Construction Administration Services

Approach |
Procedures |
Pre-Construction Coordination |
Coordinating Design Disciplines |


tBP/Architecture’s permanent professional staff of Certified Contract Administrators specialize in the construction support efforts for our clients. Our CA Department Policies and Procedures are set up to serve the specific needs of our clients. tBP’s professional experience offers every client a part time or full time on-site representative, assistance and administration efforts for the client’s facilities staff. These are supported and at times supplemented with project managers and project architects to accurately and timely respond to all construction issues.

All construction phase operations and communications are documented, tracked with logs and followed through to resolution.

Project support is first and foremost for our contract administrators. Our direction is to turn around RFI’s in 48 hours. We are able to meet that goal with contractor or CM foresight, planning, coordination and clear communication from the field. Our submittal reviews are also timely. Depending on the project or phase of work, a thorough product data submittal will take a few days. Shop drawings, due to their complexity, will require a longer review. tBP/Architecture Construction Administrators review all change order requests, and advises our clients of their validity. We research costs and negotiate costs where warranted. We are proud of our efforts in maintaining a less than 2% average for change orders.

In addition to documentation, tBP/Architecture conducts and records all meetings necessary to start, monitor and close a project. Our meeting reports are “Action” oriented and distributed to all representatives of the various entities. If a client wishes to employ a construction manager, we expect the CM to conduct and record meeting reports. tBP/Architecture, however, continues to maintain separate documentation and logs.


The most effective way to observe activities on a construction site is to physically be there. Even with the advent of technology, nothing replaces the physical presence in aiding communication and effective decision making. Over the past 60 years dedicated to the education arena, we have created a base standard of procedures that allows our team to lead and manage our construction administration duties. A brief glimpse at these procedures includes:
• Document all operations and communications
• Review and observe construction progress
• Review shop drawings and assist contractor with any clarifications
• Review all change order requests; validate; research costs; negotiate costs where warranted
• Review/make recommendations for payment requests
• Secure final completion
• Close out construction
• Owner acceptance and move in
• Post occupancy evaluation

Pre-Construction Coordination

tBP/Architecture has adopted the BIM platform using the Autodesk Revit product to create construction documents to assure that the work is coordinated properly and that our work and our consultant’s work mesh together with little to no conflicts. Revit allows 4-Dimensional assessment and coordination of the construction documents. Any discrepancy is highlighted by the program allowing the team to best work out the conflict. Additionally, tBP/Architecture conducts our own in-house quality control procedures with our Pre-Construction Coordinator.

Our Pre-Construction Coordinators are involved from project initiation through construction administration with the goal of improving quality and consistency of our construction documents and thereby diminishing issues during construction. Documents are reviewed at appropriate times during development of the project for quality assurance purposes. The scheduling and frequency of the Quality Control reviews is planned at project start up with the Project Manager. We also encourage peer review by the Program Manager, Construction Manager or an outside A&E firm.

Coordinating Design Disciplines

The Project Team has regularly scheduled meetings throughout the project phases to discuss current and future issues among the different disciplines. Depending on the size and complexity of a project, we utilize a number of discipline coordination processes: Color Coding Systems, Overlay Method, Written Documentation and Charting, and Building Information Modeling (BIM) Technology (Navisworks) to highlight discrepancies or conflicts, allowing our team to work to eliminate any conflicts. Clients are invited to attend coordination meetings. Progress printings are distributed at the various project phases