PM : Shop Drawings

W O R K S H O PP r o j e c t M A N A G E M E N T Shop Drawings

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W O R K S H O P

P r o j e c t M A N A G E M E N T

S H O P D R A W I N G S

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P r e s e n t a t i o n O u t l i n e

• Shop Drawings 101

• A201 – 1997

• Section 013300

• Shop Drawing Example

• Do’s and Don’ts

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Shop Drawings 101

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What are “submittals” ?A201

General Conditions of the Contract for Construction

Paragraph 3.12.1 “… drawings, diagrams, schedules, and other data

specially prepared for the Work by the Contractor, or a Subcontractor, Sub-subcontractor,

manufacturer, supplier or distributor to illustrate some portion of the Work.“

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Why are “shop drawings” created ?

A201General Conditions of the Contract

for Construction

Paragraph 3.12.4 “… to demonstrate … the way by which the

Contractor proposes to conform to the information given and the design concept expressed in the Contract Documents.”

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Why do architects review submittals?

• to determine if the GC "understands" the CD’s

• correct GC’s “misunderstandings” of the CD’s

• NOT to determine GC “meets the requirements" of the CD’s

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Which submittals should the architect request?

Professional Standard of Care

• Structural Stability• Appearance

• Function• Building Code Compliance

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A201 - 1997General Conditions of the Contract

for Construction

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Contractor's Role A201-1997 : Subparagraph 3.1.3

• The Contractor shall not be relieved of obligations to perform the Work in accordance to the Contract Documents either by activities or duties of the

Architect in the Architect's administration of the Contract...

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• ... before starting each portion of Work, the Contractor shall carefully study and compare the

various drawings ... not for the purpose of discovering errors, omissions, or inconsistencies in the Contract

Documents ...

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• It is not the Contractor's responsibility to ascertain that the Contract Documents are in accordance with applicable laws, statutes, ordinances, building codes,

and rules and regulations.

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• The Contractor shall be solely responsible for and have control over means, methods, techniques,

sequences and procedures ...

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• The Contractor warrants to the Owner and Architect ... that the Work will conform to the

requirements of the Contract Documents.

• Work not conforming to these requirements, including substitutions not properly approved or authorized,

may be considered defective.

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• The Contractor shall prepare and keep current, for the Architect's approval, a schedule of submittals ...

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• The Contractor shall perform the Work in general accordance with the most recent schedules submitted

to the Owner and Architect.

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• Submittals not required by the Contract Documents may be returned by the Architect without action.

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• The Contractor shall review ... approve and submit to the Architect Shop Drawings ... in such sequence as

to cause no delay in the Work...

• Submittals (shop drawings) ... not marked as reviewed ... and approved by the Contractor may be

returned by the Architect without action.

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• By approving and submitting shop drawings ... the Contractor represents that the Contractor

has ... checked and coordinated the information contained within such submittals with the Work and

requirements of the Contract Documents.

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• The Contractor shall not be relieved of responsibility for errors or omissions in the Shop Drawings ... by the

Architect's approval thereof.

• ... the Contractor shall not be relieved of responsibility for deviations from ... the Contract Documents by the Architect's approval of Shop Drawings ... unless the Contractor has specifically informed the Architect in

writing of such deviation at the time of submittal …

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• The Contractor shall direct specific attention ... to revisions other than those requested by the Architect

on previous submittals.

• In the absence of such written notice, the Architect's approval of a resubmission shall not apply to such

revisions.

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• The Contractor shall cause such services or certifications to be provided by a properly licensed design professional,

whose signature and seal shall appear on all ... submittals prepared by such professional.

• Shop Drawings ... designed or certified by such professional ... shall bear such professional's written

approval ...

• The Architect will review ... only for the limited purpose of checking for conformance with information given and the

design concept expressed.

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Architect's Role A201-1997 : Subparagraph 4.2.7

• The Architect will review and approve or take appropriate action upon... Shop Drawings... for the limited purpose of checking for

conformance with information given and the design concept expressed.

• Review... is not conducted for the purpose of determining the accuracy and completeness of other details such as dimensions and

quantities...

• The Architect's review shall not constitute approval of safety precautions or... any construction means, methods, ...

• The Architect's approval of a specific item shall not indicate approval of an assembly of which the item is a component.

