Construction Process

What Is a Construction Material Takeoff? | Procore

Takeoff- identifying and itemizing materials required for project,

requiring reading of blueprints and receiving pricing of materials
required.
*Critical to get an accurate count of materials before submitting a
bid or it will result in overpaying for materials and cutting into
your profit.
1. Consult the construction documents- By referencing
blueprints and specifications, contractors see type of
materials owner has requested.
2. Itemize the necessary materials- Contractors will make a
list of all of items required for project—or materials needed
for their specific trade.
3. Count or calculate quantities- Finally, contractors will
systematically work through the drawings and take off each
item from the drawings as they add it to their list of
quantities.
Contractors need to record various materials in different ways. For
example, material takeoffs can be quantified by:
1. Count: Individual items like standard wall studs, light
fixtures, outlets, air handlers, windows, doors, and other
similar items are counted.
2. Area: Flooring, drywall, sheathing, roofing, and similar items
are calculated by square foot.
3. Volume: Concrete, sand, gravel, paint, and similar items are
calculated by cubic foot or cubic yard.
4. Length: Lumber, conduit, wire, ductwork, and similar items
are typically listed by linear foot or linear yard.
Each trade will have specific materials and items that are
important to quantify while performing a takeoff.
Estimating vs. Takeoff
First, estimators perform a material takeoff to get an accurate list
of the exact items and quantities needed for a project.
Second, estimators build an estimate by determining current
materials pricing as well as calculating other costs, like labor,
equipment, or travel.
RFIs: A Contractor's Guide to Requests for Information | Procore

Request for Information (RFI)- to request clarification about

documents, drawings, specifications, or other project conditions.
Used to resolve information gaps, eliminate ambiguities, and
capture/share specific decisions during course of the project.
*Be specific and clear. Don’t group questions together
*Add context so anyone can understand
1) The exact nature of the misunderstanding
2) A description of parties impacted
3) The part of the project process that is impacted
4) Where on the build the information is lacking
5) A deadline by which a response is needed
*Procore allows adding pictures available to everyone in real time
Categories:
Design clarifications: conflicts, incomplete plans, specifications
1. Requests for a design change: often due to errors in
construction, sequencing problems
2. Requests for substitutions: value engineering, material
availability, ease of use
3. Constructability issues
4. Differing site conditions
*Most businesses or owners will try to set their RFI best practices
and expectations prior to beginning a project.
RFI best practices include:
1. Developing an RFI procedure
2. Defining what constitutes an RFI (and what doesn't)
 3. Outlining the documentation required along with an RFI for a
response
4. Define expected response times
5. Communicate the process and requirements to all
stakeholders

Ultimate Guide to Submittals in Construction | Procore

Submittals- any document or item sent by contractors for

approval by the design team, confirming that the materials,
products, and equipment planned for construction meet the
contract requirements. Submittals can include product data
sheets, samples, mockups, manuals, and more.
1) The general contractor creates a submittal schedule
2) Contractors prepare submittal documents
3) The design team reviews the submittals
4) The design team responds to the submittals
5) If a submittal is approved, the contractor can begin work. There
are instances where the design team may approve a submittal,
but only after certain conditions are met. They may respond
with approved with conditions, approved as noted, or approved
with corrections.
Contractors often send a request for information, or RFI, to the
design team to ask questions and request clarification to ensure
they prepare the correct items.
*Submittals are an essential tool in the quality control process of
any construction project, ensuring that contractors install
materials, products, and equipment according to the project
drawings and specifications.
*In order to help mitigate prolonged wait times or additional steps
in the process, it’s important for contractors to make sure their
submittals are in line with the information specified in the
contract documents, along with any additional information shared
by the design team.
*The best construction companies continually evolve and update
the process to get submittals approved and materials on the
jobsite as efficiently as possible.
*One of the big advantages of using submittal software is the
automated collection and tracking of most of this information.
Software automatically records submission and receipt dates,
commenter names, and contact information, helping to prevent
errors or miscommunication that are common with a manual
process.
*A well-designed submittals process strikes an appropriate
balance between quality control and speed.
Project size, lead times for materials, and the construction
schedule can factor into how quickly submittals should be
processed. A contract may dictate when the submittal process
should begin.
Shop Drawings- detailed plans, drawings, and illustrations that
illustrate how specific elements of the project will be fabricated
and/or installed. Shop drawings are commonly required for
specially fabricated materials or custom-built equipment to
ensure the product’s fit and function matches the design. For
example, HVAC contractors often submit shop drawings of custom
ductwork to ensure it complies with design requirements and
provides adequate airflow, and to show the routing of the
ductwork throughout the building.
Product Data- contain standard details about products like sizes,
performance data, preparation and installation instructions.
Samples- physical examples of materials to be installed. The
design team wants to verify that the materials match the
intended quality, color, texture, or structural requirements.
Common examples of samples required as a submittal include
flooring, tile, and paint.
Mockups- essentially models of a constructed element, either
produced at scale or life-size using the same materials and
methods to be used in the project. These are produced to verify
the aesthetics and/or workmanship of the product.
As-Built Drawings- the final diagrams submitted by a contractor
upon completion of their work. Where shop drawings are
submitted before installation, as-built drawings reflect the final
product, including any approved changes to the specifications and
locations of products, components, and assemblies. These and
other similar record documentation is considered a closeout
submittal and provided at the end of the project.
Value Engineering in Construction: 6 Steps to Increase Project Value | Procore

