Bids or proposals
bulletRecommendation on award of Contract(s)
bulletParticipating in negotiations prior to or following decisions on award of the Contract(s) for Construction.

1.10 Construction Contract Agreements services consisting of:

bulletNotification of Contract award(s)
bulletAssistance in preparation of construction contract Agreement forms for approval by Owner
bulletPreparation and distribution of sets of Contract Documents for execution by parties to the Contract(s)
bulletReceipt, distribution and processing, for Owner's approval, of required certificates of insurance, bonds and similar documents
bulletPreparation and distribution to Contract(s), on behalf of the Owner, of notice(s) to proceed with the work.

PHASE 2 - SCOPE OF CONSTRUCTION CONTRACT ADMINISTRATION SERVICES

In the Construction Contract Administration Phase the Owner and the Architect, respectively, shall provide those services designated in the Schedule of Designated Services necessary for the administration of the construction contract as set forth in the General Conditions of the Contract for Construction. Unless otherwise provided in the Schedule of Designated Services, the Administrator's duties and responsibilities during construction shall be as set forth in the Agreement between Owner and Administrator for Designated Services. The following descriptions shall apply to those services assigned in the Schedule of Designated Services as the responsibility of the party indicated therein.

2.01 Project Administration services consisting of construction contract administrative functions including:

bulletConsultation
bulletResearch
bulletConferences
bulletCommunications
bulletTravel time
bulletProgress reports
bulletCoordination of out-of-normal-sequence construction operations
bulletCoordination of multiple-prime construction contracts
bulletCoordination of work by the Owner's forces
bulletDirection of the work of in-house personnel.

2.02 Disciplines Coordination/Document Checking services consisting of construction contract administration activities for:

bulletCoordination between the architectural work and the work of engineering and other involved disciplines for the Project
bulletReview and checking of documents prepared for the Project.

2.03 Agency Consulting/Review/Approval services

bulletDuring the Construction Contract Administration Phase relating to applicable laws, statutes, regulations and codes of regulating entities relating to the Owner's interests during construction of the Project.

2.04 Owner-supplied Data Coordination services consisting of activities relating to construction contract administration including:

bulletReview and coordination of data furnished for the Project as a responsibility of the Owner
bulletAssistance in establishing criteria
bulletAssistance in obtaining data
bulletCoordination of delivery and installation for Owner-supplied equipment
bulletCoordination of delivery and installation of Owner-supplied furniture and furnishings.

2.05 Office Construction Administration services consisting of:

bulletProcessing of submittals, including receipt, review of, and appropriate action on Shop Drawings, Product Data, Samples and other submittals required by the Contract Documents
bulletDistribution of submittals to Owner, Contractor and/or Architect's field representative as required
bulletMaintenance of master file of submittals
bulletRelated communications.

2.06 Construction Field Observations services consisting of visits to the site at intervals appropriate to the stage of construction or as otherwise agreed in writing to become generally familiar with the progress and quality of the Work and to determine in general if the Work is proceeding in accordance with the Contract Documents, and preparing related reports and communications.

2.07 Project Representation services consisting of selection, employment and direction of:

bulletFull-time Project Representative(s)
bulletPart-time Project Representative(s).

2.44 Inspection Coordination services relating to independent inspection and test agencies, consisting of:

bulletAdministration and coordination of field testing required by the Contract Documents
bulletRecommending scope, standards, procedures and frequency of testing and inspections
bulletArranging for testing and inspection on Owner's behalf
bulletNotifying inspection and testing agencies of status Work requiring testing and inspection
bulletEvaluating compliance by testing and inspection agencies with required scope, standards, procedures, and frequency
bulletReview of reports on inspections and tests and notifications to Owner and Contractor(s) of observed deficiencies in the Work.

2.45 Supplemental Documents services consisting of:

bulletPreparation, reproduction and distribution of supplemental Drawings, Specifications and interpretations in response to requests for clarification by Contractor(s) or the Owner and as required by construction exigencies
bulletForwarding Owner's instructions and providing guidance to the Contractor(s) on the Owner's behalf relative to changed requirements and schedule revisions.

2.46 Quotation Requests/Change Orders services consisting of:

bulletPreparation, reproduction and distribution of Drawings and Specifications to describe Work to be added, deleted, or modified
bulletReview of proposals from Contractor(s) for reasonableness of quantities and costs of labor and materials
bulletReview and recommendations relative to changes in time for Substantial Completion
bulletNegotiations with Contractor(s) on Owner's behalf relative to costs of Work proposed to be added, deleted, or modified
bulletAssisting in the preparation of appropriate modifications of the Contract(s) for Construction
bulletCoordination of communications, approvals, notifications, and record- keeping relative to changes in t he Work.

2.47 Project Schedule Monitoring services consisting of monitoring the progress of the Contractor(s) relative to established schedules and making status reports to Owner.

2.48 Construction Cost Accounting services consisting of:

bulletMaintenance of records of payments on account of the Contract Sum and all changes thereto
bulletEvaluation of Applications for Payment and certification thereof
bulletReview and evaluation of expense data submitted by the Contractor(s) for Work performed under cost-plus-fee arrangements.