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Architect's Role B151-1997 : Subparagraph 2.6.2

• The Architect shall provide administration of the Contract for Construction as set forth ... in AIA

Document A201, General Conditions.

• Modifications made to the General Condition ... shall be enforceable ... to the extent that they are

consistent with this Agreement or approved in writing by the Architect.

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013300 : Submittal Procedures

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Part I : General• 1.1 Related

Documents• 1.2 Summary• 1.3 Definitions• 1.4 Submittal

Procedures• 1.5 GC’s Use of

Cad Files

Part II : Products• 2.1 Action Submittals• 2.2 Info Submittals• 2.3 Delegated Design

Part III : Execution• 3.1 Contractor's

Review• 3.2 Architect's Action

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013300 : Related Sections"Payment Procedures"

Applications for Payment & Schedule of Values.

"Project Management and Coordination"

meeting and conference minutes and for submitting Coordination Drawings

"Construction Progress Documentation"

GC's Construction & Submittals Schedule

"Photographic Documentation"

construction photographs & videotapes

"Quality Requirements“

test & inspection reports and mockup req’t

"Closeout Procedures“

warranties

"Project Record Documents“

Record Drawings, Record Specifications, & Record Product Data

"Operation and Maintenance Data“

operation & maintenance manuals

"Demonstration and Training“videotapes of demonstration of equipment & training of Owner's

personnel

Divisions 02 through 49 Sections

specific requirements for submittals in those Sections.

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General• CAD drawings of the CD’s will or will not be provided for

preparing submittals (?)

GC’s use of CAD Drawings• Architect

– makes no representation on compatibility– reserves right to remove all indications of ownership

– makes no warranties

• Data used without any liability to architect• Differences may exist with latest site conditions

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Coordination• Coordinate submittals requiring sequential activity

• Architect reserves the right to withhold action on a submittal requiring coordination with other submittals until related submittals are received

Processing Time• Allow enough time for Initial Review (X days) & Resubmittal Review (X

days)• X = 5 days? 10 days? 15 days?

Deviations• Highlight deviations from CD’s on submittals

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Identification• Permanent label or title block

• Submittal numbering• Specification Section number + decimal point +

sequential number• 061000.01

• Resubmittals : alphabetic suffix after decimal point• 061000.01.A

Transmittals• Architect will “return submittals without review” received

from sources other than the GC

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013300 : Submittal ProceduresNumber of Copies

(1) electronic copy, in PDF format

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013300 : ExecutionContractor’s Review

• Check for compliance with the Contract Documents• Note corrections & field dimensions

• Submittals are NOT a way to suggest substitutions

• … Mark with Approval Stamp before submitting to Architect– project name + location + specification section title & number

– name of reviewer + date of GC’s approval– statement certifying submittal has been reviewed, checked, &

complies with CD’s

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013300 : ExecutionArchitect’s Action

• Architect will not review submittals w/o GC’s Approval Stamp

• Partial submittals are not acceptable & will be returned w/o review

• Submittals not req’d by CD’s … not reviewed and be discarded

• Do NOT rethink, refine, or revise design• Do NOT clarify design (e.g. change scope)

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013300 : ExecutionArchitect’s Action Stamp

AIA 201• 4.2.7 : The Architect will review and “approve”…

• 3.12.7 : The GC shall perform no portion of the Work for which... Shop Drawings (are required)... until the...

submittal has been “approved” by the Architect.

AIA B151 • 2.6.11 : The Architect will review and “approve”…

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013300 : ExecutionEUA’s Action Stamp

Architect’s review is for the limited purpose of checking for general

conformity with the design concept expressed in the CD’s

The term “approved” is not allowed by most insurance companies.

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Submittal Example

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Submittal Review ProcessWhat are the steps prior to submittals ?

1. Contractor : Submittal Schedule : submitted & approved by the Architect ?

2. Reviewer : read the A201 and 013300 Submittal Procedures

What are the steps in reviewing submittals ?3. Contractor : stamped & reviewed submittal ?

