Pre-Construction Workflow

Welcome to the Pre-Construction Workflow SOP Template Library for Roof Replacement (Commercial) roofing projects. Access free, expertly crafted Standard Operating Procedures for the pre-construction phase of your roof replacement (commercial) projects. Our templates include site assessments, material procurement, and scheduling, ensuring a well-organized start. Download our templates today to streamline your pre-construction activities and set the foundation for a successful project.

Schedule project kickoff meeting

Step 1: Identify Participants

List all key participants who need to attend the project kickoff meeting
Include internal team members the GC subcontractors and any other relevant stakeholders

Step 2: Propose Meeting Times

Contact all participants to propose three potential dates and times for the meeting
Ensure the proposed times are within normal business hours and convenient for all parties

Step 3: Confirm Availability

Wait for responses from all participants and confirm a mutually convenient time
If the initial suggestions dont work propose alternative dates

Step 4: Send Confirmation

Send a calendar invitation to all participants with the confirmed date time and location (or virtual meeting link)
Include a brief agenda outlining the purpose of the meeting

Step 5: Prepare Agenda

Draft an agenda covering key points to discuss during the meeting such as project scope roles and responsibilities timelines and any initial concerns
Share the agenda with all participants ahead of the meeting

Step 6: Gather Necessary Documents

Collect all relevant materials or documents needed for the meeting including project plans initial schedules and any supporting information
Ensure all documents are up-to-date and accurately reflect the project details

Step 7: Notify Internal Team Members

Inform any internal team members who need to attend the meeting
Brief them on their roles and the key points to discuss

Step 8: Confirm Meeting Details with GC

Follow up with the GC a day before the meeting to confirm attendance and address any last-minute changes
Ensure the GC has all the necessary information and is prepared for the meeting

Step 9: Set Up Meeting Space

If the meeting is in-person ensure the meeting room is booked and properly set up
If the meeting is virtual test the online meeting platform to ensure it is working correctly

Step 10: Document the Process

Record the scheduled meeting details in your CRM or project management system
Set reminders for the meeting and any follow-up tasks

Hold project kickoff meeting

Step 1: Prepare Meeting Materials

Ensure all necessary materials are prepared and organized including project plans schedules and any supporting documents
Bring copies of these materials for all participants or ensure digital access if the meeting is virtual

Step 2: Set Up Meeting Space

Arrive early to set up the meeting space if the meeting is in-person
Ensure all equipment such as projectors or video conferencing tools is functioning properly

Step 3: Introduce Participants

Begin the meeting by introducing yourself and any team members present
Allow each participant to briefly introduce themselves and their role in the project

Step 4: Outline Meeting Agenda

Review the meeting agenda to set expectations and ensure all key points will be covered
Clarify the objectives of the meeting and the desired outcomes

Step 5: Discuss Project Scope and Objectives

Present an overview of the project scope goals and objectives
Highlight the key deliverables and success criteria for the project

Step 6: Review Roles and Responsibilities

Clarify the roles and responsibilities of each team member and stakeholder
Ensure everyone understands their tasks and how they contribute to the projects success

Step 7: Present Project Timeline

Walk through the project timeline including key milestones and deadlines
Discuss any potential challenges or critical paths that may impact the schedule

Step 8: Address Questions and Concerns

Encourage participants to ask questions and express any concerns they may have
Provide clear and concise answers to ensure everyone is on the same page

Step 9: Summarize Key Points and Next Steps

Summarize the main points discussed during the meeting
Outline the next steps and any immediate actions required from the participants

Step 10: Document Meeting Minutes

Record detailed minutes of the meeting capturing all key discussions decisions and action items
Distribute the meeting minutes to all participants and relevant stakeholders

Introduce client to project manager and key team members

Step 1: Schedule Client Introduction Meeting

Determine a suitable time for the client introduction meeting
Confirm availability of key team members

Step 2: Prepare a Team Overview Document

Create a document that introduces each key team member and their role
Include brief biographies and areas of responsibility

Step 3: Conduct Introduction Meeting

Begin with introductions of each team member
Highlight their specific contributions to the project

