Arch-ReCon

Thank You

2017-10-05T11:57:00.002-07:00

In the past few months, I've received a number of emails from readers requesting copies of documents that I post on this site. I'm happy to share these and will remove any personal information from these documents before I share. It is a compliment that you find these documents worthy of your use. I have not been great about replying in a timely manner and will work to improve upon this in the future.

I also received a number of emails complementing specific posts. This means a lot to me. Thank you!

I'm writing an updated post on construction meeting minutes and will post it in the near future. Stay tuned.

-Nick

Days Away Log

2015-12-03T11:36:00.000-08:00

Introduction

I’ve recently been using a tool to help me track and anticipate upcoming work so that I know what questions I need to be asking of the Contractor. This tool is the ‘Days Away Log’. It is an Excel log based on the General Contractor’s (GC) project schedule. The Days Away Log uses some simple Excel date formulas to tell the owner how many days out specific tasks are from starting or ending. This helps the owner or Construction Manager (CM) to know what documents need to be submitted and approved in the near future. I should mention that this article is written from the perspective of an Owner, Owner’s Representative, or a Construction Manager. A General Contractor can also use a Days Away Log to help him/her to anticipate what documents need to be started. I address the appropriate documents later in this article.

Purpose

As I noted, the Days Away Log serves to “trigger” the owner and remind him/her of upcoming construction work. For those of you familiar with Getting Things Done (GTD) – this log acts as a “tickler” file for document administration. This log also helps to identify items that the contractor may have forgotten to submit. Before I expand, I’ve provided an image of a Days Away Log below as Figure 1:

Figure 1

Format

My Days Away Log has 6 columns:

1. Task Description – Identifies the upcoming construction work as noted on the Contractor’s project schedule.

2. GC Schedule Line # - A well-organized General Contractor will have a unique line item for each task. This makes referencing easier and allows for predecessor/successor logic in Critical Path scheduling.

3. Start Date – This is the date that the specific construction task is to start. This column is hard-keyed (manually input) into the log. You should use only one of the Start/Finish columns. You will see why when I address the formulas.

4. Finish Date – This is the date that the specific construction task is to end. This column is hard-keyed (manually input) into the log. In the above log, I have only used it once for the completion of earthwork. This work was in progress and I had concerns that this task would not have been completed in time. Again, you should use only one of the Start/Finish columns.

5. Days Away – This column uses a relatively straight-forward formula to calculate the number of days until the specified line item Starts/Finishes. I show the formula below.

6. Status – This column is manually entered and helps to identify the progress of the construction work.

Excel Formulas

The “Days Away” column (Column E) uses Excel’s date subtraction function and an if/then statement. In English, it states, “If Cell C4 is blank (meaning that the Finish Column is used), then take the line’s Finish Date (Cell D4) and reduce it by today’s date (Cell E2). If the C4 cell is not blank (start date is used), then Excel uses the Start Date (Cell C4) and reduces it by today’s date ( Cell E2). The dollar signs are used for “anchoring” in Excel. This allows the user to quickly drag and copy the formula to other lines. More information on anchoring can be found here. I have used Excel’s “today” formula in Cell E2 so that I do not have to update today’s date every time I open this file. The today function is easy. In any cell simply type: “=today()”. Viola!

Figure 2

Content & Uses of the Days Away Log

Now that we understand the format, how can we apply the Day Away Log to our oversight of the Contractor’s work? I use this log for Submittals, Pre-Installation Meetings, Mock-Ups, and Physical Sample Review. I often use a separate excel file to work backwards from the start/finish date. I do not like to merge these 2 files because it can get confusing when it comes to the start/finish columns.

As an example, let’s review the Below Grade Waterproofing work (Line 170). This work is scheduled to start on 03/14/2016. I know that there are a number of things that need to occur before the waterproofing is installed:

The submittal needs to be submitted, reviewed and approved.
I know that we also need to have a pre-install meeting with the GC, 2-4 subcontractors, product reps, waterproofing consultants, and the architect.
I also know that the pre-install meeting may also trigger revisions to the submittal and product specifications.
Lastly, based on the time of year, we’ll probably lose some time due to the end-of-year holidays. To account for all of these tasks, I use a separate file to see how much “prep time” is necessary.

Below, is a quick schedule I drew up to outline the preparation steps leading up to the installation of the below grade waterproofing:

Figure 3

The first thing to note is that this is a basic schedule in Figure 3 is developed by the owner. It is not a contract document, it is not a critical path schedule and is generally not shared externally. I do not want the Contractor to accuse me of interfering with his work. It is merely intended to help the owner to understand the multiple steps needed before the waterproofing begins.

Based on my “quick-and-dirty” 10 tasks in Figure 3, I know that I need to ensure that the below-grade waterproofing paperwork starts approximately 3 months before the work is scheduled to begin. As the owner, I want my General Contractor to take the lead on these issues. In using the Days Away log and my 10 predecessor steps, I make a note for the next OAC meeting to ask about the submittal for the waterproofing and the logistics for the pre-install meeting. As a follow-up action item, I will ask the Contractor to set a deadline to submit the initial draft of the product submittal and to develop a list of people who need to attend the pre-installation meeting.

