Project Startup Checklist for Roofing

Step 1: Upload contract and proposal

Scan and upload the signed contract and proposal documents to the digital job folder. Ensure that these documents are clearly labeled and stored in a secure location accessible to authorized personnel.

Step 2: Upload plans, specs, detail sheets

Gather all relevant plans, specifications, and detail sheets. Upload them to the digital job folder, ensuring they are organized by type and version for easy reference.

Step 3: Add GC/owner and internal contacts

Create a contact list within the digital job folder, including names, roles, phone numbers, and email addresses for the general contractor/owner and internal team members. This facilitates quick communication and coordination.

Step 1: Sheet index

Compile a sheet index that lists all the drawing sheets included in the project. Upload this index to the digital job folder for easy reference.

Step 2: Roof details

Upload detailed drawings of the roof, including sections, elevations, and any specific details that are crucial for the roofing work. Ensure these are clearly labeled and organized.

Step 3: Manufacturer specs

Upload the manufacturer's specifications for roofing materials and systems. These documents provide essential information on installation requirements and product limitations.

Step 1: Review scope

Discuss the project scope in detail, ensuring that all team members understand the work to be completed and any specific client requirements.

Step 2: Confirm safety concerns

Identify and discuss any safety concerns related to the project. Ensure that all team members are aware of the safety protocols and equipment required.

Step 3: Submittal requirements

Review the submittal requirements for the project, including any documentation that needs to be submitted to the client or regulatory bodies.

Step 4: Discuss logistics

Discuss the logistical aspects of the project, including site access, material storage, and equipment needs. Ensure that all team members understand the plan and their roles.

Step 1: Use scheduling software

Utilize scheduling software to create a comprehensive schedule. Ensure the software is updated with the latest project details and accessible to all relevant parties.

Step 2: Include key milestones

• Mobilization: Ensure all resources are ready and on-site.

• Material delivery: Coordinate with suppliers for timely arrival.

• Substantial completion: Indicate when the majority of work is expected to be finished.

• Final completion: Mark the end of the project, ensuring all work is completed and approved.

Step 3: Define activity durations

• Pre-construction activities: Submittal approvals, material procurement durations, and site visits.

• Demolition: Ensure all necessary permits are obtained and safety measures are in place.

• Roofing installation: Break down by roof area, detailing the scope of work.

• Flashing installation: Coordinate with roofing installation to ensure seamless integration.

• Sheet metal installation: Schedule after roofing and flashing are complete.

• Punch list: Allocate time for addressing any remaining issues or defects.

Step 4: Set watertight expectations

Set expectations for when each roof area should be watertight to prevent weather-related delays.

Step 5: Schedule inspections

Coordinate with city or project inspectors to ensure compliance and quality. Schedule inspections at key milestones.

Step 1: Identify permit needs

Research and identify all permits required for the roofing project. This may include building permits, environmental permits, and any other relevant approvals.

Step 2: Upload documents

Gather and upload all necessary documents for permit applications to the digital job folder. Ensure that these documents are complete and accurate.

Step 3: Note inspection rules

Review and note any inspection rules associated with the permits. Ensure that the project schedule accommodates these inspections to avoid delays.

Step 1: Coordinate with the estimator

Coordinate with the estimator to verify that the materials being submitted match those used in the project estimate. Confirm that the pricing is within budget and aligns with the estimate. If there are any uncertainties, consult with the estimator for clarification.

Step 2: Verify warranty compliance

Ensure that the specified roof system complies with the manufacturer's warranty guidelines. Obtain a one-page system letter from the manufacturer that certifies the roof system, including fastening and adhesive patterns. Verify that the manufacturer will provide the warranty at the project's completion.

Step 3: Include samples and documentation

Include all necessary color samples, physical samples, and cut sheets from the manufacturer. If required, provide manufacturer details such as a tapered insulation layout, which can be obtained from your supplier.

Step 4: Manufacturer data sheets

Compile and submit manufacturer data sheets for all roofing materials to the client or regulatory body for approval. Ensure that these documents are complete and accurate.

Step 5: Warranty guidelines

Submit warranty guidelines for roofing materials and systems. This documentation is essential for ensuring that the client understands the warranty terms and conditions.

