Planning The Perfect Project – A Work in Progress

“A goal without a plan is just a wish.” ― Antoine de Saint-Exupéry, writer and pioneering aviator

If you are like the majority of business owners and project managers working in construction, you might put projects together conceptually on bid day, but not take the detailed effort to plan them after contracts are received.  Planning can easily be the largest post bid factor to higher profits in the lifespan of a project.  For most estimators, the bid process is a scientific process of multiple hypothesis based on a set of lines and specifications mixed with past experiences.  In the wold of estimating, everything is in theory and based on past projects, but nothing is “concrete”.   In most cases, a project starts as an invitation and then moves to drawn details and plans that amount to lines on paper or a computer screen.  Taking plans and putting them into reality is a delicate process of infinite variables that nobody has complete control of; this fact is what leads many good leaders to abandon detailed plans and rely on instinct and quick reactions to drive a project.  This very same instinct can lead down a trail of costly mistakes and avoidable rework if it is not executed correctly.

While bidding is taking your best guess based on past experience, and putting a realistic number to a plan, project planning is much more involved.  This process is commonly overlooked because the daily inertia of other ongoing projects keeps focus on the NOW and not the FUTURE.  One of the most difficult transitions for a contractor is moving from bid to reality; it is hard to take the plans from an estimators desk (and mind) and transport them into the actions of field installers.  Even when managers stay on task and work with installers on a daily basis, projects can still suffer from poor plan execution if the plan is not put into place before the project begins.

A Good Resource for Project Planning

Sometimes preaching to the choir is my calling; As a manager and owner, I have suffered the shortcomings of poor planing, more times than not.  It takes one well planned and executed project to highlight all of the shortcomings that exist in other projects, and one very poorly planed project to send the team racing back to the dry erase board to fix upcoming projects.  Through my experience, below is a few steps that can guide a team through the process; it is a simple guide that needs to be fine tuned per project and scope, but can serve as a starting point for a successful project.

  • 1.  Start with the Bid Process but do not waste valuable time:
    • Look at every relevant specification and detail to your scope of work (don’t assume you know what the customer wants)
    • Start early enough to ask questions – Make sure you get the answers.
    • If in doubt – clarify your scope on your estimate.
    • Pull from past experience and make adjustments (know your limitations and price them into the project – whatever can go wrong, probably will times 2)
  • 2.  Save your work and notes (not documenting today will leave you scrambling tomorrow)
    • Keep all handwritten notes and scan them to a data file.
    • Keep any photographs of the site in a data file.
    • Keep any important detailed drawings/plans and save them to a data file.
  • 3.  Look over the Contract (if you are lucky enough to be the winning bidder)
    • Is there a reason you were the low bidder?  Qualify your bid before executing contracts)
    • Check you raw material prices – suppliers may have raised prices after you bid the project.
    • Check your work – make sure your bid was based on the most recent plans and addendum’s.   Don’t get caught giving free work for something you can clarify before entering into a contract.
    • Deal with reputable Contractors – let experience guide you into contracts with people that you can trust.
  • 4.  Schedule:
    • Place the project on a schedule as soon as you can (it can be moved)
    • Be flexible but firm – Schedule 25% extra time for a job and make sure you have the manpower to accomplish the published schedule.  Under promise on your schedule and Over deliver.
  • 5.  PLAN:
    • Meet with your teem at the time of contracting and set up a time to go over details before project begins.
    • Don’t waste time – Planning to early is nearly as bad as not planning if either the wrong people are in the meeting, or to much time goes by before the project – “timing is everything”.
    • Set out some goals for ordering materials, special tools and select preferred applicators for a project.
    • Have everything you need available before a project begins (keep in mind that you will never really have EVERYTHING)
    • Agree with your team, that the plan is a living thing – be open to its evolution.
  • 6.  Execution:
    • Always schedule a pre-construction meeting or site visit at least week before begging a project.
    • Share your plan with the project superintendent and project manager before beginning – put in in writing.
    • Start by assuming that the plan is a good one and get to work
    • Be prepared to modify your plan – the better the plan the less you will have to change; changes to your plan, if done correctly, should result in a change order.
  • 7.  Finish Strong:
    • Pre-punch all of your work and have any site supervisor inspect it before you leave – re-mobilizing is costly.
    • Many projects hold retainage until projects reach substantial completion; secure your final payment by getting any punch list items signed off on.
    • Do your paperwork – Bill the project and turn in all paperwork so that there are no hurdles holding up your final payment.

While the seven items above all appear to be common sense, my team misses many of them on every project due to project blur (the process of overlapping projects that keep a person from giving 100% attention to one thing at a time).  It is important to let a team process one project at a time, and move onto the next project once finished.  In our industry, it is nearly impossible to dedicate time to one project at a time; a team must set limits on meetings and close out one subject before beginning the next.  Try to plan ahead so that when a project is in front of you, there are no time consuming details keeping you from focusing your attention on the next bid.  Like almost everything in life, the process is cyclical and must be kept up with at all times; looking back just slows you down.

