Fidic-Risk Management Manual

RISK MANAGEMENT MANUAL
Fédération Internationale des Ingenieurs-Conseils

International Federation of Consulting Engineers
DPIC Companies FIDIC
1997 https://t.me/PrMaB Internationale Vereinigung Beratender lngenieure
OrionCupital FederaciOn Internacional de Ingenieros Consultores
Riskj Maiuwementj ManuaI
DPIC Companies
Orion Capital
1997fl IDIC
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Acknowledgment
This Manual has been prepared by the Risk ManagementCommittee of the
International Federation of Consulting Engineers for the benefit of members of
member Associations of the Federation.
The Manual is based substantially upon the publication "Lessons in
Professional Liability" prepared in 1994 by DPIC Companies Inc. of Monterey,
California, USA. The availabilityof this excellent document has greatly reduced
the work that would otherwise have been necessaryto produce the Manual.
The aim of the editing process has been to create a Manual that would be
useful in all countries in which members of Member Associations of FIDIC
operate, irrespective of legal codes, applicable legislation and state of develop-
ment of the construction industry. Accordingly, as much as possible of the DPIC
publication has been preserved while adjusting some terminology and aspects
specific to US construction practises, industrial and professional organisation,
legislationand legal codes.
The Executive Committee and the Risk ManagementCommittee of FIDIC
acknowledge the considerable contribution of the DPIC Companies Inc. to the
creation of this Manual and express sincere thanks for their enthusiastic agree-
ment to making the resource, "Lessons in Professional Liability", available to
FIDIC.
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Outline of contents
Introduction
Risk Management Guidelines 3
Chapter One - Professionalism 9

A Professional Practice 9
A Professional Public Image 10
ProfessionalConduct and Ethics 11
Chapter Two - Communications 13

The Importanceof Communications 13
The Words We Use 13
Using the Right Word in Construction Documents 16

Your Correspondence 18
Communicatingwith Your Clients 18
CommunicatingDuring the Project 19

Documentation 20
Chapter Three - Avoiding and Managing Disputes 21

Planning for Problems 21
The Role of Relationships 22

Project Partnering 23
Job site Dispute Resolution 24
When a Problem Arises 25
Working It Out: Negotiation 28
Formal Dispute Resolution 29
Other Dispute Resolution Techniques 31
The Breakdown of Communication:When Litigation Becomes Inevitable 33
Chapter Four - Business Practices 35

Project Selection 35
Assessing the Risks of a Project 36
Evaluating Your Client 38
A Matter of Money 38
Your Firm's Capabilities 43
Your Professional Services Agreement 44
Opinions of Probable Cost 51
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Promising Deliveryof Your Plans and Specifications 53
Collecting Your Fees 54
Subconsultants 55
Project Evaluation 57
Personnel Management 58
Business Management 63
Peer Reviews 64
Chapter Five - Technical Procedures 65

A Commitment to Quality 65
The Design Phase 65
Drawings 65
Specifications 67
Specifying Materials and Products 68
DocumentingYour Design Decisions 70
Coordinating the Documents 70

An Aggressive Approach to Error Detection 70
The Construction Tender Period 72
The Construction Phase 72
Construction Observation 73
Shop Drawing and Submittal Reviews 74
Working With Contractors 76

Post Construction 77
Chapter Six - Professional Liability Insurance 78
Chapter Seven - Where to Find Help 79

Legal Counsel 79
Your InsuranceCompany 81
Specialised InsuranceAgents and Brokers 81
ManagementConsulting Firms 82
Professional Societies 82
Exhibits
Exhibit 1
Construction Dispute ResolutionSteps 83
Exhibit 2
Evaluation of Risk Checklist 84
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Exhibit 3
Your Contract 86
Exhibit 4
Scope of Services Checklist 87

Exhibit 5
Completed Project Evaluation Forms 89

Exhibit 6
Design Checklist Sample Page 91
Exhibit 7
Shop Drawing Log 92

Exhibit 8
Shop Drawing Checklist 93

Exhibit 9
Shop Drawing Stamp 94
Additional Reading 95
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V
Introductionj
The recent decades have seen increasing worldwide incidence of liability actions
within the construction industry. As a consequencedesign professionals risk the possibility
of claims on every commissionthey undertake.
A liability claim, even if successfully defended, can prove a huge distraction and
even disastrous for a design practice.
The deterioration in this working climate has occurred for many reasons. Important
among these have been a marked change from a one-on-one client-consultant relation-
ships to the committee client with attendant bureaucracy, rapid advances in technology,
greatly increased statutory requirements with complex approval processes, and active
communityconcern about preservation of our environment.
It is in the interest of the community as a whole to reverse adverse trends in the
liability scene. Participants in the construction industry can assist this process, and them-
selves, by practising sound risk managementprocedures.
Risk managementin construction work occurs at several levels:

It is one of the major purposes of professional education and qualification to provide a pool of
people with the technical knowledge and skill to assess and minimise the risks inherent in
construction.
It is the major purpose of quality management- the monitoringof the processes by which design
and other professionaltasks are carried out by design professionals,construction is carried out
by contractors and materials and components are manufacturedby suppliers, and which should
also regulate all the peripheraltasks required for successful construction.
Systematic risk management involves identification, assessmentand mitigation of risk, minimi-
sation of potential damageand the setting up of realistic mechanisms to finance the residual risk
on a project by project basis.
Risk managementalso embraces the managementof society and governmentexpectations of
design professionalsand other specialists who provide the essential services on which modern
living depends. While these specialists offer technical expertise, they do not normally possess
the financial resources necessaryto absorb their clients' financial troubles.
Within this broad context risk management focuses on the management of relationships
between individual clients, the design professionals and other participants in the construction
process. This procedure involves reconciliation between legal relationships and the practical
implementation of those legal obligations.
This Risk ManagementManual touches on all the issues listed above, but deals especially with the
managementof practical relationshipsbetween design professionalsand their clients.
To provide a ready checklist for day-to-dayuse the main conclusions of each chapter of this Manual
have been grouped from the following page into brief Risk ManagementGuidelines.
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Risk Management Guidelines
This manual discusses in detail and at length the many aspects which
should be kept in mind and suggests sound management procedures which
should be followed in a professional practice to minimise risk exposure.
To provide a convenient ready checklist for day-to-day use the following
major conclusions from each chapter are here summarised as a series of

Guidelines:-
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Chapter One Professionalism
• As a professional,you have earned the right to practice your profession. Along with this
right, however, come certain obligations to society, including the duty to protect public
health, safety and welfare.
• As a professional,you also are expected to perform to a certain standard of care and to
uphold the standards of your profession.
• To compete in today's market and to avoid claims, you need to master skills in business
as well as maintain technical competency.
• Many claims against design professionals stem from the non-technicalaspects of a design
practice.
• It is fundamentalto satisfactoryproject outcomes, and therefore to risk management, that
the client, his professional advisers and all contractors involved in the project apply
themselves to creating trust and partnership to prevent misunderstandings and
conflicts between them.
• It is important that the public learn more about the design professions. Each practitioner
has the opportunity - and responsibility- to enhance his or her profession.
• Design professionalshave rules of conduct and codes of ethics which they are required
to follow. Noncompliance is grounds for disciplinary action by the practitioner's
professionalsociety.
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Chapter Two Communications
• Many claims against design professionals result from a breakdown in communication

between parties to the construction process.
• Written communicationsshould be prepared with the receiver in mind, anticipating likely
questions and providing appropriate answers. Avoid indiscriminate use of standard
letters and check all wording before transmission.
• To prevent confusion, it is important to avoid using extreme words, words of promise,
ambiguouswords or jargon.
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• To improve the quality of yourfirm's written communications, make it a point to have a
principal, project manager or department manager review all correspondence before it
leaves the office.
• Do not rely on memory. Maintain clear and accurate records.
• Keep close contact with your client. Never make the mistake of believing a client
understands your duties and procedures. It is far better to continue communicating
with him or her throughout the life of the project.
• To keep the lines of communication open and to handle problems as they arise, make
certain you meet regularly with other parties to the project.
• Document all discussions that may concern or influence a project.
Chapter Three - Avoiding and Managing Disputes
• Every project experiences problems, but not every problem evolves into a dispute and not
every dispute grows into a claim. In many cases, project participants can anticipate and
avoid potential problems.
• If parties to a conflict anticipate a long-term relationship, the likelihood of cooperation in
solving problems is much greater.
• Some design firms are entering into partnerships with clients or subconsultants in order
to promote quality, productivity and loyalty from all parties.
• Project partnering can reduce claims and cost and schedule overruns, and can enhance
the quality of the project.
• It is important to anticipate and plan for problems before they occur. Have in place a
mechanism by which disputes can be reported, addressed and resolved as soon as
possible.
• An established in-house crisis managementprocedure will let all personnel in your firm
know what they must do or not do in the event of a problem.
• To avoid a claim and possible litigation, make every effortto settle a dispute at the job site
and as quickly as possible. Such constructive action not only will save money but is
likely to instil confidence between all concerned.
• Dispute review boards have an advantage over other dispute resolution methods in that
they are set up at the beginningof a project and continue throughout the project's life-
time. Other dispute resolution methods usually start close to or after the project has
been completed.
• With negotiation, you may need to give up something in order to resolve the matter to
everyone's benefit.
• Litigation should be avoided if at all possible. Instead, rely on one or more of the several
other dispute resolution methods available.
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Chapter Four - Business Practices
• The business side of a design firm requires just as much attention and expertise as the
technical side.
• Learn to identify and manageall your potential risks on a project.
• All the various risks inherent in the project should be properly assessed and allocated at
theoutset. The guiding principle should be that each risk is accepted by that party able
to most efficiently and economically control that risk. The individual contracts should
reflect these obligations.
• Client evaluation is a key risk management exercise. Check each potential client's general
reputation, relations with other design professionalsand contractors, financial security
and performanceon previous projects.
• Insist on a fair fee for your services.
• The best method of procurementfor design services is qualifications based selection.
• Make certain your firm has the capabilityto providethe services for which it advertisesand
contracts.
• Work with your client at theoutset to develop a carefullydefined scope of servicesthat sets
forth those services you will provide, as well as those you will not. This brief should be
reviewed regularlywith the client as the work proceeds, and adjusted for any change.
• A well-drafted, fair and reasonably protective contract is absolutely essential when
providing design services.
• Limit your obligationsto the provisionof service using reasonable skill, care and diligence.
Do not give absolute warranties of outcomes.
• Try to include a limitation of liability clause in every contract.
• Make sure your contract with your client is clear on how and when you will be paid, as well
as your rights in the event of nonpayment; be diligent about invoicing and follow-up.
• Prepare and maintain realistic work programmes.
• Providingcost estimatesor promisingto deliver plans and specificationsby a certain date
often give rise to claims. Estimates should be concise, with clear indications of their
purpose and limitations, the assumptionson which they are based, and should list any
exclusions.
• Both prime and subconsultants need to carefully evaluate each other before entering into
a contract.
• The selection, training and retentionof good quality personnel is one of your firm's most
important managementissues.
• Maintain adequate resources to support commitments. Many successful firms hire
business managers to help them address contractual, financial and personnel issues.
Chapter Five - Technical Procedures
• The success of your practice rests on the commitmentto qualityat every level of your firm.
This philosophy must be driven by your firm's principals, who should urge employees
to strive to do the job right the first time.
• The potential for errors and omissions is always present in design work. The prudent
design professional, therefore, provides himself or herself with "safety nets" to make
sure mistakes are caught and corrected before they cause major difficulties.
• Do not make decisions that should be your client's. The design professional'sresponsibili-
ty is to present the client with relevant information concerning the various options
available so that he or she can make an informed decision, particularly where
innovative procedures or materials are under consideration.
• Document all your design decisions and recommendations,as well as the decisions of
others.
• Give special attention to the materials and products you specify.
• Make certain your client understandsthat oversights or errors will occur, and that you will
work together to correct them as quickly and inexpensively as possible.
• Have in place a procedure for responding to requests for clarification from tenderers
during the bid phase.
• Ensure that your scope of services allows you to perform construction phase services,
including construction observation.It is the best way to assure yourself that the project
is being built in general conformance with the contract documents and according to
design concept.
• Make sure the contractor and your client understand your duties and the purpose behind
your review of shop drawings and submittals. Have in place strict schedules and
procedures that both you and the contractor are expected to follow.
• Stress to those responsible that adequate time must be allowed for testing and commis-
sioning of all project services before occupancy.
• Maintain an interest in the project and contact with the owner after its completion.
Chapter Six - Professional Liability Insurance
• Insurance may appear complicated, but your broker and your insurance company are
available to help you understand how it works.
• It is importantto understandthe extent and limits of your coverage. Take the time to learn
certain basic concepts about professionalliability insurance and then review your own
policy.
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• A number of factors determine the price of your professional liability insurance,such as
your discipline, your geographic location, your range of projects, your work volume,
your claims history and the level of "deductible" that you are accepting.
• Remember that most professional liability insurance policies are written on a "claims
made" basis. The policy wording must afford cover for the period when the services
were rendered (retroactivity),and the policy must be in force when the actual claim is
made.
• Notify your insurer immediately a claim is made against you, or when circumstancesoccur
that appear might lead ultimatelyto a claim.
• A project policy offers many advantagesto the design team and the owner of a project. It
can reduce your risk and that of your client, is generallynon-cancellable,and can result
in fewer disputes on the project.
• Insurance cover to meet statutory requirements, business and personal risks must be
arranged under other policies.
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Chapter Seven Where to Get Help
• Professional liability is a complex business. There is no reason, though, that you should
have to know all the answers yourself or have to find them alone.
• Your insurance company, your specialist agent or broker, your lawyer, your accountant,
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your business manager and your professionalassociation all are available to help you
have the most enjoyable, profitable and trouble-free practice possible.
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Professionalism
What does it mean to be a professionaltoday? Historically, the mark of a
professional has been the mastery and use of a specializedbody of knowledge.
The meaning of professional has stayed essentially the same; only the body of
knowledge has mushroomedand the movementfrom knowledge to application
has become more structured, more complex. Under standards, ensured by your
profession, your knowledge has been acquiredthrough a rigorous and specialized
education, applied in practice and tempered by experience. You and your
colleagues have earned — and society acknowledges— the right to practice your
profession.
With this right comes certain obligations to both the public and your
profession. You are charged with the responsibility to protect public health,
safety and welfare and to put society's needs before your own. You are expected
to uphold the integrity of your profession and to contribute, through experience
and research,to the base of knowledge from which other memberswill draw.
With greater responsibilitycomes greater risk. There is a standard of care
to which you and other members of your profession are expected to perform.
Society requires that those who are providing professional services will do so in
a reasonablycareful and prudent manner, as tested or establishedby the actions
of their own peers under similarcircumstances. Although you do not have to be
perfect (at least the law doesn't require it; your client may have different ideas),
you are expected to uphold the professional standard of practice or risk legal
sanctions.
A Professional Practice
It takes more than an educationin engineering to be a professional.The word professional

also connotes the skills you bring to your practice. To serve society and your clients —
and to survive in today's competitive market — you need two separate sets of skills.
You must have both technical and business expertise.
First, you must have the basic technical competency that is acquired through formal
education and initial training. Over the years, you are expected to build on that
foundation by keeping current with developmentsin your discipline.
There is more to a successful design practice than producing superior designs, plans and
specifications. In earlier times, an aspiring novice learnedfrom close daily contact with
an established professional. The professional oversaw almost every aspect of the
student's life, conduct and goals, cultivating professional qualities by daily exampleand
instruction. This sort of relationshipis virtually nonexistent in the modern world. Today,
individual courses requiredfor a technical degree are taught by people who are experts
in those courses. Relationships between practicing professionals and students are
more distant. As a result, most university education processes can provide only the
technical ABCs.
Yet a design student needs to understand the conditions of his or her chosen profession
and its real opportunities and responsibilities. Design professionals must be able to
analyze, evaluate, choose and compete. Today's designs are judged not only on
appearanceor function butalso on feasibility of construction and lifecycle cost. Design
professionals must understand "howthings gotbuilt."
Second, no matter how creative or talented you may be, you also need a thorough
grounding in business skills in orderto function professionallyin the real world. Clients
are becoming increasinglysophisticated. Many are highly experiencedin construction
projects; others have degrees in business or law. Then, too, many projects involve
collaboration between a variety of specialists, increasing the need for sophisticated
project management. To stay competitive, design professionals must be able to
respond to their clients' higher expectations and to handle the demands of working
effectivelywith manyother parties. They must hone their communicationsskills in order
to market their services and lessen their risk exposure. They need to learn the basics
of financial management, contract formation and negotiation,human resources mana-
gement and insurance management. They also need to learn to anticipate and then
resolve the disputes that will surely arise.
In short, today's design professionalsmust devote the same level of energy and attention
to the business side of their practice as they do to the preparation of plans and speci-
fications. If you doubt the importance of this, understand that many professional liability
claims stem from the non-technicalaspects of a design practice, such as acceptance
of onerous contract terms and conditions, poor communication, careless selection of
projects, failure to record all significant decisions and lax fee-collection practices.
A Professional Public Image
Over the last few decades there has been a growing mistrust in institutions, government
and authorityfigures in general.Without a doubt, this suspicion extends to some of the
professions. While almost everyone has a doctor and many have an accountant, the
averagecitizen may never use theservices of a design professionaland, therefore, has
little knowledge of the discipline. Because of this, many people base their opinions
about design professionals on what they read in newspapers or see on television—
and that publicity has not always been favourable. Headlinesabout the rare but spec-
tacular building failure are what people remember.
Many people have no idea what design professionalsdo for a living. There may be a vague
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understandingthat architects build buildings, whatever that means. As for engineers,
few really know what engineers do, besides drive trains.
But does it really matter that the Public do not appreciate the subtleties of your
profession? The answer is a resounding Yes! This lack of understandingmakes you
and every other design professional more vulnerableto claims from clients as well as
the public. If people do not know what you do, then they also do not know what you
do not do. They may believe, for instance, that you are responsiblefor the accident at
the job site or that you personallytested the roofing systemfor the new school.
It falls to each design professionalto enhance public understandingof his or her profes-
sion. People base their ideas of your profession on their perception of your actions.
Hence, the technical and aesthetic competence you show, coupled with an environ-
mental sensibility,a fairness ofjudgment and a good sense of public purpose and duty,
will help them define the professionas well as your place in the profession.
You can go a step further by working to educate the public. Take an active role in your
community. There are so few design professionalsin public office that it is little wonder
that the needs of those professions are often not met. Involve yourself in community
activities, run for the city council. As a professional, you can provide valuable experti-
se to your community — and inform others about your job.
The better you tell your story, the better you serve your profession.If you explain the merits
of project partnering, qualifications based selection or limitation of liability at a Rotary
or Chamber of Commerce luncheon, someone important might hear you. If you tell a
career day assemblyfull of school students about what a geotechnicalengineer does,
some of them might take an interest in science and maths. In a few years, one of them
may even become an employee in your firm. If you write or, better yet, visit your politi-
cians to urge action on legislation that will help your profession, you might just be
heard. If fifty colleagues from your district do the same, someone in government is
going to sit up and take notice.

As you work to educate the public about the value and role of your discipline, you may be
pleasantly surprised to find that such an effort is an effective marketingtool. Even more
important, you will be helping to reduce professional liability claims against design
professionals and taking steps to shore up the erosion of public confidence in the
profession.
Professional Conduct and Ethics
Most peopledo not know that design professionalshave rules of professional conduct and
codes of ethics they must follow and that violation of these rules is ground for disciplin-
aryaction. These rulesof conduct are importantreasonswhy design professionalshave
earned the right to be called professionals.Professional societies develop and enforce
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their own standards of ethical behaviour. Violations of these rules of conduct can result
in admonition,censure, suspension or termination of membership.
Post a copy of your professional association's code of ethics in your office and remind
your employeesthat they are expected to abide by it. There is no clearer way of empha-
sizingto your clients — and to your employees— that you believein maintaining those
levels of conduct.
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Communicationsj
No matter how much you mightwish you could work alone on a new design,
you do not have that luxury. Today's construction projects can be extremely
complex, often requiring the input of dozens of specialists,all of whom need to
communicatewith each other. You must interactdaily with diverse personalities in
order to develop clients, present proposals, listen to subconsultants, deal with
public officials, respond to contractors and resolve inevitableconflicts. The truth
is that any or all of these people can be the source of a claim against you.
A large number of claims made against design professionals result not
simply from technical errors or incompetence but from a breakdown in under-
standing between parties — either in the written definitions of the project itself
(the contract documents) or in the day-to-day communications between the
parties to the construction process.
This need not happen. You can anticipate and deal with many of these
problems by considering the factors that may lead to misunderstandings
between the membersof the construction team.
The Importance of Communications
Effective verbal and written communication does not come naturally for most people.
Some who are adept at the spoken word may have trouble writing a clear, concise
letter. Others can write a beautifully constructed manuscript, yet have difficulty in
communicatingthe same ideas in speech.
People often feel they understand one another perfectly, when, in reality, they do not. They
are operating in what psychologists call "pseudo-communication."They use the same
words and phrases but interpret them differently depending upon their own back-
ground. National origin, gender, culture, educationand past experiencesall play a role
in the "understanding" reached.
The Words We Use
Communication failures often are at the center of lawsuits. A primaryculprit is the language
we use in our written communication, including correspondence, specifications and
contractual agreements.
No matter what you intended to say, when such a claim arises, the courts are called upon
to decide what the languagecommunicated, based on case law. For instance, regard-
less of your interpretationof the word inspection, the plaintiff's lawyer may argue that
there is no reason to debate the meaningof the word, saying, "It was decided in the
case of State Farm Mutual v. Rickhoff that it means "...to examine carefully or critical-
ly, investigateand test officially, especially a critical investigationor scrutiny."
Avoid using:
Extreme words, such as final, all, complete or best
Wordsof multiple meaning, such as inspect or estimate
Wordsof promise, such as guarantee or certify
Have you been asked to sign an agreement with a clause such as the following?
The Design Professional shall assist the Owner in applying for and obtaining from ALL
applicable public agencies,ANYpermits, approvals or waivers required by law.
If you have seen a clause like this, your clue to possible trouble is the frequent use of
extremewords. It is important to try to delete or change them. Often, you will find that
the owner does not intend to impose the impossible conditions that such words imply
and would not object to your modifyingthe clauses.
As the preceding clause now reads, you could be held responsible for obtaining every
conceivable permit necessary for others to do their work. It establishes an absolute
condition that may be impossible for you to meet. You cannot know at the beginningof
a project what permits might be required, but if you accept such a clause, you are
agreeing to an open-endedrequirementfor any new approvalsthat might be imposed
in the future. Instead, you could modify the clause to read:
The Design Professional shall assist the Client in applying for those permits and
approvalstypically required by law for projects similar to the one for which the Design
Professional's services are being engaged. This assistance consists of completing
and submitting forms required for the performance of certain work included in the
Scope of Services.
Most of us tend to use extreme words. For example, we frequently agree to maximize,
minimize or optimize without thinking twice. We often employ words of totality such as
any, all, none,full or equal without qualificationin our brochures, contracts or proposals.
In addition to extremewords, words that have multiple meanings cause problems for the
design professional.Simple words sometimeshave dozens of meanings.For example,

