Construction Contractors: Advanced Issues

Chapter 1

NATURE AND SIGNIFICANCE OF THE CONSTRUCTION INDUSTRY

LEARNING OBJECTIVES

After completing this chapter, you should be able to do the following:

Identify common participants in the construction industry.

Recall the four basic types of construction contracts.

Identify the role of the surety in the construction process.

Recall the basics of contract accounting.

Types of Contractors

The definition of a contractor is very broad. It is important that any adviser understands the general makeup of the industry. Different types of contractors have different risks and service needs. Construction contractors can be classified based on their size, the type of construction activity they undertake, and the nature and scope of their responsibility for the construction project. As a first step toward servicing your construction clients, you should understand how they fit into the summary in exhibit 1.1.

Players in the Industry

Just as it is important for us to understand the type of contractor we are dealing with, it is also important that we understand whom the contractor is dealing with. This understanding should play a major role in determining client acceptance criteria and who may be affected by the advice we have given to our client:

Project owner — Who are the parties that our client serves?

Architect and engineer — Where are the plans coming from? What is the reputation? Who is approving our application for payments?

Other contractors — What type of subcontractors do we use? What is the capacity of the subcontractors being used? Are the subcontractors bonded?

Surety — What does the surety look at? What is the reputation of the surety? What is the contractor's reputation with the surety?

Bond agent — What is the contractor's relationship with our bonding agent? What avenues of bonding does the agent provide?

Lawyer — What experience does the contractor's lawyer have with construction law? Experience with labor law?

Banker — Who is loaning the funds for the contractor's project? What agreements does our client have in place to fund his cash flows?

PLAYERS WITHIN THE CONTRACTOR CLIENT

Owners of the company — What is their character? What is their reputation? What is their attitude?

Controller and bookkeeper — What is their experience? What is their skill? How reliable are they in providing information?

Estimators — What is their experience? What is their ability? How effective are they?

Project managers — What is their experience? What is their capacity?

Laborforce — Is the labor force unionized? What is the skill?

Types of Contracts

Not only are there many types of contractors and players in the construction industry, there are also many types of construction contracts. The type of contract is very important to the contractor and CPA alike. From the contractor's point of view, there are advantages and disadvantages to all types of contracts. From the CPA's point of view, the different types of contracts may lead to different ways of looking at a contract to properly recognize revenues. There are four basic types of contracts:

Fixed fee or lump sum — This contract is one in which the price is not usually subject to adjustment because of the costs incurred by the contractor. Owners prefer fixed-price contracts because they feel it limits their exposure due to the contractor's cost overruns. The disadvantage to the owner is the length of time it takes to complete a fixed-price contract. The delay is due to the finalizing of plans and the process of seeking competitive bids.

Time and material — Time and material contracts generally provide for payments to the contractor on the basis of direct labor at fixed hourly rates. These rates are adjusted by the contractor's added overhead and indirect costs. The charges to the owner also include materials with certain markup in pricing.

Cost plus — Cost plus contracts provide for reimbursement of allowable costs plus a fee as defined by the contract. The purpose for using the cost plus contract is due to the essence of time at hand for completion. This is the fastest and typically more costly of contracts for a project owner.

Unit price — Unit price contracts are those contracts under which the contractor is paid a specified amount for every unit of work performed. It is very similar to a fixed-fee contract, but it varies if the number of units required differs from the engineer's report of bid package. Contracts are usually awarded based on the total of the unit prices applied to the units supplied in the bid package. The method of determining the contract price will vary, as the bidding contractors will compete on different pricing and structural strategies.

The Role of the Surety

Most contracts entered into have some form of bonding requirements. These bonding requirements assure the project owner that the project taken on by the bonded contractor will be completed for the price the contract was bid at by the contractor and accepted by the project owner. The bond is secured by an entity called a surety. The surety makes decisions about the contractor based on the contractor's character, capacity, and capital.

The surety industry has learned some tough lessons in the construction industry. The surety industry is scrutinizing and screening clients more now than they ever have. It is important that the CPA be aware of this, as much of the surety's evaluation come as a result of the financial statements.

