In construction, a submittal is any written document or
physical object that a contractor or subcontractor must supply to the Client/
Consultant for approval before construction can begin. A few construction
submittal examples include:
Drawings and Diagrams: These documents show detailed drawings, diagrams,
blueprints or plans from the subcontractor. For example, a shop drawing from
the cabinetry subcontractor might show where and how certain cabinets will get
installed in a kitchen renovation project.
Product Specifications:
These documents outline detailed information about a certain product. This can
include anything from flooring material types and colours to heavy equipment
models and specifications that the project will use.
Product Samples:
These submittals are physical samples of a material, finish, colour or other
product. For example, this might be a small piece of the countertop planned for
installation in the kitchen.
Compliance Certifications:
This construction submittal would confirm that the product meets any necessary
compliance requirements, like being fire-resistant or waterproof per city
codes.
Safety Data Sheets:
These outline handling and emergency response protocols for any hazardous
materials the construction project will use. Since construction safety
statistics show how dangerous hazardous material can be without the proper
personal protective equipment (PPE), these submittals are especially important
to keep workers healthy.
Submittals are important because they foster proper communication
in construction projects, maintain quality control standards and ensure all
project requirements are being followed.
1. Creation of the Submittal Item Registry
The submittal process begins when the general contractor
creates a list of needed submittal items for the project. This list, called a
submittal item registry, can cover over 1,000 items to be reviewed. The
contractor must include anything involved in the planned project, from windows
to paint, caulking, appliances and more for review..
2. Subcontractors
Gather Requested Submittals
Next, the general contractor will notify each subcontractor
of what submittals they will be responsible for gathering. Subcontractors must then
gather the requested documents or materials and submit them to the general
contractor for review.
3. Initial Review by the General Contractor
After receiving the submittal, the general contractor will
complete a simple review to make sure the submitted information or item matches
what was initially requested. If not, the general contractor will return the
project submittal to the subcontractor for changes and resubmission.
If it does match, the general contractor will stamp the
submittal document and pass it along to the architect. On large projects, the
architect may also have a few design team members assigned to help with the
submittal process.
4. Secondary Review by the Architect/Design Team
The architect/design team will then review each submittal to
make sure it matches the design in the original building contract. If any
changes are needed, the design team can notate them on the submittal document
and send it back to the general contractor, where the process will begin again
if needed. If no changes are needed, the design team will also stamp off on the
submittal document.
5. Subcontractors Notified of Approval and Purchasing Begins
Once the submittal is approved and stamped, the general
contractor will notify the subcontractors that they can proceed with purchasing
the supplies.
It’s extremely unusual for any purchasing or construction
work to begin without an approved submittal. This is because the approved
submittal is also a legally binding contract of payment for the subcontractor.
Without it, the subcontractor risks not receiving payment for any materials or
labor supplied.
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