TheThreeRules
ofConstruction–
Document,
Document,
Document!
Presentedby:
ScottLowe
TraunerConsultingServices,Inc.
MeetYourSpeaker
• ScottLowe,P.E.
Principal,TraunerConsultingServices
• 30yearsexperience
• ProfessionalEngineer
g
• Instructor,Scheduler,Author,
Analyst,ExpertWitness
2
PresentationOverview
1. Whydowecare?
2. ElectronicorPaper?
3. Preconstruction/BidPhaseDocumentation
4
4. Standard
StandardProjectDocumentation
Project Documentation
5. SchedulingandDelays
6. Communications
Summary
QuestionsandAnswers
3
TheThreeRulesofConstruction– Document,Document,Document
1
1.Whydowecare?
4
1.Whydowecare?
(asanexperiencedconstructionlitigatoronceputit):
Ifit’snotinwriting,itdidn’thappen!
5
“Everyoneisentitledtohis
ownopinion,butnothis
ownfacts.”
f
DanielPatrickMoynihan
6
TheThreeRulesofConstruction– Document,Document,Document
2
1.Whydowecare?
Onereason:Becauseitisanunfortunatefactthatsome
constructionprojectsendupinsomeformofdispute
thatleadstomediation,arbitration,orlitigation.
Wheresomeonewhowasnotthereandwhodoesnot
understandconstructionortheproject,willdecidewhat
happened,whyithappenedthatway,and
who’sresponsible.
7
1.Whydowecare?
Whenitcomestosettlingdisputes:Thebestoffense
ANDthebestdefenseisawellorganized,well
documentedprojectfilethatcontemporaneously
recordstheFACTS.
• Mostoften:
! TheFACTSwilldeterminetheoutcome.
8
1.Whydowecare?
Anotherreason:Manydisputescanberesolvedwhen
weknowtheanswertotwosimplequestions:
1. Whoknewwhat?
2. Whendidtheyknowit?
9
TheThreeRulesofConstruction– Document,Document,Document
3
1.Whydowecare?
Butperhapsmostimportantly:Effectivecommunication
anddocumentationtechniquesmakeusbetterproject
managersandincreasethelikelihoodthatourprojects
willfinishearlyandunderbudget.
• Goodandtimelycommunicationeliminatesor
mitigatestheeffectofsurprises
10
1.Whydowecare?
Becausethecontractrequiresit:
• “Duringtheprogressofsuchdisputedwork,the
Contractorshallkeepdailyrecordsinaccordance
with§10905C.1.”
• Fortimerelateddisputes:“TheContractorshall
prepareandsubmittotheEngineer,ifrequested,weekly
writtenreportsuntilcompleteresolutionofthedispute.
Suchreportsshallbeavailableatthenextscheduled
contractmeeting,andprovidethefollowing
information:…”
11
1.Whydowecare?
Becausethecontractrequiresit:(fortimerelateddisputes)
“1.PotentialeffectontheContractor'sschedulecausedbythetime
relateddispute;
“2.Identificationofalloperationsthathavebeen,are,ormaybe
affectedordelayed;
“3.ExplanationofhowtheDepartment'sactoromissionaffectedor
p
p
delayedeachoperation,andestimationofhowmuchmoretimeis
requiredtocompletethework;
“4.Itemizationofallextracostsbeingincurred,including:
“a)Anexplanationastohowthoseextracostsrelatetotheeffector
delayandhowtheyarebeing“calculatedandmeasured.
“b)Identificationofallemployeesforwhomcostsarebeingcompiled.
“c)Identificationofallitemsofequipmentforwhichcostsarebeing
compiled.”
12
TheThreeRulesofConstruction– Document,Document,Document
4
1.Whydowecare?
Becausethecontractrequiresit:(109.05.C)
“1.DailySummary.TheContractorshalldeliveradailysummaryofforce
accountworktotheEngineer…Thissummaryshallbedatedandsignedby
theContractor’sauthorizedrepresentative.Thesummaryshallcontain:
“a.Thecontractnumber,othercontractinformation,andtheContractor
name/information
name/information.
“b.Abriefdescriptionoftheworkperformedandtheworklocation…
“c.Alistofpersonnelbyname,includingthehoursworked,andlabor
“d.Alistofmaterialsusedindicatingthequantityandnature…
“e.Alistofequipmentusedindicatingthenumberofhoursusedandthetype,
manufacturer,model,modelyear,sizeofequipment,andanyrequired
attachments.”
13
PresentationOverview
1. Whydowecare?
2. ElectronicorPaper?
3. Preconstruction/BidPhaseDocumentation
4. StandardProjectDocumentation
5. Communications
Summary
QuestionsandAnswers
14
2.ElectronicorPaper?