In a similar vein, this approach can also be used to determine the deadlines for resolving open design issues. If the rough-in of recessed can light fixtures starts in 4 months and we have not finalized the product specification because the original product is discontinued, the Days Away log can be used to help the Owner determine the deadline to make a decision.

Updating the Day Away Log

I update the Days Away log on a monthly basis. When I update the file, I typically update the log for the next 5-6 weeks of work. I avoid projecting any further because I know that the Contractor will provide an updated project schedule and that some tasks may shift dates. When work gets going and we have a lot of finishes and fixtures in progress (such as lights, cabinets, tile, etc.) I will update the log every other week. Lastly, I also review (but not updated) the Days Away log every other week.

Conclusion

The Days Away log is a relatively simple document that can greatly help one to see the future and anticipate problems before they arise. We all dislike the hurried & frenetic submittal because someone forgot about an upcoming task. The Days Away log should help to avoid these “fire drills” and help to keep all project participants operate in an anticipatory manner and not in a reactionary manner. I hope that you found this helpful and I encourage reader feedback.

Plenty of Handicap Parking

2015-10-21T11:27:00.001-07:00

I've been cleaning up my computer lately and found this photo from November 2011. It's the handicap parking stalls at Great America in Santa Clara. It is an entire parking lot dedicated to ADA stalls.

Construction Mock-Ups

2013-12-17T18:53:00.002-08:00

I had a situation arise last week where an installed construction mock-up conflicted with the construction documents that were approved by the building department. In regards to priority and subordination of the construction documents, the contractor argued one way and the Architect/Owner argued another. The situation was exacerbated by the fact that the contractor did not have a formal set of notes from the mock-up meeting. This begged the question, how can we improve the mock-up process and how does this relate to the hierarchy of construction documents? In this article, I outline the purpose of mock-ups, explain how to conduct a competent mock-up, and demonstrate how all parties can maximize the benefit of mock-ups.

What is a Mock-up?

This may be a refresher or “mock-up” may a new term. Mock-ups are full-sized models constructed using the exact construction techniques used in the field. Mock-ups are intended to allow the team to study all aspects of the design and assembly. They can be built separately from the structure or can be incorporated into the finished building. In other words, mock-ups are a "test run" where all involved parties can review work before work begins.

AAMA window spray testing mock-up in project's parking garage

Intent of Mock-ups

The purpose of a mock-up is to help learn, reinforce and define the process, sequence, and quality requirements of complicated components and systems. In my experiences, mock-ups have typically addressed windows and doors. I believe that the owner should require mock-ups for the conditions typically repeated across multiple parts of the building. Mock-ups are very rarely required for “one-off” installations with window installation being a good example. There may be hundreds or thousands of windows to be installed on a project. It behooves all parties to agree on the process and quality standards before commencing with the first window installation. When all parties participate in the process of installing the first window, design questions can be handled immediately and the team can identify any missing information needed to properly install windows.

In my opinion, the approved plans and specifications supersede any installed mock-up. The primarily reason for this is the fact that the plans and specifications are the primary instruments used to convey design intent while mock-ups are supplementary. This hierarchy is typically addressed in the construction agreement (Section 1.2.1 in the A201 and Section 7.1 of the A107). Additionally, mock-ups are subordinate to the approved plans because the building department has reviewed the plans while the building department does not review mock-ups. The mock-up is also not intended to replace or supplement the plans.

Sample of "butterfly" patch of self-adhered flashing at rough-in of bottom window corner.
Hands used for scale.

Best Practices for Mock-Ups

Depending on your specific role in the mock-up process, there are a number of steps that you can take to improve the quality of the mock-up process. You will also be able to protect your interests with these suggestions. I have divided these best practices by party and role:

Contractor

The contractor should be deliberate as to how he staffs the mock-up process. All of the field superintendents should attend the mock-up installation. The “Supers” are the first line of defense in spotting non-conforming work. Reviewing the mock-up gives the superintendents a chance to see how a “correct” installation looks.

The general contractor should include mock-up dates on the project’s master schedule. Below, I include a very simple example:

Mock-ups should also be listed on the 3 Week Look Ahead schedules distributed at the weekly Owner-Architect-Contractor (OAC) meetings. These meetings are a good opportunity for the project team to “touch-base” and ensure that the project is progressing according to plan and to address problems. Again, a simple example is below:

WEEK OF 12/02/13	WEEK OF 12/09/13	WEEK OF 12/16/13
Scheduled Work · Install traffic coating at lobby. · Roofing install Phase 2. · Frame Phase 4 Corridor walls · Concrete Pour on 12/05 at Level 4 decks. Administration · Submit SGD Submittal Other · N/A	Scheduled Work · Install traffic coating at 4^th floor. · Roofing install Phase 3. · Formwork east side ADA ramp · Erect scaffold – west side · Roof drains – Phase 4 Administration · Product Substitution – Roofing Insulation Other · Framing Inspection – Level 2	Scheduled Work · Install traffic coating at 4^th floor. · Roofing install Phase 4. · Pre-rock Phase 4. · Concrete Pour – East ramp Administration · Receive approved SGD Submittal Other · SGD Mockup starts on 12/18

Subcontractors

These are usually the entity or entities that will perform the actual work. In cases, such as the windows, there will be many subcontractors involved. The window installer will be responsible for installing the initial self-adhered flashings. The sheet metal subcontractor may be required to install the flashing while another subcontractor would be required to install lath and plaster. Additionally, there may be a waterproofing contractor for the deck coatings. All of these subcontractors should attend the mock-up meeting and be prepared to perform their role.

