JHGI Conversations

Tom wrote:
The following list of mistakes or inadequacies in documentation that have caused me a lot of problems on projects in which I have been involved with are:
Incomplete Drawings and Specifications
· Not having a Specification Book or Project Manual for the Contractors to bid the project from.
· Incomplete Drawings with not enough General Notes, Details, Sections, Elevations, or Schedules (i.e. Finishes, Doors, Hardware, Electrical Gear and Fixtures, Mechanical Equipment, Plumbing Fixtures and piping schematics).
· ID drawings and details not coordinated with Architectural and MEP drawings and specifications.
· Not clearly identifying drawing and specification revisions on the drawings.
· Inadequate Circuitry drawings.
· Failure to coordinate the Designer with the Architect to achieve construct ability for the design intent.
Submittals and Shop Drawings Approval and Tracking
Not enough documentation and controls to properly handle the tracking, expediting, and approval process.
Parties preparing and reviewing documents and samples denying or disclaiming responsibility for approvals (i.e. rubber stamp disclaimers)
Not maintaining records of control samples and shop drawings with ability to track time issues through the review process to prevent schedule delays.

Administrative Short Falls
Failure to keep meeting minutes or written follow up from owner, contractor, consultants, Local Property, Code and Governmental Officials, and Misc. Phone conversations.
Not keeping an updated and regularly distributed Task list for everyone involved in the project.
Failure to maintain a good and standardized Filing System.
Failure to maintain logs and issue Change Orders, RFI's, and Submittals in a timely fashion.
Failure to respond in a timely manner to written correspondence and notices.
Not maintaining and tracking Insurance Requirements and Certificates.
Failure to maintain records of Notices of Claims to Lien.
Not requiring and maintaining lien waivers as payments are made.
Not properly examining billings with relationship to work completed and stored in place.
Not maintaining proper inventory controls for material and FF&E that is stored for the project on and off site.
Failure to file Notices of Commencements and Final Governmental Approvals and Sign Off's.
Failure to keep proper records of accidents and health hazards.
Failure to require daily reports from contractors and vendors working on the project.
Failure to require proof of periodic progress reports, inspections, and filings for DOB inspections.
Failure to have the Contractor to update schedules as they are noticeably falling behind on the project.

Proper Close-Out Documentation
Failure to receive proper O&M Manuals from the contractors.
Failure to video startup and training sessions with the Operational People who will take possession of the systems.
Failure to receive detailed and accurate As-Built Information from all of the contractors.
Failure to close outstanding settle outstanding Change Orders and Claims from Subcontractors.
Failure to receive Manufacturer Warranty Letters and Contractors Certificates of Completion.

If the Project Management Team can not get the necessary cooperation from all involved with the Process of Developing and Building the project about all you can do document your efforts to try to get the proper documentation.

Marsha wrote:
Lack of or poor due diligence & documentation of existing conditions;
Disregard for budget retraints;
Disregard of scope and / or program limitations;
Lack of sensititvity to operational and maintenance issues;
Lack of coordination with engineers and otehr consultants;
Designing for magaziness and not client needs; unwilling ness to compromise or finding alternate solutions;
Incomplete construction documents;
Reliance on subs to work out issues on shop drawings or in the field;
Specifying items that will not meet schedule;
Lack of oversight of inexperienced staff memebers.

Steve wrote:
Total lack of coordination between consultants.
Consultants, especially designers, change the design or FF&E selections without communicating the change.
Lack of concern for budget.
Lack of concern for selecting materials and FF&E that is available locally vs. some third world country that no one has any control of as far as deliveries and quality.
Little thought is given as to whether or not a piece of equipment or furniture will fit in the space shown on the drawing or even fit thru the door of the guestrooms.
General lack of knowledge of building codes
Slow response to clarification questions, shop drawing reviews, etc.
Little or no verification of existing conditions, equipment or systems in existing buildings.
No apparent research on whether or not a specified material of FF&E item is still manufactured.
Little consideration is given to the durability or maintenance of materials and equipment.
Fails to follow instructions or established scope.
Fails to meet deadlines.
Lack of construction knowledge on how materials are installed.

Andrew wrote:
Documentation issues:
1. Incorrect as-built backgrounds ... not fully coordinating with as-built conditions (renovations)
2. Insufficient/incomplete/unclear/incorrect detailing ... and overall insufficient documentation
3. Dimensional & scaling errors
4. Incomplete coordination with ID, MEP and other design professionals
5. Conflict's between specs & drawings
6. Incorrect detail references
7. Full written scope of work not reflected and/or addressed on design documentation
8. Not sufficiently addressing back-of house ... all focus on front of house (renovations)

Barry wrote:
1.Number one has to be lack of coordination of drawings between the Architect and MEP Engineers
2. Lack of as builts and the Architect lack of actual verifications of field conditions.
3. Not enough time allowed for PM's to work with the drawings before we go to bid.
4. Owners not knowing how to read plans, the renderings are not always how they come out.
5. No coordination between specification writing and real world. They are always generic.
6. Everyone trying to cover their tails with disclaimers on the plans and specifications.
7. Most detail sheets are also generic and sometimes they don't even apply they have to be worked out in the field.
8. Owners should realize that renovations need to have larger contingencies. Come up with % based upon how old the property.
9. Architect should be required to complete a scope and design intent as part of documentation.
10. Not enough communication with all parties. If everyone knows what is going on the opportunities that come up will be handle smoothly.

John W wrote:
1.Architectual, MEP and I.D. Drawings not coordinated (inevitably someone misses something from the other's drawings)
2. Time not spent during DD phase to insure that everything is on drawings (double check drawings and notes)
3. A standardized format for all documents - specifications, purchase orders, RFI, etc., etc., Everyone has their own format and becomes confusing. It is not rocket science so why does everyone have to reinvent the wheel??
4. As-Builts - the only mistake there is that no one can seem to find them!!
5. Due-Diligence work/documentation. There is never enough done or no one is willing to pay to have it done before a project begins.

Robert wrote:
Designers:
1.) Not providing full contact information for items specified.
2.) Selecting items and not providing photos for purchasing review.
3.) Selecting items and not documenting estimated lead times.
4.) Not specifiing items to a budget and documenting by line item in advance for owner review.
5.) Revising of specifications over and over after approved and purchased.
6.) Not providing full descripition of items on spec sheets.
7.) Not providing code related specifications such as ADA conformity and Flame Treatment issues.
Purchasing Agents:
1.) Not providing full account on spreadsheets for every item for review, ie lead times, shipping dates, estimated arrival dates, cost per unit, cost total, estimated tax, estimated freight....
2.) Not following through on weekly updates.
3.) Not documenting recieved items with the warehouses.
Warehousing:
1.) Not providing weekly receiving reports.
2.) Not documenting location were stored in warehouse for easy access.

Tim wrote:
Referring to design documentation
1. Not allowing enough time for good documentation.
2. Poor comunication from the owner to the consulting team.
3. Poor communication between the consulting team members.
4. Lack of a Scope of Work that defines the project completely.
5. Not completely defining each consultants duties fully.
6. Rushing CDs to completion, bidding incomplete documents.
7. Not having the entire consultant team on board and contracted with in a timely manner.
8. Not having the sub-consultants work contracted directly with the architect or other "central team member".
9. Inadequate or non-existent periodic reviews with the Owner during the design period, and having to make many changes at the last moment.
10. The Owner selecting members of the team based on only a portion of the needed criteria (i.e. being "wowed" by a designer's presentation only to discover that the consultant does not have the staff to actually perform timely and adequately).