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By: George Guttmann
Horror stories abound about remodeling and construction projects gone bad. Such accounts make great "war stories", but they are likely to produce emptier bank accounts and headaches. Good planning is an essential component for a good project and prevents the most common pitfalls.
This Construction Checklist includes the steps associated with most successful remodeling and construction projects. Some may not apply to every project, for example: decks within 18" of ground level may not require a building permit, while building along a wetland or a shoreline will require special permits; a project in a condominium may require approval of the homeowners' association, and so may a project in a subdivision which has covenants.
But the "basics" listed here remain the same in almost all projects. This checklist is designed to explain and help organize the construction process.
The order of any construction process is not "cast in concrete" but there is one very important rule: prior to the start of any of the work there must be a written contract with drawings and detailed specifications.
Table of Contents
- "why are we doing this?" A Planning Process
- Some Planning Guidelines
- A Project Budget
- An Independent Assessment and Expert Help
- Choosing a Design Professional
- Preliminary Designs and Schematics
- Construction Drawings and Specifications
- Building Permits
- Pre-Qualifying Contractors
- Selecting a Contractor
- Review the Construction Contract
- Insurance Coverage During Construction
- The Design Professional's Role During Construction
- The Construction Process
- The Construction Mood Cycle
- Change Orders
- The Punch List
- Callbacks
- Warranty Items
- What to do When Things Go Wrong
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"why are we doing this?" A Planning Process:
Most construction and remodeling projects start as a result of a household reaching a stage in life that triggers the need to do "something" about housing. Some of these events include: the birth of a child, children going to school, the kids are growing but the house isn't, first time home buyers without children are just entering the world of work and/or home ownership, empty nesting, and retirement. Besides money, life safety, and life cycle concerns; some people just like working on improving and expanding their homes to modernize them or to improve upon or restore the original design. The 'Wish List' is one way to clarify and review the reasons for doing the project. This method organizes ideas into categories. For example:
An example of a more detailed planning process can be found on our Kitchen Design topic page. But don't forget to dream a little, the ideas you gather might not be too difficult or too expensive to incorporate into your plans. This is the time to gather such ideas. I like to cook, and I love construction. One book that has given me some ideas about both subjects is Monet's Table.
See also: The Value of Planing and A Field Guide to Bad Construction and Remodeling Projects and Is It Wroth Remodeling This is also the time to go to various home shows, open houses and other locations which might stimulate ideas. |
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Some Planning Guidelines:
Keep in mind that:
Consult construction professionals for additional ideas, but keep in mind that this project is for YOU. Continue to review your wish list from time to time to see if the decisions you are making feel comfortable and fit with your original ideas and your budget. Keeping a notebook will help you to organize your thoughts: magazine clippings, color samples, reference phone numbers, photos and a record of the project, including receipts. |
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A Project Budget :
Develop a timetable, or schedule, in the same manner as your budget. Work with your "construction team" (designer or architect, loan officer, interior design specialist, general contractor, specialty materials supplier, etc.) to document your needs. Your timetable must include a realistic completion date, considering time for the design phase, permitting and construction. Identify periods of the year when certain construction projects are particularly appropriate or totally inappropriate (e.g., during a holiday season or roofing during periods of heavy rain/sleet/snow). Many projects can and need to be phased into several stages of construction. A common reason for phasing a project is the lack of funds to complete the entire project at one time. While doing the whole job at once is often less expensive and less time consuming, phasing a project can work quite well if:
But the most important key to a successful project is good planing: detailed drawings and specifications and a good budget. |
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An Independent Assessment and Expert Help:
An independent assessment of the proposed project by a home inspector, contractor, real estate professional, loan officer, designer, or architect will help you decide if the project "makes sense". Are there problems with the structure, property, location, or proposed design that should be considered? This assessment should be made by an independent party not involved in any other aspect of the construction. As I edit this, I am reminded of the recent "sub-prime" loan fiasco. In my opinion, one of the reasons why so many people bought homes that they cold not afford and took out bad loans that were based upon bad appraisals had to do with "free" advice. The advice they got was not free, it was too often given by people who's income was based upon a commission. No sale, no commission! My advice? pay for information and get the information form qualified experts! |
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Choosing a Design Professional:
Hiring a licensed architect or a designer, involves careful research.
