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Unit 4: Syllabus:
Role of Architect in Construction/ Site Management - Supervision and Monitoring of
Speed, Quality and Economy – Status on Project Sites – Meetings, Minutes, Instructions
and Records
Preamble: The Schedule of services as mentioned in the Architects handbook has stages 6 and
seven as follows for which an architect receives 35% of the total fees
STAGE 6: CONSTRUCTION
a. Prepare and issue working drawings and details for proper execution of works during
construction – (These Drawings are called Good For Construction Drawings – G.F.C. drawings)
b. Approve samples of various elements and components.
c. Check and approve shop drawings submitted by the contractor/ vendors.
d. Visit the site of work, at intervals mutually agreed upon, to inspect and evaluate the
Construction Works and where necessary clarify any decision, offer interpretation of the
drawings/specifications, attend conferences and meetings to ensure that the project proceeds
generally in accordance with the conditions of contract and keep the Client informed and render
advice on actions, if required.
e. In order to ensure that the work at site proceeds in accordance with the contract documents/
drawings and to exercise time and quality controls, the day-to-day supervision will be carried out
by a Construction Manager (Clerk of Works/ Site Supervisor or Construction Management
Agency in case of a large and complex project), who shall work under the guidance and direction
of the Architect and shall be appointed and paid by the Client.
f. Issue Certificate of Virtual Completion of works.
STAGE 7: COMPLETION
a. Prepare and submit completion reports and drawings for the project as required and assist the
Client in obtaining "Completion/ Occupancy Certificate" from statutory authorities, wherever
required.
b. Issue two sets of as built drawings including services and structures.
The 6th stage mentioned above are what we will be looking at in the chapter. The practices
and methodology adopted by various architects to see that they perform well in this role are
many and varied. It would be a mammoth task to describe all of them.
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Drawings issued for construction should always be numbered and dated - especially all Revisions
should be marked R-1, R-2 etc. and dated - otherwise work may be carried out as per a wrong
drawing which may have been subsequently revised. Old drawings should be destroyed immediately
after issue of the revised drawings. Contractors are expected to thoroughly study the working
drawings before construction, and revert back to the Architect for any queries and clarifications.
SHOP DRAWINGS showing the details of structural steel fabrication work, bar bending schedules, or
any special shuttering work have to be prepared by the Contractor and got approved from the
Structural Engineering Consultant, under intimation to Architect.
4.b Approve Samples:
4.c Check and approve shop drawings:
4.d Visit the Site of Work or Site Visits:
The overall idea of this phase of an architect’s job is to see about the following three areas
of concern
COST of Construction
QUALITY of Construction
TIME required for Construction
In general, the architect is expected to visit the site from time to time to familiarize himself with the
progress and quality of the work being performed by the construction team.
On the basis of these on-site observations, the architect is expected to keep the owner
informed of the progress and quality of the work. When the work requires changes, the
architect often designs or specifies the change and oversees the contractor's
implementation of the change.
What Is To Be Observed And Noted By The Architect During His Visit To A Site?
1 First take a round of the construction site to note the following :
1. Note the Stage Of Work (Volume) as per the Tender
2. Note the Activities In Progress (Speed of construction)
3. Note the Workmanship of the work (Quality of construction)
4. Note the Risks and Hazards – and Safety violations if any.
5. Note the Hygiene and Sanitary provisions for Workers
6. Note the Materials In Stock on site – Check Materials Register
7. Note the Security Arrangements and Material Storage facilities.
8. Note the availability of required Machinery And Tools on site
7 Check if all required Documents And Plans are available on site
8 Check the Visitors Register, Measurement and Instructions Book
9 Enquire with Contractor, Supervisors, Laborers’, if any problems
Frequency:
The Architects site visits to local construction sites may be once every week,
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What Is An Agenda?
Preplanned List: Agenda is a pre-planned List of topics to be discussed in a meeting. It is
important to have a pre-decided schedule of all activities to be carried out on site.
Objective to resolve disputes: The Agenda for every site meeting has to be prepared with an
objective to resolve major disputes, review and record the progress of the work, and, to
solve problems.
Circulation of Agenda: The Agenda is generally circulated to all invitees at least a day in
advance. However, some flexibility should be permitted for “on-the-spot” discussions and
decisions.