• Thefocusofthistalkison“content”ratherthan
“medium.”
• However,basedonourexperience,wedohavesome
observationsandrecommendationsregarding
documentanddatacontrolandsharing.
15
TheThreeRulesofConstruction– Document,Document,Document
5
2.ElectronicorPaper?
• Whatevermediumyouchoose,rememberthatyour
jobistomanage
! Time
! Cost
! Quality
• Soorganize,andcreatetheabilitytouse,yourdatain
awaythatwillfacilitatethosemanagementtasks.
16
2.ElectronicorPaper?
• Considerusingcoordinatednomenclatureoralpha
numericorganizationacrossallplatforms:
! Schedule
! CostReporting
! SpecificationsandPlans
• Trainyourstaffintheproperuseandpotentialofthe
chosenmedium
17
2.ScheduleCoding
ITEM639.102201– CPMPROGRESSSCHEDULE Type2
ActivityCodes– TheContractorshallincludeawell
definedactivitycodingstructurethatallowsproject
activitiestobesortedandfiltered.ActivityCodesshall
include,butnotbelimitedto:ResponsibleParty;
Stage;AreaofWork;TypeofWork;Subcontractor;
andadditionallyasrequiredbytheEngineertomeet
theneedsofthespecificcontractworktofacilitate
theuseandanalysisoftheschedule.
18
TheThreeRulesofConstruction– Document,Document,Document
6
2.ScheduleCoding
ITEM639.102201– CPMPROGRESSSCHEDULE Type2
TheGlobalactivitycodesestablishedbytheDepartmentshallbe
usedtothemaximumextentpracticable.TheContractorshallassign
theappropriateactivitycodevaluestoeachactivityintheprogress
scheduleforthefollowingGlobalActivityCodesthatareinthe
Department’senterprisedatabase:
1)
1)RESPONSIBLEPARTY(DOTGLOBAL)
RESPONSIBLE PARTY (DOT GLOBAL)
2)STAGE(DOTGLOBAL)
3)AREA(DOTGLOBAL)
4)TYPEOFWORK(DOTGLOBAL)
5)PAYITEM(DOTGLOBAL)
6)CHANGED(ADDED/DELETED)WORK(DOTGLOBAL)
7)TIMERELATEDCLAUSES(DOTGLOBAL)
8)DELAY(DOTGLOBAL)
19
2.ScheduleCoding
ITEM639.102201– CPMPROGRESSSCHEDULE Type2
xvi)ActivityCodeValues– EachActivityCodeshallbe
brokendownintovariousActivityCodeValuesthat
arethenassignedtoactivities.Forexample,the
ActivityCode“Stage”shallincludeahierarchal
arrangementofActivityCodeValuesasshownbelow
inFigure2…
20
2.ScheduleCoding
ITEM639.102201– CPMPROGRESSSCHEDULE Type2
ActivityCodeAssignments Foreachactivity,within
theactivitydetailstheContractorshallassignActivity
Codevaluestoidentifythe“ResponsibleParty”(i.e.–
Contractor,NYSDOT,UtilityCo,Municipality)forthe
worktobeperformed(oneandonlyoneresponsible
partyshallbeassignedtoeachactivity),the“Stage”of
thecontractfortheworkthatwillbeperformed,the
“Area”wheretheworkistobeperformed,the“WZTC
Phase”,andtheTypeofWork…
21
TheThreeRulesofConstruction– Document,Document,Document
7
2.ElectronicorPaper?
SeniorManagersshouldberesponsibleforthe
recordsthatarebeingkept,andperiodicallymonitor
thoserecordstoensurethatthemediumistruly
facilitatingthemanagementofTime,Cost,and
Quality.
22
WhatDoes“Contemporaneous”Mean?
Occurringduringthesameperiodoftime.
23
Contemporaneousvs.AftertheFact
Documentation
It’seasyto
“buildtheprojectonpaper”by
contemporaneouslydescribing
fieldoperationsastheyoccur.
It’smuchmoredifficult,
andnotnearlyaseffective,
toreconstructproject
documentationafterthefact.
24
TheThreeRulesofConstruction– Document,Document,Document
8
PresentationOverview
1. Whydowecare?
2. ElectronicorPaper?
3. Preconstruction/BidPhaseDocumentation
4. StandardProjectDocumentation
5. Communications
Summary
QuestionsandAnswers
25
3.Preconstruction/BidPhaseDocumentation
• Eachofthestakeholdersshouldstartits
documentationduringthepreconstruction/bidphase.
