Being a contractor, you already know that many circumstances can lead to change orders. Depending on the situation, it can be from a design flaw or a change from the owner, code, environmental factors, contractor suggestions and much more. But sometimes even something as simple as a submittal can lead to change orders.
What is a submittal?
A submittal is information provided by a contractor to the architect, engineer or owner for approval. Design professionals approve equipment, materials, etc. based on the information shared in submittals before fabricating and delivering them to the project.
They are required so the architect and engineer can verify that the correct products and quantities are installed on the project in compliance with the design and contract documents. Submittals occur in early project phases and help guide how the teams execute on the project.
Why submittals lead to change orders
The most common reason for a submittal to cause a change is supply chain issues or the lack of supplies and materials needed for a project. Examples include not having the right kind of door handle or faucet that meets the specs. Or having individual A/C units for a hotel renovation that are slightly bigger than what the specs require.
Now, you may have to redo the drywall design or change another design aspect to fit the new materials and specs. What was originally in the submittal doesn’t meet the new changes that occurred. As a result, the general contractor has to create one or more change orders.
Even delays during the submittal approval process can lead to change orders. An architect might be taking too long reviewing the submittal and providing an answer about the carpet needed. The resulting delay on the jobsite, as equipment mobilization has to be extended, triggers a change order. Anything from a delay in the type of material, the amount of material and delivery of the material can lead to change orders.
How construction software helps reduce change orders
Updates required during the submittal approval process can lead to change orders by circumstances like those mentioned above. A lack in quality of documentation and communication at the point of creation can further trigger them.
The submittal workflow in RedTeam Flex gives you a clear view of your project’s critical elements. With our construction management software, you can create requests and submittal packages. As you create and manage your submittal items, all the associated metadata is captured for you to report on.
With our collaborative construction software, you can access a comprehensive solution to manage all aspects of a change order dynamically. For added transparency, you can give access to live information as it progresses with minimal data entry.
You can request quotes from vendors you feel are best suited to handle the work. Simply select the vendors you’d like to hire and issue a change order. Alternatively, you can issue a new commitment directly from within RedTeam Flex.
When you’re ready, issue a change proposal to your client directly. Invite them to collaborate on the potential change prior to issuing a formal Change Order. By leveraging these tools, you can capture all the information that relates to any particular change ordered.
The system will automatically add authorized change orders to owner billing forms to bill against. Once the work associated with the change order is completed, invoices can be issued for payment.
Learn more about how RedTeam’s solutions support your submittal processes here.
For more information on RedTeam Flex and RedTeam’s construction management solutions, watch a demo today!
Frequently Asked Questions
Q: What is a submittal in construction?
A submittal in construction is information provided by a contractor to the architect, engineer or owner for approval. It includes details about equipment, materials and other project-specific items that need to be verified and approved before they are fabricated and delivered to the job site. The purpose of submittals is to ensure compliance with design and contract documents.
Q: How can submittals lead to change orders?
Submittals can lead to change orders due to issues such as supply chain disruptions, material shortages or delays in the approval process. For example, if a specified material is unavailable or delayed, the project may require changes to fit alternative materials, resulting in a change order.
Q: What are common reasons for construction change orders?
Common reasons for construction change orders include design flaws, changes requested by the owner, unforeseen site conditions, errors or omissions in the plans and material delays. Submittals play a crucial role in highlighting these issues effectively, which can lead to necessary adjustments through change orders.
Q: How do supply chain issues impact submittals and change orders?
Supply chain issues can cause delays in the availability of specified materials or equipment. When the materials outlined in the submittal are not available, contractors may need to propose alternative solutions. These lead to design changes and subsequent change orders to accommodate the new materials and potential impact on cost and timelines.
Q: How can construction management software help reduce change orders?
Construction management software, like RedTeam Flex, helps reduce change orders by streamlining the submittal process, improving documentation quality and enhancing communication among project stakeholders. These tools provide a clear view of project elements, facilitate real-time collaboration and ensure all relevant information is captured and accessible.
Q: What are the benefits of using construction software for managing submittals and change orders?
Using construction software for managing submittals and change orders offers several benefits, including improved transparency, efficient documentation, real-time updates and streamlined communication. These features help minimize errors, expedite approvals and reduce the likelihood of unexpected changes.
Q: How does RedTeam Flex facilitate change order management?
RedTeam Flex facilitates change order management by allowing users to create and manage submittal items, capture associated metadata and issue change orders directly within the platform. It also supports collaboration with clients and vendors, ensuring all parties have access to live information and can contribute to the decision-making process.
Q: What information should be included in a construction submittal?
A construction submittal should include detailed information about the materials, equipment and products to be used in the project. This typically covers specifications, dimensions, performance data and compliance with design documents. Accurate and comprehensive submittals help avoid misunderstandings and potential change orders.
Q: Can delays in material delivery lead to change orders?
Yes, delays in material delivery can lead to change orders. When materials are not delivered on time, construction schedules can be disrupted, requiring adjustments to timelines and potentially causing additional costs. Change orders are used to formalize these adjustments and ensure all parties are in agreement.