2.49 Project Closeout services initiated upon notice from the Contractor(s) that the Work or a designated portion thereof which is acceptable to the Owner, is sufficiently complete, in accordance with Contractor Documents, to permit occupancy or utilization for the use for which it is intended, and consisting of:

bulletA detailed inspection with the Owner's representative for conformity of the Work to the Contract Documents to verify the list submitted by the Contractor(s) of items to be completed or corrected
bulletDetermination of the amounts to be withheld until final completion
bulletSecuring and receipt of consent of surety or sureties, if any, to reduction in or partial release of retainage or the making of final payment(s)
bulletIssuance of Certificate(s) of Substantial Completion
bulletInspection(s) upon notice by the Contractor(s) that the Work is ready for final inspection and acceptance
bulletNotification to Owner and Contractor(s) of deficiencies found in follow-up inspection(s), if any
bulletFinal inspection with the Owner's representative to verify final completion of the Work
bulletReceipt and transmittal of warranties, affidavits, receipts, releases and waivers of lien or bonds indemnifying the Owner against liens
bulletSecuring and receipt of consent of surety or sureties, if any, to the making of final payment(s)
bulletIssuance of final Certificate(s) for Payment.

PHASE 3 -SCOPE OF POST CONSTRUCTION SERVICES

In the Post construction Phase the Owner and the Architect, respectively, shall provide those services designated in the Schedule of Designated Services necessary to assist the Owner in the use and occupancy of the facility. The following descriptions shall apply to those services assigned in the Schedule of Designated Services as the responsibility of the party indicated therein.

3.01 Project Administration services consisting of post construction administrative functions including:

bulletConsultation
bulletResearch
bulletConferences
bulletCommunications
bulletTravel time
bulletProgress reports
bulletDirection of the work of in-house personnel.

3.02 Disciplines Coordination/Document Checking services consisting of postconstruction activities for:

bulletCoordination between the architectural work and the work of engineering and other involved disciplines for the Project
bulletReview and checking of documents prepared for use or occupancy of the Project.

3.03 Agency Consulting/Review/Approval services relating to applicable laws, statutes, regulations and codes of regulating entities that require compliance during postconstruction use, occupancy and operation.

3.04 Owner-supplied Data Coordination services consisting of postconstruction activities during occupancy and operation relative to Owner-supplied furniture, furnishings and equipment.

3.05 Maintenance and Operational Programming services consisting of:

bulletAssistance in the establishment by the Owner of in-house or contract program(s) of operation and maintenance of the physical plant and equipment
bulletArranging for and coordinating instructions on operations and maintenance on equipment in conjunction with manufacturers' representatives
bulletAssistance in the preparation of operations and maintenance manual(s) for the Owner's use.

3.06 Start-up Assistance services consisting of:

bulletOn-site observation, troubleshooting and assistance in the operation of building systems during initial occupancy
bulletAssistance in the training of the Owner's operation and maintenance personnel in proper operations, schedules, and procedures
bulletAdministration and coordination of remedial work by the Contractor(s) after final completion.

3.07 Record Drawings services consisting of:

bulletMaking arrangements for obtaining from Contractor(s) and other parties information certified by them on all changes made during construction from the initial Contract Documents and on the location of concealed systems as installed during construction
bulletReview of general accuracy of information submitted and certified to by the Contractor(s)
bulletPreparation of record drawings, based on information furnished by the Contractor(s), including significant changes in the Work made during construction
bulletTransmittal of record drawings and general data, appropriately identified, to the Owner and others as directed.

3.08 Warranty Review services consisting of:

bulletConsultation and recommendation to the Owner during the duration of warranties in connection with inadequate performance of materials, systems, and equipment under warranty
bulletInspection(s) prior to expiration of the warranty period(s) to ascertain adequacy of performance of materials, systems, and equipment
bulletDocumenting defects or deficiencies and assisting the Owner in preparing instruction to the Contractor(s) for correction of noted defects.

PRECONSTRUCTION

PRE-CONSTRUCTION MEETING AGENDA

Following the acceptance of the successful bid and subsequent award of the contract for construction, the Owner, Contractor and Administrator shall schedule and attend the Pre- Construction Meeting. The purpose of the Pre- Construction Meeting is to discuss the specific requirements of the Contract Documents and how they relate to the daily operation of the construction project.

The following is a sample agenda for the Pre-Construction Meeting and should be edited to conform to the specific requirements of each project. Items listed in the sample agenda are more comprehensively discussed later in this manual.

AGENDA FOR PRE-CONSTRUCTION MEETING

1. INTRODUCTIONS

a. Owner, Architect, Engineers, Contractor, Contract Administrator.

2. COMMUNICATIONS

a. All communications between the Owner and the Contractor shall be in writing to the Owner and/or Architect, routed through the Administrator.

b. All "Requests for Information" (RFI's) shall be in written form to the Owner and/or Architect routed through the Administrator. All responses from the Owner and/or Architect will be in writing addressed to the Contractor's Project Manager.

c. All RFI's shall be consecutively numbered and include specification reference number.

3. BOND, INSURANCE & NOTICE TO PROCEED

a. Submit for review, Performance and Payment Bonds.

b. Submit required insurance certificates.

c. Notice of Commencement filed by Owner

d. Approval of Contractor pre-construction documentation is required prior to Owner's issuance of Notice to Proceed.

4. PLANS AND SPECIFICATIONS

a. Number of sets provided shall be as per the Contract Documents.

b. Contractor is responsible for all subcontractors having all addenda, ASI, Change Orders, and using correctly updated Contract Documents in the field.

c. Any discrepancies in the plans, specifications, or details must be brought to the Architects attention and clarified prior to installation of the work. Assumptions will not justify improper work.

d. All field sets of drawings shall be made available for review by the Administrator at all times.

