Submittal Intelligence

Submittal Intelligence Skill

Overview

The submittal-intelligence skill performs comprehensive compliance reviews of submitted product data, shop drawings, and samples against specification requirements from project intelligence. It automates the verification process by:

• Extracting spec requirements from relevant CSI sections with testable, verifiable criteria
• Parsing submittal documents (PDFs, data sheets, shop drawings) to extract product specifications and performance data
• Building a compliance matrix that cross-references each specification requirement with the submitted value
• Determining compliance status for each line item: Compliant, Non-Compliant, Partially Compliant, or Unable to Verify
• Generating professional review comments suitable for architect/engineer review cycles
• Producing an overall recommendation: Approved, Approved as Noted, Revise and Resubmit, or Rejected
• Tracking submission history and flagging changes from previous revisions

The skill produces deliverables suitable for direct inclusion in RFI responses, meeting minutes, and project correspondence.

When to Use

• Submittal PDFs uploaded for review by contractors or suppliers
• Verifying products meet specifications before purchase or installation approval
• Preparing review comments for architect/engineer sign-off
• Processing shop drawing submissions for dimensional and detail compliance
• Evaluating "or equal" substitutions against original specification requirements
• Checking certification and testing data against spec-required standards
• Documenting compliance decisions in the submittal log for future reference
• Expediting review cycles when multiple submittals require rapid turnaround

Data Sources

• submittal_log — Historical record of submitted items, spec sections, review dates, and recommendation status
• spec_sections — Structured project specifications with required fields:
  • submittal_required (boolean) — indicates if spec section requires submittal review
  • key_req (array) — critical requirements in natural language
  • tolerances (object) — dimensional and performance tolerances
  • testing (array) — ASTM, ASHRAE, or other standards for verification
  • environmental (object) — VOC, lead-free, sustainability requirements
  • divisions (CSI division codes) — Division 03, 05, 07, 08, 09, etc.
• key_materials — Material specifications database with properties, certifications, and approved equal products
• document-intelligence skill — Used to parse and extract data from submittal PDFs, data sheets, and shop drawings
• project-data skill — Used to retrieve and reference project-specific requirements and approved materials

Workflow

1. Identify the Submittal

• Retrieve submittal ID from submittal_log if resubmission
• Or accept new submittal document (PDF, image, data sheet)
• Extract cover letter, item description, and submission metadata

2. Determine the Spec Section

• Query submittal_log by submittal ID to find associated CSI spec section
• If new submittal, ask user to specify relevant spec section (e.g., "Division 03 Concrete", "Division 08 Doors and Frames")
• Confirm with user if ambiguous

3. Load Spec Requirements

• Retrieve spec section from project intelligence
• Extract all relevant requirements into a structured checklist:
  • Material properties (grade, PSI, finish, color)
  • Dimensional tolerances (sizes, clearances)
  • Performance ratings (fire ratings, sound ratings, load capacity)
  • Testing standards (ASTM references with specific test methods)
  • Environmental compliance (VOC limits, lead-free, RoHS)
  • Certifications (UL, ICC, NFRC, FINEGRAIN, etc.)
• Note any "or equal" or "approved equal" clauses that allow substitutions

4. Parse Submittal Document

• Use document-intelligence skill to extract:
  • Product name, model, manufacturer
  • Technical specifications and properties
  • Dimensional data (from shop drawings or product data)
  • Testing certifications and lab reports
  • Material certifications and safety data
  • Installation notes and conditions
• Organize extracted data in same format as spec requirements for direct comparison

5. Build Compliance Matrix

• Create line-by-line comparison table:
  • Column 1: Spec Requirement (reference code, e.g., "03.03.01")
  • Column 2: Requirement Text (extract from spec)
  • Column 3: Submitted Value (extract from submittal document)
  • Column 4: Compliance Status (Compliant / Non-Compliant / Partially Compliant / Unable to Verify)
  • Column 5: Notes (explanation or citation)
• Sort by compliance status to highlight non-compliances first

5a. Auto-Populated Compliance Matrix

When /process-docs processes a submittal package, the compliance matrix should be auto-populated before the user runs /submittal-review:

