Pre-construction phase in construction

March 30, 2024 Luciano Bertene

There are numerous steps in the construction process, but the first is called the pre-construction phase. This is when all planning and coordination is completed before the actual construction begins. At this stage, the scope of the work will be determined, the budget will be defined and the materials will be decided. Of course, there are many other things involved in this stage of the construction process.

The pre-construction phase

Review of Projects and Drawings

During the pre-construction phase, thorough review of all architectural designs and plans is essential. This step takes time, as every detail is examined in search of necessary improvements and adjustments. Questions are raised, and changes are made as necessary. This process can be iterative, with new requirements emerging as changes are implemented.

Detailed Examination : Each architectural design and plan is thoroughly examined to ensure that all details are correct and in line with client requirements and local regulations.
Identification of Improvements : During the review, opportunities for improvement are identified to optimize the design and functionality of the project. This may include adjustments to space layout, material selection, or energy efficiency improvements.
Adaptation to Requirements : Ensures that projects comply with all legal, regulatory and safety requirements. Any discrepancies or non-conformities are identified and corrected before construction begins.
Iteration and Adjustments : The review process can be iterative, with multiple rounds of analysis and adjustments as new requirements emerge or as a result of stakeholder feedback. This ensures that all needs are met and that the project is executed as planned.
Effective Communication : During this phase, clear and effective communication between everyone involved is essential to ensure that changes are understood and implemented correctly. This includes architects, engineers, clients and other stakeholders.
Accurate Documentation : All changes and decisions made during the review are accurately documented for future reference and ensuring consistency throughout the project. This includes meeting records, revised versions of drawings, and any correspondence related to the review.

Planning and Schedule

Establishing a detailed schedule for all tasks is a critical pre-construction step. Each activity needs a clearly defined completion date. During this phase, frequent meetings are held to discuss implementation of milestones and key completion dates. These timelines are critical for monitoring project progress and identifying potential delays.

During the pre-construction phase, planning and establishing a detailed schedule are critical to the success of the project. Here are some important points to consider:

Activity Identification : All activities required for the project are identified and listed. This includes everything from obtaining licenses and authorizations to completing the construction itself.
Setting Deadlines : Each activity is given a clearly defined completion date. This allows a clear view of the time required for each stage of the project and helps ensure that the project proceeds as planned.
Milestone Implementation : Important milestones are established throughout the schedule, such as the start of construction, completion of specific phases, and regulatory inspections. These milestones serve as checkpoints to evaluate project progress.
Frequent Meetings : During this phase, regular meetings are held to review and adjust the schedule as needed. This allows the project team to discuss implementation of the milestones and address any challenges or obstacles that may arise.
Progress Monitoring : The detailed schedule is used to monitor the project progress and identify any delays. This allows the team to quickly take corrective action if necessary to ensure the project remains on schedule.
Flexibility and Adaptation : While the schedule provides a solid structure for the project, it is important that it is flexible enough to accommodate changes and unforeseen events. The ability to adapt the schedule as needed is essential for dealing with the inevitable challenges that arise during construction.

Budget Preparation

Budgeting is a priority during the pre-construction phase as all materials and associated costs are discussed and decided. An accurate budget prevents financial surprises and ensures that resources are available when needed. Closely monitoring the budget throughout the project is essential to avoid exceeding planned costs and taking corrective action, if necessary, to ensure the financial viability of the project.

In the pre-construction phase, budgeting plays a crucial role in the planning and successful execution of the project. Here are some important points related to budgeting:

Cost Survey : All materials, labor, equipment and other costs associated with the project are carefully surveyed and estimated. This requires a detailed analysis of every aspect of the project to ensure all costs are considered.
Price Negotiation : During this phase, negotiations may be carried out with suppliers and contractors to ensure the best possible prices for required materials and services. This may involve obtaining quotes from multiple suppliers and selecting the most cost-effective option.
Forecasting Contingencies : It is important to include a contingency margin in the budget to deal with unforeseen events and cost variations throughout the project. This helps avoid financial surprises and ensures there are resources available to deal with any challenges that may arise.
Monitoring Spending : Once construction is underway, it is essential to closely monitor actual spending against the planned budget. This allows you to quickly identify any deviations and take corrective action if necessary to avoid exceeding planned costs.
Informed Decision Making : An accurate budget provides a solid foundation for making informed decisions throughout the project. This allows the project team to evaluate the financial impact of different options and prioritize resources based on project needs.
Transparent Communication : Maintaining transparent communication about the budget with all stakeholders is essential to ensure everyone is aligned with the project's financial expectations. This helps avoid misunderstandings and conflicts and promotes a collaborative and efficient work environment.

