A project can be perfectly estimated and perfectly scheduled and still finish late because a transformer, a storefront system or a rooftop unit arrived months after it was needed. Procurement planning is the work of making sure the right materials arrive when the schedule needs them, and it starts well before the first crew mobilizes.
Identify long-lead items early
Some items take far longer to produce than to install. Depending on the market, categories that have seen long lead times in recent years include:
- Electrical switchgear, panelboards, transformers and generators
- Rooftop HVAC units, chillers and other major mechanical equipment
- Elevators
- Curtain wall, storefront and specialty glazing
- Structural steel and metal building systems
- Custom doors, frames and hardware
- Specialty finishes and imported products
Lead times move with the market, so confirm current figures with suppliers on every project rather than relying on last year's numbers.
Work backwards from the schedule
For each long-lead item, start from the date it is needed on site and work backwards:
- Required-on-site date, from the construction schedule
- Shipping and delivery time
- Fabrication or manufacturing time
- Submittal preparation, review and approval
- Order placement and any deposit
The result is the date the item must be bought out. On many projects that date falls before construction starts, which is why procurement belongs in pre-construction.
Tip: Keep a procurement log next to the schedule: each long-lead item, its supplier, submittal status, order date and promised delivery. Review it weekly, the same way you review the schedule.
Submittals are often the real bottleneck
The manufacturing clock usually doesn't start until the submittal is approved. A late submittal, a rejected one or a slow review can eat weeks before a single part is made. Prepare complete submittals the first time, track review durations and follow up when a response is overdue.
Turn the take-off into purchase lists
A good material take-off already contains the quantities purchasing needs. Organizing it into purchase-ready lists by supplier and delivery phase saves time and reduces errors at buyout. Pair that with leveled subcontractor and supplier quotes and the job can be bought out quickly and with confidence.
Plan for alternatives
When a specified item has an impossible lead time, raise it early. An approved substitute, a different configuration or an early release of part of the order can keep the schedule intact. Owners and designers are far more open to alternatives during design than when the ceiling is waiting on a missing unit.
Protect what arrives
Early delivery brings its own risks. Material stored on site needs protection from weather and theft, and storage space may be limited. Stage deliveries where you can, and make sure materials are inspected and documented on arrival.
Planning long-lead items, preparing material lists and leveling vendor quotes is what our procurement assistance covers.
