Construction projects involve immense complexity, requiring constant and clear communication among all parties. The initial contract documents, while comprehensive, cannot account for every unforeseen condition or necessary clarification that arises once construction begins. Maintaining project momentum in the face of these minor ambiguities necessitates a formal and efficient mechanism for instruction. Within the architectural and construction industries, the Architect’s Supplemental Instruction (ASI) acts as a direct tool for the design team to guide the contractor without disrupting the financial or temporal aspects of the contract.
Defining ASI
The acronym ASI stands for Architect’s Supplemental Instruction. This is a formal written document issued by the project architect during the construction administration phase. The instruction serves to clarify, correct, or provide additional information to supplement the original construction drawings and specifications. It becomes an official, legally enforceable part of the contract documents once issued to the general contractor. An ASI addresses minor changes or ambiguities without altering the fundamental agreement between the owner and the contractor.
The Purpose of Architect’s Supplemental Instruction
The primary functional goal of the ASI is to maintain the project schedule by offering quick resolution to small issues encountered on the job site. Construction teams frequently find minor discrepancies in the drawings or require more detail on a specific installation method. By using an ASI, the architect can promptly resolve these questions, preventing the contractor from halting work while waiting for a more formal, lengthy process. The document is strictly limited to instructions that do not involve a change in the project’s contract sum or the contract time. This limitation ensures that the instruction is purely for clarification or minor refinement of the existing design intent.
When and Why ASIs Are Used
ASIs are typically triggered by a Request for Information (RFI) from the contractor or by the architect’s observation of an ambiguity during site visits. These documents are used to address practical, on-site issues that must be resolved immediately to avoid delays. For example, an ASI might be used to specify the exact color of paint for a non-exposed area when the specifications listed a color group but not a specific manufacturer code. Another common use is to correct minor drawing conflicts, such as a slight clash between the mechanical and structural drawings that does not require a redesign or extra work. They are also employed to provide specific installation details for a proprietary item or to clarify the configuration of trim at a complex intersection of materials.
ASI vs. Other Construction Documents
The distinction between an ASI and other construction modification documents is crucial for understanding its limited legal scope. Unlike a Change Order (CO) or a Construction Change Directive (CCD), an ASI must explicitly state that it does not affect the contract sum or the contract time. The use of a CO is reserved for changes that alter the scope of work and require an adjustment to the cost or schedule, demanding agreement from the owner, architect, and contractor. A CCD is a directive from the owner and architect compelling the contractor to proceed with work that will affect the cost or time, often used when an agreement on price cannot be reached immediately. If a contractor determines that an instruction issued via an ASI will lead to increased cost or require additional time, they are obligated to notify the architect immediately. The instruction must then be converted into a CO or CCD before the contractor proceeds with the work.
The Workflow for Issuing an ASI
The procedural step for issuing an ASI generally begins with the architect drafting the formal instruction, often using a standardized form such as the AIA Document G710. This document must clearly reference the original contract documents it is supplementing and include a detailed explanation of the required change or clarification. The architect then formally logs and numbers the ASI for tracking purposes before distributing it to the general contractor and other relevant parties. Upon receiving the instruction, the general contractor is responsible for disseminating the information to the affected subcontractors and trades. The expectation is that the contractor executes the instruction promptly to keep the project on schedule.
Importance of Accurate Documentation
Maintaining a complete record of all issued ASIs is a requirement for successful project management and closeout. Once executed, the instructions contained within the ASI are incorporated into the final contract documents, officially modifying the requirements of the original agreement. This documentation is essential for final inspections and for the creation of the “as-built” record, which accurately reflects the project as constructed. A well-organized log of ASIs is also important for managing potential future disputes or liability claims, as it provides a clear historical record of all minor design decisions and clarifications made during construction.