Starting the Production Binder at the Feasibility Signing

Keys to Success

I.PURPOSE

  • To keep project information organized and easy to locate
  • To remember to think through all facets of the project
  • To increase the chances of success during the production process
  • To increases the chances of the project being produced at the projected GP% or above
  • To keep your paper work organized as it becomes available
  • To keep from overworking yourself after the contract signing
  • If done correctly when the contract is signed you are done

II.PROCEDURE

  1. Get pre-created Binder from OM: Tabbed to coordinate with the following outline
  1. Click here to see a sample Binder
  1. Click here to get detailed instructions on pre-creating binders
  1. RC to put information on the forms and in each section as noted below
  1. Put in as much information as possible within 24 hours after signing.
  2. OM to create feasibility invoice and place in binder
  1. Anything not complete will be done at Review of the Sale unless the Owner deems that item must be complete prior to approving the sale.
  1. Production Binder:
  2. Binder split into tabs as follows:

1. Internal Checklists

Handyman Contract Signing Approval Form– leave this form blank as it will be used to review your sale

  • Completed Sub & Material Coordination form to goes here – fill this form out with all subcontractors and special order items on the project as they become available.
  • Allowances/Open Items Form to be in the front – fill out this form with all allowances and open items on the project when the signed contract is in place(selections, permit, sub prices, etc.)
  • 2. Legal Documents – put in this section the following:
  • Original, signed Feasibility Form
  • Right of Rescission Form
  • Note: If the signing payment was made by check, the original check is put in the pocket of the binder so it is not harmed by being hole-punched.
  • 6. Notes: Copies of notes taken during the Feasibility process
  • Any existing space sketches/drawings associated with this project
  • Click here to read about options to produce drawings ifneeded
  • 8. Subcontractor
  • For more Information click here
  • All subcontractor written bids or verbal bids as they become available, verbal bids must have the date, time and scope when they were quoted on a separate sheet of paper
  • ALL subcontractors must sign the Case SubcontractorAgreement Form
  • 9. Special Orders
  • Prices on special orders as they become available
  • Decision Selection Sheet: (Example)
  • Whenever possible outline the decision selects on the contract
  • Use the Decision Selection Sheet to confirm these items after the fact
  • Must be signed by owner or written into the contract
  • Owner Supplied Discloser Form: (Example)
  • Ensure the form is fully completed by the owner with confirmed delivery dates
  • Copies of special order pricing – they should be made via fax or email and ideally with confirmation back from the supplier what the expected lead time is.
  • 10. Miscellaneous
  • Pre-made filing folder with Job name and number to store all documents from this Production Binder once this project is complete.
  • Items not covered in above sections
  • Give the Production Binder to the person in your office that reviews/signs contracts (usually the Owner/ General Manager)
  • This should be done within 24 hours of signing the Contract
  • The person reviewing/signing the contract will use the Contract Approval Form
  • If the Binder is complete and if the project meets the requirements of the Contract Signing Approval Form, proceed to the next step in the process
  • If all items are not complete in the Production Binder - i.e. all selections not yet made, waiting on some sub bids, waiting on permit, etc. - you will need to be ready to explain your process of getting these items done to the person at Case signing your contract
  • If the items are critical/large-scale (as deemed by the contract approver/reviewer) the sale should not be put into Red House and signing payment should not be deposited until these items are resolved – they should be resolved ASAP or you will lose the opportunity to reject the sale.
  • To track these open items, utilize the Production Board
  • Fill in the missing items/ job name/ job number / who is accountable/ estimated date to complete
  • Monitor/track the closure of these so the sale can be put through
  • While these items are being clarified, the Binder should go on the “Not Ready for Production” Shelf