Description
There is a great deal of work that must be accomplished before that first shovel of earth is turned or that first grade stake is driven into the ground. In much the same manner that a sound superstructure needs a sound foundation, so does the actual building sequence require sound preconstruction preparation.
The first step in this process involves mobilization-establishing and organizing the field office on the construction site, whether it be a fancy 50-foot trailer or a simple 10-foot by 10-foot homasote-covered shanty.
Second, the superintendent needs to be aware of the type of construction contract that has been awarded, since different types of contracts require different kinds of administration in the field.
Third, it is necessary for the superintendent to determine what is expected of the other parties to the contract-the owner, the professional consultants, both architect and engineer, subcontractors and vendors, and home office staff and personnel.
A well organized field office should provide easy access to all of the “tools of the trade,” those important papers, documents, plans and specifications that will be referred to time and time again over the life of the project. A field office should have more than just a desk, chair and a telephone in order to provide a proper environment in which to work. On the other hand it does not necessarily require computer terminals and fancy electronic equipment to transform it into a functional, efficient office. What it does need is ORGANIZATION.
• A plan rack or plan table large enough to permit the review of drawings without having them fall off the table.
• A file cabinet, or file cabinets, for the systematic filing of all correspondence that will be generated over the life of the project.
• A lockable closet or cabinet in which to store confidential information along with valuable equipment such as lasers, surveying equipment and power tools.
• Shelf space for manuals, books of specifications and, hopefully, this book.
• A security alarm system.
• Drinking water, toilet facilities, conference table and other such nice touchs that the budget may allow.
The Facimile Transmission Machine
The expression “fax it” has become a part of today’s business vocabulary, and the fax machine is a boon to the construction industry and that sometimes lonely outpostthe field office. As more and more architects, engineers, subcontractors and suppliers install these machines in their offices, electronic mailmen can deliver critical construction documents within minutes of the time requested. Fax machines installed in a field office can save valuable time and money when used to receive or transmit:
• Field changes requested by the architect, engineer, owner, home office, or the project superintendant.
• Critical product data sheets from subcontractors and suppliers to the architect-engineer for rapid review.
• Written authorization to proceed with extra work.
• Daily job progress reports.
• Weekly payroll time sheets
• Requests for clarification or information (RFCs and RFis) when design conflicts or problems are uncovered in the field.
• Test reports and field inspection reports.
• Accident reports
• OSHA inspection reports.
Helpful hints to consider when Setting up the field office:
1. Etablish a filing system using the same divisions as the contract specification book which normally follows the format of the CSI (Construction Specifications Institute) i.e. Division 2-Sitework, Division 3-Concrete, Division 4-Masonry, and so forth. Within each of these files place the appropriate subcontract agreements, purchase orders, approved product data sheets for that trade, and small size shop drawings.
2. Set up a secondary file for all subcontract agreements and purchase orders alphabetically arranged, not only as back up for the one filed in its appropriate division, but for more rapid accessability. When change orders are issued they should be attached to their respective subcontract agreement.
3. Request that the home office furnish a subcontractor-supplier list complete with phone numbers, fax numbers and name of contact person within the organization. Tack this on the wall near the phone.
4. Post emergency numbers on the wall-hospital, paramedic, fire department, police department, after-hours phone numbers for key home office personnel and emergency numbers for key subcontractors such as plumbing and electrical.