Construction Documentation Tips for Clients
Jennifer Doan
While most clients take an active role in Concept Design, Schematic Design, and Design Development, which identifies the overall design approach for a project, very few remain involved in the Construction Documentation phase. During this phase, the design team focuses on the specific details of the building to develop the required documentation, referred to as Construction Documents. This phase is the most labor-intensive and generally accounts for approximately 40% of the architectural fee. Often, clients may be surprised at this high percentage, as the design often appears complete to most clients after the Design Development phase.
During the Construction Documentation phase, the Design Development drawings are expanded to incorporate all of the details, dimensions, and notes necessary to communicate the full design intent to the builder. Construction Documents provide both graphic and written documentation for bidding and execution of construction services.
Construction Documents include two different types of information: drawings and specifications. The two components complement each other and generally deal with different aspects of the project. Depending on the size of a project, specification information may be included on the drawings or they may be a separate document.
According to the American Institute for Architects (AIA), “Construction Documents or CDs are a vital, creative, even exquisite instrument of communication. Comprising legal, procedural, and construction information, CDs outline the key interrelationships, rights, responsibilities, and dynamics that result in a successful building. A combination of written and graphic formats, CDs translate the design of a project from the realm of ideas to physical form. CDs are at once descriptive and prescriptive: They describe, in detail, the components of a project that need to be fabricated and assembled in order for it to be built.”
Buildings cannot be constructed from drawings alone, as a great deal of information cannot be included on the drawings and this is where specifications come into play. Typically developed in text format, The Architect’s Handbook of Professional Practice, 13th edition, defines specifications as presenting the “written requirements for materials, equipment, and construction systems, as well as standards for products, workmanship, and the construction services required to produce the work.”
Below are key elements clients should look for in a well-coordinated set of Construction Documents:
- Avoid duplicating information. Determine where information regarding project elements will be located and only put it in one location. This will reduce errors and facilitate updating, as it will only require making a change in a single location.
- Consistent nomenclature. Consistent nomenclature across disciplines on drawings and specifications can help to avoid misunderstandings about the design intent.
- Address unknowns. Avoid using “TBD” because a decision has not been made on a specific product. Identify a product similar in quality or provide performance parameters to prevent the contractor from selecting the cheapest product. Contractors often make substitutions when a product or material is not specified, which can contribute to change orders.
- Detail unique project elements. A robust CD set will include visual details of unique project elements to ensure that the contractor understands the intricacies involved in the design. These may include partial elevations or sections. These “close up” views also contribute to more accurate cost estimating.
- Group similar information. A good CD set will group types of graphics and information together to enhance readability and usability of the document set.
- Group similar information. A good CD set will group types of graphics and information together to enhance readability and usability of the document set.
- Defined dimensions. Defined dimensions help avoid discrepancies and conflicts between different drawings and disciplines. Look for a standard method of dimensioning, for example, consistent dimensioning from a fixed reference point, such as centerline or exterior/interior finish.
- Scale. The AIA highlights the importance of choosing an appropriate drawing scale for the information being presented. “Larger scale items like overall site plans may be presented at a scale of 1”=40’-0” while smaller scale areas such as floor plans are typically presented at a scale of 1/16”=1’-0”, or even 1/8″=1’-0” for smaller buildings. Because of the level of information needed to be conveyed, construction details are often shown at a scale of 1-1/2″=1’-0” or even larger. Line weight is important when determining scale, as it will change across drawing scales.”
- Accurate annotations. CD drawings can include annotations to help convey specific information regarding materials of building component systems. The annotations should be kept brief on the drawings and can be expanded upon in the specifications.
- Schedules. According to the AIA, “the most common schedules to appear in architectural construction drawings are door, hardware, finish, window, fixture, and equipment schedules. Module 3 of the Uniform Drawing System (part of the United States National CAD Standard) contains a section of standard formats for the numerous schedules used in construction documents. Once formatted, a schedule may be imported into a CAD drawing, where it may be dynamically linked to the original word processing document so that updates to it will be reflected on the CAD drawing.”
A well-coordinated set of Construction Documents – both drawings and specifications – are a critical component of a successful design project.
Additional Resources
AIA / NCARB Emerging Professional’s Companion: Construction Documents
Construction Specifications Institute
Lynda.com – Construction Documents
United States National CAD Standard