POLICY: Submittals, Material, & Safety Status Log

PURPOSE: To ensure the approval of submittals and the delivery of materials is performed in a timely manner and supports the schedule. To ensure each subcontractor provides a safety and/or fall protection plan.

RESPONSIBILITY: Project Manager

PROCEDURE:

1. The following logs will be used to list all materials and required safety plans to be supplied by a Vendor or Subcontractor, and should be entered on the log in order according to specification sections. The log within Timberline’s Project Management Program is to be utilized for submittals.

2. Information required on the log is self-explanatory as indicated by the various headings on the log.

3. The information on this log will be completed within four (4) weeks after budget approval. This log will be continuously updated and circulated weekly.

4. A MATERIAL log will be kept to track each item of equipment and all material for which shop drawings, or approvals are required, or which is not readily available from local stock.

5. A SUBMITTAL log will be kept for tracking submittals in Timberline’s Project Management Program in such a way that each submittal of shop drawings, approvals, and each separate shipment can be tracked.

6. A SAFETY log will be kept to track each Subcontractor’s Safety Program and Fall Protection Plan at each division that is considered applicable. The submission of these documents will be tracked and work must not proceed until they are received.

7. It is imperative that dates be established with the person who can control that date of submittal, approval, or delivery. It is preferable to have written confirmation from fabricators or manufacturers.

8. Shop drawing, submittal approval dates, and delivery dates will be a part of the purchase agreement.

9. When subcontractors and sales representatives give dates for delivery, careful consideration will be given to the way in which they have arrived at these dates. If there is doubt as to whether they are really committed dates by a manufacturer or fabricator, the Project Manager will take steps to satisfy him/her as to the committed date.

10. It is the Project Managers responsibility that materials and equipment are available when needed. The Material Status Log is the Project Managers tool for tracking these items and ensuring timely delivery.

11. The Material Status Log will be used at the Overall Schedule preparation to establish critical delivery dates.

12. The Material Status Log will be reviewed at the Near Term Schedule Meeting.

13. The Project Manager is responsible for keeping the Material Status Log current. A copy of the Material Status Log is to be sent to the Project Superintendent on a weekly basis. Also, a copy for the Auburn file is to be issued weekly.

Tutorial on how to create and respond to a Submittal using Procore Construction Project

Material Status Log
Safety Status Log

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