! Contractor
! Owner
! Designer
26
3.Preconstruction/BidPhaseDocumentation
Example:
Thecontractorcouldcreateaprebid“observations&
assumptionslog”thataccompaniesthebiddocuments
throughtheestimatingphaseoftheprojectrightupto
thetimethebidorproposalleavesyouroffice.
27
TheThreeRulesofConstruction– Document,Document,Document
9
3.Preconstruction/BidPhaseDocumentation
Examples:
• ValueEngineering
• Assumptionsregardingtheeffectofinclement
weatherontheproject
• Notesfromestimatorsordesignersaboutanything
that,intheirexperience,seemsstrangeorunusual
28
3.Preconstruction/BidPhaseDocumentation
Thepreconstruction/bidphasefilesarevaluable
becausethecumulativeinformationassembledbythe
management,planning,andestimatingstaffsduring
thepreconstruction/bidphaseoftheprojectcan
providevaluableguidancetothosewhoaretaskedwith
buildingtheproject.
29
PresentationOverview
1. Whydowecare?
2. ElectronicorPaper?
3. Preconstruction/BidPhaseDocumentation
4. StandardProjectDocumentation
5. Communications
Summary
QuestionsandAnswers
30
TheThreeRulesofConstruction– Document,Document,Document
10
4.StandardProjectDocumentation
•
•
•
•
•
•
•
•
MeetingMinutes
DailyReports
NotestoFile
Email
RFIandSubmittalLogs
DigitalPhotos
Videos
Schedules
31
4.StandardProjectDocumentation
• MeetingMinutes:Characteristicsofproper
documentation
! Complete
• cover
coveralltopicsdiscussed
all topics discussed
! Inclusive
• captureallcommentsoneachtopic
! Accurate
• noeditorialorinflammatorycomments
! Thefactsandnothingbutthefacts
32
4.StandardProjectDocumentation
• MeetingMinutes:BestPractices
! AlwaysreadMeetingMinutesimmediately
uponreceipt!
33
TheThreeRulesofConstruction– Document,Document,Document
11
4.StandardProjectDocumentation
• MeetingMinutes:BestPractices
! Mustbedistributed,oftenwithaclausethatstatesthat
theminuteswillbeconsideredaccurateunlessrevisions
arerequestedwithin5days.
! WhathappenswhenMeetingMinutesarenotaccurateor
omitinformation?
! Ifleftunchallenged,inaccuraciesandomissions
intheMeetingMinutesbecomethepermanent
record.
34
4.StandardProjectDocumentation
• MeetingMinutes:BestPractices
• WhenaresponsetoMeetingMinutesisrequired:
1. Informtheauthorinwritingbeforethe“expirationdate.”
2. Staple(-)yourresponsetothesubjectmeetingminutes
p ( )y
p
j
g
andfile.
3. Atthenextmeeting,makeitanagendaitemtodiscuss
theinaccuraciesand/oromissions.
4. Iftheinaccuraciesand/oromissionsareegregious,insist
thatcorrectedminutesbeissued.
35
4.StandardProjectDocumentation
DailyReports:Aremostusefulwhentheydovetailwith
activitiesasidentifiedintheschedule.Theyshouldbe:
! Complete
! Inclusive
! Accurate
! Factual
36
TheThreeRulesofConstruction– Document,Document,Document
12
4.StandardProjectDocumentation
Overtimewehavedevelopedalistof16itemsthat
wethinkoughttobeonaDailyReport…
37
4.StandardProjectDocumentation
EveryDailyReportshouldinclude:
1. Weather
2. Locationofworkonsite
3
3. Work
Workaccomplished
accomplished
4. Quantities,ifapplicable(andifapproximate,sayso)
38
4.StandardProjectDocumentation
EveryDailyReportshouldinclude:
5. Workforcebytradeandnumberofworkers
6. Hoursworked
7
7. Equipment
Equipmentinuse
in use
8. Idleequipment
39
TheThreeRulesofConstruction– Document,Document,Document
13
4.StandardProjectDocumentation
EveryDailyReportshouldinclude:
9. Potentialdelayingevents
10. Significantevents
11
11. Safety
Safetyissuesandsafety/toolboxtalks
issues and safety/tool box talks
12. Meetingsheldonsite
40
4.StandardProjectDocumentation
EveryDailyReportshouldinclude:
13. Directionreceived
14. Deliveries
15
15. Record
Recordofvisitors
of visitors
16. Author’ssignatureanddate
41
4.StandardProjectDocumentation
DailyReports:Managersunderstandthat:
• Thereisanarttocreatinggooddailyreports.Don’t
assumethatitcomesnaturally.
• Fieldpersonnelmustbetrainedtowriteaccurate
Field personnel must be trained to write accurate
andacceptabledailyreports.