4. Reviewer : read the specific Spec Section5. Compare what is submitted to what is req’d.6. Review & redline, sign & stamp, and transmit

7. Track submittal info with Newforma & Info Exchange

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1. Contractor : Submittal Schedule

Submitted & Approved by the Architect ? A201 - 1997

• Submittal Schedule : recognizes that submittals affect the progress of the project

Contractor’s Standpoint• No excuse for overlooking critical submittal items

Architect Standpoint• No excuse for not providing enough staff to review submittals

• Has the right to approve or disapprove GC’s planned schedule of submittals.

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1. Contractor : Submittal Schedule

Submitted & Approved by the Architect ? A201 - 2007

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2. Reviewer : read the A201 and 013300 Submittal

ProceduresRead the whole +40 page A201 General

Conditions ?

N OSearch terms : “Submittals” and “Shop

Drawings”

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What about projects without an A201 ?

B141 & B151 references the A201 (in absentia)(B141 & B151 : Standard Agreement between Owner & Architect)

Paragraph 1.1.5 When the services under this Agreement include contract administration services, the General Conditions of the Contract for Construction shall be

the A201 …(This document assumes that AIA Document A201 will be used.)

Paragraph 1.3.7.2 Terms in this Agreement shall have the same meaning as those in the

A201 …(By this cross-reference, the parties agree to adopt the terminology found in A201)

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3.Contractor : stamped & reviewed submittal?

N O ? • Return it stamped “Rejected” - explain WHY

LOOSE TIGHTMORE

CLAIMSLESS

CLAIMS

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4. Read the specific Spec Section

Focus on 1.4 Submittals• Reference related info : other spec sections,

standards & tests

Quality Standard : • … comply with AWI's "Architectural Woodwork Quality

Standards" for grades of interior architectural woodwork indicated for construction, finishes, installation, and other

requirements

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5. Compare what is submitted to what is req’d

N O ? • Return it stamped “Revise & Resubmit”

• Note : “Partial submittals are not allowed.”

Submittal Review Sequence Policy• Do not review any submittal until GC submits ALL required info

W H Y ?• Reviewer won’t have to withdraw “approval” of a partially

“approved” item

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5.Compare what is submitted to what is req’d

Section 064023 - Interior Architectural Woodwork

1.4 SUBMITTALS• Product Data

• Shop Drawings• Samples for Initial Selection

• Samples for Verification• LEED Submittals

• Product Certificates• Woodwork Quality Standard Compliance Certificates

• Qualification Data

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5.Compare what is submitted to what is req’d

Section 064023 - Interior Architectural Woodwork

1.4 SUBMITTALS

C. Shop Drawings: Show location of each item, dimensioned plans and elevations, large-scale details, attachment devices, and other components.1. Show details full size.2. Show locations and sizes of furring, blocking, and hanging strips, including

concealed blocking and reinforcement specified in other Sections.3. Show locations and sizes of cutouts and holes for [plumbing fixtures]

[faucets] [soap dispensers] [and other items] installed in architectural woodwork.

4. Show veneer leaves with dimensions, grain direction, exposed face, and identification numbers indicating the flitch and sequence within the flitch for each leaf.

5. Apply WI-certified compliance label to first page of Shop Drawings.

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Show locations and sizes of furring, blocking, and hanging strips, including concealed blocking and reinforcement specified in other Sections.

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6. Review & redline, sign & stamp, and transmit

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7. Track submittals with Newforma

Use Newforma’s Project Submittals Activity Center :Submittal Tasks

• Log an Incoming Submittal• Create a Submittal Log Report

• Submittal Utilities : Import Spreadsheet

• Go to Info Exchange Activity Center

Selected Submittal Tasks• Create a Submittal Form Report

• Delete the Submittal• Forward for Review

• Identify an Action Item• Modify Submittal Dialog box

• Record a Reviewer’s Response• Respond to Submittal Sender

Resubmittal Tasks• View original submittal’s detail &

history

Send email about Submittal• To the Recipients• To all Reviewers

• To all Participants

Info Exchange Transfer Tasks• View transfer history

• Add or remove recipients• Change access level

• Expiration & reminder settings• Remove content (expire)

• Repost content

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Submittal Workflow thru InfoExchange

CONTRACTOR sends Submittal to ARCH via Info Exchange

ARCH logs in Submittal

ARCH logs in Submittal & records CONSULTANT’S response

ARCH stamps/sign Submittal & returns it to the CONTRACTOR

ARCH forwards to CONSULTANT

Info Exchange Newforma Project Center

CONSULTANT reviews & returns Submittal to ARCH via Info Exchange

CONTRACTOR receives Submittal & forwards to SUBCONTRACTOR

08.28.2008

Do's and Don'ts

08.28.2008

Do's and Don'tsQuestion : True or False ?

