Building Products for Design Professionals: A Guide to Submission and Substitution

When it comes to introducing a new building product to design professionals or suggesting a substitution for an existing product in their project manual, the process is highly nuanced. Design professionals rely heavily on the specifications and assurances provided by product manufacturers and suppliers to ensure that the chosen materials meet the design, safety, and performance requirements of a project. Whether aiming to introduce a superior product or proposing a more cost-effective alternative, it is imperative to follow a methodical approach. This article outlines the process for submitting building products to design professionals, focusing on both quality improvements and cost-effective substitutions.

Understanding the Project Manual

The project manual, often referred to as the specifications book, is a comprehensive document that provides detailed information on every aspect of a construction project. It includes sections on materials, workmanship, and installation procedures. Before attempting to submit a new product or suggest a substitution, it is pertinent to understand the structure and content of the project manual. Key sections to focus on include:

• Division 01 – General Requirements: This section outlines the overall requirements for the project, including administrative and procedural requirements.
• Division 02-49 – Technical Specifications: These sections detail the specific requirements for various construction components, such as concrete, masonry, metals, and finishes.

Steps for Submitting a New Product

When introducing a new product to design professionals, the goal is to demonstrate its superiority and compatibility with the project’s needs. Follow these steps to ensure a successful submission:

1. Conduct Thorough Research:

• Understand the architect’s project requirements and specifications.
• Analyze the current products specified in the project manual and identify areas where your product offers improvements.

2. Develop Comprehensive Product Documentation:

• Technical Data Sheets: Provide detailed information on the product’s specifications, including dimensions, performance characteristics, and compliance with relevant standards.
• Safety Data Sheets (SDS): Include information on the product’s safety, handling, and environmental impact.
• Installation Guidelines: Offer clear instructions on how to install the product correctly.
• Case Studies and Test Results: Present evidence of the product’s performance in similar projects.

3. Create a Compelling Product Presentation:

• Develop a professional presentation that highlights the product’s benefits, including durability, sustainability, ease of installation, and cost-effectiveness.
• Use high-quality images, diagrams, and videos to illustrate the product’s features and advantages.

4. Schedule a Meeting with the Design Professionals:

• Arrange a meeting or presentation with the design professional to discuss the product in detail.
• Be prepared to answer technical questions and provide additional information as needed.

5. Offer Samples and Mock-Ups:

• Provide physical samples of the product to allow the architect to assess its quality and suitability.
• If possible, offer to create a mock-up or demonstration installation to showcase the product in a real-world scenario.

6. Address Sustainability and Certification:

• Highlight the product’s sustainability credentials, such as energy efficiency, recyclability, and low environmental impact.
• Provide certification from recognized bodies, such as LEED, BREEAM , or other relevant organizations.

Proposing a Substitution

Proposing a substitution involves recommending an alternative product to the one specified in the project manual. This can be driven by various factors, including cost savings, improved performance, or better availability. Follow these steps to propose a substitution effectively:

1. Identify the Need for Substitution:

• Understand the reason for the substitution, whether it is cost-related, performance-based, or due to supply chain issues.

2. Compare the Products:

• Conduct a side-by-side comparison of the specified product and the proposed substitute.
• Highlight the similarities and differences, focusing on key performance metrics, cost, availability, and installation requirements.

3. Prepare a Substitution Request:

Develop a formal substitution request document that includes:

• Product Comparison Chart: A detailed comparison of the two products.
• Justification: A clear explanation of why the substitution is beneficial for the project.
• Supporting Documentation: Technical data sheets, safety data sheets, installation guidelines, and case studies for the substitute product.

4. Submit the Request for Approval:

• Follow the procedures outlined in the project manual for submitting substitution requests.
• Ensure that the request is submitted in a timely manner, allowing sufficient time for review and approval.

5. Provide Additional Information:

• Be prepared to provide additional information or clarification if requested by the architect or project team.
• Offer to meet with the architect to discuss the substitution in detail and address any concerns.

Ensuring Compliance and Quality

When submitting new products or proposing substitutions, it is crucial to ensure that the products meet all relevant codes, standards, and project requirements. This includes:

• Compliance with Building Codes: Verify that the product complies with local, national, and international building codes and standards.
• Performance Testing: Ensure that the product has undergone rigorous testing and meets or exceeds the performance criteria specified in the project manual.
• Quality Assurance: Implement robust quality assurance processes to guarantee the consistency and reliability of the product.

Communicating Effectively with Design Professionals

Effective communication is key to successfully submitting new products or proposing substitutions. Consider the following tips:

• Be Transparent: Provide honest and transparent information about the product’s benefits and limitations.
• Build Relationships: Develop strong relationships with architects by offering reliable support and expertise.
• Provide Ongoing Support: Offer ongoing technical support and assistance throughout the project lifecycle.

Wrap Up

Submitting new building products or proposing substitutions to architects requires a strategic and thorough approach. By understanding the project manual, developing comprehensive product documentation, and communicating effectively, manufacturers and suppliers can successfully introduce their products to architects and ensure their inclusion in construction projects. Whether aiming to offer a superior product or a cost-effective alternative, following the correct process is essential to achieving acceptance and approval. By prioritizing quality, compliance, and sustainability, you can build trust and establish your product as a valuable addition to any architectural project.

Ron Blank & Associates, Inc. (RBA) offers solutions with a comprehensive list of specification services and programs to build the bridge between building product manufacturers and the design community. For more information on building product manufacturers representation and how it leads to market exposure, tangible leads, and opportunities for products specification, please schedule a call