TYPICAL CONSTRUCTION PROJECT DOCUMENTATION

The following records are the standard construction project documents that should be available to an attorney who is conducting discovery in a construction case. These documents usually originate at the home office or at the project office.

• Contracts between the Owner and Contractor
• Contracts between the Owner, Architect, Design Sub-Consultants, Contractor, and Subcontractors
• Contract drawings, including index and revisions
• Specifications, including general conditions, special conditions, technical specifications, and revisions
• Addenda
• Construction Schedules:
  • Baseline
  • Updated
  • As-Built
• Purchase orders
• Invoices for materials
• Bid analysis sheet
• Itemized bid estimates of the successful contractor, including take-off quantities
• Monthly payment requisitions with itemized breakdowns of amounts
• Monthly payments to contractor
• Payments to subcontractors and suppliers
• Change orders, back-up computations, and their status (i.e. requested, in process, or approved)
• Dispute progress schedules and reports, including bar charts, CPM diagrams, computer printouts, and narrative reports with any updating or revisions
• Daily reports, logs, and diaries by job superintendents, project managers, clerk-of-the works, and field engineers
• Contractor payroll records and time cards
• Contractor cost reports
• Construction progress photos
• Correspondence, including memos, notes, letters, and telegrams, and originated by either party between the contractor and owner, contractor and architect, contractor and construction manager, contractor and subcontractors or suppliers, and the owner and the architect
• Architect certified date of substantial completion and final completion
• Notice to Proceed (NTP)
• Laboratory testing reports
• Itemized equipment hours charged to the project
• Procurement records for major items or long-lead items
• Shop drawings and logs
• As-built drawings
• Liens
  • Conditional
• Unconditional
• Notice of Substantial Completion
• Notice of Final Completion
• Pre-Bid Meeting Minutes
• Pre-Award Meeting Minutes
• Pre-Construction Meeting Minutes
• Progress Status Meeting Minutes
• Coordination Meeting Minutes