The successful development of any athletic facility relies on a carefully planned design that considers the requirements of various stakeholders and operates within the limitations of the project site and budget. However, design is merely the initial stage in bringing the facility to life. After months or even years of collaboration between the project owner and their design team, a construction contract is awarded, marking the commencement of the construction phase. Upon the agreement of a target substantial completion date, the goal of all parties involved is that the construction process move as efficiently and effectively as possible. Construction Phase Services can assist with this goal.

Construction Phase Services offer a valuable chance for the Designer of Record, those intimately familiar with the project’s design intent and technical specifications, to stay engaged as a resource for the Owner regarding design-related items, and to function as an impartial observer and facilitator of the construction process. These services usually begin with a Pre-Construction Conference, held before the General Contractor breaks ground or procures materials. The agenda for this meeting will cover the following:

  • Project Communications and Party Representatives
  • Project Schedule and Critical Path
  • Construction Meeting Schedule (often weekly or bi-weekly)
  • Product Submittal, Materials Testing, and Shop Drawing Requirements
  • Change Order and Request for Information Processes
  • Subcontractor Identification and Coordination

Following the conclusion of this meeting, the Designer will commence their ongoing construction services, which will persist until the completion of the project. The purpose of these services is to serve as a link between the Owner and General Contractor, aiding in the documentation of materials, construction changes, and payment procedures. Additionally, the Designer provides timely design clarifications to the General Contractor to prevent disruptions to the critical path. These services typically include, but are not limited to, the following:

  • Receive and review contractor’s shop drawings and submittals for acceptance or rejection.
  • Respond to requests for information (RFI’s) and issue clarification sketches, if needed.
  • Schedule and attend weekly/bi-weekly construction meetings. Develop and distribute the related meeting minutes.
  • Observe the project’s general compliance with the contract requirements and schedule.
  • Site visits to observe construction progress and compliance with the contract documents.
  • Document each site visit with the submission of a field report, summarizing observations and comments.
  • Review contractor requests for payment, cross-referencing the progress observed on site.
  • Assist with the preparation, tracking, and processing of change orders.

One of the most crucial stages in the construction process is the Project Close-Out, which occurs just before the final payment and the transfer of site control from the contractor to the owner. It is of great value to any Owner to know that their project was constructed in compliance with the contract requirements, which includes utilizing best practices, that bodes well for the beneficial use and longevity of their facility. With this in mind, upon notification of substantial completion from the general contractor, the remaining construction phase services offered are as follows:

  • Perform a site visit to observe the completed construction.
  • Certify substantial completion.
  • Provide a summary of punch list items requiring rectification prior to final completion.
  • Review contractor-provided, as-built drawings.
  • Review typical close-out documents (warranties, lien releases, maintenance manuals, etc.).
  • Provide an opinion regarding final payment, release of retainage, and final acceptance.

In summary, Construction Phase Services can be an excellent resource for Owners and can play a major role in the successful construction and completion of any project.

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