contract-administration

name	contract-administration
description	Contract administration guidance for construction PMs—notice requirements, change orders, T&M documentation, claims, liens, and subcontract management.

Contract Administration for Construction Project Managers

This skill provides practical guidance on contract administration tasks that construction project managers handle daily. Focus is on protecting your company's interests, maintaining proper documentation, and following contractual procedures.

Disclaimer: This guidance supports day-to-day contract administration but does not replace legal counsel. Always consult your legal or risk management team for complex disputes, termination decisions, or claims exceeding your authority level.

Core Contract Administration Responsibilities

Daily Documentation Practices

• Maintain contemporaneous daily reports documenting work performed, weather, manpower, and any issues
• Photograph site conditions before, during, and after significant work
• Log all verbal directives and confirm in writing within 24 hours
• Track schedule impacts as they occur, not after the fact

Communication Protocol

• Route all formal notices through proper channels per contract requirements
• Copy required parties on correspondence (owner's rep, architect, bonding company when applicable)
• Use certified mail or contractually-specified delivery methods for formal notices
• Maintain transmission logs for all critical correspondence

Contract Document Hierarchy

Most construction contracts establish document precedence:

1. Executed change orders and modifications
2. Agreement/Contract form
3. Supplementary/Special conditions
4. General conditions
5. Specifications (often Division 01 governs conflicts)
6. Drawings (larger scale governs over smaller)
7. Reference standards

Always verify your specific contract's order of precedence.

Key Reference Documents

Topic	Reference File
Notice Requirements	references/notice-requirements.md
Change Order Entitlement	references/change-order-entitlement.md
T&M Documentation	references/tm-documentation.md
AIA Key Provisions	references/aia-key-provisions.md
Differing Site Conditions	references/differing-site-conditions.md
Substantial Completion	references/substantial-completion.md
Backcharge Procedures	references/backcharge-procedures.md
Lien & Bond Claims	references/lien-bond-claims.md
Default & Termination	references/default-termination.md
Subcontract Administration	references/subcontract-administration.md

Quick Reference: Common Contract Deadlines

Typical Notice Periods (Verify Your Contract)

Event	Common Timeframe
Concealed conditions notice	7-21 days from discovery
Change order pricing	10-30 days from request
Claim notice	21 days (AIA) or as specified
Claim substantiation	Varies; often 30-60 days
Dispute resolution request	Per contract, often 30 days

Payment Cycle Milestones

Milestone	Typical Timing
Pay application submission	Per contract (often 25th of month)
Certification period	7-10 days
Payment due	30-45 days from certification
Retainage release	After final completion/warranty

Red Flags Requiring Immediate Attention

1. Owner directing work without written authorization - Document and confirm in writing immediately
2. Subcontractor payment disputes - Address before lien/bond claim deadlines
3. Acceleration demands without change order - Constructive acceleration claim potential
4. Design clarifications changing scope - RFI responses may constitute changes
5. Schedule delays without proper notice - Time extension rights may be waived
6. Verbal agreements modifying contract - Most contracts require written modifications

Working with This Skill

When asking for contract administration assistance, provide:

• Contract type (AIA A201, ConsensusDocs, custom, etc.)
• Your role (GC, subcontractor, CM)
• Specific contract provisions if known
• Timeline and current status
• Documentation you have available

The guidance provided focuses on common industry practices and standard form contracts. Your specific contract terms always govern.