5. SCHEDULE OF VALUES

a. Submit to Architect within eight (8) business days of Award of Contract. (Form AIA G703).

b. Schedule of Values shall be broken down into each division of the work and will become the basis for Change Order pricing and payment request review. Multiple buildings shall be broken down individually.

6. PROGRESS SCHEDULE

a. Submit in approved form (CPM, PERT, BAR).

b. Submit revised, updated schedule with each payment requisition. No schedule = No payment.

c. Submit Submittal Schedule for ease of tracking critical path or long lead items.

7. MONTHLY JOB MEETING

a. Set time, date, and location (on site).

b. Includes Owner, General Contractor and Administrator.

8. SHOP DRAWINGS

a. Contractor will review, sign and stamp all submittals to the Architect. Failure to do so will result in a "Submittal Return Notification" with no action taken on that particular item.

b. ONLY two sizes will be accepted (8 1/2" x 11" and 24" x 36").

c. Shop drawings: Submit four bluelines (4) and one (1) reproducible transparency. Contractor will print all required bluelines.

d. Product Data and Catalogs: Submit eight (8) copies of each specified item, hi- lited or clouded in red.

e. Contractor is responsible for coordination and interface of materials when shop drawings differ from information on plans. Deviations from plans or specs shall be brought to the approver's attention in writing.

f. NOTICE: Mechanical, Electrical, and Plumbing submittals MUST BE COMPLETE. They shall be in ring type binders with Index I.D. tabs and hi-lighted cut sheets. Anything less than a complete submittal will be returned stamped "INCOMPLETE".

g. ALL SUBMITTALS SHALL INCLUDE THE SPECIFICATION REFERENCE NUMBER.

9. SUBSTITUTIONS OF MATERIALS

a. Proposed substitutions of materials must be submitted to the Architect for approval prior to bid opening. **(This requirement may vary, check General and supplementary Conditions of Contract to verify)

b. Substitutions will not be accepted without credit to Owner in time or money. **(This requirement may vary, check General and Supplementary Conditions of contract to verify)

10. COORDINATION OF THE WORK

a. The Contractor is responsible for coordination of all elements of the work and every aspect of the coordination of the subcontractors work.

b. Each subcontractor is required to have a competent supervisor in charge of the work at all times.

c. Subcontractors shall verify their work to the Contractor for compliance with the contract documents, workmanship and completeness.

d. Any minor changes in the work shall be promptly transferred to the record drawings.

11. GENERAL SUPERINTENDENT

a. Contractor shall submit resume and historical data for Project Manager, Superintendent and Assistant Superintendent.

b. Superintendent shall be on site at all times when work is in progress.

12. FIELD OFFICE

a. Furnish per Contract Documents.

13. SIGNS

a. Furnish per Contract Documents.

14. TEMPORARY UTILITIES

a. Construction water furnished per contract.

b. Temporary toilets furnished per contract.

c. Temporary electricity furnished per contract.

d. Temporary telephone furnished per contract.

15. RECORD DRAWINGS - AS BUILTS

a. Must be updated weekly and will be reviewed at each progress payment meeting.

b. Record drawings will be supplied to Owner upon completion as per contract.

16. OBSERVATIONS - SCHEDULE ON SITE

a. The Administrator shall be on site at regularly scheduled intervals, for additional observation, one day (24 hrs.) notice shall be required.

17. SURVEY

a. Contractor shall engage a professional surveyor or engineer of verify property survey and building lay-out information shown on drawings and advise Owner and/or Architect of any deviations.

b. Provide a survey of the building foundation locations immediately upon completion of that phase of construction to verify actual building location.

c. Prior to Substantial Completion provide final property survey showing all significant improvements on the property which have resulted from the construction contract. Verify finish floor elevations to Architect in writing per Contract Documents.

18. SOIL, CONCRETE AND OTHER TESTING

a. Testing as required by Contract Documents.

b. Testing lab to provide services at General Contractors request.

c. Additional testing may be requested by

the Owner and/or Architect, failed tests paid for by General Contractor.

d. Testing lab to provide copies of all test reports to Architect and Owner per Contract Documents.

19. REQUISITION FOR PAYMENT

a. Architect will review percentages of work complete, in place and/or properly stored prior to General Contractor preparing form G702 in final form at monthly job meeting.

b. Review as-built drawings.

c. Submit updated progress schedule and schedule of values with each requisition per contract.

d. Submit Lien Releases as required by the contract.

e. Correct all non-conforming work prior to next payment requisition, including submittal requirements.

f. Invoices required for all stored

materials shall be included in payment requisition.

20. CERTIFICATE FOR PAYMENT

a. Architect shall forward to the Owner Application for Payment within three (3) days of receipt.

b. Four (4) copies:Owner (2), Architect (1) Contractor (1)

c. All supporting documents must accompany payment requisitions.

d. Notarized documents as required, and Contractor's signed statement verifying payment of previous request items.

21. PROPOSAL REQUESTS (PR), CHANGE ORDERS (CO), ARCHITECTS SUPPLEMENTAL INSTRUCTIONS (ASI), AND CONSTRUCTION CHANGE DIRECTIVES (CCD)

a. Owner must authorize all Change Orders prior to commencement of work.

b. Architect to submit Proposal Requests responses to Owner for review and directions.

c. Proposal Requests will not be accepted without proper backup information as per GC Article 1.2.1.

d. Change Orders shall be prepared from and upon Owners approval of Proposal Request.

e. Architects Supplemental Instructions (ASI's) shall be used to document minor, no cost changes in the work.

f. Construction Change Directive shall be utilized (with Owner approval) when changes in the contract are required and the costs for the additional work cannot be agreed upon by the Owner, Contractor and Architects. This action is usually taken to prevent delays in construction while costs are reviewed and negotiated.

