Any project requires collaboration. From the backyard shed to the 700M megaprojects, collaboration in every stage of construction is key to success. Let’s look at several sections of the construction process that requires collaboration and who is involved in each section.
Section 1: Concept Research and Analysis
Construction professionals must begin each project by analyzing its feasibility. This stage involves understanding client needs and aligning them with viable construction options. Activities include:
- Preliminary discussions with stakeholders
- Conceptual site and facility evaluation
- Review of regulatory and jurisdictional conditions
- Identification of project constraints and opportunities
Feasibility studies may require internal assessments or collaboration with external consultants specializing in design, environmental impact, or geotechnical conditions. Understanding when to bring in external support is a key decision.
Flowchart: Concept Research Process
Initial Inquiry
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Stakeholder Objectives Discussion
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Conceptual Site & Design Analysis
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Preliminary Cost & Scope Estimation
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Identify Regulatory & Jurisdictional Issues
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Determine Resource Needs
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Client Feasibility Review (Go/No-Go)
This structured approach ensures consistent decision-making and resource allocation during the earliest and most critical phase of a construction project.
Responsibilities: Relationship Manager, Construction Manager
Section 2: Programming and Project Goals
Understanding the client’s vision is the cornerstone of effective programming. It involves gathering detailed information through interviews, surveys, or workshops to capture project expectations.
Professionals should:
- Establish broad project goals (e.g., commercial, residential, mixed-use)
- Define facility and site needs (e.g., parking, access, utilities)
- Determine functional and design expectations
- Outline budget constraints and future expansion needs
Example: A client planning a logistics hub may emphasize truck circulation, loading dock access, and high-bay storage. These features must be integrated early in programming to guide site selection and layout.
Responsibilities: Relationship Manager
Section 3: Building the Project Team
Project success depends on assembling the right team with clear roles. Teams often include:
- Preconstruction Manager: Manages budgets, bids, and early design coordination
- Project Manager: Oversees planning, construction, and delivery
- Project Engineer: Manages technical documentation and engineering support
- Superintendent: Directs field operations and safety
- Support Staff: Administers safety, QA/QC, and tech platforms
Discussion: Clear team roles prevent overlap and reduce conflict. Early alignment ensures consistent communication and accountability throughout the project lifecycle.
Responsibilities: Client Executive
Section 4: Team Collaboration
Collaboration fosters a unified team vision. Siloed teams often miss deadlines and budget targets. Instead, professionals should encourage open communication, conflict resolution strategies, and team-building workshops.
Example: Holding weekly coordination meetings and daily stand-ups on job sites helps keep subcontractors aligned and prevents miscommunication.
Section 5: Site Evaluation and Selection
Choosing the right site affects every aspect of the project. This phase involves comparing multiple locations based on:
- Zoning and code requirements
- Soil and topography
- Access to infrastructure and transportation
- Site constructability and expansion potential
New Sites: Require soil testing, environmental review, and topographic studies.
Existing Buildings: Require condition assessments and code compliance reviews.
Technology Tip: Use drone mapping and 3D modeling to visualize constraints and opportunities.
Responsibilities: Relationship Manager, Preconstruction Manager, Project Manager, Superintendent, Construction Technology Manager, Safety Manager
Section 6: Due Diligence and Site Recommendation
Due diligence confirms that a preferred site is suitable for development. This involves:
- Reviewing legal, environmental, and zoning records
- Confirming access to utilities
- Evaluating potential risks like floodplains or endangered species
Example: A client may be unaware of high water tables. A proper geotechnical study during due diligence could prevent costly foundation redesigns later.
Responsibilities: Relationship Manager, Preconstruction Manager, Project Manager
Section 7: Master Development Schedule
This high-level schedule tracks key milestones from concept through occupancy. It should identify:
- Design phases (schematic, design development, construction docs)
- Permitting timelines
- Procurement and bid phases
- Construction start and finish
Sample Gantt Chart Overview:
Phase | Start Date | End Date | Duration
--------------------------|------------|------------|---------
Concept Design | Jan 01 | Jan 21 | 3 weeks
Schematic Design | Jan 22 | Feb 11 | 3 weeks
Design Development | Feb 12 | Mar 03 | 3 weeks
Construction Documents | Mar 04 | Apr 01 | 4 weeks
Permitting & Approvals | Apr 02 | May 13 | 6 weeks
Bidding & Procurement | May 14 | Jun 10 | 4 weeks
Construction Phase | Jun 11 | Dec 20 | 28 weeks
Closeout and Turnover | Dec 21 | Jan 15 | 4 weeks
Example: Delays in design approvals can compress procurement timelines and inflate material costs. Using a Gantt chart helps visualize overlaps and manage float between activities.
Responsibilities: Project Manager
This high-level schedule tracks key milestones from concept through occupancy. It should identify:
- Design phases (schematic, design development, construction docs)
- Permitting timelines
- Procurement and bid phases
- Construction start and finish
Visual Aid: Use a Gantt chart to show overlapping tasks and critical paths.
Example: Delays in design approvals can compress procurement timelines and inflate material costs.
Responsibilities: Project Manager
Section 8: Project Planning and Team Assembly
This stage formalizes the full design and delivery team. Key actions include:
- Contracting architects, engineers, and specialty consultants
- Defining scopes and deliverables
- Aligning budgets and design intent
Example: For a medical office building, early engagement of a healthcare planner ensures compliance with medical codes.
Responsibilities: Relationship Manager, Preconstruction Manager, Project Manager, Superintendent, Safety Manager, Quality Control Manager
Section 9: Project Viability Assessment
Before advancing, ensure project goals align with the client’s budget, scope, and timeline.
