Contracts, Procurement & Subcontracts (35)
about 32,398 hrs/yr
- Subcontractor bid package issuance (Daily / Weekly, about 1,118 hrs/yr) After award, the PM issues buyout bid packages to subcontractors with scope sheets, drawings, specs, schedule, insurance requirements, and the subcontract form, asking for final pricing by a set date.
- Subcontractor selection (Daily / Weekly, about 1,118 hrs/yr) The PM compares buyout bids, confirms scope, schedule, and prequalification status, and selects the subcontractor, documenting the leveled comparison and buyout savings or loss against budget.
- Subcontract scope sheet (Daily / Weekly, about 1,118 hrs/yr) Each subcontract gets a scope exhibit listing inclusions, exclusions, alternates, unit prices, allowances, schedule obligations, and clarifications agreed during buyout.
- Subcontract drafting (Daily / Weekly, about 1,118 hrs/yr) The subcontract is drafted from the company template with the sub's legal name, contract value, scope exhibit, schedule, retention, insurance requirements, and flow-down terms from the prime contract.
- Subcontract approval (Daily / Weekly, about 1,118 hrs/yr) Subcontracts are approved under the company authority matrix by value and risk before anyone signs, and every approval is recorded against the commitment.
- Subcontract e-signature routing (Daily / Weekly, about 1,118 hrs/yr) The approved subcontract goes out through DocuSign or Adobe Sign to the subcontractor's authorized signer, then to the company signer, and the executed copy is filed with the job.
- Subcontract commitment entry (Daily / Weekly, about 1,118 hrs/yr) Once executed, the subcontract is entered as a commitment with lines by cost code, retention, and compliance requirements, so cost tracking and payment control can begin.
- PO approval (Daily / Weekly, about 1,118 hrs/yr) Purchase orders route for approval by dollar value and job, with the PM or purchasing manager confirming budget, pricing, and cost coding before the order is issued.
- PO issuance (Daily / Weekly, about 1,118 hrs/yr) Approved purchase orders are sent to the vendor with terms, delivery instructions, and required documents, and the vendor's acknowledgment of price and delivery date is recorded.
- Material procurement tracking (Daily / Weekly, about 1,118 hrs/yr) Purchasing follows each order from PO through submittal approval, fabrication, shipment, and delivery, updating expected dates as vendors report progress by email and portal.
- Long-lead purchase tracking (Daily / Weekly, about 1,118 hrs/yr) Long-lead items are tracked every week against release, fabrication, and delivery milestones, because a slip of a few weeks on switchgear or steel can move the critical path.
- Subcontract change order request (Daily / Weekly, about 1,118 hrs/yr) Subcontractors submit change order requests for added scope or changed conditions, with pricing backup, labor and material breakdowns, and schedule impact, which the PM logs and reviews.
- Subcontract change order approval (Daily / Weekly, about 1,118 hrs/yr) Subcontract change orders pass through the authority matrix by value before execution, with the approved amount and its budget impact recorded.
- Subcontract change order execution (Daily / Weekly, about 1,118 hrs/yr) Approved subcontract change orders are signed by both parties and entered in the ERP, updating the commitment value and the affected cost code budgets.
- Prime contract change request (Daily / Weekly, about 1,118 hrs/yr) When scope changes, the contractor notifies the owner and prices the change from subcontractor quotes, self-perform estimates, and contract markups, submitting the request within the contract's notice period.
- Owner change order preparation (Daily / Weekly, about 1,118 hrs/yr) After negotiation, the owner change order is prepared with description, value, schedule adjustment, and backup, often on the owner's own form or an AIA G701.
- Owner change order approval (Daily / Weekly, about 1,118 hrs/yr) The owner, architect, and contractor sign the change order, and the executed document updates contract value, schedule of values, and budget in the ERP and project platform.
- Change order log maintenance (Daily / Weekly, about 1,118 hrs/yr) The change order log shows every owner and subcontract change with status, value, dates, and related commitments, and stays current for PM reviews and owner meetings.
- Potential change order log (Daily / Weekly, about 1,118 hrs/yr) Potential changes from RFIs, directives, and field conditions are logged with a rough order of magnitude value and status before formal pricing, and they feed the exposure forecast.
- Subcontractor COI collection (Daily / Weekly, about 1,118 hrs/yr) Before a subcontractor mobilizes, the company collects a certificate of insurance showing required coverages, limits, additional insured status, and waiver of subrogation endorsements.
- COI expiration tracking (Daily / Weekly, about 1,118 hrs/yr) Certificates expire, and a subcontractor working without current coverage exposes the company.
- W-9 collection (Daily / Weekly, about 1,118 hrs/yr) Before a vendor is paid, accounting collects a signed W-9 with legal name, tax classification, and TIN, which drives 1099 reporting and backup withholding decisions.
- Joint check administration (Daily / Weekly, about 1,118 hrs/yr) When a supplier asks for payment protection, a joint check agreement names both subcontractor and supplier as payees, and accounting tracks the amounts that must be issued jointly.
- Supplier delivery coordination (Daily / Weekly, about 1,118 hrs/yr) Project teams schedule deliveries with suppliers around site logistics, crane time, and laydown space, confirming date, time window, and gate instructions in writing.
- Material release authorization (Daily / Weekly, about 1,118 hrs/yr) For stored or fabricated material, the PM authorizes release for shipment once submittals are approved and the site is ready, then sends the release to the supplier.
- Procurement log update (Daily / Weekly, about 1,118 hrs/yr) The procurement log tracks submittal status, order date, expected ship, and delivery for every item, and it is updated weekly for project meetings.
- Subcontract legal review (Daily / Weekly, about 546 hrs/yr) Legal reviews subcontracts that carry nonstandard terms, subcontractor markups, or high value, focusing on indemnity, pay-when-paid, warranty, insurance, and dispute resolution clauses.
- Subcontract change order review (Daily / Weekly, about 546 hrs/yr) The PM tests the subcontractor's pricing against scope, quantities, rates, and markup limits, and decides whether the change is owner-billable, a backcharge, or a cost the job absorbs.
- Commitment change reconciliation (Daily / Weekly, about 546 hrs/yr) Project accounting compares approved subcontract changes and PO revisions with commitment values in the ERP and in Procore or Autodesk Construction Cloud, so both systems agree.
- Subcontractor default/risk review (Daily / Weekly, about 546 hrs/yr) The company watches for subcontractor distress, such as unpaid suppliers, manpower shortfalls, liens, and financial trouble, and decides whether to add monitoring or invoke default provisions.
- Vendor/subcontractor performance review (Daily / Weekly, about 546 hrs/yr) At job end or on a set cycle, the PM rates subcontractors and suppliers on schedule, quality, safety, paperwork, and cooperation, and the ratings feed future bid lists.
- Purchase order creation (Per event / project, about 150 hrs/yr) Materials and equipment are bought on purchase orders showing vendor, items, quantities, prices, tax, delivery date, and job cost codes, created from approved quotes or field requisitions.
- Vendor setup (Per event / project, about 150 hrs/yr) New vendors and subcontractors are created from the approved setup form, W-9, and banking details, with payment terms, 1099 status, and compliance flags set.
- Subcontractor compliance onboarding (Per event / project, about 150 hrs/yr) New subcontractors must supply every required document before starting work: COI, W-9, licenses, safety program, and signed subcontract, all tracked in the compliance log.
- Lien waiver requirement setup (Per event / project, about 150 hrs/yr) For each job, accounting sets which lien waivers are required from subs and suppliers: conditional or unconditional, progress or final, and whether the state mandates a statutory form.