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:

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:

Step 2: Project Setup

Administrative Setup

Accounting:

Document Management:

Create project folder structure
Set up in project management system
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
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:

Site Setup:

Safety:

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

Week 2

Week 3-4

Pre-Mobilization

Contract Checklist
Buyout Tracking Sheet
Submittal Log Template
Schedule Template
Safety Plan Template
Site Logistics Plan Template

Template provided by support.construction. Customize with your company information.

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Purpose​

Project Startup Timeline​

Step 1: Contract Execution and Handoff​

Contract Review Checklist​

Handoff Meeting (Estimating → Operations)​

Step 2: Project Setup​

Administrative Setup​

Step 3: Internal Kickoff Meeting​

Meeting Attendees​

Meeting Agenda​

Kickoff Meeting Minutes​

Step 4: Subcontractor Buyout​

Buyout Process​

Buyout Tracking​

Step 5: Scheduling​

Initial Schedule Development​

Long-Lead Item Tracking​

Step 6: Submittals and Procurement​

Submittal Schedule​

Early Submittals (Priority)​

Step 7: Site Logistics Planning​

Mobilization Checklist​

Step 8: External Kickoff Meeting​

Pre-Construction Meeting with Owner/Architect​

Meeting Documentation​

Project Startup Checklist​

Week 1​

Week 2​

Week 3-4​

Pre-Mobilization​

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