Yukon Government 3rd Annual Industry Conference Quality of Documents in Construction – Identifying Impacts and Solutions Whitehorse, YT – February 22, 2017 By Gil Brulotte, Chair of Canadian Construction Association

WHAT IS THE PROBLEM? As the Owner Requested it As the Architect Conceived it As the Structural Engineer Designed it As the General Contractor Bid it And After all the Change Orders All the Owner Really Wanted ….

MORE ABOUT THE WORKSHOPS Prince George St. John’s Vancouver Charlottetown Ottawa Fredericton Saskatoon Calgary Cambridge Whitehorse Halifax

ROUNDTABLE DISCUSSIONS Who is ensuring Quality Control & Coordination? Sharing of Risks How to measure completeness? How much time is involved?

Managing expectations Contractors’ role in design details? SHARING OF RISKS Communication Collaboration Managing expectations Contractors’ role in design details?

HOW TO MEASURE COMPLETENESS, GOOD VS. BAD? Prior to Bid Call: independent peer review, checklist After Bid Call: RFI, addenda, large variance in bid prices During Construction: Delay in permit process, changes, supplemental instructions, claims

HOW MUCH TIME IS REQUIRED? Project Delivery Methods Project Specific – nature & complexity Other Constraints – funding approval, labour shortage, knowledge transfer… How much time is required?

Insufficient Fee/Design Contingency Owners’ (Unnecessary) Pressure SURVEY QUESTIONS Insufficient Fee/Design Contingency Owners’ (Unnecessary) Pressure Lack of Final Coordination/Checking Lack of Coordination Between Architects & Engineers Insufficient Design Time “Design and Documentation Quality Survey – Comparison of Designers’ and Contractors Perspectives” (CSIRO May 2000) by Paul A. Tilley and Stephen L. McFallan

Inexperienced Contractors Requiring More Details SURVEY QUESTIONS Inexperienced Contractors Requiring More Details Shortage of Skilled & Qualified People Shortage of Experienced Spec Writers Perception that New Technology will Reduce Design Time Fragmentation of Consulting Services Intentional Assignment of Design Responsibility to Contractors New Trends of BIM&IPD Increase Collaboration

413 Completed copies of the questionnaire/survey: Architects – 71 SURVEY RESULTS 413 Completed copies of the questionnaire/survey: Architects – 71 Consulting Engineers – 57 Contractors – 138 Owners – 84 Others (or not identified) – 63

SURVEY RESULTS 3. Lack of Final Coordination/Checking Frequency(3.7)/Impact(4.3) 5. Insufficient Design Time Frequency(3.6)/Impact(4.1) 4. Lack of Coordination Between A&E Frequency(3.3)/Impact(4.1) 2. Owners’ (Unnecessary) Pressure Frequency(3.4)/Impact(3.9) 1. Insufficient Fee/Design Contingency Frequency(3.4)/Impact(3.4) 7. Shortage of Skilled & Qualified People 9. Perception that New Technology will Reduce Design Time Impact 10. Fragmentation of Consulting Services 8. Shortage of Experienced Specs Writers Frequency 6. Inexperienced Contractors Requiring More Details 11. Intentional Assignment of Design Responsibility to Contractors 12. New Trends of BIM&IPD Increase Collaboration

SOLUTIONS: COORDINATION Lack of Final Coordination, Checking & Proofreading / Lack of Coordination Between Architects & Engineers More internal review Commit to internal quality control process Internal mentorship program Better coordination between A&E Independent peer review

SOLUTIONS: INSUFFICIENT TIME FOR DESIGN Establish standard/best practice for design time Better communicate Owner/Consultant contractual obligations and expectations

SOLUTIONS: OWNERS’ EXPECTATION Owners Place Unnecessary Pressure on Consultants Better managing Owners’ expectation Enhancing communication and collaboration Owners be active in providing timely feedback and instructions during the design process Education for Owners and procurement authorities

SOLUTIONS: INSUFFICIENT FEE/DESIGN CONTINGENCY Use Quality Based Selection (QBS) in selecting Consultants Establish standard/best practice for design fee / design contingency Align design fee with the required level of services

ENGAGING OWNERS AND CONSULTANTS Full report is available from www.cca-acc.com Meetings/Presentations after releasing the report: Association of Consulting Engineering Companies of Canada (ACEC) Royal Architectural Institute of Canada (RAIC) Construction Specifications Canada (CSC) Federal Government Departments (Annual Government-CCA meeting in April 2016)

JOINT GOVERNMENT-INDUSTRY WORKING GROUP PSPC, DND, DCC, ACEC, RAIC, CSC, and CCA To recommend action plan on the top issues identified in the CCA report: Lack of final coordination, checking and proofreading Lack of coordination between architects and engineers Insufficient time for design / Owners placing unnecessary pressure on consultants (e.g. unrealistically high expectation, inability to make timely decisions) Insufficient fee / design contingency

JOINT GOVERNMENT-INDUSTRY WORKING GROUP RECOMMENDATIONS 1. Lack of final coordination, checking and proofreading: Define milestone achievements for each project Explicitly apply the necessary accountabilities to the appropriate parties Put greater weight in the RFP evaluation on efforts placed on coordination activities Ensure coordination utilizing owner/consultant sign-off procedures Constructability review in the RFP

JOINT GOVERNMENT-INDUSTRY WORKING GROUP RECOMMENDATIONS 2. Lack of coordination between architects and engineers: Explicitly define the QA/QC coordination deliverable Sign-off by each design team member Checklist approach to assess QA/QC coordination Employ appropriate technology

JOINT GOVERNMENT-INDUSTRY WORKING GROUP RECOMMENDATIONS 3/4. Insufficient time for design / Owners placing unnecessary pressure on consultants: Establish a detailed schedule for design delivery Streamline contract approval process following the concept design stage When encountering tight schedules, pursue other procurement methods (e.g. DB, CM) Regular meetings with Consultant throughout the project

JOINT GOVERNMENT-INDUSTRY WORKING GROUP RECOMMENDATIONS 5. Insufficient fee / design contingency: Select Consultants using QBS Incorporate past performance ratings into the evaluation criteria Ensure a sufficient contingency for design Apply more discriminatory rated criteria in the evaluation

What are the recommendations/best practices for private projects? NEXT STEPS FOR CCA What are the recommendations/best practices for private projects? How to engage Owners and Consultants to review their business practices? Prepare checklist for Contractors to recognize complete/incomplete design documents? Contractor’s Roles & Contribution

Thank you! Ideas and Questions?