contract-administration

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