22. STORED MATERIAL POLICY

a. The Owner will pay for stored materials only under the following condition and terms:

1. Materials requiring long lead time for ordering.

2. Payment for materials stored and protected at site will take place only upon receipt of complete backup documentation attached to each pay request.

3. The following Pay Request will include proof of payment to suppliers and subcontractors.

4. Materials stored off-site shall be in an independent bonded warehouse at no cost to the Owner, with prior approval of Owner.

23. DAILY LOG (CONTRACTOR)

a. The following shall be included in Daily Log:

1. Daily activities

2. Problems or potential delays

3. Temperatures, general weather

4. Accidents

5. Meetings and significant decisions

6. Unusual events (stoppages, emergency actions)

7. Change Orders received, implemented

8. Partial completion

9. Orders/Requests by governing agencies

10. Submit Daily Log weekly to Administrator.

24. ACCESS TO SITE

a. The Contractor has the responsibility to provide and maintain per Contract Documents.

25. AGENCIES HAVING JURISDICTION

a. City, County, State, Health Department, FDOE, School Board, Utilities, DER, SWFWMD (as required).

26. NON-COMPLIANCE NOTICES

a. The Contractor is responsible for verifying that all work complies with the Contract Documents.

b. Any work observed as defective or non-complying shall be recorded by the Administrator on a non-compliance notice.

c. All Non-Compliance work not corrected and approved by the next pay request shall be deleted (line item) from that and subsequent pay requests until corrected.

28. FINAL COMPLETION AND PROJECT CLOSE-OUT

a. Final acceptance and project close-out will not take place until all contract requirements, warranty and close-out documents along with all punch list items have been resolved.

PRE-CONSTRUCTION DOCUMENTS

Following the Pre-Construction Meeting and prior to beginning construction the Administrator or Owner and/or Architect, will verify that the following documents have been properly executed between the Owner and the Contractor:

1. "Notice of Commencement" from Owner

2. "Notice to Proceed" from the Owner.

3. Property survey from the Owner.

4. Permits, Licenses and Governmental Approval as required. (i.e. SWFWMD, County, State and DER)

5. Insurance coverage and Bonds as required by the Contract Documents.

NOTICE OF COMMENCEMENT

The Notice of Commencement is a legal document which is prepared by the Owner's attorney or financial lending institution and recorded with the Clerk of the County Court. A recorded copy must be posted by the Owner at the project site. Financing institutions will require the filing of a Notice of Commencement as a provision of the loan agreement. The Owner and/or Architect should obtain a photocopy of the Notice of Commencement for his project files.

The purpose of the Notice of Commencement is to provide at the project site and on public record the name of the Owner, Contractor and Surety, so that those wishing to file Notice to Owner may do so to the appropriate parties. Work performed at the project site prior to the Notice of Commencement is not covered by the lien laws.

Although the Notice of Commencement is the Owner's responsibility, the Owner and/or Architect should so advise the Owner of both the need and benefits of such a document. The Owner/Contractor Agreement should stipulate that the work shall not commence until the Notice of Commencement has been filed.

NOTICE TO PROCEED

Work to be performed under the Owner/Contractor Agreement generally commences on the date specified in a Notice to Proceed, as established in the General Conditions of the Contract for Construction. The Notice to Proceed should not be issued until the following documents (or copies thereof) have been received and reviewed by the Owner and/or Architect:

1. Evidence to the Contractor of satisfactory financing for the project, or sufficient funds available, by the Owner.

2. Recording of the Notice of Commencement.

3. Issuance of a building permit(s) by the applicable governing authorities.

4. Certificate of Insurance from the Contractor as specified in the Owner/Contractor Agreement.

5. Performance and Payment Bonds.

The Owner and/or Architect shall recognize that the "Date of Commencement" is the official date for the start of the construction project and is specifically identified in the Notice to Proceed. The Contractor should not necessarily be expected to commence work on the very date the Notice to Proceed is issued unless the Contractor has had adequate time to mobilize his resources and equipment to the site.

SCHEDULES FOR CONSTRUCTION

The Administrator will receive and review the following schedules from the Contractor prior to processing the first Application for Payment:

1. Schedule of Values (Figure 1-2)

The Schedule of Values shall be prepared as required by the Contract Documents and equal the total cost of the project. Line items for the Schedule of Values shall be divided into the appropriate specification divisions and broken down to reflect material and labor costs for each item.

Unit measurement for the materials described in the Schedule of Values shall be included. The Schedule of Values for the project will ultimately become the source for verifying costs for additional work (Proposal Requests) and establishing prices for changes to the Contract Documents (Change Orders).

2. Project Construction Schedule (Figure 1-3)

The Project Construction Schedule shall be prepared as required by the Contract Documents in either PERT, BAR, GANTT, or C.P.M. format. The Project Construction Schedule shall be updated each period by the Contractor and verified by the Administrator to ensure that the current schedule is accurate. The updated Project Construction Schedule shall be a part of each monthly Application for Payment.

3. Cash Flow Schedule (Figure 1-4)

The Contractor will prepare and transmit to the Administrator a Cash Flow Schedule for the Owner's use.

