1.2 The Construction Industry 1.2.3 · PDF filerequirements for membership in professional associations (see “Consultant Associations” below), as do architects. Others provide

1.2.3

1.2.3 Consultants1.2 The Construction Industry1.2 The Construction Industry

1.2.3 Consultants

Canadian Handbook of

Practice for Architects

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Introduction

Types of Consultants

Engineering Consultants

Specialist Consultants

Agreements with Consultants

Managing and Coordinating Consultants

Consultant Associations

Association of Consulting Engineers of Canada (ACEC)

Construction Specifications Canada (CSC)

Testing Agencies and Inspection Services

Definitions

References

List: Types of Consultants on the Design Team

List: Selected National Associations of Consultants

Checklist: Coordinating Consultants

Consultants Chapter 1.2.3 Volume 1

Canadian Handbook of Practice for Architects January 2009 1

Introduction

Architects are required to provide a wide range of services and expertise in the course of designing and coordinating a building project, and they usually do so with the help of consultants. Projects in which the architect is the sole individual responsible for design are rare, with small residential and commercial projects probably the only examples. The size, scope of services, or complexity of the project usually exceed the architect’s qualifications, skills or ability, making it necessary to seek the expert advice of others. The kind and amount of expertise required will vary with each building type or building classification and with the size and scale of the project.

A significant part of the practice of architecture, therefore, involves the coordination of information, advice, and designs provided by consultants who are knowledgeable in various fields. The architect usually provides the leadership, as well as the management and coordination skills, to synthesize the services of various consultants.

Whether acting alone or with numerous consultants, the architect’s goal is to provide seamless service to the client, in addition to well-coordinated construction documents and a smooth execution of the construction or projectdelivery. Consultants are full participants in the design team.

It is now common for the architect and the consultants to work together from the very begininning of a project through an Integrated Desgn Process to achieve the best sustainable design solutions.

Types of Consultants

Architects engage a wide variety of consultants. Some are professionals licensed under statute, such as engineers, who must meet rigorous requirements for membership in professional associations (see “Consultant Associations” below), as do architects. Others provide technical services such as CAD drafting or advice on hardware. Still others may be specialists in a particular field such as landscape architecture, marketing, interior design or kitchen equipment.

Engineering Consultants

The consultants most often engaged by architects are structural, mechanical, and electrical engineers. These engineers could be considered basic consultants. Architects are usually engaged by the client as prime consultants for most building classifications (building codes classify buildings by major occupancies). The exception is industrial building projects, where the prime consultant is typically an engineer.

In Québec, the engineers are usually engaged directly by the client. There is usually no contractual link between architects and engineers.

There are firms in Canada with some or all of the basic engineering consultants and architects within one organization. Such multi-disciplinary firms are not common in Québec.

Other engineers frequently consulted for building projects are acoustical engineers, civil engineers, and engineers who specialize in the science of building envelopes. Others include geotechnical engineers, seismic engineers, traffic engineers, and environmental remediation engineers. Geotechnical and environmental remediation

Consultants

Volume 1 Chapter 1.2.3 Consultants

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engineers and certain other specialists (such as land surveyors) should be retained directly by the client because architectural professional liability insurance policies do not typically cover these services.

Specialist Consultants

Building projects often require specialist consultants. Many of them are members of an association or may be certified to perform their services. This is typical of specification writers, building envelope consultants, interior designers in certain jurisdictions, and others. Some consultants gain expertise through years of specialization and experience. Many architects become specialist consultants themselves. Refer to “List: Types of Consultants on the Design Team” at the end of this chapter.

Agreements with Consultants

The architect should execute a written agreement with all consultants that he or she directly engages. Before such an agreement is executed, the architect should confirm that each consultant can meet both the requirements of the client and the architect. These include:

licensing requirements in the jurisdiction of the project;professional liability insurance requirements;capacity to perform the services;ability to meet the project time schedules and budget.

