I have heard from many doctors that their construction experience on a new medical building, or the tenant improvements to an existing space, were less than pleasant – sometimes very excruciating, and frustrating to be more exact. There are several reasons for this, none of which can be blamed on the contractor of course, because I am writing this article. The first element is to select a qualified contractor. Make the contractor provide you with references, current proof of insurance, and make sure you check them out. Meet with the contractor, as well as, his field supervisor who will oversee your project, so you develop a satisfactory relationship early on. It is extremely important you have a good working relationship with the field supervisor because he is the one you will be dealing with most of the time. The second element to a successful construction experience is the planning phase. I fully recommend a "team build", approach to the planning process, versus the "hard bid" approach. With the "team build" approach there are regular meetings during the planning and design phase between the doctor (client/owner), the contractor, the architect, interior decorator, and the engineer. In the case where special equipment is necessary, I would recommend a representative of the special equipment supplier also attend the "team build" planning meetings. During this "team build" phase, all aspects of the design process are addressed in order to expedite the plan submission and permitting phase of your project. Many times during the "hard bid" process there are discrepancies in the construction drawings, or specifications, resulting in changes to the plans that create delays in the permitting process, and ultimately impact the construction timeline. The third element for an enjoyable construction experience is timing. Construction is a very intricate detailed scheduling process. I have found that it is critical for the client to understand the importance of timeliness in the construction scheduling process. They need to be aware that delays in choosing paint colors, cabinets, tile, flooring, etc., can cause major delays by not acting in a timely manner and will disrupt the construction schedule. Therefore, it is critical that these selections be completed early on – not the day before they are to be installed or needed. It is also important for the client to recognize that certain selections take weeks for delivery, and this needs to be considered during the selection process, or even during the planning process. I have seen construction projects grind to a halt because certain key selections were not completed in a timely manner. This is not fair to the client, or the contractor, and can cause friction, and contribute to a less than pleasant construction experience. The fourth element of a pleasant construction experience is communication between the client and the contractor. There are always questions or problems that develop during the construction process. The contractor needs to know that the client will be available within a reasonable time frame so decisions can be made, and progress can continue. The fifth element is the money. There is usually a draw schedule associated with each contract between the client, and the financial institution making the construction loan, that is critical to the contractor. Invariably the client needs to sign a document before these progress draw funds can be released to the contractor. The subcontractors and suppliers rely on the contractor paying as promised, and disruptions in this process can cause delays in the construction timeline. In most cases this is caused by the client not taking that responsibility seriously. This can, and often does, cause hard feelings between the contractor and the client. The sixth element to a pleasant construction experience is to understand that misunderstandings do occur, and that they need to be addressed promptly and professionally. For example, I overheard a serious argument between a client and the contractor because the client received a "Notice to Owner." He incorrectly assumed that the contractor was not paying the bills, and was "cheating him", or being irresponsible. In reality, it is standard protocol for subcontractors and suppliers to file Notice to Owners automatically whenever materials are delivered to a job, or services are performed. This is done to protect the subcontractors and suppliers under the State of Florida Lien Law. These notices help the contractor, the owner and the lender, make sure subcontractors and suppliers are paid. Typically, the subcontractors and suppliers have to sign a "Release of Lien" prior to them receiving a check, and their progress is tracked until final payment is made, and the contractor receives a Final Waiver of Lien from each subcontractor and supplier. Then these Final Waivers of Lien are forwarded to the owner, and the lender, prior to the contractor receiving their final draw, as required by the lending institution.
If you adhere to the above mentioned "elements" you will have a successful and pleasant construction experience. Good luck in your next construction venture.
Jim Thomas is director of business development for Cotter Ryan Commercial, LLC
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