1. From the submittal package, extract all product specifications (model, performance values, certifications, test reports)
2. From specs-quality.json, load the relevant spec section requirements for the material type
3. For each spec requirement, find the corresponding submitted value:
   • Match by property name (e.g., "compressive strength" in spec → "f'c" in submittal)
   • Match by ASTM standard (e.g., spec requires "per ASTM C39" → look for C39 test results)
   • Match by performance category (e.g., "fire rating" in spec → "UL listing" in submittal)
4. Pre-populate the compliance matrix:

   | Spec Requirement | Required Value | Submitted Value | Compliance | Source |
   |---|---|---|---|---|
   | Compressive strength | ≥4,000 PSI | 4,500 PSI | ✅ PASS | Mix design report p.2 |
   | w/c ratio | ≤0.45 | 0.42 | ✅ PASS | Mix design report p.3 |
   | Air content | 5-7% | Not provided | ❓ MISSING | — |
   

5. Flag any row where:
   • Submitted value < required value → FAIL
   • Submitted value is missing → MISSING DATA
   • Submitted value can't be compared (different units, different test standard) → NEEDS MANUAL REVIEW

This auto-population happens during /process-docs extraction. The /submittal-review command then presents the pre-filled matrix for the superintendent to confirm, override, or supplement with field observations.

6. Determine Compliance Status

• Compliant — Submitted value exactly matches or exceeds spec requirement
• Non-Compliant — Submitted value falls short of spec requirement (cite specific deficiency)
• Partially Compliant — Submittal addresses requirement in part but leaves ambiguities or conditions
• Unable to Verify — Required specification data missing from submittal (request clarification)
• See compliance-checking.md for detailed determination rules and examples

6a. Concrete Mix Design Submittal Review

When reviewing concrete mix design submittals, refer to the concrete-mix-design-extraction template in the foremanos-intel plugin's document-intelligence skill for detailed extraction guidance (if installed). Key compliance checks:

• Design f'c meets or exceeds specified f'c (with appropriate overdesign margin)
• w/c ratio does not exceed specified maximum
• Air content within specified range (especially for freeze-thaw exposure)
• Cement type matches spec requirement (Type I, II, III, V)
• Aggregate meets gradation and maximum size requirements
• Admixtures are from approved manufacturers list (if specified)
• Lab performing trial batch is accredited
• Cold weather and hot weather modification plans are included if project has temperature-dependent specs

7. Generate Overall Recommendation

Synthesize compliance matrix into recommendation:

• Approved — All requirements met, no deviations or exceptions. Ready for installation/procurement.
• Approved as Noted — All critical requirements met; minor clarifications, conditions, or non-critical deviations noted. Approved with contingencies documented.
• Revise and Resubmit — Specific deficiencies identified. Contractor must address identified items and resubmit. Cite section references and required corrections.
• Rejected — Does not meet fundamental spec requirements. Resubmit with different product/approach or escalate for waiver consideration.

8. Draft Review Comments

• Write in professional, objective tone suitable for RFI response or meeting minutes
• Use structured comment format: [Status] | [Spec Reference] | [Finding] | [Required Action]
• Group comments by spec section or compliance status
• Include recommendations for follow-up (additional testing, certification, shop drawings, etc.)
• Cite all references to spec sections, ASTM standards, test reports
• For non-compliances, specify corrective action required

9. Update Submittal Log

• Record review date, reviewer, recommendation, and comments
• Link to compliance matrix and any supporting documents
• If resubmission, note previous revision status and what changed
• Flag for escalation if needed (structural engineer, code official, etc.)

Review Comment Language Standards

Approved

The submitted [product/material] meets all applicable specification requirements and is approved for [procurement/installation].

Approved as Noted

The submitted [product/material] meets specification requirements subject to the following conditions/clarifications:

• [Condition 1]: [explanation, deadline, or required action]
• Approval granted pending completion of noted items.

Revise and Resubmit

The submitted [product/material] does not meet specification in the following respects:

• [Reference code] [Requirement]: Specification requires [required value]. Submittal provides [submitted value]. [Specific corrective action required].
• [Reference code] [Requirement]: ... Please resubmit with corrections or request formal waiver if waiver is intended.

Rejected

The submitted [product/material] is not acceptable due to non-compliance with fundamental specification requirements:

• [Critical deficiency 1]
• [Critical deficiency 2] Resubmit with alternative product meeting all spec requirements, or submit formal waiver request for architect/engineer consideration.

Lead-Time Alert System

The submittal-intelligence skill tracks submittal timelines and flags items at risk of missing critical path deadlines. This system prevents procurement delays, schedule impacts, and last-minute rush approvals.