look up the words run, top and get in your English dictionary. Seeing the variationsof
meaningfor these three-letterwords might make it easierfor you to believethat the 500
most commonly used words in the English languagehave more than 14,000 meanings!
Inspect and supervise are two wordsthat mean somethingdifferent to design profession-
als than to laypersons. In fact, the word supervise should be avoided, or used with
extreme caution. Note how a judgeor jury might conclude that superviseis synonymous
with control from the following definitions:
The words supervise, superintend and oversee in ordinary use and common
acceptance have substantiallythe same meaning.
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Control is the "power or authority to manage, direct, superintend, restrict,
regulate,govern, administeror oversee."
The terms direct and administer are synonymous. Both mean "to manage,
control and conduct affairs of business."
Clearly, these definitions overlap; at least ten words are listed as synonymous with
supervise. For a design professional, this is treacherous ground. In the construction
industry, the individual who has control of a job site generally has the responsibilityfor
the means, methods, sequence,procedures, techniques or scheduling of construction.
This responsibility and control of the project site carries with it the
responsibility for
safety of workers and the public on or about the site. Carelessly using the word
supervise could lead you into the muddle of safety responsibility, a responsibilitythat
rightfully belongs to the contractor.
The word inspect is also greatly misunderstoodand misused. Generally, a design profes-
sional observes the construction as part of his or her construction phase services;
inspection implies a much more detailed examination, such as a government-required
inspection of certain structural elements of a building, with a comprehensivebrief and
extraordinarycontractual protection.
Optimism is often reflected in the things we say and do. In fact, optimistic words (better
insteadof worse, advance ratherthan retreat) are used much more frequentlythan their
antonyms. In the design professions, however, optimism can be a liability trap. To
protectyourself, it is wise to avoid words of promise like guarantee, warrant, certify,
ensure, assure and insure. Unless you can absolutely state or promise something
without qualification,you must refuse to assume the role of risk taker.
Your choice of words should correctly describe your intent. Will or shall are words of
positive affirmativeaction — a promisethat the act will definitely happen.Use them only
when they are actually intended. If you can't be that definite, may or endeavour to
would be wiser choices.
Two techniques may prevent your becoming entangled in lawsuits over word meanings.
If you are an average person using English as your working
First, find more exact words.
language, you use about 2,000 words in your day-to-dayconversation.If that seems a
lot, consider this. There are about 600,000 English words. The King James Bible uses
about 8,000. Highly intelligent people have vocabularies approaching 15,000.
Shakespeare used 34,000 different words in his works! Make the effort to broaden
your vocabulary and discover more precise words for what you want to say.
Second, seek feedback. Since most English words have varying connotations, a good
method for testing communicationis to have listeners feed your communicationback
to you in their own words. Engineers, architects and contractors, as members of a
team effort, must think and act as a unit. Any ambiguities or misunderstandingsthat
exist within this team can lead to errors, delays, disputes and even litigation.
Using the Right Word in Construction Documents
Do contractors routinely seek clarification and direction after receiving your documents?
If so, this may indicatethat your plans and specificationscontain ambiguousdirections.
For example, howoften do you use the words furnish, install and provide interchangeably,
intending that they all mean the same? Check their meanings, though, and you will
discover considerable differences. In the dictionary you will find that install means to
"set in position and connect or adjust for use"; furnish means to "equip with what is
needed"; provide means to "furnish, supply...to make available." As you can see, the
words are not synonymous. Install does not convey the meaning that the item to be
installed is to be supplied by the same party installing it. Similarly, the words furnish
and provide do not connote that after an item is supplied, it will also be fixed in place.
It is important to be precise.
Design professionals use many words that have very special and limited meanings to
others within their field. The averagelayperson finds it almost impossibleto understand
this jargon, especiallysince there is no one standard definitionfor most of it. An under-
standing of meaning is acquired only through long experience and exposure to the
working vocabulary of the construction industry.
To further complicate matters, even the same disciplines located in different geographical
areas assign different meanings to the same words. A phrase such as "all standard
options as required for satisfactory performance" may have a much different meaning
to a contractor in the UK than to one in the USA.
Some words are so susceptible to misinterpretation and so difficult to explain to a
contractor (or, worse, to a judge or jury) that you need to substitute another word or
phrase to describe a particular activity.
Consider these examples:
Engineering Jargon Use These Words Instead
Approve Work is in generalconformance
Inspection Construction observation
Or equal Or equivalent
Satisfactory operation Operation as specified
If we take a closer look at two of these words, we can see why they can cause problems
for incautious design professionals.
Approve
The design professional intends the word approve to mean to give limited,
conditional or qualified permission to use material, equipment or methods, and
interprets the word to mean that the submittal or construction referred to should
be in general conformance with construction document requirements.
The dictionary,on the other hand, says that approvemeans "to sanction,consent
to, confirm, ratify" or "to be favourable toward, think or declare to be good."
The layperson may interpret approve as unqualifiedacceptance.
The professional liability implicationsof the word approvecan be significant. In fact, even
using the word approval and placing limitationson it might be hazardous. Judges and
Juries have a tendency to view limited approval with suspicion and have, on occasion,
considered it a waiver of the original standards required of the design professionaland
have disregarded the intended limitations.
Or Equal
The design professional intends the phrase or equalto mean that an item should
possess
the same performancequalities and characteristics as the one specified, and fulfil the
function without any decrease in quality, durability or longevity. There is no implication
that items must be identical in all respects if these general requirementsare satisfied.
The dictionary defines or equal as "of the same quantity, size, number, value, degree or
intensity."
The layperson may interpret or equalto mean the items are identical in all respects without
any difference.
Instruct your specification writers and checkers to watch for words that have more than
one meaning. If there is any doubt about the meaning, choose a different word or
define the word in a glossary or specification definition section.
Be especially cautious with words you use to outline the scope of a contractor's respon-
sibility. Remember, contractors who understand your specifications can sharpen their
tender prices. On the other hand, contractors who are forced to guess your intent may
pad their bid to protect themselves against uncertainties, real or imagined. They may
assume the worst case and bid accordingly, or they may install the least expensive
items inferable from your ambiguities.
Finally, reviewthe specification yourself before it is issued, rememberingthat any portion
of a specification that has more than one interpretationis incorrectly written.
Dangerous Words
Think twice before you use any of the following words in your contracts. There is almost
always a better choice available to you.
administer advise all any approve none assure
best certify complete control direct ensure
equal estimate none every final full
guarantee inspect insure maximize minimize optimize
oversee periodic safe shall sufficient suitable
supervise will
Your Correspondence
In addition to the general communicationrules already suggested, there are other, more
specific procedures you can use in your office to improve your wriften communication
and help prevent misunderstandings.
First, try to have all external correspondencethat concerns projects or plans reviewed by
a senior member of your firm — a project manager, departmentmanager or principal—
before it is sent
out. Careful use of the written word takes experience and most
principals and managershave developedthis skill. Their review of correspondencewill
provide a cross-check to discover misstatements and avoid misunderstandings.
The result should be:

Correspondence of a higher quality
If employeesare aware that letters will be reviewed, letters will be written more carefully.
Absence of ambiguous, imprecise or extremelanguage
Elimination of errors
Letters with errors in basic language, grammar, spelling or punctuation are evidence of
sloppiness and can only hurt the design professional's image.
Reduced risk of defamation suits by eliminating inflammatoryor derogatory statements
Communicating with Your Client
It cannot be said too many times: Never make the mistake of overestimating a client's
knowledge of your duties and procedures. Just as the public may notfully understand
the role of an engineer, so a client may not understand the limitations of your
profession. It is your job to explainto him or her justwhat it is you do and what it is you
do not do.
It may seem inconceivableto you that a client could think that you are responsible for a
perfect set of plans and specifications, have detailed knowledge of every item you
specify or participatein actual performance testing before you write your specifications.
Even so, claims are often made against design professionals regarding specifications
of products or systems, often after the standard guarantee periods given by the
contractor and equipment manufacturerhaveexpired. A client whodoes notgrasp your
professionalobligations mayallege that you were negligent in specifying an item or that
you should have personallytested the system before you specified it. Make sure you
provide your clients with the information they need to understand your responsibilities
and limitations.
For instance, assumeyou made thedecision, after some deliberation,to omit an item from
thedrawings or specificationsfor a project. As construction progresses,circumstances
change. It now seems reasonable, in your judgment, to add the item to the project as
extra work.
When you made your original decision, it was reasonableand within the legal standard of
care, and you probably saved the owner some money. Now, however, theowner, faced
with a change order and the resulting increasedcost, decides to "misunderstand"your
duties. One basis of the owner's complaint will likely be that you were negligent in not
specifyingthe item originally. Another allegation may be that you implied a warrantythat
the drawings would be complete and sufficient for the purpose intended.
Neither of these allegations may be true. Yet, somewhere along the line you failed to let
your client know exactly what to expect from you or your drawings. Your client should
have been prepared to expect changes as a normal part of the construction process.
Instead, because your professional role was misunderstood,you face litigation.
Another misunderstanding surfaces in actions arising from persons injured at the
construction site. Again, it is often believed that you have an active role in determining
thecontractor's safety procedures and programs. Your contract and thegeneral condi-
tions of the contractor's contract should be perfectly clear on this issue.
A third area that frequentlyconfuses clients concerns your opinions of probable construc-
tion cost. Each time you use the phrase cost estimate with a client, you might run the
risk of a claim. Why? Because what you intended may be misunderstood.The client
may believethat your estimate is a guaranteed maximum figure and will budget accord-
ingly. If the final costs exceed your estimate, the client may argue that he or she
properly relied on your expert evaluation. Instead, when you are required to provide
informationon the expense of an item or project, it is better practice to use the phrase
opinion of probable cost. This correctly conveys the idea that ultimate costs may —
and often do — vary from your opinion and gives you valuableflexibility in defending
your efforts.
The solutionto many of these problems is to talk to your client. From the earliest conceptual
meetings, through the refinementof your brief and negotiationof your contract, during
the development of your design and into construction, make sure your client is in-
formed everystep of the way. Explain the kind of problems that can — and will — occur
during design and construction. And at all times, be very clear about your role and limi-
tations in the process.
Communicating During the Project
Some design professionals do not take the time to sit down with other parties to a
construction project. Often this is simply an oversight. Most design professionals are
quite willing to answer any reasonabledirect question a contractor may have. It would
be rare to find a design professional who would not welcome the opportunity to
discuss with a client the relative merits of one type of system as compared with
another. Yet, unless you initiate regular discussions with these individuals,they mayget
the impression that you are too busy or too important to be bothered.
To keep the lines of communicationopen and to enhance feedback, try to meet regularly
with other parties to a construction project. On large projects, schedule project review
meetings on a weekly basis among representativesof the contractor,the client and the
design consultants involved. These sessions can often pinpoint construction problems
before they occur or become serious, and permit solutions that are satisfactory to
everyonein a non-crisis atmosphere.
Plan internal conferences weekly on a formal or informal basis for each project. Make it
mandatorythat project team members recount their progress over the past week, list
problems that still need solutions and make requests for whatever informationis neces-
sary but has not been received. Reports of this type also serve as a diary of project
progress.
Written progress reports to clients are valuable, too. As part of a client communications
program that includes personalvisits and progress review meetings,they can help form
a bond that will keep you and your client working together even if adversity strikes.
Nothing demonstrates a professional approach as effectively as well-planned, timely
transmissionof clear information.
Documentation
Design professionals often expect to remember the details of important telephone

discussions or conferences concerning an active project without the help of notes or
other memory tools. Memory failure or incomplete understandingon the part of the
practicing design professional can cost huge sums of money and precious time if
litigation results.
No one remembers everything.It is importantto record all your discussions which may in
any way concern or influence a project. Diarize meetings and telephone conversations
with clients, subconsultants and contractors. As a matter of routine, require that all
discussions involvingdesign decisions be documented by brief memoranda.A written
record helps jog the memoryand enhances communication; it may also prove impor-
tant in the event of a claim. These memorandaand logs are particularly useful if, for
some reason, the principal project professional cannot continue and another profes-
sional unfamiliar with the project is required to take over and complete the work.
Avoiding and Managing Disputes
You cannot avoid conflict. The construction project does not exist that
hasn't seen some kind of misunderstanding,disagreement,problem, unforeseen
event, design error or construction defect. Not all of these situations evolve into
disputes, however, and not all disputes become claims or lawsuits.
There are many reasons why problems can get out of hand. First, the
construction industry has grown so large and complex that many participants in
a project do not know each other and may not expect to work together again.
They may feel that they have no stake in developing or maintaining good rela-
tionships. Besides, owners may be highly leveraged and/or underfunded. This
can give rise to schedulingand budgetarypressuresthat strain what may already
have become adversarial relationships. Then, too, parties to a project may simply
fail to communicate effectively with each other. Many design professionals, for
instance,are hesitantto discuss issues with their clients. Then, when a problem
inevitably surfaces, the client mayfeel angry or betrayedand a claim may result.
There is still another reason. Many involved in construction today are so
alarmed by the possibility of litigation that they may approach each new project
with a defensiveattitude. Some design professionals,clients and contractors are
advised by their lawyersto begin to build a legal file from day one of the project.
Yet, expectingand preparing for litigation may encouragethe other parties to act
in a similar manner. In the meantime, a grim truce is sustained between the
parties, who continue to expect theworst from each other. With this attitude, the
worst is usually what they get.
There are no real winners in a construction lawsuit — except the lawyers.
For the rest, the costs are simply too high.
Planning for Problems
Many disputesare cumulative. Unresolved small problemscreate antagonismsbetween the

parties and make it more difficult to resolve newconflicts as they arise. It is not uncom-
mon for parties to wait until the end of the project to address all of the unresolved
disputes that have arisen. While they are waiting, though, their unstated expectations
continue to go unmet, and the level of antagonism rises. In a vicious circle, as relation-
ships deteriorate, the cooperation so vital to the success of a project also erodes.
Mistrust may begin to cause delays and disruptions, which in turn cause added costs
that then breed still more problems.
Against this volatile background, the stage is set for a serious dispute. When the final straw,
perhaps an error occurs, serious but otherwise forgivable, it may be too late for negotitions.
The longer the resolution of a problem is put off, the more expensive it is to correct. As
time goes by, what might have required only a quick and relatively inexpensive solution
becomes a difficult and costly defect to remedy. It costs money to removeand reinstall
work. It costs a lot more money when you put the dispute in the hands of lawyers.
Perhaps the best and least expensiveway is to have a project-wide commitment that at
the first indication of a problem, participants will work together to resolve it and not
allow it to escalate into a dispute where third-party resolution is required.
The Role of Relationships
Let us begin by considering one conflict and how it might be handled. Two days before
substantial completion, an owner discovers cracking in the support columns of her
underground parking structure. She communicatesthis fact to the architect and the
contractor.The architect, in turn, talks to the structural engineer. A meetingis arranged.
The stage for conflict is set if each party fears being forcedto shoulder the costof repairs.
Each party has an individual interest. As long as any party advocates a condition or
position that is contrary to anyone else's, there will be attempts to win, causing others
to lose.
Imagine, however, that the contractor and the design professional have worked together
on several jobs in the past. What if they like working together? Would this change the
outcome of their meeting?
Common sense, and the findings of social scientists, indicatethat it would. Bonds of loyal-
ty and cooperation built up over time do not dissolveduring a crisis. In fact, successful
resolution of difficult situations tends to cement these bonds — and creates trust.
The guidelines for establishing trust are relatively straightforward. To begin with, trust
requires at least one person willing to risk something. During our underground garage
meeting, for example, the structural engineer might propose that an expert, agreed
upon by all, be hired to study the situationand evaluate the cause of the cracking. This
indicates that he is willing to put his fate in the hands of an impartial third party.
Trust also demands open and unbiased communication.One way to do this is to try to put
yourself in the other parties' places. Several things are accomplished by this exercise.
First, you may discover another party is, in fact, right. Second, you may discover
another party has been making decisions based on incomplete or faulty information.
Third, although another party may be wrong, at least you may demonstrate that you
understand that party's point of view.
Parties who are aware that their relationship will be of brief duration are more likely to
resist agreement. Say the contractor in the preceding scenario is working outside his
normal geographic area of operations. He has not worked with this project team in the
past, and is unlikely to do so in the future, and might be considered an "outsider".
Regardless of the other factors bearingupon this particularmeeting, there is a possibility
that he will be asked to shoulder the consequences. His resentment could very well
block a peaceful resolution.
On the other hand, if all parties to the conflict have had or anticipate a long-term relation-
ship, cooperation is more likely, if only because they fearthat the tables may be turned
in the future or that not cooperating means not working with the others again.
Accordingly, some firms enter into long-term strategic partnerships. This kind of alliance
may take many forms. But in general, strategic partnerships refers to agreements
between companies to cooperate in order to achieve their separate but complemen-
tary objectives.
Strategic partnerships make a great deal of sense. For one thing, these alliances pro-
mote better quality and productivity from all parties. They develop an understandingof
each other's requirements and procedures so that communication is enhanced.
Disputesare more easily resolved. Finally, because it is in the interestof all parties, they
tend to have equitable agreementsthat properly allocate the risks borne by each.
Project Partnering
In looking for ways to avoid the litigation trap, we often find ourselves turning to the "old
timers" of the professions for some answers. These are the design professionalswho
have stubbornly insisted all along on dealing with other parties to the project by
treating each other fairly, with respect, and by talking to each other.
Today's construction project participants are coming to realize this. Many owners,
contractors and design professionals are putting a new name to old behaviour and
calling it project specific partnering or simply partnering.
The concept behind today's partnering is to dispel the adversarial "us-versus-them"
approach often found on today's construction projects and to promote "let's-all-pull-
together" attitudes. The goal is to create a shared vision of the project. While the actual
steps mayvary, the process usually involvesteam-buildingactivitiesto help define com-
mon goals, improve communicationand cultivate a problem-solvingattitude among key
representativesof the design and construction team, before work on a project begins.
Typically, partnering involves a series of workshops with representativesfrom all parties to
the project. A facilitator conducts team-buildingactivities aimed at achieving mutually
agreed-upon goals. These usually address such concerns as scheduling issues, job
site safety, issue resolutionprocedures and the budget. Keys to successful partnering
are the progress checks as well as a final evaluation after project completion.
For partnering towork, it must be owner-driven and havethe full backing of the topmanagement
of all participating team members. Theowner mustbe committed to the idea and must take
the necessary stepsto ensure that the process begins at the outset of the design phase.
The benefits of partnering can be significant. The quality of the project is improved. The
workplace tends to be safer. The designers' roles in the problem-solvingprocess may
be enhanced and their participation in construction phase services is more likely.
Partnered projects tend to be brought in on time or even ahead of schedule and the
process typically helps reduce cost overruns. Best of all, there is a reduced exposure
to litigation for all parties to the project.
Partnering does not guarantee that disputes will not arise — modern construction is too
complex and involvestoo many parties to eliminate disputes altogether. Rather, it is a
way to manage and resolve the disputes that do come up. An essential element of
partnering is deciding upon procedures to resolve those disputes.
Partnering has had great success and holds even greater promise for the future. It is a
straightforward and proven mechanism to handle construction disputes as they were
once handled.
Job Site Dispute Resolution
You, the owner and the contractor should decide at the beginning of your project what
steps you will take during construction to resolve problems as soon as they arise. There
are several techniques to accomplish this. Two of the most effective — step negotia-
tions and dispute review boards — are often implementedtogether.
Step Negotiations
Step negotiationsamountto a commitmentto solve a problem as soon as possible at the
lowest possible level of management. If parties directly involved cannot resolve a
problem at the job site, their supervisors then meet to work out a solution. If they, in
turn, cannot agree, then the problem will be passed on to higher managementin both
organizations, and so on. Often each of these parties is identified at the beginning of
the project and there may be a predeterminedtime limit for resolvingan issue at a given
level. For instance, if a problem cannot be fixed in two days at the first level, then it is
passed to the next decision-making level, which meets and has four days to find a
solution. Because passing on a problem to one's boss means having to report a
failure, there is incentive to settle disputes very quickly.
Dispute Review Boards

Many parties to construction projects have adopted a "standing neutral" concept. This is
an agreement between the owner, contractor and the design team to mutually select
one or more independent dispute resolvers to be at call throughout construction.
Generallyconsisting of one or more industry experts, this resolveris sometimes known
as a dispute review board.
Dispute review boards have several advantages over conventional dispute resolution
processes. Dispute review boards are set up at the beginning of a project and contin-
ue throughout the project's lifetime. Because the board frequently visits the job site,
there is continuity and familiaritywith the parties and the specific job at hand. Disputes
are often resolved quickly and fairly while the facts are still fresh in everyone's mind.
Complaints without merit are discouraged. Everyoneinvolved on the project is encour-
aged to communicatefairly and to resolve problems on-site and at the lowest possible
decision-making level. In fact, parties to projects where dispute review boards have
been established have found that the very existence of a board tends to encourage
participants to resolve problems themselves, through step negotiations or similar
mechanisms,before referring them to the board.
When a Problem Arises
Yourgoal should be to build dispute preventionmechanisms into every one of your projects
by obligating the various parties to report problems as soon as they are noticed. With
these mechanisms in place, you can work together to mitigate a problemquickly.
If your project does not have a formalized dispute prevention and resolution system in
place, you need some kind of plan to deal with problems or incidents as they arise.
Everyone in your firm should know what to do, and not do, when there is trouble. Many
design firms have developed their own early action procedures.
What to do if a problem arises

Remain calm.
Report the incident immediately.

