What I do as a Project Manager in Construction: PART THREE!
Up to bat…
THE BUYOUT PHASE!
This is the phase where you need to fall in love with your computer because you will be on it, TWENTY – FOUR – SEVEN. Kidding, but not really. (i’m pretty sure i’m on my computer constantly at any phase, this job requires constant communication!)
This phase is when you start to ‘buy out’ or ‘contract’ your subcontractors via contract or purchase order. This phase always turns me into a late-night workaholic (more than I already am, oops). The sooner you get that initial ‘invitation to bid’ out to your subs (inclusive of drawings and specifications), the sooner the proposal comes back, the sooner you can review, go to contract, and finally THE SOONER YOU CROSS SOMETHING OFF YOUR LIST.
Although the process is VERY heavily centered on email, it is my preference to set up a sit down meeting with each subcontractor that has submitted a bid. It’s most productive to review the scope of work, their inclusions and exclusions and discuss face to face. A set of drawings for a new construction custom home is over 25+ pages with A TON of detail and to ensure there aren’t any specifications and details missed, I suggest an in-person review with your sub. Each scope of work is reviewed for accuracy during the meeting, looking for gaps in their proposal or even double coverage. Once you start the course of construction you do not want to find yourself with a scope gap, leaving you with possible jobsite delays and an increased budget.
There are always several subs that submit a proposal and it becomes my job to review each in depth to make sure we’re getting all of the required work included for the best cost. I follow a 90 by 90 management model which represents 90% of the buyout being contracted 90 days after breaking ground in the field. This leads us to discussion of interior design elements. I can only move so quickly, but most definitely need all information from the owner and interior design team to stay on schedule and achieve the ‘90 by 90’ goal.
My ADVICE to you:
Use the budget line items as a buyout tracking log. All the items that your house has to have should be included in your budget (fingers crossed at least at this point LOL). Use that list as a guide for the items you need to buyout. Jot down the date you sent the email and who you sent it to. You can later open up the buyout log and follow up with subs you have yet to receive a bid from. ORGANIZATION IS KEY!
Helpful hint:
Focus on contracts in the order of the build. Right out of the gate finalizing your surveyor, earthwork sub, shell contractor and truss/hollowcore supplier. Your MEP subs (mechanical, electrical, plumber) are also at the top of this list! THEN you can move onto interior finishes, putting items like toilet paper holders and towel bars on the back burner (for now).
NEXT UP… INTERIOR DESIGN!
Feel free to ask any questions & STAY TUNED!
