CONTRACT DOCUMENTS

WHAT ARE CONTRACT DOCUMENTS? Those documents that comprise a contract, e.g., in a construction contract, the owner-contractor agreement, conditions of the contract (general, supplementary, and other conditions), plans and/or drawings, specifications, all addenda, modifications, and changes thereto, together with any other items stipulated as being specifically included

The ‘contract documents’ consist of: The contract itself The ‘contract documents’ consist of: The contract itself . A long legal contract between the contractor and the owner. The contract conditions. A legally binding part of the Master Format Divisions-a general contextual description of how the project is to be carried out. The specifications. Prepared by the engineers, architects and interior designers describing exactly how and what is to be built. The drawings. Prepared by the engineers, architects and interior designers; describing exactly what is to be built where.

WHICH CONTRACT DOES ‘CONTRACT DOCUMENTS’ REFER TO? The contract between the builder (aka the contractor) and the client (aka the owner) NOT the contract between the interior designer and the client. Yes there is such a contract, but no, that’s not the one ‘contract documents refers to.

Bidding conditions Bidding conditions are issued before a project is put out for tender. They are the rules and requirements of who can bid on the project, when the bids are due, and seek to prevent collusion, price-fixing and other less honest business practices that could result in increased or unreliable construction costs. Bidding conditions and full tender processes are usually not used for small projects.

The project MANUAL contains: The bidding conditions The Contract the contract conditions The specifications The drawings do not go into the project manual. The project ‘binder’ kept by the designer may contain drsawings and other information-it is not the officially issued project manual.

Change orders are legal documents issued by the designer when a specification or drawing needs to be changed at any point after the tender documents have been issued. Any change that will affect the cost or the timing of the project must have a change order. Addendums are legal documents issued by the designer which ADD, but do not change more information to the contract documents after they have been issued. For example the specific paint colours might be issued as an addendum provided the type of paint and the number of different colours was already specified. Modifications to the contract refer to changes made in the contract between the client and the contractor. They can change the context we work in and who we communicate with.

The phases of interior design services are: Programming/predesign-research, programming, context Schematics-basic planning and the big gestures Design development –refinement of all design drawings Contract documents/documentation-creating specifications and adding technical details and construction information to the drawings Contract administration-approving bids, site visits, trouble shooting, inspecting work, preparing punch lists, approving submittals…

Depending on the project and the scope of services the interior designer may or may not be involved in: Preparing bid documents Evaluating bids Approving payments to the contractor

The following 5 slides are one firm’s description of their services through the phases PREDESIGN Pre-design services are the foundation to all other design services. Analysis of the built environment and its relationship to organizing performance is fundamental to facilities planning. Gathering information about goals, objectives, limitations and operating procedures provides an understanding of organizational needs and establishes the general character, quality and parameters of the project Strategic Facilities Planning Programming Project Analysis

PRELIMINARY DESIGN Preliminary design services graphically represent the information gathered, determines space, operations adjacencies and design criteria. Cost identification guides the design process by establishing known limitations early in the project. Documentation and evaluation of existing elements provide asset management information while standards' programs define a set of relationships between the organized structure, users and the function of the space. Space Planning Conceptual Design Budget/Cost Analysis Inventory Control Standards Programs

PRE-LEASING AND SQUARE FOOT MANAGEMENT Pre-leasing and square footage management services are the basis from which the Landlord or Owner of a building manages their asset. Documentation is created in electronic format to provide the Owner with a tool to operate and lease the building efficiently. A catalog of building attributes is prepared to enable the Owner to market the building effectively. Core Plan Square Footage Analysis (BOMA 1996 & 2010) Mutli Tenant/Full Floor Marketing Plans Tenant Roster/Lease Expiration Stacking Plan

DESIGN DEVELOPMENT/ CONTRACT DOCUMENTS Design development/contract documents services determine, develop and complete the construction, furniture and finish documents. Computer assisted drawings are developed together with clear readable specifications, to produce a contractor-friendly set of working drawings that complete the project within-budget and on-time. Decorative services provide and establish aesthetic and practical use of finish materials, art and accessories, thereby adding continuity to the project. Construction Documents Furniture/Finish Documents Specifications Decorative Services

CONTRACT ADMINISTRATION Contract administration services include construction and installation oversight. Preparing a bidding package for the selection of the appropriate contractors and acting as a liason between the building department, government agencies, consultants and contractors ensures a smooth beginning to construction. The review of contractors submittals and interpretation of the contract documents, provides a well coordinated construction process. Monitoring the building process, preparing field reports and project inspections prior to move-in completes the project with quality assurance. Building Department Liason Bidding Documents Field Observation Punch List Notice this firm is describing an ongoing task-not the final phase!

We have just reviewed the context of the contract documents We have just reviewed the context of the contract documents. This course will focus on the drawings and specifications portion of the documents prepared by interior designers.

The drawings

We create drawings during all phases of the process We create drawings during all phases of the process. During programming and schematics we produce Design drawings bubble diagrams concept sketches, various preliminary plans and elevations and perspectives Their purpose is to explore and communicate our design. These drawings are for ourselves and our clients.

The permit set Once the design has been approved we prepare a specific set of drawings for permit submittal-these are for the AHJ (the city, fire and health departments). They have all the code related information, but not all the finish specifications and details. This set of drawings is called the permit set. The permit drawings will also include sheets from the engineers and other consultants the interior designer has cross checked and collated into a single package for submission to City hall.

The contract documents set During design development we are adding detail and refining decisions and do more developed plans, elevations and details and begin producing detail drawings and gathering the specifications. As we flesh out the design we are already working on the drawings that will become the Contract documents. During contract documentation we take the drawings the client has approved and add the technical notes, details, dimensions and instructions the contractor need to build the project. These drawings are for the contractor. They must use industry standard terms, hatch codes and conventions and be cross referenced to the specifications. Elevations and sections and orthographics are required to replace perspectives. These drawings are less intuitive to look at and are meant to be read by skilled trades, not the client. This set of drawings becomes a legally binding part of the contract between the owner/client and the contractor.

We create drawings during all phases of the process. During programming and schematics we produce bubble diagrams, concept sketches, various preliminary plans and elevations and perspectives to explore and communicate our design. These drawings are for ourselves and our clients. Once the design has been approved we prepare a specific set of drawings for permit submittal-these are for the AHJ (the city, fire and health departments). They have all the code related information, but not all the finish specifications and details. During design development we are adding detail and refining decisions and do more developed plans, elevations and details and begin producing detail drawings and gathering the specifications During contract documentation We take the drawings the client has approved and add the technical notes, details, dimensions and instructions the contractor need to build the project. These drawings are for the contractor. They must use industry standard terms, hatch codes and conventions and be cross referenced to the specifications. Elevations and sections and orthographics are required to replace perspectives. These drawings are less intuitive to look at and are meant to be read by skilled trades, not the client.

The specifications Specifications are written documents describing in minute detail what is to be used and how it must be installed. If we choose Shaw carpet number 123abc in ‘ocean blue’, we have ‘selected’ the carpet, which is not the same as providing a full specification. This information goes in the drawings on a schedule A full specification contains every last detail of how a product is to be stored and installed, what standards it meets and whether and how we will consider substitute products. This information is cross referenced to the drawings and goes in the project manual. Specifications MUST be organized according to the Master Series divisions. No other filing systems are acceptable. Misfiling information can undermine the contract. You would be well advised to organize your digital files of product information for each project by division number and name and get it right as you go.