Keep seeking alternatives and solutions.
Do not automaticallyassume you are responsible, no matter what the facts first
seem to indicate.
Communicate.
Documentand photograph.
Try to resolve the conflict with the others involved. If direct negotiationfails, seek
mediation by a third party.
If you are developing your own crisis management procedures or need guidelines for
handling problem situations, keep the following suggestions in mind:
Remain calm
When an accusation is made by a client or contractor, many design professionalsfeel
angry. Your response may be to retaliate by countering or striking out at the party
making the claim. Do not do it. Examine any accusation calmly and objectively.
Authorities on dispute handling recommendthat you assume a neutral attitude, and seek
to understandthe other party's position. A good response would be:
"P/ease let me have the details. I would like to make notes. / want to be sure I fully
understand what you are saying. Letmeget this straight. You feel that our documents
were lacking in what way?"
This is much more productive than a quick and heated denial.
Report The Situation Immediately

Do not wait until someone has made a formal claim against you. If you recognize an
incident or potential claim situation as soon as it occurs and act to resolve it quickly,
you may be able to forestall a claim or lawsuit. Be sure that your staff understands that
reporting such a situation is positive behaviour to be rewarded, not punished. All
personnel in your firm should know whom to contact
— perhaps your project manager
or another designated member of management— as soon as they become aware of a
problem. That party, in turn, should investigate and notify your professional liability
insurance representativeat once. These individuals can provide guidance and even
help diffuse the problem before it escalates.
Sometimesthere is a reluctanceto report a problem to an insurancecompany because of
the misconception that once a potential claim is reported, costs begin to mount.
Actually, the longer a problem is ignored, the more expensive and difficult its resolution
is. The time to bring expert loss prevention resourcesto bear is when they can be most
effective — as soon as there is any indication of a problem.
Sometimesyou may not even know what the problem is, but you are aware of disquieting
signs. Suddenly, your client stops speaking to you. Or you learn of a project meeting
from which your firm has been excluded. Or you hear that another design professional
has been on site. If your sixth sense is telling you something is wrong, report it.
Keep SeekingAlternativesAnd Solutions

Often, parties to a dispute overlook the obvious— the need to remain flexible and continue
to seek solutions to a conflict before it escalates into a major lawsuit. This is no time for
a "bunker" mentality. Allow yourself and your associatesthefreedom to keep generating
ideas for solving the problem. Discuss these initiatives with your insurer. Together, you
may be able to come up with a creative solutionthat will work for everyone.
Do NotAutomaticallyAssume You Are Responsible, No MatterWhatTheFactsFirst Seem

To Indicate
One reaction to an accusation is anger. Another is guilt. When confronted with a failure,
admission of "wrong" flows either from a sense of guilt (Did I do that? or a desire to
mask it over (What can I do to make this go away?).
Sometimes,a design professional assumesthe blame — and the liability by asserting,
"It was my fault I'll take care of it I'll make sure it's fixed."A more thorough examina-
tion at a later date may prove this assumption of responsibilitytotally misplaced, since
the fault lies elsewhere or alleged damages did not occur.
It is almost impossible to undo the damage done when you mistakenly assume responsi-
bility and communicateit to the other parties connected with the loss.
It is importantthat you recognizethat perfection is impossible. No matter how much you
might wish otherwise it is close to certain that some time you will make minor errors. If
you acknowledge this from the beginningof the project and explainit to your client, you
will not raisefalse expectationsor set standards you cannot reach. Remember, any loss
situation involvesmany factors; do not try to rush to a verdict before all the facts have
been evaluated.
Communicate
Although you should notautomaticallyassume responsibility,do notcease communicating
with others. Keep talking and listening. If you keep up the dialogue, you may learn
important facts that can help determine what really happened. Certainly, continued
communication will help preserve your relationships with your client and others and
may motivate everyoneto resolve the dispute quickly.
Document And Photograph

You need to record the facts. All data and correspondence relating to the dispute should
be documented. Write down the duties, responsibilitiesand performancedetails of the
parties involved while they are fresh in everyone's minds. Keep detailed notes on all
communications.Never rely on memory.
When a dispute arises, study the plans and specifications and the contract documents.
Note those sections that refer to the problem or that specify the duties of the parties to
the dispute. If a product is involved, obtain the manufacturer's or supplier's
warranties and specifications available while you were developing the plans and
specifications. If shop drawings are involved, examine those that pertain to the claim.
Notes and records not only help clarify the issue but will also be needed by any lawyer
who may come to your rescue in the event of a suit. Bear in mind, though, that
materials you gather may later be subpoenaed, so it is important to stick to the facts
and avoid unnecessaryand unfoundedpersonal comments.
"A picture is worth a thousand words" still holds true in potential professional liability
claims situations. Photographing or videotaping the disputed subject matter is an
excellent way of preserving the record for the future. Audio recordings describing
visual observations are valuable for refreshing memories and documenting facts as
they existed.
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Try To ResolveThe Conflict With The Others Involved. If DirectNegotiationFails,Seek
NonbindingMediation.
Responsibilityfor failure often belongs to several parties. In these "multi-party" disputes,
it is important to communicate with everyone involved. Sit down and talk to the other
parties. As soon as possible, try to find a solution you can all live with. If informal
negotiations fail, with the consent of your insurer, invite a neutral, experienced
mediatorto help you reach a settlement. Even if nonbinding mediationis not specified
in your contract, any party can suggest it at any time. If these processes fail, or are not
attempted, the dispute could escalate into binding arbitrationor multiple-partylitigation.
Working It Out: Negotiation
Once a conflict arises, make every effort to settle it at the job site and as quickly as
possible. Even if you don't have a conflict resolutionsystem in place, try to work things
out before resorting to more formal measures. Although emotions may be running high
and you believeyou are completely (or mostly) in the right, keep in mind the enormous
costs that would result should the conflict escalate into a lawsuit. Remember, too, that
about 95 percent of all lawsuits are eventuallyresolved through negotiation,but many
take months or years of expensive legal manoeuvring before the parties arrive at the
bargaining table.
It is important to bring everyone involved to the negotiatingtable. Some of the parties to
a conflict may notjoin in a negotiation because they believe that the others will solve
the problem. Resolution, however, is much more likely if there is active participation by
all parties.
Remain flexible. Negotiation may well mean that you will need to give up something in
order to resolve the matterto everyone'sbenefit. The outcome of anyconflictdepends
on howwell all parties understand and coordinatetheir actions. You can never abdicate
your responsibility to attempt to resolve a problem or expect to come out unscathed,
even though you think you are not involved. In conflict situations, a decision to select
the most favourableoutcome for one person can result in distressing results for others.
On the other hand, a decision to select a somewhat less favourable outcome by one
party may result in a positive outcome for all.
There are three general choices that affect the final result of any conflict. First, you may
decide to maximize your own outcome. Second, you can decide to place the blame on
another. Third, you can make an effort to optimize the results for all parties to the
conflict.
With the consent of your insurance carrier, you may note that sharing responsibility, at
least at the beginning, will represent a minor expense compared to the cost and
disruption of protracted litigation.
All participants in such a negotiation should have the authority to make decisions.
Representativeswho are instructed to act cooperativelyperform better in this type of
meeting than those who are told to maximize their own organizations' positions.
Formal Dispute Resolution
If all efforts to resolve a conflict by negotiation fail, you will have to resort to more
structured methods of dispute resolution.This does not mean, however, that your only
option is a lawsuit. On the contrary, because of the huge costs in time and money,
litigation should be considered a last resort.
FIDIC believes that it is far better to rely instead on one or more of the dispute resolution
techniques available. While a common term for this is Alternative Dispute Resolution
or ADR, we like to think of it as DR. Litigation is the alternative and a poor one at
that. On the other hand, some authorities define ADR as Appropriate Dispute
Resolution, and this seems logical. The goal of ADR is to give opposing parties the
opportunity to settle disputes quickly,at relatively low costand with a minimum of emo-
tional involvement and stress. Most ADR methods allow for creative problem solving
and help maintain goodwill between the parties — in short, they create a win-win
situation for all concerned.
FIDIC has published the following documents to assist members of its Member
Associations in the use of ADR processes:-
Amicable Settlement of Construction Disputes (1992);

Mediation of Professional Liability Claims (1993);
Mediation — Explanation and Guidelines (1993).
You and your client should agree in advance that you will try dispute resolution methods
before turning to litigation. That means that your contract should address the issue and
provide you with the flexibility to use one or more forms of ADR as appropriate to your
situation. Keep in mind that if you use a standard professional service contract form,
you may need to amend the document, since many such agreements specify binding
arbitration as a first step in resolving a claim.
Thereare several ADR approaches in use today. These rangefrom consensual,nonbinding
procedures to binding procedures. See Exhibit 1.
First try to resolve your dispute through one or more of the non-adjudicative ADR
procedures. These include mediations, minitrials and advisory arbitrations. In these
procedures, participants work to solve their own problems rather than place their
collective fates in the hands of someone else.
Mediation
Mediation offers many advantages over litigation or arbitration. Relatively quick and
inexpensive, mediation can also help the parties settle their disputes while pre-
serving their working relationships.
Mediation is a sophisticatedform of negotiation, distinguished by the participation of
a neutral third party who helps the parties come up with their own solutions to
the problem. The mediator acts as a facilitator in the discussions, asking
questionsand keeping face-to-face negotiations moving. The options available as
solutionsare limitless — anything decided upon by the parties involved.
Usually a voluntary, nonbinding consensual procedure, mediation can be thought of
as a three-stage process. In the first stage, negotiations are used to start or
improve communication. Ideas and options are explored without requiring
commitment. During this stage, the mediator often meets individually with the
opposing parties. These discussionsare confidential;however, the mediator may
be able to use the privileged infor-mation, without violating confidences, to advance
the dialogue. Many disputes are resolved at this first stage.
If the problem cannot be resolved in the first stage, the next stage is designed to
clarify facts, sometimes with the help of a neutral expert agreed to by the parties,
and to determine costs of settlement.
If necessary, the mediation continues on to a third stage, where the parties may
choose another way to settle the dispute: another ADR approach, arbitration or
litigation.
Very often, a mediated result can be obtained in a matter of one or two days. Even
if mediation is not successful, very often it clarifies the facts in a dispute and
narrows the issues that remain to be solved. Mediation is always worth considering.
FIDIC believes that every design professional's contract should call for mediation as
the first dispute resolution option, before resorting to other ADR procedures.
Some insurers offer financial incentives to policyholdersif they resolve their dis-
putes through mediation.
Minitrial
This is a dispute resolution procedure having some favour in the USA, The term
minitrial may be misleading. More a private nonbinding settlement procedurethan
a trial, this ADR technique allows the legal counsel for the disputants to briefly
present his or her case before a panel of top management representatives of each
party and, usually, a neutral advisor, often a retired judge or lawyer, in a confidential
trial-like setting. Management can then hear both sides of the issues, see the
strengths and weaknesses of their respective cases and obtain a sense of the
likely outcome of litigation.
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Often this persuades both sides to settle their differences rather than move on to
litigation. For this reason, it is important to select management representativeswho
have full settlementauthority and who were not directly responsible for the project.
The minitrial is fast and relatively inexpensive.
Other Dispute Resolution Techniques
A number of other methods have been developedto resolve disputes. Some of the more
popular are discussed below:
Mediation/Arbitration
Mediation/arbitrationis a combinationof mediationand arbitration.The technique requires
one person to act as both mediator and arbitrator. The person, agreed upon by the
project parties before construction begins, is selected on the basis of his or her
objectivity, honesty and knowledge of the industry.
If a dispute arises, the parties involved attempt to solve it on their own. Failing that, the
mediator/arbitratoris brought in to mediatethe dispute. If these efforts fail because the
parties cannot reach their own solutions, the mediator/arbitratorthen reverts to the role
of arbitrator and issues a binding decision based on his or her findings. Because the
parties may be required to use the mediator/arbitratorthroughout the project on addi-
tional disputes, the range of conflict usually narrows, and the entire resolution process
can be accelerated significantly.
Like any consensual method, for mediation/arbitrationto be effective, all parties to the
project — owners, designers, contractors and subcontractors — must be committed
to the process. This commitmentcan be hard to obtain. Some critics of mediation/arbi-
tration point out that, whereas mediation is a conciliatory process, during which the
parties specify the least they will take, arbitration is an adversarial process, during
which the parties ask for the most they can get. Some also object to the fact that the
mediator/arbitrator learns proprietary information during the mediation process that
prevents the parties from maximizing their outcome. Proponents argue that the know-
ledge gained actually permits the mediator/arbitratorto construct an equitable solu-
tion should arbitration be required. They also note that resolution comes more quickly
and the gamesmanshipoften associated with selection of an arbitrator is eliminated.
Mediation-Then-Arbitration
Mediation-Then-Arbitration is very similarto mediation/arbitration, except that the arbitration
followingmediation is conductedby a differentneutral whohas also been preselectedbut
does not participatein the mediation discussions. This sidestepssome of the drawbacks
of the mediation/arbitration method but requires that two individuals be agreed upon.
VoluntaryNonbindrng Arbitration
This technique,alsoknown as advisory arbitration,is typically usedto stimulateagreement
before parties resort to a more binding ADR procedure. Advisory arbitration is most
successful when the resolution of a claim is riding on only a few critical issues.
Disputants can make their own rules. They can hear for themselves the decision of a
neutral party and discover how their testimony and experts might hold up in court or
another forum.
Arbitration
Although arbitration might be slightly less costly, and sometimes though not always,
quicker than litigation in certain situations,it is rarely preferableto mediation.Compared
to mediation,arbitration can be time consuming and expensive, and sometimesresults
in unjust decisions which are not normally subject to appeal. It is importantto remem-
ber that arbitration, like litigation but unlike mediation,is an adversarialform of dispute
resolution;a third party makesthe decisionfor the disputants.Parties who arbitratetheir
differences often emerge with their relationshipdamagedbeyond repair.
An arbitration is less formal than a court trial, although the parties involved are often
represented by lawyers. Contracts, documentary evidence and other materials are
presented to the arbitrator, witnesses are examined and cross-examined and, since the
usual civil rules of evidence are not used, participants are free to argue about the
relevance of the evidence. The arbitrator is obligated to consider any evidence that
bears on the case, giving appropriate weight to that which is more substantiatedand
reliable. After both sides have had an equal opportunity to present their evidence, the
arbitrator declares the hearingclosed. The arbitrator is not required to write an opinion
explaining the reasonsfor the decision.
For design professionals, there are some limited situations — small and very simple dis-
putes and disputes in some uniquejurisdictions in some countries — where arbitration
may be appropriate.Broad reliance on arbitration,however, is not recommended.Keep
in mind that if you sign a contract with a binding arbitrationclause, you are agreeingto
submit any and all disputes to arbitration.While thismay seem like a good idea, it means
that you give up flexibility in choosing more appropriate ways to resolve disputes.
There are other potential problems. If you sign a contract in which arbitration is specified
as the sole remedy, you may be unable to draw a third party, who is your best defense,
into the arbitrationproceedings. For example, suppose you specify a type of materialor
equipment and it fails. If your client calls for arbitration,as you agreed in your contract,
you would have no way to make the manufactureror supplier a part of the proceedings
other than as a witness. Your only resort would be to attempt to recoup your losses by
a separate court action against the manufacturer. This will cost you additional money
and time, and the matter may not be resolved in your favour.
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Another problem with arbitration is that you may not be able to conduct necessary
discovery proceedings. In a court of law, you can examine your opponent's files;
in arbitration, this is usually not possible. It is difficult to prepare properly when
you are denied access to evidence your opponent is planning to present to the
arbitrator.
In addition, because both parties can present any type of evidence in an arbitration
hearing, complicated technical issues sometimes lead to a snowstorm of data that
needlessly prolongs and confuses the proceedings.
Under most arbitration rules, if you receive what you believe to be an unfair decision,
you cannot appeal it unless you can show misconduct or gross irregularity on the
part of the arbitrator. This can be a real disadvantage if you are clearly in the right,
because sometimes arbitrators decide disputes by compromise in order to settle
the case and close their files.
Private Litigation
Rent-a-judge, a form of private litigation sometimes used in the USA, refers to
procedures in which a retired judge is retained to preside over a faster, more
confidential proceeding than regular litigation. Retired justices may also be willing
to preside over many other types of ADR proceedings.
The Breakdown of Communication: When Litigation Becomes Inevitable
If you are able to implement partnering and dispute review boards and/or make use
of some of the available alternative dispute resolution procedures, you may be able
to avoid litigation altogether. It's a worthy goal. Being involved in a lawsuit is one
of the most traumatic and unnerving experiences a professional in private practice
can have, It is financially and emotionally draining and can damage both personal
integrity and professional reputation. That is why it is so important to try to resolve
crises before they become claims or lawsuits.
Although only a small fraction of all lawsuits filed actually go to trial, those that do typi-
cally involve three to five years of complaints and cross complaints, depositions
and interrogatories, and motions and counter motions. The final decision is then
left in the hands of a judge, a person who is often not completely familiar with the
complex practices of modern construction.
The decision to litigate should be made with great care. Your lawyer and insurer will
consider and discuss the options with you. If no other dispute resolution method
seems viable, then litigation may be the answer. When the stakes are very high,
important principles are involved and all other avenues for peace are exhausted,
sometimes you have little alternative.
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Business Practices r
There is a direct connectionbetween your approach to professional practices
and your exposure to professional liability claims. That is why your loss prevention
efforts must extend to your business practices and why the management of your
firm requires justas much attention and expertise as the design of its projects.
Think about your business operations. If you try to incorporate innovative
techniques and materials in your design services, why rely on outdated business
practices? When you take a businesslike approach to your practice, you can
manage it more effectively and reduce much of your risk. Please refer to the
FIDIC publication "Client/Consultant Model Services Agreement"
Project Selection
It isn't always easyto pick and chooseyour projects. Yet careful selection is essential because
accepting the wrongassignment almost guarantees professional liabilityproblems. In making
your selections, you need to weigh every aspect of your potential projects.
Several factors have an enormous impact on your risk exposure. Claims are much more
likely when you ignore the warning signs in one or more of these areas: the type of
project you choose, the kind of client you work for, the adequacy of the project
funding, your scope and fees, your firm's capabilities and thefairness ofyour contract.
Each of these is just as important as the preparation of your plans and specifications.
Consider the example of a mechanical engineerin a small town who was asked to design
air conditioning system modifications for an old building to which a new addition was
being attached. No reliable record drawings of the original system were available.
The owner vetoed tearing into the walls or ceiling to map the existing system as "too
expensive" and asked the engineer to base his recommendations upon a visual
inspection only. He did so, but failed to take steps to protect himself with appro-
priate disclaimers in his contract and in his final report. Later, during construction,
when the system's components, ductwork and piping were exposed, they were
found to be in poor condition and inadequate for the new addition. To make matters
worse, asbestos was discovered in the insulation. To deal with these conditions, the
engineer made additional recommendations which required costly modifications.
The owner had used the engineer's original report as the basis for the works contract.
The owner accepted the engineer's modifications as necessary, but because the
engineer had not included this information in his original report, the owner made a
claim for the additional cost, alleging "errors and omissions."
What went wrong? The design professional seemed to have acted in a perfectly
reasonable, ethical and professional manner. If we look at the entire transaction and
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the decisions within the engineer's control, however, we can see the mistakes that
led to this claim.
The engineer did not recognize clear danger signals when considering the risks of the
project. When he was informed by the owner, for instance, that insufficientfunds were
availablefor conducting exploratorydemolition to determine the condition and location
of the existing system, he should have detected the signs of a poorly financed project.
Furthermore, the engineer should have included in his contract and report a precautionary
statementindicating that no design or construction budget involvingrenovation of exis-
ting structuresand systems should be based on the preliminary information provided,and
that additional expendituresmight be necessary after the existing structure was ope-
ned up.
He should have anticipatedthe possibilitythat asbestos would be present in an older buil-
ding. The liability implications hereare so great that on anyremodellingor restoration pro-
ject, the agreement should contain languagenoting that if asbestos or otherhazard-ous
materials are discovered, the design professional is not responsible for any claims
resulting from the existence of the materials, or for the removalor additional costs the
removalwill necessitate.
Had the engineer been alert to potential problems, he would have spotted the warning
signs. Even if he had elected to proceed with the assignment, he could have substan-
tially protected himself by informing the client of the risks and by arming himself with
special provisions in his contract.
Assessing the Risks of a Project
Some projects are so litigation-pronethat only the most foolhardy design professional
would dare accept them. Even if desperate for assignments,few designers would be
likely to take on the classic designer's nightmare: a conversion to strata ownership of
a thirty-year-old cliff-hangerapartment house adjacent to a hazardouswaste dump site
on an earthquakefault line, recently purchased by a group of financiallyover-leveraged
neurosurgeonsand their lawyers.
While the above cliché may be overly obvious, there are other high-risk projects that
should be almost as easy to spot. These may involve troubled sites, hazardouswaste,
asbestos, underfinancedclients, amusement parks, prisons, highly controversial pro-
jects and litigious clients.
Sometimesclaims-pronesituations are not easily identified. These could include fast-track
projects, which can involve substantial modifications to plans and, thus, big change
order expensesand irate owners. In this situation,very unsophisticated clients can be
a big problem. They rarely comprehend your role as a design professional or the
construction process. They will not expect or understand changes and, most likely, will
not understand the need to have sufficientcontingencyreservesset aside in their project
budgets. Assignmentsthat would omit your construction phase services or, conversely,
require construction observation on someoneelse's design should also give you serious
pause.
Then there is the "contractually hazardous" project. This could be any type of project, even
a simple assignment, for which the client issues a contract containing such unfair or
onerous provisions that you could wind up accepting most or all of the client's risks.
Typically, the client issues a purchaseorder or similar contract form, which is thoroughly
inappropriatefor engaging a design professional's services. Such a project is probably
the riskiest of all because you have none of the standard contractualprovisions a pro-
fessional needs for protection.
Project selection is rarely a cut-and-dried, yes-or-no affair. For most design professionals,
potential projects usually contain two or more secondaryrisk factors that, considered
separately, might be acceptable, but together could add up to a big liability headache.
Take, for example, a well-financedbut naiveclient whowants to build an apartmentcom-
plex as a speculative project. You might be able to educate an unsophisticated client, you
tell yourself, and perhapsnegotiatea solid contract. But can you protect yourselffrom the
subsequentpurchaser of the complex? What could you do if the apartment complex

becomes condominium in a fewyears and the complexsuddenlyhas 300 new owners?
Your best course is to learn to identifyall the potential risks on a prospective project. Some
design professionals use a Project Evaluator like that shown in Exhibit 2 to evaluate both
their clients and their projects before submitting a proposalor negotiatingan agreement.
This can save a lot of time and money spent chasing projects you really should not
accept, but it is usually very difficult to assemble all the desired information.
Next, determine how the risks you have identifiedmight be managed. You can transfersome
risk to another party, such as an insurer, or to your client through contractualprovisions.
You can minimize some risk by educating your clients, by providing more comprehensive
services and by insisting on qualifications based selection and negotiation with a compe-
tent contractor. You can significantly reduce your risk by developing a contract that is fair
and precise, that accurately defines the intent of both parties and that includes a limita-
tion of liability clause.
You and your client have to take a good, hard look at the risks you cannotprevent or control.
Understand that on a high risk project, the risk must be borne by the party best able to
control it. If no one can control a risk, then it must remain with the project owner. If the
owner refuses, you should decline the project.
The risks that remain with you — thosethat cannot be otherwisetransferred or managed —
will require a hard-headed business decision. Is thefee or fame incentive so attractive that
you can afford to take the chance? Making that determination maybe the biggest gamble
you take.
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Evaluating Your Client
It is extremely important to know who your client is and what kind of business he or she
runs before agreeing to accept an assignment.
You should know the answers to these questions:-
Does the client have a realistic budget and programme?
Is sufficient funding available? What is the source of the funding?
to be the owner and user, or is the project being developed
Is your client going
for speculative resale? Are the end-user's requirementsknown?
Will the contractor be selected on qualifications or on price alone?
Does the client understand the construction business?
Does the client have the ability to managethe project?
Will you be working with people who have the authority to make the decisions
you need?
What is the client's experiencewith this type of project?
Does the client have a history of claims and litigation?
What is the client's reputation for integrity and honesty?
How did the client get your name? Why were you selected by the client?
Is the client willing to adopt mediation or other dispute resolution techniques?
Is the client willing to institute partnering on the project?
Is communicationwith the client clear and direct?
Is the client's personalitycompatible with yours?
Has the client shopped around for a low fee? Does the fee allow you to provide
services that are sufficient to protectyour professional integrity and do a reputable job?
Does the client have a reputationfor slow paymentor nonpayment of fees?
Is a good contractual relationshippossible with the client, or is theclient rigid and
uncompromising?
Are the client's program and quality expectations achievable?Are they achiev-
able within the agreed-upon budget estimates?
Your relationship with your client has a great deal of influenceon the likelihood of a lawsuit.
It may be impossible to have a good relationship if you have fundamental disagree-
ments with your client about the way business should be conducted. Determiningthis
before the project begins may save you a lot of trouble. If you sense your client does
not measureup on the important issues, do not become involved.
A Matter of Money
An astonishing number of claims against design professionalscan be traced, at least in