The Cash Flow Schedule will be used by the Owner to facilitate funding for the project by projecting the estimated Application for Payment amounts and allowing for the appropriation of the necessary funds. The Cash Flow Schedule shall be updated as required to maintain it's effectiveness.

4. Shop Drawing Review Schedule (Figure 1-5)

The Contractor will prepare and forward to the Administrator a Shop Drawing Review Schedule prior to the first Application for Payment. The Shop Drawing Review Schedule will list all items to be submitted to Administrator for approval and an estimated date for receipt. This schedule will allow the Administrator to ensure that the shop drawings are properly and expeditiously processed by allocating additional time or personnel for shop drawing review at such times as they may be required.

SHOP DRAWING REVIEW PROCEDURE

The following procedure shall be used by the Administrator for the processing of all shop drawings and related product data for the project:

1. Shop drawing shall be submitted in the format required by the Contract Documents. Shop drawing received in any other format shall be returned to the Contractor with a "Not Reviewed" note attached to the submittal.

2. Shop drawing shall be reviewed by the Contractor and stamped accordingly. Shop drawings which do not bear the contractors approval stamp shall be returned to the Contractor with a "Not Reviewed" note attached to the submittal. Regardless of the Contractors stamp, do not process shop drawings which contain numerous errors and/or indicate that the Contractors review was not sufficient. The Contractor shall perform the original review of the materials which are supplied by his subcontractors.

3. All submittals are to be date stamped upon receipt.

4. All submittals are to be stamped with the standard office review stamp directly below the date stamp.

5. All submittals are to be recorded using the Standard AIA Shop Drawing Review form. (Figure 1-6) A separate sheet shall be used for each specification division. Log submittals by CSI number and number chronologically. (Example: 03000-1(1), 03000-2(1), 03000-3(1) etc.) The number in parenthesis indicates 1st submission for that particular shop drawing. In the event that the 1st submission be rejected, the suffix number in parenthesis would become (2) upon second submission. (Example: 03000-1(2), 03000-2(2), etc.)

6. Shop drawings shall be submitted as required by the Contract Documents. Transmit (1) sepia and (2) blueline drawings to consultants. The consultant shall review, mark-up and stamp (1) one sepia and return to the Administrator. The Administrator will produce (2) bluelines of the stamped sepia for his files and distribution to the Owner, the Administrator will then transmit the corrected and stamped sepia to the Contractor.

In the event that the sepia requires major corrections, the Administrator will note on the return transmittal that the Contractor is to return (2) two corrected bluelines for his files and distribution to Owner. All transmittals to consultants shall be recorded in the Shop Drawing Log in the same manner as those submittals reviewed by the Owner and/or Architect. The shop drawing number should be written in the upper corner of the transmittal for ease in tracking.

7. The Architect's shop drawing review shall be conducted on the blueline copy of the submittal. Mark through all items, dimensions, etc., which are correct with yellow marker. Mark deficiencies which require correction in red marker. Note any questions during review process with green marker. Red/green notes shall be corrected before reviewed is completed.

8. Upon completion of the shop drawing review, transfer review comments to the (1) one sepia with black marker. The Administrator will run (2) two blueline copies of the corrected sepia for his files and distribution to the Owner.

9. The (1) one corrected sepias shall be transmitted back to the Contractor. The sepia will have all review comments, date stamp and approval stamp with required action indicated.

The return submittal shall be recorded in the Shop Drawing Log with submittal number, date and status of transmitted item recorded. If the submittal is rejected, note the rejection with a high-liter for ease in confirming re-submittal.

10. Retain the engineer's marked-up copy of the submittal for reference. It is suggested that the copies be marked accordingly. (i.e. "mark-up" "Final". "Rejected", etc.)

11. When the shop drawing has been approved, distribute as follows:

bulletGeneral Contractor
bulletArchitect Files
bulletOwner

The following steps should be taken in the shop drawing review process to avoid any unnecessary work or assumption of responsibility by the Administrator:

1. Do not perform the work of the Contractor. Do not accept the responsibility for verifying field dimensions, confirming compatibility with other submitted items etc., this work is clearly described in the Contract Documents as the work of the General Contractor.

2. Do not use or sign the Contractor's approval stamp.

3. Shop drawings and project samples should be kept in a file cabinet at the Administrator's desk; not in the Central File System.

4. Shop drawings should be processed within (10) ten working days. The Contractor should be advised in writing if the review for a particular item is anticipated to take longer than (10) ten days.

5. When the shop drawings for specialized equipment are furnished by the fabricator, the following precautions will be taken:

A. Carefully review the Administrator's responsibilities related to the shop drawing.

B. Do not rely solely on statements in the Owner/Architect agreement that may relieve the Architect of responsibility of design and construction work by others.

C. Determine if enough is known about the specialized equipment to judge the risk involved.

D. Consider having design and construction details checked by a qualified specialist even when our responsibilities extend only to general design concept.

E. Consider having a specialist (engineer) design and approve the equipment if it presents unusual risks, not a fabricator. Request the specialist review and approve the equipment.

CONSTRUCTION

OWNER/CONTRACTOR MEETING

The Administrator will represent the Owner and/or Architect at the Owner/Contractor meetings held on the site as provided in the Contract Documents. The project meeting should be held once per week and attended by the General Contractor, Owner and the Administrator.

The Administrator will establish who will take minutes of the meeting and verify that all persons are copied with the minutes. The project meeting is a useful forum for discussions involving Owner requested changes, problems with construction and/or field observations which the Administrator feels require correction. All items which may directly impact the completion of the project should be addressed at this meeting.