Phase Objectives Key Questions

Collect data about the project or parts,
Information
such as cost, specifications, schedule, or What is the goal?
Gathering
owner’s intentions.
Functional Analyze elements to determine their What does this need to
Analysis function and necessity for the project. do?
Creativity and Develop ideas for alternative ways to What are other ways to
Innovation achieve the element’s function. do this?
Assess the alternative solutions for Does this increase or
Evaluation
advantages and practicality. decrease value?
Develop promising alternatives by How does the new idea
Development exploring impacts on cost, quality, change project costs,
timeline, and owner expectations. function, and schedule?
Share the most promising
What options should the
Presentation alternatives with the owner with clear
owner consider?
pros and cons.

The 5 Key Types of Construction Contracts | Procore

Contract Type Definition Description

Parties agree on a fixed price for Best for projects with a well-
Lump sum
the entire project or phase. defined scope of work.
Time and Contractors bill for all material Helpful for projects
materials costs and labor at an hourly rate with uncertain scope.
Work is divided into fixed cost Useful for projects with an
Unit price units, and contractors bill for each uncertain number
unit separately. of repeatable elements.
Guaranteed Contract sets an upper limit for Reserved for projects
maximum price costs, and the GC or construction with known scope and
(GMP) manager absorbs additional costs. challenges.
Contractors are paid for project Beneficial for contractors on
Cost-plus costs plus a predetermined profit projects with many potential
margin. change orders.

Lump Sum Contracts in Construction | Procore

Guide to Guaranteed Maximum Price (GMP) Contracts in Construction | Procore
The Construction Buyout Process Explained | Procore

Buyout- period between preconstruction and construction phases

during which GC procures subcontractors and finalizes purchase
orders. * Enables project to move from planning
and preparation to actual execution.
*An effective buyout leads to precise cost projections, appropriate
allocation of scopes of work, and the procurement of necessary
materials for construction to begin. The successful completion of
the buyout process sets the foundation for a well-organized, on-
budget and productive construction phase, ultimately leading to
successful delivery of the construction project.
1. Project assessment- GC evaluates project's scope,
requirements, and timelines to determine specific trades/services
to complete construction.
2. Subcontractor selection- Subcontractor selection is not
solely about choosing the lowest bid for each subcontract but
rather finding the right balance between cost-effectiveness,
quality and reliability. For example, even if one subcontractor
offers lowest bid, the GC may have prior knowledge that this
subcontractor tends to submit change orders that increase overall
cost.
Best & Final Pricing- As part of the selection process, the
general contractor may hold interviews with subcontractors to
discuss their approach, and in some cases, request "best and
final" pricing. This involves the general contractor asking the
subcontractor to reevaluate their bid to identify any opportunities
for making it more competitive and attractive.
3. Negotiation- After reviewing the bids and determining the
subcontractor, the GC enters into negotiations to finalize contract
pricing and scope, as well as terms and conditions. In this step, it
is crucial that the GC accounts for all scopes of work needed to
complete the project and that those scopes are covered in all the
subcontracts. Using bid leveling, the GC ensures that there are no
scope duplications or holes which can result in cost overruns.
4. Subcontract and Purchase Order Execution- GC and the
selected subcontractors enter into formal written agreements,
defining the terms, scope of work, schedule, payment terms, and
other conditions related to subcontracted work. GC also executes
purchase orders with suppliers for materials and supplies.
Request for Change Orders: Adjusting the Contract Scope | Procore

Change Order- changes to the construction agreement. The only

way to make sure you’re protected and that you’ll be paid is to
make the work part of the contract. The issuance of a change
order is how you amend it.
Is your team insured while doing that work? If it takes longer to
finish the job because of this work, are you vulnerable to
liquidated damages? Can you include the payment for that work if
you must file a mechanics lien?
When an architect or project manager asks for any change in the
scope of work — the best response is, “Sure. I’ll get you a price
for that.”
When the scope of work is changed, the contract must change
accordingly, or you might not be paid for it. Also, by saying you’ll
price the change, you’re telling the other party a few things:
1) You’re establishing you understand the process. You know that
you should submit a price for the additional work so it can be
added to the contract.
2) It signals that you’re a professional. You value your time and
your skills and expect to be paid for what you do.
3) It puts the other party on notice that you expect to be paid for
everything you do. Plus, it can put them at ease, knowing they
don’t have to wonder how you might try and make that money
back.
A request for a change order can be “top-down” or “bottom-up”:
Top-down requests- originates from the “top” — the architect or
owner (or the GC, if you’re a subcontractor on a project). This
could be a change adding or subtracting parts of the work for any
reason at all.
Bottom-up requests: originates with a worker in the field, and
heads “up” the chain to the owner. Projects that use value
engineering are prime candidates for bottom-up change orders,
since the architect, engineers, or project owners actively invite
viable alternatives from the contractors on the job.
*Document dates: Many disputes about change orders are about
the time, not the cost. Make sure all the dates are documented:
1) You were asked to do the work
2) Any RFI was submitted
3) The change order was first distributed
4) The change order was approved
5) Based on the change order approval, when the work can begin

Mastering Construction Project Management: A Comprehensive Guide | Procore