part, to the fact that the owner did not ensure that sufficient funds were made available
to do the necessary work. You would think that this problem should concern only the
owner, the contractor and their respective financial institutions, and not you, the design
professional. Not so. When the inevitable unanticipated costs and extras arise, you will
find yourself vulnerable to a desperate owner or contractor who, midway through
construction of the project, is looking for scapegoats and money from any available
source — includingyour pocket or your insurer's.
For example, consider the owners who have committed all their resources to a large project.
Midway through construction, the owners discoverthat the cash flow demands are moun-
ting beyond their capacity. The slightest delay or unanticipated expense magnifies the pro-
blem. In a desperate attempt to keeptheir heads above waterand fend off impending fore-
closure, they adopt a typical tactic. Payments to the contractor and you, the design profes-
sional, are slowed or stopped, and the blame is placed on you. The contractor has a better
bargaining position than you do, because the owners need the contractor to finish the job.
You, however, have rendered mostof your services, and are just waiting to be paid, very
likely including payment for your additional services.
The slightest ambiguity in the contractdocumentsis made to order for a claim against a design
professional. The all-too-common reaction of over-stretched owners is to refuse to payyou,

claiming faulty performance of your duties. The scenario goes something like this. As you
press for payment, the finger pointing begins. You claim breach of contract and sue for
collection. Theownerscountersue or may even have initiated a preemptory claim against you
to discourage your collection efforts. In either case, they say that the cost of extras and the
resulting delays are due solely to your negligence in not providing sufficiently clear drawings
and specifications, in delays and errors in shop drawing review, and in whatever other
reasons a fertile imagination can invent.
Thefact thatthe owner'sclaim is eventuallyfound to be withoutmerit is oflittle consolation when
you considerthe not-so-hidden costs of having to defend yourself. These hard dollarcosts,
such as your insurance deductible, your time and that of your staff in defending against the
claim, and possible loss of revenue due to bad publicity, as well as the months and years of
resulting stress, cantake a terrible toll on you and your firm.
Therefore, routinely check the financial capability of each client for every project before you
agree to commit your services. After all, you are about to invest your operating expenditure
up front in the expectation that you will be fully and promptlypaid for these services. You
should not have to wait weeks or months to discover the client cannot payyou. On a project
with a public owner, make sure that the project has been authorized and that enough money
has been appropriated or otherwise set aside to complete the project.
Youshould also explainto every clientthat unexpectedneeds will arise dunng the projectand that the
client must maintain an adequatecontingencyfund throughoutthe course ofconstructionto meet
these needs. Youare entitled to seesome assurancesthat the client has budgeted forthis contin-
gency or otherwise has the necessaryfunds available, suchas acommitmentfrom lenders.
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Checking a ProspectiveClient's Financial Condition
There are five basic tools you can use to evaluate a potential client's financial condition.
All of these steps should be taken after securing your client's permission in writing:
Review of the client's financial statements
Review of the client's credit history
Informationfrom the client's bank
Review of public records
Discussionswith other design professionalswho have worked for the client
A review of the financial statements will indicate the client's liquidity, assets and debts.
Don't be shy about asking for such statements.Clients often ask you for this informa-
tion; you are entitled to the same privilege. You should ask to see current statements
as well as from previous years. Your firm's chief financial officer or your outside
accountant can assist in analyzing these statements.
Credit rating agencies or credit bureaus gather and disseminate information about the
credit worthiness of individualsand businesses.You may subscribe to the services of
these credit organizationsand order their reports.
Credit reports typically give, among other data, the following information on all credit
transactions:
Date of last payment
Highest credit given
Current balance owed
Times past due by category (30-45 days past due, for instance, or 45-60 days
past due)
A bank will generally confirm that an individual or company has an account; but will not
indicate the specific balance. It may indicate when the account was opened.
Public records contain transactions involving real estate. They also contain attachments
on real estate, such as liens, mortgages and judgments. Does your client have a his-
tory of projects that were liened by contractors or other design professionals? If so,
consider that client risky. Does the project have a list of mortgages in excess of the
value of the land or, worse still, in excess of the completed project? If so, you proba-
bly won't want that client.
Perhapsthe best way to get a sense of how a potential client views financial obligations
is by talking to other design professionalswho have worked with him or her. Ask your
client for the names of design firms used in the past, then contact these firms to ask if
paymentwas prompt. If there were problems,try to learn what happened.This will help
you decide whether it is worth investing your valuabletime in the client.
If you decide to proceed with the client, you are entitled to adequate contractual terms
regarding billing and payment of your fees, no matter how credit-worthy he or she
appearsto be. You need the contractualright to suspend your services and to withhold
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your plans unless you are paid. Your contract must contain clear provisions regarding
your remediesif you are not paid on time. Interest, the right to lawyer's fees, lien rights
if available, termination — all of these measurescan put teeth into your contract and help
you collect your fees.
Your Professional Fees

You are entitled to a fair fee for your professional services. When a prospective client
attempts to induce you to work for a fee you consider inadequate, you should be pre-
pared to refuse the project. Before you do, though, investigatewhether the prospect's
attitude concerning your fee comes from insufficient information. Educate your client by
advising that a reduction in professional fees may actually result in a higher cost of
construction or operations or in the assumptionof great risk by the client.
If you approach the discussion of your fees in a straightforwardand professional manner,
you can often obtain the work you want without sacrificing your interests or increasing
your exposure to liability. Some clients can be naive. They may appreciate such a
professional inquiry.
Even if a client is informed,
just by addressingthese issues you show that you understand
both the client's and your risks in the project and that you care about the project's
success.
Manysuccessfuldesign firms steadfastlyrefuse to negotiatefees. Instead, when faced with

a client who wants them to lower fees, they turn to their scope of services and ask the
clientto choose which servicehe or she wants to omit. Without increasing their risk, the
design firms are sometimes ableto reduce or delete a particularservice or portion of the
project. If the client tries to reduce the scope of services and relatedfees to a level that
is insufficient to do the job properly, these firms have the professional discipline to
decline the project.
Here, again, careful project selection comes into play. Learn to consciously analyzethe
risks on a prospective project and to balance them against the rewardyou stand to
gain. If the risks are substantial, the rewards must be, too. Recognize that the risk
of a dispute is not the only risk you face. There is also the risk of increased
insurance premiums because you are taking on a high-risk project or because a
claim will have resulted from that project. In an extreme situation, you may even be
risking your future insurability!
Price OnlySelection
The design professionaloften encounters two types of bid situations. In the first, fee is the
sole criterion used by the client in selecting a design professional. It may become
obvious when you receive a set of requirementsand a requestfor a written bid or when
the client says he or she intends to hold a price-only negotiation.
The connection between price-only competition for design services and professional
liability claims is clear. Projects awarded to design firms on the basis of the lowest bid
are often subject to costly claims. The scope of design services for such projects may
be pared down to below the normal standards of professionalcare, with inadequateor
nonexistent construction phase services.
In a typical price-only scenario, prospective clients wish to retain your firm to perform
design services. During discussions, the clients carefully emphasize such considera-
tions as the prestige of the project, the public relations value of having one's name
associated with such a project and the likelihood of additional, more profitable work in
thefuture if all goes well. The prospective clients then tell you that you are notthe first
firm with whom they have worked, and that there has been dissatisfaction with past
services performed by one of your competitors. You are told that the clients would be
willing to consider retainingyou, provided your fee is "reasonable". They point out the
relative simplicity of the design proposed for the particular project, implying that
nominal effort would be needed to perform the services.
The clients then go on to say, "One of your competitorswhodid our work previously char-
ged us x percent of the actual construction costs for their work even though the pro-
jects were not complicated. If you will agree to design the building for half that price,
we have six more buildings coming up in other cities which will need to be designed."
When faced with this type of bid situation, try to change your potential client's way of
thinking by pointing outthe misplaced emphasison low-cost design. Explain that if the
client is willing to pay for better qualitythrough more comprehensiveservices, you may
be able to reduce the life-cyclecosts of the project, thereby saving him or her a great
deal of money in the long run.
In the second type of situation, the client tells you that your fee is being evaluated,along
with other criteria such as expertise, referencesand qualifications. In thissituation, you
need to decide the minimum amount for which the project can be competently
completed, using your best estimatingand prior project cost experience,while allowing
for contingencies that may increase that cost both in professional services and
construction. You must then sell that figure, as part of a complete package of design
experienceand skill, to the client.
Qualifications Based Selection

The method of procurement for design services that makes the most sense is qualifica-
tions based selection. This is the traditional method by which a client identifies and
selects the design professional who is best qualified for a project. The client and
professionalthen discuss theproject and develop a brief. The design professional'sfee
is determined by that brief. This method recognizes the fact that designing is a highly
subjective and creative process, and encourages design excellenceand innovation. It
also enhances communicationbetween the design professional and the client. This is
in everyone's best interest, designer and owner alike. Alternative selection methods
usually mean a unilaterally developed scope of services, either by the client or the
design professional. If a brief is not developed jointly, there is a risk that each party
will proceed under differing assumptions and expectations. A client and design pro-
fessional working at cross purposes or with differing expectationsis a claim just wai-
ting to happen.
Instead, help your clients understand that qualifications based selection will, in the long run,
save money and lower everyone's risk, especially theirs. For the same reasons, you
should practice what you preach and use the same criteria for selecting your sub-
consultants. The U.S. Army Corps of Engineers and the General Services
Administration,were instrumental in pushing the Brooks Bill through Congress in 1972,
mandating qualifications based selection in design service procurement by all federal
agencies.Since then, most US states have enacted similar legislation that requiresqua-
lifications based selection in state agency contracts with design professionals.
Qualifications based selection is strongly advocated by FIDIC and its member
Associations. FIDIC has just issued it's own QBS document.
You may be tempted to work for a fee lower than you feel is appropriate, reduce the scope
of your services or participate in a bidding situation. If so, stop for a momentand weigh
the expected benefits and "promises" of future rewards against your liability exposure
— your risk. The future of your practice could well rest on this decision.
Your Firm's Capabilities
Some firms submit proposals for specialized projects despite the fact that no principal or
employee within the firm has the necessary knowledge or experience for such a
project. This often leads to a frantic search for qualified personnel if the firm is
awarded the project, or the temptation to try to muddle through somehow,turn out the
best design possible under the circumstances and hope. Consider, for example, the
firm trying to move into larger work and finally succeeds in landing its first high-rise
building services project. The firm immediately begins the design, assuming it has
enough knowledge to deal with the special demands of a high-rise structure. The
professional liability risks created by working beyond capabilities can be immense.
No doubt this would not happen in your office. The example, however, shows a weakness
of some professionals:the inability or unwillingness to recognize their own limits and
their firm's true capabilities.
Take the time to review your firm's capabilities. Are there sufficient personnel with
appropriate expertise for your normal workload? Are back-up personnel available if a
highly skilled person or someone with unique experience were to leave your firm?
Evaluate the quality and number of substitutes available should a key player become
unavailable. Before accepting new projects, review your personnel and check their
academic and professional experience.Never commit yourself to an obligation you are
unable to fulfill. Remember, too, that even if you have the personnel, they may be fully
committed to other projects. Which of those projects will you deprive to staff the new
assignment?Can you justify these decisions to your existing clients?
A related area of concern is the misrepresentation of professional capabilities. Some
design professional firms overstate their qualifications in advertisements, directories,
brochures and proposals. These firms often use extremewords and phrases, such as
best, most qualified or expert to describe their practice. At the very least, injudicious
wording can set the stage for unrealistic client expectations.
Other firms inadvertently misstate their firm's capabilities. Your firm's qualifications, for
example, may be listed in a brochure that is out of date, and apply to personnel who
areno longer with thefirm. However innocent, this might be considered misrepresen-
tation. Some countries have laws under which this kind of fraudulentmisrepresentation
can be prosecuted in court.
Prudent firms keep their statements of qualifications up-to-date. Brochure formats that
permit the removalof obsolete data and the insertion of current data will give you the
flexibility you need to avoid misleading statements.
Ask yourself, "If there were a lawsuit involving claims of professional negligence, have I
made any statement in a brochure, proposal or presentation that would overstate or
misleadanyone about our present capabilities?"
If you are sued, your performancewill be judged by the professionalstandard of care; that
is, did you measure up to the level of skill, care and judgment normally exercised by
other professionals in the community practicing the same discipline under similar
circumstances? If you have any doubt about your current ability to perform the services
you are proposing in a competent and professional manner, you would be far better off
refusing the assignment.
Your Professional Services Agreement
Oral agreements are a thing of the past — or they should be. It is rare today to find a
construction project free from controversy. In the event of a dispute, you must be able
to establish your rights and obligations. This will be much easier if your part of the
bargain is set out in carefully defined terms that do not rely upon the faded or biased
memories of the parties involved. Although this point may seem obvious, amazingly,
some design professionalsstill provide services on the basis of a handshake.
The need to establish your rights in the event of a dispute is not the only reason to put
your agreementsin writing. Negotiating a written contract gives you and your clients a
chance for careful consideration of such issues as the allocation of risk, the duties of
each party and a detailed scope of services. In the negotiation process, your clients
may discover that their understandingof the extent of the agreement is quite different
from yours. This provides the opportunity for further discussion and clarification until
you can both agree on the terms and conditions. Without a written agreement, defining
your scope of work may eventually be left in the hands of a court and you may
discover that the court thinks you agreed to do much more than you ever intended!
A one-sided contract, however, can be as bad or worse than no contract at all. A contract
that is written by a client's over-zealous lawyer may be so onerous that it places you
under an unreasonable burden of performanceand obligates you to assume most or
all of your client's risk on the project. Exhibit 3 sets out some basic points which you
should keep in mind.
Agreements for professional services come in all shapes and sizes. Many design profes-
sionals prefer to use the standard contract forms developed by their professionalorga-
nizations. These forms are excellent starting points, but as these organizations point
out the documents will need to be adapted to your situation. You should review the
circumstances of each potential project and then strengthen or supplementthe stan-
dard forms as necessary. Be careful, though. The standard contract forms have been
carefully developed and are coordinated with other documents (the General
Conditions and subcontracts, for instance). If you plan to amend the standard forms in
any way, be sure to use the services of a knowledgeableadviser.
Many firms have developedtheir own standardcontracts. This is an excellent idea. It is far
better to have your own well-worded, reasonably protective agreement on tap for a
potential client than to wait for the client to offer his or her favourite form. Generally
speaking, the party who gets its contract on the table first — or whose draft contract
is the basis for negotiation— is the party who will get more of its desired language in
the final document. Again, in developing or customizingan agreement, review the lan-
guage with a lawyerand make any necessaryamendmentsto fit your particular project.
Clients will often ask that you use their agreements.These may run the gamut from rela-
tively benign preprinted professional service agreements to more onerous standard
purchase order forms or even a modified general construction contract. In reviewing
these documents,you must be particularlywary of aftempts to transfer the client's risk
to you. Talk to your lawyer and try to modify as much of the more onerous provisions
as possible. Remember, your client may not really intend that you take on all of his or
her risk and may be willing to modify the language so that it is more equitable. On the
other hand, if he or she does intend that you shoulder all or most of the liability, is this
really a client you want?
When reviewing a contract drafted by a client, you may discover that your own duties and
obligations are quite extensiveand set out in great detail, but those of the client are
quite limited or ambiguous.Be concerned, but don't panic. Most contracts are, in fact,
somewhat one-sided when first drafted and will require modifications in order to be
acceptable to both parties. It is natural and expected that both parties will make
changes, perhaps several times, before the agreement is finalized. Therefore, it is
importantto take the time to review a proposed contract with care.
Your lawyer's advice is extremely important.An experiencedlawyerwho is knowledgeable
about construction law is a valuable advisor. With your assistance, he or she can
suggest modifications that may protect your interests and will be acceptable to your
client. This preventive legal review has paid for itself time and time again. The more
familiar your lawyers are with your practice and your prospective contractual commit-
ments, the more effective they can be in steering you through the dangerouswaters of
liability.
Don't overlook the contract review assistanceyour professional liability insurer or broker
can offer. Often, they are well-versed in contract reviewand are willing to help you spot
and modify those provisions that could expand your liability or be difficult to insure.
Your Scope of Services

One of the best ways to avoid misunderstandingsabout a project is to make sure both
you and your client have a clear picture of the other's expectationsand assumptions.
A client who agrees up-front on which services you will and will not provide is a client
who is less likely to be confused about your responsibilitiesshould a problem develop
later.
Work with your client to develop a well-defined scope of services that clearly sets forth
those services you will perform as part of your basic services, those services you can
perform as an additionalservice, those services you will not provide and those services
your client understands must be provided but by someone else. This last point is very
important. You can be liable for failing to perform a service, even though you were not
hired to do it, if you should have informed your client of the need to have the service
provided by someone else. Talkto your client about services he or she has decided to
exclude and come to a definitive agreement on who will provide them. Besides being
good loss prevention, this discussion often gives you the opportunity to outline other
services you offer of which your client may be unaware.
You should keep in mindthat it is risky to take anytype of assignment that reducesthe scope
of services below that which is normal and usual for your profession. For example,
agreeingto perform design without the construction phase services may be unwise. To
do so denies you the opportunityto clarify minor errors or ambiguitiesin your plans and
specificationsor to answer questionsthat will, inevitably, arise in thefield during construc-
tion. What is more, a court may decide that, although you did not contract to provide
constructionobservationservices, a reasonably prudent design professional would have.
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To help you think about all the possible services for a particular type of project, it is a
good idea to use a scope of services checklist. You could use the checklist for a
structural engineer shown at Exhibit 4 as a basis for developing your own. Your
chart should be specific to the services that are normal and customary in your
disciplineand for the type of projectsyou perform. Such a checklistcan be used as
a planning device to ensure that all possible services are considered, which could
then be a guide in estimating your proposed services. The same checklist or a
derivative thereof could then become a part of your proposal to your client. Bear in
mind that if the checklist becomes a part of your proposal, it may likewise become
part of your contractby reference or incorporation.
It is also an excellent idea to list those services that are not included, such as for
example soils engineering, surveying, hazardous waste removal., providing record
drawings or detailed cost estimates.
Onerous C'auses
Beset by runaway construction costs, poor results and frequent claims, owners, too,
have sought to defend themselves. Unfortunately, they have sometimes overcom—
pensated by adding onerous clauses to their contracts, often in the form of one-
sided indemnities, warranties or liquidated damages provisions. While at one time
these defensive provisions were limited to contracts between the owner and the
contractor, increasingly they are finding their way into contracts between the owner
and the professional.
What should you do if your clients stand firm on a contract that contains one or more
of these undesirable provisions? First, find out if your clients truly intend to have
you assume unreasonable liability. If they do, then you must stand firm, too. Explain
that what is being asked of you is beyond the scope of your responsibility and is
not insurable. Frequently your insurance coverage is not broad enough to protect
you against the liability you are being asked to assume in an unreasonable contract
clause and, therefore, you or your firm are at risk if you agree to the client's
provisions. This should be of concernto you and your client. If your client persists
in being unreasonable and refuses to delete or change language that would place
you in an untenable position, then you must wa/k away from the project.
Bear in mind that a clause can be made unacceptable by the addition of a single
word. Chapter Two explained how some words used in an agreement can expose
you to far more liability than you intended to accept. Words such as any, a/I and
every, or inspect and supervise can be as hazardous as the most one-sided
indemnity.
The following examples illustrate a few of the more onerous clauses you may
encounter in client-proffered contracts. The list is by no means comprehensive.
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Indemnities
Look carefully at any contractyour clients askyou to sign. Often, this documentwill contain
the words save harmless, holdharmless or indemnifysomewherein the provisions. Make
no mistake, if clients ask you for an indemnity, they are probably asking you to assume
someoftheir liability — to shift their risks to you. In fact, it is likely that you are beingasked
to take on more liability than required by law or custom and consequently may not be
covered by your professional liability insurance.
In particular, watch outfor indemnities that would have you:-
Indemnilythe client forthe client's own negligenceor that ofthe contractor or subcontractor
Indemnify the client totally for claims caused only in part by you
Indemnify the client against allegations, demands,suits or claims of your negligence
Defend the client i.e., to provide a lawyerfor the client's defense
Indemnify other inappropriateparties, such as a client's agents, contractorsor lawyers
In fact, beware of any provision that asks you to indemnify the client for anything other than
your proven negligent acts, errors or omissions.
When confrontedwith an indemnity, your best course is to eliminate the provision altogether
and explain that the law requiresyou to perlorm in a non-negligent manner anyway. If your
clients insiston some sort of indemnity, try to persuadethem to agreeto a mutual indem-
nity in which each of you indemnifies the other for your own negligent acts. If that is not
possible, you mayhave to unilaterally agreeto indemnify your client, but do so only for that
portion of the damagesthat arises from your negligence.
Most insurance underwriters are extremely cautiousabout the type of indemnity agreements
they will insure. They do not ask you to shirk your legal responsibility, but they are reluc-
tant to insure any assumption of liability that properly belongswith someone else. Before
you agree to any indemnity, review the language with your lawyer and your professional
indemnity insureror broker.
Liquidated Damages
A provision for liquidated damages is a perfect example of an onerous clause that has no
place in a professional services agreement, yetoften appearsin owner-drafted documents.
While common in owner-general contractor agreements, this provision is inappropriate in
professional contracts. Liquidateddamagesare a specified amount agreed upon in ad-
vance to representdamagesto the owner, usually because of delay, when it may be diffi-
cult to computethe actual damages.For instance, if each day's delay is agreed to repre-
sent a loss of $500 to the owner, then a delay of 10 days means that the owner is due
$5,000 in liquidated damages.
Because you cannot control the many unknowns of performing a unique design service
for a particular project, you cannot assume responsibility for delays that may occur,
unlessyou are negligent, If you are proved negligent,you are liable for only theactual,
provable damages caused by your negligence. Get rid of any liquidated damages pro-
vision and, if your client objects, explainthat the clause is not insurable under your pro-
fessional liability insuranceand is inappropriatefor your type of contract.
Certifications,Guarantees and Warranties

