HOAI Service Phase 9: Object Support and Documentation for Architects and Engineers

What is Service Phase 9 Object Support?

Service Phase 9 marks the completion of the nine service phases according to HOAI and encompasses object support and documentation after the building's completion. It begins after the official handover of the construction project and extends throughout the entire warranty period, typically five years. During this phase, architects and engineers support the building owner in identifying and remedying defects as well as completing the final documentation of the construction project. Service Phase 9 (LPH9 or LP9) ensures that the agreed quality of the building is guaranteed long-term and forms the formal conclusion of the construction process.

Overview of the Nine HOAI Service Phases

Before delving deeper into Service Phase 9, here's an overview of all service phases according to HOAI and their associated services within a construction project:

LPH 1 – Basic Evaluation: Assessment of the initial situation, clarification of tasks, and consultation on the overall service requirements. This phase forms the basis for further construction project planning.

LPH 2 – Preliminary Planning: Development of a planning concept including examination of alternatives. This is where the first structural service outline for the construction project emerges.

LPH 3 – Design Planning: Development of the final solution to the planning task, taking into account all discipline-specific requirements. The design serves as the central decision-making basis.

LPH 4 – Approval Planning: Preparation and compilation of documents for required approvals. This phase is crucial for the legal security of the construction process.

LPH 5 – Implementation Planning: Development and presentation of execution-ready planning documents, descriptions, and calculations. This phase often requires precise detailed planning and close collaboration between engineers and architects.

LPH 6 – Preparation of Contract Awards: Determination of quantities and preparation of specifications. The goal is economical and legally secure awarding of construction services.

LPH 7 – Participation in Contract Awards: Obtaining, reviewing, and evaluating offers as well as participating in contract awards. This phase ensures transparency and comparability of offers.

LPH 8 – Object Supervision (Construction Supervision) and Documentation: Monitoring the execution of the object for compliance with approvals, contracts, and planning services. Documentation of the construction execution is also part of this phase.

LPH 9 – Object Support: Monitoring defect remediation during warranty periods and final documentation. This last phase ensures the sustainable quality of the implementation and completes the overall service.

The HOAI service phases 1-9 together form structured service outlines for construction planning and implementation of complex construction projects. The basic services within each phase and the remuneration are regulated in the Fee Structure for Architects and Engineers (HOAI). This creates clear information, transparency, and structure for all parties involved – from basic evaluation to handover.

In the following, we will focus on the tasks and special features of Service Phase 9.

Service Outline and Basic Services of Service Phase 9

The service outline of Service Phase 9 according to HOAI includes several clearly defined basic services. These form the foundation for the activities of architects and engineers in this phase:

• Professional support during object inspections for systematic defect identification during the limitation periods for warranty claims
• Organization of regular object inspections at specified times
• Coordination of involved specialist planners in defect assessment
• Professional supervision of defect remediation by the executing companies
• Structured documentation of all identified defects and their remediation
• Participation in the release of security deposits after successful defect remediation
• Creation of final documentation as part of the overall service

These basic services are mandatory and are covered by the fee established in the HOAI. Additionally, special services can be agreed upon, which are to be remunerated separately.

Legal Framework and Remuneration for LPH 9

Within the Fee Structure for Architects and Engineers, clear legal framework conditions are defined for Service Phase 9:

• The remuneration for Service Phase 9 amounts to approximately 2-3% of the total fee according to HOAI
• The legal basis is the current version of the Fee Structure for Architects and Engineers
• The limitation periods for warranty claims begin with the formal handover of the object
• The documentation in Service Phase 9 has legal evidentiary value in later disputes
• The distinction from services of previous phases, especially from object supervision, must be clearly defined contractually

Knowledge of these legal aspects is of great importance for architects and engineers to minimize liability risks and to invoice their remuneration with legal certainty.

Chronological Sequence and Organizational Steps in Object Support

Service Phase 9 follows a chronologically structured process that extends throughout the entire warranty period:

• First systematic object inspection approximately 9-12 months after handover
• Second comprehensive inspection after about 18-24 months
• Final inspection shortly before the expiration of the warranty period (usually after 4.5 years)
• Intermediate inspections when specific problems occur or at the building owner's request
• Timely organization of defect remediation after each inspection
• Regular documentation of project progress in defect remediation
• Final documentation before the end of the warranty period

This chronological structuring enables a systematic approach and ensures that all tasks of Service Phase 9 are fulfilled within the warranty period.

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Methodical Approach to Defect Identification and Tracking

The following methodical approaches have proven effective for the successful implementation of Service Phase 9 within the framework of HOAI service phases 1-9:

• Development of standardized checklists for systematic defect identification as part of object support
• Documented photography of all identified defects with location and date as part of the documentation
• Categorization of defects by urgency and responsibility – an important step in structured construction project planning
• Creation of a defect remediation plan with binding deadlines for scheduled implementation
• Regular status inquiries with the responsible companies as part of ongoing supervision
• Follow-up inspection and documentation after reported defect remediation to comply with basic services according to the service outline
• Formal acceptance of remediated defects with signatures of all parties involved – a concluding step in the construction process for legally secure handover

This methodical approach ensures that all defects are systematically recorded and remediated before the warranty periods expire. It is an essential component of the final phase in the construction project and supports successful and traceable processing according to the Fee Structure for Architects and Engineers (HOAI).