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2) Whether the statement / suggestion / solution, or comment is made for some consideration,
and
3) Any other points.
Minutes of a Meeting (or MOM) must be filed sequentially in the Architects office as a record of the
project, and this record must be maintained / kept for Four years.
4.e Instructions:
• Definition: Construction contracts generally give the contract administrator the power to issue
instructions to the contractor. These instructions can be called ‘contract administrator’s
instructions’ or ‘Architects’ instructions’ (AI's).
• How to Record Instructions: Instructions and directives of the Architect should be given in a
Triplicate Book to be maintained by the Contractor in the site office. The instructions issued in
the triplicate book are to be signed by the Architect, and acknowledged by the Contractor. Any
major decision or instructions that may result in escalation in the cost of the project, or require
an extension in the time for completion of the project, must also be endorsed with a signature
by the Owner or the owner’s representative present in the meeting on site. One copy of the
instructions is given to the Architect and one copy is given to the Owner.
• Validity of Instructions: The contractor must comply with the instructions within certain
limitations. The contractor has the right to ‘reasonably object’ to an instruction, and instructions
can only be given as empowered by the contract. On receipt of an instruction, the contractor
may ask the Architect to inform them which conditions empower them to make that instruction.
Disagreement about the validity of an instruction may result in a dispute being deemed to have
arisen, and the dispute resolution procedures of the contract will then come into force.
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• Notice to Comply: If the contractor does not follow an instruction, the Architect may be
required to issue a 'Notice to Comply' to the contractor. If he still fails to comply, the Architect
can instruct others to carry out the work and the contractor will be liable for any additional costs
incurred. It is important therefore that such costs are properly recorded, and if possible a range
of quotes obtained.
Verbal Instructions:
Recording of Verbal Instructions: If an instruction is given verbally, either the Architect should
subsequently confirm the instruction in writing, or the contractor should confirm it in writing,
and unless the Architect tells the contractor that the instruction is incorrect, then the
contractor’s description of the instruction will stand.
Confirmation of Verbal Instruction: This confirmation is referred to as a confirmation of verbal
instruction (CVI) or an Oral confirmation sheet. The contract should set out the exact
procedures and the timescales for issuing such an instruction and non-confirmity from it.
Verbal Instructions Clause in Contracts: Contracts can be vague about the nature of such
confirmations, other than that they should be given in writing. They should also be dated and
signed. There are various instruction pro-forma that can be purchased. It is sensible to send an
instruction by recorded delivery, or to confirm its receipt in the minutes of subsequent
meetings.
Instruction Proforma: On some projects, there may an automated system in place for capturing
and managing CVI’s and other instructions. Generally instruction Proforma should include:
Details of who is it issued by and whom is it issued to.
The date.
Details of the contract that permits the instruction.
The number of the CVI.
Details of the instruction.
The signature of the party issuing the CVI.
Cost Borne due to Instructions: Where an instruction is given to open up work or to carry out
tests, costs incurred will be added to the contract sum unless they were provided for in the
contract bills, or if the work opened up or tested proves to be defective. If such an instruction is
given because other similar work, materials or goods were defective, then no addition will be
made to the contract sum as long as the instruction Compiled by is reasonable.
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Importance of Quality Control: Quality Control is important for your construction work. Quality
measures the quality characteristics of a unit, differences between the results obtained and the
desired results in order to make decisions which will correct any differences. One way of controlling
quality is based on the inspection or verification of finished products. The aim is to filter the
products before they reach the Client.
Poor quality results in:-
1. Additional costs and delays when work has to be redone.
2. A poor reputation for contractors.
3. Additional costs to clients when defects have to be repaired later, for increased maintenance
costs or for disruptions to their operations while defects are repaired.
4. Can cause injury and death if the structure fails.
So Quality Control is necessary
Quality Control (QC) is the contractor's definition of how the project quality will be managed during
construction of the project.
It establishes a framework with defined procedures and practices to ensure that the completed
product meets or exceeds the project specified quality requirements. Lutech has an exhaustive
quality control program that applies to all of our construction work. A quality manager is assigned to
each project and is responsible for the implementation and coordination of the quality program.
The importance of quality control in project management:
Quality control in construction means making sure that things are done according to the plans,
specifications and permit requirements.
