​Many projects are completed late so my last two posts focused on project delays. The first; ’10 reasons your project is behind schedule’ looked at delays caused by the contractor and the second post; ‘Is your client delaying your project?’ considered delays created by our clients.

Many readers raised bad weather as a major cause of delays. Yes, inclement weather can seriously delay projects, but in many cases should we not have made allowance for some of the weather events?

Contractors are an eternally optimistic bunch and never seem to allow for any weather related impacts on construction projects. What, are you really going to work on a twelve month long project and think you won’t encounter rain, winds, summer, and winter at some stage in the course of your project!

If you have 500mm (20 inches) of rain in 3 months it will almost certainly disrupt your project. But, if the average for that region is 500mm for those 3 months we shouldn’t be surprised and we should have made allowance for rain disruptions in our schedule and taken mitigating measures to reduce the impact of the rain on construction work.

Contractors often put the blame on clients for their unreasonable schedules and say it’s impossible to allow additional time for delays caused by rain – average rainfall which will almost certainly occur! Well that’s professional suicide if you knowingly accept a schedule which doesn’t allow for weather conditions which we can expect in that region during the time you will be constructing the project – weather conditions which will almost certainly occur. Instead of knowingly risking your project and betting against weather events not occurring, even though they happen on average, you might consider taking on the odds at your local casino.

But some contractors do make their life even harder. Is it possible to at least avoid some of these weather delays?

How does inclement weather impact our construction projects?
Many only see weather disruptions as the direct time lost during the bad weather. Unfortunately some events can cause damage to partly completed structures which could take days or weeks to repair. Recovering from one hour of rain could take days while we pump work areas dry, clean debris and wait for materials to dry out. Adequate insurance can cover us for some of the damages but they usually don’t cover for the delays caused to the project.

1. Rain – I’m sure we have all experienced rain on our projects. Rain:
   1. Stops work due to discomfort as well as safety issues.
   2. Causes damage. Excavations collapse, building finishes open to the elements are damaged, silt and debris have to be cleared.
   3. Saturates materials which particularly with earth moving jobs result in us having to wait for the materials to dry out before we continue.
   4. Might cause materials to become contaminated and mixed together.
   5. Could make roads impassable and equipment can become bogged down.
   6. Often floods work areas, causing delays while the areas are pumped dry.
   7. May cause rivers to flood and sweep equipment and structures away.
2. Wind:
   1. Prevents us from lifting materials with cranes and can even cause accidents by overbalancing cranes.
   2. Can cause physical damage by blowing down partly completed work or stacked construction materials.
   3. Might cause dust which could stop some operations
3. Extreme temperatures could cause work to stop, or certainly negatively impact productivity. Ice damages water pipes and equipment. Extreme temperatures can be dangerous and hypothermia and heat stroke can kill.
4. Lightening can result in the project being temporarily shut down and a direct lightning strike on an item of equipment causes damage which is costly to repair and delays the project. Lightening can start fires and partly completed structures could be burned down.
5. Severe storms such as hurricanes and cyclones not only cause damage to the project site, they stop work during the event and usually stop the project several days before the storm strikes so the project can be made storm ready.

Can we mitigate some of the weather delays?
There are a number of measures contractors can take to at least mitigate some of the delays caused by bad weather.