In the past, I have instructed the general contractor to require that all subcontractors have their foremen install the mock-up. These foremen are going to be the field generals later on when construction is underway. If all of these foremen are shown the expected level of quality, there should be no drop-off in quality once the foremen disperse to lead their individual crews.

Architect or Construction Manager

The Architect/CM should include language in the project manual that requires the contractor to indicate mock-up dates on the master construction schedule. A good Architect/CM will also require the contractor to include dates of when Submittals will be provided. A great Architect will be able to connect the links between submittals and mock-ups. As a general refresher, Submittals are collections of sketches, shop drawings, product info, diagrams, and instructions that are submitted by the contractor for the architect’s review. The intent of Submittals is to help ensure that the correct products are being used on the project. Going back to the schedule, it is important to show these dates so that all parties can anticipate upcoming mock-ups and invite the necessary attendees. This also allows the team to decide upon the location of the mock-ups.

The Architect/CM should also announce the first few required mock-ups at the preconstruction meeting. This will get the “ball rolling” on the first few mock-ups and will allow the contractor to begin sourcing products and subcontractors. The preconstruction meeting is also the time when the team should discuss the basic mock-up process.

The Architect, assuming that he/she is responsible for consultant designer coordination, should draft mock-up attendance requirements into the consulting agreements for each designer. This will contractually require the consultant to be in attendance. If your designers are competent, they will see this requirement and will structure their fee accordingly. This is an example of “an ounce of prevention is worth a pound of cure”.

Lastly, the Architect should bring the applicable drawings, specification sections and approved submittals to the mock-up installation meetings. The submittal-approved products should be compared to the products provided for the mock-up. You should photograph these items to verify whether the products match or conflict.

Ownership Entity

The Owner should add language in Architect’s contract that requires the Architect to develop a list of required mock-ups. This should happen early in the design process as the Architect should know the “usual suspects” of beneficial mock-ups. It would also help the owner to maintain his own list based on previous projects. This list of mock-ups should also identify the parties, trades, and manufacturer’s representatives that should be in attendance.

The Owner should include this list of required mock-ups as an exhibit to the construction contract with the general contractor. This will contractually require the contractor to install the mock-ups. Just as with consultants, expect this to affect the contract price of the work –but only slightly.

Photographs

I cannot stress this enough, take lots of photographs! Photograph the packaging of products, photograph the people who are in attendance, photograph each step of the installation process. Take notes of each step of a process and photograph the note as a reminder prompt before you photograph each step. Please see these previous articles that I have written about site photography:

Site Photography – Part I

Site Photography – Part II

Application of caulking to window nailing flange.
Photo clearly identifies Dow 795 caulking.

Taking Notes

Regardless of your role, take notes as to who was in attendance and what issues were discussed. You will need your notes to refute false claims by others if they are issuing meeting minutes from the mock-up meetings.

Mock-Up Meeting Notes

Remember the golden rule of meetings, if there is a meeting there should be notes published after. Below is a list of things that the minutes should address:

1. Mock-up intent

2. Date & time of mock-up

3. Attendees

4. Weather & temperature during mock-up

5. Applicable submittals and specification sections

6. Applicable details and sheet #s

7. Restate that the mock-ups do not supersede the approved plans and specifications.

8. Location of building where mock-up is located (or off-site mock-up)

9. Decisions made during mock-up

10. Photographs

11. Detailed listing of the process of installation

a. Vital for door and window installation & flashing.

12. Follow-up action items & deliverables

a. Who does what by when

Conclusion

Mock-ups can be a great tool for all project participants. It is difficult to conduct the process in a thorough and detailed manner. As with most tasks, the more practice you get with mock-ups, the easier they become. Take some time now before your next project and develop a process that you will follow. Your future self will thank you.

Additional Reading

Build Boston Article on Mock-ups

Porta-Potty Ettiquette

2013-11-15T07:34:00.000-08:00

I’ve spent some time recently addressing Porta-Potties at my jobsite. We share a construction site with another project (we are building on different parcels) and are having to address site logistics such as dust control and restrooms. Both contractors are claiming that the other’s subcontractors are using their toilets. It got me to thinking about Porta-Potty etiquette.

While it is a common courtesy to only use one’s own restrooms onsite, I realized that there are many other courtesies that one should follow. Additionally, there are some other basic parameters that should be followed. Like many others, I avoid having to use Porta-Potties but sometimes we need to bite the bullet. Below, I offer what I think is the most complete guide to Porta-Potty use ever written. Enjoy.

Plan ahead

The best thing to do is to avoid having to use Porta-Potties. Use the restrooms at home or nearby before you leave for work. I sometimes commute with my wife and drop her off at work. She works for a large Silicon Valley tech firm that has the nicest work restrooms that I have ever seen. We’re talking heated seat, music-playing, with built-in bidet status restrooms. I use those restrooms as much as possible.