Digital Tools and Systems for Modern Object Support

Digitalization has significantly changed and optimized the implementation of Service Phase 9:

• Mobile applications for digital defect recording on-site with GPS localization
• Cloud-based document management systems for all planning documents, descriptions, and calculations
• Automated notification systems for communication with executing companies
• Digital protocol templates with standardized assessment criteria
• Progress tracking tools for monitoring the defect remediation process
• Digital signature solutions for legally secure acceptance of remediated defects
• Database-supported systems for documenting the entire object support process

These digital tools significantly increase the efficiency of Service Phase 9 and simplify the documentation of all processes.

Quality Assurance and Standards in Service Phase 9

The quality of object support is secured through the following standards and measures:

• Application of recognized technical rules for defect assessment
• Adherence to defined process standards for defect tracking
• Regular coordination with all involved specialist planners
• Transparent communication with the building owner about the status of defect remediation
• Systematic archiving of all relevant documents and evidence
• Clear definition of responsibilities and escalation paths
• Regular quality controls of the work performed

These quality assurance measures ensure that Service Phase 9 meets professional requirements and secures the long-term success of the entire construction project.

Interfaces with Object Supervision and Other Service Phases

Service Phase 9 is closely related to the preceding service phases, particularly with object supervision, construction supervision, and documentation (LPH 8):

• Seamless transition from construction acceptance in LPH 8 to object support in LPH 9
• Adoption of the construction process documentation from LPH 8 as a basis for defect assessment
• Utilization of quality standards defined in implementation planning (LPH 5)
• Reference to the results of design planning (LPH 3) when assessing conceptual aspects
• Consideration of contractual obligations established during preparation of contract awards (LPH 6) and participation in contract awards (LPH 7)
• Integration of the entire project history into the final documentation

Understanding these interfaces is essential for architects and engineers to successfully implement Service Phase 9.

Challenges and Typical Problems in Object Support

In the practical implementation of Service Phase 9, specific challenges frequently arise:

• Difficulties in distinguishing between warranty defects and normal wear or deterioration
• Coordination problems with numerous trades during defect remediation
• Disagreements about the technical assessment of complex defects
• Time pressure before the expiration of warranty periods
• Insolvencies or business closures of executing companies during the warranty period
• Incomplete documentation from earlier planning phases
• Discrepancies between the building owner's expectations and contractual agreements

Early identification and proactive handling of these challenges is a key success factor for architects and engineers in Service Phase 9.

Communication and Stakeholder Management in LP 9

The successful implementation of Service Phase 9 requires effective stakeholder management:

• Regular status reports to the building owner on the progress of defect remediation
• Clear communication with the executing companies about identified defects
• Coordination with involved specialist planners for technical assessment
• Interface management for defects affecting multiple trades
• Professional moderation of conflicts between building owners and executing companies
• Transparent communication about the expiration of warranty periods
• Final handover of all relevant information and documents

Clear and targeted communication prevents misunderstandings and accelerates defect remediation.

Sustainability and Long-term Quality Assurance through Object Support

Service Phase 9 makes an important contribution to the sustainability and long-term quality assurance of the construction project:

• Ensuring the lasting functionality of all components and technical systems
• Early detection and remediation of defects that could cause long-term consequential damage
• Optimization of the building's lifespan through professional defect remediation
• Documented experiences for future planning services and construction projects
• Long-term value preservation of the object through systematic quality assurance
• Creation of a solid foundation for later maintenance and modernization measures
• Contribution to sustainable resource use by avoiding premature renewals

These long-term aspects highlight the importance of Service Phase 9 well beyond the formal fulfillment of HOAI requirements.

Service Phase 9 vs. Facility Management: A Fact-based Distinction

Service Phase 9 according to HOAI and facility management differ significantly in their objectives, time orientation, and scope of tasks. While object support within the framework of Service Phase 9 is clearly limited in time—typically to the five-year warranty period after completion of the construction project—facility management represents a long-term service designed for the entire lifecycle of a property.

Architects and engineers in LP 9 focus on the identification, tracking, and documentation of construction defects as well as their remediation within the scope of basic services. In contrast, facility management encompasses ongoing building operation, maintenance, upkeep, and comprehensive management of all building-related services.

The service outlines of both areas illustrate this distinction: While documentation in Service Phase 9 primarily serves the legally secure assertion of warranty claims, facility management documentation pursues goals such as cost optimization, value preservation, and efficiency improvement. With the completion of LP 9, the responsibility of the planners ends—facility management, however, is an ongoing, operational process.

Summary: The Strategic Importance of Service Phase 9

Service Phase 9 Object Support forms the conclusion of the HOAI service phases and, despite its small proportion of the total fee, is of strategic importance for the overall success of the construction project:

• It ensures the long-term quality of the completed building
• It creates legal certainty for all parties involved through systematic defect tracking
• It significantly influences the building owner's satisfaction with the overall service
• It forms the basis for future references and follow-up orders
• It provides valuable insights for optimizing future planning services

Architects and engineers who professionally implement Service Phase 9 according to HOAI make a significant contribution to the sustainable success of their projects and to building long-term customer relationships.