Nowlet’slookatsomeexamples…
42
TheThreeRulesofConstruction– Document,Document,Document
14
4.StandardProjectDocumentation
DailyReportsExample1:
Therewasastormwatercontrolprojectthatrequired
alargediametertunneltobeboredthrougha
mountain.Thetunnelwaslinedwithasprayon
cementitious materialcalledshotcrete.The
contractor’sforemanrecordedthefollowinginhis
dailyreport.
“GoodthingIhadmygoggleson.Thenozzleman wasan
idiot– crete waseverywhere.Thisisthethirdguyinarow
they’vesentmewhohasnocluewhathe’sdoing.”
43
4.StandardProjectDocumentation
DailyReportsExample1:Threeyearslater…
After the project was completed and in use, the liner
material began to debond and fall off. The owner
sued the contractor for defective work. This one
particular daily report became the “smoking gun” the
owner’s legal team was looking for.
44
4.StandardProjectDocumentation
DailyReportsExample2:
Thesurveyorhasbilledusonlyoneothertimeontheproject
backinDecemberoflastyear.Werequestedatthattime
theyprovidesigneddailytimeticketsfortheirhourly
services
services(asrequiredbytheirsubcontractagreement).
(as required by their subcontract agreement)
Signeddailytimeticketsisameansofverifyingthehourson
thejob,theyshouldbebroughttooursuperintendentand
signeddaily.Theyhaveneverprovidedsigneddailytime
tickets,andneverbilledusagainuntilthelastdayofAugust.
Nowayformetoverifyhoursworkedonthejobwithout
signedtickets.It’stheirfault!
45
TheThreeRulesofConstruction– Document,Document,Document
15
4.StandardProjectDocumentation
DailyReportsExample3:
• On189days,dailyreportsrecorded thatmanpower
assignedtothe projectwasworkingwithinthe
projectlimits,butwasnotperformingwork
associatedwiththecontractscopeofwork.
• On180days,thedailyreports recordedthat
manpowerassignedtothe projecthadbeensent
offsitetootherprojects.
• On120days,thedailyreports recordedthatoneor
moresubcontractorsweredelayingthe project.
46
4.StandardProjectDocumentation
DailyReports
Werecommendthatsomeoneattheproject
managementlevelspotcheckatleastonedailyreport
perweekfromeachjobsite.Dothisinorderto
maintainacontinuousdialogwiththepeople
responsibleforwritingdailyreportsandofferguidance
ontheirchoiceofwords.
47
4.StandardProjectDocumentation
NotestoFile
• Documentanunusualoccurrence
• Documentatelephoneconversation
• Document
Documentatext
a text
• Documentthestatusofsomethingataparticular
pointintime
• Butnote– NotestoFileareincomplete
communications
48
TheThreeRulesofConstruction– Document,Document,Document
16
4.StandardProjectDocumentation
RFIandSubmittalLogsare:
• Contemporaneousdocuments
• Excellentmanagementtools
• Concise
Concisehistoricalrecords
historical records
Keeptheselogsupdatedonadailybasis!
49
4.StandardProjectDocumentation
• DigitalPhotosandVideosAre:
! Contemporaneousdocuments,especiallyifdateisprinted
onthephoto
! Preciserecordsthatcaptureanexactmomentintime
! Aninexpensiveandveryeffectivedocumentationmethod
! Extremelyvaluableinterminationsituations(toyouor
yoursub)
50
4.StandardProjectDocumentation
• APictureIsWorthAThousandWords…
! Engineers,architects,projectmanagers,superintendents,
owners’reps,constructionmanagers…
! Anyonewithmanagementresponsibilityshouldarriveat
th
thejobsiteequippedwithadigitalcamera.
j b it
i
d ith di it l
51
TheThreeRulesofConstruction– Document,Document,Document
17
4.StandardProjectDocumentation
• …butmaybeworthlesswithoutawordortwoof
description.
52
PresentationOverview
1. Whydowecare?
2. ElectronicorPaper?
3. Preconstruction/BidPhaseDocumentation
4. StandardProjectDocumentation
5. Communications
Summary
QuestionsandAnswers
53
5.Communications
•
•
•
•
Emails
Schedules
Letters
Oral
OralCommunication
Communication
Anythingshared
54
TheThreeRulesofConstruction– Document,Document,Document
18
5.Communications
Emails:
• Consideredcontemporaneousdocumentation
• Everybitasimportantashardcopycorrespondence
• Admissible
Admissibleinlegalproceedings
in legal proceedings
• Discoverable
Texts:
• Fast,butcanitreadilybestoredorretrieved?
• Incompletecommunication?
55
5.Communications
Emails:
• Treatincomingemailasyouwouldaletterorafax
!
!
!
