Documentation is structured by phase, each building on the work before it. What follows is the framework that governs how project information is developed, organized, and delivered from feasibility through closeout.
Every phase of a CMAR engagement produces specific documentation. The scope and format of these deliverables vary by project, but the structure is consistent: each phase generates the records needed to inform decisions at that stage and establish the baseline for the next. The result is a continuous documented record from the first site visit through final completion.
Documentation on a CMAR project serves two purposes. During the project, it provides the cost, schedule, and quality information the owner and architect need to make informed decisions. After the project, it provides the complete record that supports warranty claims, future modifications, and property transactions. The framework below describes how that documentation is organized.
Documentation by Phase
Phase 1: Feasibility
Before design begins, the CM evaluates site conditions, regulatory constraints, and preliminary cost parameters to determine whether the project is viable as conceived. The feasibility phase produces a consolidated assessment that gives the owner and architect a realistic picture of what the site allows, what the project is likely to cost, and what risks will need to be managed. This is the go/no-go decision point.
Documentation at this stage establishes the baseline assumptions that all subsequent work builds on. If the geotech suggests variable bearing conditions, that shows up here. If the site access limits equipment options, that's identified now.
Phase 2: Pre-Construction
As the architect develops the design through Schematic Design, Design Development, and Construction Documents, the CM tracks cost and constructability in parallel. Each design milestone produces an updated estimate with increasing precision, from assembly-level ranges in SD to firm subcontractor pricing against CDs. The architect receives constructability feedback while the design is still flexible enough to adjust.
Pre-construction documentation also includes the permit strategy, long-lead item identification, subcontractor prequalification, and an evolving risk register. The goal is that by the time the design is complete, the cost is already validated against real trade pricing and the permit pathway is mapped.
Phase 3: GMP & Permits
The Guaranteed Maximum Price package is the contract document that converts all pre-construction work into a binding commitment. It is delivered after permit approval and subcontractor buyout, when the pricing behind every line item is backed by an executed subcontract or verified supplier quote. The GMP is not an estimate. It is a ceiling price.
The package includes the complete cost breakdown by trade, scope narratives describing exactly what is included, the baseline CPM schedule with critical path and resource loading, and the assumptions and clarifications that define the boundaries of the work. Quality and safety plans are also established at this point, setting inspection protocols and hold points for the construction phase.
Phase 4: Construction
During construction, the owner and architect receive continuous project reporting. Monthly owner reports cover cost performance against the GMP, schedule status with variance analysis, quality and safety metrics, procurement tracking, and progress documentation. Weekly reports and three-week look-aheads maintain shorter-term visibility. All project data is accessible in real time through the Procore project portal.
Change orders, RFIs, submittals, daily field reports, and inspection records are maintained as the ongoing project record. This documentation serves both as a management tool during construction and as the basis for the closeout record when the project is complete.
Phase 5: Closeout
At substantial completion, the project transitions from active construction to documentation transfer. The closeout package includes the completion certificates, a compiled warranty package organized by system and trade with start dates and service contacts, and the full set of record documents: as-built drawings, operation and maintenance manuals, and equipment start-up reports.
Financial closeout reconciles the GMP against actual costs and documents the savings distribution per the contract terms. Final lien releases from all subcontractors and suppliers are collected and delivered. The complete project record is retained for seven years following final completion.
Sample Deliverables
The following samples are drawn from recent projects and reflect the format and level of detail provided at each phase. Project-specific information has been redacted.
Delivered at the end of Phase 1. Site feasibility assessment, preliminary budget, risk register, and go/no-go recommendation.
↓ View SampleThe Guaranteed Maximum Price package delivered at permit. Complete cost breakdown by trade, allowances, contingencies, and scope of work.
↓ View SampleLine-by-line scope comparison across bidders, leveled to ensure apples-to-apples evaluation before recommendation to the owner.
↓ View SampleDelivered by the 5th business day of each month during construction. Cost performance, schedule status, contingency tracking, and progress photos.
↓ View SampleRelated Resources
What is CMAR - How the delivery method works, contract structure, and how it differs from traditional approaches
Budget and Cost Control - How the GMP is developed and how costs are tracked during construction
Feasibility Report - What the Phase 1 assessment covers and how it informs project decisions
The Architect's Role - How architect and CM responsibilities divide across project phases
How Our Engagements Work - The phase structure from feasibility through closeout
If you have a complex residential project in Pacific Palisades, Bel Air, Malibu, Beverly Hills, or the greater Westside, and you want to understand what structured documentation looks like across a full CMAR engagement, we can help.
Deliverables
Every CMAR engagement follows a structured deliverable schedule. This index shows what is produced at each phase, from initial feasibility through final closeout.