The use of the Canadian Standard Form of Contract Between Architect and Consultant: RAIC Document Nine is recommended for an agreement with engineering consultants and other design professionals such as other architects, landscape architects, interior designers, and food service consultants. Document Nine is not a “stand-alone” agreement and it is expected that the “prime agreement” (RAIC

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Document Six or Seven), or alternatively the relevant portions of the prime agreement, be appended to it. This ensures that the consultants have a full understanding of the expected and required services.

The architect should prepare a separate agreement for other consultants such as those with a limited role, who may not carry professional liability insurance and who may not be design professionals. This agreement should clearly outline the services required as well as the fees for these services, and may have to include clarification on the ownership of the copyright. The architect should ensure that the copyright on the limited consulting services provided for an architectural project is assigned in writing to the architect.

Managing and Coordinating Consultants

One of the architect’s important roles is to manage and coordinate the work of consultants, whether they are retained directly by the architect or separately by the client. It is important to start the process early and to obtain input from the consultants through an Integrated Design Process starting prior to schematic design. Also, it may be helpful to involve certain consultants in project planning and budgeting prior to commencing design work.Consultants usually work as independent professionals with a significant degree of freedom. However, during the entire course of the project, the architect:

monitors consultant performance;ensures consultants’ ongoing commitment to the project;motivates consultants;provides recognition to consultants.

The coordination of consultants may also include:

identifying project goals and environmental design targets;establishing budgets, design criteria, and time schedules;arranging meetings;routing all communications;

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setting standard formats for documentation (primarily working drawings and specifications).

Refer to “Checklist for the Management of the Architectural Project” in Chapter 2.3.1, Management of the Project, for a list of tasks required to coordinate and manage consultants at each phase of the project.

Consultant Associations

Most of the specialists which an architect consults are organized into professional, para-professional or technical associations. Because of the large number of such associations in Canada, this Handbook will outline only those associations which participate on the Construction Industry Consultative Committee (CICC) and the Canadian Construction Documents Committee (CCDC). These four associations are:

Association of Canadian Engineering Companies (ACEC);Canadian Construction Association (CCA);Construction Specifications Canada (CSC);Royal Architectural Institute of Canada (RAIC).

Refer to Chapter 1.2.1, The Construction Industry, for the composition and role of the CICC and the CCDC, as well as for a description of the Canadian Construction Association (CCA).

Refer to Chapter 1.1.4, The Organization of the Profession in Canada, for a description of the Royal Architectural Institute of Canada (RAIC).

The ACEC and the CSC are discussed below.

Association of Canadian Engineering Companies (ACEC)

Founded in 1925, ACEC is the national association of consulting firms that provide engineering and other technology-based intellectual services to the built and natural environment. Member companies offer professional engineering services world wide to private sector and government clients. ACEC’s mission is to promote and safeguard the business and professional interests of the Canadian consulting engineering industry in Canada and abroad.

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The Association’s membership consists of approximately 600 independent consulting engineering firms and 11 provincial and territorial member organizations. Members range in size from single-person operations to multi-national companies.

Refer to “List: Selected National Associations of Consultants,” located at the end of this chapter, for the ACEC’s address and Web site.

Construction Specifications Canada (CSC)

Construction Specifications Canada (CSC) is a national multi-disciplinary, non-profit association with chapters across Canada. CSC is committed to ongoing development and delivery of quality education programs, publications and services for the betterment of the construction community.

CSC liaises with its sister U.S. organization, the Construction Specifications Institute (CSI), and works with the CSI to develop and maintain the MasterFormat™ system.

CSC publishes Construction Canada magazine and the TEK-AID series of reference documents which can assist architects in developing specifications. CSC also offers a variety of certification programs, including:

the Certified Construction Contract Administrator (CCCA);the Certified Technical Representative (CTR);Registered Specification Writer (RSW).

Refer to “List: Selected National Associations of Consultants,” located at the end of this chapter, for the CSC’s address and Web site.