For those who need a slightly more detailed list of what exactly happens during the pre-construction phase, here is a list, in no particular order, of most of the items:

Execution Plan : Establishing a detailed plan for executing the project, including timelines, resource allocation, and management strategies.
Procurement Plan : Development of a plan to acquire all materials, equipment and services required for the project, including bidding and supplier selection processes.
Engineering : Carrying out engineering analyzes and studies to ensure the project meets all technical and regulatory requirements.
Project Scope : Clear definition of the project scope, including specific objectives, deliverables and requirements.
Client-Specified Assessments : Assessing client needs and expectations to ensure the project meets their expectations.
Project Basis : Developing a solid foundation for the project, including feasibility analyses, market studies and risk assessments.
Risk Analysis : Identification and assessment of all potential risks associated with the project, along with corresponding mitigation plans.
Integrated Project Schedule : Development of a comprehensive schedule that integrates all project activities and milestones.
Cash Curve : Preparation of a cash curve that details expected cash flows throughout the project.
Utility Requirements and Diagrams : Identification and documentation of all utility requirements such as electricity, water and sanitation.
On-Site Constructability Review : Assessment of the constructability of the project on-site to ensure that all practical considerations are taken into account.
Equipment List : Compilation of a list of all equipment and materials that will be used in the project, along with considerations for possible cost-saving measures.
General Arrangements : Development of general arrangements for the layout and organization of the construction site.
City and County Requirements : Compliance with all legal and regulatory requirements of local authorities.
Site Plan and Site Assessment : Preparation of a detailed plan of the project site and assessment of site conditions.
Decisions on Expansions or New Facilities : Assessment of the needs for expansion or construction of new facilities, when applicable.
Savings and Speed Strategies : Identification of opportunities to save money and speed up the construction process, including suggestions for added value.
Material Cost Analysis : Detailed assessment of the costs of all materials and products required for the project.
Electrical Information and Piping and Instrumentation Diagrams : Complete documentation of the project's electrical requirements, as well as piping and instrumentation diagrams, when applicable.
Materials Decisions : Making decisions about the use of raw materials versus purchasing materials from external suppliers, considering cost, availability and quality.

While there are many different issues that can be detected during the pre-construction phase, these are the ones that construction companies benefit most from finding and resolving:

Project Feasibility : Detailed assessment of the financial, technical and operational viability of the project to ensure its successful completion.
Site Selection and Necessary Requirements : Careful analysis of project site selection, taking into account factors such as accessibility, local infrastructure and compliance with regulations.
Selection of Necessary Equipment : Identification of the equipment and resources necessary for the efficient execution of the project, ensuring that they are available when needed.
Creation of Obstacle-Free Schedules : Development of realistic schedules that consider potential obstacles and allow the project to be completed within the established deadline.
Soil Condition Assessment : Investigation of the condition of the soil to ensure it is suitable for the intended construction and to identify any geotechnical problems that may arise.
Assessment of Public Services : Analysis of existing public services at the project site, as well as those that will be necessary, to ensure adequate access to water, electricity, sewage, among others.
Identification of Licensing Requirements : Identification of licensing and regulatory requirements applicable to the project, resolving any issues or pending issues related to licenses early in the process to avoid delays later.

The pre-construction phase, although it may seem like a small part of the overall construction process, plays a crucial role in determining the success and efficiency of a project. During this stage, a series of critical tasks are performed, from the thorough review of architectural designs to the detailed preparation of the budget and schedule. Reviewing designs and drawings is essential to ensure that all specifications and requirements are met, while creating the schedule allows for adequate allocation of time for each stage of the project.

Furthermore, accurate budget preparation is essential to avoid financial surprises and ensure that resources are available when needed. During this phase, issues such as project feasibility, site selection, soil assessment and permitting requirements are carefully evaluated and addressed to mitigate potential future issues.

Although the pre-construction phase can require a significant investment of time and resources, its value is indisputable. Representing only a small fraction of the total project cost, the effort dedicated to this initial phase can result in substantial savings and avoid costly delays during construction. Therefore, construction companies recognize the critical importance of pre-construction and are willing to invest significant resources to ensure its efficient execution. By establishing a solid foundation during this initial phase, the chances of success and successful completion of the project are significantly increased, fully justifying the effort and investment dedicated to this initial stage of the construction process.