Submittal Exchange™ eliminates manual tracking
on Belle Plaine School District projects

"Previously to this project I had used electronic submittals, but nothing I have used has compared to what Submittal Exchange has done for me."
- Naura Godar, AIA, LEED® AP, Project Architect, StruXture Architects

Belle Plaine, IA - Additions and renovations to Belle Plaine Elementary and Jr/Sr High Schools, in Benton County, Iowa, began in June, 2009. The Belle Plaine Community School District's $8.8 million project includes a total of 61,996 square foot of renovation and new construction, which breaks down to 41,996 square foot of construction at Longview Elementary School and 20,000 square foot at Belle Plaine Jr/Sr High School. The 45+ member project team is using the Submittal Exchange system for submitting, reviewing, and tracking shop drawings and construction submittals electronically.

Within Submittal Exchange, project team members have been able to navigate fluidly through the 250+ submittals on the project via unique tabs such as the submittal log and change directives. StruXture Architects, the architect on the project, is an Iowa based architecture firm with offices in Waterloo and West Des Moines. StruXture Architects is a full-service architectural design firm specializing in educational (including colleges/universities), commercial, civic, health & life care, religious and historic renovation/preservation markets.

Naura Godar, AIA, LEED® AP, Project Architect with StruXture Architects stated, "The change directive log was the feature I was most excited about. Many times I'm preparing change directives at the same time the contractor is preparing change directives, and trying to cross-match our numbering with their numbering sequence is very tedious." Godar continued, "The same applies with submittals. One office will have 1,2,3,4 and other offices will have A,B,C,D or by section numbers. Submittal Exchange provides the project team one central over-arching umbrella which has been extremely beneficial and eliminated coordination issues."

"With Submittal Exchange you have no paper, UPS charges, or questions about which items need to be sent when and where. Submittal Exchange has eliminated confusion on the project."
- Tomi Palmer, Administrative Assistant, Gilmor & Doyle Consulting Engineers

Gilmor & Doyle Consulting Engineers, who is serving as an engineer on the project, specializes in mechanical, electrical, and telecommunications engineering. With offices in Waterloo, Iowa and Des Moines, Iowa Gilmor & Doyle has 45+ years of experience in the construction industry, serving clients throughout the Midwest.

Tomi Palmer, Administrative Assistant at Gilmor & Doyle's Des Moines office handles extensive documentation for the mechanical, electrical, and telecommunication engineers on the project, and is now on her third project using Submittal Exchange. When asked how they would compare Submittal Exchange to the less efficient processes of handling paper, email or FTP submittals, Palmer replied, "With Submittal Exchange you have no paper, UPS charges, or questions about which items need to be sent when and where. Submittal Exchange has eliminated confusion on the project." Godar responded with, "Previous to this project I had used electronic submittals, but nothing I have used has compared to what Submittal Exchange has done for me. Sending and receiving electronic submittals, change directives, and RFIs on a FTP site fails to keep track of files. It's just a dumping ground."

Now, more than eight months into the project, the team is able to reflect on their experience using Submittal Exchange. "Submittal Exchange runs smoothly and we haven't experienced any problems," stated Doug Mertens, Project Manager for Garling Construction, who is serving as the general contractor on the project. Mertens added, "Each division is laid out for you, so there's no chasing information around." Godar said, "I like not having to keep a submittal log. Keeping the submittal log organized, in line and accurate is an arduous process when you have to stamp something when it comes in, stamp it when you touch it, and then stamp it when it goes out. Submittal Exchange has helped to push items along quicker because everyone is aware of who is reviewing what when." Palmer has enjoyed the user-friendliness and commented, "Submittal Exchange is so easy. You receive an email notification that an item is awaiting review, and it can be immediately reviewed and uploaded. We had an instance between Christmas and New Year's when offices were closed and an incorrect item was uploaded. Rather than having to retract something by mail, Submittal Exchange allowed us to simply upload the correct one."

"Submittal Exchange is now in our standard specification language, and we plan on using it for many, if not all, of our upcoming projects."
- Naura Godar, AIA, LEED® AP, Project Architect, StruXture Architects

When asked if they would recommend the use of Submittal Exchange to construction professionals for use on their projects, Palmer exclaimed, "I would absolutely recommend Submittal Exchange! You have the ability to check anything at anytime - whether it is a submittal, a change order request, an RFI, or even who is on the project team. The system is just full of information." Godar added with confidence, "Submittal Exchange is now in our standard specification language, and we plan on using it for many, if not all, of our upcoming projects."