Quality Control for Construction Project Documents

1. Look for and correct incomplete, unclear and ambiguous statements. Proof read specifications, general and special conditions and contracts to eliminate words missing from sentences and sentences or lines missing from paragraphs. Are sentences complete and do they have a meaning? Edit statements that conflict with other statements and make sure that the documents do not contradict each other.
2. Generally, a construction contract is between an owner and a contractor. A construction contract cannot bind subcontractors, manufacturers or suppliers hired by the contractor to perform work. Make sure that the contract documents and specifications assign work responsibility only to the contractor.
3. Define terms. Often an "inspection" is a requirement of the contract documents but is not defined. When is the "inspection" required? By whom is it performed? Another example: "approved equal." If using the term "approved equal" be sure to define how to get approval.
4. Verify that all technical reports are referenced. Include report dates and revision and addenda numbers.

5. Review the architectural, structural and engineering plans to make sure that they agree. Assumptions made about which set of plans is correct may be costly later on. Can the plans be built as shown? Constructing a window with a beam running through the middle will be embarrassing to everyone involved.
6. Ensure that the local building jurisdiction is correctly identified. Often construction documents are prepared from previously used templates. Make sure that job specific details like drawing submittal requirements, job location, delivery constraints and working hours are updated.
7. Once on the job make note of any conditions that are not as shown on the plans and communicate the actual jobsite conditions to all parties.
8. Confirm that the drawings being used are current. If bidding on preliminary drawings make sure that the most current version is available and is being used. If the drawings have been approved, are all required signatures and dates shown?

9. Prepare a document checklist and use it to identify missing documents and documents that need to be updated. This checklist can also be used to track submittals and shop drawings during that stage of the project.
10. Communicate with the owner, architect and engineer about construction document discrepancies so that they can be addressed and resolved quickly.

11. If alternates in construction materials or methods are listed in the job specifications make sure that the bid form includes a place for the bidder to enter prices for proposed alternates.
12. Keep a set of drawings that shows construction progress on the job. This will help with payment processing and will make preparing record drawings at the end of the job easier.