Step 4: Review Client Expectations

Discuss client expectations for communication and project updates
Set a cadence for regular meetings and touchpoints

Step 5: Outline Key Contact Information

Provide direct contact information for the project manager and client liaison
Confirm preferred contact methods and times

Step 6: Address Client Questions

Allow time for the client to ask questions
Note any specific client concerns for further action

Step 7: Confirm Next Steps

Summarize key actions and upcoming meetings
Reiterate project goals and objectives

Conduct detailed roof inspection and assessment

Step 1: Prepare Inspection Checklist

Create a detailed checklist covering all aspects of the roof including structural integrity ventilation and drainage
Review checklist items for completeness

Step 2: Gather Inspection Tools and PPE

Ensure that all necessary tools such as moisture meters drones and ladders are available
Verify that all personnel have the required personal protective equipment (PPE)

Step 3: Inspect Roof Exterior and Interior

Conduct a visual inspection of the roofs exterior for damage wear or leaks
Check the interior for signs of moisture insulation issues or other structural concerns

Step 4: Document Findings with Photos and Notes

Take clear photos of any damaged or suspect areas
Record detailed notes regarding the condition and location of each issue

Step 5: Evaluate Roofing Materials

Assess the condition and age of the roofing materials
Identify areas where materials need repair or replacement

Step 6: Conduct Structural Assessments

Evaluate the roofs structural supports for integrity
Check for signs of sagging warping or excessive wear

Step 7: Prepare Inspection Report

Compile findings into a comprehensive report
Include recommendations for repairs replacements or further inspections

Finalize project plans and specifications

Step 1: Review Initial Project Plans

Go through the initial project plans and specifications in detail
Verify that all project elements align with the clients expectations

Step 2: Confirm Material Specifications

Review the list of materials and their specifications
Ensure all materials meet quality standards and project requirements

Step 3: Cross-Check Plans with Client Requirements

Cross-reference final plans with client feedback or adjustments
Identify any discrepancies or updates needed

Step 4: Verify Compliance with Regulations

Confirm that plans adhere to all relevant codes and regulations
Document any required permits or compliance checks

Step 5: Coordinate with Key Team Members

Share finalized plans with the project manager and lead foreman
Confirm understanding of key details and deadlines

Step 6: Obtain Client Approval

Present the finalized plans and specifications to the client
Obtain formal approval and document their acceptance

Step 7: Distribute Finalized Plans

Distribute the approved plans to all relevant stakeholders
Confirm that each stakeholder has the latest version of the project plans

Verify material pricing and lead times

Step 1: Review Project Requirements

Examine the project scope and identify all materials required for the roofing project
Ensure you have a comprehensive list of materials with specifications

Step 2: Contact Suppliers

Reach out to multiple suppliers to request current pricing and lead times for the required materials
Ensure you provide detailed specifications to get accurate quotes

Step 3: Compare Quotes

Collect and compare quotes from different suppliers
Evaluate the pricing lead times and any additional terms or conditions

Step 4: Verify Lead Times

Confirm the lead times provided by each supplier
Ensure the lead times align with the project schedule and identify any potential delays

Step 5: Check Supplier Reliability

Assess the reliability of each supplier based on past performance references and reviews
Ensure they can consistently meet the required delivery schedules

Step 6: Negotiate Terms

If necessary negotiate better pricing or lead times with the preferred suppliers
Discuss bulk purchasing discounts or expedited shipping options

Step 7: Document Findings

Record the verified pricing and lead times for each material
Include supplier contact information quotes and any negotiated terms

Step 8: Update Project Budget and Schedule

Adjust the project budget and schedule based on the verified material costs and lead times
Ensure all changes are documented and communicated to the relevant team members

Develop detailed project schedule

Step 1: Outline Project Phases

Break the project into key phases, such as demolition, installation, and final inspection
Ensure each phase includes specific goals and deliverables

Step 2: Identify Milestones

Identify critical milestones within each project phase
Set deadlines for each milestone based on project scope

