Everything You Ever Wanted to Know About Construction Documents

First, what Are Construction Documents?

Construction documents are detailed instructions provided by architects to contractors to facilitate the construction of a design. These documents include a combination of drawings, specifications, schedules, and contracts. They serve as technical guides for construction and legally binding agreements, ensuring all parties involved understand the requirements and expectations.

Construction documents are typically divided into a permit set and a construction set. The permit set is used to obtain regulatory approval and verify compliance with building codes. The construction set provides contractors with detailed instructions for materials, methods, and building systems. Both sets must align to ensure the final structure adheres to the approved design.

What Is the Purpose of Construction Documents?

Construction documents translate architectural designs into actionable plans for construction. They specify the methods, materials, building systems, and components required for the project. These documents ensure the accurate implementation of the design and serve as legal agreements outlining responsibilities among stakeholders.

Construction documents are used to secure permits, coordinate work among contractors and consultants, and maintain compliance with codes and regulations. They provide clarity and reduce ambiguity, facilitating the efficient execution of construction projects.

Common Types of Construction Documents

Construction projects require a variety of documents to ensure coordination and compliance. Below are 15 commonly used construction documents, listed with their functions and roles in the construction process:

1. Drawings
   Drawings visually communicate the design intent, spatial relationships, and technical requirements of the project. They include architectural plans, structural layouts, and engineering diagrams, which are essential for guiding construction activities.

2. Specifications
   Specifications provide written descriptions of the materials, workmanship, and standards necessary to meet project requirements. They ensure that construction activities align with the intended quality and technical standards.

3. Construction Agreement
   The construction agreement is the formal contract between the owner and contractor. It outlines the scope of work, payment schedules, timelines, and processes for resolving disputes or delays.

4. Scope of Work (SOW)
   The scope of work document describes the tasks, deliverables, and responsibilities associated with the project. It serves as a comprehensive guide for stakeholders to understand their roles and expectations.

5. General Conditions
   General conditions establish the administrative and procedural framework for the project. These conditions address aspects such as site access, temporary utilities, safety measures, and provisions for unforeseen circumstances.

6. Change Orders
   Change orders document approved modifications to the original contract. These may include changes in scope, materials, or timelines. They provide a formal mechanism for incorporating adjustments into the project.

7. Bill of Quantities
   The bill of quantities is an itemized list of materials, labor, and equipment required for the project. It supports cost estimation, procurement, and budgeting by providing detailed information about resource requirements.

8. Cost Estimate
   A cost estimate projects the financial requirements of the project, accounting for labor, materials, equipment, and contingencies. It is used for financial planning and establishing the project budget.

9. Construction Schedule
   The construction schedule maps out the project timeline, milestones, and task dependencies. It is a tool for coordinating activities, tracking progress, and managing potential delays.

10. Submittals
    Submittals include product data, samples, and shop drawings provided by contractors for approval. They confirm that selected materials and construction methods align with project specifications.

11. Schedule of Values
    The schedule of values itemizes the total project cost, allocating it to specific tasks or phases. It facilitates financial tracking and is often used to verify progress payments.

12. Requests for Information (RFIs)
    RFIs are formal inquiries made to clarify ambiguities or seek additional details regarding the project. They help ensure alignment and prevent delays caused by misunderstandings.

13. Inspection Reports
    Inspection reports document evaluations conducted to verify compliance with building codes, project specifications, and safety standards. These reports are critical for quality assurance and regulatory approval.

14. Special Conditions
    Special conditions address project-specific requirements that are not covered in the general conditions. These may include environmental considerations, site-specific constraints, or specialized safety protocols.

15. Safety Reports
    Safety reports document measures taken to ensure a safe working environment. They include incident records, compliance certifications, and on-site inspection logs.

What are some best practices for managing Construction Documents?

Effective management of construction documents is critical to project success. Recommended practices include:

• Centralized Storage: Store all documents in a single source of truth that all relevant parties have access to in order to keep everyone on the same page and make finding the right information easier.

• Standardization: Use uniform templates and naming conventions so that project participants don't need to go searching through drives to find the right file.

• Version Control: Implement a system or process to track revisions so that it's clear everone is working with the most up-to-date information.

• Team Training: Provide all team members with clear guidelines for accessing, updating, and utilizing the construction documents.

What should I check when performing QA/QC on CDs?

• Address Unresolved Issues: Review and resolve any outstanding matters from earlier design phases to ensure continuity in project documentation.

• Update Project Schedules: Confirm and revise completion dates in collaboration with the project team and the Owner to reflect the current timeline.

• Compile Required Documents: Identify all necessary construction documents, including drawings, specifications, and contracts, along with their respective due dates.

• Ensure Regulatory Compliance: Coordinate with jurisdictional agencies to review documents for adherence to local codes, zoning laws, and regulatory requirements.

• Coordinate Team Contributions: Align all deliverables from project stakeholders, including consultants, ensuring integration across disciplines.

• Standardize Document Formats: Develop consistent formats for title blocks, sheets, specifications, and schedules to streamline review and usage.

• Conduct Code Compliance Reviews: Evaluate the project design for conformity with relevant building codes and standards before submission.

• Finalize Delivery System: Determine the appropriate method for distributing construction documents to relevant parties.

• Obtain Owner Approvals: Confirm that the Owner has reviewed and approved all design and consultant elements, including cost estimates and project details.

• Review and Approve Bidders: Verify potential bidders with the Owner to ensure alignment with project requirements and expectations.

• Prepare Drafts for Review: Print scaled drafts of all construction documents for review by stakeholders to identify any necessary adjustments prior to finalization.

• Obtain Professional Seals: Ensure that licensed Architects and Engineers have stamped and signed all required documents to validate their compliance and authenticity.

• Submit Finalized Documents: Deliver the completed construction documents package to the relevant agencies and stakeholders for permitting, bidding, or execution.