Best Practices for Project Management, Design, and Construction of ...

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Problems and Recommendations A number of potential problems and issues may be encountered on a project. These are outlined in the following along with “Best Practice” recommendations. Contractor Contractors will inevitably want to make changes to improve their efficiencies or because of material substitutions. Sometimes changes are made in the field because the construction details on the plans cannot be constructed owing to onsite conditions or insufficient clearances. Any changes to plans and specifications that materially alter the work require OSHDP FDD approval prior to the execution of the work. (Review Title 24, Part 1, Section 7-153; Addenda, Change Orders, and Instruction Bulletins.) If unapproved changes are found during construction by the IOR or OSHPD FDD field staff then work will be halted until appropriate approvals have been obtained. The following practice is recommended for contractors: • On larger projects it may be beneficial to have the general contractor’s superintendent or other project representative(s) accompany the IOR and OSHPD FDD field staff during their scheduled walk-throughs of the construction. This allows the contractor to see how the process works and therefore better accommodate OSHPD FDD requirements. OSHPD FDD staff may request that they be allowed to conduct site reviews and audits with the IOR independently. OSHPD FDD audits the performance of the IORs and it is occasionally necessary to have performance discussions with the IOR in private. Design Team It is virtually impossible to prepare construction plans that are perfect; changes will inevitably be necessary. Unforeseen conditions, bid alternates, product substitution, owner changes, defective plans and specifications, and errors or deficiencies in the construction that must be brought into code compliance will all require that the plans and specifications be changed. Changes to these documents must be approved by OSHPD FDD staff and are documented using the OSHPD FDD application for Amended Construction Documents. OSHPD FDD Amended Construction Documents (formerly referred to as Change Orders) are not to be confused with contractor Amended Construction Documents (ACD). OSHPD ACDs are changes to the construction documents that materially alter the work and are prepared by the design professional in responsible charge. The approval process for ACDs can range from one day for field approval to several months for FDD Plan Review group review and approval depending on size and scope. Alternate Construction Documents shall include the change to the contract amount unless alternate methods have been approved by OSHPD FDD for confirming construction cost changes. Construction cannot proceed until OSHPD FDD approves the ACD. (OSHPD Best Practices) Page 82 DRAFT FINAL, Sept. 2011
Instruction Bulletins (IBs), prepared by the design professional in responsible charge, are used to prevent undue construction delays. IBs that materially alter the work must be submitted and reviewed as ACDs. Only after approval of an ACD by OSHPD FDD field staff can any ACD construction commence. FDD field staff need to evaluate the IB (converted to an ACD) for its construction delay potential. The following practices are recommended for the design team: • Do not approve changes for convenience. The project manager should communicate this with the contractor(s) during the preconstruction meeting. Rarely do contractor-recommended changes actually save money for the project because of the ensuing delay for the modification of the approved plans and the approval of OSHPD FDD. • Avoid making changes to the approved documents. ACDs can number into the hundreds depending on the quality of the construction documents and contractor-requested changes that are approved by the owner representative. Although the argument is often made that a change will improve the schedule and reduce cost, such is rarely the case when delays and work coordination issues are factored in. • Maintain a management file for ACDs that tracks the status of each and assigns responsibility for required completion. • Maintain a management file for deferred submittals submitted to OSHPD that tracks the status of each and assigns responsibility for required completion. • Maintain a Request for Information (RFI) or similar instruments of service file that identifies any required changes resulting from the directive of the design team. The IOR should review each RFI to ensure that the necessary ACD documentation is provided by the design team. • The architect should accompany the IOR and OSHPD FDD field staff during observation of the construction work. Many issues can be resolved immediately on site, thereby avoiding ACDs. If an ACD is required, the designer can discuss the issue with the OSHPD FDD field staff and mutually agree upon the specific details that the ACD should be addressed. This simple process can avoid costly delays. Owner Project management varies from owner to owner. Some owners have staff dedicated to projects and some depend largely on consultants. Because owner changes are one of the major factors associated with project delays and associated problems, once the project permit is issued owners should resist the urge to make changes. The following practices are recommended for the owner: (OSHPD Best Practices) Page 83 DRAFT FINAL, Sept. 2011
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Page 73 and 74: Concluding Remarks An IOR needs to
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