Step 3: Assign Responsibilities

Assign tasks to appropriate team members for each phase
Define the roles and responsibilities for each team member

Step 4: Estimate Timeframes

Estimate the time required to complete each task and milestone
Account for potential delays in critical tasks

Step 5: Review Dependencies

Identify dependencies between tasks, such as prerequisite tasks
Address potential bottlenecks early in the planning phase, such as prerequisite tasks
Address potential bottlenecks early in the planning phase

Step 6: Develop a Timeline

Create a comprehensive project timeline using project scheduling software

Step 7: Review with Project Team

Present the schedule to the project team
Confirm that each team member understands their tasks and deadlines

Confirm client's final selections (materials, colors, etc.)

Step 1: Review Clients Preferences and Requirements

Review the clients preferences and requirements for materials, colors, and other selections based on initial discussions and discovery meetings
Ensure that all preferences are documented accurately

Step 2: Present Material and Color Options

Present the client with a selection of materials and colors that align with their preferences
Provide samples or visual aids to help the client visualize their options

Step 3: Confirm Final Selections with Client

Confirm the clients final selections for materials, colors, and finishes
Clarify any questions or concerns they have about their choices

Step 4: Document Final Selections

Document the clients final selections in the project records, including material specifications, colors, and any custom options
Include confirmation of the clients approval in writing or via email

Step 5: Verify Availability with Suppliers

Verify the availability of the selected materials with suppliers
Confirm lead times and any potential delays in the delivery of custom or special-order items

Step 6: Communicate Final Selections to Project Team

Communicate the clients final selections to the project team, including the project manager and procurement personnel
Ensure that everyone involved is aware of the clients choices and any special requirements

Step 7: Prepare to Order Selected Materials

Prepare to place orders for the confirmed materials based on the clients selections
Confirm that all necessary specifications are included in the order documentation

Order materials and equipment

Step 1: Review Final Selections and Project Requirements

Examine the GCs final selections and the project requirements
Ensure you have a comprehensive list of all materials and equipment needed for the roofing project

Step 2: Verify Supplier Information

Confirm the contact details and ordering procedures for preferred suppliers
Ensure you have up-to-date information on pricing lead times and availability

Step 3: Prepare Purchase Orders

Draft purchase orders (POs) for all required materials and equipment
Include detailed specifications quantities and any specific delivery instructions

Step 4: Obtain Internal Approvals

If necessary seek internal approvals for the purchase orders
Ensure all relevant stakeholders sign off on the orders before proceeding

Step 5: Place Orders with Suppliers

Submit the purchase orders to the selected suppliers via email phone or online ordering system
Ensure you receive confirmation of receipt from each supplier

Step 6: Confirm Delivery Schedules

Verify the delivery schedules provided by the suppliers
Ensure the delivery dates align with the project schedule and adjust if necessary

Step 7: Track Order Status

Monitor the status of each order to ensure timely delivery
Follow up with suppliers if there are any delays or issues with the order

Step 8: Notify Project Team

Inform the project team of the ordered materials and equipment
Provide details on expected delivery dates and any special handling instructions

Verify subcontractor availability and schedules (if applicable)

Step 1: Identify Required Subcontractors

Identify all subcontractors needed for the project
Verify that each subcontractors scope aligns with the project requirements

Step 2: Contact Subcontractors

Reach out to each subcontractor to confirm their availability for the project timeline

Step 3: Review Subcontractor Schedules

Review each subcontractors proposed schedule for alignment with the main project timeline
Confirm that all work sequences are in the correct order

Step 4: Confirm Scope of Work

Confirm each subcontractors scope of work, including their deliverables and deadlines
Ensure they understand their responsibilities clearly

Step 5: Address Scheduling Conflicts

Identify and address any scheduling conflicts or overlaps between subcontractors
Adjust timelines and sequences to resolve issues

Step 6: Obtain Written Confirmations

Obtain written confirmations from subcontractors on their availability and agreed schedules
Document these confirmations in the project records

Finalize subcontract terms and prepare subcontract documents (if applicable)

