Long Lead Items Checklist for Home Builder
This checklist is designed to ensure that all long-lead items are identified, tracked, and managed effectively during the pre-construction phase of custom home building projects. Long-lead items are materials or products that require a significant amount of time to procure and can impact the project timeline if not handled properly. This checklist will guide the pre-construction team through the process of identifying these items, tracking their submittal requirements, confirming manufacturing timelines, and communicating any potential impacts to the project manager and trades. By following this checklist, the team can proactively manage these items to avoid delays during critical phases such as framing, MEP rough-ins, and finishing.
Identify long-lead materials
Step 1: Review project specifications and plans
Examine the architectural and engineering plans, as well as the project specifications, to identify materials and products that are specified. Pay special attention to custom or specialty items that may not be readily available.
Step 2: Consult with suppliers and manufacturers
Reach out to suppliers and manufacturers to gather information on lead times for specified materials. This will help in understanding which items are considered long-lead.
Step 3: Create a list of long-lead items
Compile a comprehensive list of all identified long-lead items. Include details such as item description, supplier, estimated lead time, and any special order requirements.
Track submittal requirements
Step 1: Gather submittal documents
Request submittal documents from suppliers, including product data, samples, and shop drawings. Ensure that all necessary information is included for review.
Step 2: Submit documents for approval
Forward the gathered submittal documents to the design team or relevant stakeholders for review and approval. Follow up to ensure timely feedback.
Step 3: Log submittal status
Maintain a log of all submittals, tracking their status from submission to approval. Update the log regularly to reflect any changes or additional requirements.
Confirm manufacturing timelines
Step 1: Contact manufacturers for production schedules
Reach out to manufacturers to confirm production schedules for each long-lead item. Obtain estimated start and completion dates for manufacturing.
Step 2: Verify alignment with project schedule
Compare the manufacturing timelines with the project schedule to ensure alignment. Identify any discrepancies that could impact the project timeline.
Step 3: Document confirmed timelines
Record the confirmed manufacturing timelines in the project management system or schedule. Include any notes on potential risks or adjustments needed.
Document dependencies in the schedule
Step 1: Identify dependent activities
Review the project schedule to identify activities that are dependent on the delivery of long-lead items. Consider phases such as framing, MEP rough-ins, and finishes.
Step 2: Update schedule with dependencies
Incorporate the identified dependencies into the project schedule. Use scheduling software to link activities and adjust timelines as necessary.
Step 3: Communicate schedule updates
Share the updated schedule with the project team, highlighting any changes due to long-lead item dependencies. Ensure all stakeholders are aware of the impacts.
Communicate impacts to PM and trades
Step 1: Prepare impact reports
Compile reports detailing the impacts of long-lead items on the project schedule and activities. Include information on adjusted timelines and dependencies.
Step 2: Conduct coordination meetings
Hold regular meetings with the project manager and trade representatives to discuss the impacts of long-lead items. Use these meetings to address concerns and plan mitigation strategies.
Step 3: Distribute communication updates
Send out regular communication updates to all relevant stakeholders, summarizing the current status of long-lead items and any changes to the project plan.
Ensure proactive follow-up
Step 1: Schedule regular check-ins with suppliers
Establish a routine for checking in with suppliers to confirm the status of long-lead items. Use these check-ins to address any issues or delays promptly.
Step 2: Monitor delivery schedules
Keep a close watch on delivery schedules for long-lead items. Use tracking systems or software to receive alerts on any changes or delays.
Step 3: Adjust project plans as needed
Be prepared to adjust project plans based on the latest information from suppliers. Update schedules and communicate changes to the project team promptly.
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