Bringing a project to life takes years of experience. Consequently, construction is often a daunting undertaking for those who might not be experienced with the process. Before beginning the project, there are several topics that need to be considered, and the understanding right approach could mean the difference between having a smooth project delivery or a complete disaster. 

In this article, you will learn the basics of the pre-construction phase, and exactly what to expect along every step of the way. 

What Is the Pre-construction Phase?

The pre-construction phase refers to any activities that precede the project. These include the planning, designing, and preparation activities before any physical construction begins. The involvement of necessary stakeholders in the construction project is essential in ensuring the success of the pre-construction phase. 

Some of the key stakeholders augmented into the pre-construction phase include: 

• The project owner
• Architect/designer
• General contractor
• Engineer

If you’re wondering where you might find all these individuals, or are simply unaware of what responsibilities they hold during the pre-construction phase, then you should consider taking on the services of an established construction management company like Tonn and Blank. In existence since 1922, Tonn and Blank is nothing if not a guarantee that you can rest assured your construction project is in the right hands. 

Essential Steps in the Pre-construction Phase

Yes, you need an architect, and yes, you probably need to have an idea of what kind of project you would like to materialize, but then what comes next? Well, the answer lies in the following key steps. While every project is unique, and there is no such thing as one-size-fits-all in construction, several steps form the backbone of the pre-construction phase. 

Step 1: Review of Construction Documents for Constructability

The idea and basic outline of the project are obtained from you, the project owner. However, design (at this time and age) has its limitations, and not everything may be practical, feasible, or functional. The review of construction documents by the construction team ensures that your project exits the pre-construction phase ready for execution. This key step can be summarized as follows: 

Initial Consultation and Detailed Review

There are several reasons why you should consider taking on a professional during this phase. One reason stems from the difficulty in coordinating a team of multidisciplinary professionals which includes designers, architects, general contractors, and lawyers (when applicable). Knowing what to expect from whom and when is a skill that takes decades to cultivate. 

If you’re short of time (not everyone has a few decades to spare) or want top-notch services for your project, you should call the offices of a construction management company. The objective of this step is to review the documents for design flaws, and unrealistic specifications, or highlight materials that may be difficult to source. 

Step 2: Develop Preliminary Project Schedule

To avoid putting the proverbial horse before the cart, you should consider drafting a project schedule to ensure efficient time management throughout the length of the project. For this step, you will need to check off the following activities: 

Definition of Milestones

Whether it is design completion, permit procurement, or major construction phases, you must map out the major milestones expected for the project. This allows you to proceed to the next step. 

Sequencing of Events

This step determines the order of activities based on the dependencies of various milestones. Some tasks require the completion of others before beginning, while some can be done concurrently. All this is taken into account during the sequencing of events. 

Creation of a Timeline

The timeline for the project includes dates when key activities are set to commence. For accuracy, you should plan for potential delays and buffer times. 

Step 3: Subcontract Prequalification

Subcontractor prequalification is an essential step in the preconstruction process that ensures subcontractors are capable and reliable. An annual analysis of a subcontractor’s safety program includes reviewing their OSHA logs, incident rates, safety certifications, and overall safety culture. This helps in assessing whether they prioritize safety and have measures in place to prevent accidents, which can impact project timelines and costs. 

Financial analysis involves scrutinizing their balance sheets, income statements, cash flow statements, and credit ratings to gauge their financial stability. This is critical to ensure they have the financial resources to handle the project without risking delays or defaults due to cash flow issues. By conducting these analyses annually, you can maintain a pool of qualified subcontractors who can reliably perform the work contracted to them, ensuring project success and minimizing risks. 

Step 4: Bid Process

The bid process is crucial for obtaining competitive pricing and ensuring budget adherence. It involves reaching out to a broad range of subcontractors and suppliers to gather as many bids as possible. This wide sourcing approach promotes competition, which can help in securing lower prices and better terms. Providing detailed bid packages is essential to ensure that all bidders have a clear understanding of the project requirements, allowing them to submit accurate and comprehensive bids. 

The evaluation of these bids goes beyond just the price; it includes assessing the scope coverage, timelines, and the past performance of the bidders. This thorough evaluation process helps in selecting the most suitable bids that offer the best value for the project, balancing cost, quality, and reliability. 

Step 5: Cost Analysis

Construction cannot begin unless you’ve accounted for the expected costs for the project. Arguably the most important step in the pre-construction phase, the cost analysis helps you avoid surprises in the future and allows you to plan appropriately for each succeeding phase of the project. 

During cost analysis, you should expect the contractor to break down costs for labor, materials, equipment, and overhead. Going into this step with an open mind may allow you to replace some materials with cost-effective alternatives (without sacrificing quality). You can also identify potential risks that affect the bottom line and plan accordingly on how to mitigate them. 

The outcome of this step is the draft a financial framework for the project cross-referenced with suppliers and contractors for accuracy. 

Step 6: Presenting the Owner with Value Engineering Opportunities

The engineering process is dynamic and changes between projects. Consequently, the construction management company will evaluate all the steps in your project to identify opportunities to reduce costs and improve efficiency without compromising quality. At the end of the pre-construction phase, you should expect a detailed report compiled by all the major stakeholders outlining potential savings, benefits, and trade-offs of each value engineering opportunity.

Step 7: Buyout

Buyout is the final step in the preconstruction phase where agreements with selected subcontractors are finalized. This process begins with confirming that the subcontractor’s proposal fully aligns with the project’s scope. This involves a detailed review of the bid against the project’s plans and specifications to ensure all necessary work is included. Verifying the pricing is comprehensive and includes all required elements such as labor, materials, equipment, and contingencies is crucial to avoid future disputes or change orders. 

During contract negotiation, payment terms, timelines, warranties, and other specific requirements are clarified and agreed upon. The goal is to create a clear and enforceable agreement that protects both parties and ensures smooth project execution, laying the foundation for a successful project delivery.

Measure Twice and Cut Once

In construction, it pays to measure twice and cut once. In carrying out your due diligence during the pre-construction phase, you can ensure the construction project proceeds smoothly and guarantee that you make the most out of the assets and value engineering opportunities presented to you. A partner like Tonn and Blank allows you to remain in the driver’s seat while a professional guides you through the intricacies of the pre-construction phase.