Note: even the purchase of a set of stock plans involves careful research. Saving money or time on the design process most often results in wasting money and time during and after the construction. A good quality design process that results in quality drawings and specifications is the best predictor for a successful project and a trouble free construction process. |
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Preliminary Designs and Schematics:
The preliminary design and schematics are basic drawings without a lot of construction detail. These plans focus on spatial relationships. They will help you visualize how the project might look and may identify some of the early problems. For example: does the proposed new staircase interfere with other portions of the house? Is there enough head room in the existing attic to convert it into a master suite? The preliminary design should be used to review the project with the local building authorities and to further refine the budget and timetable.
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Construction Drawings and Specifications:
You are now ready for the construction drawings and specifications that show the design, dimensions, sizes, structures, locations, shapes and some of the material selections - details and more details. Drawings must be clear and complete, the best drawings are those that conform to well established architectural standards. The specifications provide narrative detail, including material descriptions, model numbers, colors, construction methods, standards and techniques. The importance of this step in the process can't overstated. It is the key to a good contract and a good job. Failure to have good drawings and specifications is one of the main causes of construction defects and disputes, cost overruns and legal problems. The devil is in the details, and the details must be clear and on paper. |
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Building Permits:
The building permits must be obtained in the owner's name. The designer, architect, contractor or permit specialist can apply on the owner's behalf. Projects in some jurisdiction can receive a permit in a few days, others require weeks or months of waiting and review. Contact the local building department early in the project for specific conditions, requirements and permit timetables. In most cases, if you start the permit process early then it should be ready for you when the actual construction is ready to begin. |
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Pre-Qualifying Contractors:
The pre-qualification of contractors allows you to decide the type of contractors you will invite to bid on your project. Soliciting a bid from a contractor unknown in the building community, or one whose qualifications you have not established in advance, is a waste of time for you and the contractor. The skill, quality, reputation and the specialty of a contractor must be determined before bids are solicited. Without a thorough pre-qualification process is will be impossible to tell if the prices quoted are meaningful. Most states require contractors to be licensed and bonded, and in many states current records about contractors are on line. Checking references (especially recent ones), financial stability, previous and current work and reputation in the community are necessary steps in the pre-qualifications process. How many bids should you solicit from pre-qualified contractors? 1-3 should be enough. |
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Selecting a Contractor:
All bids must be based on one set of plans and specifications. Even then, you should expect to find a price range not to exceed 20 percent between the lowest and highest bidder. A bid outside of that range suggests someone has either made a mistake or does not want the job. Select your general contractor based on everything you have learned, including price. If you have pre-qualified the contractor, have good plans and specifications and your contact with the contractor throughout the bidding/decision making process continues to be positive, don't hesitate to take the lowest price. But if you are unsure of the contractor's qualifications and reputation, think that the bid price is too low and/or have not done your planing and design homework then don't go any further. The law journals are full of cases involving low bids, unqualified contractors, poor contracts and inadequate plans and specifications.
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Review the Construction Contract:
Most construction contracts are based on a standard building contract form such as an American Institute of Architects contract. Such forms are available from many sources, including stationary stores. The quality and complexity of these forms vary. They are usually intended as the cover pages for the very important details that follow. Most of the details are usually found in the plans and specifications. Be sure to read and understand the construction contract and the bid document. Take your time. Ask questions. Get everything in writing. Don't forget to review your Planning Process lists: will this contract fulfill your needs? This is the time to make any final changes.
