CONSTRUCTION CONTRACT ADMINISTRATION GUIDELINES

Pre-Construction Meeting 4/16/2009

Project: Austin, Bush, Travis High Schools - 2009 Additions and Renovations
Fort Bend Independent School District
Matrix Spencer Architects
The following is a list of requirements to help facilitate coordination and cooperation between the Contractor and Matrix
Spencer Architects field representatives. These requirements are not meant to supersede the specifications or working
drawings, but rather to summarize those requirements.
( 1)

A record set of plans and specifications is kept in the field office at all times. This set will be marked anytime there
is a change on the job to show any and all changes from the drawings. All addendum items, supplemental
instructions and change order items shall be posted on this set to show additions or corrections. This job-site set
is to be used in preparing the reproducible record drawings.

( 2)

Mechanical, Electrical and Plumbing Inspections - Test in accordance with specifications. These items are not
covered up or backfilled until inspected by Matrix Spencer Architects (or consultants) and Owner's representative.
Notify Architect 24 hours in advance for inspections.

( 3)

Shop Drawings and Submittals - Submit required number of copies to the Architect (re: specs.) for approval with
contractor's stamp of approval and signed by the Contractor before submitting. Any shop drawings submitted
without a stamp and signature, or that apparently have not been reviewed by the Contractor will be returned
without review by the Architect marked not approved. No portion of the work requiring a submittal shall commence
before submittal has been returned approved. Provide an advance list of shop drawings to be submitted noting
priority items.
A complete set of approved shop drawings shall be kept on file at the field office and reviewed periodically for
coordination of the Work.
Submit a copy of each shop drawing directly to the Owner concurrent with submittal to A/E.
For shop drawings normally checked by one of the Architects consultants, submit all copies of the shop drawings
directly to the consultant (one copy direct to Owner). Send copy of transmittal to Architect indicating distribution.
Contractor shall initiate a consecutive numbering system for shop drawings which shall appear on the initial
transmittal. This numbering system will be used by all parties handling the shop drawings after initial distribution
by the Contractor. Obtain blank copies of preferred shop drawing transmittals from Matrix Spencer.

( 4)

Substitutions - Material specified or approved prior to bid are expected to be used on the project. The submittal
process is not for the purpose of substitutions. Submittal of non-specified items will not be approved and may
cause project delay.

( 5)

Change Orders - Any additions or deletions involving changes from the original contract documents should be
submitted by the Contractor to Matrix Spencer Architects' office and approved in writing before any changes occur.
An itemized breakdown of line item labor and materials shall accompany all Proposals.

( 6)

List of Subcontractors - An itemized list of each subcontractor to perform work on the job should be sent to the
Architect at the beginning of the project and before the first pay application. The list shall include: Trade,
Company Name, Address and Telephone Number. Where approval of a subcontractor also would indicate
approval of a particular product (as in the case of manufacturers approved installers) also list the proposed
product/manufacturer.

( 7)

Schedule of Values - Submit on AIA Continuation Form a schedule of monetary values for the various items of
permanent construction breaking out labor and materials. Submit and receive approval before first pay
application.
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( 8)

Progress Schedule - Submit proposed construction schedule subdivided into various components showing their
anticipated start-up and completion dates. Revise monthly (and with any significant change) and submit to the
Architect with the monthly pay applications.

( 9)

Pay Applications - The Architect will review and retain a preliminary draft of the pay application with the Contractor,
Owner's representative and appropriate consultants at the job site. Invoices will be requested for significant draws
on materials or equipment.

(10)

Stored Materials - Off-site materials will not be paid on an application for payment until delivered to the job site.

(11)

Time Extensions - Delay days should be requested in letter form by the General Contractor to the Architect within
20 days of the cause. Matrix Spencer Architects will acknowledge legitimate delay days with the Architects' Time
Extension form. Time extensions will be incorporated into the contract by Change Order following approval by the
Owner.

(12)

Progress Meetings - Meetings will be held to discuss job progress, coordination and anticipated problems. In
attendance will be the Owner, General Contractor, affected subcontractors, and the Architect. Frequency of
progress meetings will be determined by job conditions. Per the project specifications, the Contractor will furnish
attendees with typed minutes of the meeting. At various times during the construction, meetings will be scheduled
to review the contract documents and answer questions on critical parts of the construction, before work begins.

(13)

Correspondence and Communications - The Architect is the Owner's representative, and all communications
between the Owner and General Contractor shall be channeled through the Architect. All subcontractors shall
communicate with the Architect only through, or in the presence of the General Contractor.

(14)

The Superintendent - Shall be fully knowledgeable of the Contract Documents and project requirements. His
inspection and approval of all items prior to observations by the Architect and Owner's representative is essential
in avoiding delays and conflicts in the field.

(15)

Workmen's Conduct - Existing facilities are not to be used by workmen during construction including restrooms
and lunch areas. Appropriate clothing must be worn at the job site, no shirtless workers. Appropriate conduct and
language must be exercised by all construction workers. Any incident regarding language or inappropriate
conduct of a worker must constitute immediate removal from the site.

(16)

Correction of Work - Additional Architectural or Engineering services, testing and retesting to analyze and inspect
non-conforming work shall be at the Contractor's expense.

(17)

Substantial Completion - When the Contractor considers that the work is substantially complete the Contractor
shall prepare for submission to the Architect a detailed list of items (punch list) to be completed or corrected.

(18)

Warranty - Timely response to warranty work is critical to the continual operation of the Owner's facilities.

(19)

Signs and Advertising - None.

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