How to Produce the Subcontracts Document¶

As a project manager at OVI General Contracting, one of your key responsibilities is to create accurate and detailed subcontracts documents. These documents are crucial for the operations team to issue subcontracts to various subcontractors. This guide will walk you through the process of creating a subcontracts document that meets OVI's standards and provides all necessary information for operations.

Table of Contents¶

1. Document Setup
2. Project Information
3. Subcontractor Details
4. Scope of Work
5. Contract Amount
6. Specific Exclusions
7. Formatting and Style
8. Review and Quality Check
9. Submission to Operations

1. Document Setup¶

Start by creating a new document in your preferred word processing software (e.g., Microsoft Word, Google Docs).

2. Project Information¶

At the top of the document, include the following project details:

• Project Number
• Project Name
• Project Address
• Owner's Name
• Date

Example:

Project No.: E24054
Project Name: Trinity Learning Center
Project Address: 2297 E Summersweet Dr, Boise, ID 83617
Owner: Lisa DeLoney
Date: 8/23/24

3. Subcontractor Details¶

For each subcontractor, provide the following information:

• Cost Code
• Subcontractor Name
• Contract Amount

Example:

Cost Code: 08 50 00 Windows (Glazing)
Sub: Fast Glass
Contract Amount: $5,593.00

4. Scope of Work¶

Clearly outline the scope of work for each subcontractor. Use numbered lists for easy reference.

Example:

Scope:
1. Remove existing, provide and install new glass into existing frames. Including replacement units (3 EA).
2. Provide and install window film up to 4'-0" AFF at all interior sliding glass door systems.
3. Remove existing, provide and install new 1/4" clear tempered glass in existing hollow metal frame windows (9 EA).
4. All equipment, materials and labor to complete scope above.

5. Contract Amount¶

Clearly state the contract amount for each subcontractor. This should match the amount listed in the subcontractor details section.

6. Specific Exclusions¶

List any specific exclusions for each subcontractor's scope. If there are no exclusions, state "N/A" or "None".

Example:

Specific Exclusions: Patching (except minor), Painting of doors or cabinets.

7. Formatting and Style¶

Maintain consistent formatting throughout the document:

• Use a professional, easy-to-read font (e.g., Arial, Calibri)
• Use consistent font sizes for headings and body text
• Use bold text for main headings and subcontractor names
• Use numbered lists for scope items
• Include page numbers for documents longer than one page

8. Review and Quality Check¶

Before submitting the document to operations:

• Double-check all numbers and amounts for accuracy
• Ensure all scopes are clearly defined and match the project requirements
• Verify that all subcontractors are included
• Check for any typos or grammatical errors
• Confirm that the document follows the company's style guide (if applicable)

9. Submission to Operations¶

Once you've completed and reviewed the subcontracts document:

1. Save the document with a clear, standardized file name (e.g., "E24054_Trinity_Learning_Center_Subcontracts_2024-08-23.docx")
2. Email the document to the operations team, with a clear subject line (e.g., "Subcontracts Document for E24054 - Trinity Learning Center")
3. In the email body, briefly summarize the contents and highlight any special considerations or urgent matters

By following this guide, you'll create comprehensive and accurate subcontracts documents that enable the operations team to efficiently issue subcontracts to subcontractors. Remember, clear communication and attention to detail in these documents are crucial for smooth project execution and maintaining good relationships with subcontractors.