“Every minute you spend in planning saves 10 minutes in execution; this gives you a 1,000 percent return on energy!” ― Brian Tracy, author and motivational speaker

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What a Difference the Topcoat Makes.

It is hard to figure out exactly what is the best product to use for each project when there are so many options available.  While the finished products may look similar and the aggregates used can make the initial colors and textures identical; the materials used in the system are very different.  For a designer or architect, it is important to choose the best product for the customers use and the environment.  When resinous flooring first came to the United States, there were few choices, but today there are many choices to provide the best produce for each and every project.  I will try to simplify the process and help clarify the selection process.

First, it is important to understand the major material options.  There are four major options for use in most projects, and they are available from most of the more mainstream manufacturers.  Epoxy, Polyurethane, Polyaspartic, and MMA are all used as topcoats and  complete systems in many resinous flooring projects.  All of these products are transparent resins that are made up of multiple components and cure to a clear finish.  All of these products except for MMA will look very similar directly after installation unless additives are added for texture.  The danger of not understanding these products is that most people cannot tell the difference between them until the floors go into service, and by then, it is too late.

web banner formulation guidelines scientist lab

Chemists have spent years developing resins that will work well in different environments.  While epoxies of the last century worked well, there were weaknesses that needed to be resolved.  Below, I will try to outline the best qualities of each type of material.  It is important to understand that the application of each product has an impact on the finished product and some of the products listed are more difficult to install than others.

Epoxy is the grandfather of the others in the resinous flooring industry.  It is strong, easy to use and still very relevant.  Epoxy has been used for flooring for many years and is still used on many projects.  While many systems are entirely made up of Epoxy, they are also used as primers and base coats for other types of systems.  Epoxy’s bond well to concrete and to themselves; they work well with sand and aggregates and rarely cause problems with out-gassing or fish-eyes.  Think of Epoxy as a great building block or foundation to many other flooring systems.  While epoxy has great qualities, it also has weaknesses.  Epoxy turns amber over time, and even though scientists have improved its light stability, it is still not as light stable as its newer cousins.   Epoxy is also not very resistant to heat; it is however chemical resistant, especially in its Novalac form, but much less light stable.

PolyUrethane is the next step up in Resins; it is very clear and light stable.  Urethane’s first gained popularity in the flooring industry as topcoats on epoxy systems in airplane hangers and automobile dealerships.  First generations urethane’s contained solvents and would not meet today’s VOC requirements, but there are many low and no VOC options available today.  While urethane’s solve many problems that plagued epoxies, they still do not bond well to concrete or each other.   Urethane’s are very chemical resistant and more tolerant to higher temperatures, but do not work well as a stand alone system.  Urethane’s are best used as topcoats over epoxy systems where high traffic, light stability, gloss, and temperature are issues.

Polyaspartic is similar to urethane, but much faster.  Many Polyaspartic products have little to no odor and cure very quickly.  While the rapid cure can be a positive, it can also be an extra challenge to installers who are not familiar with working quickly.  These products, like polyurethanes, do not bond as well as epoxy to concrete and do not bond well to each other without extensive preparation.  Polyaspartic systems can work well, but must be installed quickly and within redcoat windows to make sure each coat bonds to the other.  These products are very light stable and remain clear compared to their epoxy counterparts.

MMA cannot be ignored as a relevant option in the resinous flooring industry.  This product is probably the best resinous product for exterior work.  MMA bonds well to itself and is very light stable.  Unlike its cousins, it is not glossy.  MMA products cure quicker than any of the other resins and can be a challenge for installers.  These resins can be very tricky to work with and have a strong odor that cannot be used in many occupied facilities.  While MMA’s are popular due to their speed and chemical resistance, the hurdles in their installation limits the availability of quality installers.  MMA cannot be used as a topcoat on another system unless it proceeds a total broadcast or completely cured product; it can literally melt other resins.

When you have a project, it is best to consult with a professional to come up with the best system that will work for your environment.  The first step is having an understanding about the products, and realize that they all have their strengths and weaknesses.  Finding the right combination, can lead to a successful project.  For the best results, it is important to have the best product specified so that the installers (bidders) are clear about the expectations and use a product that will give the customer the best finished product for their environment.