Step 6: Safety documentation

Submit safety documentation, including safety plans and protocols, to the client or regulatory body for approval. Ensure that these documents meet all relevant safety standards.

Step 1: Identify fall hazards

Conduct a thorough assessment of the project site to identify potential fall hazards. Consider the type of roof (steep or low slope) and the presence of parapet walls. Determine the need for harnesses, lanyards, flags, stanchions, or scaffolding. Ensure all measures are code compliant with local jurisdiction.

Step 2: Define staging zones

Define and mark staging zones for materials and equipment on the project site. Ensure that these zones are clearly communicated to all workers to prevent accidents. Consider measures to prevent material from blowing off the roof and manage debris effectively.

Step 3: Add rescue procedures

Develop and include rescue procedures in the safety plan. These procedures should outline the steps to take in the event of an emergency, including contact information for emergency services.

Step 4: Implement heat illness prevention plan

Ensure the safety plan includes a heat illness prevention plan. Verify that there is adequate shade and water available on site to prevent heat-related illnesses.

Step 5: Develop Injury and Illness Prevention Program (IIPP)

Include an Injury and Illness Prevention Program (IIPP) in the safety plan. This program should outline procedures for identifying and addressing workplace hazards.

Step 6: Determine necessary PPE

Identify and list the necessary personal protective equipment (PPE) required for the project. This may include respirators, goggles, hard hats, safety vests, gloves, and steel toe boots. Ensure all PPE is appropriate for the type of work being performed.

Step 1: Determine Equipment Needs

Evaluate the project requirements to identify if additional equipment such as a crane, reach forklift, or dumpster is necessary. Consider using existing site resources if available.

Step 2: Crane Usage

A crane should be considered only if a reach forklift cannot deliver materials to the required location due to difficult access. It is a last-resort option due to higher costs. If a crane is necessary, confirm its availability and ensure the site is prepared for its arrival. Whenever possible, coordinate with suppliers to deliver materials directly to the roof to avoid additional equipment rental costs.

Step 3: Reach Forklift

A reach forklift is necessary when materials need to be lifted to a roof that is less than 50 feet high and cannot be directly loaded by the supplier. Ensure the reach forklift is available and confirm it can safely access the site. This equipment is ideal for ground-level material handling and lifting to moderate heights.

Step 4: Dumpster

If necessary, schedule a dumpster for waste disposal. Confirm its delivery and placement on the site, ensuring that it is accessible and does not obstruct work areas.

Step 5: Site Access

Coordinate site access for all scheduled equipment. Ensure that access routes are clear and that any necessary permits or approvals are in place.

Step 6: Fencing Delivery for Equipment Security

Ensure that all equipment is stored securely overnight. If the site does not have its own fencing, arrange for temporary fencing to be delivered and installed. This will help secure the equipment and prevent unauthorized access. Confirm the fencing delivery and installation schedule to align with the equipment arrival.

Step 1: Evaluate Roof Access

Determine how the roof will be accessed. Check if ladders are required and if they will be provided by the General Contractor (GC). Ensure all access points are safe and compliant with safety regulations.

Step 2: Identify Staging Area

Locate a suitable area for staging materials and equipment. Ensure the area is secure and does not obstruct site operations or violate any safety protocols.

Step 3: Determine Parking and Delivery Points

Identify where team members should park and where suppliers should deliver materials. Ensure these areas are accessible and do not interfere with site operations.

Step 4: Document Site Conditions

Take comprehensive photos and videos of the site, including all sides of the building, roof access points, landscaping, and any existing equipment. This documentation will serve as a reference in case of any disputes regarding site conditions.

Step 5: Inspect Existing Roof and Equipment

Examine the current state of the roof and any equipment present. Verify if the roof deck has been torn off by others and ensure all equipment, such as AC units, is operational.

Step 1: Review the scaled roof plan

Examine the roof plan used by the estimator. Note any dimensions and areas marked on the plan. Ensure you have the most recent version of the plan.

Step 2: Access the roof safely

Use appropriate safety equipment to access the roof. If roof access is not possible, prepare to measure from the ground.

