Optimising procurement in the pre-construction phase is essential to maintaining programme certainty, managing cost, and reducing delivery risk. Decisions made before construction starts have a lasting impact on lead times, supplier performance, and site productivity. A structured, proactive procurement strategy during pre-construction allows project teams to anticipate constraints and respond effectively to an increasingly volatile supply chain.
The first step is early identification of long lead items. During initial planning, teams should review the scope and emerging design to identify specialist equipment, bespoke materials, and complex systems with extended manufacturing or delivery timelines. These items must be incorporated into the project programme from the outset. Maintaining a live procurement log during pre-construction provides clear visibility of lead times, supplier status, and potential impacts on critical path activities.
Confirmation of lead times during the design phase is equally important. Assumptions made too early often result in delays later. Design consultants should engage directly with suppliers to verify realistic lead times while specifications are still flexible. Bringing construction managers into the pre-construction process adds further value, as they can validate information with subtrades and manufacturers who have up-to-date knowledge of market conditions. As lead times are confirmed, the programme and procurement log should be updated to reflect current realities.
Constant communication is critical throughout pre-construction. Procurement lead times can shift quickly due to market demand, labour availability, or logistics constraints. Regular engagement with suppliers allows teams to identify emerging risks early and adjust sequencing or procurement strategies accordingly. Clear communication across all stakeholders ensures that potential delays are understood and managed collaboratively.
Where appropriate, pre-purchasing materials or equipment during the pre-construction phase can significantly reduce risk. Early purchase orders help secure manufacturing capacity and protect programmes from supply chain volatility. Construction managers, engineers, or owners may lead pre-purchase strategies for high-risk packages, ensuring availability when construction activities commence. Early vendor setup and prompt approvals further streamline procurement workflows.
Monitoring approvals is another critical factor. Delays in shop drawing review and approval can directly affect fabrication and delivery schedules. During pre-construction, consultant teams should prioritise timely reviews for long lead items and track approval milestones alongside procurement activities to prevent unnecessary delays.
Finally, flexibility and mitigation planning should be embedded into the procurement strategy. Collaborating with consultants to optimise the basis of design can introduce alternative materials, local sourcing options, or domestic suppliers to reduce shipping timelines. Design assist approaches with key trades, particularly MEP contractors, can further improve procurement efficiency. Mitigation strategies should also be developed to allow work to progress on site if certain items are delayed, protecting overall programme performance.
By focusing on early planning, verified information, strong supplier engagement, and built-in flexibility, project teams can optimise procurement during the pre-construction phase and set projects up for successful delivery.
To discuss pre-construction practices and key issues facing the industry, connect with solution providers and network with delegates, attend the Pre-construction for Mega Facilities Summit USA on February 10-11, 2026 in Austin, Texas, USA.
For more information, click here or email us at info@innovatrix.eu for the event agenda. Visit our LinkedIn to stay up to date on our latest speaker announcements and event news.