The quality assurance process checks the quality plan and quality control process to confirm that
quality standards are implemented on the project site.
Quality is an important factor when it comes to any product or service. Quality control is essential to
building a successful business that delivers products that meet or exceed customers' expectations.
It also forms the basis of an efficient business that minimizes waste and operates at high levels of
productivity.
The responsibility of the project engineer is to ensure that quality control is implemented effectively.
There are many reasons, including safety, costs and conformity issues. When the quality of the
concrete used in the foundation of the building is not checked, the building could collapse and in the
process kill and injure many.
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Common activities that the architect will normally be required to perform at such "reasonable"
speeds include the following (This is to ensure that the Architect’s Office does not get blamed of the
Time Overrun)
a) Review and approve of shop drawings. And Endorsing the same with date added and copy filed
b) Review and recommend/approve change orders. And Endorsing the same with date added
d) Approve requisitions for payment – Contractor’s Bill Checking: For this the usual procedure of
Recording measurements and checking and endorsing the same in the Measurement Book upon
completion of a small job, to time Recording, Periodic Checking and Endorsing of Measurements
in the Measurement Book is absolutely necessary. Generally when the Contractor raises a bill, it
is the primary duty of the Architect to see that the bill is checked for measurements on the site,
rates checked from the Contract Document and Arithmetic of Rate x Quantity checked and
Totaled before submitting the bill to the Client for Payment. The Architect must also follow up
on the client when the contractor gets to his notice that the client is delaying payment. The
clause for delayed payment must be thoroughly gone into before drafting the contract and
adhered to on delay of payment.
e) Issue documentation (meeting minutes, transmittals, etc.).
f) Make site inspection/ do testing. Detailed out Below includes Centre Line Checking, Quality
Tests for Soft and Hardened Concrete being cast, Checks before Columns, Beams and Slabs are
cast.
Few of the Important Inspections to be done by the Architect or his representative during the course
of construction are as follows.
a. Centre Line Checking
General practice is to check when the footings are ready for concreting i.e. reinforcement is entirely
tied up. However, the ideal practice would be to check it in two phases.
1. Check Formwork as well as soil strata
Before you allow placing of reinforcement, check the formwork and soil strata. It is necessary as
certain formwork defects can’t be corrected or are difficult to correct after reinforcement is placed
in position.
2. Checking Reinforcement
Check, whether the reinforcement has been placed as per size and spacing, given in the structural
drawings. Hence as a standard engineering practice, one should check the formwork before
reinforcement is placed or tied.
3. Centering and shuttering/Formwork:
Even before commencing the shuttering & centering/formwork for footin , the following points need
to be checked
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•Check the centre lines/margin from boundary etc. from reference column/bench mark pillar. check
whether you are getting all statutory margins from the road and all rest boundary as per law and as
drawing. Also, check orientation with respect to North.
•Ensure that the foundation is resting at a designed depth as per drawing.
•Size of formwork box should be as per drawing and it should be made up of approved materials.
•The formwork should be dry and shall be cleaned carefully before applying mould release agent.
The same type of release agent should be used throughout on similar formwork materials.
•The surface of formwork should be even and thinly coated with mould release agent.
•The mould release agent should not come in contact with reinforcement or the hardened concrete
as it will affect the bond between steel and concrete.
•The height of shuttering should be same as that of the height of pedestal and joint should be sealed
to prevent any leakage of the cement slurry.
•Footing box should be supported properly so that position of footing box does not get changed
during concreting.
•Centre of the footing should be marked with help of nail on planks or footing box.
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• In case of large slabs, position of concrete joints shall be decided in advance as per approval by
RCC consultant.\
• Check the availability of required labour strength, mixer, lift, vibrators, masons, weigh batcher,
diesel/petrol and plastic sheets etc. before start of concreting.
• Hidden beams /inverted beams/cantilever beams to be checked.
•
4.h Monitoring Time
• Time Management: This is the most critical part of planning where a Contractor has to
evaluate his options in executing each Item in the B.o.Q with respect to Time and Cost.
Increasing labor and machinery to reduce Time, versus executing the item with minimal labor
and machinery over a longer time span to reduce construction Cost and increase profit is the
dilemma before every contractor. On one side, there is a strict time deadline to be adhered to,
and on the other side the Contractor has to make a Profit. He also has to get approval for the
Time schedule Bar Chart from the Architect and Owner.