Step 3: Measure the roof perimeter

Use a wheel measuring roller or long tape measure to measure each perimeter length of the roof. Best practice is to measure from the roof itself for accuracy.

Step 4: Document measurements

Record each measurement on the roof plan next to the provided dimensions. Take photos of the measurements and any notable features or discrepancies.

Step 5: Identify and report discrepancies

Compare the measured dimensions with those on the plan. Note any discrepancies and report them to the project manager. If the roof area is larger than shown, prepare a Request for Information (RFI) for potential change orders.

Step 6: Communicate findings

Submit the documented measurements and any discrepancies to the office. Ensure the project manager is informed of any potential impacts on project scope or costs.

Step 1: Ensure submittals have been approved

Verify that all submittals have been approved by the General Contractor (GC) or client. Confirm that material specifications, including color samples and proposed applications, are finalized.

Step 2: Order long lead items

Identify and order long lead items with sufficient lead time to meet the project schedule. Coordinate with suppliers to ensure timely delivery.

Step 3: Place orders based on updated field measurements

Place orders for all materials, ensuring quantities are accurate based on updated field measurements. Avoid over-ordering while ensuring enough material is available to keep crews working efficiently.

Step 4: Note delivery dates

Record the expected delivery dates for all ordered materials. Ensure that these dates align with the project schedule to avoid delays.

Step 5: Track supplier confirmations

Track confirmations from suppliers to ensure that orders are on schedule. Follow up with suppliers as needed to address any issues or delays.

Step 1: Confirm truck access

Ensure that delivery trucks have access to the site. Confirm access routes and any necessary permits or approvals with the site manager.

Step 2: Identify staging

Identify and prepare staging areas for delivered materials. Ensure that these areas are secure and accessible to workers.

Step 3: Rooftop loading if needed

Plan for rooftop loading of materials if required. Coordinate with the crane operator and ensure that all safety protocols are followed during the loading process.

Step 1: Review project details with project manager

Before communicating with the crew, the superintendent should meet with the project manager to review all project details, including the scope of work, safety plans, and schedule.

Step 2: Gather necessary documentation and materials

Ensure all relevant documents, such as safety plans, project scope, and schedule, are prepared and available for the crew meeting.

Step 3: Conduct crew briefing

Hold a meeting with the crew to communicate the project kickoff expectations. Cover the following key points:

• Project scope and objectives.

• Safety requirements and fall protection plans.

• Site services setup, including fencing, porta-potties, and dumpsters.

• Communication plan for job site hazards.

• Material delivery schedule and handling.

• Work sequence and timeline.

Step 4: Clarify roles and responsibilities

Ensure each crew member understands their specific role and responsibilities within the project. Highlight any overlapping tasks and clarify boundaries.

Step 5: Address questions and concerns

Provide an opportunity for crew members to ask questions or express concerns. Address these promptly to ensure clarity and confidence in the project plan.

Step 6: Confirm understanding and readiness

Conclude the meeting by confirming that all crew members understand the kickoff expectations and are ready to proceed with the project.

Step 1: Review Project Details

Ensure all project details, including start date, schedule, and contact information, are accurate and up-to-date.It is best practice to set realistic client expectations. When in doubt, underpromise and overdeliver.

Step 2: Draft the Email

Use the following template to draft the email:

Subject: Project Kickoff Confirmation for [Project Name]

Dear [GC/Owner Name],

We have reviewed the site and are prepared to begin work on [Start Date].

We expect to complete the project in [X] days, with materials arriving on [Material Arrival Date] and achieving watertight status by [Watertight Date].

Please let us know if there are any outstanding requirements from your side. Our on-site contact is [On-Site Contact Name], who can be reached at [On-Site Contact Phone/Email].

For any other inquiries, feel free to contact me directly at [Project Manager Contact Information].

Thank you,

[Your Name]

Step 3: Review and Send the Email

Double-check the email for accuracy and completeness. Ensure all placeholders are filled with the correct information. Send the email to the GC or owner.

Step 4: Follow Up

If no response is received within 48 hours, follow up with a phone call to confirm receipt and address any questions.