Step 1: Review Subcontractor Scope of Work

Assess the proposed scope of work submitted by the subcontractor
Ensure that it aligns with the project requirements, timelines, and quality standards

Step 2: Discuss Contractual Terms

Meet with the subcontractor to discuss and negotiate key terms such as the payment schedule, deadlines, deliverables, and any contingencies
Reach mutual agreements and document all agreed terms

Step 3: Finalize Payment and Deliverables Schedule

Establish a clear payment schedule based on project milestones or completion percentages
Define specific deliverables linked to each payment phase

Step 4: Prepare Subcontract Documents

Draft the final subcontract agreement using the approved terms and conditions
Include all supporting documents such as the finalized scope of work, payment schedules, and any special instructions

Step 5: Review Documents Internally

Conduct a thorough internal review of the subcontract documents
Verify that all project requirements, responsibilities, and legal terms are correctly included

Step 6: Seek Legal Approval (if necessary)

Submit the subcontract documents to the legal team for approval
Address any revisions suggested by the legal team

Step 7: Obtain Client Approval

Present the finalized subcontract documents to the client
Obtain written approval or feedback from the client

Obtain client signatures on subcontract (if applicable)

Step 1: Present Subcontract to Client

Schedule a meeting with the client to present the finalized subcontract agreement
Provide the client with a summary of key points for their review

Step 2: Explain Key Terms

Review the essential terms of the subcontract with the client, including deadlines, payment schedules, and responsibilities
Ensure that the client fully understands each key term

Step 3: Address Client Concerns

Allow the client to ask questions and clarify any concerns they may have regarding the subcontract
Document any changes requested by the client

Step 4: Obtain Client Signatures

Guide the client through the signing process
Ensure all necessary fields are completed correctly

Step 5: Review Signed Document

Verify that all required signatures are present and correctly dated
Double-check that all documents align with the project records

Step 6: Record and File Subcontract

Record the signed subcontract in the project documentation system
Store a physical and digital copy in secure project files

Provide subcontractor with a copy of the signed subcontract (if applicable)

Step 1: Prepare Signed Copy

Make a complete copy of the signed subcontract agreement
Include any annexes or supporting documents

Step 2: Verify Accuracy

Check that all copies include required signatures and dates
Ensure no documents are missing from the subcontract package

Step 3: Send Copy to Subcontractor

Send the signed subcontract agreement to the subcontractor through the agreed-upon delivery method (e.g., email, courier, or in person)
Confirm that the document package is securely transmitted

Step 4: Confirm Receipt

Request an acknowledgment of receipt from the subcontractor
Keep a record of their confirmation for project documentation

Review permitting requirements

Procure necessary permits

Step 1: Identify All Permits Required for the Project

Review the project scope and legal requirements to identify all necessary permits for construction activities
Confirm specific permit requirements based on local regulations, zoning laws, and project specifications

Step 2: Prepare All Permit Applications and Supporting Documents

Gather all required forms, supporting documents, and details for each permit application, such as project plans, environmental reports, and fee payments
Ensure that all forms are accurately completed and signed by authorized personnel

Step 3: Submit Permit Applications to Relevant Authorities

Submit the completed permit applications to the relevant local authorities or permitting agencies
Follow each authority specific guidelines for submission, including digital or physical documentation

Step 4: Track the Processing Status of Permit Applications

Monitor the status of submitted permit applications through the relevant authorities or agencies
Set reminders for follow-up actions to ensure that permits are approved within the expected timeframe

Step 5: Address Any Requests for Additional Information or Revisions

Respond promptly to any requests for additional information or revisions from permitting authorities
Work closely with the project team and legal advisors to address any compliance issues or concerns

Step 6: Obtain Approval and Collect the Necessary Permits

Once approved, collect the necessary permits and verify that all conditions and requirements are met
Confirm that the permits cover all relevant aspects of the project

Step 7: Document and Communicate Permit Approvals to Project Team

Document the approved permits in the project records and communicate the approvals to the project team
Update the project schedule and notify key stakeholders of authorized activities