1. During the bid or tender stage. Understand the expected weather conditions at the project location. More importantly understand the contract documents – know what they say about the risks of inclement weather and in particular unseasonal and severe weather conditions. In some circumstance you may decide to exclude weather conditions which are worse than the norm from your bid price. Allow for the costs and delays of the normal weather patterns. Discuss some of the issues relating to the weather with your client. For instance it’s often folly to start a project at the height of the wet season in the tropics. Hopefully informed clients will understand this.
2. Preparing the construction schedule.
   1. Schedule activities that can be impacted by rain, such as earthworks, to occur outside of the rainy season.
   2. Close up buildings ahead of the rain season or cold weather.
   3. Schedule activities such as roofing and lifting large loads to happen outside the windy season.
   4. Understand the expected weather conditions and allow additional time in the schedule to compensate for delays caused by inclement weather.
3. Consider alternative construction methodologies. This might even mean redesigning structures. We can manufacture parts of the structure in modules or precast some sections reducing the work that has to be done in poor weather. Consider different foundation solutions to minimise excavations which have to be done in the rainy season.
4. Modify your construction working times. To avoid the summer heat you could start working earlier in the day to make the best use of cooler temperatures and then stop earlier in the hot afternoons. Often strong winds occur in the afternoons, or windy days calm down in the late afternoon so it may be possible to schedule lifting operations to times of the day when there’s less chance of winds impacting operations – even if that means the lifting takes place after normal working hours. Maximise good weather opportunities which might even mean working additional shifts on weekends (these usually cost more but progress on the project may justify these extra costs).
5. Put protection measures in place. A simple earth berm around excavations can protect excavations from flooding. Modest open-cut storm drains can channel rain water away from work areas. Avoid low lying areas on the work site which can become flooded – especially ensure that material storage places are adequately drained and can be accessed even in wet weather. Have adequate plastic sheeting to cover recently completed work that can be damaged by rain. Put measures in place to protect new concrete from extreme cold. These measures often don’t cost much but they can save valuable time after extreme weather.
6. Reschedule tasks in anticipation of bad weather. This could include delaying major concrete pours or postponing heavy lifts. In some areas regular afternoon thunderstorms occur so you want to ensure that major tasks are completed ahead of these storms, so starting earlier or working in smaller sections may help.
7. Prepare your project before severe weather strikes. Ensure your project team has sufficient warning that a storm or rain is on its way. Loose materials must be secured, protective covers rigged to protect unfinished work from possible damage, and checks done to ensure storm-water drains are clear, and partly completed structures are properly braced.
8. Ensure your teams are able to work safely in inclement weather. No-one wants to work in the rain, freezing temperatures or searing heat. However we often have to so it’s important your team has the required equipment. This could include adequate rain gear, waterproof foot-wear, warm clothing, warm rest shelters, adequate water, safe working conditions, etc. Saving on some of these items may mean the project loses time because employees aren’t adequately equipped to work in the conditions.
9. Make certain temporary roads and working platforms are adequate so that rain water drains away, and equipment and vehicles can operate without becoming bogged or dangerously skidding. We all try to save money on our project roads and then invariably lose production when we cannot access our work areas after rain.
10. Have adequate water pumps on site and have a system in place to dispose of storm water. We need to ensure we get our work areas clear and safe for work as quickly as possible after the storm ends. Inadequate preparation and saving a few thousand dollars could cost the project a day or more of lost production. If you know it’s going to rain at some time during the project be prepared for when it does.

We should also consider the weather risks to activities happening off-site. Items being manufactured off-site may be hampered by poor weather. Will your supplier be able to continue manufacturing if they experience poor weather? I’ve often suffered delays because suppliers couldn’t paint the items because of wet weather. Choosing an alternate supplier that has covered manufacturing facilities may be more expensive but could avoid the risk of poor weather impacting delivery.

Understand your transport networks and how poor weather can disrupt these. Sometimes it pays to keep sufficient stock or get materials in earlier to avoid disruption caused by heavy rains. We have had projects cut-off from major centres for days.

Conclusion
We can almost guarantee that most projects will be impacted by inclement weather. In most cases this shouldn’t be an excuse for delays, although unfortunately these days more projects seem to be interrupted by extreme weather events which couldn’t have been foreseen.

We can prevent, or at least mitigate many of the delays by understanding the weather patterns in the area and allowing for these expected weather disruptions in our schedule. Proper planning can also mean that weather dependent activities are scheduled for times when better weather can be expected. We can also implement mitigating measures to reduce the damage and return the project to full production as quickly as possible.

