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D. Contract and Specification Review

1. Purpose

This procedure ensures that all members of Seacoast Inc. understand the requirements of a job as they relate to their position. The information shall be captured in a way that gives all departments of Seacoast access to requirements that could affect the quality or timing of the contract.

2. Definitions

  • 2.1 Estimating Team: The cross-functional team assigned by the Management Representative to review bid documents. At a minimum, it includes detailing, engineering, shop, purchasing, and finance representatives.
  • 2.2 Non Conformance (NC): A condition that does not meet contract requirements, specification requirements, or Seacoast requirements and must be identified, documented, and resolved.
  • 2.3 Request for Information (RFI): A specific submittal used to request clarification when contract documents require additional information.
  • 2.4 Request for Modification (RFM): A specific submittal used to request approval or notification of a proposed change to contract requirements.
  • 2.5 Submittal (SUB): Communication requiring customer approval or notification.
  • 2.6 Transmittal: A communication package used to send one or more submittals, drawings, or related contract documents for review, approval, notification, or record purposes.

3. References

  • 3.1 Contract documents and project specifications
  • 3.2 Owner-issued design drawings and revisions

4. Responsibilities

  • 4.1 Management Representative: Owner of this process and responsible for reviewing and approving this procedure, assigning the estimating team, and controlling the resulting contract review documentation.
  • 4.2 Quality Control Manager: Responsible for ensuring the procedures contained in this section are accurate, followed, and sufficient to identify quality-related contract requirements.
  • 4.3 Engineering Manager: Responsible for identifying any special engineering requirements for a specific contract.
  • 4.4 Detailer: Responsible for identifying any special detailing requirements and unusual material requirements for a specific contract.
  • 4.5 Purchasing Manager: Responsible for identifying unusual material requirements and lead times for a specific contract.
  • 4.6 Office Manager / Accounting: Responsible for identifying unusual financial, administrative, or job income and expense requirements for a specific contract.
  • 4.7 Shop Foreman: Responsible for identifying shop-related requirements that may affect fabrication methods, equipment, manpower, safety, or schedule.

5. Quality Records

Unless otherwise noted, all Quality Records follow the Seacoast "Policy for Maintenance of Quality Records" documented in the QCM Quality Control Plan (Section A-page 13)

  • 5.1 Contract and Specification Review Form (S06): Retained for 2 years. Used by the estimating team during bid review and printed into the Job Book when the contract is awarded.
  • 5.2 Design Drawing Log (M05A): Retained for 2 years. Maintained electronically in the bid folder during bidding and printed into the Job Book when the contract is awarded.
  • 5.3 Job Book: Retained for 2 years. Filed in the Management Representative's office after contract award.
  • 5.4 Request for Information (R02): Retained for 2 years.
  • 5.5 Transmittal Log (LOT1): Retained for 2 years.

6. Documentation

6.1 Bid Preparation and Distribution

  • 6.1.1 Seacoast shall decide whether to bid the job.
  • 6.1.2 The Management Representative shall assign members of the required departments to an estimating team. At a minimum, the estimating team shall include a member from detailing, engineering, the shop, purchasing, and finance.
  • 6.1.3 The bid package shall be downloaded and the bid due date shall be noted.
  • 6.1.4 The Management Representative shall create the bid folder on the Seacoast shared server under Shared >> C-1 Bidding Jobs >> [year] >> [job bid folder].
  • 6.1.5 The Management Representative shall complete Form M05A, Design Drawing Log, using the Design Drawing Log procedure and file it in the job bid folder.
  • 6.1.6 Members of the estimating team shall be notified of the job and Seacoast's intent to bid.
  • 6.1.7 Members of the estimating team shall be given the following:
    • A copy of the bid package. Each copy distributed shall be logged in the Design Drawing Log (M05A) for version control.
    • A blank Contract and Specification Review Form (S06). Each team member shall make notes on the form as necessary until the bid is awarded. If Seacoast is awarded the contract, these forms shall be collected into the Job Book and used when planning the contract.

