Regarding Mr. Berreau's comments about "did you factor in that" . . .
1. not all submittals by the contractor are reviewed solely by the architect. Other consultants are involved, and it takes time to distribute and coordinate all of these reviews, especially to other offices in other communities. Save time by allowing these submittals to be sent directly to the consultant with a copy of the Letter of Transmittal to the Architect to allow the Architect to track the submittal. The submittal is then returned through the Architect to allow for review to determine IF there may be an architectural conflict.
2. not all submittals are compliant with the contract documents (as per Mr Beyer comment). The General/Supplemental Conditions should address that fact. When/if they don't comply, the schedule starts all over again. A Simple phone call to the GC will remedy this situation.
3. Not all submittals are submittals, sometimes they are in fact "material substitution" not identified as such. Send it back stamped "Revise and Resubmit, Not Compliant With Requirements" and DON'T review them. Do it once and it will get the GC's attention. You can almost guarantee a phone call from the GC's PM.
4. as we are talking about time, often the submittals are not distributed to the architect in an appropriately fast manner. That's why there's the requirement in the General/Supplementary Conditions for the GC to provide a Submittal Schedule. If the Architect's PM or CA is on his/her toes, a reminder goes out to the GC as soon as the Contract is signed.
5. sometimes the submittals are not reviewed by the contractor prior to being sent onto the architect. Here again, when this is recognized . . . send them back stamped "Revise and Resubmit". You only have to do this once, but do it the FIRST time it is realized. Once the Architect reviews a submittal NOT reviewed by the GC a precedent is set.
6. (this list may not be complete) Not by a long shot!
Also, it is simple enough, if the Architect has a "no substitution" clause for some of the materials, to indicate that submittals are NOT required for those products supplied as specified. That cuts down on both the Architect's and GC's time. That, of course, assumes the Architect spent sufficient time during the CD process to select the appropriate and necessary products. Changes during the submittal process, even colors, can stimulate a Change Order.
Please note, my fellow collogues, that there are projects that do not allow for bringing a Contractor into the project early. Further, some so called "design-build" projects are just as disconcerting. It's not the answer to all the issues. Many GC's don't want the A/E team to know their secrets and don't always contribute to the solution early on. Not even when the Owner has selected a CM does the process necessarily change significantly. Having a CM, in some cases, just adds time and effort to the A/E team's process.
There is real "worth" to Construction Administration of a project, regardless of its size and complexity. The A/E team should insist on it being included in the O/A agreement; and stipulate the times for visits and by which member of the A/E team. Many, yes MANY, potential construction errors can, and will, be resolved with a competent CA person visiting and conscientiously observing the construction process. And once a month, when it's time to review the pay request, just won't get it done. Too much stuff can already be covered up; especially in a "fast track" project. As much as the designing architect or PM thinks he/she knows about construction, it's not necessarily the case. There are issues that arise on the jobsite, some due to the construction process of putting "one foot in front of the other", that the designer/PM may not adequately comprehend. Sorry guys, you just don't. Sometimes it requires conversation with the GC's superintendent and the sub's foreman to work out the details. Oh, don't fall into the trap of engaging in conversations with subs; ALWAYS have the GC's superintendent at your side making sure he/she has the authority to make decisions on behalf of th GC.
CA is a whole additional subject as it relates to the process of The Architect-Contractor Smackdown
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Thomas Montero AIA
Architect/Consultant
Sanford FL
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