Contractors shouldn’t be expected to shoulder the responsibility of extreme weather events or those that couldn’t have been reasonably expected. They should therefore be cautious in accepting contracts where they could be liable for these delays.

Much of what I've said seems very basic, yet, almost certainly some contractors won't put bad weather mitigation in place, and their project will be delayed.

How has inclement weather impacted your project? Are weather disruptions a major cause of delays for your projects?


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Construction company estimating departments are sometimes like sausage machines turning out price after price, quote after quote, working on a number of estimates at any one time. I’m amazed at how estimators manage to keep the different projects separate, how they isolate and review different supplier and subcontractor quotes for the different projects, how they manage to do this without making mistakes. Or do they?
Unfortunately contractors do make mistakes pricing projects. These mistakes might increase their price, probably meaning they don’t win the project. Sometimes they fail to include documents requested by the client resulting in their proposal being disqualified or going in the trash (a waste of effort). Other times they under-price an activity and they lose money when they construct the project.
Of course companies can avoid some of these problems by being more selective with which projects they price, discarding projects which are unsuitable and concentrating on those that they really want. However, even so mistakes happen.
Ask these questions
It’s prudent to carry out a few checks before submitting your price. Ask yourself and your team these questions:

1. Have we included all documentation asked for in the RFP? Customers often ask for a whole host of documents which could include forms the contractor is required to complete as well as other documentation such as the contractor’s insurances, process manuals, project schedule, estimated cash flows, safety plans, quality assurance plans and bid bonds. Failure to include one of these documents could result in your price being disqualified.
2. Will the person reviewing our proposal find the documents requested? You may have included all the documents but it doesn’t help if the person scrutinizing your submission can’t find them. This may lead to your price being discarded or at best the customer becoming frustrated. Include an index which will help the client. Also clearly highlight the relevant documents requested.
3. Have we priced everything the customer requested? Do we understand the scope of work? Often the project scope is read at the start of the pricing exercise and then forgotten. It pays to review it from time to time to ensure you haven’t priced something that is actually the customer’s obligation or left out items you should have priced.
4. Is our price competitive? We sometimes know who our competitors are and how desperate or not they are for the project. Sometimes we even know the customer’s budget or price expectations. If we believe our price isn’t competitive and we really want the project it may be necessary to reduce our profit margin. We could also revisit some of our calculations and quotations received from major suppliers and subcontractors. Don’t do anything stupid by cutting your price so you lose money – rather take a critical look where there are real savings possible. Conversely if you know the competition is going to be pricing high you could decide to increase your price by increasing your profit margin.
5. What are the project risks? Have we considered all of the project risks? Have we been too conservative when looking at the risks? Some contractors almost blindly price a project assuming everything will go as expected and are then surprised when things go wrong – even though they could possibly have been foreseen. Other contractors see a risk around every corner and add contingency for every eventuality. By preparing a risk schedule we will have a better understanding of our risks and the steps we should be taking to mitigate them. Reviewing this schedule before submitting your price is always good practice.
6. Will it be clear to the customer what’s included in the price? Contractors sometimes think their customers have ESP and should know what the contractor has priced and what is allowed in their price. If you have had need to assume something or you haven’t priced an item ensure that your customer knows this. If you’re pricing a new house it should be clear from the information provided with your price what the house will look like and what finishes have been included.
7. Is the math correct and have we carried all prices into the final contract price? This sounds simple yet many a contractor has gone out of business with simple math errors. We often trust in our computer spreadsheets and software, but unfortunately these often depend on the formulas we enter. Check and recheck. Sometimes customers ask contractors to include a provisional amount of money for a section of unknown work, but I’ve known contractors who left this amount out of their final price, and had to later carry the cost of this amount themselves.
8. Have we added in all the costs for our subcontractors?  .........Continue Reading........

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