Preliminaries in Construction: What They Are and Why They Matter

In the world of construction, success depends on much more than just materials and labor. Behind every well-executed project lies thorough planning, proper site setup, and effective project management—elements collectively known as preliminaries or prelims.

While often overlooked in discussions about construction costs, preliminaries can account for 5-15% of a project's budget and play a crucial role in determining whether a project runs smoothly or encounters costly delays and complications.

This comprehensive guide explores everything you need to know about preliminaries in construction: what they are, what they include, how they're priced, and why they're essential to every successful construction project in 2025 and beyond.

What Are Preliminaries in Construction?

Preliminaries are the costs associated with setting up, managing, and running a construction site that aren't directly tied to specific work activities or building elements. These costs cover the foundational and operational expenses needed to keep the project moving efficiently from the initial site setup to final handover.

Think of preliminaries as everything that supports the construction process but doesn't physically end up in the finished structure.

In contract documentation, preliminaries are typically found in a separate section of the bill of quantities or schedule of rates, often appearing before the main construction works. This placement reflects their nature as preparatory and supporting elements that enable the primary construction activities.

Why Preliminaries Matter More Than Ever

The construction industry has evolved significantly in recent years, with several factors increasing the importance of well-planned preliminaries:

1. Increased Regulatory Requirements

Today's construction projects face more stringent:

• Environmental compliance standards

• Worker safety regulations

• Documentation requirements

• Community impact considerations

Each of these areas requires specific preliminary provisions to ensure compliance.

2. Technology Integration

Modern construction sites rely heavily on:

• Digital connectivity infrastructure

• Data management systems

• Power for electronic tools and equipment

• Security for technology assets

These technological needs must be addressed in preliminary planning and budgeting.

3. Supply Chain Complexity

With global supply chains still experiencing periodic disruptions, preliminaries now often include:

• Expanded storage facilities for stockpiling critical materials

• Advanced logistics planning and management

• Alternative supplier contingencies

• Material tracking systems

4. Climate Considerations

As extreme weather events become more common, preliminaries increasingly cover:

• Enhanced site drainage systems

• Weather protection measures

• Temperature control for sensitive materials

• Backup power systems

What Do Preliminaries Include?

Preliminaries vary depending on project type, location, size, and complexity, but typically fall into several key categories:

1. Site Establishment Costs

These are one-time expenses required to set up the construction site:

• Site Access and Preparation

  • Permits and licenses

  • Land take or temporary use of adjacent land

  • Site clearance and preparation

  • Access roads and hardstanding areas

• Temporary Facilities

  • Site offices and meeting spaces

  • Worker welfare facilities (toilets, wash stations, rest areas)

  • Secure storage containers and yards

  • First aid stations

• Site Security and Safety Setup

  • Perimeter fencing and hoarding

  • Security systems installation

  • Safety signage and emergency equipment

  • Traffic management systems

2. Site Management and Running Costs

These ongoing expenses keep the site operational throughout the project:

• Utilities and Services

  • Site electricity and generators

  • Water supply and drainage

  • Internet and communications systems

  • Heating, ventilation, or cooling systems

• Personnel and Management

  • Site management staff salaries

  • Security personnel

  • Safety officers

  • Administrative support

• Equipment and Maintenance

  • Tower crane base installation and rental

  • Hoists and lifts

  • Scaffolding and temporary works

  • Equipment maintenance and inspections

• Ongoing Site Operations

  • Waste management and disposal

  • Regular site cleaning

  • Dust and noise control measures

  • Environmental protection systems

3. Contract and Project Management Costs

These expenses relate to the administrative and coordination aspects of the project:

• Documentation and Control

  • Project management software

  • Quality assurance programs

  • Document control systems

  • Progress reporting systems

• Coordination and Planning

  • Design coordination meetings

  • Subcontractor coordination

  • Scheduling and program management

  • Logistics planning

• Compliance Management

  • Health and safety management

  • Environmental compliance monitoring

  • Regulatory inspections and certifications

  • Quality control testing

4. Site Closeout and Demobilization

These final-stage costs cover the transition from active construction to project handover:

