You receive shop drawings for custom millwork that show different wood species than specified. The substitution offers better durability but costs 15% more. What should you do?
Correct Answer
C) Submit the substitution request to the owner and architect for approval
Any material substitutions, even improvements, require approval from both the owner and architect. The decision involves design intent, budget considerations, and contractual obligations that must be formally reviewed.
Why This Is the Correct Answer
Material substitutions require formal approval from both the owner and architect regardless of whether they are improvements or not. The contractor does not have the authority to unilaterally approve changes to specified materials, even if they offer better performance. The decision involves contractual obligations, design intent, budget impacts, and aesthetic considerations that only the owner and design professional can evaluate. This formal approval process protects all parties and ensures proper documentation of changes.
Why the Other Options Are Wrong
Option A: Approve the substitution since it's an improvement
The contractor cannot approve substitutions independently, even if they appear to be improvements. This exceeds the contractor's authority and could result in contract violations, liability issues, and potential rejection of work if the owner/architect disagrees with the change.
Option B: Reject the substitution due to cost increase
Rejecting the substitution solely due to cost increase is premature without consulting the owner and architect. The decision should be made by those with authority to evaluate both the technical merits and budget implications, not unilaterally by the contractor.
Option D: Accept the substitution but absorb the cost difference
Accepting the substitution and absorbing the cost difference still constitutes an unauthorized material change. Even if the contractor bears the cost, the substitution changes the specified work and requires proper approval through established change order procedures.
Memory Technique
Think 'OAC' - Owner and Architect Control all substitutions, not the Contractor
Reference Hint
AIA A201 General Conditions - Article 3 (Contractor responsibilities) and Article 7 (Changes in the Work)
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