Printit!(includingtheattachment)(-)
Fileit!
Becauseemailisaquickandeasymethodof
communication,it’seasytoloseperspectiveofthe
importanceofthedocument.
56
5.Communications
Schedules:
• Areacontemporaneouscommunicationbythe
contractortotheownerofthecontractor’scurrent
planforperformingthework
• EachScheduleandUpdateneedstobepreservedin
itsoriginalform
• Arethepreferredsourceofinformationwhen
analyzingdelayclaims
• ElectronicSchedulefilescontainsalotmore
informationthanisshownonapaperprintout
57
TheThreeRulesofConstruction– Document,Document,Document
19
5.Communications
Schedules:
• Mostschedulingsoftwareoperatesin“realtime,”
whichmeansthatanychangesmadetoschedules
areeffectiveimmediately.
• Alwayssaveapristinecopyofyourbaseline
scheduleandeveryscheduleupdateforthe
durationoftheproject.
Never“WRITEOVER”originalschedulesorschedule
updates!
58
5.Communications
ScheduleAnalysis:(PerITEM639.102201– CPM
PROGRESSSCHEDULE Type2)
“2.ScheduleAnalysisMethod.
“Events
Events,actions,andprogressthatcausedelaysor
actions and progress that cause delays or
gainstotheProgressSchedulewillbeanalyzed
solelybythe"ContemporaneousPeriodAnalysis"
method.”
59
60
TheThreeRulesofConstruction– Document,Document,Document
20
61
1/6
As-Planned
1/19
January
7
14
21
28
62
63
TheThreeRulesofConstruction– Document,Document,Document
21
As-Planned Schedule
Schedule Update, 2FEB98
1/6
As-Planned
1/6A
1/19
Update No. 1
1/22A
January
7
14
21
28
64
As-Planned Schedule
Schedule Update, 2FEB98
1/6
As-Planned
1/6A
1/19
Update No. 1
1/22A
3-day
DELAY
January
7
14
21
28
65
5.Communications
ScheduleAnalysis:(PerITEM639.102201– CPM
PROGRESSSCHEDULE Type2)
2.TimeImpactAnalysis.
A
ATimeImpactAnalysis(TIA)shallbesubmittedto
Time Impact Analysis (TIA) shall be submitted to
theEngineerforeachrequestbytheContractorfor
anadjustmentofcontracttime,orwhenthe
ContractororEngineerconsiderthatanapproved
oranticipatedchangetothecontractmayimpact
thecriticalpathandcontractprogressbymorethan
acalendarmonth.
66
TheThreeRulesofConstruction– Document,Document,Document
22
ProspectiveDelayAnalysis(TIA)
67
ProspectiveDelayAnalysis(TIA)
OriginalProject
Completion:
July13,2010
68
TheChange(TIA)
OnFebruary1,theownerinformedthecontractorthatto
accommodatethespawningseasonthisyear,theproject’s
environmentalpermithadbeenmodified.Thesecond
cofferdam,locatedinaflowingportionoftheriver,couldnotbe
installeduntilMarch.
69
TheThreeRulesofConstruction– Document,Document,Document
23
UpdatefortheChange(TIA)
FIRST,Updatethe
Scheduletothedateof
thechange:
February1,2010
70
UpdatefortheChange(TIA)
SECOND,Identifythe
CurrentProject
CompletionDate:
July19,2010
71
InserttheChange(TIA)
THIRD,Adjusttheschedulefor
thechangebyaddinganactivity
fortherestrictedperiod,which
couldalsohaveuseda
constraintorcalendar.
72
TheThreeRulesofConstruction– Document,Document,Document
24
InserttheChange(TIA)
THIRD,Adjusttheschedulefor
thechangebyaddinganactivity
fortherestrictedperiod,which
couldalsohaveuseda
constraintorcalendar.
73
CalculatetheImpactoftheChange(TIA)
Don’tforgettorun
theschedule
Notethatthecritical
pathhaschanged
FOURTH,Identifythe
CurrentProject
CompletionDate:July
22,2010
74
EvaluatetheResults(TIA)
• Whatwasthecompletiondate?
! Beforethechange:July19
! Afterthechange:July22
• Thechangeorderissuedforthepermitrevision
g
p
shouldincludea3daytimeextension.
• Alternately,theworkcouldbeacceleratedto
mitigatethedelayandachievetimelycompletion.
75
TheThreeRulesofConstruction– Document,Document,Document
25
5.Communications
OralCommunications
• Examplesofsituationsinwhichwerelyonoral
communications
! Telephoneconversations
! Fieldmeetings
! InspectionswiththeAHJ
76
5.Communications
OralCommunications
Wheneveroraldirectionisgivenorreceived,orwhen
somethingisagreedtoorpromisedduringa
conversation,thebestpracticeistofollowupwitha
writtenconfirmation.