Be prepared to be offended

I’m a big boy and have heard my share of foul language. However, the worst, most foul, most racist, horrible, disrespectful things I have ever encountered were written on the walls of a Porta-Potty. Be prepared.

If you don’t believe me, I found a Tumblr page while researching this article. I will warn you that the site contains foul language and that the views presented at Racist Portapotty in no way reflect my beliefs. I only share it with you as an example of how horrible Porta-Potties can be.

Women get all of the perks

Many contractors have Porta-Potties dedicated for women only. These tend to be nicer in quality and come equipped with locks. Legend has it that these Porta-Potties are immaculately clean.

Bountiful Toilet Paper

When you get down to business, feel free to use as much toilet paper as you want. There are no attached plumbing lines to clog so go wild!

Do not bring your valuables with you

I mean it. Do not do it. Leave your phone, sunglasses, notebook, pens, keys, tape measure, etc. in the trailer. Taking these items inside with you only serves to (exponentially) increase the risk of dropping these items into the “waste receptacle”. Don’t come whining to me when you choose to not heed my advice.

Zip-Up

If you have to violate Rule #5 and you bring your valuables with you, you need to make sure that all pockets are zipped up so that nothing falls out. I always check zippers as I walk to the Porta-Potty.

Close the Lid

Following up on the valuables item, Porta-Potty etiquette dictates that you close the lid to the toilet before leaving the Porta-Potty. There are two reasons for this. First, you help prevent others from dropping their valuables in the toilet. Second, you spare others from having to see the horrible things inside the toilet.

Mornings are best

The afternoon sun heats up Porta-Potties and makes the interiors 10 degrees warmer than the outside. Not only is the increased heat uncomfortable, but the smells become worse as well.

Day Time!

If it gets dark early and you know that you’ll be staying late at work, use the restroom while the sun is still up. Porta-Potties are not illuminated! It is nearly impossible to use a Porta-Potty in the dark.

Learn the Clean Out Schedule

Inside of the Porta-Potty, there is a tag that shows when it was last cleaned. Study that tag and you will see the frequency that the Porta-Potty is cleaned.

Leave these habits on the jobsite

Once you get home, don’t forget to flush the toilet. Your significant other will thank you.

Humor

And finally, a little bit of clean humor to end this article. This is a safe link with nothing obscene… Put the Lid Down

How to Process RFIs

2013-10-12T09:04:00.004-07:00

We're coming into the month of November and that means that it is RFI Season! Actually, it seems that every month is RFI season nowadays. Lately, I have had difficulty in tracking so many RFIs and had to develop a better solution. I wanted to share my solution as I think it is valuable.

As a brief note, my firm is not a typical ownership group. Our projects are run a bit differently. Excuse the arrogance, but we consider ourselves to be a sophisticated ownership group. We have a number of seasoned construction mangers and we know how construction projects work. When we negotiate our Architectural contracts we strip away nearly all Construction Administration responsibilities from the Architect. As the owner, we assume the role of budget review, Initial Decision Maker, Payment Application review, and other responsibilities. We still ask that the Architect respond to RFIs and process Submittals. With that being said, here is how I have been handling RFIs.

Outlook Rules

I first create rules in Outlook to take all RFI emails and send them to dedicated RFI folders. My firm writes requirements into the project manual that all RFI emails have a specific subject line format so that Outlook can distinguish RFIs. We also cover this formatting at preconstruction meetings.

Online RFI Software

As a qualifier, let me say that this article assumes that you are not using an online based construction software program such as Newforma or Submittal Exchange. These software titles take a lot of the busywork out of the RFI process and are fantastic. Regardless of what program you do or do not use, RFIs still require a lot of proactive oversight.

2 or 3 Times per Week

I schedule two or three 60-90 minute blocks of time to process RFIs. The nice part about the “blocks of time” approach is that other project members are still working on RFIs even if you are not. When you begin a “block” of time to process RFIs, you may notice that 3 issues were resolved without any of your assistance. Great. You saved yourself from wasting time on those RFIs that did not require your attention. You can now focus your attention on larger-scale issues that do require your facilitation.

Key Notes on Top of Page

When I process RFIs, I print each new RFI and file them in numerical order in a manila folder. On the top of each RFI, I write a few things:

"Status: _________"

Status indicates where the RFI is along the process, who has answered,

who needs to answer, etc… This is written in pencil as the status often changes.

"BIC: __________".

BIC stands for "Ball in Court" this tells me who is responsible for pushing the

RFI forward at any given time. This is the person who I should

call to pester in order to get the RFI closed.

“Design Process”

I’ll come back to this one.

“Hot” Items First

As I process RFIs, I begin with those RFIs that I know are “hot” and need answers quickly. One of my favorite tricks is the iPhone conference call. It is so much more productive to get people on a call to resolve an issue than it is to chat via email. Try to avoid sending mindless emails - they tend to get ignored.