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Testing Agencies and Inspection Services

During the construction administration phase of a project, architects occasionally require expertise to test components of the construction (such as the compaction of sub-soils, concrete samples) or to conduct detailed inspections (for roofing systems, welds, piping, etc.). This expertise is discussed in Chapter 2.3.11,Contract Administration — Field Functions.

Refer also to Chapter 1.2.5, Standards Organizations, Certification and Testing Agencies, and Trade Associations.

Definitions

Consultant: One from whom advice is sought. The requirements for licensing vary depending on the professional field of activity. (adapted from Carson’s Construction Dictionary)

Engineer: A professional skilled in the design, development, and construction of physical works. To practise or hold oneself out to the public as an engineer, the individual must be licensed under provincial or territorial legislation.

Prime Consultant: The consultant that is retained directly by the client for the provision of the main part of professional services; these services usually include management and coordination of sub-consultants and other consultants engaged directly by the client or others.

Sub-consultant: The consultant that is retained by (or under contract to) the prime consultant.

References

Construction Specifications Canada. Construction Canada. Published six times a year. Toronto, Ont.

RAIC Document Nine - Canadian Standard Form of Agreement Between Architect and Consultant: Ottawa, Ont.



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Specialist Consultants:Acoustical consultantAirport consultantArchitectural historianArt consultantBuilding code consultantBuilding envelope consultantComputer or CAD consultantConservation or Heritage architectConstruction managerCost consultantDemographerEconomistEducation consultantElevator consultantEnergy management consultantEnvironmental consultant or ecologistFacilitatorFacilities managerFood service/kitchen consultantGraphic artistHardware consultantInformation Technology consultantHospital consultantInterior designerLaboratory consultantLand surveyorLandscape architectLighting consultantMarketing consultantProgrammerPsychologistPublic relations consultantQuantity SurveyorRealtorScheduling ConsultantSecurity consultantSignage or graphics consultantSociologistSpecifications writerSustainability or LEED® ConsultantTechnologistTheatre consultantTranslatorTransportation plannerUrban and regional plannerUrban designerValue engineering consultantWayfinding consultantWind/snow studies consultant

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Engineering Consultants:Acoustical engineerCivil engineerElectrical engineerEnvironmental engineerGeotechnical engineerHydrological engineerMechanical engineerProcess engineerSeismic engineerStructural engineerTraffic engineer

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List: Types of Consultants on the Design Team



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Association of Canadian Engineering Companies (ACEC)616-130 Albert StreetOttawa, Ontario K1P 5G4Tel: (613) 236-0569Fax: (613) 236-6193www.acec.ca

Canadian Construction Association (CCA)75 Albert StreetOttawa, Ontario K1P 6A4Tel: (613) 236-9455Fax: (613) 236-9526www.cca-acc.com

Engineers Canada 180 Elgin St., Suite 1100 Ottawa, Ontario K2P 2K3 Tel: 613-232-2474 Fax: 613-230-5759www.engineerscanada.ca

Canadian Institute of Quantity Surveyors (CIQS)90 Nolan Court, Unit 19 Markham, ON L3R 4L9 Tel: 905-477-0008 Fax: 905-477-6774 www.ciqs.org

Canadian Society of Landscape Architects (CSLA)P.O. Box 13594Ottawa, OntarioK2K 1X6Tel: (613) 622-5520Fax: (613) 622-5870www.csla.ca

Construction Specifications Canada (CSC)120 Carlton Street, Suite 312 Toronto, ON, M5A 4K2 Tel (416) 777-2198Fax (800) 668-5684www.csc-dcc.ca

Interior Designers of Canada (IDC)220 - 6 Adelaide Street East Toronto, Ontario, M5C 1H6 Tel: 416.594.9310Fax: 416.921.3660www.interiordesigncanada.org

List: Selected National Associations of Consultants



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Pre-agreement1. Define expectations:(may apply only to contracts where consultants are engaged as sub-consultants to the architect)