Lets Talk Floor Prep

Many of the floors being installed today fail due to improper preparation; in an ever growing competitive environment, contractors are pressured to cut costs to meet project budgets.  With the requirement of using specified materials, there is very little that can be done to lower costs in competitive bid situations; most Resinous flooring projects are at least 40% materials.  With labor costs on the rise, the difference between winning and losing a bid, is lowering the overall labor costs.  Much of the cost of labor is tied up in preparing a floor for installation, therefore that is where many contractors make up time to make their bids more competitive.  Owners, General Contractors and Architects need to be aware of this practice before selecting a contractor for a Resinous Flooring project; even though a very low bid is tempting, every bid needs to be qualified.DSC_9538Many of the issues that cause customers and architects to stop using resinous flooring products are not due to the products themselves; the lack of proper preparation causes as many, if not more failures than hydro-static pressure or bad materials.  While the construction market is price driven, it is always important to use contractors that have a reputation for success and  service.  While it is not always possible to have a perfect installation every time, choosing the correct professional to work with will give you a successful final product.  The goal is to get it right the first time, but what separates good from great, is how a contractor deals with adversity.WHY IS PREPARATION SO IMPORTANT?Unlike many other flooring products, finished Resinous products are technically manufactured in place.  Ceramic Tile, VCT, and many other sheet flooring goods are manufactured in a controlled environment and installed at your job site; Resinous materials are shipped in parts and manufactured onsite.  While this makes installations more challenging, it gives the customer and installer much more freedom for completing necessary details on site without creating seams and awkward transitions.  The most important part of the installation process for Resinous Flooring, is the floor preparation.  The longevity and overall performance of a Resinous Floor depends on its mechanical and Chemical bond to the sub floor, and this bond can only take place within the porosity of the sub-floor.”Mechanical bonding is a kind of chemical bond that is usually found in rotaxanes and catenanes or other molecular structures that are mechanically interlocked. In this type of adhesive bonding, the adhesive material locks physically onto the surface crevices.” Mechanical/Chemical BondsSimply put, by increasing the profile of a surface and in conjunction with the molecular bonds withing the resin, a chemical and mechanical bond results, creating a bond that is much stronger than the internal bond of the substrate.  If a Resinous Floor is installed properly, the internal bond of the substrate should fail before the Resin bond to the substrate.  This can be measured quantitatively with a elcometer pull test.  ElcometerThere are multiple ways to prepare a substrate for a Resinous floor, but most manufacturers follow standard requirements based on the Resin materials viscosity and specific unique qualities.  “A concrete surface profile, known as a CSP, is a standardized measurement for the ‘roughness’ of a surface that is defined by the International Concrete Repair Institute (ICRI). A very rough surface will have a high CSP number, such as CSP 9. A very smooth surface with almost no preparation at all will be a CSP 1.” CSP Reference  The ICRI (International Concrete Repair Institute)  CSP Chips  developed the CSP standard and provides sample chips for evaluating the profile on concrete surfaces.  Depending on the thickness of the Resinous system, a CSP profile can be achieved chemically or mechanically by many techniques.  In past decades, acids were used to profile the concrete, however due to the difficulty in neutralizing acids and the environmental impact, this practice is rarely done. While every different type of Resinous material has its strengths and weaknesses, their overall performance relies on the bond of the system to the substrate.  If proper steps are not taken, a suitable material will fail at the bond line.  Without going into great detail, below is a short guide to Resinous floor preparation based on some commonly used system types.Urethane Cements:  Most of these types of material are at least 1/8″ thick and many are installed as a mortar exceeding 3/8″.  While a CSP 3 is acceptable for most manufactures, a much higher CSP is commonly used (3-5).  Along with utilizing shot blasting Blastrac Link or scarifying; key ways must be cut around transitions, terminations, drains and any other breaks in the floor due to material shrinkage during the curing process – not only at the termination but 6″-12″ from the termination.Other Resinous Mortars:  Most other mortars are epoxy, but some other systems could include MMA or other resins;  Like the Urethane cements, a heavy CSP will add to the quality of the bond, but most other mortars will not need Key lines except at transitions to other materials like metals.Self Leveling Resins (including Flake and Quartz Broadcasts):  Many systems that fall into this category are decorative.  A CSP 3 is good for SL’s, but any higher CSP can lead to preparation lines telegraphing through the surface.   All transitions should always be keyed for any resinous system for strength.Thin Mil Coatings: Most thin mil coatings can be prepared by diamond grinding or “brush blasting” with a shot blaster.  A CSP 1-3 is suitable depending on the thickness and manufacture of the materials.NOTE:  This is just a simplified guide to preparation, and an installer should always follow the material manufactures recommendations for any system.  It is important for the end user and designer to understand the importance of preparation.  For a manufactures example please see:  Concrete Preparation Guide from Sherwin Williams Summing it up:  Because I don’t believe in long reads, I’m going to touch on some other important topics in closing that I will cover in more detail at a later time.  None of the above information accounts for slab conditions or other materials that may have been installed previously on the substrate.  Preparation is tedious and important to comprehensively understand before installing Resinous products, but if it is done correctly, those products can outlast anything on the market.please feel free to ask questions and leave comments about any other topics that you want covered.

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