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Project Documentation and Conforming with the AHJ, City of Troy
By: Giovanni Zora
June 1st, 2026
Objective 4.3: Evaluate Project Documentation to Ensure it Supports the Specified Delivery Method
The SCHEMATIC DESIGN phase is to illustrate design intent. It is where a project truly beings to take shape.
EX: The architect would call out fiberglass shingles on the drawing, without including information about the size, color, style, warranty, or acceptable manufactures.
Afterwards is the DESIGN DEVELOPMENT phase that beings once the client approves the schematic design and where you refine said design. Your are further developing the design before documenting for CDs. Architectural, structural, MEP, and FP should be including in the set. Provide enlarged details of crucial areas and begin populating your schedules.
When using BIM, you focus on drawing in more detail during the design development stage, which accounts for 40% of the effort, thereby reducing the time needed for construction documents to 25%.
The last design phase is CONSTRUCTION DOCUMENTS. The major design decisions should be set at the start of CDs, allowing for finishing of details. Once your completed CDs are incorporated into the contract for construction, they become legal documents as part of the owner/contractor agreement. Now is the time to complete a QA/QC review of all of your drawings.
Construction Document Package:
– Used by AHJ, contractor, consultants to reference, and owner to know they are getting
– Eliminate redundancy by: only providing critical dimension strings, adding “typical” reference notes, and progressively go from larger overall drawings to closer enlarged details.
Construction Documents + (B101, A101, A201) = Contract Documents.
CMc fast-Track projects leads to redundancy because multiple bid packets are assembled and released over time.
Contract documents are also used to choose an appropriate contractor during bidding and to evaluate the work during Construction Administration, listed here:
- Most appropriate bidder
- Reviewing submittals
- Responding to RFIs
- Performing closeout activities
Open Bidding = publicly funded projects
Closed Bidding = private projects
What should you review as part of submittals?
As part of a submittal review, the architect verifies that the proposed materials, products, and finishes conform to the design intent shown in the contract documents. The architect does not verify dimensions, quantities, or attachment methods, as those are the contractor’s responsibility.
The architect should never review submittals, or forward them to their consultants, if they are about temporary installations and/or the contractor’s means and methods.
What is entailed with project closeouts?
Project closeout includes reviewing and sharing lessons learned within the firm, properly storing project documents according to company policies, and maintaining an accessible project file so the firm can respond to future owner requests, warranty issues, or additional services.
What is entailed with construction closeouts?
Construction closeouts include the issuing of substantial completion and deal with a lot of warranty with the owner, such as, the forwarding of warranty information to the owner and scheduling 1-year warranty meetings.
Vertical organizations have familiarity with the construction documents.
Contractors review submittals before the architect.
Objective 4.4: Identify and Conform With the Requirements Set Forth by Authorities Having Jurisdiction in Order to Obtain Approvals for the Project
Zoning Ordinances: OCCURS EARLY IN PROJECT
- Maximum floor area ratio (FAR)
- Setbacks
- Lot coverage
- Building height
Building Codes: OCCURS THROUGHOUT DESIGN
- Determine exit requirements
- Identify occupancy group
- Identifying the relevant AHJ
- Identify applicable zoning codes and ordinances
- Synthesize requirements of multiple codes/ordinances
Dealing with the AHJ – Personal Experience with Troy:
According to B101, Article 3.1.6, as the architect, you will need to assist the owner with filing documents required by the AHJ. This is what I did for Nick and Richard for ‘A Slice of Rome Pizzeria.’ I was in contact with Lisa at the Troy Building Department from the onset of the project. To my knowledge, they used the IBC and had a local zoning ordinance. I should have scheduled an initial meeting during Schematic Design to introduce the project and confirm submission requirements, such as connecting with the health inspector for Oakland County. I already knew the timeframe for the AHJ, but in hindsight, I should have factored in additional time for plan approval, since I now know the City of Troy takes quite longer than they say (they mentioned 2-3 weeks, but it was closer to 4-5 weeks). Next time, I will build in a contingency, along with time for comment revisions, which I did not anticipate. Something the AHJ sent back regarding compliance with the building code was the lack of information on ADA bathroom details. They wanted to ensure the bathrooms were up to code and ADA accessible, so that was addressed when I revised the drawings. For Richard’s building addition, I should show that the proposed lot coverage percentage is within what’s allowable according to the zoning ordinance. I pretty much acted as the contractor during this process, so anything related to means and methods I was responsible for, including the cost of construction. Pulling the permits from the AHJ is usually on the construction schedule’s critical path. However, this is usually not the architect’s job. As of June 2nd, 2026 we are waiting for the commencement of construction, and am excited for the AHJ to issue a certificate of occupancy after their final inspection.
| Document | Who Initiates It? | Agreement Required? | Changes Contract? |
|---|---|---|---|
| Additional Services | Architect | Owner approval of added fee | No (Owner-Architect agreement) |
| Substitution Request | Contractor | Architect review/approval | Usually no, unless accepted and incorporated |
| Change Order | Owner, Architect, Contractor | Yes, all parties agree | Yes |
| Construction Change Directive | Owner & Architect | No contractor agreement required initially | Yes, temporarily |
ADDITIONAL SERVICES
Definition:
Work performed by the architect that is outside the original scope of the owner-architect agreement and requires additional compensation.
When used:
When the owner requests changes, delays occur, or circumstances arise that require the architect to perform work not originally anticipated.
Example:
The owner decides to replace the specified acoustic fabric with metal panels throughout the building after construction has begun. The architect must revise drawings, specifications, and coordination documents. Before proceeding, the architect notifies the owner that these revisions constitute additional services.
CHANGE ORDER
Definition:
A written amendment to the construction contract that modifies the scope, cost, and/or time of the project. It must be signed by the owner, contractor, and architect.
When used:
When all parties agree on the proposed change and its associated cost and schedule impacts.
Example:
After everyone agrees to replace the acoustic fabric with metal panels, the contractor submits pricing and schedule impacts. The owner accepts them, and a change order is executed to formally revise the construction contract.
SUBSTITUTION REQUEST
Definition:
A contractor’s request to use a product, material, or system different from what was specified in the contract documents.
When used:
Typically due to cost savings, material shortages, lead-time issues, or improved performance.
Example:
The specifications call for a specific acoustic fabric panel system, but that product is discontinued. The contractor submits a substitution request proposing an equivalent manufacturer’s product for the architect’s review.
Construction Change Directive
Definition:
A written order directing the contractor to proceed with a change in the work before the owner and contractor agree on cost and/or time adjustments.
When used:
When the change is necessary immediately and negotiations on compensation are not yet complete.
Example:
During excavation, unforeseen underground utilities are discovered. The owner and architect direct the contractor to reroute them immediately using a CCD, while the contractor’s final price is determined later.
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