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02.11.2020

CONSTRUCTION DOCUMENTATION FOR A HASSLE-FREE CONSTRUCTION PROCESS

CONSTRUCTION DOCUMENTATION FOR A HASSLE-FREE CONSTRUCTION PROCESS

Construction is a highly regulated industry. From an idea to a design to the construction itself, and finally, commissioning – specific documentation is required at each stage of a project. The exact list of documents to be furnished will depend on the particulars of your development initiative, so this article only provides a summary of the essentials for the smooth implementation of your construction project.

In an international environment, documents must not only be prepared, and approved, in time for execution – they must also be translated to a high standard of quality.

Due Diligence – the Foundation for a Successful Project

A stable foundation is essential not only in the process of construction itself but also at the preparation stage. An excellently delivered project is grounded in careful research – this enables you to take both expected and unexpected situations in stride and helps prevent budget and schedule overruns.

Careful due diligence before the execution of any works is necessary for the perfect implementation of a construction project.

It is no secret that construction projects on an international scale serve as a great springboard for rapid business growth, so studying the relevant situation and researching potential projects in foreign markets is crucial.

Primary sources of information at the preliminary stage of any construction endeavour:

  • Construction Law
  • Building Construction Regulations
  • Construction Regulations issued by the Cabinet
  • The information available from the State Construction Control Bureau
  • The information available in the Construction Information System
  • Open tenders and procurement calls

The process of construction may be subdivided into several stages from inception to completion:

  • Idea
  • Construction concept
  • Adherence to design requirements
  • Adherence to requirements for commencing construction works
  • Construction
  • Commissioning
  • Operation

Many documents need to be submitted for approval at each stage.

Coordination – the Sooner the Better

Regardless of whether your construction company is a global conglomerate or a close-knit family business, implementation cannot begin without the relevant permits and approvals from state authorities. Each of these may take time to secure, so make sure that you submit documentation for approval as soon as possible to prevent undue delays.

The law specifies the range of documents that must be presented for a construction project to be approved and for construction works to commence:

  • Preliminary construction concept documentation
  • Explanatory memorandum on the preliminary construction concept
  • Construction application
  • Certification cards
  • Data on the party executing construction works, documents confirming specialists’ qualifications
  • General construction design
  • Approvals from co-owners and relevant authorities
  • Construction permit
  • Construction design, solutions, information on the developer of the construction design
  • A real estate appraisal report
  • Consent to the demolition of existing structures
  • Strategic environmental impact assessment

Design – Every Detail Counts

Design is one of the most intricate elements of a construction project, requiring painstaking attention to every aspect. Even apparently minor things may prove decisive, so everything must be carefully represented in translations provided to international partners.

Essential documents to keep track of at the design phase:

  • Construction permit (the design stage may only commence once a permit is obtained)
  • Agreement between the designer and the commissioning party
  • Civil liability insurance policies
  • Development regulations or design assignments
  • Technical regulations from the Building Board
  • Description of the construction design with clarifications
  • The topographic layout of the land parcel
  • General construction design
  • Calculations and estimates for the construction project
  • Construction design layouts and blueprints
  • Certificates of qualification and practical construction experience of employees

Implementation #1 – Filing of Documents Continues

With the necessary permits and approvals in order, and the construction design finalised, actual construction may start. Perhaps now you can breathe freely, no longer shackled by document processing? To keep things running smoothly and according to legislation, more “papers” will be necessary during implementation as well.

Documentation that cannot be ignored in the course of performing construction works:

  • Construction works log and working hours schedule
  • Quality and ISO compliance certificates
  • Design supervision log
  • Agreements with the commissioning authority, subcontractors
  • Statement of fixing construction lines
  • List of responsible officials at the construction site, with documents confirming their qualifications
  • Time tracking
  • Notifications for local residents
  • Stock-taking and technical survey data
  • CE certification
  • Works performance project
  • Occupational health and safety plan
  • Adherence to environmental and occupational health and safety requirements
  • Construction design and any approved modifications to it
  • Statements on covered works
  • Statements on acceptance of major structures
  • Materials approval forms
  • Monthly deliveries, invoices and delivery notes

Implementation #2 – Technical Information at the Construction Site

One of the most frequent (and costly) stumbling blocks for any developer is a failure to conform to approved schedules. If you want everything to function as intended, you need highly qualified professionals, and – just as importantly – clearly defined work assignments and manuals, each of which requires precise translation if you plan to engage any foreign labour.

Technical information that must be kept on hand at a construction site:

  • Training materials
  • Usage manuals, instructions, technical specifications
  • Equipment maintenance manuals, calibration instructions
  • Technical assignments, datasheets, checklists
  • Lists of materials, products and requirements
  • Infrastructure relevant to fire safety
  • Documentation substantiating the compliance of construction units (declarations of operational performance)

Implementation #3 – Safety First

Each employer must take care to protect the health and safety of their staff, and construction contractors must be able to provide personal protective equipment in addition to occupational health and safety training and clear-cut instructions at each construction site.

Documentation to pay attention to in matters of occupational health and safety:

  • Occupational health and safety regulations, manuals and plans
  • Information on the use of materials
  • Descriptions for monitoring sanitation equipment
  • Safety datasheets
  • Warning messages

And Finally – Commissioning

Your construction project is nearing the finish line – now you have to commission it for operation. Some documents still require regulatory approvals, but, if all processes so far have been documented without a snag, commissioning should not present any issues.

Here are the documents needed for commissioning a completed object:

  • Declaration of readiness for operation
  • Allowed modifications to the construction design
  • Executive measurement plan, vertical measurements
  • The layout of building storeys or groups of premises
  • Cadastral measurement file
  • Report on executing the construction supervision plan
  • Statements from institutions that issued technical requirements or other special requirements
  • Filled out construction works log, documentation on the execution of construction works
  • Protocols and acceptance statements, declarations of compliance regarding technological facilities, special systems and equipment featured in the construction design

Translation of Documents – an Integral Component of the Construction Process

Precision is the number one priority throughout the implementation of a construction project. If you are working on a project with international partners, accurate translations are of utmost importance.

LMI Translations is a translation company employing experienced project managers who have successfully translated comprehensive packages of documentation for countless construction projects over 15 years. These are professionals who will take care of quick and accurate translation and can offer a full range of other relevant services, such as:

  • Translation layouts – a technical solution unique to Latvia for translations of documents not available in editable formats, such as AutoCAD drawings. We solve the matter of translation while also taking care of the layout – letting the developer save time and money.
  • Machine translation post-editing (MTPE) – a way to quickly, effectively translate large volumes of technical text with the use of various translation memories, technology databases and other computer-assisted translation solutions. After this, the translations are post-edited by a qualified translator who has construction industry experience.
  • Verbal translation (interpreting) in person or remotely – to facilitate staff training, business negotiations and other events.

Contact us to find out how we provide services of the highest quality with a lifetime warranty!


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