Some owners try to include certifications, guarantees and warranties in their
contracts. All three of these terms are a type of promise — you are promising your
client that a certain result has been reached, a standard has been met or a
statement or condition is true, correct or perfect. These provisions were originally
intended to address dissatisfaction with constructionor manufacturing workman-
ship, but they are now creeping into professional service contracts. A warranty
may be fine for a television set, but not for your services.
A clause like this can create serious professional liability insurance problems. You
are hired because of your professional knowledge and skills, and the skill level at
which you should perform is governed by the ordinary standard of care of your
profession. Under that standard, you are not expected to be perfect and you do
not have to guarantee your work or the work of others. If you certify or warrant
your services, you are promising perfection and you assume a level of respon-
sibility far beyond the normal standard of care and that is not insurable, If you
guarantee someone else's work, you are assuming that person's liability as well,
another uninsurable action.
You may have encountered a clause like this one:
At the completion of the project, the Design Professionalwill certify that all of the
work has been performed in strict accordance with the Design Professional's
plans and specifications.
If you agree to the above clause, you are really promising your client that you will
make certain that the contractor has completed every bit of his or her work
according to your design. Unless you have someone standing next to every
worker every single day observing every aspect of the work, you cannot possibly
know such a thing, let alone guarantee it to your client.
Delete any clause that requires you to certify, guarantee or warrant anything you
cannot knowfor certain and explain to your client that such language is uninsurable.
Convincing Your Client

What if otherwise good clients want you to provide a warranty,certify your work or indem-
nify them? Each situation will, of course, have to be treated individually. Personalities
play an important part. Nonetheless,a good client should be willing to listen, and will
usually accede to your wishes if you explain in logical terms why you cannot extend
your liability.
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This delicate subject was successfully handled by one firm with a letter:
We notice that this purchase order form has been specifically designed for the purchase of
materials and equipment, and that some of the terminology is not normally contained in an
Architect/Engineer agreement. We make particular reference to Paragraph 6, which suggests

a warranty that the services provided by us will be free of design defects. We are, of course,
prepared to state that our design and specifications will be prepared in accordance with
generally accepted architectural practices. A statement that they would be free of design
defects is unrealistic.
We have similar reservations about Paragraph9, which deals with indemnification.We believe
it may be appropriate to provide an indemnification clause for the areas in which we are
immediatelyconcerned, relative to negligent acts, errors or omissions on our part. However, in
the broadest sense in which Paragraph 9 could be interpreted, it would be, for example, an
indemnificationagainst elements such as breach of contract or certain intentional torts. We do
not believe it is your intent to include such considerations.
Another firm in thesame situation obtainedthe desired effect by thefollowing letter, which
proposed a trade-off:
We note that your contract of hire contains a hold harmless and indemnityclause. We feelthis
should be omitted, for several reasons.
Our services require that our people be on your construction site, where we have no
control over safety.
We will be subjected to operations in connection with the contractors you have hired, who are
answerable only to you as to the safety of the job site.
Further,we will be exposed to lawsuits by the contractor's workers if they are injured, in their
mistakenbelief that we have some voice in job site safety.
For these reasons, it seems more proper for you to hold us harmless and indemnifyus while
we are performingservices on your behalf.We recognize that suchan idea might not be in kee-
pingwith your "standard form of agreement" so we will not insist upon this, but we must request
that you, at least, delete the hold harmlessand indemnityclause from the contract.
This letter made a lot of sense to the client, with whom, incidentally, the design profes-
sional had excellent rapport. The better you have educated your client, the easier this
kind of agreement is to achieve.
On the other hand, if your client is not willing to negotiate and modify these troublesome
clauses, you need to consider if you really want to work with this type of client.
A Limitation of Liability Clause

Limitation of liability offers one of the most effective ways for you to control your profes-
sional liability risk, by allocating that risk properly between you and your client.
Who should be responsible for how much risk on a project? This is always a difficult
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question. Historically, risk has not been assigned equitably in the construction
environment. Design professionals bear far more of the risk than their participation in
a project warrants.
Limitation of liability is a contractual way of allocating risk in proportion to the design
professional's participation in the project. The design firm says, in effect, "We will
provide you with our services at a stated fee, providing you agree we will not be liable
for an unlimited amount of money." In other words, the design firm and the client can
work together to set some reasonable limit based on the amount of risk the designer
is willing to retain. Often that limit is set at an amount proportional to the design pro-
fessional's fee or some other equitable amount.
The intent is not avoidance of responsibility. Design professionals take pride in the
quality of their work. They expect to accept a reasonable level of responsibility for
whatever project they undertake. Limitationof liability allows for the acceptance of res-
ponsibility but limits that responsibility to a monetary amount and for a given period
agreed to by the design professional and the client.
Some owners resist the idea of limitation of liability, but many design professionals are
now routinely obtaining client acceptance of such clauses. They are educating their
clients about risk allocation. They are explaining that design professionals are often
brought into costly suits even if they are not at fault. They are demonstratingto their
clients that it is unreasonable for clients to ask professionalsto assume unlimitedrisk.
Most of all, they are simply asking for limitation of liability clauses in every single
contract they sign.
You and your lawyershould work together to come up with a limitation of liability provision
that is suitable for your project and jurisdiction. You will need to make clear in the
clause that you and your client reachedagreementon it, and that the monetaryamount
was negotiated.
Even though you may not obtain limitation of liability in everyone of your contracts. In time,
if you put forth the effort to educate your clients, you will succeed with many of them.
Opinions of Probable Cost
When you presenta design for a project to a client, invariably the first thing he or she asks
is, "How much is it going to cost?" The momentyou give a figure, you create the poten-
tial for a claim. Most clients do not know the difference between a contractor's tender
sum and a design professional's cost estimate. Many fail to appreciate that your
opinion of the costs is nota guaranteeof a final project cost. They may not understand
that the many factors affecting construction costs are beyond your control, making it
impossiblefor you to do anything other than render a professional opinion. This misun-
derstanding often gives rise to disputes. If you give your clients an estimate that is off
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by more than a few percentage points, and your clients mistakenlythink your estimate
was carved in stone, they may claim that critical decisions on financing, timing or
feasibility were based on your figures.
Still, clients must have some idea about costs in orderto set their budgets. What can you
do to fulfill this need and yet comply responsibly? The best advice is to suggest that if
your clients want a highly accurate, reliable estimate, they should hire a professional
cost estimator. If you explain the liability issues involved, your clients should under-
stand. If they demur, you could, of course, hire an estimator yourself, although you
would still have risk because theestimator would be a subconsultantfor whom you are
responsible.The cost of hiring an estimator is an issue you and your client would have
to work out.
If you must provide the costestimate,your figures should be conservativeand as thorough
as possible. Apply the same care and skill to the preparation of your cost figures that
you devote to preparing your designs and specifications.
Design professionalsare often unduly optimisticwhen they give cost estimates. In fact, the
frequency of cost estimate problems has been so high and the impact on professional
liability claims so significant that some insurers exclude such claims. If you provide
estimates, make certain you are insured for this type of claim.
One way to improve the quality of your estimates is to have someone in your firm other
than the person preparing thedesign develop theestimates.Some firms havea second
person merely check the designer's computations. This is notas reliable, because the
checker typically does not share the designer's sense of responsibility since it isn't his
or her ownwork. Otherfirms hold meetings to discuss cost estimates.The person who
computes the figures must explain the reasoning behind the numbers to senior
members of the firm. This putsadded pressurefor accuracy on the estimator and adds
importance to the function. It also requires thefirm's managerto be directly involved in
the estimating process.
In a small firm if it is impossibleto hold conferences or have different individualscompute
the costestimates,the best course is the second-lookapproach. We have all heard the
adage, "Better sleep on it." A second look after a day or two, even by the same person,
is a valuableprofessionalliability loss preventiontechnique.
Regardlessof your past success in predicting costs, the next time you are asked to make
a cost estimate,carefully review its purpose with your client. Take extraordinarycare to
explainwhat these figures represent— a very general and approximateopinion of cost,
which the client can consider, along with other information, to arrive at a preliminary
budget for the project. Tell your client what the cost estimate is not intended to be. It
is not a guaranteed maximum figure. The terminologyyou use is also important— not
only in your contracts, but also in your correspondence, memos and the forms you use
to give your figures. To avoid misunderstandings, you maywant to use theterm opinion
of probable construction cost, which more accurately describes the intent of those
figures. Don't forget to include a contingency factor in your opinion of probable cost to
deal with the unexpectedrequirementsthat inevitably arise. Think twice about working
with an owner who refuses to include a contingencyfund — he or she may cause big
trouble when extras or overrunsoccur.
Promising Delivery of Your Plans and Specifications
After asking about cost, the second question a client typically asks is, "When will your
documentationbe ready?" Each time you agree by contract to deliver the documents
on a specific date, you run the risk of being held responsiblefor costly delays that may
result from changes or unavoidable difficulties. Clients frequently make claims against
design professionals alleging breach of contract for failure to complete plans and
specificationsin the agreed upon time. Indeed, agreeingto a specific programme may
be one of your most perilous professionalacts.
It is almost impossible to tell at the outset of a project just how long you will need to
complete your services. Clients do nottell their dentist how long she should take to fill
a tooth, nor do they tell their accountant how long he has to complete an audit. The
work of a professionaldoes not lend itself to precise time schedules or firm completion
dates. Unanticipatedsituationsinvariablyarise, many of which are beyondyour control,
often due to the client or other membersof the project team. If possible, it is best not
to agree in your contract to a specific programme. If a completion date is required,
however, be certain any timeline is reasonableand has an adequatesafety margin built
in. Furthermore, do not accept responsibility for delivery on a specific date without
providing for excusable delays and provisions for extensions of the deadline. Your
contract should include a clause excusing you from damages caused by delays in
performancethat arise out of events beyond your reasonablecontrol.
Remember, however, that even with this provision, you still face the possibility of delay
claims caused by factors that are within your control.
Many professionals tend to underestimatetime requirements. You may be tempted to
shorten your schedule to try to accommodate your client's needs, hoping every
possible break will come your way. Even if it means risking the loss of the project, you
are better off refusing to commit to a too tight schedule than to wind up in a lawsuit
because you failed to make timely delivery.
Working feverishly "aroundthe clock" to meet a deadline can reduce theefficiency of your
most competent employees to the point where errors creep into the drawings and
specifications. Consider, for example, the design professional faced with a deadline
that is virtually impossible to meet. Reacting to extreme pressure from the client, he
issues incomplete drawings and specifications with the notation that changes will
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follow. He then makes a desperate attempt to complete the design and communicate
new informationto the contractors before thetenders are due, butthe addendaare not
transmitted in time for the contractors to assembleaccurate figures. In order to cover
the cost of contemplated additional work that might be required when the ambiguous
documents are clarified, the tenderers quote substantially higher figures than they
would otherwise have done. In an even more likely development, the successful
contractor makes expensive claims to correct the omissions and ambiguities that
occurred because the design professional did not allow sufficient time to carefully
check the drawings and specifications. In either case, the owner discovers that the
budget is exceeded.The result is a claim against the design professionalfor delays or
cost overruns, or both.
As with cost estimates, having someone other than the project's designer develop
projections of the time needed for project delivery can control the tendency to over-
promise. Although the designer understandablyfeels in the best position to know the
nuances and ramificationsof the design and the time necessary to produce it, he or
she should understand that when an uninvolved design professional prepares the
programme, this will often generate an independent and realistic opinion.
It is easier to follow a realistic programme than an overly optimistic one. Exceeding a
programme from time to time is normal. But failing to complete a significant proportion
of your projects on time should alert you to the fact that you are being consistently
unrealistic. Before you agree to a programme that is too tight, study the risks involved.
By accepting only those projects where there is sufficient time to do a good profes-
sional job, you reduce your exposure to professional liability claims. Here, again, your
clients must be educated to understandthat good plans and well-written specifications
do not happen in a day.
Remember, too, that when you agree to a tight or unreasonable programme, you are
committing your subconsultants to the same timetable and that can be treacherous.
Quality work takes time, and there must be allowances for unforeseen events arising
during a project that can hold up progress and wreak havoc with the best of
programmes.
Collecting Your Fees
Design professionalsoften have difficulty obtaining prompt paymentfor their services. The
problem is so common that the averagefirm carries its receivables for two months or
more. Add in another fifteen to thirty days' lag time between payroll and billing, and a
firm's cashflow is easily stretched to thelimit. Collectingyour fees is a processthat requires
a delicate balance of resolve and tact. If you press too hard for payment, you may lose a
client; if you are not diligent, the client may continue to delay payment.
A substantial number of professional liability claims result from design professionals' aftempts
to collecttheir fees. When pressing a clientfor payment, many architectsand engineers get
their answer in the form of a threat or lawsuit alleging errorsor omissions in designservices.
The practicing professional, with a reputation at stake, is particularly vulnerable to a client who
chooses this all-too-common business tactic. It is a frustrating situation, but there are
measures you can take to forestall the problem. It means, however, that you must be
tenacious and thorough in handling the billing and payment side of your business.
As always, your best route is prevention. Earlier in this chapter, we discussed how important it
is to choose clients who have a history of paying their bills on time. If you check the credit
and payment histories of prospective clients, you can spare yourself a lot of problemslater
on. You still need to make certain your contracts are very clear on the details of how and
when you will be paidand what your rightsare in the event of nonpayment. What's more, if
your agreement has a provision stating that the prevailing party in a lawsuit is entitled to
recoup his or her legal expenses from the loser a client may think twice about threatening
litigation as a way of delaying payment. Your contract should also contain provisions that
allowyou to suspend or terminate your services in the event of nonpayment. Finally, if you
have any questions about a prospective client's financial well-being, consider requiring a
retainer up-front.
Mail your monthly invoices promptly. Some firms bill even more frequently. In addition, you
should police the aging of your accounts receivable. A long-delayed payment is a red flag
— do not ignore it. It is important to follow up quickly to determine why
payments are not
beingmade and to resolve theproblem before the project is complete, preferably beforeyou
release your plans. If payments are still not forthcoming, invokeyour Suspension of Services
or Terminationcontractprovisions.
As soon as a project has been completed, when the client's senseof satisfaction and accom-
plishment is highest, send a final bill and follow up to obtain payment as quicklyas possible.
You mightwant to offer a prompt payment discount.
Suhconsultants
Even though multiple prime projects, in which project owners contract directly with other
consultants, are more prevalent now, it is still common to see the more traditional method of
contracting, in which the prime consultant subcontractswith numerous subconsultants.
it is not unusual for a single large project to involve ten or more subconsultants.
Today,
Whetheryour project requires the services of two or twenty subconsultants, these relation-
ships require special attention.
Select your subconsultants as carefully as you select your clients. Choose your subcon-
sultants on the basis of their qualifications, just as you expect your clients to use
qualifications based selection to choose you.
Meet with your subconsultants to get a sense of your similarities and differences. Are your
standardsof integrityand honesty the same? Are your working styles compatible?Is your
design judgment similar? Find out about the subconsultant's staff. Has the project been
delegatedto senior designers or to inexperienced personnel?
It makes sense to includesubconsultants in early project discussions. lithe subconsultants
understand the client's expectations as well as the budgetary and programming parame-
ters, they can provide vital assistance and a unique perspective during the proposaland
design phases.
All projects should have written subcontracts. Asurprising number of subconsultants still provide
services on the basis of a handshake, at least until theyare involved in their first claim.
Whether you are the prime consultant or a subconsultant, you should select with extreme
care the firms with whom you will be working.
When you arethe prime consultant, considerthe following:

Does the subconsultanthave a proven track record with this type of project? Are
adequatepersonnel and facilitiesavailable?

Is the subconsultantfamiliarwith the latesttechnologypertaining to this project?
Does the subconsultant have adequate insurance?Have you received all required
Certificatesof Insurance?
Have you checked the subconsultant'sreferencesand talked to people who have
worked with the subconsultantin the past?
Have you carefully reviewed your contract with the subconsultant? Will the
subconsultant indemnify you for his or her own negligence? Ownership of the
subconsultant's instruments of service (plans and specifications) should be
negotiated and addressedin your agreement. The subconsultant's scope of work
should be consistentwith your agreementwith your client.
Will the subconsultant subcontract anyservices? If so,you may wantto approve those
subcontractors and make certain the subconsultant indemnifies youfor thoseservices.
When you are a subconsultant, considerthese points:

Is the prime consultant qualified for this project? Check to see if the prime
consultant has perlormed similar services to the proposed project.
Who is the client? Is there adequate funding? What are the client's financial
qualifications?
How early in the project are you being brought in? Will you have theopportunityto
developyour scope of work and budget before they are set?
What is the fee payment schedule? Will the payment of your fees depend on
payment by the client to the prime consultant? If so, how soon after the prime
consultant is paid will you be paid? If not, howsoon will you be paid?
Is the design programme realistic? Is there adequate time in which to do your work?
Does it allow for a thorough coordination check?
Will you have access to the client to obtain neededinformation?
Is the prime design consultant's proposed contract with the client fair and
reasonable? Does it call for dispute resolution? Does it contain a limitation of
liability clause and are you included? If there is an indemnity from the client, is it
passed down to you? Are any other obligations imposed on you?
How will shop drawingsand submittals be handled?
Will you be allowed to provide construction observation on your portion of the pro-
ject? If not, who will do so and what are their qualifications?
Who will retain ownership of your plans or specifications? How are your designs
protected?
Will this be a "partnered"project? Is a dispute reviewboard in place?
Doesthe prime consultant carry professional liability insurance?How much? What
are the limits? Have the ownerand prime consultantlooked into project insurance?
A good way to take a lot of the uncertaintyout of subconsulting is to foster long-term
relationships with firmswith whom you prefer to work. You both learn howthe other works;
you can readily communicate with each other. You understand the other'sexpectations and
can depend on the quality of each other's services. You can establish ongoing master
contracts which reflect your mutual understanding of the general terms and conditions,
and will require only a serviceorder and scope of work for each new project. When both
the prime and subconsultants know that each can rely on the integrity and professionalism
of the other, they have even more reason to work outany problemsthat arise.
Project Evaluation
The most effective means of improving the quality of your services is to conduct an
ongoing evaluation of performance. It is important to have in place a formalized
procedure to review and evaluate each of your projects upon completion. Project
review meetings can assess client satisfaction, the adequacyof the time schedule and
budget, and the performance of project management, consultants and the project
team. Be sure to assess the client, too, to determine if you want to pursue further
projects with him or her. You should review in detail what problems were encountered
during the course of the project, how effectivelythey were resolved and how similar
problems can be avoided in the future. Many firms have standard project evaluation
forms for this purpose. Exhibit 5 shows such a form.
Of course, the ultimate judges of your performance will be your clients. Asking for their
evaluation is the best way to determine if you have lived up to their expectations. Upon
completion of each project, arrange for a meeting between a principal of your firm and
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the client. (You may or may not want to include the project manager in this discussion;
sometimesthe client will be more candid if the project manager is not present.) Some
firms ask the clientfor a verbal assessment;others believeit is more worthwhile to have
the client fill out an evaluation checklist. In any case, you will want to know if the client
feels you understoodtheproject requirementsand if you communicatedeffectivelywith
him or her. You will want to know if you met the client's expectationson time schedule
and budget. You will want a frank assessment of the quality of your work, your
strengths and your weaknesses. It is importantthat you listen carefullyto the evaluation,
answering questions without becoming defensive and noting any problems that need
correction — with a promise to respond appropriately.
Personnel Management
A firm's greatestassetsare its employees. Above all else, human resources willdetermine the
successor failureof an enterprise. The kind of peopleyouhaveworking for you,their skills,
attitudesand training,and your personnelpoliciescan have a tremendousimpact on your
firm's risk management profile. How surprising, then, that all too often so little planning
goes into selecting,training and retaining the people upon which a firm's reputation and
future depend.
Finding the right peopleisthe product of a strong personnel policy. Such a policydoesn't have
to be complexto be effective. In fact, it should be simple, answering the basic question:
Where is your firm headed and whowill helpyou get there?
Start by thinking about your firm's short-term and long-term goals. What kind of work do you
expect to do, now and in the future? Do you have enough people with the proper expertise
to tackle tasksat hand as well as anticipated work? What standards of service, quality and
ethics do youwant to maintain? Having a clearpictureof the answersto these questions will
guideyou in selecting the right professionals to meet your organizational needs.

Your employees are a large part of your firm's publicimage. Thinkhard about the calibreof the
people you want representingyou to your clients. If you seek high-quality professionals,
and you should, create high standards. If you want imaginative peoplewho can growand
change as your firm grows and changes, create the kind of environment that will satisfy
and nurturethem. Only planning and foresightwill make that happen. Once you determine
what you, as a firm, represent, and the kind of peopleyou need, employee recruitment and
selection will be easier.
Recruitment and Selection

When a clearjob description is in place, you can begin your search for qualified candidates.
Recruitment techniques vary. You can find good peoplethrough advertising, referrals from
your peers, recruiting firms and Universityrecruitmentservices. Manyfirms find that the
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most effective way to identify likely candidates is through referrals from their staff, and
they create incentivesfor such referrals.
Beforeyou interview, make certain you are current on employment laws and regulations. Your
responsibilities as an employer are far-ranging, encompassing wages, equal employment
opportunity, affirmative action, immigration, fair labor standards and other issues. Make
someone in your firm responsible for keeping up-to-date on human resources regulations. If
youdo not havethe expertise in-house,your lawyer or professional association cansteeryou

in the right direction.
Once you have solicited resumés and narrowed down the field of candidates, an interview will
allowyou to ask the questions mere resumés and letters can't answer. During the interview,
you have the opportunity to go beyond technical qualifications and find out about the appli-
cant's interests and motivations. Is he the type of individualwho will work well with the other
members ofyourfirm? Is sheflexible and open to feedback?Can he cope with changes and
the complexities of the job? Is she sincerely interested in your firm and its goals? Is he just
looking for another job or does he want the opportunity to make a substantial contribution to
your firm? Does she have the interpersonal skills necessary to work with your clients and
other members of your team? Evaluateeach candidate on the basis of all the factors you
consider necessary to successfully fill thejob. It is helpful to usea matrix or scoring sheet to
organizeyour questions, especiallywhenyouare interviewingseveralcandidates for a position.

