Preparing for Post-Construction: A Guide to the Final Phase of a Project 

Large construction projects often take years to plan, more years to design, and even more years to build. From the groundbreak point of view, it’s often difficult to see the finish line, let alone plan for what happens afterward. Once the dust has settled and keys have been handed over (literally or metaphorically), the project enters the post-construction phase. But, what is left to do when everything has been done? 

This article will go into detail on what happens during post-construction and how preparing for post-construction during the build phase is critical to its success. 

Defining Post-Construction

Post-construction refers to the period after a construction project is completed and handed over to the owner. Although some aspects of post-construction can begin weeks — or even several months — before project completion, the post-construction period technically begins after project handover when the owner occupies the building, all permits are closed and the contractors are demobilized from project work. At this point in the project, the warranty period begins, and the GC closes out the project books.

The industry hasn’t widely agreed upon at exactly what point a project has moved into the post-construction phase. Some contractors consider early handover procedures to be part of post-construction, and punch list items that require time, supplies, materials and labor hours are often completed when the project is technically in post-construction. In this case, post-construction may be considered to have begun when the project reached substantial completion.  

That’s why the post-construction period is often demarcated based on a series of markers rather than a single activity, for example:

• The owner’s occupancy of the build
• The beginning of the warranty period
• A building lifecycle after the construction process 

Key Components of Post-Construction

Once the project has been handed over, general contractors still play a role during the post-construction phase in the form of warranties, maintenance and callbacks. 

Warranties

The warranty period (also called a callback time) for any contractor’s work lasts for around a year after the project team has determined substantial completion of the project. Manufacturer’s material or component warranties may be extended for longer.

The GC and the sub then schedule the work just as they would for any other small job. Examples of small warranty claims might be a broken hinge or a malfunctioning self-closing drawer. In some cases, the water heater may be a malfunctioning unit that needs to be replaced, and the installing contractor will likely be responsible for contacting the manufacturer for a replacement during the warranty period.

Maintenance and Latent Defects

Many builders’ warranties last for a year after the owner gets the keys to the property and begins using the structure. That time frame covers many forgotten punch list items or malfunctioning equipment. However, the end of the warranty period doesn’t let the contractor off the hook for any deficiencies discovered down the line.

The owner may still contact the owner years or decades after handover, although any work happening then may be considered a shared cost or a new project with an associated fee. Project forensics from the original records can lead the owner and the GC to discover the original cause of the current problem.

Analysis will include RFIs, submittals, drawings, change orders and specs, as well as any notes that are included with the documents. Digital solutions broaden the available information to include correspondence through the platform, emails and document histories that can point to a chain of events.

Challenges During the Post-Construction Phase

All construction projects go through hurdles, and just like any other phase of a construction project, post-construction doesn’t always go as planned. Here are a few examples of the challenges contractors face during post construction.

Overlapping Responsibilities

The industry has not widely agreed upon an exact point when a project moves into the post-construction phase. It's challenging to draw clear lines; these markers don't happen in a strict sequence and can vary based on project details. There comes a point when the team decides on a substantial completion date for the project, triggering warranties and final payments. However, many projects still have an open punch list that might extend into post-construction.

Owner Expectations

Managing owner add-ons and additional work during punch list and the post-construction phase can be challenging. Adding a new hook in the restrooms or a new sign in the corridor might seem minor but actually constitutes new scope, and could be costly to procure if not available off-the-shelf.

During this time, coordination with the owner for new work they are doing is very important. Sometimes, an owner will ask for additional work to be completed during the handover process or in the post-construction phase, which might actually be considered an entirely new project if it's large enough in scope.

Handover Documentation

The Handover Process

To ensure smooth post-construction, it is essential to work out the kinks in the handover process. The transition from construction to post-construction is often referred to as the handover process or closeout. This is the final part of the construction phase — typically the last four months — depending on the schedule and timeline of a project

Project Closeout

While the post-construction period may have some blurred borderlines, the process of giving the owner the keys for occupancy must be a very clear transfer of possession to the owner, involving a list of project closeout documents such as:

• Operations and maintenance manuals
• Digital twin model
• As-built drawings
• Record drawings
• Warranties

The construction project’s project manager will be in charge of the handover process and help to compile the information and documents the owner will need to continue stewardship of the project. However, once the handover is complete, the project manager will move on to another project, potentially leaving warranty claims or call-back issues to another internal team entirely. The warranty team may be headed by a project manager who also handles callbacks for other projects.

Preparing for a Successful Handover

What happens during the post-construction phase of a project relies heavily on what contractors did before and during the handover process. Here are a few strategies to create a successful handover. 

Documentation

Comprehensive and well-organized documentation is essential for successful post-construction management. Capturing correspondence and conversations, including negotiations on change orders and writing RFIs, provides a comprehensive view of the project's history. This means that any communication, from initial project planning to final execution, should be thoroughly documented to provide a complete narrative of the project's progression.

A single author doesn’t write handover documents — they are a collection of materials from various contractors on the site. Properly compiled and well-documented information can bridge any gaps left by varying document quality, ensuring continuity and clarity for the owner.

Integrating Software

The integration of software systems into the post-construction phase can greatly enhance the management of documentation and overall project success. Using software that integrates with construction management tools can significantly help with documentation and ensure a smoother transition.

By leveraging technology and maintaining meticulous documentation practices, construction professionals can ensure that the post-construction phase proceeds smoothly, mitigating potential issues and laying the groundwork for future projects.

Maintaining Relationships in Post-Construction

Mastering the post-construction phase is essential for the relationship between the owner and the general contractor. In an ideal world, nothing significant happens in post-construction other than strengthening the relationship between owner and contractor — potentially securing future work. 

Keeping effective documentation habits throughout the project helps foster a smoother transition period for the owner and project team, avoiding conflicts due to deficiencies during the post-construction period. Creating and performing good handover processes like documentation and communication will impact the long-term vitality of the project and the relationship between owner and GC. This way, general contractors can ensure a seamless transition from construction to post-construction, paving the way for winning future bids and sustained client relationships.

Written by