77
5.Communications
OralCommunications
Hereisanexampleofasubcontractorconfirming
directiongivenbythegeneralcontractor:
“Yesterday
Yesterdayinthesupersmeeting,youtoldmetoset
in the supers meeting you told me to set
upmyscaffoldandstartlayingblockattheSE
cornerofthebuilding.Thismorningoutonsiteyou
toldmetosetupandstartblockatSWcorner.The
scaffoldarrivestoday.IwillsetupattheSWcorner
peryourdirection.”
Signed&Dated&CopiedforSub’sFile
78
TheThreeRulesofConstruction– Document,Document,Document
26
5.Communications
OralCommunications
Whatdoyoudowhenyouaregivendirectionby
someonenotauthorizedtodoso?
79
5.Communications
OralCommunications
Whatdoyoudowhenyouaregivendirectionby
someonenotauthorizedtodoso?
DearOwner,
Today your interior designer was at the jobsite for a tour. She decided
that the meditation room should not be painted fireengine red as shown
in the room finish schedule. She directed us to repaint the room a soft
mauve color. However, since the room is already painted, there will be a
cost to repaint the room. Please advise if you would like us to prepare a
proposal for your review.
Sincerely,
YourFavoriteContractor
80
5.Communications
Letters
• Agoodconstructionlettershould:
!
!
!
!
!
!
Haveanintroduction,abody,andasummary.
Belimitedtooneandonlyonesubject.
Statethefactsorquestionsclearly.(Statewhytheletter
isbeingwritten).
Discussthesubjectinasfewwordsaspossible.
Employyourbesttechnicalwritingskills(omittheprose).
Excludeemotion,sarcasm,threats,andprofanity.
81
TheThreeRulesofConstruction– Document,Document,Document
27
5.Communications
ARealExampleofaClaimLetter:
PerSpecialProvisionSections91.04NoticeofPotentialClaim,Acmeproteststheweldinginspectionrequirements
forsplicingsteelpipepilesasinterpretedbytheAgency.TheAgencynotifiedAcmeonMay8,1997thatinspection
isrequiredonallfieldweldingperformed.SpecialProvisionsSection101.22Pilingstatesthatpilingshallconform
totheprovisionsinSection49,“Piling,”oftheStandardSpecifications,andtheSpecialProvisions.Special
ProvisionsSection101.22readsthatunfilledpipepilesshallbefullpenetrationwelded.Partialweldsmaybe
restoredtofullpenetrationweldsinthefieldinconformancewithAWSD1.1.AlsoStandardSpecificationSection
495.02Splicingstatesthatsplicesforsteelpilesshallbemadebyfullpenetrationbuttweldingtheentirecross
sectioninconformancewiththerequirementsinAWSD1.1.TheweldingprocedurerequiredisD1.1,butno
inspectionisrequiredper495.02oftheStandardSpecifications.
Inthepast,previousprojectsinterpretationsofthisspecificationhasnotrequiredweldinginspectionperSection6
ofAWSD1.1tobeperformedbytheContractor.Contractsfollowingourcurrentprojecthaverevisedthis
specificationsectiontorequirethattheContractorperformsweldinginspection.AcmeissupplyingaCWIcertified
inspectorperSection6ofAWSD1.1forthisprojectandrequestsadditionalcompensationforallexpensesincurred
forthisinspection.
AcmehasattachedpartialAgencyspecificationsectionsfromotherprojectsforyourinformationregardingwelding
procedures.Attachment1,AgencyContract#11050024wasbidpriortoourcurrentprojectwhichreflectsour
currentspecifications.Attachment2,AgencyContract#05453404wasbidafterourcurrentprojectwhichincludes
additionalfieldweldingqualitycontrolrequirements…
82
5.Communications
TheActualResponsetotheClaimLetter
TheAgencyacknowledgesthereceiptofthecontractor’snoticeofpotentialclaimregardingthewelding
specification.TheAgencytakesexceptiontotheimplicationthatthecontractorwasnotinformedastowhat
weldingspecificationwasapplicable.Thecontractclearlydefineswhichelementsofthewelding
specificationswereimportanttoourapplication.Thecontractor’sfailuretoprovidethespecifiedwelding
submittalpriortoweldingworkfortheprojectisthesolecauseforanydelaysorlossofefficienciesthe
contractormightbeexperiencing.