Making Notes on RFI Sheets

As I begin to process RFIs and figure out who to involve, I also make notes on the context of the RFI and how it originated. I make all of my notes on the RFI sheet(s) so that I do not have to search for notes in multiple places. This also has the added benefit of assisting others who are unfamiliar with the matter. If my colleague needs to process an RFI while I am on vacation, he will not need to search around and ask for the background information. All necessary information can be found on the RFI itself.

An Annotated RFI

As I work through RFIs and get answers from different parties, I keep updating the status of each RFI on the top of the sheet. I will often write things such as “Waiting for back-up on take-off quantities” or “GC reviewing with electrical sub”. This helps me to understand what needs to happen in order to move the RFI along.

Once I see that an RFI is answered, I use red ink to write “Closed” on the top and I put it in my “File Pile”. This is where I stack all of my filing. I typically file papers away on Friday afternoons when my ability to focus has declined.

My "File Pile"

Design Review

Here is what I believe to be the single most important aspect of this article. A wise man must learn from his mistakes. It is important to realize that RFIs originate from a lack of coordination, from a lack of information, and/or from conflicting information. The origin of the ambiguity typically arises from missing/conflicting information on the drawings. Also remember that change order work arising from missing information usually comes at a premium in price.

A good CM or Architect makes proactive efforts to see that the same mistakes are not repeated on future projects. When I print an RFI for processing, I make a small note on the top. I make a small box and write "Design Process." I also keep MS Word documents entitled "Drawing Peer Review Process" and "Architectural Design Process." These are ongoing files that I update based on RFIs and Change Orders to help identify shortcomings in the drawings throughout the design process. Someday in the future, I will publish excerpts from these files.

At each stage of the design process when a drawing set is published, I take time to review these drawings and I look for mistakes. I consult my peer review checklist and then go hunting for problems. The best part of this approach is that your skills will keep getting better with each project. Before you know it, you will find yourself catching more errors in the DD and CD phases of projects.

RFI Mapping
As a parting thought, if you have enough time, you can add RFI Mapping notes to your drawing set. I've previously discussed RFI Mapping and you can click here to read the article. If you make RFI mapping a step of processing every RFI, you will have a very detailed set of field drawings that will help you to identify and avoid some unintended consequences.

Conclusion

There you have it – my approach to processing RFIs. My approach allows me to track multiple RFIs with multiple consultants. Absent of an automated tracking system, I can quickly tell WHO is responsible for proving WHAT at any given moment. It may not be perfect, but it works well for me. Please let me know what strategies you use for RFIs.

Update

2013-10-12T00:16:00.001-07:00

Greetings. It has been a while since I wrote my last blog post and I wanted to update everyone as to why that is the case. Back in March, I changed firms. I was running restorative projects for an architecture firm where the focus was on waterproofing with a little bit of CM. I am now working for a multifamily developer in the Bay Area. The intensity of my role has increased exponentially. My primary role is overseeing projects during the construction phase but I also assist with design review, hard cost budgeting, and permitting.

I also got married in June. We had a great ceremony at the the Conservatory of Flowers in San Francisco and the weather cooperated wonderfully.

At the wedding rehearsal, I received a phone call from the Haas School of Business at UC Berkeley. I had been accepted to the MBA program at Haas. I began the program in August and have not had much R&R time since.

I am still enjoying life and hope to keep writing articles about Architecture, Construction and Real Estate. Thank you for your patience while my life continues to evolve. Thanks!

How to Identify a Crappy Rebar Cap

2013-08-14T10:23:00.001-07:00

The AFP Timeline

2013-03-11T10:48:00.000-07:00

Although it has been some time since I wrote a new post for ArchReCon, I checked my blog status the other day and was surprised to see that my site-traffic has grown every month. As a thank you, I decided that I need to write a new post.

On a current project of mine, we have recently begun construction and are processing the first Application for Payment (AFP). It is a $3.9M affordable housing renovation with a focus on waterproofing and new solar panels. At our first draw meeting, the third party Lender’s Representative had a few questions about the payment process. As I began answering these questions, I realized that I needed to establish a formal timeline. The image below is what I created.

A quick note for clarification. On this project, we expect to find a decent amount of framing and shear panel deterioration as we replace the stucco and building paper. Instead of carrying a contingency allowance for these framing repairs in the construction budget, the owner has elected to carry it outside of the budget. The contractor then issues a Change Order Request (COR) for the cost of the framing repairs for each month. The team processes a Change Order (C/O) so that contract sum includes the framing repairs by the time that the AFP arrives.

For example:

As of 03/01, assume the contract sum is $3,000,000. During the month of March, the contractor performs $100,000 of framing repairs for deteriorated framing. (I am requiring that the contractor photograph all conditions and keep detailed records of these repairs. I also have pre-established unit costs for framing and am reviewing timecards & invoices). Near 03/25, the contractor submits a COR for $100,000 and includes all applicable backup. The team processes the COR and issues a Change Order for $100,000 by April 1. The contract is now $3,100,000. The general contractor then submits an AFP for the previous month’s work.

Please let me know how you like this timeline and what other strategies you use to help define the payment procedures.

RFI Mapping

2012-04-25T11:35:00.004-07:00

How do we know which location an RFI is referring to? A nice way to monitor your project is to use an RFI map.

