Contract documents

July 18th, 2024

Introduction

 Construction on any project is a complex effort with several moving elements that require extreme coordination to deliver a finished product. People, parts, machinery, and so many other components are part of the process. These things and so many more go into the building of a structure. But before any digging, concrete pouring, hammering, or any other work commences, planning is necessary, often referred to as the Preconstruction Phase.

Preconstruction is a pivotal time in the construction process. The team addresses any lingering doubts, unanswered questions, challenges, or uncertainties during this stage. Open discussions on any potential timeline disruptions receive critical analyses. The experts on this team are adept at dealing with these issues and understand the importance of proactively resolving them before work commences.

Elements of the Preconstruction Phase

Conducting a Site Assessment

Regardless of whether it’s a new or existing site you’re building on, it must go through a site assessment. Engineers are a critical piece of the process and assessing the site allows them to make recommendations on what steps to take before the construction phase starts. Engineers review all the major systems including electrical, water, and HVAC, making recommendations on improvements or steps to take before implementation.

A thorough site assessment also uncovers any hidden obstacles that could derail the project once construction has begun. Are there soil issues that could worsen over time? Has the area been contaminated by harmful waste at some point, which would present a hazard to water intake by the inhabitants of the structure? Does the project fit into the long-term vision of the region? These and many more questions need answers during the site assessment.

Securing Licenses and Permits

Work can’t start without licenses and permits and all the necessary documentation is secured during the preconstruction phase. Overlooking the importance of this step has been known to cause projects to stall or, in the most extreme cases, lead to project cancellations. With that, the team must have a complete understanding of the instruments needed before proceeding.

Defining the Scope of Work

During this stage, the project begins to take shape. Material needs including manpower and others are discussed, and duty assignments start here. Leaders often refer to the Scope of Work as their on-site playbook, guiding them from one project phase to the next. It’s important to understand that the scope of work directly impacts every person, piece, and part, making building this document an essential component of the success equation.

Creating a Communications Plan

Effective communication on a construction site is a must, and it begins by creating a solid communication plan. Every worker, regardless of their role, is on the same team, but every worker doesn’t need the same intel to function. A comprehensive construction communications plan feeds information to the right parties at the right time, ensuring they have what they need to perform at their highest level.

Estimating Costs

No preconstruction phase is complete without estimating the costs it will take to complete the project. During this phase, leaders present their costs with those numbers going into a final budget to be used as the financial roadmap of the project. Project managers, accountants, and financial analysts work closely together during this stage as the project’s profitability hinges on their efforts.

Conclusion

 These are some of the critical pieces of the preconstruction phase. Investing in these and others is essential to the quality of any project, regardless of the size, scope, or planned use of the structure. Success in construction doesn’t just happen; it’s a byproduct of planning and it starts with a well-planned preconstruction phase.

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 AIA Contract Documents has provided this article for general informational purposes only. The information provided is not legal opinion or legal advice and does not create an attorney-client relationship of any kind. This article is also not intended to provide guidance as to how project parties should interpret their specific contracts or resolve contract disputes, as those decisions will need to be made in consultation with legal counsel, insurance counsel, and other professionals, and based upon a multitude of factors.