• To save time, it's okay to pick colors/textures from printed charts.

Answer : False • Insist on actual material samples

• Review them in similar lighting conditions to the proposed project

• Be careful of wood grain direction/patterns and veneer quality in millwork

• Request mock-ups whenever possible

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Always refer to EUA issued CD's when reviewing and verifying quantities.

Answer : False• Stay away from verifying quantities.

• If you see an apparent error that is beyond your scope of review, point it out to the GC, but do NOT

attempt to correct it.

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In the essence of time, submittal reviews may be used to make changes to the contract documents.

Answer : False• Submittal are not contract documents.

• Don't make changes by using the submittals. • Any change of scope should be issued separately by

addendum or CB. • Any changes should be accomplished by Change Order

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The GC may use submittals as a means for substitutions.

Answer : False• Do not be pressured into accepting substitutions in the submittal

review process. • Instruct the GC to use the substitution process outlined in the

General Conditions.

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Do's and Don'tsQuestion :

What can you do if the GC refuses to provide a submittal schedule?

Answer :• It is advisable to document the event by sending

correspondence to the Owner noting the issue and advising that all previously agreed-upon review times

are suspended until an acceptable submittal schedule is provided.

• You may also elect to an RFI requesting such from the GC and tracking the delay in the RFI log.

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What can you do when the GC is not adhering to the submittal schedule?

Answer :• Document notification to the GC that they are not in

compliance with the requirements of the contract documents.

• Advise owner in writing that, until the GC adheres to the accepted submittal schedule, you cannot comply with your previously agreed-upon review time, and additional costs

may be incurred as a result.

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Only revise dimensions that are clearly wrong, don't try to fix them all.

Answer : False• Don't revise dimensions.

• If you see a dimension that is wrong, circle it and suggest the correct dimension be reviewed & verified.

• If there are any other dimensions related to the wrong dimension, make a general statement that associated dimensions be

reviewed. • If you revise (1) dimension, GC may assume you'll review & revise

ALL dimensions.

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If we receive submittals before CD's have been completed and bid, we should indicate such in our approval.

Answer : False• Return the submittals.

• Respond that we can't process them until the design is complete.

• Not doing so could be putting ourselves under unnecessary risk.

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It's okay to review & stamp submittals for design-build systems as long as we're the Architect of Record.

Answer : False• Do not extend our responsibility (liability) beyond that what your

contracted for. • If you do, be ready to share the blame once something goes

wrong.

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Only accept submittals from a GC that are NOT approved & stamped unless you can trust him.

Answer : False• Do not accept unstamped submittals from a GC no matter your

relationship. • It may appear that the architect's is taking on the GC's

responsibility.

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It's okay to review/stamp submittals issued directly from the Subcontractor only if the GC and Owner are okay

with it.

Answer : False• This would not allow the GC to review, approve and

stamp the submittals prior to issuing them to the architect.

• It may appear that the architect's is taking on the GC's responsibility.

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We should ignore submittals that we did not request as long as they're approved/stamped by the GC.

Answer : False• Return "not requested/not reviewed".

• To accept or take affirmative action on them would merely create the duty to review them.

• To take affirmative action on them would not only increase the architect’s uncompensated workload but would likely be construed as 'approval' in the eyes of

the law.

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We do not need to review/stamp technical submittals that are reviewed/stamped by our engineering consultants.

Answer : False• Architect : prime responsibility to the owner for

processing submittals• Architect : review & stamp the submittals only after the

consultant has reviewed and stamped them. • It is doubtful that we can avoid responsibility to the

owner by not stamping the drawings.

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What if requested submittals were not submitted by the GC and therefore not reviewed by the Architect?

Answer :• Architects : verify all specified submittals are actually received

from the GC. • Good Idea : prepare a checklist of all specified submittals at the

beginning of the construction period so that each may be checked off as received.

• The GC should then be reminded to submit any missing submittals.

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Q u e s t i o n s ?

08.28.2008

PM : Shop Drawings

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