Thecontractor’srequestforadditionalcompensationfor“schedulingdelays”and“resourcedelays”hasno
factualbasis.TheAgencytakesexceptionthatthisrequestforadditionalcompensationwasmadeinthename
of
ofacontractualnonpersona“JoeWelder.”Mr
a contractual non persona “Joe Welder” Mr Welder’s
Welder’sstatementthathepreparedthenoticeofpotential
statement that he prepared the notice of potential
claimwithoutreviewofthecorrespondencefileandwithlittleornopersonalinvolvementinthisissueis
disturbing.
Reviewofaliencontractdocumentssubmittedbythecontractorrevealsonlythattheyarewelding
specificationsapplicabletootherprojects.Mr.Welder’sobservationthatthecastinsteelshellconcretepile
specificationonanotherproject“reflectsourcurrentspecifications”isbaffling.
Theapplicableprovisionforsplicingofthe“openendedpipepiles”ontheBigRiverBridgeisfoundinthe
StandardSpecifications,Section495.02“Splicing.”,“SplicesforSteelPilesshallbemadebyfullpenetration
buttweldingtheentirecrosssectioninconformancewiththerequirementsinAWSD1.1.”
QuotingfromtheAWSD1.1Section1.1“Scope”,“Thiscodecontainstherequirementsoffabricatingwelded
steelstructures.WhenconformancetotheCodeisstipulatedinthecontractdocuments,allprovisionsofthe
codeshallbecompliedwith,exceptforthoseprovisionsthattheEngineerorcontractdocumentsspecifically
exempt.”Inthecontract03362404noprovisionshavebeenexempted.
Yourrequestforadditionalcompensationiswithoutmerit.
83
5.Communications
TheActualResponsetotheClaimLetter
…TheAgencytakesexceptiontotheimplicationthatthecontractorwasnot
informedastowhatweldingspecificationwasapplicable.
…Thecontractclearly defineswhichelementsoftheweldingspecifications
wereimportanttoourapplication.
…Mr Welder’sstatementthathepreparedthenoticeofpotentialclaim
without
review of the correspondence file and with little or no personal
withoutreviewofthecorrespondencefileandwithlittleornopersonal
involvementinthisissueisdisturbing.
…Reviewofalien contractdocuments…
…Mr.Welder’sobservationthatthecastinsteelshellconcretepile
specificationonanotherproject“reflectsourcurrentspecifications”is
baffling.
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5.Communications
ABetterResponsetotheClaimLetter
1.
2.
3.
4.
5.
TheAgencyacknowledgesreceiptofAcme’sNoticeofPotentialClaim,datedMay22,1997,regardingthe
enforcementofspecifiedweldingrequirements.WehavereviewedtheletterofMay22forwardingthe
Noticeanditsattachments.WedisagreewiththeconclusionthatourdirectiontoAcmetoinspectallfield
weldsisachangetothecontractrequirementsbasedonthefollowing:
StandardSpecificationSection495.02governsthesplicingofthe“openendedpipepiles”onthisproject,as
Acmeacknowledgedinitsletter.
Section495.02requiresthat“Splicesforsteelpilesshallbemadebyfullpenetrationbuttweldingtheentire
crosssectioninconformancewiththerequirementsinAWSD1.1.”Acmeacknowledgestheapplicabilityof
AWSD1.1initsletter.
Section1.1ofAWSD1.1“Scope”statesthat“Thiscodecontainstherequirementsoffabricatingweldedsteel
structures.Whenconformancetothecodeisstipulatedinthecontractdocuments,allprovisionsofthecode
shallbecompliedwith,exceptforthoseprovisionsthattheEngineerorcontractdocumentsspecifically
exempt.”
AWSD1.1requiresinspectionofallfieldwelds.NeithertheEngineer,northecontractdocumentsrelaxed
thisrequirement.Acmeisstillrequiredtoprovideforinspectionofallfieldwelds.
Thefactthatthecontractlanguagerelatedtotheinspectionoffieldweldswasmodifiedinsubsequent
Agencycontracts,doesnotchangetherequirementsofAcme’scontract.
Forthesereasons,Acmeisrequiredtoprovideinspectionofallfieldwelds.Thecostoffieldinspectionis
incidentaltotheunitpricepaidtofurnishandinstallthesteelpipepiles.Acmeisnotentitledto
reimbursementforinspectioncostsbeyondthereimbursementalreadyprovidedbytheunitpriceforpipe
pile.
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5.Communications
WhyWasThisSecondResponseBetter?
• Itstucktothefacts.(ThedeficienciesinMr.Welder’s
preparationareirrelevantifhe’sright!)
• ItansweredtheContractor’sclaim,whichwasaboutthe
inspectionofallfieldwelds.Thefirstresponsedidnot
specifically
specificallyaddressthatallegation.
address that allegation
• Itstayedawayfromemotionalwordslike“disturbed”and
“baffled.”
