Project Startup Procedure
Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Project Managers, Superintendents, Project Engineers
Purpose
Establish a consistent process for starting new projects to ensure proper planning, team alignment, resource allocation, and documentation from Day 1.
Project Startup Timeline
| Phase | Timing | Key Activities |
|---|---|---|
| Contract Award | Day 0 | Execute contract |
| Internal Kickoff | Week 1 | Team assignment, handoff meeting |
| Planning | Weeks 1-4 | Schedule, buyout, logistics |
| Mobilization Prep | Weeks 2-4 | Permits, site prep, submittals |
| Mobilization | As scheduled | Site setup, first work |
Step 1: Contract Execution and Handoff
Contract Review Checklist
Before signing, ensure review of:
- Scope of work clearly defined
- Contract value and payment terms
- Schedule and milestones
- Liquidated damages provisions
- Insurance requirements
- Bond requirements
- Key personnel requirements
- Retainage terms
- Change order provisions
- Dispute resolution process
- Warranty requirements
- Special conditions/exhibits
Handoff Meeting (Estimating → Operations)
Attendees:
- Estimator
- Project Manager
- Superintendent (if assigned)
- Operations Manager
Agenda:
- Project overview and scope
- Budget review (estimate breakdown)
- Key assumptions and exclusions
- Risks and challenges identified
- Schedule expectations
- Client relationships and expectations
- Subcontractor commitments
- Material lead times
- Questions and concerns
Deliverables from Estimating:
- Complete estimate package
- Subcontractor quotes
- Material pricing
- Scope clarifications
- Pre-bid meeting notes
- Contract documents
Step 2: Project Setup
Administrative Setup
Accounting:
- Create project number
- Set up job in accounting system
- Establish cost codes
- Set up billing schedule
- Verify insurance on file
Document Management:
- Create project folder structure
- Set up in project management system (BLDR Pro)
- Distribute contract documents
- Establish document control log
Contacts:
- Create project contact list
- Distribute to team
- Update CRM if applicable
Step 3: Internal Kickoff Meeting
Meeting Attendees
- Project Manager
- Superintendent
- Project Engineer
- Safety Director
- Operations Manager
- Estimator
- Accounting (optional)
Meeting Agenda
1. Project Overview (30 min)
- Owner/client background
- Project description
- Contract type and value
- Key dates and milestones
2. Scope Review (45 min)
- Detailed scope walkthrough
- Plans and specifications review
- Inclusions and exclusions
- Allowances and alternates
3. Budget Review (30 min)
- Estimate breakdown
- Buyout targets
- Contingency allocation
- Cost tracking plan
4. Schedule Review (30 min)
- Milestone schedule
- Critical path items
- Long-lead items
- Weather considerations
5. Team and Roles (15 min)
- Team assignments
- Responsibilities
- Communication plan
- Decision authority
6. Risk Assessment (30 min)
- Identified risks
- Mitigation strategies
- Contingency plans
7. Safety Plan (15 min)
- Site-specific hazards
- Safety requirements
- Competent person needs
8. Action Items (15 min)
- Assign responsibilities
- Set deadlines
- Schedule follow-up
Kickoff Meeting Minutes
Document and distribute:
- All discussion points
- Decisions made
- Action items with owners and due dates
- Next meeting date
Step 4: Subcontractor Buyout
Buyout Process
Timeline: Complete within 2-4 weeks of contract award
-
Finalize Subcontractor Selection
- Review estimate quotes
- Verify scope alignment
- Check references (new subs)
- Verify insurance and bonding
-
Scope Leveling
- Clarify inclusions/exclusions
- Identify scope gaps
- Negotiate pricing if needed
-
Subcontract Execution
- Prepare subcontract agreement
- Include all required exhibits
- Execute before work begins
-
Pre-Work Requirements
- Collect insurance certificates
- Verify bonding (if required)
- Review safety requirements
- Schedule coordination meeting
Buyout Tracking
| Subcontractor | Budget | Committed | Variance | Status |
|---|---|---|---|---|
| Excavation | $50,000 | $48,500 | +$1,500 | Complete |
| Concrete | $120,000 | In progress | ||
| Steel | $85,000 | Pending |
Step 5: Scheduling
Initial Schedule Development
-
Review contract requirements
- Required milestones
- Completion date
- Phasing requirements
-
Create baseline schedule
- CPM schedule (Primavera, MS Project)
- Activity sequencing
- Duration estimates
- Resource loading (optional)
-
Identify critical path
- Long-lead procurement
- Critical activities
- Float analysis
-
Schedule reviews
- Internal review
- Subcontractor input
- Owner approval
Long-Lead Item Tracking
| Item | Lead Time | Order By | Required By | Status |
|---|---|---|---|---|
| Structural Steel | 12 weeks | Jan 15 | Apr 15 | |
| Elevators | 16 weeks | Jan 1 | May 1 | |
| Switchgear | 14 weeks | Jan 8 | Apr 22 |
Step 6: Submittals and Procurement
Submittal Schedule
- Review contract submittal requirements
- Create submittal log with all required items
- Prioritize by construction sequence
- Assign to subcontractors/suppliers
- Track and expedite
Early Submittals (Priority)
- Structural steel (shop drawings)
- Mechanical equipment
- Electrical equipment
- Specialty items
- Long-lead materials
Step 7: Site Logistics Planning
Mobilization Checklist
Permits and Approvals:
- Building permit obtained
- Street closure permit (if needed)
- Utility connections scheduled
- Fire department coordination
- Environmental permits
Site Setup:
- Office/trailer delivery scheduled
- Temporary power and water
- Fencing and security
- Lay-down area identified
- Parking plan
- Traffic control plan
- Material storage areas
Safety:
- Site-specific safety plan
- Emergency action plan
- First aid station
- Fire extinguishers
- Safety signage
Communication:
- Internet/phone service
- Project signage
- Contact information posted
Step 8: External Kickoff Meeting
Pre-Construction Meeting with Owner/Architect
Attendees:
- Owner and Owner's Rep
- Architect/Engineer
- GC Project Team
- Key Subcontractors (optional)
Agenda:
- Introductions and contact information
- Communication protocols
- Schedule review
- Submittal process
- RFI process
- Change order process
- Payment application process
- Quality requirements
- Safety requirements
- Regular meeting schedule
- Site logistics
Meeting Documentation
- Distribute meeting minutes within 48 hours
- Track action items to completion
- Reference for future disputes
Project Startup Checklist
Week 1
- Kickoff meeting with estimating
- Project number and accounting setup
- Team assigned
- Internal kickoff meeting scheduled
- Contact list created
- Document folder structure created
Week 2
- Internal kickoff meeting completed
- Schedule development started
- Buyout initiated
- Submittal log created
- Long-lead items identified
- Site visit completed
Week 3-4
- Pre-construction meeting with owner
- Initial schedule approved
- Major subcontracts executed
- Permits obtained/in progress
- Submittals started
- Site logistics plan complete
Pre-Mobilization
- All major subs under contract
- Permits in hand
- Temporary utilities scheduled
- Site setup planned
- Safety plan complete
- Insurance certificates collected
Related Documents
- Contract Checklist
- Buyout Tracking Sheet
- Submittal Log Template
- Schedule Template
- Safety Plan Template
- Site Logistics Plan Template
Software Integration
BLDR Pro Features:
- Project setup and cost codes
- Team assignment
- Submittal tracking
- RFI management
- Daily reporting
- Photo documentation
Template provided by support.construction. Customize with your company information.