Create site safety plan

Step 1: Identify Potential Hazards

Conduct a thorough assessment of the roofing site to identify potential hazards
Consider factors such as fall risks weather conditions electrical hazards and material handling

Step 2: Review Safety Regulations

Review relevant safety regulations and standards such as OSHA guidelines for roofing work
Ensure your safety plan complies with all legal requirements

Step 3: Define Safety Procedures

Develop specific safety procedures to address the identified hazards
Include fall protection measures proper use of personal protective equipment (PPE) safe material handling practices and emergency response procedures

Step 4: Assign Safety Roles and Responsibilities

Designate safety roles and responsibilities to team members
Ensure each person understands their duties such as safety monitoring first aid and equipment inspections

Step 5: Develop a Site Layout Plan

Create a site layout plan that highlights safety zones access points and equipment storage areas
Ensure clear pathways and emergency exits are marked

Step 6: Specify PPE Requirements

List all required PPE for the roofing project such as helmets harnesses gloves and safety glasses
Ensure all team members are aware of the PPE requirements and how to use them properly

Step 7: Establish Communication Protocols

Define communication protocols for reporting safety concerns and incidents
Ensure all team members know how to quickly and effectively communicate any issues

Step 8: Include Emergency Procedures

Develop detailed emergency procedures for situations such as falls severe weather and equipment malfunctions
Ensure all team members are trained on these procedures and know where emergency equipment is located

Step 9: Conduct Safety Training

Organize safety training sessions for all team members
Ensure everyone understands the safety plan procedures and their individual responsibilities

Step 10: Document and Distribute the Plan

Distribute the plan to all team members and relevant stakeholders
Ensure it is easily accessible on-site for quick reference

Create fall protection plan

Step 1: Create fall protection plan

Conduct a thorough assessment of the roofing site to identify potential fall hazards
Focus on areas such as roof edges skylights roof openings and ladders

Step 2: Review Regulatory Requirements

Review relevant fall protection regulations and standards such as OSHA guidelines for roofing work
Ensure your fall protection plan complies with all legal requirements

Step 3: Select Appropriate Fall Protection Systems

Determine the most suitable fall protection systems for the identified hazards
Options may include guardrails safety nets personal fall arrest systems and warning line systems

Step 4: Define Safe Work Procedures

Develop specific procedures for safe work practices to prevent falls
Include guidelines for using fall protection equipment accessing and egressing the roof and working near roof edges

Step 5: Assign Responsibilities

Designate fall protection responsibilities to team members
Ensure each person understands their duties such as inspecting equipment setting up fall protection systems and monitoring compliance

Step 6: Specify PPE Requirements

List all required personal protective equipment (PPE) for fall protection such as harnesses lanyards and anchor points
Ensure all team members are trained on the proper use and maintenance of PPE

Step 7: Develop Rescue Procedures

Create detailed rescue procedures for situations where a fall occurs
Include steps for safely retrieving a fallen worker and providing first aid

Step 8: Conduct Fall Protection Training

Organize fall protection training sessions for all team members
Ensure everyone understands the fall protection plan the use of equipment and their individual responsibilities

Step 9: Install Fall Protection Systems

Ensure the installation of fall protection systems according to the plan
Verify that all systems are properly set up and functioning before work begins

Step 10: Inspect and Maintain Equipment

Establish a routine inspection and maintenance schedule for fall protection equipment
Ensure all equipment is in good condition and safe to use

Establish project communication plan

Step 1: Identify Communication Needs

Determine the communication needs for the project including the types of information that need to be shared such as project updates schedule changes and safety alerts
Consider the stakeholders involved such as the project team subcontractors and the GC

Step 2: Define Communication Methods

Select the appropriate communication methods for the project such as email phone calls text messages project management software and in-person meetings
Ensure the chosen methods are accessible and convenient for all stakeholders

Step 3: Establish Communication Schedule

Create a communication schedule that outlines when and how often updates and meetings will occur
Include regular progress meetings daily briefings and emergency communication protocols