A successful hiring decision is atwoway street: the employee gets a chance to select you, too.
Be certain to explainthe requirements ofthe position youare trying to fill. Be prepared to talk
about whatyour firm hasto offer. Whether it is growth potential, challenging projectsor more
individualityand creativity, pinpoint what makes your firm special and why you are an attracti-
ve employer.Allow candidates to tell youwhatthey're looking for. Willyour organization meet
their needs?
Checkyour candidates' references. You can verify whatyou have learned about the prospective
employee by telephoning former employers and associates. While people are often reluctant
to put negative information on paper, theymaybe willing to tell you about a candidate's com-
petency in a telephone conversation. This is also a good time to confirm some of your initial
impressions. Ask open-ended questions; these individuals may have just the information you
need to make the right decision.
Every hiring decision is a calculated risk. You can never be sure that the screening, interviewing
and selection process will producea successful on-the-job professional. Theoddsare in your
favour, however, if you manage to keep a balanced, objective perspective.
Employee Orientation
Because your firm operates like no other, a new member to your firm, no matter how
experienced,will need some basic orientation to your organization. His or her future
effectiveness can dependon a clear understanding of your firm's policies and procedures.
Explain to your new employee how he or she will fit into your organization. Prepare a
simple company handbook for all your employees that explains the firm's history,
organizationalprocedures, employeebenefits, lines of communicationand otherimpor-
tant details. In addition, you will want to familiarizeyour new employeewith your clients
and their concerns. Pass along any information that will help the newcomer perform
more effectively.
This too, is the time to have new employees review the loss prevention strategies dis-
cussed in this book. In particular, have them review the sections that deal with
professionalism,effective communicationwith clients and their duties in the event of a
conflict or incident. Make certain your employees understand safety procedures and
their job site responsibilities.
Finally, early in new employeesservice, check the quality and competence of their work,
particularly technical work, to ensure that they in fact have the required skills and
knowledge.
Professional Development
No two design professionals, presented with the same complex design problem, will
produce identical solutions.Although both solutions may be workable, carefully drafted
and unambiguous,there may be distinct differences between them from a professional
One of the designs may be far more likely to cause a claim.
liability standpoint.
Obviously,the competenceof the contractor can makea big difference. But, to a great
extent, design judgment, or the lack of it, determines the degree of claims exposure
encountered on a project.
What constitutes good design judgment? It is sometimes defined as the ability to
evaluate alternatives and recommend an optimum solution to a design problem, not
only from an artistic or technical point of view, but from a practical standpoint as well
— constructibility, project cost, operating cost, sustainabilityand maintainability.
How can you help your employees improvetheir design judgment? Solid academictraining
playsa large part in developingsound designjudgment. But so does a wide rangeof on-
the-job experience,particularly when combinedwith in-house education.A veryvaluable
form of in-house education is a mentorship, in which a relatively inexperienced project
staff person is coached by a more experienced design professional in a one-on-one
relationship. Some firms hold in-house meetings in which seasoned veterans relate their
experienceof design problemsor professional liability claimsfor youngerprofessionals in
the firm. Other firms like to conduct regular project evaluations or case studies to illus-
trate what went right and, justas importantly, what went wrong with an assignment. Many
firms offer in-house programsthat include seminars led by senior principals, subconsul-
tants, lawyers, insurers,managementconsultantsor product representatives.
There are also many opportunities for continuing education outside the firm. Those with
weak technical education will need more formalizedhelp, since their lack of skills may
lead to persistent technical errors. Some design professionals pursue advanced or
additional university degrees. Professional societies have also developed numerous
seminars and courses to help their members keep up with new technologies and
business practices. Information from these societies as well as professionaljournals
can be extremely helpful. Establish a systemto make such informationavailable to your
staff. Often, design firms encourage their employees' efforts to enhancetheir skills by
paying for all or part of tuition or seminar fees.
The quest for new technical knowledge should never stop. Because design professionals
are expected to remain reasonablyinformed about the technical developments in their
discipline, on-going educationand the encouragementof high quality design judgment
might be a matter of professional survival.
Employee Motivation
Good firms foster good feelings among their people. The surest way to have a staff
functioning at its best is to create an environment where everyone has the opportunity
to succeed. This means allowing your firm's professionalsto set goals and find their
own ways to achieve them. Nothing motivates like feeling in control of the decision-
making process. Whenever possible, provide your professionals with the autonomy
they need to do their work to the best of their abilities. Challenge them, but provide a
context in which they can safely meet these challenges. Trust the talent, intelligence
and expertise of the people you hire, and you will probably get the results you want.
Even in the most positive environment, individual efforts will vary. What motivates people
to give their best differs from person to person. For many, financialcompensation is not
enough. Most people need recognition, too, in the form of a promotion, praise, peer
recognition or challenging assignments. Some want the chance to contribute to the
communityor to enhancetheir professionalreputation.Some need to work alone; many
want to work on a good team.
In general, a firm that wants to motivate its employeesencourages new ideas, pays a fair
salary with competitive benefits, acknowledges and rewards individual contributions,
encourages employeesto see the "big picture" and provides for professionalgrowth.
It "plays fair" with its employeesand doesn't subject them to the whims of a capricious
management. It works hard to discover the employees' gifts and individual needs and,
in so doing, helps them get all they can out of their careers.
A firm that truly motivates its employees refuses to squander their talents and resources.
This is also an important loss prevention measure. Occasional overtime or a crisis
deadline for which everyone must pull togetherto get the job done is expected in
professional service and can be a healthy, team building experience.When crash pro-
jects and excessiveovertime become the norm, however, employees become fatigued
begin to make errors. Tempers flare and attention to quality begins to slip. The
result can be omissions, oversights, failures, claims and the loss of a valuable
employee who views constant pressure as a sign of poor management.
Instead, learn to use your firm's personnel effectively. Make certain you schedule your
projects efficiently and, if the workload is occasionally too heavy but does not
warrant additional hires, bring in contract workers or temporary employees to
handle the extra work rather than wear out your firm's best assets.
Keep your ear to the ground. Encourage your employees to tell you how they feel
about the level of effort you ask of them, their fatigue factor, their health and their
attitudes about their assignments. If your interest is sincere, your employees will
appreciate your concern and you just might learn a great deal about managing your
firm.
Moonlighting Employees
Do any of your employees hold a second job with another design firm or perform
professional work for others on the side? This could lead to serious trouble. Almost
without exception, employees who accept outside work do not bother to carry pro-
fessional liability insurance and are often unaware of the risks of liability, both to
themselves and their employers.
Why do employees moonlight? The major reason is financial — to supplement their
basic salary. Since most projectsthat involve moonlighting have limited scopes and
budgets, the possibility of litigation is extremely high. Because you, the employer,
usually have greater assets, it would not be unusual for an enterprising lawyer to
include you in a lawsuitas a deep pocket. Unfair as it sounds, plaintiffs have used
the argument that the moonlighter's employer derived some benefit from the
employee's moonlighting, since the firm would not otherwise be able to afford the
employee. A damaged plaintiff could also claim he or she thought the employer
was involved or at least condoned the moonlighting. Since the plaintiff would call
the employee at his or her regular job with questions or receive some sketches that
were on company letterhead, it appeared the company was fully knowledgeable
and was a party to the work. Although you might not be broughtinto the litigation,
the employee is subjected to the mental and emotional anxiety of a lawsuit which
will most likely interfere with productivity.
Even if no lawsuit is pending, there is always the risk of deterioration in the quality and
amount of work a moonlightingemployeecan perform during the regular working day.
Psychologists tell us that the average individual is capable of a limited amount of
productivity in any given time span. If this productive effort is expended on something
other than regular employment,theemployer is deprived of the employee'sbest efforts.
Usually, fatigue results and the probability of mistakes increases.
Moonlighting by your employees should be prohibited by written company policy. Many
firms' policies prohibit moonlighting without the express consent of a managing
principal and consent is rarely given. This policy is agreed to and signed by all
employees.
It may be that your employeesare unaware of the risks involved with moonlighting.It is up
to you to explain why it is unacceptable. If they understand that they put not only
themselves but their jobs and their employer in jeopardy by accepting outside work,
they may be less tempted to agree to design that recreation room for their brother-
in-law's friend.
Business Management
Of all the skills expected of design firm managers and entrepreneurs, many design
professionals find they are least prepared for the business side of their practice.
Yet these skills are every bit as important as their technical competence. Often,
the best solution to management shortcomings is to hire a professional manager.
A business manager can add needed expertise in such areas as contracts, nego-
tiations, expense control, collections monitoring and capital management.
Combining business talent with technical competence creates an extremely
efficient decision-making team.
The positioning of the business manager within the firm is very important. Firms
dominated by technical or production-oriented people often founder, while those
that position their business managers on the same organizational level as their
technicaland production personnel are more successful. Remember that the suc-
cessful business is a multi-dimensional unit. All dimensions must be in balance if
that unit is to remain stable. The design firm that emphasizes design aspects to
the detriment of business considerations of the practice is not well-balanced.
The professional firm that is too small to afford a full-time manager should consider
employing a part-time business manager. If this is not possible, the firm must ask
its principals to assume the additional responsibilities. They will find themselves
managing personnel and accounting, developing new business, attending profes-
sional society seminars and dealing with equipment repair persons. Each
principal should assume the staff functions most compatible with his or her
personality and abilities.
The principals should also try to obtain proper training in basic business principles.
This takes commitment in a busy practice, yet to maximize profit and reduce risk
of professional liability claims they must spend time developing the skills needed
to make appropriatebusiness decisions. In most countries, several organizations
provide help in developing management skills.
Peer Reviews
A superb way to constructivelyexamine the managementand business operations of your

firm is through an organizationalpeer review. The review should provide a confidential
look at the general management, professional development, project management,
human resources management, financial managementand business development of
each firm. Firms which have participated in a peer review are overwhelminglypositive
about the experience.
Technical Proceduresj
During the last few years, there has been a great deal of effort given to
quality improvementmethodologies.However varied and complexsome of these
methods may be, they share a common theme. It is simply this: The success of
your practice rests on the commitment to quality at every level of your firm. All
your employees must understand that the firm's livelihood, and consequently
their own, depends on delivering high-calibre service that meets the client's
expectationswhile earningthe firm a fair income.
A Commitment to Quality
Such a philosophy must be driven and inspired by your firm's principals. They, in turn,
must instill in employeesthe importanceof striving to do thejob right the first time; they
must lead the effort for constant quality improvement. Regardless of the size of your
firm, the fundamentals do not change. On every job, an emphasis on teamwork and
communication,a clear definition of project requirementsand theuse of standard, well-
conceived procedures will produce a higher quality of service and enhance your
client's satisfaction.
The commitment to quality that you bring to the technical aspects of your job directly
affects your firm's exposure to risk. The attention you pay to details, in your strict
procedures for specification checking, for instance, and in your handling of the tender
period and construction phase services, can make all the differencebetween a practice
that is successful and a practice that is constantly fending off claims.
The Design Phase
Drawings
One of the primary means of communicatingwith the contractor is through your drawings.
Of all thedesign documents, the drawings are referred to mostfrequently; they are the
graphic representationof your instructions to the contractor and must be as complete,
coordinated, easy to follow and as error-free as possible. Often, the construction
worker at the job site is given a set of drawings but never sees thespecifications. Even
if specifications are available, a worker usually prefers the visual plan of work — the
drawings.
Drawings should be neat, legible and arranged in logical sequence. Scaling and dimen-
sioning should be appropriate. Some firms show dimensions, quantities or capacities
in only one place on the drawings. That way, necessary changes are made just once
and the likelihood of conflicting information is reduced.
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Notes and symbols clarify your drawings. There are many standard symbols, but if your
firm develops its own or uses variations of the standard symbols, be sure to explain
their meaning both in a symbol legend on the drawings and in a standard definitions
section of the General Conditions. In general, limit the notes on the drawings to the
minimum necessary to show your intent. References to quality and workmanship
belong in the specifications.

The relationship of the drawings to the specifications must always be considered — the
two documents should supplementand reinforce each other. Coordinate designations
on thedrawings with those used in the specifications.Check for and eliminateconflicts
between the drawings and the specifications.
To check their drawings, many firms use design checklists. These most often take the
form of a list of categories or processes applicable to a particular design specialty.
They contain items commonto everyproject using that particulardesign, and other items
less frequently used but of importance to some specific projects. If used properly,
design checklists make it less likely that you will omit a required item.
In addition to having consistent checking methodology, firms that have fewer claims tend
to use design manuals. Although you can find general information about a particular
type of system or method in industry reference materials, manufacturers' bulletins and
test data, an office design manual gives you a step-by-step description of the design
methods used to develop the drawings for a specific type of system and reflects the
special preferences of your firm.
Create a design manual by having your most qualified people outline the best procedures
used in designing a system or method. You should include standard calculationforms
and samples of actual calculations performed on a project, as well as items or proce-
dures repeatedlyencountered on projects where this particular design is used. When
a design manual is completed and in use, it should be considered a "living" document.
Each project manager, in turn, should note design improvements,field problems and
corrections, or other helpful information gained through experience, and have the
information promptly added to the manual. Some firms keep their design manuals on
computers, making it easierto call up the firm's latest standard design procedures and
make necessary revisions. If your manual is not on computer, make sure that updates
are issued regularly to all manual users. See Exhibit 6 for a sample page of a design
manual.
Some firms develop standard details that show their preferred methods of assembly or
arrangementand reproduce them on transparent stick-ons, which are then attached to
the final drawings. These firms reason that since standard details typically show their
best design solutions, using them saves design and drafting time and, more impor-
tantly, limits the possibility of drafting errors.
You must, however, exercise caution and professional judgment when using standard
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details. Although useful and efficient, standard details can be troublesome. Sometimes
they are improperly used, or errors or omissions result when they are tied to the rest
of the design. If you use standard details, apply them only when they are appropriate.
Never alter your design requirementsto fit a standarddetail. Properlyapplied, standard
details can serve you well; misapplied, they can get you into a lot of trouble.
Today, almost every design firm has some computer-aideddesign and drafting capability.
Such systems can reduce the risk of conflicts, errors and omissions, ensure standard
dimensioning and lettering throughout the document and produce clear, easy to read
drawings. CADD software requires a good deal of training for your firm's staff, though,
and it is importantto understandthat these programs are not foolproof. Becausesome-
thing is computer-generateddoes not mean it is correct. Make certain an experienced
staff member reviewsany new CADD software and, once it is installed, reviews all your
CADD-generated documents. Remember, as advantageous as CADD is, it is not
always an appropriate substitute for manual drafting. There are still many instances
where circumstance,time, money and aesthetics call for a human touch.
Specifications
Specifications depict in words the requirementsfor the materials, construction systems,
equipment,standards and workmanship necessaryto construct what the designer has
drawn. Combined with drawings and other contract documents, including the
tendering requirements,contract forms, and the general and special conditions of the
contract, specifications enable contractors to develop offers for submission to the
owner.
Of all thesections of thecontract documents, specificationsections are probablythe least
respected by professionalsand contractors alike. Many professionalsdevote too little
time and care to their development. Perhaps this is because designers often regard
specification writing as a nuisance and prefer the more creative work involving
calculations and drawings or because too few are really comfortable with the special
skill necessaryto write accurate specifications. Regardless, design professionalsmust
understand that specifications are every bit as important as drawings. Keep in mind
that should you be involved in litigation arising from one of your projects, the courts will
be more likely to refer to your specifications than to your drawings to discover your
intent, simply because it is easier for a layperson to understand written descriptions
than graphic depictions.
A significant number of professional liability claims can be traced back to faulty
specifications. The culprits tend to be ambiguous text, lack of coordination and the
failure of some specified items to meet performanceor design requirements.
Effective specificationswriting requiresthe skill of well-qualifiedpersonnel who adhere to
proven methodologies and conventions. An inconsistent, hit-or-miss approach to
specification writing can easily lead to conflicts among the various sections of the
specification and drawings or to omission of items critical to the project.
We have explained the importance of using precise language in specifications. Make
certain that the words you use to describe a specific item are the same throughout
the documents. This consistency is particularly important when you are trying to
establish a relationship between requirements in the specifications and the same
item on the drawings. Use only recognizable symbols and numerals. Avoid
abbreviations and acronyms, unless they are widely accepted and defined in the
documents. Remember, to people outside the construction industry, and even to
some within it, the words that designers use can seem like a foreign language.
Therefore, include a definition of terms section in every set of specifications or in the
General Conditions. Define all words, terms or acronymsthat have a special meaning
or more than one meaning.
A good way to avoid specification omissions is to use a specification checklist and a
drawing coordinationchecklist. Often, design professionalsuse a master specification
and modify it for each project. Many rely on published master specifications. Most
master specifications are organized in a way that allows them to be used with word
processing software. Whatever checklist your firm decides upon, be sure it is used
consistently and thoroughly; it is useful only if it is completely filled out and reviewed.
All too often, the writing of specifications begins too late in a project. It is best to begin
developing the specifications during design development. Then, by the time the
drawings are developed, the specifications are fairly well thought out. Many firms
believe that the person selecting the materials, products or systems for the project
should be involved in developing the specifications. If the person doing the design is
not adept at specification writing, then, at the very least, have the designer and the
specifications writer work closely together.
Some firms prefer to rely on specificationsconsultants. Such consultants can be valuable
because of their extensive technical knowledge, their expertise in the conventions of
specifications writing and their familiarity with materials and systems. Unfortunately,
specifications consultants are often retained too late in the design process and are
forced to develop the specificationswhen the drawings are complete and the schedule
is too tight. The result: an increased likelihood that an important detail will be
overlooked. If your firm retains specifications consultants, they should be brought in
no later than the early stages of the construction documentation phase.
Specifying Materials and Products

Architectureand engineering are not exact sciences. Althoughyou specify what you
believe are the best or most appropriate components, trouble sometimes occurs.
If a claim arises from the failure of a material or product, the injured party usually
sues the design professional along with the contractor and the manufacturer.
People unfamiliar with the construction industry often think you have complete
knowledge of the manufactured products you specify. They may assume you
research and test each item or system before specifying its use. If such a case
goes to trial, you will have difficulty proving that you were not negligent when
you specified an inappropriate or faulty product. After all, a jury may reason, you
are the professional.
Many projects you design have an innovative or even experimental element to them,
because the exact combination of systems and materials probablyhas never been
designed and built before. This aspect of the profession makes it hazardous
enough; do not place yourselfat further risk by specifying unproven new products
or familiar products in untried applications. Whenever possible, make it a practice to
specify products or components that have been thoroughly tested and have been
tried and proved effective in your particular application.
If you are determined to specify new materials or components that are untried in your
application, you must do your homework. You are expected to be at least
reasonably knowledgeable about new technology and developments in your
profession. Research the latest information on all materials you specify and
document your research efforts. Contact the manufacturer to get details about
other projects in which the product has been used and ask for all technical data,
warranties and product literature. Do not rely on promotional or marketing
brochures. Inform the manufacturer — in writing — how you intend to use the
product and, if appropriate, require the manufacturer to warrant in writing that the
product is appropriate for the intended application. You may even want to require a
representative of the manufacturer to be on site during installation to be sure the
product is properly applied or installed.
If your clients insist, against your better judgment, that you specify materials you are
uncertain about, take strong precautions. If the product is experimental in nature
and successful performance is questionable, persuade the owners to inspect
other, similar installations and/or agree to a test program. Make your clients an
integral part of the process and make them assume the risk involved. Ask the
advice of your lawyer regarding contractual protection from the risks of being
directed to specify untried materials or products.
You should never agree to specify a product you believe represents a potential risk
to public health or safety. If your clients insist on something you feel is unsafe,
document your objections in the strongest terms possible, and, if they are still
insistent, walk away from the project.
Between conservatism and highly experimental design lies safe ground. Look for it
as though your future dependson it. It does.
Documenting Your Design Decisions
As mentioned in Chapter Two, it is important to document in writing the details of any
meetings or discussions held regarding the project. The same holds true for your
design decisions. What were the circumstances or factors that led you to a given
decision? For the purposes of checking and backchecking and in the event of a ques-
tion later on you should be able to show the assumptionsunderlyingyour design, the
criteria you used and the calculations that were performed.
You will also want to document the various design alternatives available and the reasons
you selected one over another. Under the professional standard of care for your dis-
cipline, you may well have a duty to investigateor discuss those alternativeswith your
client. Also keep track of the decisions, directives or requests of others. It is important
to be able to show the recommendationsof a manufactureror a code interpretation by
a public official.
Finally, carefully track your clients' role in
the decision-makingprocess, especially those
decisions that conflict with your recommendations.If your clients do not agree with
your aesthetic judgment, that is one thing; you may just have to bite your tongue and
let the clients have their way. You cannot, however, knowingly violate building codes,
even at your clients' request. No matter where you practice, your duty to safeguardthe
public overrides any obligation to the client. You must advise your clients of the
situationin writing and if they fail to take appropriate action alert the relevantauthorities.
Coordinatingthe Documents
The coordination of the documentsof all your subconsultants and theother design disciplines
is a critical task and should be assignedto highly skilled and experienced employees.
The point of interface between two or more disciplines is thesource of manydesign errors
and omissions. Establish a careful, systematicapproachto this effort in orderto ensure
a fully coordinated and consistent set of construction documents. You need to review
the documents to make certain that all items shown on the drawings are specified and
that the engineering systems will fit in the physical areas designed for them. Details,
schedules, elevations and sections must agree with each other.
Do notwait until the last minute to consolidate drawings from other disciplines. The result
can be too little or no coordination review and possibly a claim.
An Aggressive Approach to Error Detection

Even in the most quality oriented firm, plans and specifications can contain discrepancies
or deficiencies that will lead to requests for information or require corrections or
change orders.
Inexperienced owners may expect design professionals to produce flawless design
documents. Design professionalsknow that there is no such thing as a perfect set of
documents, but hesitate to raise this issue with the owner. For your protection,
however, this discussion musttake place.
One large firm handles the issue in this way: It begins with the realistic premise that
construction documents will require further development that will cause change
orders to be written and create additional project costs. It explains this to the client
and secures theclient's acknowledgment. The firm calls attentionto the fact that good
practice allows for a certain amount of leeway in development as the project moves
from final design toward actual construction. It explains to the owner that the project
will not be final until afterconstruction is completed — that the project will evolve and
improve as time passes.
The firm also makes a commitment to identify and address conflicts, omissions, code
violations, errors and inappropriate use of materials as early as possible. R mitigates
such problems by contractually obligating all participants in the construction process
— suppliers, subcontractors and contractors — to advise the owner and the
design
firm of any deficiency they know about. The firm specifies a date, before work com-
mences, for contractors, subcontractors and vendors to file a notice describing any
discrepancies they have discovered and their suggested solutions.
Although the majority of discrepancies will be discovered during construction, these
procedures also help provide early warning signals of potential problems. Timing is
critical. The sooner a discrepancy can be identified, the sooner it can be remedied
and the less it will cost to correct.
During the construction phase, this same firm holds weekly project meetings to review
the construction schedule and the submittals needing review and clarification. The
agenda always includes the reiteration that one of the purposes of the meeting is to
identify at the earliest moment conflicts, errors, omissions, code violations or impro-
per use of materials. This creates a receptive climate that is effective in stimulating
early and cost-effective problem resolution. Such a discussion helps to get individual
egos out of the way and fosters an atmospherein which everyonewants to help solve
problems. It is refreshing, contractors and clients say, to have people admit they are
not infallible.
Finally, but most importantly, the firm discusses with the owner the inevitability of
changes in the design and asks that a realistic contingency fund be set aside to
cover the cost of these changes. This is confirmed by including an appropriate
clause in the contract.
By following these steps, this design firm ensuresthat theowner has realisticexpectations
about the potential costs associated with design oversights or omissions.
With realistic expectations, early error detection, good project team communication, a
receptive attitude and an appropriate contingency provision for design problems,
difficulties rarely escalate into conflicts, disputes or claims.
The Construction Tender Period
The way you respond to requests for clarification by tenderers just before bidsare due is
particularly important. Although few problems arise when there is sufficient time to
issue a written addendum and to make sure it reaches everyone involved, costly
complications can result if you depart from this well-establishedprocedure.
Telephone information given to contractors during bidding is a continuing source of
claims. Instruct your personnel to refrain from giving verbal interpretations of drawings
or specifications, even if the contractor points out an obvious error. Instead, send
written addendato all contractors bidding — if there is time before bids are due. Spell
out methods in the tender documents by which the contractor may qualify the tender
if clarifications by addenda are unavailable.
Then, when questions do arise, you can
refer the contractor to the tender documents for the proper procedures to use.
Subconsultants should be instructed not to answer tenderers' questions directly.
Information must pass from the subconsultant to the prime design professional, who
can then pass it on to tenderers. The prime consultant must maintain control of and
document all information given to tenderers.
No matter how you decide to handle tender period procedures,discussthe mailer with your
lawyerin the event that case law or statutes in your jurisdiction requirespecial protections.
The Construction Phase
One of the most potent loss preventionmeasuresat your disposal is the scope of with the
construction documents,to review shop drawings and other appropriate submittals, to
provide interpretationof the plans to the contractors and, if necessary, to be involved in
suggesting ways to mitigate any problems arising in the contract documents.
Of course, construction phase duties can differ from project to project and discipline to
discipline. If you are the prime design consultanton a project, you may be called upon
to provide a more comprehensive construction contract administration service, to pro-
cess contractor requests for paymentand to administerthe completion and finalisation
process for the owner. If a continuous on-site presence is required, a full-time project
representativemight be in order. On the other hand, it is just as importantfor subcon-
sultantsto provide construction phase services that relate to their portion of the design.
Whateverconstruction phase duties you and your client agree upon, make certain that your
scope of services is very clear and that you will be paid for the servicesyou provide. It
is also a good idea to specify in your contract what services you will not be providing —
those services to be excluded. Make sure, too, that your responsibilitiesand those that
will remain with the contractor or someoneelse, are reflected in the General Conditions
of the owner's agreementwith the contractor.
ConstructionObservation
The best way to assure that the project is being built in general conformance with the
contract documents and according to the design concept is to visit the project site.
Design questions or ambiguities in the plans or specifications can be interpreted in the
field and problems can be caught and resolved early, at minimum expense.
Construction observation should be included in your scope of services for every project.
Your contract should provide for visits at appropriate intervals to the project site to
conduct visual observation of materials and completed work and to determine if the
work is proceeding in general conformance with the information given in the contract
documents and with the design concept.
The design professional's "observation" role on the project site is often misunderstood,
however. Many clients do not understand that, unlike inspection, construction obser-
vation is quite limited in scope and purpose. The difference between inspection and
observation can be crucial. For instance, it is a common misconception that the
purpose of your observationis to "inspect" the contractor's work to uncover any code
violations or defects in the construction. "Inspection" implies that you will monitor all
the contractor's work in detail and it extends your liability to undetected errors and
omissions that may subsequentlylead to building failures. Unless you truly intend to
perform inspection, with all the depth of detail and inherent liability this entails, do not
use the term carelessly. In fact, avoid the words inspection and supervision in your
contract, your correspondence and other documentation. You should also include a
well-worded definition of what construction observationdoes and does not include, in
either the workscope or definitions section of your agreement.
Keep comprehensiverecords of what is observed on your job site visits. Your firm should
establish a field manual with proper procedures; then make sure that field personnel
follow those procedures when performing construction observation. Document each
visit, using logs, reports and photographs. Many firms make videotapes to document
their site observation. Still others have their field people dictate an audio tape, either
while walking the site or immediatelythereafter, for file purposes.
Construction observationis not a job for junior staff, unless accompanied by a senior staff
member. In fact, many firms insist that their most experiencedprofessionals conduct
project site activities.