Definition

Put simply, RFI Mapping is a method noting the physical location of all RFIs on a set of drawings. It may take time out of your day, but with a little planning, you can better monitor your projects and foresee potential coordination issues before they arise.

The benefit of RFI Mapping is that when reviewing the drawings, your notes will help remind you of other changes to date. “Oh yeah, the contractor raised the question about the spacing of anchor bolts? This information will help you if you’re redesigning another part of the building.

I recently had a project where I was reviewing a condition specific to an elevator pit. In providing me with relevant information to the project, my client provide me with a set of drawings where RFI locations had been noted. Because of this, I was able to ask for the relevant RFIs and was able to ascertain that a Xypex admixture had been included in the concrete mix and a below-grade waterproofing detail had been modified.

Daily Routine

One method of implementing RFI Mapping into your routine is to establish a 15 minute print & file appointment per week. Print all RFIs from the past week and as you file away in RFI binders, make note of each RFI location on the drawings.

The Big Picture

After a while, you will be able to see which areas were under-designed. If there is a concentration of questions about plumbing or related to the kitchen, it is a good indication that there areas were under-designed. It may also be time to have a discussion with the MEP engineer.

Photographs

Below I include a number of photos related to RFI Mapping. For more information on my numerous Site Photography articles, start with the first article here.

i did not create this drawing. i merely marked it up

RFIs printed and taped to backside of drawings in field office

photos can also be taped to backside of drawings

details are also annotated w. reviewer comments

always good to know what sheet you are looking at

note in red ink referencing other RFI

Dangerous Dump Truck

2012-04-17T19:30:00.002-07:00

Want to rapidly increase your insurance premiums?
Want to endanger the lives of your fellow colleagues?
Want to damage hundreds of thousands of dollars of machinery?
Try this trick...

Back your fully loaded dump-truck right to the precipice of a steep drop. So close, that you rear wheels begin to roll downwards. Then try dumping the load so that it changes the center of gravity of your truck.

Luckily, nothing horrible happened in this situation. The truck didn't fall over because the driver moved forward before dumping his load. However, the driver was probably more than a little embarrassed after more than a dozen people yelled at him and called him a number of not-so-pleasant names.

Like they say in Hill Street Blues, be careful out there!

waaaaaaay too close!

dumping the load changes the center of gravity

Gang Nail Plates

2012-04-15T22:19:00.001-07:00

While determining how to reroute a duct through a floor space, I found these gang nail plates. While bigger may exist, these are the largest plates that I have ever seen.

I began photographing the plates but realized that I needed a scale-giving element to help convey the size. Note the quarter at the double sill plate near the bottom of the photo.

quarter at double sill plate

Site Photography - Part II

2012-04-11T23:10:00.000-07:00

Part II -Naming Your Files

Being able to QUICKLY find your photos is paramount. Once I load my photos onto my computer, I rename them to help with future searches. My naming protocol is as follows:

Job # - Date Taken - PH Author's Initials ###
12020 - 120409 PH NL 024

Above, the PH stands for PHOTO and it is followed by the person who took the photograph. In the example, this is the 24th photo taken by NL during his April 9th 2012 site visit to project Number 12020. By using this file naming methodology, one can gather a lot of information by the title alone. With a little information, one can find nearly any photo with a simple finder search. What is really powerful is photo cataloging software which I will discuss later.

Software programs can be very helpful for batch renaming of files. Although it has plenty of bugs, (Hey, It's Microsoft) I like to use Microsoft Office Photo Manager. This program (shown below) allows me to batch rename files and append numbers to at the end of the file. Below is a screen shot I took this morning as I was renaming files.

I'm still researching a number of software cataloging titles. What I need to be able to do is assign keywords, categories and captions to photos. For instance, take the photo below. It shows an aspect of a mockup that I recently observed. In the mockup, we wanted to make sure that the contractor understood the proper lapping of a rainscreen system at the windows.

I would tag this photo with the following terms: Stucco, Vaproshield, rainscreen, GRACE, Vycor, Jeld-Wen, sill flashing, flashing sequencing. I would also want to assign categories based on building type: wood-framed, multifamily, remedial repairs, 4 stories. Lastly, it would have basic information such as Date Taken, Author, Job #, Location, and Client. I could then click multiple boxes to narrow down a search.

Being able to classify photos like this allows one to more accurately search and find photos of precedent projects. I would be better able to recall the challenges faced and how they were overcome for specific design challenges. Imagine finding a situation where you encounter a specific defect and can then immediately search to find how the defect was diagnosed and repaired in 20 previous projects!

Links:
Site Photography - Part I

Site Photography - Part I

2012-04-08T22:37:00.002-07:00

I take a lot of photographs when I am onsite. I like to be able to reference my photos later on and I cannot stand it when I do not have enough photos or when a key photograph is blurry. Over the years, I have also developed some strategies that I use to remember the purpose of the photograph or to orient myself after my short-term memory has faded.

I have a lot of ideas to share and I intend to make this a multi-post article similar to my writings on Field Reports.

Orientation

With my system, I use fingers to denote the floor. For example, in the photo below, I am indicating that I am on the third floor of a structure. For numbers 6-9, I use upside down fingers.

