Managing Construction Timelines

Timeline Planning for Commercial Construction Projects

A successful project timeline isn’t just about speed—it’s about budget stewardship. That’s why we lead projects using a Construction Management-Agent (CM-A) model, where we serve as both architect and construction manager. This allows us to manage the project from both sides of the table—protecting the schedule, the budget, and the vision with one unified voice.

Estimates for mid-sized commercial, institutional, or faith-based projects:

• Visioning & Design: 2–3 months
  (Programming, schematic design, budget alignment, and leadership engagement)
• Construction Documentation & Permitting: 3–4 months
  (Detailed drawings, code compliance, permit submittals, subcontractor bid packages)
• Construction Phase (Field Work): 8–16 months
  (Subcontractor coordination, material delivery, on-site construction, inspections)
• Commissioning & Occupancy: 1-2 months
  (Final punch, testing, system handoff, and move-in)

These phases may overlap or adjust based on project type, size, or regulatory complexity. On occupied campuses, additional planning may be required to coordinate safety, access, and operational continuity. 

As CM-A,  the entire process is managed just like a general contractor would do, but without the markup or control gaps. Subcontractors contract directly with the Owner, with SA as your agent, advocate, and guide. This structure gives better transparency, real-time budget control, and more confidence throughout the process.

We build a realistic schedule up front and manage it actively—factoring in long lead items, phasing needs for occupied campuses, and city inspections. 

Bottom line: we don’t just design buildings, we build them like we were the owner. And our CM-A model keeps the process clear, accountable, and aligned with the mission from start to finish

General Contractors vs. Specialty Subcontractors

In a traditional construction model, the General Contractor (GC) oversees the project (on behalf of the owner)—handling everything from hiring subcontractors to managing schedules, budgets, and site safety. The GC adds a markup (often 10–15%) to cover overhead, risk, and profit, and typically holds the contracts with the trades where an additional markup is applied again (often 10–15%).

Why the CM-A Model Sells Itself:
In our Construction Management-Agent (CM-A) program, we replace the GC with our team, and the Owner holds the contracts directly with the subcontractors. The CM program eliminates GC markup, provides full disclosure, and gives the Owner more control over the budget. As an open-book, competitively bid project, it becomes clear that it is not possible to get a lower bid price. This CM program sells itself.

In the full scope of construction management:

• We prequalify and recommend contractors, subcontractors, bidders, and suppliers.
• We manage the bid process.
• We coordinate scheduling, safety, site logistics, and quality control.
• We conduct periodic inspections and progress meetings.
• We verify project construction documentation, using AIA documents, the construction industry standard. 
• We serve as the client’s advocate—resolving issues before they become change orders, and virtually all other matters.

Subcontractors—sitework, utilities, concrete, steel, electrical, mechanical, AVL, fire protection, millwork, etc., etc.—are the heartbeat of the project. They bring expertise in their discipline, but they rely on strong coordination. That’s where we shine: keeping all trades aligned with the design intent, the budget, and the mission behind the project.

By bridging architecture and construction under one roof, we don’t just manage subs—we orchestrate them to build a space that’s as inspiring as it is well-executed.

Digital Tools That Keep Projects on Track

For complex church projects, Procore—the industry’s leading construction management platform— ensures transparency, accountability, and alignment from start to finish.

Procore allows the management of every phase in one centralized system:

• Pre-construction—Schedules, budgets, design milestones, and permit submittals are tracked and updated in real time, keeping clients informed and ahead of the curve.
• Bidding Phase— Trade packages are released and proposals collected through the platform—allowing complete scope coverage and streamlined subcontractor selection.
• Construction— Field reports, submittals, RFIs, punch lists, and payment applications are all organized and accessible to the project team and client.
• Client Dashboard— Customized views give leadership teams—whether church, school, or civic—progress photos, cost reports, and project health.

These tools aren’t just about organization. They build confidence—ensuring that every detail is visible, trackable, and aligned with the project’s purpose. 