Keep in mind that construction observationby the design professionaldoes not relievethe
contractor of his or her obligations under the construction contract, particularlyfor the
means and methods of construction and responsibility for job site safety. This
distinction should be clearly set out in your contract and reflected in the contractor's
General Conditions.
Resist the temptation to eliminate construction observation services in exchange for a
lower fee. If an owner absolutely refuses your construction observation services, you
must obtain very strong contractual protection for claims that arise due to the lack
of coordination or the lack of professional interpretation of the construction
documents during the construction phase. If the client refuses this protection,
consider refusing the commission.
No matter how detailed or near perfect you believe your plans to be, they will
require some interpretation. By conducting construction observation, you can
help make sure that construction is proceeding as it should. To protect your
interests and those of your client, it is important to make sure that any needed
clarification or interpretation is provided by those best qualified: those who
prepared the documentsin the first place.
Shop Drawing and Submittal Reviews

Because of the increasing complexity of construction, the review of shop drawings
and submittals often results in claims against design professionals.
Part of the problem is that parties to construction often do not understand that the
purpose of your review is to check for conformance with the design intent, not for
accuracy or completeness of details or quantities and procedures. Another
problem may be that the design professional may not have in place a good
system to track shop drawings and submittals from the contractor. As a result,
submittals can be lost. Then, too, if the design professional has not established
and adhered to and insisted the contractor adhere to a strict programme of sub-
missions, some contractorswill overwhelm the design professional with countless
shop drawingsto review at the last minute. Any of the above situations may lead
to major problems for the contractors and, in turn, for the design professionals.
Because the contractor would normally wait to order some particular materials
until after the shop drawings have been reviewed, any delay in processing shop
drawings may affect the contractor's scheduling and could result in a claim for
extra costs, if a submission and checking program has not been agreed and
adhered to by all parties.
Sometimes design professionals are tempted to review details they do not need to
see, or to review aspects of the drawings that should remain the responsibilityof
the contractor or others. This may involve the design firm unnecessarily in delay
or negligence claims.
Problems also arise when the review task is assigned to personnel who are not the
best qualified for the job. Shop drawing and submission review should be given
to experienced people in your firm. Many firms believe the original designer or
project manager should review submissions. Some also have a second member
of their firm double check the review before it is returned to the contractor.
Remember, there is no substitute for careful and complete shop drawing review.
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To manage shop drawings and submittals more efficiently:
Make certain your contract clearly defines your duties and purpose in reviewing
submissions, as well as what you will not be responsible for, such as quantities
and dimensions,or thetechniques of construction. Likewise, make sure that the
General Conditions of the contractor's contract with the owner makes clear the
purpose of your submissions review.
Identify ahead of time the submissions you will review. Request a schedule of
those submittals from the contractor and insist the contractor adheres to it.
Never review submissions that concern the actual means, methods or
sequences of construction. These are the contractor's responsibility.
If you receive shop drawings or submissions you did not request, stamp them
"Not Required for Review" and return them to the contractor.
Do not accept submissions directly from a subcontractor or vendor, and reject
shop drawings or samples you believe have not been properly reviewed by the
contractor prior to transmittal.Return such submissions at once to the contractor
with a letter of explanation and ask that the appropriate steps required in the
contractor's contract be taken before you review them.
Date stamp each submissionas soon as it is received and log it in. See Exhibit 7
for a sample shop drawing log. Instruct employees who receive and record the
submissions to deliver them to the proper person immediately after logging
them in.
Designate the maximum number of working days you need to processsubmis-
sions and do not exceed that maximum. Assign a responsible employee to
maintain a file of all submissions being processed. Make this person respon-
sible for follow-up at appropriate intervals until the shop drawings leavethe offi-
ce. If problems prevent completion of the review within the designated
period, notify the project manager.
Use a shop drawing checklist. See Exhibit 8 for an example.
Use a shop drawing stamp to indicate you have reviewed the submissions. To
prevent misunderstandings of the intent in your review, choose the language
on your stamp carefully. The wordingshould reflect your contractual scope of
work concerning the purpose of your review. Many people outside the
construction industry assume approved means "unqualified acceptance."
Some firms seek to solve this problem by using on their shop drawing stamp
phrases such as no exceptions taken, furnish as submitted or, when
modifications are needed, furnish as corrected or revise and resubmit.
Regardless of the words you decide to use on your stamp, they are no sub-
stitute for a careful review of the submissions by qualified checkers. See
Exhibit 9 for a sample shop drawing stamp. It is a good idea to reviewyour
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stamp, compare it with the samples and, if necessary, develop appropriate
wording with your lawyer.
Make certain the General Conditions of the contractor'scontract provide that, although
some errors may be overlooked in your review, this does not grant the contractor
permission to proceed knowingly in error, and that regardless of any information
contained in the shop drawings, the requirements of the contract documents are not
waived or superseded in any way by the shop drawing review. Furthermore, never
use the shop drawing review to change the requirements of the contract documents.
Use other means, such as change orders, to alter the contractual obligations of the
contractor.
Working With Contractors

Your firm's contacts with contractors are of critical importance. Whether you use
specially designated employees to handle all field review or you require each of your
project managers to conduct construction observation on his or her own projects,
personnel who go into the field should be required to follow established procedures.
These procedures, when prepared by personnel with substantial experience on the
project site, can reduce your exposure to claims significantly.
Some special problem areas that should be addressed in your procedures are:
Arguing — Statements made in anger inevitably increase hostility and reduce
the level of cooperation between the parties involved. Getting angry interferes
with your ability to work togetherin the future. Discussion of problems should
be postponed until issues can be discussed rationally.
Trading — Never induce a contractorto perform extra work, made necessary
by an omission or error in the drawings and specifications, by allowing the
contractor, in return, to omit another specified requirement. This practice is
unethical and the owner suffers a disservice by such bargaining.
The gratuitous undertaking— Do not let your field personnel givethe contractor
more information than required. This "volunteered" sharing of the contractor's
problem- solving task may lead to a sharing of liability for the contractor's
performance. The normal function of your employees does not include advising
about the actions or directing of the contractor or his or her workers in any
way. Although a cooperative relationship between the contractor and your
employees is always desirable, stick to your own defined tasks during the
construction process.
You may eliminate some of the problems mentioned above by stipulating that your firm's
construction review personnel have no authority to make changes to the contract
documents, and that changes, without exception, must be channelled through the
client.
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Some design firms require the general contractor to acknowledge in writing that the
design professional's field representativehas no power to authorize changes. A copy
of the signed letter is sent to the client. Some firms feel that this procedure has
avoided misunderstandings.
Post Construction
A frequent source of owner and operator dissatisfactionwith a completed project can be

perceived of real short-comings in details or in the performanceor maintainability of
systems such as electrical, mechanical,vertical transportation or hydraulics. Where
these occur, they are often the result of inadequatecommissioningby the contractors,
on occasion because time programmed for this work was used as "float" to offset
construction delays. This results in the project being occupied prematurely,with atten-
dant inconvenience while the project is commissioned, or worse, in this work being
poorly performed. This situation must never be allowed to occur.
In addition to his contract obligations, it is a wise step for the design professional to
maintain a relationshipwith the client beyond project completionto ensure that the pro-
ject continues to perform in accordance with design intent and meets expectations.
This need not be particularlytime consuming,butshould maintain a valued relationship,
help to solve minor problems before they become major and allow the design profes-
sional to apply any lessons learnt to future work.
Professional Liability Insurance
Please refer to the FIDIC publication "Professional Liability Insurance—
A Primer", published in 1991, for discussion of various aspects of
professional liability insurance as a vehicle for consulting
engineering firms and other design professionals, either active or
retired from practice, to protect themselves against catastrophic
losses arising from present or past work.
The document also outlines additionalinsurancecover which should be considered by the

design professional. It includes a glossary of insuranceterms and sample professional
liability insurance policies for both Common Law and Civil Code jurisdictions.
A professionalliability insurancepolicy may seem intimidatingat first glance. Nevertheless,
we highly recommend that you carefully read yours. Your insurance coverage is an
important part of your overall risk managementstrategy. You need to understand the
protection you have and, if you hope to reduce your professionalliability loss exposure,
you must learn to recognize which of your professional activities are not or cannot be
insured. You can use this knowledge to choose your projects and clients more
carefully, to define the services you will perform or not perform, and to persuade the
other parties in negotiationsto accept reasonableprovisions in your contracts. Just as
important, you need to be able to recognize insurance requirements from your client
that are impossible or too costly to meet.
An agent or broker can help you to understand a great deal about insurance. Find one
who specializesin serving design professionalsand take advantageof his or her exper-
tise. It costs no more to use a knowledgeable broker who is capable of properly ana-
lyzing your coverage needs and problems than to use an amateur. He or she will help
you compare differences in the coverages offered and identify the best insurance
programme available. A skilled broker's analysis could help you avoid decisions that
might cost you dearly in the long run. A broker can also assist you in evaluating your
risks and the available means for transferring,funding and retaining risk. Together, you
can decide whether your deductible is appropriate, whether you need higher or lower
limits, whether there are alternatives to standard insurance policies that will better fit
your situation and whether you need other types of coverage.
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Where to Find HeIp
It is an old truism that the wise person may not know all the answers but
knows where to find them. After reading this far, you probably have some
questions about applying the lessons in this manual to your everyday practice.
You do not need to try to figure it out alone, though. There are professionalswho
are well-equippedto help you answer those questions.
Legal Counsel
Every firm, large or small, needs legal advisers in whom it is confident that they are fami-
liar with the construction industry and the role of a design professional in their field of
activity.
The twotypes of lawyers most often used by design professionalsare trial lawyers, known
as barristers or advocates in some jurisdictions, and business lawyers, attorneys or
solicitors. One person is rarely skilled in both disciplines, and in some legal systems is
allowed to practise in only one.
You should search carefully for a "general practitioner" specialized in your field who can
help you prevent claims and legal problems. This type of lawyer can help you review
and negotiate contracts, examine your in-house loss prevention measuresand advise
you on how to keep problems from developing into disputes.
When faced with legal action you should select a trial lawyer who understands and is
prepared to adopt alternativedispute resolution methods whenever appropriate.
A Legal Checkup
Every engineering firm should have a lawyer perform a thorough review of its contracts
and practices, as well as a legal review after any significantchange in operations. The
assignmentshould be to review and make recommendationsabout:
Your firm's professional agreements
Your firm's documentationand internal record keeping procedures
Your firm's negotiating practices on contracts, including "best case" preferred
wording, fall-back positions and onerous clause issues for a given project
Personnel, corporate and partnership agreements, ownership transition plans,
multi-stateand multi-national practices, licensing and other matters
The question of the fee for this consultationshould be raised with the lawyer prior to the
meeting, as the time and expense involved will vary widely among firms. Keep in mind
that the fee you pay will probably save you time and money in the long run.
the need for legal advice will not go away just because you have had a
Unfortunately,
comprehensive review. You will need to be able to call your lawyer at a moment's
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notice for help on a tough contract or in a situation requiring legal expertise. The
important thing is to establish a relationship with a good lawyer before you need him
or her. If a problem arises, you should have someone to call who knows you and your
firm.
Finding a Lawyer
In selecting a lawyer, use the same methodology you want clients to use when
searching for an engineering firm. Ask other design professionals, your professional
society and your professional liability insurer and broker for the namesof at least two
or three lawyers who have experience in your field. The law firm you select must be
experienced in working with design professionals and in the type of work you want
done.
Invite each recommended lawyer to meet with you to talk about suggestions for your
firm. Before you set up this meeting, ask if there will be a fee. Many lawyers consider
such a meeting part of their marketing program and may not bill you for it unless you
discuss a specific case or problem with them.
Do not be afraid to ask how much the lawyer charges. Generally, lawyers are not
reluctant to let you know the basis of their fees. Keep in mind, however, that hourly
area of law — is more important. A low-fee lawyer might take twice as long as a more
expensive specialist to do the same work.
You will also want to ask if or howthe lawyer charges for travel time and disbursements.
This will be important if the lawyer has to travel to a remote site or some other city
on your behalf.
Ask the lawyer for the names of several design professionals for whom he or she has
workedand whom you may call for references. If the lawyer is a good one, he or she
will respect you for your thoroughness and by following up with the references you
gain furtherinsight into his or her competence.
Once you have selected a lawyer, be cooperative and open. He or she cannot be
expected to be an instant expert in your particular practice, but should be a fast
learner. You will have to provide details and confidential information about your
problems, but your lawyer needs to be fully informed to help you. You are, of course,
protected by lawyer-client privilege. What you disclose usually cannot be revealed
by discovery procedures in litigation.
Other Sources of Advice

In addition to lawyers, you will probably want to take advantage of the many other
resources available. These include accountants, insurance experts, business
managementconsultants, professional association services, and do-it-yourself books
and seminars.
Hiring a Staff Lawyer
If your firm is large and has many and varied prime contractual relationships,
you may consider adding a lawyer to your staff. If your firm is self-insured,
has very large insurance deductibles or pays significant amounts inlegal
retainer fees, you should consider this option. Even in the largest and most
sophisticated firms, there is still great debate on whether to have in-house
legal staff, outside counsel or a combination of both. If you are seriously
considering hiring a staff lawyer, you should talk to the management of several
design firms your size with in-house lawyers. Talk to their lawyers, if possible.
Also discuss the pros and cons of having a staff lawyer with your current
outside counsel. Make your decision only after you have looked at all aspects
of the matter.
Your Insurance Company
Some insurance companies simply provide you with an insurance policy. Insurers
with an ongoing commitment to design professionals, however, will go much
further in helping you improve your practiceand lessen your risk. They will provide
newsletters and other materials to help improve your practice. They will be active
with the professional societies and knowledgeable about the legislative affairs in
your location. In addition, their underwriters,claims staff and legal counsel will be
available to you for questions and problem resolution. Good insurance companies
want to be of service to you. When you need help, feel free to contact them
directly.
Specialized Insurance Agents and Brokers
Insurance agents and brokers who are knowledgeable about the design professions
can be worth their weight in gold. These men and women have been trained in the
issues that affect design professionals and have seen first-hand how design
professionals get into trouble and how these situations are resolved. They offer
you the benefits of this experience as well as their familiarity with the scope and
nature of your insurance coverage.
Specialized insurers and brokers can offer adviceand opinions on the insurability of
your contracts. They can assist you on insurance matters raised during contract
negotiations. They can help you convince your clients on concepts such as limi-
tation of liability and part-nering, and on the benefits of using project profes-
sional liability insurance. They will also keep you abreast of new options and
developments from your insurance company.
Management Consulting Firms
There are many recognized managementconsulting firms and individuals who specialize
in the business problems of design professionals.The efforts of these consultants are
directed toward solving organization,staffing and marketingproblems. But you will also
find their expertise useful in evaluating professional liability and loss prevention
practices. Their services can enhance the quality of your services, help you maximize
your relationships with clients and reduce your vulnerability to professional liability
lawsuits. Ask your peers and your professional society for the names of firms they
recommend.
Professional Societies
Professional societies and associations are often overlooked as resources. Their assis-
tance is far-ranging and they have a lot more to offer than many design professionals
realize.
National professional associations serve as your advocates with all levels of government
in each country and carry out many activities designed to enhance the professions and
improve the level of practice and fees. They also act as the watchdogs of the profes-
sions, fighting legislation that would put you and your colleagues at a disadvantage.
These organizationsprovide valuabletools, including literature, standardforms and agree-
ments, and up-to-date information on changes in codes and laws. They can help you
gain insight into your business practices through peer review programs. Perhaps best
of all, they give you the opportunity, through their meetings and seminars, to talk with
other firms who have problems just like yours.
Exhibit 1: Construction Dispute Resolution Steps
Litigation Judge/JurySpecial Master

Adjudicative
Binding Resolution Binding Arbitration
Private Judge
Nonbinding Resolution Mediation

Minitrial
4
Advisory Arbitration
Advisory Opinion
Standing Neutral Architect's Ruling Non-Adjudicative

Dispute Review Board
Standing Arbitrator
Negotiation Direct Negotiations

Step Negotiations
Prevention Risk Allocation

Incentivesfor Cooperation
Partnering
Exhibit 2: Evaluation of Risk Checklist
Prepared By: Date:
Project:
Location:
Client: ____________________________________________ Owner: _______________________
Type of Contract: _____________________________________ EstimatedFee: $
Project Team Members Owner Architect C/M
Yes No or Yes No or Yes No or

Dont Dont Dont
Know Know Know
1. Does this project team have sufficient experiencefor this
type of project?
2. Is this party financially stable and/ordo they have clear
credit rating?
3. Does this party have a relativelyclaims free history?
4. Does this party have a goodreputationin the community?
Project Considerations
Yes No or
Don't
Know
5. Does our firm have a proven trackrecord withclout?
6. Is the fee determined by negotiations rather than bidding?
7. Are there adequate human resources?
8. Is there adequate scope of services?
9. Is construction review included?
10. Is the project free of unfamiliarcode requirements?
11. Is the project located in a geographic area where we have experience?
12. Is the schedule realistic?
13. Will the project design be completed before construction begins?
Funding
Yes No or
Don't
Know
14. Is this project adequatelyfunded?
15. Are fundsfor unexpectedcontingencies included?
16. Can this project be realisticallydesigned within budget?
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Exhibit 2: Evaluation of Risk Checklist (continued)
Knowledge of Prime Contract with Owner Yes No or DontKnow

17. Is a mediationclause included? _____
18. is a Limitation of Liability clause included? _____
19. Are any clauses with special insurancerequirements reasonable? _____
20. Is there a requirementfor subs insurance? ______
21. Are the end-user requirementsclearly stated? ______
High Risk Projects Check the type of project that apply.
22. a Condominiums
b Production housing
c.Developer Project Commercial building over nine storeys
d Commercial building, over nine storeys
e Renovationproject
For inspection only
g Municipal building
h Newtechnology is needed
Risk IdentificationResults
Section Number of Checks Under No or DontKnow
Project Team Members (1-4)
Project Considerations (5-13)
Funding (14-16) _____________________________
Knowledge of Prime Contract (17-21)

Number of Checks: _______________
High Risk Projects (22) ___________________________
Total ______________________
Considering your score, ifyou have a check in any category, carefully consider if you should:
1 .Take the project as offered
2.Takethe project only afternegotiatingany mitigatingfactors.

