The following is a summary of the requirements described throughout site. As you can see there are
numerous things that have to occur prior to the job starting, on a daily, weekly, monthly and yearly basis.
This list is not a comprehensive list of all items that are required, however they will get you through the
major items that can delay a project. Use this list as a base to add other items as they become evident.
Learn from each project and keep the list with you. Don’t rely on your memory.
Initial Compliance Items
- Confirm a Notice of Award has been issued has been issued by the owner
- Confirm a Notice to Proceed has been issued by the owner
- Procure Insurance for the Prime Contract
- Procure Bonds for the Prime Contract
- Confirm the Prime contract has been fully executed
- Review the Prime Contract
- Review all subcontractor contracts
- Obtain and review a copy of the bids and scope letters of the low subcontractor bids
- Confirm subcontracts have been send to the subcontractors for signature
- Monitor to confirm when subcontracts have been fully executed
- Procure required Subcontractor Bonds
- Confirm receipt of initial insurance from subcontractors
- Create a schedule of values
- Conduct an in house Pre Job Review to discuss any special items in the contract or subcontracts
- Distribute all contract documents to subcontractors and suppliers
- Confirm Accounting Interface with the Estimate has been completed for budget reporting
- Review Initial budget reports to confirm they match the Prime Contract amount and individual
subcontract amounts - Conduct a Pre-Construction Meeting
- Administration Manual
- Location
- Send out Invitations
- Confirm attendees prior to the meeting
- Create CPM Schedule
- Review the CPM Schedule Review prior to submission to the architect and subcontractors
Jobsite Items
- Billings Notification letters
- Safety Notification letters
- MSDS Notification letters
- Certified Payroll Notification letters
- Record Drawings Notification letters
- Post all required OSHA and Labor Postings at Job Office
- Create and Post an Emergency Action Plan per OSHA requirements
- Confirm or create a Storm Water Pollution Prevention Plan
- Set up files from standard list
- Confirm there is Job Specific Illness and Injury Prevention Plan at the jobsite office
- Confirm there is a company safety program at the jobsite office
- Confirm there are fire extinguishers for the jobsite office
- Confirm there is a first aid kit and other required medical items at the jobsite office
- Obtain MSDS Sheets from Each contractor
- Procure all supplies and furnishings
- Determine a priority list of contracts and submittals
- Set up temporary utilities
- Telephone
- Power
- Water
- Toilets
- Trailers
- Acquire all required Permits
- Verify Requirements with architect for project closeout information and record drawings
- Create a Submittal Register
- Send submittal register to architect to review requirements
- Call subcontractors to convey submittal requirements
- Confirm all Substitution Requests are submitted by the subcontractors by the date noted in the
contract documents - Submittals Notification letters
- Set Up Record Documents Set
Daily Compliance Items
- Schedule status – Review the project and note start and finish dates of activities on the record
schedule - Safety Review – Review the project for safety items per the safety program and OSHA guidelines
- Submittal Status – Review the log for items to be returned and submitted that are due and that
are critical to the project schedule. - PCO Status - Review the log for items to be returned and submitted that are due and that are
critical to the project schedule. - RFI Status - Review the log for items to be returned and submitted that are due and that are
critical to the project schedule. - Process Invoices – General invoices should be processed as quickly as possible to insure
timely payment and integration into costing reports - Receive Subcontractor Daily Reports – Confirm all reports are received each day
- Harris Daily Reports – Confirm the superintendent has completed the daily report and it matches
the reports submitted from the subcontractors. - Time sheets – Confirm timesheets are completed and entered or sent to the accounting
department - Review record drawings for items to be covered – Review the project to determine what will be
covered and confirm that the record drawings have been updated prior to the areas being
covered - Complete Storm Water Pollution Plan reports as required
Weekly Compliance Items
- Jobsite Safety Meetings
- Jobsite Coordination Meetings - Owner, Subcontractor and Pre-Installation Meetings
- Obtain Record Drawings from Contractors as required.
- Review Certified Payroll for compliance
- Take Progress Photographs
- Post Record Documents
Print and Distribute at the jobsite to the Superintendent and/or Project Manager
- RFI Log
- Costs Logs
- Submittal Logs
Monthly Compliance Items
- Complete and send Operations Report to Corporate office
- Send Photographs to Corporate Office
- Receive and process Subcontractor Progress billings
- Process Owner Progress Billings
- Review and Reconcile Variable Cost Log with Job Cost Detail
- Update Schedule and send update form to the Scheduling Department
- Review status of insurance and notify contractors of pending expirations
- Finalize all outstanding change order requests by the end of each month.
Yearly Compliance Items
- Post Company Safety Form in month of February
- Finalize all invoices for last month of previous year no later than January 15th of the following
year.
Project Completion Compliance Items
- Receive verification from all contractors that all costs have been submitted
- Finalize all outstanding costs from suppliers and subcontractors
- Complete all Punchlist items
- File Notice of Completion
- Process final progress billings
- Compile and Submit Closeout Documents
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