Contractor Selection & Relationship Management

Vetting and Hiring Reliable Construction Professionals

Hiring the right subcontractors or construction firms isn’t just about the lowest bid; it’s about trust, craftsmanship, and partnering with teams who align with your agenda. That’s why we use a CM-A (Construction Management–Agent) approach. We help churches select qualified partners who understand what it means to build sacred spaces.

Our prequalification process screens contractors and specialty trades based on:

• Relevant experience with similar project types
• Verified financial strength and insurance coverage
• Safety record and compliance (EMR ratings, OSHA)
• Clear references and recent project documentation

Once vetted, we release clear and complete bid packages, typically broken into scopes like sitework, concrete, steel, MEP, and finishes. We host pre-bid meetings to walk the site and answer questions early, which improves accuracy and reduces change orders later.

We evaluate each bid on both cost and competence, looking at scope coverage, exclusions, value-adds, and historical performance. We present the Owner (our client) with transparent comparisons and clear recommendations.

As a CM-A firm, we protect your best interests—we don’t “protect markup”. We’ve worked with dozens of reputable firms, and we know how to build the right team for each project, whether that’s a rural church using local trades or a metropolitan mixed-use development with complex systems.

With the right team, managed by the right advocate, the result is better budget performance and a better building.

Building Strong Contractor-Owner Relationships

Successful projects are built on more than drawings and schedules—they’re built on trust. Clear communication between contractors and Owner leadership is critical to maintaining momentum and preserving the integrity of the work.

As Construction Manager, we serve as a trusted bridge between the field and the client team. Fluency in both design intent and job site realities allows for decisions that balance schedule, cost, and quality without compromising the vision.

Weekly progress meetings, shared communication tools, and clear on-site protocols help ensure that everyone—from subcontractors to stakeholders—knows what’s happening and what’s expected.

Project leaders are also coached through what to expect in the field: how to manage change requests, understand inspection timelines, and know when key decisions need to be made.

Protecting relationships on site is part of protecting the project. Early coordination, transparent feedback, and a collaborative tone reduce tension and prevent surprises.

Contractors appreciate strong structure. Clients appreciate calm advocacy. The result is a smoother path to completion—where everyone feels respected, aligned, and invested in the outcome.

Conflict Resolution with Integrity
Even the most well-planned projects encounter challenges—schedule delays, a missed spec, or budget pressures. What matters most is how these issues are handled.

As CM, our role is to see these issues coming and act proactively to resolve small issues before they escalate into major disruptions. Conflict is managed with clarity (communication.

Proven strategies include:

• Documenting all decisions and responsibilities clearly (meeting minutes, Procore, etc.)
• Facilitating open, respectful dialogue between all parties
• Listening actively to both Owner priorities and contractor concerns
• Pursuing win-win solutions that protect the project, not individual positions

Because there’s no financial stake in construction profit, a CM-A mediates impartially, focused solely on what’s best for the client, the timeline, and the long-term outcome.

Preferred Value Engineering
We lead VE reviews during design and early construction phases, analyzing alternate materials, systems, or phasing strategies that reduce cost without compromising design integrity or function.

Value engineering can be most effective when it’s intentional, not reactive; when it’s truly about value, not just cutting costs.

Examples may include:

• Switching from custom millwork to premium modular casework
• Evaluating alternate HVAC systems based on lifecycle cost vs. first cost
• Substituting structural systems where possible (e.g., glulam vs. steel for certain spans)

We work with subs and consultants to vet each VE suggestion—checking performance, warranty, aesthetics, and long-term implications—before making a recommendation. If it doesn’t meet the client’s values, we won’t promote it.

Ensuring Transparency in Contract Negotiations

In commercial construction, contract clarity is not just a legal safeguard—it’s a control tool for leadership. Clear terms prevent surprises, reduce disputes, and set the tone for the entire project.

As CM-A, the role is impartial and Owner-aligned. That means we help negotiate subcontractor agreements, vendor proposals, and consultant contracts with the client’s best interest in mind.