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Insurance Coverage During Construction:
A review of insurance coverage by the various parties in a construction project is critical. Depending upon the specific conditions of a project, insurance policies may or may not provide protection for loss and liability. Who's policy covers damage to stored material? Who pays for damage to the existing part of the house that is damaged during a remodel? Who's policy covers injury to uninvited visitors to the construction site? What will it cost to maintain coverage on the house if you must move out of the building during remodeling? These and other types of insurance and liability questions need to be reviewed by insurance and legal advisors prior to the start of construction and the signing of the construction contract. |
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The Design Professional's Role During Construction:
Architects, designers, and even home inspectors may be employed to oversee the construction process. This role can be written into the contracts and follow a scheduled and written process. For example, an architect may meet with the builder once a week. Alternatively, the owner may want to bring in an outside expert at critical points in the construction or as the need arises. No matter which process is chosen, it is important that at the onset of construction all concerned parties understand their roles and the lines of communications. |
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The Construction Process:
A pre-construction meeting is an important first step in any project. This is the time to go over any final details, including meeting schedules, how to stay in touch, introduction to lead crew members, and any final concerns. Stay in contact with your contractor during the construction process. Try to maintain a middle ground between attention to the work-in-progress and breathing down the contractor's neck. Use your pre-arranged meetings to discuss progress, expectations, any problems or special arrangements, and to maintain open communication with your contractor.
The contractor should provide you with a timetable for final decisions on any specifications not decided upon during the design process. For example, if the color of the carpet was not decided in advance, the contractor should provide you with a date by which the color needs to be selected. It is your responsibility to stay within that timetable.
Part of the construction contract must be the timetable for payments. Most remodeling contracts include an advance of 10% to 30% of the construction price and a monthly draw. Take the initiative and ask the contractor before the end of the month when the draw request will be arriving. It is usually paid before the 10th of the month. The draw request should be based on the amount of work and material delivered and completed to date. Quick payment is one of the best ways to assure continued good relations with your contractor. And, a bit of praise and a box of donuts for the crew go a long way toward securing an ongoing positive relationship. But even in such a small gesture it is important to keep roles clear: don't supervise the crew and subs, that is the general contractors job! |
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The Construction Mood Cycle:
Every construction process that I have ever seen goes through a relatively predictable "mood cycle":
This mood roller coaster is somewhat inevitable, it's 'topography' will be largely determined by the quality of the pre-construction steps: planing, design, contractor selection... |
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Change Orders:
A good set of plans and specifications will keep change orders to a minimum. Using a 'no surprise rule' is essential:
. Managing the change order process the number, content and cost is one key to keeping the project within the limits of your budget. |
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The Punch List:
A 'punch list' is a final 'to do' list. Toward the end of the project, a punch list will be developed jointly by the owner and the contractor, and/or a design professional. This list provides the contractor with an organized method of finishing all the remaining details. It is part of the final payment process. The best punch lists are developed after the cleaning of the construction site has been completed. Yes, cleaning is part of the contractor's (written) responsibility, without a thorough professional cleaning, small blemishes can't be seen and/or corrected. The punch list should be short: one page, 12 - 20 items. If it gets much longer than that than the development and management of the list becomes an onerous task and damaging to the contractor/client relationship. The final payment may include a holdouts of as much as 10% of the contract, withheld by the owner until all items on the punch list have been completed. The actual amount of the holdouts is usually related to the value of the items on the punch list. |
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Callbacks:
Most construction will require some callbacks, involving repair of items which were overlooked or not properly installed during the final punch list process. If these are small items, you may be able to make a list over a period of several weeks and have the contractor take care of several items during one service call. By the way, a good question to ask during the contractor pre-qualification process is related to how the contractor deals with any callbacks. |
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Warranty Items:
If the contract contains a one year warranty, then it is a good idea to notify the contractor of any important defects as they occur. A list of any minor defects should be collected for 11 months. After that date this list of these defects should be presented to the contractor with a request that the work be completed during the twelfth month. |
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What to do When Things Go Wrong:
Well planned constructions projects have a very low failure rate. But construction is a complicated process and problems will arise, so here are some steps to take whenever construction problems arise:
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Drawings are 2 dimensional representations of 3 dimensional objects. Not many of us, and that includes some construction professionals, can visualize what a physical space will look like from a drawing or blueprint. Luckily there are some computer software programs on the market which allow for a 3 dimensional view of a project. Some even allow you to 'walk through' the project.