It is common to think that when the approved permits are in hand and construction can begin, that the services of a designer are no longer needed. Hopefully this post convinces you otherwise. I would argue that designer’s involvement in what is called Construction Administration, is one of the most important and valuable aspects of our services. This is why we don’t take on projects that don’t have a base level of services during the construction phase. It is the only way we can best serve our clients and work together with the contractor to deliver a high-quality project that meets the design intent.

What is construction administration?

Construction administration, often abbreviated as “CA,” is a series of meetings and administrative tasks that the designer undertakes to help oversee the construction phase of the project. The goal is for us to help the general contractor interpret the construction documents correctly, translate these design drawings into the built home, and troubleshoot any problems or situations that may occur. We work closely with the contractors and clients to help deliver a high-quality end result.

Typically CA work includes regular meetings on site with the contractor and owner. Often these are at regular interviews like monthly or weekly site meetings, while on some projects we may select key times to do site visits based on the construction schedule - like before pouring concrete, after framing is complete, before drywall is hung, etc.

Is Construction Administration worth the added cost?

Too often clients think that they will save money but declining to have the designer involved in the project once the permitted plans are received. They see CA as an added cost rather than an integral part of the designer’s services. Perhaps they see this as saving money to keep project costs down. However, construction administration is not an added cost and more importantly it can save thousands of dollars and help keep your project on budget.

A basic level of CA is included in our design fees for every project and isn’t a service that can be declined. Once a project breaks ground using our design drawings we must remain involved for liability reasons as well as to allow us to help deliver a project that meets our client’s expectations. As most designers and contractors already know, it is rare that a set of plans is perfect with all of the details, specifications, and information perfectly coordinated with the existing conditions on the site. There are always unexpected changes, alterations, and various interpretations that are needed to be clarified when translating two dimensional drawings into a three dimensional building. Not only are the drawings not perfect, but often clients make last minute decisions or changes that may affect the permitted drawings, or the construction process. We are there to help work through these, minimize delays, and get any additional approvals needed to continue the work.

Designers work to help resolve issues, work through design revisions, and solve unexpected construction hiccups. It is always easier and cheaper to make changes on paper, before you build something in the field. Having the designers available to work through detail drawings, find replacement material selections, or work with the clients to make last minute design changes can save thousands of dollars and help keep the project on schedule.

What are the tasks that designers perform as part of construction administration?  

Along with the site meetings we briefly mentioned above, designers also take on some administrative tasks and help communicate important information to the General Contractors building your project.

Let’s start with expanding on site meetings. Typically we want to schedule regular monthly meetings on site with the General Contractor to observe progress and get ahead of the construction process by answering questions and providing any additional information the builders may need that isn’t in the drawings. These meetings typically take an hour or two as we go over what work has been complete, what work is scheduled for the upcoming month of work, and what information the contractor needs to keep the project on track.

Beyond the site meetings, the designer is on call to clarify questions or provide additional drawings or information. Called Requests for Information (RFIs), the General Contractor makes formal requests for information from the design team. Depending on the request, the designer may create new drawings or revise the existing ones and coordinate any changes to the approved permit drawings if a major revision is needed. Revisions may need to be resubmitted to the building department so it is important to include the designer if any deviation from the originally permitted design is made while building.

Why can’t the builder manage the construction administration process? 

The builder’s role is to take the permitted construction documents and turn the drawings into the built project. However, they are only translating the drawings and haven’t been thinking through the design and code issues for as long as the design team. At this point we have probably spent 6-12 months with the clients, working through different ideas, laying out the ideal floor plans, selecting the materials, and developing the details needed to give the contractor the right directions on what to build, and also to obtain permission from the local jurisdiction. The insight designers have from this long process is not something the contractors can replace. They also are not trained in design or how best to address code requirements or functionality of design decisions. The builder is contracted to construct what is shown on the drawings. Any changes or deviations from the drawings must be discussed with and approved by both the designer and the client before the builder can move forward with the changes.

Some contractors may argue that they can fulfill the role of designer as needed during construction. However, these aren’t contractors we would recommend for your project or who we will work with. The delivery of a high quality project necessitates collaboration. It is vital that the clients, design team, and construction team work together. We each bring different skill sets, expertise, and concerns to the table. It is only have having everyone involved will the project be a great success.

Final Thoughts on Construction Administration for ADUs and Custom Homes

By the time construction begins you have invested hundreds of hours and thousands of dollars in your project. Although it may seem the heavy lifting is behind you and all that hard work will lead to smooth sailing from here on out, this is rarely the case. Construction is complicated and there are always areas of the design that need extra thought as they turn from drawings into a building. We also know from experience that if we all work together we can avoid mistakes, resolve challenges quicker, and deliver a higher quality project. This is why we include basic levels of construction administration in our services when we work on custom residential design or take on custom designed ADUs. We respect the expertise of the contractors, the concerns of the clients, and also our unique talents. It is only by working together can your project be a true success.

Other Articles in Our Design Process Series:

1. Phase I - Predesign

2. Phase II - Schematic Design

3. Phase III - Construction Documents

4. Phase IV - Permitting and Bidding

5. Phase V - Construction Administration