Our process includes:

• Breaking out subcontractor bids by trade and scope
• Reviewing inclusions, exclusions, unit rates, and escalation clauses
• Identifying hidden fees or overlapping responsibilities
• Aligning contract terms with the project schedule and operational calendar
• Confirming insurance, bonding, and warranty requirements are complete and documented
• Recommending industry-standard AIA or owner-favorable contract formats

Clients are supported with line-by-line reviews, if requested—ensuring full understanding before signing. No fast-talking. No fine print games.

The result? Aligned expectations, stronger agreements, and a more confident construction process.

Warranty Management and Post-Construction Support

Long-term protection begins long before move-in. Clear warranty documentation and post-construction support ensure that building systems perform as promised—and that clients know exactly what to expect. 

Most systems in a commercial construction project come with multiple layers of warranties:

• Roofing systems: 20–30 year manufacturer warranties 
• HVAC: 1-year labor, 5–10 year compressor/component warranties (varies by manufacturer)
• Lighting & AV: 1–3 years on components; extended options available for critical systems
• General construction: 1-year workmanship warranty, often backed by subcontractor warranties

All warranties are compiled into a structured warranty roadmap—outlining coverage by system, duration, and provider. Final closeout meetings are used to walk through the documentation and confirm that staff training and system handoff are complete.

Post-Construction Services & Support
The handoff doesn’t end the relationship. During the warranty period and beyond, continued support helps ensure systems operate as intended and long-term planning stays on track.

Post-construction services often include:

• Final, indexed Closeout Package—including warranties, O&M manuals, inspection sign-offs, and as-built drawings (digital and hard copy)
• Assistance with facility startup, Owner training, and system orientation
• Coordination of third-party commissioning reports (HVAC, electrical, fire protection, etc.)
• Support for future planning, whether phase II expansion, long-range campus strategy, or post-occupancy evaluation
• 11-month walkthrough to assess before warranty coverage expires

A well-managed closeout doesn’t just protect the project—it lays the groundwork for what comes next.

Safety & Risk Mitigation in Construction

A safe project site doesn’t happen by chance—it’s the result of clear planning, disciplined oversight, and shared accountability. From site prep to final punch list, safety is prioritized as a non-negotiable standard.

For active campuses or occupied facilities, safety protocols include fencing, separation zones, alternate entries, and dust or noise mitigation strategies to protect students, staff, or visitors.

A proactive safety plan protects more than the workforce—it protects the Owner, the project, and the reputation of everyone involved. 

Enforcing Safety Protocols on Active Construction Sites

Safety is more than a checklist—it’s a culture. From day one, site-specific safety plans (SSSPs) are required, reviewed, and actively enforced to match the project’s complexity, trades, and conditions.

Standard protocols include:

• Daily Job Hazard Analyses (JHAs)
• Subcontractor safety orientations
• Fall protection, trenching, and scaffold requirements
• PPE enforcement and on-site signage

On occupied campuses or public-facing facilities, additional measures such as fencing, controlled access points, and environmental barriers (dust, sound) are implemented to ensure safety beyond the job site.

Before mobilization, all contractors are vetted for insurance compliance, EMR thresholds, supervisory protocols, and formal safety training documentation.

Clear standards. Consistent follow-through. Everyone goes home safe.

Liability and Insurance

Construction risk must be anticipated and insured, not just for the project team, but for the Owner. Confirming proper coverage before mobilization protects the schedule, the budget, and every person on site.

Minimum coverage typically includes:

• General Liability ($1M / $2M)
• Workers’ Compensation (statutory limits)
• Automobile Liability (for all site vehicles)
• Umbrella / Excess Liability (recommended for larger or higher-risk scopes)
• Builder’s Risk (commonly carried by the Owner to cover the work in place)

Owners should also confirm that their policy includes Owner’s Protective Liability. Coordination with the insurance agent ensures proper coverage levels, active certificates, and endorsement language—such as Additional Insured and Waiver of Subrogation—are fully in place.

These aren’t just contractual requirements—they’re essential protections for the people, purpose, and property involved.

