1. Assemble the review record
Use the executed contract, scope clarifications, current drawings, schedule of values, prior change orders, RFIs, and payment history. Record the document version behind each finding. A missing document is an open question to resolve before a recommendation, rather than evidence of an overcharge.
2. Check whether the work is already included
Trace each proposed change to the base scope and drawing issue used for award. Identify the instruction or condition triggering the request. Check for duplication with earlier changes. Ask the designer and contractor to resolve scope questions in writing. Keep an approved change distinct from a pending or disputed request.
3. Review the price and time request
Ask for quantities, labor, material, subcontractor support, credits for omitted work, and applicable markups. Compare the request with the contract’s agreed pricing process. Ask whether the change affects procurement, sequencing, or completion. Record the budget and schedule effects together so the owner sees the full decision.
4. Compare the pay application with work in place
Review claimed progress against site observations and the schedule of values. Reconcile the original contract, approved changes, prior payments, retention, and current amount requested. Ask for the supporting records required by the contract for stored materials. A desk review alone does not establish the physical completion of work.
5. Document the recommendation
Record what was reviewed, the remaining questions, the recommended action, and the person authorized to approve it. Track the outcome in the change log and budget. If a price is revised or a request is withdrawn, retain the supporting record without counting the same adjustment more than once.
6. Explain savings with a consistent basis
Separate a reduction from a contractor request, an avoided cost, and an underrun against an approved budget. They measure different things. Record the comparison basis and whether scope changed. Any client-facing savings statement should be supported by project records and should identify the role performed.
AI review needs site and contract context
AI supports cross-checking and issue identification. Your senior PM verifies the source, asks the project team for clarification, and checks relevant site conditions. a.i. Const PM combines those reviews with senior-led project meetings and oversight across the San Francisco Bay Area. Approval responsibilities follow the written agreement.