• Site Restoration

  • Removal of temporary facilities

  • Disconnection of temporary services

  • Restoration of affected areas

  • Final cleaning

• Handover Documentation

  • As-built drawings compilation

  • Operation and maintenance manuals

  • Health and safety files

  • Warranty documentation

• Final Compliance

  • Final inspections and certifications

  • Regulatory sign-offs

  • Client acceptance testing

  • Defect identification and resolution

Specific Examples of Preliminary Items

To provide a more concrete understanding, here are specific examples of preliminary items commonly found in construction projects:

Staff and Labor-Related Items

• Project manager salary allocation

• Site supervisor costs

• Health and safety officer

• Security personnel

• Administrative support staff

• Quality control inspectors

Temporary Facilities

• Site office setup and maintenance

• Meeting room facilities

• Worker rest areas and canteens

• Toilet and washing facilities

• Changing rooms and lockers

• First aid facilities

• Temporary parking areas

Equipment and Tools

• Tower crane base and operational costs

• Hoists and material lifts

• Scaffolding systems

• Temporary power distribution

• Lighting systems

• Protection equipment

• Survey equipment

Site Protection and Security

• Perimeter fencing and gates

• CCTV systems and monitoring

• Access control systems

• Security patrols

• Alarm systems

• Weather protection measures

• Fire protection systems

Administrative and Documentation

• Bonds and insurance premiums

• Permits and fees

• Progress photography

• Project management software

• Quality assurance documentation

• Environmental monitoring

• Health and safety documentation

Preliminaries vs. Overheads: Understanding the Difference

Preliminaries are often confused with overhead costs, but they serve different purposes in construction budgeting:

The key distinction is that preliminaries are tied directly to a specific project and would not exist without that project, while overheads are the ongoing costs of running the construction business regardless of individual projects.

How Are Preliminaries Priced?

There are several methods for pricing preliminaries in construction contracts, each with advantages in different scenarios:

1. Line-Item Pricing

This approach involves listing each preliminary item separately in the bill of quantities with its own cost.

Advantages:

• Provides full transparency for clients

• Allows for precise adjustment if project duration changes

• Creates clear accountability for each cost element

• Simplifies variation claims if circumstances change

Best for: Complex projects with high risk of changes or extensions

2. Percentage-Based Pricing

Preliminaries are calculated as a percentage of the total construction cost, typically ranging from 5% for simple projects to 15% or more for complex or high-risk projects.

Advantages:

• Simplifies the bidding process

• Automatically scales with project size

• Requires less detailed pre-contract planning

• Easier to administer for smaller projects

Best for: Straightforward projects with well-understood scopes

3. Time-Related vs. Fixed Preliminaries

Many contracts further divide preliminaries into:

Time-Related Preliminaries:

• Costs that accumulate over the project duration

• Examples: site management salaries, equipment rentals, site office costs

• These increase proportionally if the project extends beyond the planned duration

Fixed Preliminaries:

• One-time costs regardless of project duration

• Examples: site setup, mobilization, demobilization

• These remain constant even if the project timeline changes

This distinction becomes particularly important when assessing the cost impact of project delays or acceleration.

Factors Affecting Preliminary Costs

Several key factors influence the extent and cost of preliminaries:

Project Complexity and Size

More complex projects require more extensive site management, coordination, and temporary works, increasing preliminary costs as a percentage of the total budget.

Project Duration

Longer projects have higher time-related preliminary costs for site operations, equipment rentals, and management staff.

Site Location and Conditions

Urban locations or sites with restricted access require more sophisticated logistics planning and potentially expensive traffic management systems.

Regulatory Environment

Projects in highly regulated environments need more extensive compliance measures and documentation systems.

Weather and Seasonal Factors

Projects spanning extreme seasons may require additional temporary facilities for weather protection and climate control.

Phasing Requirements

Projects delivered in multiple phases often have higher preliminaries due to repeated mobilization and demobilization activities.

Common Pricing Mistakes to Avoid

Underestimating Project Duration

One of the most common errors is underestimating how long time-related preliminaries will be needed, leading to budget overruns if the project extends beyond the planned completion date.

Overlooking Site-Specific Requirements

Every site has unique challenges that affect preliminaries. Failing to account for these can lead to significant additional costs during execution.

