Drawing and Specifications

Recording Significant Changes Made During Construction

Section B-1

The Joint Committee recommends that the term “as built” should not be used on drawings, contracts, correspondence or in discussion.

If documents recording significant changes made during construction are required by the Owner, the Architect shall revise the original tracings to reflect such deviations from the original contract drawings, based on data taken from change orders, approved shop drawings or sketches made by the various Contractors and tradesmen engaged in the work. The information and detail, location and related information regarding buried or hidden work is of particular significance. Under no circumstance should such revisions to tracings be made by anyone other than the Architect or Engineer whose seal they bear.

Since dependence upon these documents may lead to assumptions of accuracy and precision of location which are not inherent in normal construction processes, the Architect should be careful never to imply that his drawings show the construction exactly as it has been built. The term “as built” can unintentionally mislead some person to rely too precisely on the information shown. Care must be taken to call the attention of those who may use such documents in the future to the fact that much of the work indicated on any construction drawing is diagrammatic only, (for example, the actual installation of piping and conduits can rarely, if ever, be drawn in their precise location and detail).

Recommendations
If documents recording significant changes are ordered by the Owner, it is recommended that the Architect insert in the Special Conditions a requirement that the various Contractors and tradesmen shall keep accurate information and sketches regarding exact detail and location of their work as actually installed, recording such information and all significant changes on a set of prints, delivered by the Architect to be used for this specific purpose only. When the size or complexity of the project warrants it, recording such changes may be made the responsibility of an inspector or clerk-of-the-works, in which event, the Special Conditions should make this fact known.

Also, it is recommended that a notation, substantially as follows, be included on each such revised drawing:

NOTE: “This drawing has been prepared to reflect significant changes made during construction. It is not intended to set forth with complete accuracy and precision and exact detail, location, and related information regarding installation, but is intended for use only as a convenient reference to installations made during construction.”

 

Glossary Terms for the Best Practices Guide

History of Recommendation:
Revised January, 2009
Revised April, 1989
Revised April, 1987
Revised September, 1980
Revised December, 1974
Approved November, 1971

Document Distribution for Bidding Purposes

Section B-2

In regards to document distribution for a prime bidder, the Joint Committee recommends one set of documents be provided for prime bidders at the expense of the Owner. Any additional sets should be purchased at the bidders expense from the designated reprographics company. If a deposit is required it should be returned within the time frame designated within the bidding documents upon return. Electronic document distribution is highly recommended for bidding, but should only be used in addition to hard copy distribution. All electronic document distribution should be in read-only formats such as PDF, JPEG, TIFF, etc. In either case, any subsequent changes to the documents should also be provided to prime bidders free of charge in both hard & electronic copy as applicable.

The Joint Committee recommends that all Subcontractors (or those Subcontractors included in the Owner’s ‘Approved Subcontractor List’) be allowed the opportunity to purchase full and/or partial sets of documents at their discretion at a designated reprographics company. It is strongly encouraged that the documents also be posted for view and/or purchase at local construction posting organizations. Posting organizations should make bidding documents available to local Subcontractors and suppliers free of charge to the Owner and will result in more bidder participation. Again, electronic document distribution is recommended, but only in addition to hard copy distribution. All electronic document distribution should be in read-only formats such as PDF, JPEG, TIFF, etc. Again any subsequent changes to the documents should also be provided to Subcontractors free of charge in both hard & electronic copy as applicable.

To announce document changes, in all cases it is the responsibility of the person (s) distributing the bidding documents to the locations and organizations made available immediately to the bidding community to keep these documents current. All prime bidders should be made aware that document changes are made by (either or all) phone, email, and/or fax notification. Addenda should be supplied at no charge for every previously issued set of documents.

Glossary Terms for the Best Practices Guide

History of Recommendation:
Revised July, 2010
Revised November, 1993
Approved January, 1967

Drawings and Specifications for Successful Bidders

Section B-3

The Architect or Engineer should state in the bidding documents the number of sets of drawings and specifications which will be furnished to the successful bidder at no cost.

The number of sets so stated should be in addition to the number required for obtaining required permits.

The Architect or Engineer should advise the Owner of the above requirements and make arrangements for reimbursement. All additional copies of drawings should be provided at the Contractor’s expense. The Architect or Engineer should make all arrangements for their reproduction, and the bidding documents should indicate the name and address of the printing establishment and the cost per sheet. The Contractor should include the cost of such additional sets in his bid. Additional sets of specifications should be obtained from the Architect or Engineer at a cost stated in the bidding document.

Electronic Document Distribution should be made available to the successful bidders distributed and updated in a manner agreed upon by the Contractor and Design Professional(s).

Glossary Terms for the Best Practices Guide

History of Recommendation:
Revised July, 2010
Reviewed April, 1987
Revised September, 1980
Revised January, 1975
Approved November, 1971

Submittals

Section B-4

The Joint Committee recommends the following be made regarding the relative responsibilities of Architects, Engineers, Prime Contractors and Subcontractors with respect to submittals and coordination. Each entity should make an attempt to be prompt and orderly in submissions and approval of shop drawings, product data and samples needed to maintain the construction schedule.

Submission:

  • The Contractor should prepare a “log of submittals” for the Design Professional, coordinating with overall time schedule while allowing time for preparation, review, fabrication, and delivery.
  • The Contractor should require a review of shop drawings, product data and samples by respective Subcontractors prior to making its own review and submittal to the Design Professional. Subcontractors should review shop drawings for completeness and accuracy, and submit them as needed to perform their work efficiently, on schedule, and in a manner that will not cause delays for the Contractors or Subcontractors.
  • The Contractor should coordinate all shop drawings, product data, samples, and review them for accuracy, completeness, and contract compliance before submitting to the Design Professional. Submittals of interrelated items should be submitted to the Design Professional at the same time, whenever possible.
  • The Design Professional and Contractor should assign qualified personnel to review and take action on the submittals. The Design Professional should review all submittals promptly in order to maintain the project schedule. The time allocated for review should be established in the General Conditions or by agreement between all parties once the construction phase of the project begins.

Review:

  • Each reviewer should sign, date and initial the returned submittals and indicate the status of review.
  • The Contractor should monitor the flow of submittals, and expedite it as needed to meet the project schedule.
  • All submittals should be accompanied by transmittals indicating various reviews. Only the minimum number of copies should be submitted for review and return. A reproducible copy with all reviewers’ comments and acceptances should be maintained.

Electronic Submittals:

  • The use of electronic format data is strongly encouraged whenever practical. Electronic data should be in read-only formats such as PDF, JPEG, or TIFF files.
  • An ftp site or other internet-based central exchange site should be established and one of the parties maintain accurate tracking of dates when data is posted by any party.

 

Glossary Terms for the Best Practices Guide

History of Recommendation:
Revised July, 2010
Reviewed April, 1987
Revised November, 1980
Revised January, 1975
Revised November, 1971