Field Survey First: The Critical Step Too Often Skipped in Construction Renovations

Early field condition verification like this prevents mid-project disasters and delays.

In my 35 years managing construction projects, I’ve witnessed one recurring oversight cause more headaches, delays, change orders, and angry phone calls than almost anything else: failure to properly field survey existing conditions prior to design.

The rush to get projects rolling often pushes designers, architects, and engineers to rely on old plans, as-builts, and previous design documents. On paper, it saves time and money. In reality, it almost always costs both.

The Risk of Relying on As-Builts Alone

Existing buildings are living, evolving organisms. Over the years, spaces get renovated, utilities are rerouted, ceilings are modified, and systems are patched or replaced. Rarely do the as-built drawings get updated in real-time. Often, they’re decades out of date.

It wasn't one of my projects, but one of the worst cases I experienced involved a pharmaceutical manufacturing facility. The design drawings showed a closed-loop sprinkler system. On paper, it looked perfect. But over the years, the system had been altered multiple times and was no longer closed-loop. When the system was shut down and restarted after modifications, water flooded an active incubator. The damage was catastrophic—millions of dollars lost.

All of it could have been avoided if someone had simply walked the system and verified its condition beforehand.

In another instance, we were awarded a renovation project to convert a pediatric hospital floor into a state-of-the-art quality control lab. Our bid was based on the provided design, which was modeled off the original mechanical and utility drawings from over 30 years prior.

The reality was a disaster:

• The HVAC systems were maxed out and couldn’t support the new lab design.

• Electrical, sprinkler, and plumbing systems had been added, removed, and rerouted multiple times over the decades.

• Nothing matched the plans.

We ended up redesigning the entire infrastructure in the middle of the project. The delays were immense, the change orders were expensive, and client frustration reached a boiling point. All of it could have been prevented by a pre-design field survey.

The RFI Trap

Many inconsistencies surface during pre-bid site visits, leading to a flurry of Requests for Information (RFIs). The problem? Designers often push the solution back onto contractors as a voluntary alternate, leading to wildly different interpretations and pricing. It’s a dangerous guessing game no contractor wants to play. Worse, it creates discrepancies between bidders that can result in disputes or costly corrections later.

Solutions: Best Practices to Avoid the Pitfalls

There’s a simple truth: the earlier you address real field conditions, the fewer problems you’ll have later. Some proven strategies include:

1. Mandatory Pre-Design Field Surveys

   Designers, architects and engineers should walk the project site before putting pen to paper. It seems basic, but it’s often skipped.

   
   

2. Use 3D Laser Scanning

   Modern scanning technology can map out existing spaces with incredible accuracy. It’s a cost upfront that pays off in eliminating surprises later.

   
   

3. Collaborative Preconstruction Meetings

   Engage all stakeholders early including contractors, trade partners, and maintenance staff. These people often know the quirks and undocumented changes of the building.

   
   

4. Update As-Builts Regularly

   Building owners and facility managers should establish procedures for updating documents after every modification. It’s tedious but invaluable.

   
   

5. Create Contingency Allowances

   When field conditions cannot be 100% verified pre-bid, include reasonable contingencies in both design and construction budgets to handle unexpected discoveries.

Final Thought

Field surveying is not an inconvenience—it’s an essential safeguard. Skipping it to save a few weeks at the front end almost always leads to major problems down the road. The lesson I’ve learned time and again: field survey first, design second. Your project, your budget, and your reputation will thank you for it.

Author - Gene Fitzwater

gfitz@ccpmmagazine.com