What do you do if contractors and suppliers are not respecting your design decisions?

Clarification of design intent can also be verified by the approved submittals which become contract documents. Therefore, contractors and suppliers have to comply to the approved submittals unless there are better products that can accomplish the task with minimum material and labor costs where a request for substitution has to be submitted to the engineers/architects for approval.

This article completely glosses over what we in the business refer to as “the Submittal process” if something deviates from the design, simply state what along with your revise and resubmit status of the Submittal or shop drawing. If there is a deviation from the detail, but it doesn’t really change the design, then you should seriously consider a conversation with submitter, prior to rejection. Often times Designers will issue impossible, or extremely cost inhibitive details, that aren’t really warranted( i.e, I once had to build a small reception desk with a radius natural stone top. The bid drawings showed a mitered 3” stone fascia. Impossible because stone doesn’t bend. After the initial rejection, it was approved after explanation.

As a seasoned property developer, I've found that communication is key when contractors deviate from designs. My approach: Clarify intent: Explain design choices in detail to address misunderstandings. Provide context: Share reasoning behind specific elements. Review documentation: Ensure plans are clear and up-to-date. Open dialogue: Be available for questions and encourage discussion. Regular site visits help catch issues early. If changes are necessary, involve the team in finding solutions that meet design intent and practical constraints. Remember, alignment between vision and execution is crucial in property development. Clear communication often bridges gaps without conflict, ensuring the final product matches our original vision.

Perhaps it's time to have a conversation with their "Dutch Uncle"? All team members must be aligned on design intent, scope, budget and schedule goals throughout the preconstruction process.

Authority must be asserted with respect. In asserting authority reasoning must be clear. Compromised can not be at the cost of contract requirement of impeding other trades.

It is always good to be open to others view. Design decision are made with reason. Contractors designers needs to respect the designers but any solution need to be in agreement. If a better solution is not accepted you need to communicate to concerned person

I have worked in different countries but Contracts is best managed in UK. You find very little error in the contracts in UK. Contracts basically advise on priority of documents and in USA priority of documents is not clear. The stated contracts can be incorporated into special conditions but i am not an advocate of including special conditions rather use partnering agreements

First - review any submittals, samples and contract documents for any approvals, selections and any communications from the client indicating selections had/have been made. For residential and private commercial I would let the client have a choice between what was initially represented and what was provided and what. I would offer a deduct for using what was provided (providing the alternate goods are at least equal to the original selection) in lieu of what was selected. For Public Work - Only approved materials and installations would be allowed to remain.

I’ve found in success that clear, concise, and precise communication goes an awfully long way. The “ duct tape “ that holds us all together

People are key. Process is great for the day-to-day project admin, but when challenges start it is relationship and respect that allow alternative points of view to be heard above the frustrations.

Find out why there is a disconnect between the contractors/suppliers and why they are not following the approved drawings. This question can be black and white as far as an answer or very grey based on the situation and circumstances.