Step 4: Develop Standardized Templates

Create standardized templates for common communication needs such as project updates meeting agendas and safety alerts
Ensure templates are clear concise and easy to use

Step 5: Set Up Communication Channels

Ensure all communication channels are set up and functioning properly
Provide access and training to all team members on how to use the chosen communication tools

Step 6: Define Information Flow

Establish a clear flow of information to ensure that updates and important messages reach all relevant stakeholders
Specify how information will be documented shared and stored

Step 7: Implement Feedback Mechanisms

Establish a clear flow of information to ensure that updates and important messages reach all relevant stakeholders
Specify how information will be documented shared and stored

Step 8: Conduct Communication Training

Organize training sessions for all team members on the communication plan and tools
Ensure everyone understands their roles responsibilities and the importance of effective communication

Step 9: Monitor and Adjust the Plan

Regularly monitor the effectiveness of the communication plan and make adjustments as needed
Seek feedback from the team and stakeholders to continuously improve communication processes

Prepare equipment for mobilization

Step 1: Inspect Equipment Condition

Conduct a detailed inspection of all equipment to ensure its in good working order
Record any issues or maintenance requirements

Step 2: Schedule Maintenance and Repairs

Perform or schedule necessary maintenance and repairs for all equipment
Document completed maintenance tasks and update equipment logs

Step 3: Organize Equipment by Phase

Arrange equipment based on the sequence of project phases
Ensure that critical equipment is readily accessible for initial phases

Step 4: Verify Equipment Safety Features

Check that all safety features, such as alarms and safety locks, are functioning correctly
Test backup systems for critical equipment

Step 5: Secure Transport Logistics

Coordinate transportation for heavy equipment and tools to the job site
Ensure that all equipment is securely loaded and protected during transport

Step 6: Create Equipment Inventory List

Prepare a detailed inventory list of all mobilized equipment
Include serial numbers, quantities, and assigned team members for each item

Step 7: Communicate Equipment Plan to Team

Share the equipment mobilization plan with the project team
Confirm that all members understand their roles and responsibilities

Prepare site for construction

Step 1: Set Up Site Access Control

Establish entry and exit points for workers and equipment
Implement security measures such as fencing and access badges

Step 2: Install Temporary Facilities

Set up temporary facilities like restrooms, break areas, and tool storage
Ensure these facilities are compliant with safety regulations

Step 3: Mark Work Zones and Hazards

Clearly mark work zones and potential hazards using signage and barriers
Designate areas for specific tasks, like materials storage and waste disposal

Step 4: Prepare Site Utilities

Arrange for temporary utilities, such as power, water, and lighting
Verify that utility setups are safe and adequate for project needs

Step 5: Conduct Initial Safety Walkthrough

Perform a walkthrough of the site with the safety officer to identify any safety issues
Address and document issues that need immediate correction

Step 6: Verify Environmental Protection Measures

Install environmental protection measures, such as erosion controls or dust suppression
Confirm that all measures are in compliance with regulations

Step 7: Review Site Readiness with Team

Hold a meeting with the project team to review site readiness
Confirm that all members are aware of their initial tasks and responsibilities

Conduct final pre-construction review meeting

Step 1: Review Project Scope and Objectives

Reiterate the project scope and primary objectives to the team
Ensure all members understand their roles and responsibilities

Step 2: Confirm Permits and Compliance

Verify that all required permits have been obtained and are up to date
Review compliance measures and documentation

Step 3: Discuss Safety and Quality Standards

Reaffirm safety guidelines and protocols with the team
Highlight quality standards and inspection processes

Step 4: Confirm Resource Availability

Check the availability of materials, equipment, and personnel for the project start date
Address any resource-related concerns

Step 5: Review Communication Protocols

Go over the established communication plan, including reporting schedules and emergency contacts
Confirm that all team members are clear on communication channels

Step 6: Establish Initial Task Assignments

Assign the first set of tasks to team members based on the project schedule
Provide any necessary resources or support for task completion

Step 7: Open the Floor for Questions

Allow team members to ask questions or raise concerns
Document any key issues or action items for follow-up

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