Pre-Construction Workflow

Welcome to the Pre-Construction Workflow SOP Template Library for Roof Repair (Commercial) roofing projects. Access free, expertly crafted Standard Operating Procedures for the pre-construction phase of your Roof Repair (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.

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

Step 1: Review the Project Scope and Material Options with Client

• Review the project scope and material options with the client, focusing on key areas such as roofing materials, colors, finishes, and design elements
• Confirm that the client understands the available choices and their implications on the project

Step 2: Present Material Samples or Visual References to Client

• Present material samples or visual references to the client, such as swatches, brochures, or digital renderings
• Provide clear explanations of each option’s benefits, durability, and cost implications

Step 3: Discuss Client Preferences and Budget Constraints

• Discuss the client’s preferences and budget constraints, ensuring that their final selections align with their financial expectations and project goals
• Offer alternative options if necessary to meet budget or design requirements

Step 4: Confirm Client’s Final Selections and Obtain Approval

• Confirm the client’s final selections and obtain their formal approval, either through a signed document or digital acknowledgment
• Ensure that all selections are clearly documented and aligned with the project specifications

Step 5: Record Final Selections in Project Records and CRM

• Record the client’s final selections in project records and CRM, linking them to the client’s file for future reference during material ordering and quality checks

Step 6: Update Project Specifications and Scope of Work Based on Selections

• Update the project specifications and scope of work to reflect the client’s final selections, including materials, colors, and design details
• Confirm that all updates are communicated to the project team

Step 7: Communicate Final Selections to Key Team Members

• Communicate the client’s final selections to key team members, such as the project manager, estimator, and procurement team, ensuring alignment with the project plan

Order materials and equipment

Step 1: Review Material and Equipment Requirements Based on Final Selections

• Review the material and equipment requirements based on the client’s final selections, ensuring that all necessary items are identified and specified
• Confirm quantities, specifications, and quality standards for each item

Step 2: Contact Approved Suppliers for Quotes and Availability

• Contact approved suppliers to obtain quotes and confirm the availability of the required materials and equipment
• Verify that suppliers can meet the project’s delivery schedule and quality standards

Step 3: Compare Supplier Quotes and Finalize Orders

• Compare quotes from multiple suppliers to ensure competitive pricing and reliable lead times
• Select suppliers based on factors such as price, quality, reliability, and past performance

Step 4: Place Orders for Materials and Equipment

• Place orders for the required materials and equipment with selected suppliers, providing clear instructions for delivery schedules and special handling requirements
• Confirm that all orders include accurate quantities, specifications, and delivery addresses

Step 5: Document All Orders in Project Records and CRM

• Document all orders in project records and CRM, linking them to the client’s file for easy reference during material tracking and delivery coordination

Step 6: Set Up Delivery Schedules and Confirm with Suppliers

• Set up delivery schedules with suppliers, coordinating delivery dates and times to align with the project’s timeline and work phases
• Confirm that suppliers understand the delivery requirements and deadlines

Step 7: Communicate Order Status and Expected Deliveries to Project Team

• Communicate the status of all orders and expected delivery dates to the project team, highlighting any critical items or potential delays

Verify material delivery schedules

Step 1: Review Supplier Delivery Schedules and Confirm Deadlines

• Review supplier delivery schedules and confirm that all materials and equipment will be delivered according to the project timeline
• Identify any critical deliveries that could impact key project milestones

Step 2: Coordinate Delivery Times with Suppliers and Logistics Team

• Coordinate delivery times with suppliers and the logistics team to ensure that materials arrive on-site in the correct sequence and at the right times
• Confirm delivery times with each supplier and communicate any specific site access instructions

Step 3: Track Delivery Status for All Ordered Materials and Equipment

• Track the delivery status for all ordered materials and equipment using project management software or a dedicated tracking system
• Monitor any changes to delivery schedules and update the project team as needed

Step 4: Prepare Contingency Plans for Potential Delays or Shortages

• Prepare contingency plans for potential delays or shortages, identifying alternative suppliers or backup materials if necessary
• Communicate the contingency plans to key team members to avoid disruptions

Step 5: Confirm Delivery Readiness with the On-Site Team

• Confirm delivery readiness with the on-site team, ensuring that there are designated storage areas, security measures, and personnel available to receive deliveries
• Verify that the site is prepared to handle incoming materials and equipment

Step 6: Document Delivery Schedules and Supplier Communications in CRM

• Document all delivery schedules and supplier communications in the CRM, linking them to the client’s file for easy reference during project execution

Step 7: Communicate Delivery Updates to Project Team and Key Stakeholders

• Communicate delivery updates to the project team and key stakeholders, highlighting any critical items or potential delays that could impact the project timeline