Contractors will be asked to document their financial stability and profitability, as well as their ability to meet current and future obligations. To meet more detailed underwriting, contractors may be expected to provide the following information:

Independently audited financial statements within 90—120 days

Interim financial statements

Aging of accounts receivable and payable

Analysis of overhead costs

Equipment schedules

Profit and loss statements

Outline of complete bank agreements (line of credit, turnaround to collect, and so on)

Up-to-date work-on-hand reports Comprehensive business plan, forecast, or strategy (both short-term and long-term)

Resumes of key employees and management

Personal and corporate indemnity

CPAs should be aware of these requirements and can be of great assistance for the small contractor in providing the information for the surety. The more upfront the contractor is with the surety, the better the relationship between the surety and the contractor. The better the relationship between the contractor and surety, the better the odds the contractor has at increasing his or her bond program.

When a surety evaluates a contractor, the surety looks for certain warning signs in order to minimize the surety's risk. Some of the risks and warnings signs for sureties are as follows:

The contractor's accounting and financial reporting system — The surety likes receiving timely information from the contractor. The contractor's inability to produce standard financial statements and job profit or loss reports is not a strong sign for the surety.

Turnover of personnel — The leadership of the contractor is crucial. A contractor's experience and capacity within the industry relieves the surety of certain concerns. An important consideration regarding the leadership is the contractor's successor in the event of death or disability. A plan of succession is important.

Changes in the contractor's business — The change may be dealing with the type of construction engaged in by the contractor or it could be dealing with the size of the contracts the contractor is pursuing.

Maximized lines of credit — This warning sign informs the surety that the contractor has nowhere else to go in the event of problems on the job. The risk of filing claims only increases that much more.

Poor estimating and project management — The evidence of varying bid spreads of significant degrees concerns the surety that the contractor's estimating department is inexperienced or proves their lack of ability. A continual downward trend of profit fade on jobs and diminishing gross margins is of concern especially if the contractor does not have a contingency plan on improvement or the contractor lacks the balance sheet strength to overcome the negative trends.

KNOWLEDGE CHECK

1.    

When a surety is evaluating a contractor, what is the surety more concerned with?

a.    

The contractor's financial institution.

b.    

The contractor's accountant.

c.    

The contractor's accounting and financial reporting system.

d.    

The contractor's management.

Contract Accounting

On May 28, 2014, FASB and the International Accounting Standards Board issued joint Accounting Standards Update (ASU) No. 2014-09, Revenue from Contracts with Customers (Topic 606), on revenue recognition to address a number of concerns regarding the complexity and lack of consistency surrounding the accounting for revenue transactions. FASB ASU No. 2014-09 is effective (as amended by FASB ASU No. 2015-14, Revenue from Contracts with Customers (Topic 606)—Deferral of the Effective Date), for contractors classified as public business entities, for annual reporting periods beginning after December 15, 2017, including interim reporting periods within that reporting period. Earlier application is permitted only as of annual reporting periods beginning after December 15, 2016, including interim reporting periods within that reporting period.

For contractors not classified as public business entities, ASU No. 2014-09 is effective for annual reporting periods beginning after December 15, 2018, and interim periods within annual periods beginning after December 15, 2019. These contractors may elect to adopt the standard earlier, however, only as of either

•

an annual reporting period beginning after December 15, 2016, including interim periods within that reporting period, or

•

an annual reporting period beginning after December 15, 2016, and interim periods within annual periods beginning one year after the annual reporting period in which an entity first applies

ASU No. 2014-09 provides a framework for revenue recognition and supersedes or amends several of the revenue recognition requirements in FASB ASC 605, Revenue Recognition, as well as guidance within the 900 series of industry-specific topics, including FASB ASC 910, Contractors—Construction. The standard applies to any entity that either enters into contracts with customers to transfer goods or services or enters into contracts for the transfer of nonfinancial assets unless those contracts are within the scope of other standards (for example, insurance or lease contracts).

Readers are encouraged to consult the full text of this ASU on FASB's website at www.fasb.org.

The AICPA will provide a more detailed overview of this change to the accounting for construction contracts and contractors in future revisions of this course. Appendix A is a summary of the new accounting for revenue from contracts with customers as provided for in ASU No. 2014-09.

The authoritative literature on accounting for construction contracts is Financial Accounting Standards Board (FASB) Accounting Standards Codification (ASC) 605-35. Note that the AICPA Audit and Accounting Guide, Construction Contractors is an additional useful tool to the CPA.

The most important issues that a contractor faces are the recognition and measurement of revenues and costs for uncompleted contracts. This is the more complicated area for both the accounting and audit of a contractor.

The accounting for a contract involves the following three steps:

1.    

Determine the profit center (that is, the contract).

2.    