PROJECT SITE OBSERVATION

The Administrator will schedule field observation visits to the project as required to properly monitor the progress and quality of the work. The project scope and budget shall determine the frequency of the field observations. One beneficial arrangement for the site observation is directly prior to the project meeting. This schedule allows for the Administrator to verify that directions from the previous meeting have been followed and also to update himself with the current status of the project before the present meeting takes place.

Regardless of the schedule for project observation and project meeting, the Administrator should set a regular time and date for the site observation, this will allow the Contractor to prepare questions and receive directives crucial to maintain construction progress.

At each site visit the Administrator will tour the entire project and note activities in each building or area of the project. The Administrator will photograph the project at regular intervals, not to exceed one month, and also keep photographic records of all construction deficiencies from discovery through the final correction.

The Administrator should not allow himself to be summoned to the project site more frequently than once per week. The Contractor will come to rely on the constant presence of the Administrator if he is allowed to do so, and will attempt to have the Administrator resolve all of the project problems for him no matter how large or small.

The Administrator will prepare an Administrator's Field Report each time he completes a site visit. The Field Report will include current status of the project, work in progress, weather, time, special instructions given the Contractor and questions from the Contractor. The Field Report will be consecutively numbered and a copy will be entered into the Project Log Book and the Central File System. (See Figure 1-7 Administrator's Field Report)

The Administrator will establish a schedule for site observations by the consultants, based upon the consultant's opinion regarding when they should review each stage of the construction. The consultants shall prepare a written field report each time they visit the project, the field reports will be filed in the Project Log Book and a copy sent to the Contractor and Owner.

Following site visits the Administrator will return to the office and prepare Architect's Supplemental Instructions for any verbal directions given the Contractor. The Administrator will maintain a list of all construction deficiencies observed on the project in numerical order. When a defect is observed, verbally notify the Contractor and record on the list of construction defects. Unless urgent action is required do not make a formal record of the deficiencies until the second week the defect remains uncorrected. Record the date that the defect was corrected and what action was taken.

PROJECT PHOTOGRAPHY

The Administrator shall take photographs of the project at regular intervals, not to exceed (1) one month. The purpose for project photography is to record the quality of the work for items which are to be covered, provide documentation regarding the proper sequence of the work and to record the progress of the work.

Project photography has proven to be extremely beneficial in dealing with latent defects which were not discovered prior to covering and also in improving original design concepts when re- issue of project drawings is required for another project. The project photography shall be included into the Project Log Book and displayed in chronological order. Major items which should be photographed include:

1. Slab on grade areas prior to concrete placement

2. Above ceiling areas prior to ceiling installation

3. Fire wall penetration prior to ceiling installation

PROJECT SAFETY

The Administrator, Owner and/or Architect nor any field representative are responsible for safety on the construction project. This does not mean that any major safety or life- threatening conditions are to be ignored. An unsafe condition is one that would be recognized as unsafe by the average architect or construction personnel.

Situations which may be considered life-threatening, are any one in which there is immediate danger of physical harm present. In the event that an unsafe or life-threatening condition is observed by the Administrator, he shall take the following action, with ABSOLUTELY NO EXCEPTION:

Unsafe Project Condition - The Administrator shall notify the Project Superintendent verbally of the unsafe conditions and leave the project immediately. The Administrator shall confirm his observation of the unsafe conditions, in writing to the Contractor's Project Manager with a copy of the notification to the Owner.

Life Threatening Conditions - The Administrator shall notify the Project Superintendent verbally of the condition and leave the project immediately. The Administrator shall confirm his observation of a Life Threatening safety condition, by telegram to the Contractor's Project Manager with a copy of the notification to the Owner. The Administrator shall follow the telegram with written confirmation of the observation.

In the event of a construction accident, the Administrator shall verify that the Owner and/or Architect has been notified and recommend that he notify both his liability carrier and the Owner. The Administrator shall immediately take extensive photographs of the area and shall make extensive written notes of his observations. Under no circumstances shall the Construction administrator make any statement regarding the accident to any media, or construction personnel.

PROJECT LOG BOOK

The Administrator will prepare and maintain a Project Log Book for the project while under construction. The Project Log Book will contain the following documentation:

Shop Drawing Review Log

A. S. I. Log

Proposal Request Log

Constructions Change Directive Log

Change Order Log

Field Report Log

The Administrator will maintain (1) one copy of all documents related to the project in the Project Log Book for his reference, a second copy of all important documentation such as A.S.I.s, Proposal Requests, Field Reports, Change Orders etc., will be filed in the Central Filing System.

The Project Log Book will be divided into the required divisions and separated by indexed tabs. Each section will begin with a summary sheet as required for reference. (See Figures 1-8 thru 1-11 Change Order Log, Proposal Request Log, A.S.I. Log etc.) It is imperative that the preparation of all Proposal Requests, Change Orders, A.S.I.s and Field Reports begin at the Project Log Book so that the proper consecutive numbering may be assigned by the Administrator.

The Administrator will list each new document on the appropriate summary sheet to avoid any duplication of the consecutive numbering system. Project photography may be included into the Project Log Book if this additional service has been retained.

APPLICATION FOR PAYMENT

At lest (10) ten days prior to the date for each payment established in the Owner- Contractor Agreement, the Contractor shall submit to the Administrator an itemized Application for Payment draft for review. This "pencil copy" review will take place prior to the preparation of the actual Application for Payment by the Contractor.