Inadequate Risk Allowances

Preliminaries should include allowances for potential risks such as weather delays, access restrictions, or regulatory changes.

Using Standard Percentages Without Analysis

Applying standard percentage rates without analyzing the specific project requirements can lead to either over or under-budgeting for preliminaries.

Who Is Responsible for Calculating Preliminaries?

In most construction projects, several parties have roles in defining and pricing preliminaries:

Main Contractor

The primary responsibility typically falls to the main contractor, who must:

• Assess site requirements

• Determine necessary temporary facilities

• Estimate management resources needed

• Calculate equipment and setup costs

• Price these elements competitively while ensuring sufficient coverage

Quantity Surveyor

Quantity surveyors often play a critical role in:

• Advising on appropriate preliminary items

• Benchmarking costs against similar projects

• Reviewing preliminary submissions for completeness

• Assessing value for money

• Negotiating preliminary costs with contractors

Project Manager

The client's project manager typically:

• Reviews preliminary provisions for adequacy

• Ensures all project requirements are addressed

• Validates that costs are reasonable

• Monitors preliminary expenses during execution

The Impact of Technology on Preliminaries

Digital transformation is significantly changing how preliminaries are planned, managed, and executed in 2025:

Digital Planning and Modeling

BIM and digital twins now enable more precise planning of site layouts, temporary works, and logistics, optimizing preliminary elements before execution begins.

Integrated Management Platforms

Modern construction management platforms allow for:

• Real-time tracking of preliminary costs

• Digital documentation of compliance activities

• Mobile inspection and verification

• Automated reporting on preliminary items

These systems reduce administrative overhead while improving visibility and control.

Remote Monitoring Technologies

Advanced technologies now enable:

• Remote security monitoring reducing security personnel costs

• Automated environmental monitoring systems

• Equipment utilization tracking

• Predictive maintenance for temporary systems

These innovations can significantly reduce certain preliminary costs while improving effectiveness.

Data-Driven Decision Making

Historical data analytics now help contractors:

• Benchmark preliminary costs against similar projects

• Optimize resource allocation

• Predict potential issues before they impact costs

• Justify preliminary provisions with objective data

Best Practices for Managing Preliminaries

1. Comprehensive Pre-Construction Planning

Invest time in thorough site analysis and planning before finalizing preliminaries:

• Conduct detailed site surveys

• Analyze access constraints

• Assess utility availability

• Identify potential environmental issues

• Review regulatory requirements

Digital planning tools allow teams to model different site layout scenarios and optimize preliminary elements before execution.

2. Clear Documentation and Transparency

Ensure all preliminary items are clearly documented:

• Provide detailed descriptions of each item

• Specify what is included and excluded

• Define responsibility boundaries with subcontractors

• Establish measurement and payment methods

• Document assumptions made during pricing

This clarity helps prevent disputes and ensures all parties have aligned expectations.

3. Regular Review and Adjustment

Preliminaries should be actively managed throughout the project:

• Schedule regular reviews of preliminary provisions

• Adjust resources based on current and upcoming needs

• Track expenditure against budget

• Forecast preliminary costs to completion

• Document changes and their justifications

Integrated management platforms provide real-time visibility into preliminary utilization and costs, enabling proactive management.

4. Knowledge Capture and Application

Learn from each project to improve future preliminary planning:

• Document effective preliminary strategies

• Record challenges and solutions

• Analyze cost variations and their causes

• Create benchmarks for similar future projects

• Update standard preliminary templates based on lessons learned

Digital knowledge management systems help capture and distribute these insights across the organization.

