Meeting Notes
Information discussed during a meeting. Everyone at a meeting has a responsibility to take notes. The meeting notes include:
1. Date
2. Time the meeting starts and ends
3. Attendees, titles, companies and how they attended
a. In person
b. Phone
c. Video
4
Daily logs
A log of daily activity on a site of a project. Daily logs are not typically distributed. Each contractor, subcontractor, and the owner or their representative keeps a daily log. The daily log includes:
1. Date
2. Project
a. Name
b. Address
c. Number
3. C
Request for Information (RFI)
Requests made by the contractor or subcontractor to the owner or their representative regarding a project element that is not clear. The answer may be a reference to the contract documents where the answer may be found or additional clarification. RFIs ma
Change Order
Changes are common in construction. A change order is a contract modification (amendment) to change the work, price or schedule. A change order is a bilateral agreement between the parties to a contract (contractor and owner, subcontractor and contractor,
Change Directive
A change directive are instructions by the owner to the contractor, or contractor to a subcontractor to perform work that is not included in the contract with the intent that cost, and schedule impact will be determined later. These can be contentious bec
Claim
A claim is a demand or assertion by one of the parties to the other for payment, schedule change, or other relief pertaining to the contract. It is often used for work performed that was not in the original contract but requested by the owner without a ch
Submittal
The process used by the contractor (or subcontract, supplier, vendor through the contractor) to provide to the owner (often through their architect, engineer or consultant) information to verify that the correct product is being used, and the opportunity
Payment request
Official document sent to the owner to request payment for work completed or materials purchased. The information often included in a payment request is:
1. Date submitted
2. Owner
3. Contractor
4. Project
a. Name
b. Address
c. Number
5. Pay request numbe
Schedule of Values
A breakdown of project components used for determining payment. The schedule of values is determined at the start of the project and used throughout the project.
Retainage
An amount held back from payments to motivate contractors to finish the job. Switching contractors in the middle of a job can be expensive. Retainage can help offset that expense.
Lien
A lien gives builders, contractors and suppliers legal recourse to get paid for their work as well as any materials or supplies purchased for a project. When a lien is in effect, an owner can not sell or transfer title to a property.
Lien Waiver
A document from the contractor or the other party related to the contract stating they have received payment and waive any future rights to the property for the paid amount.
Punch List
A list of items that do not meet specifications or must be repaired by the contractor prior to final payment. The punch list is often prepared by the owner or their representative.
Warranties
The warranty certificates from the manufacturers for all material and equipment that requires a warranty as stated in the plans and specifications. It is the contractor's duty to obtain the warranties and submit them to the owner.
Manuals
The instructions on the use and maintenance of materials and equipment that require a manual as stated in the plans and specifications. It is the contractor's duty to obtain the manuals and submit them to the owner.
Substantial Completion
The date the work or designated portion is sufficiently complete based on the contract documents and the owner's ability to occupy or utilize the project for its intended use.
Final Completion
The date that the contractor's obligations under the agreement are complete and accepted by the owner and final payment is due and payable.