For certain large and complex projects or some fast-track projects, continuous on-site representation is required. If provided by the architect, it is considered an additional service requiring negotiation of a fee over and above the basic fee. Alternatively, the client may choose to directly hire a clerk of the works.
Usually, the responsibilities of a clerk of the works are limited and do not include contract document interpretation. The clerk of the works records construction activities and quantities, often for unit price contracts.
A continuous on-site architectural representative may undertake some of the following duties:
- coordinating all communications;
- interpreting contract documents;
- assisting in the preparation of change orders and certificates;
- arranging for inspection and testing;
- preparing record drawings;
- attending site meetings;
- providing continuous general review and maintaining a daily log which contains:
- weather conditions;
- major material and equipment deliveries;
- daily construction activities, percentage of completion of work, and work force;
- records of work stoppages and reasons for them;
- occurrence of inspection and testing and their results;
- special visitors;
- unusual conditions or significant developments on site.
The architect’s role as a continuous on-site representative should be carefully and clearly defined, and an appropriate fee should be negotiated with the client.