During contract administration, you discover a discrepancy between the plans and specifications. What is the proper procedure?
Correct Answer
B) Submit a Request for Information (RFI) to the architect/engineer
When discrepancies exist between contract documents, the proper procedure is to submit an RFI to the design professional for official clarification before proceeding with work.
Why This Is the Correct Answer
Submitting an RFI to the architect/engineer is the proper procedure because they are the design professionals who created the contract documents and have the authority to interpret them. This formal process ensures that any clarification is documented, legally binding, and maintains the chain of responsibility. The RFI process protects all parties by creating a paper trail and ensures that the resolution comes from the appropriate authority who understands the design intent.
Why the Other Options Are Wrong
Option A: Proceed with construction using your best judgment
Proceeding with construction using your best judgment is dangerous and potentially costly because it assumes liability for interpretation without proper authority. If your judgment proves incorrect, you could be responsible for costly rework, delays, and potential legal issues.
Option C: Choose the most cost-effective interpretation
Choosing the most cost-effective interpretation prioritizes economics over design intent and proper procedure. This approach could result in work that doesn't meet the owner's requirements or the design professional's intent, leading to rejection of work and costly corrections.
Option D: Contact the owner directly for clarification
Contacting the owner directly bypasses the design professional who has the technical expertise and legal authority to interpret the contract documents. The owner typically lacks the technical knowledge to resolve design discrepancies and may not have the authority to make binding interpretations.
Memory Technique
Remember 'RFI before you FLY' - always submit a Request for Information before proceeding when there are discrepancies, or your project might crash and burn.
Reference Hint
AIA General Conditions, Section 3.2.4 - Contractor's responsibilities for reviewing contract documents and requesting clarification
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