3.Turndown the project.
Use the section below to provide an explanation of the ways any identified risks will be mitigated.
Comments:
Signed (Evaluator)
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Exhibit 3: Your Contract
When negotiatingagreementsfor professional services, keep these points in mind:
Your agreement should be written clearly and should carefully spell out the duties and
obligations of both you and your client.
Your agreement should be consistent throughout in its use of terms. Ambiguous terms
should be defined. The agreementshould be complete and integrated with all supporting
exhibits and addenda.
Your agreement should contain a well-defined, mutually developed scope of work that
spells out both the services you will and you will not provide.
Your fee should be adequateto coverthe services defined in the scope of work, including
those of your consultants.
The project programme should allowadequate timefor you to perform all of the contemplated
services in a competent and professional manner.
Your agreement should be purged of overreaching and unfair provisionsthat increase your
liability and jeopardise your insurance. If you cannot delete unfair provisions, at least
modify them so they are acceptable.
Your agreement should specify how and when you will be paid and what happens if you
are not.
Your liability should be limited to an amount that is fair and acceptable to both you and
your client.
Your agreementshould state that you and your client will avoid litigation and use mediation
and/or other dispute resolutiontechniques if you cannot resolve disputes on your own.
Both you and your client should have the right to terminate the agreement if necessary.
Exhibit 4: Scope of Services Checklist
Basic Services Included Not Included Remarks
Project DevelopmentPhase
1. Define Scope of Structural Services
2. Assist in Developmentof Schedule
3. Assist in DeterminingChannels of Communication
4. Assist in Determining Responsibilityfor Dimensions
5. Assist in Determining Drawing Standards and Specifications Format
6. Assist in Determining Number of Meetings and Number of Site Visits
7. Negotiate Fees and PaymentSchedule
8. ExecuteContract
9.
Schematic Design Phase

1. Attend Meetings Max of
2. Establish Structural Design Criteria
3. Prepare Studies of AlternativeStructural Systems Max of
4. Assist in Selectionof Structural System
5. Provide Structural Criteria for Geotechnical Consultant
6. Assist in DeterminingNeed for Special Studies
7.
Design DevelopmentPhase
1. Attend Meetings Max of
2. Prepare PreliminaryFoundationDrawings
3. Prepare PreliminaryStructural Design calculationsfor Typical Elements
4. Prepare PreliminaryFraming Layout Drawings
5. prepare Typical Detail Sheets -______
6. Identify Pre-EngineeredStructural Elements
7. Prepare or Edit Outline Specifications for Structural Items
8. Assist Preparing PreliminaryOpinions of Cost of Construction
9. Review Results of Special Studies
10. Coordinate Structural Design with Special Design Criteria
11. Submit Design DevelopmentDocumentationfor Approval
12.
13.
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Exhibit 4: Scope of Services Checklist (continued)
Contract Documents Phase Included Not Included Remarks
1. Prepare Structural Design of Primary Structural System
2. Designate Elementsto be Designedby Specialty Engineers,
and Specify Structural Criteria for Specialty EngineersDesign
of Pre-EngineeredStructural Elements
3. Review Effect of Secondary or Non-Structural ElementsAttached
to Primary Structural System

4. Attend Meetings Max of _______
5. Assist in Coordination with Building Code Officials
6. Complete Structural Calculations
7. Complete Structural Drawings
8. Prepare or Edit Specifications forthe Primary Structural System
9. Assist in EstablishingTestingand Inspection Requirements
10. Perform Checking and Coordination of the Structural Documents
Construction AdministrationPhase
1. Bidding and Award
a Assist Evaluating Bidders Qualifications
b Provide Structural Addenda and Clarifications
c Assist in Bid Evaluation
2. Pre-Construction Services
a Attend Meetings Max of _______

b Assist in EstablishingCommunications Procedures
c Assist in EstablishingProcedures for Testing and Inspections
d Assist in Confirming Submittal Agency
e Assist in Selection of TestingProcedures
Advise Client and Contractor Which Structural Elements
RequireConstruction Observation
g Respond to Building Departmentand Peer Reviewer Comments

3. Submittal Review
a ReviewSpecified Submittals for Items Designed
b Review Submittals for Pre-engineeredStructural Elements
4. Site Visits
a Make Site Visits at Intervals Appropriate to the Stage of Construction _______ _______Maxof _______
b Prepare Site Visit Reports
5. Materials, Testing and Inspections
a ReviewTesting and Inspection Reports
b Initiate Appropriate Action to Those Reports, if required
Exhibit 5: Completed Project Evaluation Form
Instructions
1. The attached COMPLETED PROJECTEVALUATIONFORM should be filled out by the principal and pro-
ject architect in a joint meeting. Other key staff may assist if required.
2. The following questions should beanswered in writing, If additional space is required use separatesheets
and attach.
3. If problems or discrepancies in our professional services are discovered, they should be discussed in
detail and methods implementedto avoid these problems in the future.
Project: Date _________
Location: Project Manager:

Comm. No.: ________________ General Contractor: _________________
Client: Completion Date:
Yes No Unk
1. Wasthe client happy with the final results of the project?

2. On a scale of 1 to 10, 1 being poor and 10 being excellent,rate how
we perceive the clients satisfaction 1 2 3 4 5 6 7 8 9 10
3. Will this clientuse us again in the future?

4. Will this clientrecommend us to others?
5. Wasthe firm happy with the final results of the project?
6. On a scale of ito 10, rate how satisfied the firm was with the project. 1 2 3 4 5 6 7 8 9 10
7. Is this project worthy of publication and/or suitable to be photographed

and displayed in our office gallery?
8. Wasthe firm happy with engineer/client relationship?

9. Did the client pay his bills on time?
10. Would the firm wantto do workwiththis client again?
11. Wasthe staff strainedto meet deadlines?
12. Did the staff enjoy working on the project?
i3. Wasthis project completed within the allotted time schedule?
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Exhibit 5: Completed Project Evaluation Form (continued)
Yes No Unk
14. Wasthe project profitable to the firm?
15. Wasthe performance of the outside consultants satisfactory?
16. Rate the consultants used on a scaleof 1 to 10 in reference to
their performance:
A. Structural 1 2 3 4 5 6 7 8 8 10
B. Mechanical 1 2 3 4 5 6 7 8 9 10
C. Electrical 1 2 3 4 5 6 7 8 9 10
D.Civil 1 2 3 4 5 6 7 8 9 10
17. Wasthe contractors performance satisfactory?
18. Rate the contractors overall total job performance on a scaleof 1 to 10. 1 2 3 4 5 6 7 8 9 10
19. Could the firm recommend this contractor to future clients?
20. Did the contractor try to generate unnecessarychange orders?
21. Did the contractor try to shift any of his responsibilityto the architect?
22. Did the contractor submit shop drawings that were not required by
our specifications?
23. Did the contractor ever try to bypass the engineers authority by going
to the owner directly with proposed substitutions or design changes?

24. Did problems arise on the job that the staffcan now learn and
benefit from and not repeat in the future?
25. Did any ambiguities in the contract documents develop that can be
avoided in the future?
Exhibit 6: Design Checklist Sample Page
Design Checklist
3. Outdoor Conditions - Cold Weather Design

Rain and Snow Design - VentilationLouvres
ITEMS (continued)
Checked by:
c. Are the outside air intake louvres located above normal snow
collection or drift line?
d. Are the storm-proof' louvre blades specified on outside air

intake louvres?
e. Is a proper drainage method shown on drawing detail to permit

moisture carry-over to drain from louvre and fromany
connecting ductwork?
f. Does the outside or intake louvre specified have low enough
air velocityat design air quantity to prevent moisture carry-over?
g. Are the outside air intake and exhaustair louvres located other
than facing into prevailingwind?
h. Checkair friction pressure dropacross all louvresat design air
quantities and design velocities. (File copyof catalogue

selection chart of each manufacturerspecified and mark
design point on chart or curve).
Exhibit 7: Shop Drawing Log
Category:
Trans No Shop Drawing Title Sent to Recd File No. Log-Out Time
Log In Reqd
Date Log-Out Cnsltnt Cnsltnt Date Elapsed
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Exhibit 8: Shop Drawing Checklist
Project: Submittal Description (Manufacturer, etc.)

Client: ________________________________________ ___________________________________________
Project Location: __________________________ ____________________________________
Date: ________________________________________ ______________________________________
General Items 1st Checker 2nd Checker
1. Item manufacturersubmitted wasone specified
2. Item manufacturersubmitted a substitution not specified
3. Item mode/type submitted is that specified
4. Item submitted has performance (capacity)specified
5. Item motor electrical data submitted matches electrical

service to motors
6. Item motor type matchesthatspecified
7. Item pressure ratings match specified
8. ASME codes and rating match specified
9. Item optional accessories submitted match thosespecified
10. Specified certificates of testing submitted
Exhibit 9: Shop Drawing Stamp
Approved
Approved as Corrected
Rejected
Revise and Resubmit
Submit SpecificItem
This review is only for general conformancewith the design concept of the project and general compliance
with the information given in the Contract Documents. Corrections or comments made on the shop
drawings during this review do not relieve contractor from compliance withthe requirementsof the plans
and specifications. Approval of a specific item shall not include approval of an assemblyof which the item
is a component. Contractor is responsiblefor: dimensionsto be confirmed and correlated at the job site;
information that pertains solely to the fabrication processes or to the means, methods, techniques,
sequences and procedures of construction; coordination of the Workof all trades; and for performing all
workin a safe and satisfactory manner.
(Nameof Firm)
Date: By:
Additional reading
To learn more about the subjects discussed in this Manual, you may wish
to refer to publicationsthat are available from FIDIC, professionalsocieties, insu-
rance companies, and universityand public libraries. Some are listed below:
Abrahamson, Max W. "Risk Management", The International Construction Law Review,

Vol. 1, Part 3, London, April 1985.
Acret, James. "Architects and Engineers", 2nd Ed., Shepard's/McGraw-HilI, Colorado
Springs, Colorado, 1984.
Advanced Study Group No. 208 of the InsuranceInstitute of London. "Construction and
Erection Insurance", 1978.
Advanced Study Group No. 192 of the Insurance Institute of London. "The Underwriting
of Contractors' All Risk Policies", 1971.
American Consulting Engineers Council and The American Institute of Architects. "A
Project Partnering Guide for Design Professionals",Washington, DC, 1993.
American Consulting Engineers Council. "Alternative Dispute Resolution for Design
Professionals",ACEC Guidelines to Practice. Vol. 1. No. 7. Washington, DC. 1988.
American Consulting Engineers Council. "Coalition of American Structural Engineers
National Practice Guidelines", ACEC No. 962. Washington, DC.
American Consulting Engineers Council. "Contract Modifications — Hazardous Waste
Projects", ACEC No. HAZ-04. Washington, DC.
American Consulting Engineers Council. "Effective Expert Witnessing", ACEC No. 946,
Washington, DC.
American Consulting Engineers Council. "Employee Safety and Risk Management",
ACEC No. 316, Washington, DC.
American Consulting Engineers Council. "Guide to Construction Site Safety/OSHA
Realitites", ACEC No. 10111. Washington, DC.
American Consulting Engineers Council. "Guide to Quality Control for Design
Professionals",ACEC No. 219. Washington, DC.
American Consulting Engineers Council. "Guidelines to Practice: Alternative Dispute
Resolution for Design Professionals",Vol. 1, No. 7, Washington, DC, 1991.
American Consulting Engineers Council. "Guidelines to Practice, Vol. 1, No. 3 —
Professional Liability Risk Management",Washington, DC.
American Consulting Engineers Council. "Hazardous Waste Practice — Technical and
Legal Environment",ACEC No. HAZ-08. Washington, DC.
American Consulting Engineers Council. "Professional Liability Risk Management",
ACEC No. 974. Washington, DC.
American Consulting Engineers Council. "Quality ManagementBefore, During and After
Construction", ACEC No. 975. Washington, DC.
American Consulting Engineers Council. "Risk Assessment and Management", ACEC
No. HAZ-02. Washington, DC.
American Consulting Engineers Council. "Risk Management in the Tort Revolution",
(video), ACEC No. 811. Washington, DC.
American Consulting Engineers Council. "Risk Management/Professional Liability",
Washington, DC, 1990.
American Consulting Engineers Council. "Sharing the Risks: Indemnity or Superfund
Cleanups", ACEC No. HWAC-10. Washington, DC.
American Consulting EngineersCouncil. "Standard Terms, HazardousWaste Contracts",
ACEC No. HAZ-03, Washington, DC.
American Consulting Engineers Council, "Understanding and Purchasing Professional
Liability Insurance", Washington, DC, 1991.
American Instituteof Architects. "Architect's Handbookof Professional Practice", 11th Ed.,
American Society of Civil Engineers. "Avoiding and Resolving Disputes During
Construction", New York, 1991.
Antilla, Juhani. "About Consultant's Liability and Insurance.", 1978.
Associated General Contractors of America. "Partnering: A Concept for Success",
Association of Consulting Engineers, Australia. "Loss Prevention", 1980.
Association of Consulting Engineers, Australia. "Risk Management — Guidelines for
Consulting Engineers", 1996.
Association of Soil and Foundation. "The ASFE Guide to In-House Loss Prevention
Programs", Maryland, 1983.
Bawcutt, Paul A. "Captive Insurance Companies", Woodhead/FaulknerLtd.
Baynes, K. and Pugh, F. "TheArt of the Engineer", Cambridge,UK, Lutterworth Press, 1981.
Betts, G. E. H. "Recent Developmentsin Insurance Coverage", Construction Law Letter,
Vol. 2, No. 5, May/June 1986.
BohI, Thomas, Dobereiner, Walter, and Keyserkingk, Graf. "Liability of the Engineer in
Construction", Friedrich Vieweg and Son Publishing Co. Ltd., 1980.
Bunni, Nael G "Construction Insurance", Elsevier Applied Science Publishers, London
and New York, 1986.
Bunni, Nael G. "Construction Insurance and the Irish Conditions of Contract", Dublin,
1984.
Bunni, Nael G. "FIDIC's View of Design Liability", Henderson Colloquium, IABSE,
Cambridge University, 1984.
96
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Chesterton, Laura P., Editor. "Effective Business Communication", Houghton Mifflin,
Massachusetts, 1992.
Consulting Engineers Advancement Society of New Zealand. "Manual of Action
Statements", 1996.
Cuff, Dana. "Architecture: The Story of Practice", MIT Press, Massachusetts, 1991.
Cushman, Robert F. and Bottom, ThomasG. "Architect and Engineering Liability:Claims
Against Design Professionals", John Wiley and Sons, New York, 1987.
Cushman, Robert F. "Avoiding Liability in Architecture, Design and Construction", John
Wiley and Sons, New York. 1983.
Dib, Albert. "Legal Handbook for Architects, Engineers and Contractors", Vol. 4, Cark
Boardman Co., New York, 1989.
Dixon, Sheila A. and Crowell, RichardD. "The Contract Guide: DPIC's Risk Management
Handbookfor Design Professionals". Monterey, CA, DPIC Companies,Inc., 1993.
DPIC Companies, Inc. "Lessons in Professional Liability: A Notebook for Design
Professionals",Monterey, CA, 1994.
DPIC Companies, Inc. "Managing the Issues of Professional Liability", Monterey, CA, 1985.
DPIC Companies, Inc. "Professional Liability Loss Prevention Manual", Monterey, CA,
1974.
DPIC Companies, Inc. "The LoL Handbook: A Guide to the Use of Limitation of Liability
for Design Professionals", Monterey, CA, 1993.
Eaglestone, F. N. "Insurance for the Construction Industry", George Godwin Ltd, 1979.
FIDIC. "Amicable Settlement of Construction Disputes", Lausanne, Switzerland, 1992.
FIDIC. "Client/Consultant Model Services Agreement", Lausanne, Switzerland, 1990.
FIDIC. "Conditions of Contracts for Works of Civil Engineering Construction", Fourth
Edition, 1987, Lausanne, Switzerland, 1988.
FIDIC. "Construction. Insurance and Law", Lausanne, Switzerland, 1986.
FIDIC. "Dealing with Risk — Managing Expectations", Lausanne, Switzerland, 1994.
FIDIC. "Guide to the Use and Remuneration of IndependentConsultants for Engineering
Services", 2nd Ed., 1976.
FIDIC. "Guidelines for Ad Hoc Collaboration Agreements Between Consulting Firms",
1977.
FIDIC. "Insurance of Large Civil Engineering Projects", Lausanne, Switzerland, 1982.
Also "A Progress Report", 1997.
FIDIC. "Mediation — Explanation and Guidelines", Lausanne, Switzerland, 1993.
FIDIC. "Mediation of Professional Liability Claims", Lausanne, Switzerland, 1993.
FIDIC. "Professional Liability Insurance— A Primer", Lausanne, Switzerland, 1991.
FIDIC. "Standing Committee on Professional Liability (Annual Reports", Lausanne,
Switzerland,Various.
FIDIC. "Transactions, Risk ManagementSeminar", Annual Conference, Sydney, 1994.
Fireman's Fund Insurance Company. "A Citizen's Guide to Tort Reform", Novato, CA,
1986.
Fisher, Roger and Ury, William and Patton, Bruce. "Getting to Yes:
Negotiating
AgreementWithout Giving In", 2nd Ed., Houghton Mifflin, Massachusetts, 1991.
Fleury, Robert E. "The Small Business SurvivalGuide", Sourcebooks Trade, Illinois, 1991,
1992.
Gellerman, Saul. "Motivation in the Real World", Dutton, New York, 1992.
Griffiths and Armour. "Professional Indemnity Insurance Claims: Some Lessons to be
Learned", Various.
Howell, Edward B. and Howell, Richard P. "UntanglingtheWeb of ProfessionalLiability",
A Risk Analysis and Research Corporation Publication, DPIC Companies, Inc.,
Monterey, CA., 1976.
Huber, Peter W. "Liability: The Legal Revolution and Its Consequences", Basic Books
Inc., New York, 1988.
Ingardia, Michael P. and Hill, John F. "CADD Risk Managementfor Design Firms", ACEC,
Washington DC, 1992.
Institutionof Engineers, Australia. "Are You at Risk?", Canberra, Australia, 1990.
Institution of Engineers, Australia. "Risk Engineering for Public, Product and Employee
Safety", 1987.
Institution of Professional Engineers, New Zealand. "Engineering Risk", Report of the
Presidents Task Committee on Professional Practice and Risk, 1983.
Jablonski, Joseph R. "Implementing TOM: Competing in the NinetiesThrough Total Quality
Management", 2nd Ed., Technical Management Consortium, New Mexico, 1992.
Jackson, R. N. and Powell, J. L. "Professional Negligence".
Jagen/Mohns/Bocking. "The Private Structure Law in the Mirror of Jurisdiction", Werner-
Verlag, Dusseldorf, 1984.
Larson, M. S., "The Riseof Professionalism", Universityof California Press, Berkeley, CA, 1977.
Legal Strategies, Inc. "Hiring and Firing Book: A Complete Legal Guide for Employers",
Merrick, New York, 1993.
Levy, Matthys and Salvadori, Mario. "Why Buildings Fall Down", W. W. Norton and
Company, New York, 1992.
Loots, P. C. "Engineering and Construction Law", Juta and Co. Ltd, Cape Town and
Johannesburg,South Africa.
Marston, D. L. "Law for Professional Engineers", McGraw-Hill Ryerson Ltd.
McReynolds, Charles M. "Human Resources Management for Design Firms", ACEC,
Mercier, Claude. "Client Selection and Limitations of Liability". Loss Control Bulletin No.
61, September 1982.
98
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Mildred, R. H. "The Expert Witness", George Godwin.
Miller, Peter 0. "The Future", paper given at the FIDIC Forum, Florence, Italy, 1983.
Milling, Bryan E. "The Basics of Financial: Tools for Non-Financial Managers",
Sourcebooks Trade, Illinois, 1991.
Mueller, W. H. 0. "Claims Against Building Contractors for Construction Deficiencies:
Contractual and Other Time Limits and the Significance of Privity of Contract and
Insurance", 9 CLR 111, 185 and 10 CLR 35, 985.
Mueller, W. H. 0. "Responsibility of Contractors and Project Managers for Defective
Design of Building Components and Systemsand Exclusion of InsuranceCoveragefor
this Risk", 19 CLR 103, 1986.
Nasmith, Hugh W. "Suit is a Four Letter Word", BeTech Publishers Ltd, Canada,
1986.
New York Centre for Public Resources. "Preventing and Resolving Construction
Disputes", 1991.
Nigro, William T. "Redicheck Interdisciplinary Co-ordination", 3rd Ed., The Redicheck
Firm, 1992.
Peters, Loren W. "Construction EngineeringEvidence", John Wiley and Sons, New York,
1989.
Phillips, Barbara Ashley. "Finding Common Ground: A Field Guide to Mediation", Hells
Canyon Publishing, Inc., 1994.
Pouliquen, Loulda Y. "Risk Analysis in Project Appraisal", World Bank Staff Occasional
Papers, #11 for World Bank by The Johns Hopkins UniversityPress, 1970.
Professional Liability Agents Network. "Project Representative'sManual", Silver Spring,
MD, 1990.
Purcell, P. F. "Dangers of Hold Harmless and IndemnificationAgreements: Legal Liability
and Insurability", 17 CLR 300, 1986.
Schaub, James H. and Pavlovic, Karl, Editors. "Engineering Professionalism and Ethics",
Florida, Kreiger, 1986.
Schoumacher, Bruce. "Engineersand the Law", Van Nostrand Reinhold,NewYork. 1986.
Simon, Michael S. "Construction Claims and Liability", Wiley Law Publications, Colorado
Springs, Colorado, 1988.
Sprigge, G. "ProfessionalLiability— Balance Needed", Institutionof Engineers,Australia,
September 1984.
Streter, Harrison. "Professional Liability of Architects and Engineers",Wiley lnterscience,
New York, 1988.
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3rd Ed., West PublishingCo., St Paul, Minn, 1985.
Tannen, Deborah. "That's Not What I Meant: How ConversationStyles Makes or Breaks
Your Relations With Others", William Morrow, New York, 1986.
99
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Trachtenberg, Marven and Hyman, Isabell. "Architecture: From Prehistory to Post
Modernism — The Western Tradition", Prentice Hall, New Jersey, 1986.
Victor 0. Schinnerer and Co. Inc. "Guidelines for Improving Practice", Washington, DC.
Watkin, David. "A History of Western Architecture", Thames & Hudson, London, UK, 1986.
Werner, Ulrich and Pastor, Walter. "Construction Lawsuit", Werner-Verlag, Dusseldorf,
1983.
Woodward, Cynthia A. "Human Resources Management for Design Professionals",

Washington, DC, American Institute of Architects, 1990.
https://t.me/PrMaB
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P0 BOX86
WOO Lausanne 12
Swfzerland
telephone-s--41 21 654 44 1 1
Fax +-s41 21 6535432
Email hdic@poboxcom
www.fidicorg
https://t.me/PrMaB

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RISK MANAGEMENT MANUAL

Fédération Internationale des Ingenieurs-Conseils

Risk Management Guidelines 3

Chapter One - Professionalism 9

Chapter Two - Communications 13

Using the Right Word in Construction Documents 16

Communicatingwith Your Clients 18

CommunicatingDuring the Project 19

Chapter Three - Avoiding and Managing Disputes 21

The Role of Relationships 22

The Breakdown of Communication:When Litigation Becomes Inevitable 33

Chapter Four - Business Practices 35

Chapter Five - Technical Procedures 65

Coordinating the Documents 70

Shop Drawing and Submittal Reviews 74

Working With Contractors 76

Chapter Six - Professional Liability Insurance 78

Chapter Seven - Where to Find Help 79

Specialised InsuranceAgents and Brokers 81

Scope of Services Checklist 87

Completed Project Evaluation Forms 89

Design Checklist Sample Page 91

Shop Drawing Log 92

Shop Drawing Checklist 93

Shop Drawing Stamp 94

Risk managementin construction work occurs at several levels:

major conclusions from each chapter are here summarised as a series of

• Many claims against design professionals result from a breakdown in communication

Chapter Three - Avoiding and Managing Disputes

Chapter Six - Professional Liability Insurance

It takes more than an educationin engineering to be a professional.The word professional

A Professional Public Image

going to sit up and take notice.

Professional Conduct and Ethics

The Importance of Communications

The Words We Use

design professional.Simple words sometimeshave dozens of meanings.For example,

The result should be:

Communicating with Your Client

Communicating During the Project

Design professionals often expect to remember the details of important telephone

Planning for Problems

Many disputesare cumulative. Unresolved small problemscreate antagonismsbetween the

The Role of Relationships

Job Site Dispute Resolution

Dispute Review Boards

When a Problem Arises

What to do if a problem arises

Report the incident immediately.

Report The Situation Immediately

Keep SeekingAlternativesAnd Solutions

Do NotAutomaticallyAssume You Are Responsible, No MatterWhatTheFactsFirst Seem

Document And Photograph

attempted, the dispute could escalate into binding arbitrationor multiple-partylitigation.

Client: ______________________ Owner: _