Must-Submit-By Calculation

Working backwards from each submittal's critical path impact:

Timeline Logic:

1. Activity Start Date (from schedule.json → activities linked to this submittal)
2. Minus Material Lead Time (from procurement specs or supplier standard terms)
3. Minus Fabrication Time (manufacturer lead time after order placed; typically 2-8 weeks)
4. Minus Approval Cycle Time (architect/engineer review to approval):
   • Standard products (common, pre-approved): 2-4 weeks
   • Complex/custom products (engineered, mock-ups, samples): 4-6 weeks
5. Minus Preparation Time (contractor prep of drawings, samples, certifications): 1-2 weeks

Example Calculation:

Activity start date (PEMB erection): 03/23/2026
Minus: PEMB lead time: 30 days
Minus: Fabrication time: Already in PEMB lead time, covered
Minus: Approval cycle (engineered): 4 weeks
Minus: Preparation (drawings ready): 1 week
───────────────────────────────────
Must-submit-by date: 02/02/2026

Alert Tiers

Three escalating alert levels based on days remaining until must-submit-by date:

Daily Morning-Brief Auto-Check

The /morning-brief command automatically scans submittal-log.json and generates an alert summary:

Query logic:

• Find all submittals with status != "approved"
• Calculate must-submit-by date working backwards from linked schedule activities
• Compare to today's date
• Generate alert for each tier

Morning Brief Output Example:

SUBMITTAL STATUS — ALERTS ONLY (3 items at risk)

🔴 CRITICAL — Past Due
  • Nucor PEMB Reaction Drawing (SUB-008)
    Status: "under_review" (submitted 02/09, 9 days ago)
    Needed by: 02/02 (7 DAYS PAST DUE)
    Impact: PEMB erection critical path blocked
    Action: Call Nucor today; escalate to CMW architect

🟡 WARNING — Due in 3 Days
  • Schiller Door Hardware (SUB-012)
    Status: "revision_submitted" (resubmit 02/15)
    Needed by: 02/18 (3 days)
    Impact: Door procurement dependent
    Action: Confirm with architect; hold time slot for review

🔵 WATCH — Due in 18 Days
  • Davis & Plomin HVAC Equipment (SUB-015)
    Status: "under_review" (submitted 02/10)
    Needed by: 03/05 (18 days)
    Impact: HVAC procurement, MEP rough-in scheduled 04/27
    Action: No urgent action; normal tracking

Project Intelligence Integration

When reviewing submittals or generating alerts, automatically enrich with data from the project intelligence store. These cross-references improve review accuracy and catch procurement/schedule risks early.

Procurement Lead Time Enrichment

Read procurement-log.json → For each submittal, look up the corresponding procurement entry by submittal_id. Pull expected_delivery, lead_time_weeks, and delivery_status → auto-populate fabrication_days and material_lead_time_days in the submittal record. If procurement entry shows delivery_status = "delayed", escalate the submittal alert tier accordingly.

Sub Contact Resolution

Read directory.json → subcontractors[] → When a submittal is overdue or needs follow-up, resolve the responsible sub's foreman name, phone, and email from the directory. Auto-fill contact information in alert action items: "Contact {foreman} at {phone} ({sub_name}) to expedite SUB-{id}."

Inspection Hold Point Linking

Read specs-quality.json → hold_points[] → For each submittal's spec_section, check if any hold points require submittal approval before the inspection can proceed. Flag linked hold points: "SUB-{id} approval is a prerequisite for hold point HP-{hp_id} ({inspection_name}). Inspection cannot proceed until this submittal is approved."

Cost Impact Flagging

Read cost-data.json → For submittals linked to critical path activities or high-value budget line items, show the budget amount at risk if approval is delayed. Include in alert output: "Budget line item {division} — {description}: ${amount} at risk if SUB-{id} delays procurement by {N} days."

Quality Test Correlation

Read quality-data.json → After a submittal is approved (status = "approved"), link subsequent material test results back to the approved submittal. For example, an approved concrete mix design (SUB-XXX) should be cross-referenced when 7-day and 28-day break results arrive: "Break test results for {mix_id} — 28-day f'c = {value} PSI vs. approved design f'c = {design_value} PSI. Status: {pass/fail}."

Installation Verification

Read daily-report-data.json → Flag if materials from a submittal are documented as installed in a daily report before the submittal status = "approved": "WARNING: {material} from SUB-{id} appears installed per daily report #{report_number} on {date}, but submittal status is still '{status}'. Verify approval before installation proceeds."