Checklist:
- Does the site meet all programming needs?
- Are estimated costs within the funding plan?
- Is the regulatory path feasible?
This final review supports a well-informed Go/No-Go decision.
Responsibilities: Relationship Manager, Preconstruction Manager
Section 10: Insurance Planning
Insurance ensures financial protection during the construction process. Professionals must:
- Clarify who holds Builder’s Risk
- Define deductible responsibilities
- Evaluate alternate programs (e.g., CCIP)
Tip: Early legal consultation helps avoid coverage gaps.
Responsibilities: Relationship Manager, Risk Manager
Section 11: Financial Planning
Use cash-flow projections to guide funding needs and financing plans. Projections should:
- Align with schedule milestones
- Reflect expected payment cycles
- Include contingency allowances
Responsibilities: Preconstruction Manager
Section 12: Conceptual Budgeting
This preliminary budget sets expectations for total project cost and helps identify cost drivers.
Example Items:
- Site prep and grading
- Structural systems
- HVAC and electrical
- Interior finishes and specialties
Responsibilities: Preconstruction Manager, Relationship Manager
Section 13: Due Diligence Outlines
Existing Buildings:
- Can the space be adapted for new uses?
- Are MEP systems functional and code-compliant?
- Are historical use or contamination concerns present?
New Sites:
- Is zoning compatible with proposed use?
- Are soils stable and uncontaminated?
- Are nearby properties a risk (e.g., industrial pollution)?
Responsibilities: Preconstruction Manager
Section 14: Design and Budget Collaboration
Ensure designs align with budget constraints by participating in design reviews. Provide real-time feedback on costs and suggest alternatives.
Graphic: Budget Review Feedback Loop:
Design Change → Cost Impact Review → Team Discussion → Revise Design → Budget Update
Responsibilities: Preconstruction Manager
Section 15: Lease Agreement Review
Review agreements to avoid scope overlaps or missed responsibilities. Ensure schedule and design deliverables are compatible.
Responsibilities: Preconstruction Manager, Project Manager
Section 16: Permitting and Entitlements
Research all permitting requirements, from local building permits to state environmental clearances.
Discussion: Unfamiliarity with special assessments or utility tap fees can derail budgets.
Responsibilities: Preconstruction Manager, Project Manager
Section 17: Plan Review and Constructability
Plan reviews ensure clarity, completeness, and feasibility of construction documents. Constructability analysis complements this by identifying obstacles in the design that may hinder construction progress, inflate costs, or introduce risk.
Common Checks:
- Are duct sizes feasible within ceiling heights?
- Is the structure compatible with the soil type?
- Can phasing minimize disruptions?
- Are access and staging plans practical?
- Are there conflicts in design documents (e.g., architectural vs. MEP)?
Diagram: Plan Review and Constructability Checkpoints
Initial Design Documents
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Schematic Review (Spatial coordination, major systems)
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Design Development Review (Systems integration, value engineering)
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Constructability Check (Access, materials, site logistics)
↓
Construction Document Review (Bid-readiness, conflict resolution)
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Client/Stakeholder Sign-off
Each phase of review builds on the previous one, reducing the risk of downstream changes and promoting proactive problem-solving.
Responsibilities: Preconstruction Manager, Project Manager, Superintendent, Project Engineer
Plan reviews ensure clarity and completeness. Constructability analysis identifies obstacles and optimizes logistics.
Common Checks:
- Are duct sizes feasible within ceiling heights?
- Is the structure compatible with the soil type?
- Can phasing minimize disruptions?
Responsibilities: Preconstruction Manager, Project Manager, Superintendent, Project Engineer
Section 18: Quality and Safety Planning
Plan for project-specific risks such as adjacent hazards, public interface, or structural complexity. Develop safety protocols and quality benchmarks.
Example: For a downtown project, pedestrian protection and night work safety may be required.
Responsibilities: Project Manager, Superintendent
Section 19: Coordination Meetings
Hold consistent meetings to align schedules, budgets, and team priorities. Track actions in Procore or similar systems.
Meeting Cadence: Biweekly minimum, with daily huddles on site
Responsibilities: Relationship Manager, Preconstruction Manager, Project Manager
Section 20: Subcontractor Bidding Process
Identify qualified bidders, issue bid packages, and evaluate submissions fairly. Use a standardized bid tabulation method to ensure objectivity and compliance.
Step-by-Step Process:
- Define clear scopes for each trade
- Research and shortlist qualified subcontractors
- Issue Invitations to Bid (ITBs)
- Provide complete bid documents and instructions
- Receive and log all bid submissions
- Analyze bids for completeness and competitiveness
- Compare pricing, experience, exclusions, and schedule compliance
- Create a bid tabulation or comparison matrix
- Conduct interviews or follow-ups if needed
- Finalize selections and issue award notifications
Flowchart: Subcontractor Bid and Selection Process
Scope Definition
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Subcontractor Prequalification
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Issue Bid Packages
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Receive and Log Bids
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Bid Review and Analysis
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Create Bid Tabulation
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Team Review & Approval
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Award Contracts
Tip: Use digital platforms for bid management to streamline tracking and communication.
Responsibilities: Preconstruction Manager
Section 21: Post-Project Review
Conduct a debrief to extract lessons learned, improve standards, and prevent repeated mistakes.
Discussion Topics: Safety performance, budget variances, team communication
Section 22: Document Management
All project documents must be organized and stored digitally in platforms like Procore. This ensures transparency, compliance, and quick retrieval.
Checklist:
- Design files
- Permits and inspection reports
- Schedules
- Budget logs and change orders