6.2 Design Drawing Log (M05A)

  • 6.2.1 When Seacoast decides to bid a job, a Design Drawing Log (M05A) shall be created and kept electronically on the Seacoast shared server under Shared >> C-1 Bidding Jobs >> [year] >> [job bid folder].
  • 6.2.2 The Management Representative shall complete and maintain the Design Drawing Log (M05A), documenting each copy of the contract drawings issued within Seacoast Inc.
  • 6.2.3 When a drawing revision is generated by the owner:
    • Collect the old version of the drawing from all people who were issued the drawing.
    • If there are important notes on the collected drawing, redline the original by drawing a red X from corner to corner and return it to the person from whom it was collected.
    • If there is nothing significant noted on the collected drawing, destroy the old version of the drawing.
    • Provide the revised drawing to those who need it.
  • 6.2.4 The Design Drawing Log (M05A) shall be updated to reflect the version change.

Figure D-1. Design Drawing Log (M05A)

  • 6.2.5 Figure D-1 fields shall be used as follows:
    • Drawing number, which may be a single drawing or a range
    • Revision number being logged
    • Initials of the person who approved the drawings
    • Description of the drawing or drawing group
    • Number of copies issued
    • Person or location receiving the drawings
    • Date issued
    • Whether the original version was destroyed when replaced
    • Any special remarks
  • 6.2.6 The Design Drawing Log (M05A) shall be stored as follows:
    • Prior to bid award, store the log electronically on the Seacoast shared server under Shared >> C-1 Bidding Jobs >> [year] >> [job bid folder].
    • If the bid is awarded to Seacoast, print the current electronic copy and file a paper copy in the Job Book.
    • If the bid is not awarded to Seacoast, store the log electronically on the Seacoast shared server under Shared >> C-1 Bidding Jobs >> [year] >> [job bid folder].

6.3 Contract and Specification Review (S06)

  • 6.3.1 Each member assigned to the estimating team for a particular job shall complete Form S06, Contract and Specification Review, while reviewing the specifications to prepare the bid.
  • 6.3.2 Form S06 shall be completed using the following fields:

Figure D-2. Contract and Specification Review Form (S06)

  • 6.3.3 Figure D-2 fields shall be used as follows:
    • Job name from the contract documents
    • Owner name from the contract documents
    • General Contractor from the contract documents, which may be Seacoast Inc. but does not have to be
    • Date the contract was awarded
    • Seacoast job number assigned by the Management Representative
    • Project number from the contract documents, normally a six-digit mixed number and letter identifier
    • Start date of the contract
    • End date of the contract
    • Department review block where estimating team members sign, date, indicate exceptions, and record comments for their assigned department
    • Requirements from the contract or specification that vary from Seacoast Inc.'s methods
  • 6.3.4 When a member of the estimating team finishes their review of the design drawings and completes Form S06, the form shall be given to the Management Representative.
  • 6.3.5 The Management Representative shall combine the information from all forms and place a summarized electronic copy of Form S06 on the Seacoast shared server under Shared >> C-1 Bidding Jobs >> [year] >> [job bid folder].
  • 6.3.6 When the bidding process is complete:
    • If Seacoast Inc. wins the bid, the Contract and Specification Review Form (S06) shall be printed and filed in the Job Book.
    • If Seacoast Inc. does not win the bid, no further action is required.

6.4 Job Book

  • 6.4.1 After a contract is awarded to Seacoast, a Job Book shall be created.
  • 6.4.2 The following materials shall be gathered:
    • Blue 2-inch note binder
    • Six-tab index and dividers
    • Job Book cover sheet
    • Job Book spine sheet
    • Job Book index sheet
  • 6.4.3 The book shall be assembled.
  • 6.4.4 A copy of the electronic Design Drawing Log (M05A) shall be inserted.
  • 6.4.5 A printed copy of the electronic Contract and Specification Review Form (S06) shall be inserted.
  • 6.4.6 Any sublet contracts shall be inserted in the Job Book, if applicable.
  • 6.4.7 The Job Book shall be filed in the Management Representative's office.

7. Revision History

Revision Date Approved By
2026-05-08 Management Representative

Summary of Change: Reformatted to the standard procedure template and clarified the documentation workflow.