Before beginning negotiations with potential consultants prepare clear definition of expected consultant performance for each discipline, including:

extent of participation by consultant during design/documentation stagesknowledge of/commitment to current practice in:

energy efficiencysustainable design and integrated design approach

contract administration procedures, including:reportingreview of change quotationsshop drawing review

field review practices, such as:attendance at site meetingsprohibition of deal-making recorded/unrecordedwritten records/reports

review past performance of previously engaged consultantsreview unsolicited offers of service from consultants not previously engaged

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seek confidential recommendations on unfamiliar consultants from colleagues/clientsprepare short list of consultants selected (formerly engaged/new) to interviewdevelop score sheet for use during first interviews for consistent recording/rating of consultants’ responses

2. Interviews:(separate preliminary discussions with each of selected consultants to confirm that consultant understands/accepts architect’s performance expectations)

encourage consultant to describe his or her procedures in dealing with architectsexplore consultant’s understanding of collaborative/participatory processclarify how architects use the word ‘design’: (engineers apply a different meaning to the word, which can lead to serious misunderstandings. Some engineering consultants may be unable, or reluctant, to comprehend the architect’s expectation that the engineer should participate in/contribute to the design development of the project)confirm adequate professional liability insurancemake notes on score sheet

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Checklist: Coordinating ConsultantsNotes‘Sub-consultants’ include consultants engaged by the architect, such as structural, mechanical & electrical engineers, landscape architects, and other specialists. [In Québec, engineers are usually engaged directly by the client.] Consultants which may be engaged by the architect on behalf of the client but whose fees are paid by the client, either directly or through allowances, are often included in the contract price. Examples are land surveyors, geotechnical engineers, testing and inspection firms. For convenience, these are all referred to as ‘consultants’ in this Checklist.

This Checklist is based on the traditional contractual arrangement where the client engages the architect, who then engages the necessary sub-consultants. The relationship between architect and sub-consultants is constrained when the consultants are engaged directly by the client or when the architect is engaged as a sub-consultant to an engineer who acts as the prime consultant. The basic principles of coordination do not diminish under such alternative contractual arrangements and should be affirmed and clarified by the architect as early as possible.

Comments, clarifications or recommendations are in italicsUse of a forward slash (/) signifies and or or

Refer also to Chapter 1.2.3 Consultants and “Checklist for the Management of the Architectural Project” in Chapter 2.3.1 Management of the Project

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3. Following Interviews:review score sheets for each consultanteliminate unsuitable consultantsprepare formal Request for Proposals (RFP) letter for selected list of consultantsdifferent letters will be required for each discipline, but each should include:

statement of expectations, confirming topics presented during interview (performance expectations should be stated in detail in initial RFP letter):

description of project, giving as much information as possible:project name/client/location siteprogrambudgettarget date for completion

proposed schedule for design/documentation/bidding & negotiation/constructionfee basis, such as:

lump sumpercentage

[task-based using procedures set out in Mastering the Business of Architecture, published by the OAA]request to confirm/provide:

acceptance of performance expectationsability to meet timetableproof of professional liability insurance

�. Appointment of consultants:review proposalsverify acceptance of expectations/adequate professional liability insuranceanalyse any additional conditions agree or rejectaccept best proposal (may not be the cheapest if expected performance/understanding are superior)notify successful consultants/sign formal agreements (RAIC Document Nine –Canadian Standard Form of Contract Between Architect and Consultant)advise unsuccessful consultants (this maintains good relations: you may want to consider engaging them in future)include selected consultants in:

proposal to potential client when responding to an RFP ornotification to client when already engaged

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Schematic Design:First meeting with consultants:

