The COVID-19 pandemic has created enormous challenges in the construction trade from nervous lenders to safety on the job to liability. Construction documentation has become extremely important for protecting and preserving resources in this uncertain time.
This is a set of documents that every builder needs to get. It is extremely risky to start building unless you have all the paperwork in order. The drawings and building plans are the most important documents for your construction project. But, there are many approvals and clearances that have to be obtained before a project can begin.
A full and comprehensive set of construction documentation can help in resolving legal conflicts quickly. It may be a cumbersome task to obtain all the needed documents. There are clearances and legal permits as well as the other documents such as land ownership papers, etc.
Construction firms have long been expected to hand over a documentation package to site owners at the completion of a project which would include the following:
- Certificates of occupancy
- City and state inspection reports
- Architectural drawings
- Structural testing reports
- Structural, mechanical, electrical and plumbing reports
Due to the pandemic, owners are very nervous and want more data than usual to reduce the risk that they are taking on these projects and are very appreciative of the builder they partner with that can give them visual access to these reports.
Owners want to see evidence that jobs are moving forward so general contractors are expected to provide pictures throughout the project that shows step by step progress. Since they may not be able to walk on the jobsite in person due to restrictions during the pandemic, owners want virtual access to the job sites to see how the job is coming along.
Owners also want to know the cause of any delays. It could be material shipments that are not arriving on time or sick workers. Whatever is causing the delay is information that the owners want to know and also how the contractor will rectify these issues to try to stay on schedule. They want all of this documentation located in one place where everything is easy to find.
At a time like this, contractors find themselves having to deal with a lot more issues than they used to. Besides protecting themselves against warranty issues, incorrect charges, trade damage and broken materials, they are also dealing with an increase in site vandalism and theft because there are now fewer workers on the site or projects may even be temporarily suspended due to COVID-19.
All these issues create more pressure in trying to complete the job on time and on budget. Unfortunately, many of their contracts hold them legally responsible for delays or cost overruns. For this reason, contractors rely more than ever on documentation at every single stage of a project to protect themselves from future litigation.
There are other demands that are now being made during the pandemic that contractors need to have solutions for. Some new technologies are now being used out of necessity such as:
- Portals and Apps
Firms are using portals and apps to share materials with team members, owners and lenders. This enables them to access updated information whenever they need it. This is perfect for architectural details, plans and permits. This also comes in handy when posting policies and procedures for safety right on the apps to protect against potential future lawsuits.
Scheduling jobs and having a clear schedule of who is working and what they are working on can be right on the app or portal. This could also make it much easier to have contact tracing in the event of an outbreak.
Photos taken on the job can also be posted on the app and makes it much easier to track progression. The photos should be posted, dated and tagged according to location. The photos can also show evidence of damage for insurance claims as well.
- Virtual tours of the jobsite
Being able to show viewers a 360 degree image when they are unable to go physically to a jobsite will save time, travel and minimizes in-person contact during the pandemic.
- Software to help manage the project
Software can be utilized to track pricing and delivery of material. Any price increases due to COVID-19 can be shared with the owners or lenders to adjust the contract terms as needed.
It is more important than ever for construction businesses to take every step possible to protect themselves during this time.
Editor's note: This is, indeed, a confusing time for the construction industry. DataBid is working tirelessly to report and distill the news that can help you and your company make the right decisions and keep you up to date on the constant changes as they are made. We hope our coverage brings some clarity amid all the confusion.