The general practice would be in the following steps
1. Graphical Schedule: The Contractor makes a schedule using any of the following techniques
a. Grant Bar Charts
b. Critical Path Networks - CPM
c. Program Evaluation Review Technique- PERT
d. Microsoft Project
e. Any Other Technique
2. Approval of Schedule: The Schedule presented graphically along with cash flow is to be
approved by the Site Supervision Engineering Team from the Architect’s Office
3. Monitoring the Schedule: The Site Supervision Team monitors the work on the site by
comparing it with the Schedule submitted and keeps the Client and Contractor informed of
the timely completion or delay of individual works and the effect of the same on the overall
time-run of the project.
4. Rectification or Making Good: The Architect’s team identifies the time delay and the
reasons behind the time delay. It asks for the Contractor to suggest Remedies to make good
this Time Delay or suggests the remedies if the contractor’s work is the reason behind the
delay. Sometimes payment delays, drawing delivery delays, sample and shop drawings
approval delays could also be the reasons behind the delay. In such cases the necessary
action by the concerned person could put the project back on the correct time Path
5. Monitoring the Schedule throughout the Project till Completion
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The schedule of deliveries of required material has to be planned in tune with the item wise
activities scheduled on a day-to-day basis in the bar chart. Most Architects will NOT excuse delays in
the work schedule if any Contractor offers an excuse that the project is delayed because the
required material could not be procured on site in time.
The Contractor also has to plan for the storage and security of the material procured on the
construction site. Precious material like Cement can be wasted if not stored in dry sheds properly -
away from any contact with moisture - on raised platforms and away from side walls of the leakage
proof storage shed - protected from the rain at all times.
Cement, moreover, has to be stored in time-marked stacks where consumption has to be controlled
to avoid expiry. Cement older than three months is NOT fit for construction
Steel has to be stored in a dry area to prevent rusting. If Structural Steel acquires a rust coating on
the construction site, it will have to be sand-blasted before use - at the Contractor's cost. Steel
delivery on site and its consumption, therefore, has to be carefully planned. Steel - both,
reinforcement and structural has to be PROTECTED from THEFT. Steel Yard, therefore, has to be
separately secured on the work site.
d. Money Management: At the beginning of any new construction project, every Contractor
has to organize adequate finance to begin the project and continue the work until the first
R.A. Bill is raised and settled. Most Contractors have an overdraft facility with their Banks to
provide the initial capital to begin a project. The Contractor has to calculate his liability of
interest payment on the overdraft, against his anticipated profit from the work, to decide
the amount of overdraft.
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Most Contractors, therefore, request an interest free Mobilization Advance from the Owner /
Architect to bridge the time period from commencement of work to the receipt of the first RA Bill of
work. The intelligent Contractors also negotiate Material Advance payments, Ad-Hoc payments
against RA Bills, and have other financial arrangements with the Owner to ensure timely payments.
The Architect of the project generally supports and endorses the proposals of the Contractor with an
objective to expedite and economize the project as far as possible.
e. Quality Checks and Testing : The terms and conditions of reference in the Tender / Contract
requires the Contractor to Test / Certify many Materials and works carried out on site - at
his own cost - in the course of the project. The Contractor, therefore, has to tie up with a
Test Laboratory approved by the Architect, to get the necessary tests done and provide the
Test reports to be submitted with his R.A. Bills.
If any material or workmanship fails to achieve the Quality standard required in a Test, the
Contractor does Not get paid for the work - which may also have to be re-done. Quality is the
primary responsibility of the Contractor as per the Tender conditions and Contract, but Quality is
also the joint responsibility of the Architect as the project Site Supervisor. Different construction
technologies will have their own Quality Standards, and the Tender conditions require the
Contractor to adhere to the I.S. Codes of the B.I.S.
5. List and explain the various factors that affect the quality of Construction
6. Explain the Architects role in controlling time of construction including his own prompt response
to contractor’s Queries
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9. Explain the Architects role in the following parts of monitoring construction on site
a. Material Management
b. Labor Management
c. Machinery Management
d. Money Management
e. Quality Checks and Testing
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