Your Essential Guide to Submittal Packages
Confused About Submittal Packages and Why They Matter?
Submittals are at the heart of a successful project, containing critical documents demonstrating compliance with regulations and secure sign-off. If managed correctly, they can be your ticket to success!
Whether you're a contractor, subcontractor, architect, designer, engineer, or homeowner - a thorough and thoughtfully prepared submittal package can save time and money throughout the entire process.
Table of Contents
Submittal Definition
A submittal package is a collection of documents that must be submitted for review to the appropriate project personnel before any work can proceed. The size and scope of the submittal will depend on what it is being used for.
Every engineering and construction project is a carefully orchestrated endeavour that must pass several checkpoints before reaching completion. Before fabrication or delivery of materials, vendors and contractors are required to present all the necessary information so their concept may be thoroughly evaluated.
Construction submittals provide an organized way for them to submit data sheets, drawings, and specifications, which after a review cycle, will receive professional authorization, which is the final green light needed to proceed with the fabrication and ordering of materials.
What to Included in a Submittal
The content of a submittal will vary depending on the type of project, but some common engineering and construction deliverables are:
shop drawings
specifications
material selection and data sheets
owner/contractor agreements
manufacturer certifications
warranty information
safety plans
schedules
studies regarding environmental impact
geotechnical reports
Include any other related documents that could be helpful during the review process. These documents could range from structure calculations to an overall construction layout plan of how each component will fit together.
How to Create a Submittal Package
Submittal packages must be carefully prepared to meet all the necessary requirements while providing enough detail so that the approver has an accurate understanding of what is being proposed. Mistakes at this stage could potentially lead to costly delays or even rejections, resulting in further delays as corrections are made and resubmitted for review.
Once approved, these packages serve as essential references throughout the course of construction, ensuring quality control and compliance with codes and regulations set forth by governing authorities and contract requirements.
There are several steps to consider when preparing a submittal to make sure all necessary information has been included.
Determine what items should be included in the package.
Gather all documents and organize them into a centralized filing location. This could be a physical binder or a structured folder system.
Prepare a document transmittal identifying the contents of the package.
Notify relevant stakeholders via email with instructions regarding file access and the submittals review process.
Track the status and details of your package in a transmittal log.
New to the Transmittal Process?
Check out this blog post to discover everything you need to know about document transmittals and three mistakes to avoid when preparing them!
The Construction Submittals Review Process
Internal Review
Once the submittal has been assembled, it should be internally reviewed for accuracy and completion before submission. If any errors are found during this process, they should be corrected immediately to avoid delays and disrupt the approval process. Once finalized, it can be sent to the appropriate project stakeholders for review. This can be done by mail, hand-delivered or electronically transmitted via email or cloud-based sharing platforms.
Document Review
During the document review, each file will be carefully evaluated to ensure its accuracy and comprehensiveness. The files will be reviewed by multiple people specializing in the subject matter or type of document. The documents will be checked for completeness, clarity, and any inconsistencies between documents, such as discrepancies in data or figures.
Package Approval
Once the review is complete, the submittal and feedback will be returned to the originator with instructions on proceeding. If the package is approved, the contractor can begin work onsite with the assurance that all legal and technical requirements have been fulfilled. Final inspections will be performed upon project completion to ensure compliance with initial specifications and codes set forth in the submittal package.
Submittal Corrections
If the review resulted in errors, omissions, or discrepancies, the package would be returned to the sender, and they would be asked to correct the issues and resubmit for approval.
Enroll in Submittal Training
Creating accurate and well-organized submittals can be the difference between winning and losing a contract.
If you're looking to create better submittal packages, our Document Distribution Bootcamp will teach you everything you need to know about the document distribution process! Enroll today and get started on your way to becoming a submittal pro!
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