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:

From the submittal package, extract all product specifications (model, performance values, certifications, test reports)
From specs-quality.json, load the relevant spec section requirements for the material type
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)

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 | — |

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:

Activity Start Date (from schedule.json → activities linked to this submittal)
Minus Material Lead Time (from procurement specs or supplier standard terms)
Minus Fabrication Time (manufacturer lead time after order placed; typically 2-8 weeks)
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
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:

Tier	Days Remaining	Status	Action
CRITICAL	Past due (negative)	Red flag	Submittal missed deadline. Escalate to PM/engineer immediately. Assess schedule impact. May require expedited review or change order.
WARNING	0-7 days	Yellow flag	Due within one week. Verify submittal ready for submission. Confirm with architect review slot reserved. Prepare expedited review package if needed.
WATCH	8-21 days	Blue flag	Due within 3 weeks. Monitor preparation progress. Confirm no blockers (missing data, approvals, samples). Schedule architect review.
NORMAL	>21 days	Green	On track. No action needed. Continue normal schedule.

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:

Set new revision_number (increment from previous)
Capture original must_submit_by_date
Record rejection_reason from architect's comments
Estimate resubmission time (typically 3-5 business days for major revisions, 1-2 for minor)
Add resubmission lead time to today to get new expected_resubmit_date
Recalculate new must_submit_by_date (if 2nd revision, time is even tighter)
Compare new deadline to original; flag if slipping past must-submit-by
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