Standard Operating Procedure (SOP)_General Contractor (GC) Working With Client

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Standard Operating Procedure (SOP)

General Contractor (GC) Working With Client

1. Purpose

This SOP defines the standard process for how a General Contractor (GC) works with clients during construction projects. The objective is to ensure clarity, quality, transparency, safety, and client satisfaction.

2. Scope

  • Residential construction
  • Renovation projects
  • Small to medium commercial projects
  • Design–Build and Build-Only contracts

3. Roles & Responsibilities

3.1 Client

  • Provide clear project requirements and budget
  • Approve drawings, materials, and variations
  • Make payments according to the contract
  • Provide site access and timely decisions

3.2 General Contractor (GC)

  • Manage construction works
  • Coordinate workers, subcontractors, and suppliers
  • Control quality, cost, schedule, and safety
  • Communicate progress clearly with the client

4. Project Workflow

4.1 Initial Client Meeting

Objective: Understand client needs

  • Meet client (site or office)
  • Discuss project type, size, budget, and timeline
  • Explain GC working process

Deliverables: Meeting notes, project summary

4.2 Site Survey & Assessment

Objective: Understand real site conditions

  • Site visit and measurements
  • Check structure, ground, access, utilities
  • Take site photos

Deliverables: Site survey report

4.3 Design & Cost Proposal (If Design–Build)

  • Prepare drawings and specifications
  • Prepare BOQ and cost estimate
  • Submit quotation for approval

Deliverables: Drawings, BOQ, quotation

4.4 Contract Agreement

  • Define scope of work
  • Confirm timeline and payment schedule
  • Define variation and warranty terms

Deliverables: Signed contract

4.5 Project Mobilization

  • Assign site supervisor
  • Prepare work schedule
  • Mobilize workers, tools, and materials

4.6 Construction Execution

  • Execute work according to drawings
  • Daily supervision and quality control
  • Weekly progress updates to client
  • Maintain site safety

4.7 Variation Management

  1. Client requests change
  2. GC evaluates cost and time impact
  3. GC submits variation proposal
  4. Client approves in writing
  5. GC executes variation

Rule:
❌ No verbal changes
✅ Written approval only

4.8 Quality Control & Inspection

  • Internal inspections
  • Client joint inspections
  • Defect correction

4.9 Project Completion & Handover

  • Final cleaning
  • Final inspection
  • Handover documents and warranties
  • Final payment

4.10 Defects Liability Period (DLP)

  • Fix defects caused by workmanship
  • Respond within agreed timeframe

Typical DLP: 3–12 months

5. Communication Rules

  • Main communication channel defined
  • Weekly progress updates
  • Written confirmation for decisions
  • One main contact person per side

6. Safety Rules

  • PPE required on site
  • Safe access and housekeeping
  • No unsafe work practices
  • Immediate hazard correction

7. Payment Control

  • Milestone-based payments
  • No work without payment confirmation
  • Clear receipts and records

8. Conflict Resolution

  1. Discussion
  2. Written clarification
  3. Contract reference
  4. Legal resolution (if required)

9. SOP Approval

This SOP is effective upon approval and applies to all GC projects unless otherwise agreed in writing.

Prepared by: General Contractor (GC)
Approved by: Client

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