• Doesreferringto“aliencontractdocuments”reallyhelp?
• Thetextwasimpersonal.
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5.Communications
Letters
Agoodconstructionlettershouldexcludesarcasm:
I questioned why my firm was paid only 90% of our Change Orders #2, 4 and 5.
This work was authorized by the Developer to be performed on a T&M basis. We
did just that; we did follow instructions.
I have thought of an easy solution for the Owner. They have only paid 90% of
these extra work tickets. I don’t want the balance of the 10%. I can take 10% of
the piping back that I have installed and with the escalation of material costs in
the last year, I will install it at a job that is actually willing to pay me.
Can you please indicate what 10% of the piping I can remove? I would like to
start this process on Monday July 14th.
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5.Communications
Letters
Agoodconstructionlettershouldnotpokeafingerin
therecipient’seye:
Due to discrepancies in the plans and the information provided by
you the architect, we are being forced to react to solve a problem
with the tie beams at the tops of the masonry shearwalls … If we
encounter any resistance from the City of ________ or the
Threshold Inspector we would hope that you will provide the
assistance necessary to satisfy their requirements.
88
5.Communications
Letters
Agoodconstructionlettermightaddressthisissuethis
way:
We are currently working with the City and the Threshold Inspector
to resolve the issue with the tie beams at the tops of the masonry
walls. As the designerofrecord, your assistance may be required.
To keep you informed of our progress, we will copy you on all
correspondence related to this issue.
89
5.Communications
MemotoFile
Agoodmemotofileshouldexcludethreats:
Ihavemadealistofthefollowingitemswhichyoumaywishto
takeactionon,inresponsetothecontractor’sclaim:
11. D
Denycontractor’sclaimandworkwiththeattorneystomake
t t ’ l i
d
k ith th tt
t
k
upsomecountersuitforasimilaramount.
2. WorkcloselywiththeResidentEngineerandmakealong
punchlistwhichincludeseverypossiblesmallnitpickingitem.
3. Advisethecontractortoremovehisbatchplantfromthejob
sitewithinthenextsevendaysorthreatentochargehim
groundrent.
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5.Communications
Letters
Agoodconstructionlettershouldexcludethreats:
4. Reviewthenumberofraindaysthisyearcomparedtoprevious
yearsandifitissubstantiallylower,decreasehiscontracttime
accordingly.
d l
5. ReviewtheSuperintendentDailyReportsandseeifthereare
anyitemsdocumentedthatcanbeusedagainsthim.
91
5.Communications
Letters
Agoodconstructionlettershouldexcludeprofanity:
Inregardstoyourletter,datedNovember22,_____,concerning
possibleerosionofslopesonthecontractcaptionedabove,please
be
beadvisedthatweareoftheopinionthatyouarefullof&!#%.
advised that we are of the opinion that you are full of &!#%
Ifyouhaveanyquestionsconcerningthismatter,pleasedonot
hesitatetocontactme.Iremain
Verysincerelyyours,
92
PresentationOverview
1. Whydowecare?
2. ElectronicorPaper?
3. Preconstruction/BidPhaseDocumentation
4. StandardProjectDocumentation
5. Communications
Summary
QuestionsandAnswers
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31
Summary
1. Bejudiciousinyourchoiceofwords.
2. Focusonthefactsandnothingbutthefacts.
3. Asyouwriteandreviewyourcorrespondence,
imagineyourselfexplainingtoitinadepositionor
g y
p
g
p
attrial.
4. Incertaininstances,ahotletteroremailshouldbe
allowedtocooloffovernightbeforesending.
5. Ifyouthinkyouneedtodocumentsomething…
Why?Because…
94
Summary
Ifit’snotinwriting,itdidn’thappen!
95
Summary
Theonetobeat…
We are in receipt of your Letter of Termination, which you kindly faxed to
us at 7:10 p.m. yesterday evening …
I find your predatory and abusive behavior, abusing of our good will and
intent, to be disgusting in the extreme. You promise and plead to obtain
what you want
want, only to turn around and break your promises by twisting
your words. Your firm has a reputation for this type of behavior, but you
shall not get away with it this time.
In summation, I have never worked with a more disorganized,
disreputable, disgusting, abusive, predatory, underhanded, lying, back
stabbing S.O.B. Owner in my entire life. The past two and a half years
working with you and your firm have been nothing but agony and torture.
Sincerely,
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QuestionsandAnswers
97
ForMoreInformation:
PleasecontactScottat:
1617JohnF.KennedyBlvd.
Suite475
Philadelphia,Pa19103
Phone: (215) 8146400
Phone:(215)814
6400
Fax:(215)8146440
[email protected]
www.traunerconsulting.com
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