Guide to Submittals in Construction

In the construction industry, submittals play a critical role in ensuring that a project progresses smoothly and meets all contractual, regulatory, and design specifications. They act as a formal communication tool between project stakeholders, enabling collaboration and accountability throughout the construction process. In this guide, we’ll delve into what construction submittals are, their types, significance, and the key steps for managing them effectively.

What Are Submittals in Construction?

Submittals are detailed documents, drawings, or samples provided by contractors to architects, engineers, and project owners for approval before materials are procured or work begins. These submissions confirm that materials, equipment, and workmanship align with the design and project specifications.

Submittals help ensure:

1. Compliance with the project requirements.
2. Coordination between stakeholders.
3. Prevention of costly rework or delays.

Types of Construction Submittals

Submittals can vary based on the scope and complexity of the project. Common types include:

1. Shop Drawings
   • Detailed diagrams showing dimensions, assembly instructions, and materials.
   • Example: Structural steel or HVAC system layouts.
2. Material Data
   • Specifications and data sheets for materials to be used.
   • Example: Concrete mix designs or flooring tiles.
3. Product Samples
   • Physical samples provided for approval.
   • Example: Paint colours, tiles, or carpet swatches.
4. Operation and Maintenance (O&M) Manuals
   • Documentation for installed equipment, covering usage, maintenance, and safety.
5. Test Results and Certifications
   • Reports to ensure materials meet safety and quality standards.
   • Example: Fireproofing material certifications or soil compaction test results.

The Importance of Submittals in Construction

1. Quality Assurance

Submittals verify that materials and workmanship align with the project’s specifications. They serve as a preemptive check to ensure quality and compliance.

2. Communication and Collaboration

By facilitating approval processes between contractors, architects, and engineers, submittals promote transparency and minimise misunderstandings.

3. Risk Mitigation

Approved submittals reduce the risk of rework, delays, or disputes by ensuring that all parties are aligned on material selections and project details.

4. Regulatory Compliance

Submittals often include certifications and test results to confirm compliance with building codes and standards.

The Submittal Process

The submittal process typically follows these steps:

1. Preparation

• Contractors prepare submittals based on project specifications and design documents.
• Include all relevant details such as dimensions, material data, and certifications.

2. Review by General Contractor

• The general contractor reviews the submittal for completeness and accuracy before forwarding it to the design team.

3. Design Team Approval

• Architects and engineers review the submittal for compliance with the project’s design and standards.
• Approvals are marked as “approved,” “approved with comments,” or “rejected.”

4. Resubmission (if necessary)

• If a submittal is rejected or requires modifications, it is revised and resubmitted.

5. Final Approval and Implementation

• Once approved, the materials or methods outlined in the submittal can be used in the construction process.

Best Practices for Managing Submittals

1. Use Digital Tools
   • Leverage construction management software to streamline the submission, review, and approval process.
   • Example tools: Procore, Bluebeam, or Autodesk Build.
2. Ensure Clarity and Completeness
   • Provide detailed and accurate information in every submittal. Incomplete submissions can lead to delays.
3. Follow a Submittal Log
   • Maintain a detailed log to track submission dates, review timelines, and approval statuses.
4. Adhere to Standards
   • Ensure all submittals meet industry standards and project specifications, such as those outlined in the American Society for Testing and Materials (ASTM) or American Concrete Institute (ACI).
5. Set Clear Timelines
   • Establish deadlines for submission and approval to prevent delays in procurement or construction.

Role of Submittals in Sustainable Construction

In modern construction, submittals play a crucial role in achieving sustainability goals. For instance:

• Documenting the use of eco-friendly materials.
• Providing certifications for energy-efficient equipment.
• Ensuring compliance with LEED or other green building standards.

Submittals vs. RFIs: Understanding the Difference

While submittals confirm materials and methods, Requests for Information (RFIs) clarify ambiguities in design or construction documents. Clear differentiation ensures efficient project management.

Common Mistakes in Submittals and How to Avoid Them

• Incomplete Documentation: Always include all required information and certifications.
• Missing Deadlines: Establish a submittal schedule to avoid procurement delays.
• Ignoring Standards: Ensure compliance with project specifications and local codes.

Submittals in Complex Construction Projects

Large-scale projects like skyscrapers or infrastructure developments require hundreds of submittals. Managing these efficiently involves:

• Dividing submittals by project phases.
• Delegating responsibility to specialised teams.
• Using automated workflows to streamline approvals.

Legal Implications of Submittals

Submittals have contractual significance, and errors can lead to disputes. For example:

• Approved submittals might protect contractors from liability if issues arise.
• Incorrect submittals can result in penalties or project delays.

The Future of Submittals in Construction

With advancements in technology, the submittal process is evolving. Trends include:

• AI-Powered Review Systems: Automatically checking compliance with specifications.
• Blockchain Technology: Ensuring transparency and security in documentation.
• Cloud-Based Solutions: Facilitating real-time collaboration between stakeholders.

Training Teams for Effective Submittal Management

Provide training to ensure all team members:

• Understand the submittal process and its importance.
• Can use digital tools for submitting and reviewing documents.
• Are familiar with relevant codes and standards.

Standards and Guidelines Related to Submittals

Submittals in construction often need to align with the following standards:

• ASTM Standards: Material and testing standards to ensure quality and performance.
• ACI 318: Standards for concrete design and construction.
• LEED Certification Requirements: If the project involves sustainable construction, submittals may include documentation for compliance with LEED standards.

Challenges in the Submittal Process

1. Time-Consuming Reviews
   • Complex projects can involve hundreds of submittals, leading to potential delays if not managed effectively.
2. Errors and Omissions
   • Inaccurate or incomplete submittals can slow down the approval process.
3. Miscommunication
   • Poor communication between stakeholders may result in misunderstandings and project delays.

Conclusion🎯

Submittals are an essential part of any construction project, ensuring that materials, methods, and equipment meet the design intent and project requirements. By understanding their types, importance, and best practices, construction professionals can streamline the submittal process and mitigate risks.