At the beginning of the project the Administrator will establish a set time to meet with the Contractor and the Owner to review the Application for Payment. This meeting may coincide with the weekly Project Meeting. The Administrator will make a complete site observation prior to the Application for Payment review.

The Contractor shall break down the Schedule of Values into items or quantities of work which can quickly and easily be evaluated by the Administrator when reviewing the work in place. This breakdown is separate from the Schedule of Values and does not replace it. The sole purpose of the breakdown is to avoid disagreements between the Contractor and the Administrator as related to quantities of work completed.

The Contractor shall bring to the review meeting all materials required to properly evaluate the Application for Payment, including stored material invoices, Release of Liens, etc. The Administrator, Owner and the Contractor shall review the current project status and the Application for Payment and agree on the proper amounts of compensation due the Contractor as stipulated by the Contract Documents. (See Figure 1-12)

The Contractor will then proceed to prepare the certified copy of the Application for Payment in the format outlined in the Contract Documents. The Administrator shall retain his copy of the "pencil copy" and verify that the certified copy of the Application for Payment is correct as per the review meeting.

If the Administrator and the Contractor cannot agree on the appropriate amount for the Application for Payment, the Contractor has the right to prepare and submit an Application for Payment which he considers correct . The Owner and/or Architect will then, following consultation with the Administrator, formally recommend to the Owner what amount he feels should be certified for payment.

Following receipt of the formal Application for Payment and all supporting documentation from the Contractor, the Administrator shall:

1. Review the mathematics to verify that the contractors calculations are correct. The Administrator will check each column and each row of the Continuation sheet. The Administrator should remember that the Owner and/or Architect is certifying that the Application for Payment is correct.

2. Prepare a cover letter to the Owner recommending action to be taken by the Owner. The Owner and/or Architect does not authorize payment. The Owner makes the payment. The Owner and/or Architect only advises the Owner and certifies that the Contractor is due the amount requested. The cover letter should also include comments regarding the Contractor's adherence to the Project Schedule and the quality of the work in place.

3. The Administrator will process the Application for Payment to the Owner within (3) three working days of receipt.

The Contract Document describe (5) five reasons the Owner and/or Architect may recommend withholding payment from the Contractor. If these conditions exist, in whole or in part, the Administrator must advise the Owner and/or Architect of the situations and request that he make the recommendation to withhold payment.

The basic premise to follow in processing the Application for Payment is that enough money remain in the Contract Sum to ensure that the project could be completed by another Contractor for the remaining funds should the original Contractor default.

In the event that payments are withheld for defective work, the Administrator shall recommend that the Owner and/or Architect withhold (3) three times the value of the defective work. The normal 10% retainage is not to be considered as sufficient retainage to cover deficient work. Amounts must be withheld in addition to the normal retainage should deficient work be discovered. The normal retainage specifically covers defects which are not observed and may be discovered at a later date. The retainage ensures that adequate funds are available to make corrections to these defects.

If an error is discovered in the formal Application for Payment, the entire Application for Payment must be returned to the Contractor accompanied by a letter from the Administrator explaining the reason for rejection and requesting that the Application for Payment be corrected and resubmitted. When the formal Application for Payment is correct and properly certified by the Owner and/or Architect, the Administrator will ensure that a copy of the Application for Payment is directed to the Central File System.

CONSTRUCTION CHANGE DIRECTIVE

The Construction Change Directive is not formally accepted by all Owners. Contracts utilizing the 1978 version of the General Conditions do not address the Construction Change Directive at all, however, since it is a part of the AIA General Conditions of the Contract for Construction (1987 Edition) it has been included in this manual for your informational use. In most cases, changes in the Contract Sum or Contract Time may be handled by the issuance of a Proposal Request and subsequent preparation of a Change Order.

A Construction Change Directive is a written order prepared by the Architect and signed by the Owner and Architect, directing a change in the work and stating a proposed basis for adjustment, if any, to the Contract Sum or Contract Time, or both (See Figure 1-13). The Owner may, by issuance of the Construction Change Directive, without invalidating the Contract, order changes in the work within the general scope of the Contract, consisting of additions, deletions or other revisions, the Contract Sum and Contract Time being adjusted accordingly.

A Construction Change Directive shall be used in the absence of total agreement on terms of a Change Order. If the Construction Change Directive provides for an adjustment to the Contract Sum, the adjustment shall be based on one of the following methods:

1. Mutual acceptance of a lump sum properly itemized and supported by sufficient substantiating data to permit proper evaluation.

2. Unit prices stated in the Contract Documents or subsequently agreed upon.

3. Cost to be determined in a manner agreed upon by the parties and a mutually acceptable fixed or percentage fee.

If none of the above methods for establishing the proper adjustment to the Contract Sum are acceptable to the Contractor, the method for adjustment of the Contract Sum shall be determined by the Owner and/or Architect on the basis of reasonable expenditures and savings of those performing the work attributable to the change, including, in the case of an increase to the Contract Sum, a reasonable allowance for overhead and profit. In such a case, the Contractor shall furnish to the Owner and/or Architect, an itemized accounting of the additional costs involved in the change, together with all substantiating documentation.

TESTING

Prior to the commencement of construction, a set of Contract Documents should be submitted to the construction testing agency for their review. The testing agency should provide a copy of their current rate schedule for such test work and a budget estimate for the particular project for the Owner's review and information.

After the Owner's acceptance and approval, the Owner and/or Architect will authorize the testing agency to proceed, in writing, prior to any testing performed. The Administrator will review the billing with the Owner and/or Architect and transmit the bill to the Owner for payment. It shall be the Contractor's responsibility to coordinate and schedule all testing activities for the project.

