Effective Submittal Review Strategies: Balancing Accuracy and Efficiency
Reviewing submittals is a critical responsibility for engineers, especially in complex construction projects. Ensuring that all the equipment and materials meet the design specifications requires a careful balance between being thorough and keeping the project on schedule. In a recent discussion, a professional shared insights on their approach to reviewing submittals, offering valuable strategies for those navigating similar processes. Below, we explore these strategies and how to implement them effectively in your own projects.
1. Identify What’s Missing and Communicate Clearly
One of the primary tasks in submittal reviews is verifying that everything specified in the drawings or specs is accounted for in the submittal. If something is missing, it’s essential to clearly point out the omission, especially if it’s a major issue.
Key Approach: If a small detail is missing (such as a checkbox or minor spec), you can often ask the contractor to include it without rejecting the submittal entirely. However, if a critical element is missing, do not hesitate to reject it.
Tip: Use a clear and consistent system for documenting missing items or inconsistencies in submittals. This could be a checklist, an internal form, or even digital annotations directly on the submittal document to ensure nothing gets missed.
2. Reject When Necessary—But Be Reasonable
Rejecting a submittal can hold up construction, but it’s sometimes necessary to ensure quality. For example, the engineer mentioned rejecting submittals that lump all equipment into one large submission, making it difficult to identify and correct specific issues. They recommend submitting items individually by equipment type, ensuring that small mistakes don’t affect an entire package.
Key Approach: Reject submittals that lack critical information, such as performance data. Sending incomplete information is a valid reason for rejection, as it can create gaps in the review process and lead to miscommunications later on.
Tip: Be firm when something is truly inadequate, but also avoid unnecessarily delaying the project by rejecting submittals over minor issues that could be resolved with simple communication.
3. Balance Between Guiding and Rejecting
There will be times when something in a submittal is incorrect, but it’s not a major concern for the reviewer. In these instances, it’s still important to provide a record of the issue but without holding up the process unnecessarily.
Key Approach: If a design deviation is minor but still requires approval, provide a pros/cons list of the change and make it clear that the owner must approve it. This not only communicates the issue but also shifts the responsibility to the appropriate party.
Tip: Always add notes in these cases to ensure that if something goes wrong due to this change, the owner and others are aware that you didn’t sign off on the approval of the design deviation. This step also ensures you protect yourself from any legal or professional liability.
4. Include CYA (Cover Your Assets) Notes
The submittal process can be complex, and there’s always the possibility that contractors may miss or overlook comments. To mitigate risks, it’s wise to include CYA (Cover Your Assets) notes that make your stance on certain issues clear, even if there’s a chance those comments won’t be fully read.
Key Approach: Always document your thoughts, recommendations, and instructions, especially when they pertain to potential problems or deviations from the design. Even if your comments go unread by the contractor, it’s better to have them included for reference than not at all.
Tip: Use standardized language in your CYA notes to ensure consistency and clarity. Phrases like “This needs owner approval” or “Deviation from design must be coordinated with all affected trades” set expectations clearly.
5. Keep Submittal Rejections Focused on Critical Issues
When rejecting a submittal, always provide clear reasoning. For instance, if performance data is missing from an equipment submittal, reject it immediately. This kind of information is essential to making informed decisions about whether the equipment meets the project’s needs.
Key Approach: Reject submittals only when they truly lack the necessary data or when the issue at hand could lead to larger problems down the road. This avoids unnecessary project delays while ensuring that quality is maintained.
6. Set Expectations for Design Changes
Submittals often lead to design changes, but it’s crucial to set the right expectations around these changes. As the engineer pointed out, any change must be approved by the owner and coordinated with affected trades. Setting this expectation from the beginning ensures that all parties understand the process and the consequences of any design alterations.
Tip: When design changes occur, always communicate them in a way that distinguishes them from the original design scope. This keeps everyone on the same page and avoids confusion later in the project.
Conclusion: Thoughtful and Strategic Submittal Reviews
The submittal process is an opportunity to catch errors, refine designs, and ensure that the project stays on track. However, the key to effective submittal reviews is balancing thoroughness with efficiency. By adopting a clear and consistent review process, engineers and project managers can ensure that submittals are handled smoothly, without causing unnecessary delays or complications.
Remember to document everything, communicate clearly, and only reject submittals when absolutely necessary. With the right approach, the submittal process can become a valuable part of the project’s success rather than a source of frustration.