Determine which accounting method is appropriate for the contract (percentage of completion or completed contract).

3.    

Apply the appropriate accounting method.

In accounting for the contract, two methods are the most common in reporting uncompleted contracts under FASB ASC 605-35:

Percentage of completion

Completed contract

PERCENTAGE OF COMPLETION

The use of percentage of completion is highly dependent on the ability of the contractor to make estimates. The percentage of completion method should be used in all instances where reasonably dependable estimates can be made and all of the following conditions exist:

Contracts executed by the parties normally include provisions that clearly specify the enforceable right regarding goods or services to be provided and received by the parties, the consideration to be exchanged, and the manner and terms of settlement.

The buyer can be expected to satisfy its obligation under the contract.

The contractor can be expected to perform its contractual obligation.

The percentage of completion formula is as follows:

(Estimated Total Contract Price — Estimated Total Contract Costs) × Estimated Completion % = Estimated Gross Profit to Date

COMPLETED CONTRACT

The completed contract method should be used when persuasive evidence overcomes the presumption that the contractor should use the percentage of completion method. In other words, the completed contract method is used when the contractor cannot estimate costs as a single amount, range, or loss. The completed contract may also be used when the completed contract method does not differ materially from the percentage of completion method. This may be the case for contracts that can be completed in a short time span.

Practice Pointer

The use of anything other than the percentage of completion method on the financial statements of a contractor will cause concern for the surety. The inability of a contractor to make estimates regarding the contracts entered into may imply to the surety that the contractor does not understand his or her business. This is especially the case when the contracts treated under the completed contract method are those being bonded by the surety.

KNOWLEDGE CHECKS

2.    

What is an appropriate method for reporting uncompleted contracts under FASB ASC 605-35?

a.    

Percentage of completion method.

b.    

Cash method.

c.    

Straight accrual.

d.    

Uncompleted contracts are not reported under FASB ASC 605-35.

3.    

When calculating the percentage of completion, what are the most important components?

a.    

Billings.

b.    

Estimates.

c.    

Backlog.

d.    

Unused materials.

Additional Resources for the Construction Industry

The construction industry is full of associations for both the contractor and the accountant who serves the construction industry. Some of these resources are as follows:

Surety Information Office (SIO) is the information source for contract surety bonds in public and private construction. SIO provides free brochures, CDs and PowerPoint presentations about surety bonding to construction project owners, lenders, contractors, and design professionals.

Associations

Construction Financial Management Association (CFMA)

Associated General Contractors of America (AGC)

Associated Builders and Contractors (ABC)

Construction Industry CPAs and Consultants Association (CICPAC)

Practice Development Institute (PDI)

Summary

This course was designed to add to the basic understanding obtained in the prerequisite course offered by the AICPA. The construction industry is alive and well and relies heavily on the advice and expertise of the CPA. The uniqueness of the construction industry requires the CPA to gain a thorough understanding of the industry and additional tools in order to advise their contractor client to survive in this tough industry. The CPA's lack of understanding could result in a contractor's failure and a surety's losses.

Chapter 2

STRATEGIC PLANNING FOR THE CONSTRUCTION CONTRACTOR

LEARNING OBJECTIVES

After completing this chapter, you should be able to do the following:

Identify the steps in creating a strategic plan and its applicability to a construction contractor.

Recall the process to create annual operating and capital budgets including objective analysis of planned projects.

INTRODUCTION

Strategic planning and budgeting are key for all businesses, however, as construction contractors survive on on-going projects, they are critical for survival. This chapter will discuss both topics with a focus on contractor survival.

STRATEGIC PLANNING AND PLANS FOR CONSTRUCTION CONTRACTORS

Strategic planning is contractor's process of defining its future direction, or strategy, and making decisions on allocating its resources to pursue this strategy. It may also extend to activities for guiding the implementation of the strategy. Exhibit 2.1 details the typical contents of a strategic business plan.

Vision Statement

A vision statement is created to state why the contractor is in business.

Example 2-1 Example Vision Statement

XYZ Contractor's vision is to be the leading company in the development and construction of future environments for working, learning, and communication.

Mission Statement

A contractor's mission statement reflects a business's values and ideals its reason for being.

Example 2-2 Example Mission Statements

Example 1

To deliver high quality, cost effective projects on schedule by employing and supporting motivated, flexible and focused teams. We value the importance of our relationships and will continue to remain fair and true in our dealings with all employees, clients, vendors and partners. Our clients count on our dependability, our drive, and our integrity. We take great pride in our accomplishments and build on them every day.

