6: Greenwich Village Maisonette renovation: Construction administration
Introduction
We’ve tackled Pre-Design, Schematic Design, Design Development, Construction Documents, and Bidding & Permitting. Finally, we’re ready to break ground—or in this case, break plaster in a landmarked 1840s Greenwich Village duplex. This phase is Construction Administration (CA), where every choice and every drawing faces the test of real-world conditions.
In CA, architects, contractors, engineers, and clients work in tandem to bring the plans to life. But with a historic property, the stakes are higher: behind those Greek Revival moldings or Tudor windows, 19th-century secrets can—and often do—emerge. Let’s explore how we navigated the onsite realities, inspections, and the final push to completion.
1. Kickoff & Demolition: Revealing the Unexpected
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Contractor Setup: The newly selected general contractor moves in with tools, equipment, and protective measures (e.g., floor protection, dust barriers) to safeguard historic elements.
Safety & Compliance: In a shared building, we must follow condo rules: limit noisy work to certain hours, coordinate elevator usage, and ensure LPC guidelines are upheld if any salvageable features are encountered.
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Old Framing & Materials: We expected lathe-and-plaster walls and possibly horsehair plaster—common in mid-19th century construction.
Asbestos-Containing Materials: We had tested during Pre-Design, but partial demolitions sometimes reveal hidden adhesives or pipe insulation, triggering additional remediation steps.
Shifts or Settling: Uneven floors and settled structural members might need a structural engineer’s input for reinforcement.
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A Word of Caution: In old buildings, demo can uncover conditions that require change orders, so always keep a contingency budget for surprises.
2. The Rhythm of Construction Administration
Site Visits & Meetings
During the Construction Administration Phase, we schedule regular site meetings—weekly or bi-weekly—to review progress, address issues, and ensure design intent is maintained. These visits also let us:
Compare what’s built against the Construction Documents
Discuss any hidden conditions or cost/schedule impacts
Review submittals (like shop drawings or finish samples) on location
RFIs & Submittals
Requests for Information (RFIs): Contractors submit RFIs if they need clarification. For instance, “Is this wall truly load-bearing?” or “Which exact molding profile to match here?”
Submittals: Shop drawings for custom millwork, plumbing fixtures, tile patterns, etc. The design team reviews these for compliance with the specs and overall design vision.
Inspections & Approvals
• DOB Inspections: Building officials may drop in or schedule structural, plumbing, electrical, or final sign-off inspections.
• Special Inspections: Required for items like sprinklers, energy code compliance, or structural elements.
• Condo Board/Building Architect Inspections: The board (or its appointed architect) may conduct progress walkthroughs to verify compliance with the Alteration Agreement.
• Landmarks Preservation Commission (LPC): If an unforeseen exterior or historically significant interior element is altered, we may need a site visit or updated approval.
Tip: Keep an “inspections calendar” accessible to all stakeholders so you’re ready for each step in advance.
3. Managing Deliveries & Lead Times
Remember those 14–16 week kitchen cabinet lead times we factored in way back in Pre-Design? Now it’s go time:
• Coordinating Deliveries: Appliances, cabinetry, fixtures, and specialty materials must arrive just in time—not too early (to avoid storage/space issues) and not too late (to prevent schedule delays).
• Storage & Protection: In a tight NYC duplex, big deliveries can clutter the site. Good contractors have a storage plan—either offsite or in a designated building area with board permission.
4. Change Orders & Budget Tracking
Unforeseen Conditions
Structural Reinforcements: If demo reveals rotted beams or insufficient joists for a new load, we might need a structural upgrade.
Hidden Utility Lines: Old buildings can have mysterious plumbing or electrical lines that need rerouting.
Client-Initiated Changes
Sometimes the client sees the space mid-construction and requests revisions—like relocating a closet door or adding built-in shelves. Each change can affect budget and schedule.
Documentation & Approval
Change Order Forms detail the added (or reduced) cost and any shift in the timeline.
All parties (client, architect, contractor) must sign off to keep everyone informed and avoid disputes.
5. Quality Control & Final Inspections
Substantial Completion
As major construction wraps:
The contractor declares Substantial Completion—the home is essentially livable, but minor work remains (touch-ups, final punch list items).
We conduct a walkthrough with the client and contractor to identify any incomplete items or defects.
Punch List
• We create a punch list (a shared document) detailing remaining tasks: paint touch-ups, hardware adjustments, missing trim pieces, etc.
• Once each punch item is resolved, we schedule final inspections for official approvals and occupancy sign-offs.
Close-Out & Project Manual
The contractor compiles a Project Manual (sometimes called an O&M manual), containing:
• Warranties and product info
• Maintenance instructions (e.g., cleaning historic plaster, caring for reclaimed wood floors)
• Final inspection certificates
• “As-built” drawings, if required
At the end of CA, the contractor receives final payment (minus any retainage), and the client can fully occupy their newly transformed duplex.
Construction Administration Mini-Checklist
1. Conduct Site Meetings
• Review progress, address concerns, compare to drawings.
2. Track RFIs & Submittals
• Provide prompt responses to keep momentum.
3. Coordinate Inspections
• DOB, LPC (if needed), condo board, special inspections.
4. Manage Deliveries & Lead Times
• Schedule crucial items (cabinets, appliances) to arrive on time.
5. Oversee Change Orders
• Document unforeseen conditions or client-driven changes.
6. Monitor Quality
• Check finish levels, historical detailing, code compliance.
7. Punch List & Close-Out
• Confirm all items are complete, gather warranties, finalize payments.
(Optional: Provide a downloadable Construction Administration Checklist PDF if you have one.)
Next Up: The Final Reveal
Once the punch list is done, it’s time for furniture, decor, and the ultimate payoff: seeing this century-old duplex come to life in a modern, yet historically respectful, way. Stay tuned for our Final Reveal post, where we’ll share before-and-after shots, insights on how the design narratives truly translated, and the client’s reflections on living in a renovated historic gem.
With Construction Administration, you’re in the home stretch—literally. By the end of this phase, you’ll have a newly reimagined duplex that respects its 1840s heritage while offering modern comfort and style.