Step 1: Gather Required Documentation

Collect all necessary documents including:

• OSHA postings

• Site maps

• Emergency contact lists

• Injury and Illness Prevention Program (IIPP)

• Fall Protection Plan

• Job Hazard Analysis (JHA).

Ensure all documents are available in the required languages.

Step 2: Create Site Map

Design a detailed site map highlighting important areas such as loading zones, staging areas, parking, and access points. Use clear labels and symbols for easy understanding.

Step 3: Prepare OSHA Postings

Ensure all OSHA-required postings are up-to-date and prominently displayed. This includes safety regulations, emergency procedures, and any other relevant notices.

Step 4: Compile Emergency Contact List

Create a list of emergency contacts including local emergency services, company safety officers, and key project personnel. Ensure the list is accessible and visible.

Step 5: Display Employment Posters

Post any required employment posters in a visible location. These may include labor laws, workers' rights, and anti-discrimination notices.

Step 6: Review and Finalize Signage

Conduct a final review of all signage and documentation to ensure compliance and accuracy. Make any necessary adjustments before the project begins.

Step 1: Prepare the Certificate of Insurance

Ensure the COI includes the correct insured party, policy limits, and coverage dates. Verify that it meets the specifications or standard policy limits for the project.

Step 2: Include Contract-Specific Details

Add any additional insured parties and other contract-specific details as required. Double-check for accuracy to avoid any compliance issues.

Step 3: Send the COI Electronically

Email the COI to the designated contact at the GC or client. Use a professional email template and ensure the document is attached correctly.

Step 4: Verify Receipt of COI

Follow up with the recipient to confirm receipt of the COI. Request a confirmation email or acknowledgment to ensure the document has been received and is satisfactory.

Step 5: Document Confirmation

Record the confirmation in the project file. Include the date and time of confirmation and any relevant correspondence for future reference.

Step 1: Review Project Proposal and Contract

Examine the project proposal and contract documents to identify any specified warranty requirements. Pay special attention to any mention of manufacturer No Dollar Limit (NDL) warranties.

Step 2: Contact Manufacturer's Sales Representative

Reach out to the manufacturer's sales representative to confirm the warranty requirements and registration process. Obtain any necessary forms or documentation required for registration.

Step 3: Access Manufacturer's Registration Portal

Log in to the manufacturer's online registration portal, if available. Follow the instructions provided to register the project. Ensure all required information is accurately entered.

Step 4: Verify Special Application Requirements

Review any special application requirements or installation details specified by the manufacturer. Ensure these are incorporated into the project plan to meet warranty inspection criteria.

Step 5: Confirm Project Registration

After completing the registration process, confirm with the manufacturer that the project is registered. Obtain a confirmation document or registration number for your records.

Step 6: Document and Communicate Registration Status

Document the registration status and any relevant details in the project file. Communicate the registration status to the project team to ensure all parties are informed prior to mobilization.

Step 1: Identify Client's Preferred Communication Channels

Determine the client's preferred methods of communication, such as email, phone, or in-person meetings. Ensure that all team members are aware of these preferences to facilitate smooth communication.

Step 2: Establish Key Points of Contact

Identify the client's main point of contact both on-site and in the office. Document their contact information and ensure that the project manager and relevant team members have access to this information.

Step 3: Determine Communication Frequency and Content

Review the client's expectations regarding how often they wish to receive updates. This may include daily progress reports, weekly meetings, or monthly summaries. Ensure that the communication schedule aligns with the client's preferences.

Step 4: Schedule Regular Progress Meetings

If the client requires regular progress meetings, schedule these in advance and ensure that all necessary parties are invited. Prepare agendas and relevant documentation to facilitate productive discussions.

Step 5: Document and Communicate Project Updates

Provide the client with updates on project progress, including any issues or blockers that may arise. Ensure that updates are clear, concise, and delivered in a timely manner as per the client's requirements.

Step 6: Notify Client of Delays or Change Orders

In the event of project delays or potential change orders, notify the client immediately. Follow the communication protocols outlined in the contract and provide detailed information about the situation and proposed solutions.

Step 7: Review and Confirm Communication Obligations

Ensure that the project manager has a comprehensive understanding of the communication obligations as per the contract. Regularly review these obligations to ensure compliance and address any discrepancies promptly.