Effective construction management relies heavily on the timely collection, review, and tracking of essential project documents. At PR&A, our Construction Monitoring process helps ensure that all key documents are organized, accessible, and reviewed, helping our clients make informed decisions . Here’s a closer look at our comprehensive approach to construction documentation and how it benefits both the project and the owner.

The Importance of Document Collection at the Start of a Project

When a new project kicks off, there are several critical documents we need to gather to ensure that everything runs smoothly from day one. Below is a rundown of the key documents we expect to receive at the start of any project, along with ongoing collections throughout the project lifecycle.

Executed Construction Contract/Agreement The construction contract lays the foundation for the entire project, so it’s essential to review and summarize its key clauses. We focus on critical details such as retention schedules, billing terms, and change order processes. The contract typically includes a construction schedule, but this might not specify exact dates unless explicitly stated. It’s important to check that the provided Critical Path Method (CPM) schedule aligns with the agreed-upon terms, such as the Substantial Completion date. We also keep an eye on any Clarifications & Exclusions List provided by the contractor to ensure no scope or materials have been excluded without the client’s knowledge.

Development Management Agreement (DMA) / Joint Venture Agreement (JVA) In many projects, the completion date outlined in the DMA/JVA might differ from the contractor’s completion date. These agreements also detail the funding schedule and developer’s fees, which are vital for financial planning. While the client may not always share the full DMA/JVA with us, it’s crucial to obtain the key schedule dates for inclusion in our reports to ensure all timelines are met.

Notice to Proceed The Notice to Proceed marks the formal start of the project, and it often serves as the benchmark for measuring the contract’s schedule duration. We ensure that this document is received and properly integrated into our documentation tracking system.

Access to Updated Drawings and ASIs (Architectural Supplemental Instructions) As construction progresses, changes to the original design are inevitable. We ensure we have access to the most up-to-date drawings and ASIs, often shared through platforms like Procore. It’s essential to monitor these updates and review them regularly to stay aligned with the project’s evolving scope.

Value Engineering Items If any value engineering (VE) items were incorporated into the project since the DDR (Design Development Review) phase, we document these changes. These alterations often impact the cost and scope, and it’s vital to keep track of them to ensure no surprises later in the project.

Building Permits Building permits are a crucial part of the documentation process, and we make sure they are uploaded and accessible as soon as they are issued. This ensures compliance and keeps the project on track with local regulatory requirements.

Managing Developer Draws and Timeline Concerns

Once the developer’s draw package is received, it’s critical to review it promptly. Delays in reviewing or missing required items can jeopardize the client’s deadlines and funding requirements. Developers are often on strict timelines for funding, and we must stay vigilant to ensure that draw requests are processed on time. By monitoring these timelines closely, we can help avoid unnecessary delays and maintain the project’s financial flow.

Monthly Monitoring and Control Documents

Once the project is underway, we continue to monitor progress by collecting monthly control documents. These reports help us stay on top of potential issues, track progress, and ensure that the project remains compliant with all contractual obligations. If we don’t receive the required documents on time, we engage with the client’s project team to make sure these items are provided promptly.

Not all clients or developers provide the full range of documents we might expect. However, we adapt by working with the team to identify and request the most crucial documentation, always prioritizing the owner’s and project’s best interests.

We have a checklist called the CMDR – Monthly Monitoring Document Checklist, which helps us keep track of the monthly documents we request. This checklist is used to ensure that everything we need is either received or requested, helping to avoid missing crucial information.

What We Collect, Monthly

Our team stays on top of a variety of documents each month to ensure a smooth and efficient project. Here’s a breakdown of some of the key items we regularly collect:

Project Access: We ensure access to Procore, Egnyte, or other web-based document services to gather updated drawings and other project-specific documents.

OAC Meeting Minutes: If the General Contractor’s meeting minutes aren’t included in the Developer’s Draw or monthly progress report, we ensure they are obtained to stay aligned with the project’s progress.

Developer Draw Package: We review the developer’s draw package, which includes a progress report and a detailed budget spreadsheet. This allows us to assess financial progress and recommend funding as needed.

Contractor Payment Applications: These forms are crucial for tracking payments and ensuring that all financial obligations are met.

Off-Site Material Documentation: If materials are being stored off-site, we ensure that proper documentation (e.g., bills of sale, insurance, photographs) is in place to track ownership and storage conditions.

Monthly Schedule Updates: We request the most recent project schedule updates to stay on top of timing and look ahead at upcoming milestones.

Change Order Logs: We monitor any proposed or executed changes to the contract to ensure that scope and budget are properly adjusted.

Submittal and RFI Logs: Regular updates to the submittal log and RFI (Request for Information) log help us track responses and prevent any delays in the construction process.

Construction Materials Testing (CMT) and Inspection Reports: These reports are crucial for quality control, ensuring that all materials and methods meet the required standards.

Staying Organized and Efficient

Our goal is to ensure that all project documents are properly collected, tracked, and reviewed to minimize risk and prevent delays. By keeping a keen eye on critical documentation, we help ensure that the project stays on track financially and logistically.

At PR&A, we understand the importance of clear, well-organized documentation. By adhering to a thorough document collection process from project kickoff through completion, we provide our clients with the insights and tools they need to make informed decisions, mitigate risks, and achieve successful project outcomes.