Glossary of Terms

Addendum - Changes to construction documents (CD) made during the bidding period by the architect.  Usually issued as a numbered document. 

Allowance – An amount included in the total contract determined by the owner usually used to cover unforeseen circumstances.  May also be established to cover certain expenses such as an access road allowance or cleaning allowance.  

Application for Payment (Pay App) – Contractor-generated document requesting payment for work completed and materials stored on or off site.  May include waivers of lien, certificates of insurance, etc

Architect’s Supplemental Instruction (ASI) –  A change to the contract documents generated by the architect having no impact on cost or schedule. 

As-Built Drawings - Documents showing actual location of work put in place.  These should be generated as the job is in process and are turned over to the owner at the end of the project usually as a part of the closeout documents. 

Attic Stock - Extra items for owner’s future use as required by specifications i.e. paint, ceiling tiles, keys, hardware, wall covering, etc. 

Attic Stock Receipt – Part of the Close-Out Documents signed by an owner representative listing attic stock and stating that the attic stock has been received in good condition by the owner. 

Certificate of Insurance – Required by specification before first application for payment is submitted.  Reflects liability coverage including project-specific requirements.

Change Order (CO) – A change to the contract sum and possibly duration issued as a result of an ASI, PR, RFI, CCD or any item that impacts the contract sum and duration.

Close-Out Documents – Documentation turned over to the owner usually at the end of the project.  These may include attic stock receipts, as-built drawings, warranties, certificates, MSDS, test results, etc.  The close-out requirements are defined in the specifications. 

Construction Change Directive (CCD) - Architect-generated document containing instructions to proceed immediately with changes.  Cost issues associated with the change will be settled at a later date.

Construction Documents (CD) – Project documentation issued by the architect including prints, specifications, addendums, ASI’s, bulletins, Change Orders, or other formal authorizations to change the work related to a specific project.

Contingency – This is another term for the allowance, often called the contingency allowance.  See Allowance. 

Material Safety Data Sheets (MSDS) – OSHA-required information for materials (usually chemical) used.  Document the chemical composition of products, safety precautions required, and remedies in case of accidental exposure.  Usually required to be stored at the job site but may also be required at closeout. 

Operating & Maintenance Manuals (O & M Manuals) - closeout requirement per specification describes a particular product and/or system(s) with recommended operating procedures and maintenance schedules for owners use.

Plans and/or Prints – Blueprints with dimensions, details, and notes needed for construction.  Usually are not blue. 

Pre-construction Services – Services provided by the contractor usually before the project is bid such as budgeting, …

Product Data – Item-specific information for a products used in the project.  The information can include product description, materials, or applications.  This is usually submitted to the architect/engineer for review and approval as part of the submittal process. 

Proposal Request (PR) – Architect-generated document requesting a cost and schedule estimate from the contractor for a proposed change.  Only after acceptance by the architect/owner is the work authorized to proceed.

Punch List – Architect-generated document detailing items that need correction before work is considered acceptable and complete.  The items can include paint chips, ceiling tile replacement, etc.  This document is generated near the substantial completion date. 

Purchase Order (PO) – A legal document issued by contractor to vendors for material items to be supplied for a project

Request for Change Order (RCO) – Contractor-generated document requesting a change to the contract sum to cover expenses for changes to project.

Request for Information (RFI) – A request to the architect/engineer for information to clarify the contract documents. 

Scope of Work - Area and extent of expected project work per contract documents. 

Shop Drawings – Detailed drawings submitted by contractor or subcontractor for building systems and specialty items (structural steel, roof, cabinetry).  Submitted as required in the contract documents. 

Special Certificate – Document sometimes required by the specifications, i.e. certificate of materials, certificate of occupancy, etc.

Specifications – Architect-generated contract documents containing specific information regarding the project.  They include information about contract details, project procedures, schedules, colors, types of materials, acceptable manufacturers, warranty requirements, and testing procedures.  Specifications are considered part of the contract.  They are broken into sections by type of work. 

Substantial Completion Date – Date when the project can be used by the owner, as designed and intended by the architect.  It is also the date used for the start of warranty period.

Subcontract Agreement – A legal contract issued to subcontractors detailing their scope of work and sum to be paid for it

Submittal – Documentation or samples submitted to the architect at the beginning of the project.  Used to verify that the proper materials are being used on the project. 

Transmittal – Document attached to any item being sent or delivered to any project entity stating what is being sent, who is sending the item, to whom it is being sent, and when it is being sent. 

Warranty Period – Period of time after project completion during which the contractor must correct problems caused by faulty workmanship and/or materials.  

Warranty – Document stating that the contractor will correct problems caused by faulty workmanship and/or materials for a specific length of time after the end of the project.  This is often required as a closeout document.

Waiver of Lien – A legal document submitted with application for payment waiving a contractor’s right to file liens for the amount of work completed to date.  It is subject to acceptance and payment of the amount submitted