Example 2

XYZ Company is dedicated to providing quality construction, technical and management services to our customers, we will strive to inherent a long term relationship with our customers based on safety, quality, timely service and an anticipation of their needs. To help fulfill this mission we will treat all employees fairly and involve them in the quality improvement process to insure responsiveness and cost effective work execution.

Example 3

Our mission is to provide our employees with an honest and helpful working environment where every employee individually and collectively can dedicate themselves to providing our customers with exceptional workmanship, exceptional service and professional integrity. Our commitment to the mission will allow XYZ Company to become not only a premier contractor, but the premier construction company in Northeast Ohio.

Notice that a vision statement and a mission statement are different. They are equally important in the makeup of a contractor's identity.

Core Values

Core values state the essence of a contractor's philosophy for achieving success. Core values provide all employees with a sense of common direction and guidelines for running a business and for day to day behavior, defining what is legal and right for the organization.

Example 2-3 Example Core Values Statement

Our core values include accountability, work ethic, safety, honesty, trust and dedication for our services provided.

Again, notice that core values, vision statements and mission statements are all different. Taken together, however, they go even further in defining a contractor's identity.

GOALS AND OBJECTIVES / KEY STRATEGIES

The goals and objectives of a contractor should focus on where company leaders want to be related to future markets, services, growth locations, sales, personnel, and so on. Exhibit 2.2 illustrates common goals that would be included for a contractor.

Sales Goals

Sales goals would be reflected in both annual sales increases over prior years and by different business segments within the company. These business segments may be by industry (highway, energy, public projects), by type of work (commercial, residential, service work, and so on) or by location.

Profit Percentage Goals

The overall profit percentage goal is really a composite of the expected return on sales broken down by the business segments discussed above. The net profit percentages will be different by segment; thus it is important to split this out so that it can be communicated to employees within each division.

Geographic Goals

Analysis of potential other geographical locations comes with both positives and negatives. We know that construction demand is strong normally where there is population growth and we must evaluate if it makes sense to attempt to move into new markets to provide construction services. A company can do this organically or by acquisition. A strategy needs to be evaluated as to whether the proper human resources can be hired and/or transferred to a new location or whether it would be better to attempt to make a strategic acquisition.

There are pros and cons to either strategy.

Organically

Pros: Less costly upfront, can control growth and risk associated therewith.

Cons: Lack of familiarity with the market and rules and regulations. Lack of goodwill that

potential acquisition may have.

Acquisition

Pros: Has established goodwill within the market, current customer base and familiarity with company's employees, assuming there is a good reputation.

Cons: Integration of acquisition in new company culture, unfamiliarity with new key employee qualifications and abilities, cost of buying the goodwill.

Potential Service Revenue Goals

Potential service revenue streams are critical to analyze for the construction contractor. Construction industry can be very cyclical and uneven in terms of revenue and profitability. Companies that can identify service lines that produce annuity stream revenues and profits can be very valuable. An example of this would be a fire sprinkler contractor who has a service and inspection division. These divisions normally aren't subject to the cycles that the construction industry is, because in this example they are required as part of governmental regulations. These can become very valuable in terms of cash flow and in terms of the value of the company when it comes time to implement an exit strategy.

New Market Goals

A company needs to continually analyze new markets that they may be able to enter and that are profitable. An example of this would be an electrical contractor who does inside work (that is, commercial construction contracts) who may want to examine whether they could enter the utility market to provide outside work which may be more profitable. To enter these markets, there has to be a thorough analysis of the cost and expertise needed to enter the new market.

Personnel Goals

Personnel goals commonly include a growth target, as well as an acquisition of skill target.

Technology Goals

Technology goals for a contractor would normally encompass targets for software, both design and architectural, as well as technology goals for internal use, such as accounting and finance technology.

MONITORING AND FOLLOW-UP

This piece is the key to a successful strategic plan. The plan itself should include a listing of who is responsible for each stage or duty within the plan, including a description on how the projected outcomes will be accomplished. It should include action plans and to-do lists and a comparison to the budgets and forecasts with a summary narrative of progress to the goal and objectives.

There should be a set number of meetings either quarterly or semi-annually to review progress.

A more detailed, revised strategic plan should be implemented every third year with the two years in between, hosting a shortened meeting where the quarterly or semi-annually review meetings are presented to the strategic planning group.

Discussion Question 2-1