Common Construction Risks—and How to Avoid Them

Most construction problems aren’t surprises—they’re patterns. Repeated risks often stem from unclear expectations, rushed decisions, or communication breakdowns. The key is anticipating them early and building in structure to prevent them.

• Scope Creep
  Risk: Last-minute features or scope changes stretch the budget and blur priorities.
  Prevention: Establish clear scope early, align it with available funding, and document all revisions with formal approval.
• Unclear Contracts or Roles
  Risk: Gaps, delays, or double-billing caused by misaligned responsibilities.
  Prevention: Use clear scopes of work, coordinate contract language, and confirm expectations with all parties.
• Underestimated Costs
  Risk: Missing soft costs or escalation factors leads to midstream shortfalls.
  Prevention: Provide line-item budgets, allowances for inflation, and a contingency reserve from day one.
• Permit or Inspection Delays
  Risk: Holding patterns due to agency response times or sequencing issues.
  Prevention: Engage early with authorities, track approvals, and build flexibility into the schedule. 
• Unmanaged Change Orders
  Risk: Unexpected cost increases or design drift.
  Prevention: Review drawings thoroughly, coordinate scope among trades, and maintain a transparent process for evaluating changes.
• Jobsite Incidents or Liability
  Risk: Injury, damage, or exposure that halts progress and creates legal risk.
  Prevention: Enforce strict safety protocols, verify insurance, and maintain professional behavior across the site.

Risk can’t be eliminated—but it can be anticipated, organized, and mitigated with experience and discipline.

Building Confidence Through Safety and Stewardship

In short, we see risk as something to be managed, not feared. With the right team, proactive planning, expert advocacy, clear communication, and active oversight, most construction setbacks are preventable.

Inspections & Quality Assurance in Construction

Ensuring Structural Integrity Through Independent Inspections

Structural integrity isn’t a phase—it’s a through-line. Every system, from foundation to roof, should be verified against plans, specs, and performance standards at each step.

Third-party inspections and special testing by licensed professionals are coordinated early and integrated throughout construction, including:

• Foundations: Soil reports, footings, piers, and rebar placement
• Steel: Welds, torque checks, frame connections
• Masonry & Concrete: Slump tests, bond beams, curing practices
• Framing: Load path alignment, shear walls, diaphragms, fasteners
• Envelope: Uplift resistance, waterproofing, and insulation layers

All results are recorded and housed in centralized platforms such as Procore and the closeout package. Field reviews provide a second layer of protection—ensuring actual construction aligns with structural intent. Quality assurance isn’t about checking boxes—it’s about protecting people, performance, and peace of mind.

Handling Unforeseen Construction Challenges

No matter how thorough the planning, construction always comes with variables—delays, coordination gaps, or unexpected conditions in the field. The difference is in how they’re managed.

Common strategies include:

• Contingency Planning – Budget and schedule allowances (typically 5–10%) provide cushion without compromising delivery
• Rapid Communication – Clear, immediate updates with path-forward recommendations
• Collaborative Resolution – Cross-trade coordination to solve field conditions before they escalate
• Transparent Tracking – RFIs, changes, and site conditions logged in real time for visibility and accountability

With structure and communication in place, surprises don’t become setbacks. Construction challenges may be inevitable—chaos is not.

Maintaining Architectural Vision from Groundbreaking to Grand Opening

Design integrity can erode without consistent oversight. Materials, proportions, light, and spatial flow must be monitored throughout construction, not just for compliance, but to ensure that what was imagined is what’s delivered.

Key strategies include:

• Preserving Design Elements – Protecting intent in materials, finishes, lighting, and layout
• Critical Evaluation of Substitutions – Ensuring alternatives meet performance and aesthetic standards
• Field Awareness – Walking the site with a designer’s eye to catch alignment issues early
• Translating Vision into Action – Bridging the gap between drawing and execution

The difference between a completed project and a realized vision is often found in the details. Every joint, corner, and finish contributes to the experience—and to the story the space tells.