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

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