My reflection is visible in the window

I also use a non-permanent marker such as a pencil to write on an object. I will shoot my markings before shooting my subject in the next photograph. These notes serve as cues when reviewing photos. I may not always remember what I was looking at while shooting photos.

Balcony of Unit 307 at Building 3. Pencil will erase - no permanent damage.

That is all for now. More notes regarding site photography to come in the future.

An Architect's Shoes

2012-04-06T13:44:00.000-07:00

Architecture is an odd profession where one must know a little about a lot of topics. People often say that we wear many hats.

Well, we also wear many shoes. This past Thursday, I had an early morning client meeting where I needed to be dressed nicely. Later on that day, I had to lose the Italian loafers and don a pair of work boots for a site visit. This was an especially dirty site visit because we had to observe the installation of 350 degree F rubberized waterproofing.

It feels a little odd to wear nice slacks with a pair of Wolverines...

A Strong Crane

2012-04-02T20:27:00.001-07:00

Walking home down 8th street tonight, I was admiring Swinerton Construction crane at the new Trinity Apartments project. I noticed that I was in location for the perfect shot.

Corrosion Jacking

2012-03-31T17:09:00.001-07:00

Allow me to explain a funny phenomenon that can have a horrific impact on your building. As shown below, here is a short wall along a building's roof.

short concrete wall at building roof

Note that the wall has a few cracks in it. You can tell where they are because water has entered the cracks.

When water is inside of these cracks, it can come into contact with the reinforcing steel (rebar). When this happens, the water that exits these cracks is brown in color. The origin of this color is the corrosion on the rebar.

stained water exiting crack

A close up of this staining can be seen below.

close up of staining

What does all of this mean? As steel corrodes, it expands. Because the steel is encased by concrete, there is no room for the steel to expand. Something has to give. Typically, it is the concrete itself. Weak in tension, the concrete spalls with results similar to those shown below.

spalled concrete with exposed rebar

spall at horizontal surface

The spalled concrete must be patched and other cost repairs may be required.

In the case above, we recommended that the half wall be cleaned and a parge coat be applied to smooth out the surface before hot rubberized waterproofing be applied as a permanent solution.

Mint Plaza in San Francisco

2012-03-24T12:37:00.000-07:00

Mint Plaza. The small alley off of 5th Street between Market and Mission is, in my opinion, a wonderful example about how creativity and careful attention to detail can really transform a place.

The tile shines while orange chairs are scattered around the alley to allow pedestrians to sit wherever they want. The sun reaches the corners of the alley which eliminates that all too familiar feeling of a creepy alley. Restaurants line the alley on one side while a historic Mint establishes the other boundary of the plaza. Now that the plaza is a few years old, the creeper vines on the lattices have grown in and has softened the feel of the plaza. The plaza is maturing well.

There are two notable business here. Chez Papa serves fantastic food. I've been about 4-5 times. I am not big on the decor but have loved the food every time. The other attraction is Blue Bottle Coffee. A boutique coffee roaster that has achieved cult status in San Francisco.

I have never heard anything about the financial success of the plaza so I cannot judge it to be a financial success. I did observe that Thermidor has recently closed its doors. Nonetheless, this is a wonder place in the city and deserves a visit the next time that you are nearby.

Links on Mint Plaza
Mint Plaza: SoMA success or BFD?
Builder bets newly minted plaza in San Francisco will be an oasis

Field Reports - Part IV - The Owner's Perspective

2012-03-17T12:13:00.001-07:00

I've covered PLENTY about Field Observation Reports. For this post, I want to focus on how an owner or client should treat these field reports because I love an informed client. They ask engaging questions and are always challenging you to be better. Based on my experience, there are the behaviors and questions that smart owners ask or address:

Look at the items the author discusses.
Are they detailed or topical? Did the author have to climb 4 stories to observe the issue? Is the author making blanket statements or is there detailed analysis? Detailed analysis and observation suggests that the author is thoroughly observing all areas. Be especially cautious if you see the side-mirror in the corner of the author's photographs! I’ve seen it and would never pay for a field report where the author didn’t even get out of the car.

side mirror in photo

Are solutions suggested?
It is not good enough to identify the problems. The owner needs solutions. Has the author suggested solutions or recommended repairs? A good architect will also follow up with the client via phone to discuss the content of the report.

Are the non-conforming items being corrected?
How is the author tracking these items? I discuss a method for tracking these items here. This also helps to ensure that the punchlist is as exhaustive as possible.

Does the contractor understand the author's intention?
Non-conforming work will not be corrected if the contractor doesn’t understand the Architect's directions. Smart owners will not only require that a portion of OAC meetings be dedicated to discussing non-conforming work identified in field reports, but smart owners will also call the contractor within 24 hours to personally ask if all directives are understood.

Are there repeat mistakes?
Is this the third time that the author has noted improper window flashing sequencing? Has the contractor continuously installed product not as specified by the architect? These are signs of a bigger problem and can be identified with the use of a non-conforming work log. A wise owner will also periodically review all past field reports in an attempt to see overall trends.

