10 Essential Scope Review Items Every Architect Should Align with Contractors

In the world of architecture and construction, a well-defined scope of work (SOW) is the foundation of a successful project. By meticulously reviewing the SOW, architects and contractors guarantee clarity, efficiency, and quality from the start. Adhering to a structured process ensures both parties have a clear understanding of their responsibilities, expectations, and deliverables.

Essential Components to Review

• Project Overview and Description

  • Define the project type, scale, and purpose (e.g., new construction, renovation-helps to set the stage for a sucessful project by ensuring everyone is on the same page from the start).

  • Clearly specify locations, affected areas, and key objectives.

• Detailed List of Architect’s Services

  • Outline all services to be provided (e.g., schematic design, design development, construction documents, permitting assistance, and site visits).

  • Specify the covered disciplines (e.g., architectural, structural, MEP, landscape).

  • Indicate any exclusions or optional/extra services that would require additional fees.

• Drawings and Documentation

  • List expected deliverables, including drawings, specifications, and technical documents for bidding and construction phases.

  • Reference the quality standards and applicable codes.

• Project Schedule and Milestones

  • Set project timelines, key milestones, and deadlines for each phase.

  • Highlight review and approval periods for major submissions.

• Project Coordination and Communication Protocols

  • Define channels for communication, frequency of meetings, and reporting protocols.

  • Specify requirements for shop drawing, submittals, and product data reviews.

• Change Management Procedures

  • Outline the process for handling changes, issuing addenda, and evaluating change orders.

• Quality Control and Site Visit Responsibilities

  • Detail the frequency of site visits and their purpose (quality assurance, progress verification, field reporting).

  • Note procedures for identifying, reporting, and rectifying non-conforming work.

• Roles and Authorities

  • Clarify decision-making authority for approvals, changes, and dispute resolution.

  • Assign responsibility for coordination with consultants, permits, and regulatory approvals.

• Payment Terms and Cost Controls

  • Clearly state fees, payment schedules, and procedures for billing.

  • Establish methods for tracking progress in relation to payments and deliverables.

• Final Inspections and Project Closeout

  • Provide specific requirements for punch list completion, warranties, post-construction site reviews, and handoff documentation.

Key Scope of Work Review Items

In a nut shell:

Practical Tips for Reviewing SOW

• Always compare the SOW against the contract and proposal documents to spot discrepancies.

• Check for vague or generic language; all responsibilities and deliverables should be specific and measurable.

• Review for alignment with your team's capacity and expertise; negotiate exclusions as needed before signing.

• Verify that timelines are realistic and that dependencies (like client reviews/approvals) are clearly scheduled.

• Clarify any cost recovery or payment triggers—unclear terms here can delay payments.

A robust SOW is the backbone of any construction or design contract: It instills client confidence, safeguards your interests, and significantly minimizes the risk of disputes by clearly defining roles and the contractual framework.