Prepare equipment for mobilization

Step 1: Create an Equipment Inventory and Mobilization Checklist

• Create an equipment inventory and mobilization checklist that includes all necessary tools, machinery, safety gear, and support materials
• Confirm that the checklist aligns with the project’s scope of work and safety requirements

Step 2: Inspect Equipment for Functionality and Safety Compliance

• Inspect all equipment to ensure it is in proper working order and meets safety compliance standards
• Address any maintenance or repair needs before mobilization to prevent on-site delays or accidents

Step 3: Assign Responsibilities for Equipment Mobilization

• Assign specific responsibilities for equipment mobilization to key team members, such as supervisors or equipment operators
• Confirm that everyone understands their assigned tasks and timelines for mobilization

Step 4: Prepare Transport and Logistics Arrangements

• Prepare transport and logistics arrangements for moving equipment to the project site, coordinating with logistics providers or using in-house resources
• Confirm that all necessary permits or clearances are obtained for transporting large or specialized equipment

Step 5: Coordinate Delivery and Staging on Site

• Coordinate the delivery and staging of equipment on-site, ensuring that there is adequate space and security for unloading and storage
• Communicate delivery schedules to the project team to align with construction activities

Step 6: Verify Safety Measures and PPE Requirements for Equipment

• Verify that all safety measures and personal protective equipment (PPE) requirements for equipment use are clearly defined and communicated to the crew
• Conduct a safety briefing to review equipment handling protocols

Step 7: Document Equipment Mobilization and Status in Project Records

• Document the equipment mobilization process and status in the project records, including inventory checks and safety inspections

Prepare site for repair work

Step 1: Conduct a Site Walkthrough to Assess Preparation Needs

• Conduct a site walkthrough with key team members to assess preparation needs, such as clearing debris, securing access points, and setting up temporary facilities
• Identify any potential hazards or logistical challenges that may impact repair work

Step 2: Establish and Secure Perimeter Fencing and Signage

• Establish perimeter fencing around the work area to control access and ensure safety
• Place signage indicating restricted areas, entry points, and safety guidelines for workers and visitors

Step 3: Prepare Site Facilities and Temporary Utilities

• Prepare site facilities, such as restrooms, break areas, and first aid stations, ensuring they are adequately stocked and accessible
• Set up temporary utilities, such as water, electricity, and lighting, in accordance with project needs and safety requirements

Step 4: Confirm Material Storage Areas and Security Measures

• Confirm designated material storage areas on-site, ensuring they are secure, organized, and easily accessible for the repair work
• Implement security measures, such as locks, cameras, or guards, to protect stored materials and equipment

Step 5: Coordinate Waste Management and Recycling Plans

• Coordinate waste management and recycling plans to handle construction debris and maintain a clean and safe site
• Designate specific areas for waste disposal and ensure proper signage and procedures are in place

Step 6: Review and Confirm Site Safety Measures

• Review all site safety measures, such as emergency evacuation routes, fire extinguishers, and fall protection systems
• Conduct a safety inspection to verify compliance with OSHA standards and project-specific safety protocols

Step 7: Document Site Preparation Activities and Status

• Record all completed site preparation tasks in a log, including responsible personnel and dates
• Capture photographs of key preparation elements, such as fencing, signage, and storage areas, for documentation
• Share documentation with the project team and confirm readiness for repair work

Conduct final pre-construction review meeting

Step 1: Schedule the Pre-Construction Review Meeting with Key Team Members

• Schedule the final pre-construction review meeting with key team members, including the project manager, lead roofer, and quality control personnel
• Confirm the meeting date, time, and location with all participants

Step 2: Prepare an Agenda for the Review Meeting

• Prepare an agenda for the review meeting that includes key topics such as project scope, safety protocols, material delivery schedules, and coordination plans
• Share the agenda with team members in advance to set clear expectations

Step 3: Review Project Scope and Key Deliverables

• Review the project scope and key deliverables during the meeting, ensuring that all team members understand their responsibilities and milestones
• Confirm that the project plans and specifications are aligned with client expectations

Step 4: Discuss Safety Protocols and Compliance Requirements

• Discuss safety protocols and compliance requirements in detail, covering topics such as fall protection, PPE usage, and emergency procedures
• Reiterate the importance of adhering to OSHA standards and company safety policies

Step 5: Confirm Material Delivery and Equipment Mobilization Plans

• Confirm material delivery schedules and equipment mobilization plans with the team, ensuring that all resources are available and on-site according to the project timeline
• Address any potential delivery issues or equipment shortages

Step 6: Establish Communication and Reporting Protocols

• Establish clear communication and reporting protocols for the project, including designated points of contact, daily updates, and issue escalation procedures
• Confirm that all team members are aligned on communication expectations

Step 7: Document Meeting Minutes and Action Items in Project Records

• Document the meeting minutes and action items in project records and CRM, linking them to the project file for easy reference during construction

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