Is the Contractor behind schedule? As an owner, the field report should not be the first indication that the contractor is behind schedule. Hopefully, you are attending progress meetings and are reviewing meeting minutes in addition to regularly calling your architect and contractor. The field report should confirm any suspicions that you have regarding schedule.

Not Exhaustive
I need to repeat myself here because too often, the Architect gets blamed for this type of thing. The architect is not obligated to catch every small mistake. If something gets missed, it is not always the architect's fault. Budgeting for adequate construction administration services is a always a good way to help ensure that any non-confirming work is caught and corrected.

That is all for now. If you have any other practices that you use with field reports that you receive, I could love to hear them. Please send me an email.

Former Posts
Field Reports - Part I
Field Reports - Part II
Field Reports - Part III

The Registry

2012-03-16T19:04:00.000-07:00

I recently wrote an article on Stucco for The Registry, a Bay Area real estate publication. The link can be found below. I hope you find it informative.

What Lies Beneath by Nicholas Leone

Double Take

2012-03-09T21:05:00.000-08:00

Driving out to to Half Moon Bay today, I stopped at San Gregorio State Beach to take a walk and clear my head. Walking by the restrooms, this door handle caught my eye. Nothing wrong with it. Just installed backwards.

push down to open

Log Piles

2012-03-07T23:48:00.000-08:00

I am currently working on a large job where the ownership group is retrofitting a historic structure in San Francisco to a more modern use. This structure was originally built following the 1906 earthquake in San Francisco. Part of the modernization process is the seismic and structural strengthening of the existing structure.

This strengthening includes modernizing the foundation which consists of 100+ year old wood piers as shown in the photos below. The building is partially in an area of engineered fill with a high water table and the piers have been perpetually saturated from the water table and a lack of oxygen. This has resulted in piers that are in a nearly pristine state. Many of these piers will remain in place as new micropiles are being added to accommodate the new use. There piers are being used to support five stories of masonry above.

Yeah, I felt it.

2012-03-05T13:08:00.004-08:00

My office, much like yours, was awash in earthquake chatter for the first hour of the day.

The 5:33am earthquake woke me up. It also scared me for a moment. I live on the 12th of 23 stories in a concrete building. This was the first time that I had been in my place for an earthquake. The feeling of the 4.0 quake was more elastic than those that I have felt before. I suspect that this is because I was 12 stories offof the ground. I have been on the 2nd story of concrete buildings before and the feeling I remember was a quick, solid jolt. I am not sure if the difference lies more in the nature of the rubbing of the faults or the difference in height. I'm looking forward to continuing this research with the next earthquake.

For the time-being, check out this video of skyscrapers swaying in Japan during their big earthquake.

Field Reports - Part III

2012-03-04T11:51:00.000-08:00

I have written two previous articles on Field Reports. I also wanted to pass along a few links to articles which I have found invaluable in their discussion on site observations and field reports. Links can be found below.

The Good: the Bad, and the Ugly:
Challenges and Risk of Nonconforming Work

Visible Means:
Site Visits and Construction Observation

You can also find my previous posts here:
Field Reports - Part I
Field Reports - Part II

TMG Partners

2012-03-01T21:12:00.005-08:00

I try to keep this blog location neutral, but I am suspending that rule for this post. One hears a lot about TMG these days. For starters, they are currently in the middle of a $87M re-positioning of 680 Folsom Street in San Francisco. If you didn't know that, it is the site with two cranes.

Before this remodel, the old Pacific Bell Building look quite dilapidated.

680 Folsom - before

Now, TMG is putting a new skin on the building:

680 Folsom - after - photo from curbed sf

What is more impressive is that TMG is on a leasing bender. According to the San Francisco Busniess Times, Riverbed Technology recent signed a 10 year lease for 160,000 square feet. Yesterday, the Business Times also reported that Macy's just signed a 15 year lease for 250,000 square feet for its online retail division. In the blink of an eye this building is 80% leased (starting late 2013.)

But this isn't the only news that TMG has made lately, I also recently read that TMG has brought on Amy Neches as a partner. Ms. Neches used to work for the SF redevelopment agency and politically knows her way around the world of politics in San Francisco building and development.

Well done TMG. A tip of my hat.

Arch-ReCon

Thank You

Days Away Log

Plenty of Handicap Parking

Construction Mock-Ups

What is a Mock-up?

Intent of Mock-ups

Best Practices for Mock-Ups

Contractor

Subcontractors

Architect or Construction Manager

Ownership Entity

Photographs

Taking Notes

Mock-Up Meeting Notes

Conclusion

Additional Reading

Porta-Potty Ettiquette

How to Process RFIs

Update

How to Identify a Crappy Rebar Cap

The AFP Timeline

RFI Mapping

Definition

Daily Routine

The Big Picture

Other Documents

Photographs

Dangerous Dump Truck

Gang Nail Plates

Site Photography - Part II

Site Photography - Part I

An Architect's Shoes

A Strong Crane

Corrosion Jacking

Mint Plaza in San Francisco

Field Reports - Part IV - The Owner's Perspective

The Registry

Double Take

Log Piles

Yeah, I felt it.

Field Reports - Part III

TMG Partners