Reviewing a material submittal: the Engineer's checklist
A good review gives the Contractor one clear answer and a path to approval. A vague one costs both sides another cycle.
Start from the basis of review
Before reading the datasheets, confirm what the submittal is reviewed against: the specification section, the current drawing revision and any approved samples. Half of the comments that go back to contractors come from reviewing against an old revision.
Check five things every time
- Every specification clause has a compliance answer, marked by the supplier.
- Type test reports cover the offered model and come from an accredited laboratory.
- Deviations are listed and justified, not hidden in the datasheets.
- Interfaces with other disciplines are checked: loads, openings, power and controls.
- The submittal matches the current drawing revision.
Write comments that can be closed
One point per comment, with the clause or drawing it comes from and the action needed to close it. "Not acceptable" is not a comment; "Show 25 kA for 3 s and attach the type test report" is.
Use the four review statuses consistently
Use the four standard statuses: Approved (A), Approved with Comments (B), Revise & Resubmit (C) and Rejected (D). State on every sheet that the review does not relieve the Contractor of its obligations under the Contract.
Keep to the review period
Track every submittal in a register with its date received and the review period in the Contract. A late review becomes the Contractor's delay argument; a review on time removes it.
This note is general information, not legal advice for a specific contract.
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