Outline of Document Control Procedures
As the General Contractor or Construction Manager (typically playing both roles), we assume responsibility for project documentation and control, managed by proprietary process.
We submit construction documents for plan review and permitting, including filing of the Notice of Commencement if needed.
We distribute Construction Drawings and Addendums to the subcontract trades. Permitted drawings are posted on the construction site by the GC. We track any revisions, ensuring that they are submitted to plan review and distributed to the subcontract trades in a timely fashion.
Requests for Information
RFI’s may be issued by the subcontractors to the GC or by the GC for various reasons, not limited to need for additional clarification on construction details, finishes, or product specifications. Often times these are initiated by field conditions that do not match the construction drawings. It is our responsibility to the RFI with the subcontractor, summarize the issue, and issue a formal request with documentation to clearly communicate and identify the issue.
We direct the formal RFI to the Owner and Design Team, tracking the issue to verify an answer is provided in a timely fashion so as not to incur a delay and then formalize, distribute, and archive the RFI response. This creates a historical log of any deviations from the construction documents.
Prior to ordering any materials or fabrication of custom items, the GC will collect and issue formal submittals of product data specifications, shop drawings, and safety data sheets. These are issued to the Owner and Architect for review and comment. The GC tracks the responses to ensure comments are incorporated and that materials are ordered accurately and in a timely fashion. Submittal documentation is compiled and archived for the Owner’s records.
Change Requests and Orders
Through the course of a construction project, Change Requests may be issued by the Owner, General Contractor, or Subcontractor due to a change in preferences, change in budget circumstances, desire for additional work, design errors, or hidden or unforeseen conditions that require deviation from the construction documents.
We will record and track all change requests, converting approved change requests into formal change orders. A change order will be accompanied with the original change request, confirmation of approval, pricing information and any subsequent submittal documentation required.
Pay Applications and Lien Waivers
On a regular basis, outlined within the contract documents, we will collect subcontractor payment applications and conditional lien waivers. We review all subcontractor payment applications for accuracy and consistency. The Owner receives a single payment application from the GC determined by the current progress of the project on the scheduled payment period. Conditional Lien Waivers are provided with each payment application.
Upon payment, the Owner will be issued an Unconditional Lien Waiver from the GC. We then distribute funds to the subcontractors. As a condition for payment, the subcontractors must submit an Unconditional Lien Waiver in the amount of the payment for themselves and any sub-subcontractors or suppliers. These Unconditional Lien Waivers are provided one month in arrears with the subsequent payment application.