(preferably with all three engineering disciplines present so that architect’s expectations for coordination between consultants, as well as between each consultant and architect, can be stated/confirmed to all parties together)

clarify how architects define ‘design’ in order to develop effective design solutions for the project, there must be positive participation and constructive input from all consultants throughout the project development processconfirm project schedule/deadlines:

emphasize importance of meeting deadlines, particularly during documentationconsequences of consistent failure to meet deadlines (significant delay could result in penalties)

review program/budget/client’s system preferences (some clients, such as school boards, may have preferences for specific mechanical systems)general discussion of design principlesdiscuss/agree whether to recommend that client consider alternative mechanical systemsreview further site information required:

geotechnical investigationtopographical surveyexisting municipal services/utilitiesexisting structures

instruct consultants to:review all information received from architectexamine sitemake thorough site audit of existing facilities for renovation projects(relying on original documents without site verification is not acceptable)

establish dates for subsequent design meetings (to be held on a regular basis (weekly/biweekly/monthly); the number/frequency governed by size/complexity of project)

Design meetings:[Note: architect chairs and records all meetings: complete and issue minutes to all present within 48 hours and copy all minutes of meetings to client]

consider arranging meetings with each consultant separately, scheduled consecutively with some overlap to permit joint discussion of related issues and, later, coordination between consultants: (logical sequence might be structural/ mechanical/electrical )

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review consultants’ preliminary concepts: encourage constructive input from each consultantassign topics for preliminary investigation, such as:

alternative structural systemsmechanical systems:

instruct consultant to review/cost alternative systems as required (if architect and consultant agree to recommend a more energy efficient/ sustainable system to client, schedule preliminary meeting to review proposal with client to be attended by architect and consultant)prepare report/analysis for presentation to/discussion with clientreview potential coordination issues and estimates of construction cost for work of each disciplinemonitor each consultant’s progress and advise promptly if performance is not satisfactory

Design Development:continue regularly scheduled meetings/ minutes [Note: architect chairs and records all meetings: complete and issue minutes to all present within 48 hours and copy all minutes of meetings to client]report all relevant matters arising from design meetings with client:

data on specialized systems (refer to list in “Checklist for the Management of the Architectural Project” (page 7, item 9) Chapter 2.3.1)

review/resolve coordination issues on an going basisinstruct structural consultant to:

investigate/confirm in writing a review of all applicable codes/regulationsupdate construction cost estimatesprepare preliminary/outline specifications

instruct mechanical/electrical consultants to:obtain written approval for all service connections from utilities/Authorities Having Jurisdictioninvestigate/confirm in writing a review of all applicable codes and utility/public regulationsreview architectural/structural schematic drawings to establish/confirm adequate space provision for all systemsprepare written description of design principles for review by architect and, when

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appropriate, clientprepare schematic drawings of mechanical rooms showing layout of major equipmentindicate proposed locations/dimensions of all built-in componentsupdate construction cost estimatesprepare estimates of operating costsprepare preliminary/outline specifications

monitor each consultant’s progress: advise promptly if performance is not satisfactory

Construction Documents: 1. Establish timetable/procedures/deadlines: (reiterate importance of meeting deadlines/ consequences of consistent failure to do so).

confirm documentation standards:electronic distribution and printing protocolslayering systemsheet size/title block/numbering system same date on all documentsspecification format

all parties commit to provide information on scheduleprogress drawings transmitted electronically weekly from consultants to architect for review:

instruct consultants to transmit selected relevant drawings to other consultants for their review as requiredupdated outline floor plans transmitted by architect to consultants other relevant drawings transmitted by architect to consultants as appropriate

2. Coordination Meetings (attended by all consultants): [Note: architect chairs and records all meetings: complete and issue minutes to all present within 48 hours and copy all minutes of meetings to client](The frequency of coordination meetings may be reduced by effectiveness of electronic transfer of documents between parties)resolve coordination problemsreview all changes by each discipline regularlymonitor/ensure that most recently updated plans are in use by consultantsmonitor each consultant’s progress: advise promptly if performance is not satisfactoryinstruct consultants to:

submit design calculations, reviewed/ stamped by licensed engineer responsible for each discipline, for project record files/forwarding to Authorities Having Jurisdiction as required

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determine required cash allowances for inclusion in Division 1 of specificationsprepare final specification Sections/ Divisions for each disciplinesubmit final documents to architect/other consultants for final coordination review (recommended minimum time: two weeks before bid date)prepare final construction cost estimatesassist architect in advising client on selection of testing & inspection agenciesassist architect in evaluation of pre-qualification submissions from interested bidders as required

check completed documents for coordination/ accuracy: promptly instruct consultants to make revisions requiredinstruct consultants to seal and sign their documents