Submittal-Log Data Structure

For lead-time tracking, each submittal in submittal-log.json must include:

{
  "id": "SUB-008",
  "item": "PEMB Reaction Drawing",
  "spec_section": "05 42 00",
  "submitting_sub": "Alexander Construction / Nucor",
  "status": "under_review",
  "submitted_date": "2026-02-09",
  "must_submit_by_date": "2026-02-02",
  "approval_cycle_days": 4,
  "material_lead_time_days": 30,
  "fabrication_days": 0,
  "preparation_days": 7,
  "linked_schedule_activity_id": "A45-PEMB-Erection",
  "linked_activity_start_date": "2026-03-23",
  "critical_path_blocked": true,
  "days_past_due": 7,
  "alert_tier": "CRITICAL",
  "notes": "Nucor sent initial, needs revisions for anchor bolt details"
}

Rejection/Resubmission Workflow

When a submittal is rejected or returned for revisions, auto-calculate new timeline impact:

Trigger: Submittal status changes from "under_review" to "revise_and_resubmit" or "rejected"

Auto-Calculation:

1. Set new revision_number (increment from previous)
2. Capture original must_submit_by_date
3. Record rejection_reason from architect's comments
4. Estimate resubmission time (typically 3-5 business days for major revisions, 1-2 for minor)
5. Add resubmission lead time to today to get new expected_resubmit_date
6. Recalculate new must_submit_by_date (if 2nd revision, time is even tighter)
7. Compare new deadline to original; flag if slipping past must-submit-by
8. Alert to PM: "Resubmission due [date]. New approval cycle leaves [N] day margin."

Example Rejection Timeline:

SUB-008 PEMB Reaction Drawing (Nucor)
Original submission: 02/09
Original must-submit-by: 02/02 (MISSED by 7 days)
Rejection date: 02/12
Rejection reason: "Anchor bolt embedment depth needs verification per geotechnical report"
Estimated resubmission: 02/15 (3 days for revisions)
New approval cycle: 4 days (expedited given past-due status)
New must-submit-by: 02/19 (16 days past original deadline!)
Action: Flag to PM; assess schedule impact; consider change order if erection delayed

Resubmission Tracking

Track each revision with separate entries to maintain history:

In submittal-log.json:

{
  "id": "SUB-008",
  "item": "PEMB Reaction Drawing",
  "revision_history": [
    {
      "revision_number": 1,
      "submitted_date": "2026-02-09",
      "status": "revise_and_resubmit",
      "rejection_reason": "Anchor bolt embedment depth needs verification per geotechnical report",
      "rejection_date": "2026-02-12",
      "approval_cycle_days": 4,
      "must_submit_by_date": "2026-02-02",
      "days_late": 7
    },
    {
      "revision_number": 2,
      "submitted_date": "2026-02-15",
      "expected_approval_date": "2026-02-19",
      "status": "under_review",
      "approval_cycle_days": 4,
      "must_submit_by_date": "2026-02-19",
      "days_late": 17,
      "turnaround_time_days": 3,
      "notes": "Expedited review requested; geotechnical verification confirmed"
    }
  ],
  "current_revision_number": 2,
  "total_revisions": 2
}

Critical Path Submittal Flagging

Cross-reference each submittal with schedule.json critical path to flag items that will block the schedule if delayed:

Linking logic:

• Submittal's spec_section maps to schedule.json material requirement
• Check if linked activity has float = 0 or < 5 days
• If yes, set critical_path_blocked = true
• These submittals get priority flagging in alerts

Example:

SUB-008 PEMB Reaction Drawing
  Linked activity: A45-PEMB-Erection (critical path)
  Float: 0 days
  Flag: CRITICAL_PATH_BLOCKED = true
  Alert priority: Highest — any delay impacts substantial completion

SUB-015 HVAC Equipment Data
  Linked activity: A72-MEP-Rough-In (near-critical, float = 5)
  Float: 5 days
  Flag: CRITICAL_PATH_BLOCKED = false (but near-critical)
  Alert priority: Medium — some schedule cushion but tight

Integration with /morning-brief and /daily-report

Morning Brief (/morning-brief):

• Scan all submittals with status != "approved"
• List only CRITICAL and WARNING tiers (skip WATCH/NORMAL unless requested)
• Include must-submit-by dates and linked activities
• Provide action items for each flagged item

Daily Report (/daily-report):

• Include new rejections or resubmissions in "Open Items" section
• Note any submittals that crossed into CRITICAL or WARNING during the day
• Track turnaround time for resubmissions (days between rejection and resubmit)
• Update schedule impact assessment if critical path activities are affected

Cross-References

• project-data skill — Retrieves project-specific spec sections, approved materials, and submittal requirements
• document-intelligence skill — Parses PDFs and extracts structured data from submittal documents, data sheets, test reports, and shop drawings
• spec-requirement-extraction.md — Detailed guidance on identifying and structuring testable requirements from CSI specs
• compliance-checking.md — Detailed determination rules, evaluation methodology, and review comment templates