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Project Collaboration - Best Practices
 
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Section B-4
Submittals

The Joint Committee recommends the following be made regarding the relative responsibilities of Architects, Engineers, Prime Contractors and Subcontractors with respect to submittals and coordination. Each entity should make an attempt to be prompt and orderly in submissions and approval of shop drawings, product data and samples needed to maintain the construction schedule.

Submission:

  • The Contractor should prepare a "log of submittals" for the Design Professional, coordinating with overall time schedule while allowing time for preparation, review, fabrication, and delivery.
  • The Contractor should require a review of shop drawings, product data and samples by respective Subcontractors prior to making its own review and submittal to the Design Professional. Subcontractors should review shop drawings for completeness and accuracy, and submit them as needed to perform their work efficiently, on schedule, and in a manner that will not cause delays for the Contractors or Subcontractors.
  • The Contractor should coordinate all shop drawings, product data, samples, and review them for accuracy, completeness, and contract compliance before submitting to the Design Professional. Submittals of interrelated items should be submitted to the Design Professional at the same time, whenever possible.
  • The Design Professional and Contractor should assign qualified personnel to review and take action on the submittals. The Design Professional should review all submittals promptly in order to maintain the project schedule. The time allocated for review should be established in the General Conditions or by agreement between all parties once the construction phase of the project begins.

Review:

  • Each reviewer should sign, date and initial the returned submittals and indicate the status of review.
  • The Contractor should monitor the flow of submittals, and expedite it as needed to meet the project schedule.
  • All submittals should be accompanied by transmittals indicating various reviews. Only the minimum number of copies should be submitted for review and return. A reproducible copy with all reviewers' comments and acceptances should be maintained.

Electronic Submittals:

  • The use of electronic format data is strongly encouraged whenever practical. Electronic data should be in read-only formats such as PDF, JPEG, or TIFF files.
  • An ftp site or other internet-based central exchange site should be established and one of the parties maintain accurate tracking of dates when data is posted by any party.


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TAGS: Prime Contractors, Submittals, and Shop Drawings.

Glossary Terms for the Best Practices Guide


History of Recommendation:
Revised July, 2010
Reviewed April, 1987
Revised November, 1980
Revised January, 1975
Revised November, 1971


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