The Cost of Getting Preliminaries Wrong

Inadequate preliminary planning and budgeting can have severe consequences:

Financial Impact

• Budget overruns due to unplanned preliminary costs

• Cash flow issues from unexpected expenses

• Reduced profit margins when preliminaries exceed allowances

• Claims and disputes over responsibility for preliminary items

Schedule Impact

• Delays from inadequate site setup or facilities

• Productivity losses due to insufficient resources

• Rework when quality control systems are inadequate

• Extended project duration increasing time-related preliminaries

Quality and Compliance Impact

• Non-compliance with regulations when systems are insufficient

• Quality issues from inadequate control processes

• Documentation gaps creating handover problems

• Reputation damage from preventable incidents

Case Study: The High Cost of Inadequate Preliminaries

A 2024 industry study examined 50 failed or severely delayed construction projects and found that inadequate preliminaries were a contributing factor in 68% of cases. The most common preliminary-related failures included:

1. Insufficient site investigation leading to unexpected ground conditions

2. Inadequate temporary works design causing safety incidents

3. Underestimated site management resources resulting in coordination failures

4. Insufficient logistics planning creating material delays and storage problems

5. Inadequate compliance systems leading to regulatory interventions

The average financial impact of these preliminary failures was 12% of the total project value—far exceeding what adequate preliminaries would have cost initially.

Streamlining Preliminaries Management with Integrated Platforms

Modern construction management platforms have transformed how preliminaries are managed by connecting all aspects of site operations:

Unified Digital Environment

• Central repository for all preliminary documentation

• Real-time tracking of preliminary costs and utilization

• Mobile access to plans and specifications in the field

• Digital verification of compliance activities

• Automated notification of issues or risks

Streamlined Processes

• Digital site inspections and verifications

• Automated reporting and documentation

• Integrated compliance management

• Real-time coordination between office and field

• Data-driven resource allocation

Enhanced Visibility and Control

• Executive dashboards showing preliminary status

• Early warning indicators for potential issues

• Cost forecasting based on current utilization

• Performance benchmarking against standards

• Historical data for future project planning

These platforms eliminate the information silos that traditionally complicated preliminaries management, creating a single source of truth that enhances decision-making and control.

Frequently Asked Questions About Construction Preliminaries

When should preliminaries be planned in the project lifecycle?

Preliminary planning should begin during the pre-construction phase, ideally as soon as the project scope is reasonably defined. Early planning allows for:

• More accurate budgeting

• Better site utilization

• Identification of potential issues

• Integration with the overall project strategy

• Optimization of resources and approaches

Can subcontractors include preliminaries in their quotes?

Yes, subcontractors often include their own preliminaries for:

• Specialized equipment or temporary works

• Trade-specific supervision

• Special protection requirements

• Specialized testing or compliance activities

However, it's essential to clearly define which preliminaries are the main contractor's responsibility versus the subcontractors' to avoid duplication or gaps.

How do preliminaries change for different types of construction?

Different project types have varying preliminary requirements:

Residential Projects:

• Generally lower preliminary percentages (5-8%)

• Simpler site setups and management structures

• Less extensive compliance documentation

Commercial Projects:

• Medium preliminary percentages (8-12%)

• More complex logistics and site management

• Higher safety and quality requirements

Infrastructure Projects:

• Higher preliminary percentages (12-18%)

• Extensive temporary works and site facilities

• Complex environmental and community considerations

• Sophisticated traffic and public safety measures

How are preliminaries affected if a project runs over schedule?

When projects extend beyond their planned duration:

• Time-related preliminaries (site management, rentals, facilities) continue to accrue costs

• The contractor typically has grounds to claim additional preliminary costs

• The extent of recovery depends on the contract terms and reason for delay

• Proper documentation of preliminary costs is essential for successful claims

Should preliminaries include a profit element?

Yes, preliminaries typically include a profit component for the contractor, as they represent real costs and risks. However, this should be transparent in the pricing structure, either as:

• A separate markup clearly indicated in the preliminaries section

• Part of the individual rates for each preliminary item

• A disclosed percentage applied to direct preliminary costs

Conclusion: Prioritizing Preliminaries for Project Success

Preliminaries might operate behind the scenes, but they form the essential foundation upon which successful construction projects are built. When overlooked or underpriced, they can erode profit margins and cause major delays. When properly planned and managed, they pave the way for smooth execution and successful delivery.

As construction projects become increasingly complex and technology-dependent, the importance of comprehensive preliminary planning only grows. The most successful construction organizations recognize that investments in proper site setup, management systems, and supporting infrastructure pay dividends throughout the project lifecycle.

Whether you're working on a residential development or a billion-dollar infrastructure project, understanding and properly accounting for preliminaries is a non-negotiable part of professional construction management—one that can make the difference between project success and failure.