The testing agency shall provide test reports within 48 hours to the Architect, designated engineering consultants, Contractor, and Owner. The Administrator will act immediately, in writing, in response to any test reports which indicate that the work does not conform to the Contract Documents. Since the Contractor is responsible for the construction means and methods, it is the Contractor's responsibility to propose a method to correct construction deficiencies. It is the Owner and/or Architect's responsibility to review and act on the Contractor's proposal.

ARCHITECT'S SUPPLEMENTAL INSTRUCTIONS (ASI's)

The Administrator will prepare and issue an Architect's Supplemental Instruction for any additional work which is not included in the Contract Documents and will not increase the Contract Sum or extend the Contract Time. The Architect's Supplemental Instruction (See Figure 1- 14) will be consecutively numbered and recorded in the Project Log Book. The Administrator may prepare the Architect's Supplemental Instruction for the Owner and/or Architect's signature.

The Administrator is encouraged to attempt to resolve small incidental items by means of the Architect' s Supplemental Instruction whenever possible. The Architect's Supplemental Instruction shall be forwarded to the Contractor for signature as an acknowledgment that the work described will not change the Contract Sum or Contract Time.

PROPOSAL REQUESTS

When changes to the Contract Documents are needed or desired, which involve a substantial change to the Contract Sum or Contract Time, the Administrator will prepare and issue a Proposal Request using AIA Document G709. (See Figure 1- 15) The Proposal Request will be recorded in the Project Log Book and issued a consecutive number. The Proposal Request Summary Sheet will be located at the beginning of the Project Log Book section for Proposal Requests.

The Administrator will issue the Proposal Request using the following procedure:

1. The Administrator will prepare a formal Proposal Request using AIA Document G709, record the Proposal Request in the Project Log and assign it a consecutive number.

2. The Administrator will transmit the Proposal Request to the Contractor with a copy to the Owner.

3. The Contractor shall analyze the Proposal request and provide written response containing exact cost information including General Contractor's overhead and profit, and change to the Contract Time.

The Contractor's response should be accompanied by cost breakdown information necessary for the proper evaluation of the proposed cost, (i.e. itemized subcontractor's quotations, labor and material breakdowns, etc.)

4. The Proposal Request and the Contractor's response will be forwarded to the Owner with a letter from the Owner and/or Architect containing recommendations for action on the part of the Owner. The Owner should be reminded that work is proceeding and that failure to execute the Proposal Request expeditiously could increase the cost for the proposed work.

CHANGE ORDERS

When the Owner's review of the Proposal Request is complete and approval for the Change Order obtained, the Administrator shall prepare a Change Order, as provided in the Contract Documents, utilizing AIA Document G701. (See Figure 1-17)

The Change Order will be prepared in (3) three copies and forwarded to the Contractor for signature. The Contractor's signature on the Change order acknowledges that he will complete the work described in the Change Order for the stated amount in the Change Order. Additional time, if any, required for the Change Order work will be included in the Change Order.

Failure by the Contractor to request additional days for the Change Order work will prohibit the Contractor from requesting additional time extensions related to the Change order work at a later date.

Following the Contractor's signature of the Change Order all (3) three copies will be returned to the Administrator for the Owner and/or Architect's signature and certification. The Change Order will then be transmitted to the Owner for final signature and distribution. The Owner, Contractor and Owner and/or Architect will receive (1) one signed and certified copy of the Change Order for their records. The Change Order will then be included in the next monthly Application for Payment. The Change Order will be recorded in the Project Log Book and a copy of the Change Order included in the Log Book. A copy of the Change Order will also be directed to the Central File System.

Some owner's prefer to pay for Change Orders separate from the Application for Payment. The Contractor may request assurance that the owner has adequate funds to pay for the Change Order before executing the work. Financing and lending institutions generally require that all Change Orders be processed through their office before executing the work. Contractor's Performance and Payment Bond, and Builder's Risk Insurance must be adjusted to reflect substantial changes to the Contract Sum.

The Contractor is obligated to execute any Change Order authorized by the Owner even if there is a dispute regarding the actual cost of the Change Order work or it's impact on the Project Schedule. These matters can be resolved by exercising other provisions included in the Contract Documents.

TIME EXTENSIONS

During the course of the construction process the Contractor may request an extension in the contract time for one of the following reasons:

Changes or additions to the original scope of the work. (ie. Change Order, Construction Change Directive)

Late materials shipments from suppliers.

Excessive bad weather.

The Administrator shall carefully review the contract for the definition of items which constitute a legitimate time extension. For a situation to be considered a legitimate extension in the contract time, it must be absolutely beyond the control the Contractor.

Remember that the Contractor may choose to be the broker of construction services, but he is still responsible for the building schedule. It is not unreasonable to require the Contractor to resolve a scheduling problem with a subcontractor or material supplier by replacing them with another company.

When time extensions are requested because of late material shipments, the contractor should be asked to furnish verification of the original date of which the material order was placed. In most cases, the Contractor or the subcontractor, did not place the order in sufficient time to ensure the delivery of the material on schedule.

The most common request for time extensions is for bad weather. The Contractor must make allow for a normal amount of bad weather in his schedule.

Time extensions are granted only for abnormally bad weather, defined as weather which was both detrimental to construction activities and more frequent than usually experienced during that time of year. On the last day of each month, the local newspaper generally publishes weather statistics which can be used to evaluate the weather conditions experienced dur