Documentation Failures

The claims committee provided input for the recent NZIA seminars on documentation. If you did not attend, or forgot what you heard, here are some of the basics:

• Tailor the fee to suit required documentation and responsibilities, not vice versa. Consider whether partial services require more rather than less documentation - particularly where no construction observation is sought by the client. Define the scope of your services versus those of other consultants
• Get a clear understanding of the intended tender procurement and building project management before determining the necessary documentation and detailing.
• Properly site measure and review code compliance of existing buildings before undertaking additions/alterations.
• Comprehensively gather and review site information including levels, geotech info, services, survey information, planning controls, ROW, and fences (or retaining walls) versus boundaries, title covenants. Identify variables and assumptions, and follow up same.
• Require the builder to check survey/services on site before proceeding; provide cross-check dimensions (horizontal and vertical) for site-set-out.
• Draw and reference cross sections and details as required to show assembly and compliance – if necessary in 3-D – and don’t just show the easy or typical bits.
• Consider site-specific sizing and access for storm-water outlets, downpipes, and internal gutters.
• Consider and define floor falls and roof falls; drain levels/falls versus floor levels; grade separation between internal and external areas; grade transitions and headrooms for vehicle access-ways.
• Consider the detailing required to avoid cold bridges; poor cavity ventilation; vapour paths into concealed areas.
• Modify standard specifications to suit the specific circumstances. Provide supporting data for Alternative Solutions and for code compliance reviews.
• Carefully prepare cost estimates or recommend that they be done by a QS. Identify assumptions/qualifications/exclusions (eg FF&E, landscaping, professional fees, GST).
• Keep the client updated on mission creep and timing/cost implications.
• Do not sign a certificate which implies practical completion, or similar, when consistent construction observation has not been undertaken. (Especially if it is a precondition of the architect’s receipt of outstanding fees)