Bidding & Negotiation: instruct consultants to attend pre-bid meeting/site tour as requiredconsultants’ response to questions from bidders:

may be received directly from relevant subtrades, orforwarded from architectrecord all answers to facilitate preparing addenda in a timely manner

conform to specified substitutions policy:(recommended practice is to require all proposed substitutions to be submitted for review prior to bid closing, then included in addenda if approved)

prepare addenda:consultants to forward to architect minimum 48 hours before last date stated in Instructions to Bidders to allow architect time to prepare/issue addenda (if mechanical/ electrical bids specified for submission through a Bid Depository, submission date will be 2 or 3 days earlier than general contractor bid closing)

after bid opening instruct consultants to:assist in evaluation of subtrade/unit/ alternative prices as requiredassist in preparation of separate contracts as requiredparticipate in negotiations as required

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Contract Administration:1. Office Functions prior to start of Construction:

following documents received from contractor forwarded to consultants for review/comment:

construction scheduleschedule for issuing/reviewing shop drawings/samplesschedule of values

instruct consultants to:assist client with applications for gas/water/electricity/telephone/other services as required

review architect’s expectations regarding:protecting/supporting the intent of the contract documentssubstitutions policy refer to Bidding & Negotiation section aboveno compromises/negotiations without architect’s/client’s prior approval

2. Field Review:clarify site visit procedures:

required attendance at all site meetings unless no work under way related to a specific disciplinereview by appropriate discipline (not acceptable for mechanical engineer to review/report on electrical work, for example)frequency of visits governed by status of work at the siteall site instructions recorded in writing and copied to contractor/architect immediately

forward written field review reports to architect/ contractor (architect will submit to client/ Authorities Having Jurisdiction as required)emphasize that deal-making will not be tolerated:

acceptance of changes/substitutions prohibited without prior review/approval by architect (such approval should be contemplated only in extraordinary circumstances, after client approval)

monitor each consultant’s performance: advise promptly if not satisfactory

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3. Office Functions during Contract Administration:lines of communication: remind consultants that all communications must pass through architect to contractor and vice versaall discussions/instructions confirmed in writingall instructions/confirmations issued through/ by architect whenever possible: (only exceptions could be urgent field instructions; these must be recorded in writing/forwarded to architect immediately)shop drawings/samples processing:

architect may choose to instruct contractor to forward structural/mechanical/electrical shop drawings/samples directly to consultants for greater efficiencyall transmittals copied to architect to note in shop drawing recordconsultants return reviewed shop drawings through architectprovides opportunity for final review by architect prior to return to contractorsign and date samples: retain one/return other to architect for forwarding to contractor to retain on site

changes/supplemental instructions:prepare supplemental details/instructions as requiredevaluate quotations for changes in contract sum/time forwarded by architect for reviewsuperficial review/routine acceptance of charges/unit prices not acceptable

review/follow up on field review reportsreview/comment on contractor’s updated progress schedule as requiredreview of monthly draws: evaluate work performed/materials supplied in relation to contractor’s progress applications

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�. Project Take-over:prepare deficiency lists: follow up when contractor reports that deficiencies completedattend equipment demonstrationscarry out substantial performance site visit:

report findings to architectreview relevant submissions, including:

warrantiesinspection certificatesmanualsoperating instructions

carry out final site visitupdate statement of design principles for presentation by architect to Ownerprovide description of systems

how they work, including:zoningsustainabilityenergy consumptionmaintenance requirementsprobable life expectancy of components before replacement will be required

prepare record drawings as required

Post-construction:review reported defects during warranty periodcarry out review of all reported defects/ deficiencies prior to expiry of one-year warranty periodassist architect to administer corrective action by contractor where defects/deficiencies occur within extended warranty period(s)

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