Hanover Architects & Engineers Advantage
Thoughts on Managing Site Visits
Construction phase services are an important element of any design contract involving construction.
Design documents cannot be effectively implemented in a vacuum. Construction requires a constant
exchange of information and decisions that can only be accomplished when the design team is an
active participant in the process. Providing an effective construction phase services program starts
with a plan that addresses each service element in detail. There is nothing more important to this
planning process than making sure that site visits are developed with input from all stakeholders
including project owner, the prime design professional, consultants, geotechnical consultant and
special inspection function.
Site Visits
Two of the recognized standard design-construction
contract forms address site visits in a similar
manner:
EJCDC C-700 Standard General Conditions
of the Construction Contract 2007
American Institute of Architects (AIA)
§ 3.6.2.1 The Architect shall visit the site at
intervals appropriate to the stage of construction, or as otherwise required in Section 4.3.3,
to become generally familiar with the progress
and quality of the portion of the Work completed,
and to determine, in general, if the Work observed
is being performed in a manner indicating that
the Work, when fully completed, will be in accordance with the Contract Documents. However,
the Architect shall not be required to make
exhaustive or continuous on-site inspections to
check the quality or quantity of the Work. On the
basis of the site visits, the Architect shall keep the
Owner reasonably informed about the progress
and quality of the portion of the Work completed,
and report to the Owner (1) known deviations
from the Contract Documents and from the
most recent construction schedule submitted by
the Contractor, and (2) defects and deficiencies
observed in the Work.
AIA B101 2007 Owner Architect Agreement
Engineers Joint Contract Document
Committee (EJCDC)
9.02 Visits to Site
A. Engineer will make visits to the Site at
intervals appropriate to the various stages of
construction as Engineer deems necessary in
order to observe, as an experienced and qualified
design professional, the progress that has been
made and the quality of the various aspects of
Contractor’s executed Work. Based on information
obtained during such visits and observations, the
Engineer, for the benefit of Owner, will determine,
in general, if the Work is proceeding in accordance
with the Contract Documents. Engineer will not
be required to make exhaustive or continuous
inspections on the Site to check the quality or
quantity of the Work. Engineer’s efforts will be
directed toward providing for Owner a greater
degree of confidence that the completed Work
will conform generally to the Contract Documents.
On the basis of such visits and observations,
Engineer will keep Owner informed of the progress
of the Work and will endeavor to guard Owner
against defective Work.
continued
H A N OV E R A R C H I T E C T S & E N G I N E E R S A DVA N TAG E
As an alternative to Article § 3.6.2.1, the AIA B101
2007 allows for the Owner and Architect to agree
on quantities:
§ 4.3.3 The Architect shall provide Construction
Phase Services exceeding the limits set forth below
as Additional Services. When the limits below are
reached, the Architect shall notify the Owner:
.1 ( ) reviews of each Shop Drawing, Product
Data item, sample and similar submittal of the
Contractor
.2 ( ) visits to the site by the Architect over the
duration of the Project during construction
.3 ( ) inspections for any portion of the Work
to determine whether such portion of the
Work is substantially complete in accordance
with the requirements of the Contract
Documents
.4 ( ) inspections for any portion of the Work
to determine final completion
Of these options, defining quantities is by far the
best approach. In doing so, a reasonable price
for site visits can be developed as a piece of the
overall construction phase fee.
Step 3 — Define a reasonable frequency for
contractor progress meetings. Project Owners
almost always require the prime design professional‘s attendance at these meetings. Consultant
can also expect to attend these meetings at
various stages in the construction.
Step 4 — Evaluate whether some site visits can
be combined. As an example, a general site visit
to evaluate the construction can be performed
in conjunction with a pay application review or
scheduled contractor progress meeting.
Step 5 — Expect numerous site visits in conjunction
with securing the certificate of occupancy and
completing punch lists.
Step 7 — Present the draft site visit plan to the
project owner. Assist the project owner in finalizing the site visit plan. Specifically address the
risks associated with deleting any of the visits
included in the draft plan.
