An Overview of the Process

The list below touches on a few key milestones of any project. As with other items mentioned in this document, be sure your professional team agrees on what your specific milestones will be.

Master Plan—A basic outline illustrating the site and locations of buildings and parking, etc.


Preliminary Design—Once the master plan is approved, the next step is to show initial design of floor space, elevations, etc.


Design Development—A detailed schematic showing sections and elevations, electrical, plumbing, and other systems.


Construction Documents—Based on the evolving details of your project, a set of final drawings and specification documents will be created and used in the "bid package."


Bidding—At this stage of your project and depending on the approach you have taken with the bidding process, you will distribute the bid package. The bid package should include any information related to the project from the architectural components, calendar issues, various notes, and multiple other dynamics. During the bidding time frame, it is your opportunity to ensure that prospective builders really understand the parameters of your construction.


Construction Contract—Once your contractor has been selected, a formal contract will need to be signed. If you are using a construction management firm, that firm will help you with the details associated with a construction contract.


Shop Drawings—As construction takes place, the various subcontractors will be submitting detailed drawings, known as "’shop drawings." Depending on your level of involvement, you will want to talk with your professional team (whether that is your design-build firm or construction manager, general contractor, and architect) about reviewing these drawings. Your involvement is a healthy dynamic. It ensures that what is built will be what you really want.

A WORD OF CAUTION: Be very careful and attentive when reviewing these or other documents in a timely fashion. Any delays from reviewing plans can impact your project by weeks or months—and that will cause your costs to increase.


Construction—From staging materials on your site and setting up an office trailer to the very completion of your project, construction will be an intense time.


Substantial Completion—This term is widely used and usually misunderstood. Substantial completion is when the major work of the project is finished. It does not necessarily refer to the time when your congregation can use the new or renovated facility.


Occupancy Permit—An occupancy permit is granted by the local jurisdiction and designates that the facility is ready for your congregation to use. That said, however, you may not want to immediately move into your facility until the next step is completed.


Punch List—After substantial completion, your facility looks ready to move in. The walls are painted, doors are up, carpet is down, windows installed, lights are operating, and so on. Yet with every construction there will remain items that need attention. Examples include: a door frame that needs a touch up, a flickering light fixture, and/or a piece of molding is missing. Take the time to fully inspect your new surroundings with your professional team. It is much easier to view your facility before you move in than to attempt to create a punch list after you move.


Close-Out—Refers to the builder wrapping up all their responsibilities and submitting their final invoice for payment. Again, with your professional team, you will work together in reviewing all the issues in order to close out your project.


Warranty Period—Generally, a one year warranty period begins from the substantial completion date and is issued by the general contractor and their subcontractors. If a piece of equipment is not working properly or a defect in workmanship is discovered during this warranty period, you may contact the general contractor or design-builder to have that item fixed. The warranty does not cover maintenance issues—maintenance is your responsibility.


Celebration—Obviously a grand celebration will be in order at the end of your construction. However, as noted earlier, look for milestones along the way to celebrate throughout your project.