Step 8 — Prepare meeting notes documenting
the decisions that went into establishing the final
site plan. Include a copy of the preliminary and
final site visit plans. Provide the meeting notes to
project owner, consultants, geotechnical engineer
and special inspection function.
Step 9 — Follow up with the project owner to
assure that they are in agreement.
Step 10 — Include the final site visit plan in all
contract(s) for construction. Require contractor(s)
to provide reasonable notice of all site visits
relating to specific construction activities such a
building exterior pre-installation meeting.
Quantifying Site Visits — Fee Driven vs. Need Driven
Construction phase budgets are commonly
established as percentage of the total design fee.
This fee-driven approach, however, rarely, if ever,
accurately reflects the needs of the project. As a
result the default amount of site visits is based on
an arbitrary number of visits or a calendar-based
frequency . Neither approach, however, is based
on project-specific parameters such project
complexity, contract timeline and project delivery
method. There is a better approach. Develop a
site visit plan based on project needs. Here are
steps to consider:
Step 1 — Meet with the design team during the
development of the fee schedule to specifically
address site visits. Use a standard specification
listing as a guide. See Exhibit A.
Step 2 — Using available project information,
have each team member develop a draft site visit
plan based on their professional judgment.
Step 6 — Determine which site visits will be
covered by general office overhead and those
that will be charged to the project.
Some project owners want to limit construction
phase services in an effort to save money. Others
simply don’t see the need for the design team
to be involved in the construction process at all.
In either case, the final decision rests with the
project owner. But before any decision is made,
they need to understand that limiting construction
phase services comes at price. The increased
construction risk may far outweigh any cost
savings realized by squeezing a few dollars out
of the project owner’s overall project budget.
H A N OV E R A R C H I T E C T S & E N G I N E E R S A DVA N TAG E
Site Visit Plan — Sample
DIVISION
DESCRIPTION
Division 02
Existing Conditions
Division 03
Concrete
Division 04
Masonry
Division 05
Metals
Division 06
Wood, Plastics, Composites
Division 07
Thermal and Moisture Protection
Division 08
Openings
Division 09
Finishes
Division 10
Specialties
Division 11
Equipment
Division 12
Furnishings
Division 13
Special Construction
Division 14
Conveying Equipment
Division 21
Fire Suppression
Division 22
Plumbing
Division 23
Heating, Ventilating, and Air Conditioning (HVAC)
Division 25
Integrated Automation
Division 26
Electrical
Division 27
Communications
Division 28
Electronic Safety and Security
Division 31
Earthwork
Division 32
Exterior Improvements
Division 33
Utilities
Division 34
Transportation
Division 35
Waterway and Marine Construction
Division 40
Process Integration
Division 41
Material Processing and Handling Equipment
Division 42
Process Heating, Cooling, and Drying Equipment
Division 43
Process Gas and Liquid Handling, Purification and Storage Equipment
Division 44
Pollution and Waste Control Equipment
Division 45
Division 45 - Industry-Specific Manufacturing Equipment
Division 46
Water and Wastewater Equipment
Division 48
Electrical Power Generation
*SI – Special Inspection
ARCH
STRUCT
MEP
CIVIL
S I*
GEOTECH
H A N OV E R A R C H I T E C T S & E N G I N E E R S A DVA N TAG E
DIVISION
DESCRIPTION
N/A
Pre-Installation Meetings
N/A
Contractor Pay Application Reviews
N/A
Contractor Progress Meetings
N/A
Certificate of Substantial Completion
N/A
Occupancy Permit
N/A
Punch List
N/A
Final Inspection/Pay Application/Certificate of Final Completion
N/A
Warranty-ending Inspections
*SI – Special Inspection
ARCH
STRUCT
MEP
CIVIL
S I*
GEOTECH
S EAGNM
H
OV
EN
ETR BAARN
CD
H I T E C T S & E N G I N E E R S A DVA N TAG E
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119-0374 (11/13)