01 31 00_Project_Management_and_Coordination_Rev 1_Amend 0003.pdf

FEDERAL AVIATION ADMINISTRATION MARCH 18, 2024

ANC New ATCT & TRACON/Base Building

PROJECT MANAGEMENT AND

COORDINATION

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SECTION 01 31 00 - PROJECT MANAGEMENT AND COORDINATION

PART 1 - GENERAL

1.1 SUMMARY

A. Section includes administrative provisions for coordinating construction operations on Project including, but not limited to, the following:

1. General project coordination procedures.

2. Administrative and supervisory personnel.

3. Coordination drawings.

4. Requests for Information (RFIs).

5. Project Web site.

6. Project meetings.

7. Web-Based Project Management Software Package.

1.2 DEFINITIONS

A. RFI: Request for Information from COR, Designer, or Contractor seeking information from each other during construction.

1.3 COORDINATION

A. Coordination: Coordinate construction operations included in different Sections of the

Specifications to ensure efficient and orderly installation of each part of the Work. Coordinate construction operations, included in different Sections that depend on each other for proper installation, connection, and operation.

1. Schedule construction operations in sequence required to obtain the best results where installation of one part of the Work depends on installation of other components, before or after its own installation.

2. Coordinate installation of different components to ensure maximum performance and accessibility for required maintenance, service, and repair.

3. Make adequate provisions to accommodate items scheduled for later installation.

4. Per Section 01 31 00 – 1.5-F, provide a qualified fulltime on-site Coordinating Engineer to coordinate project requirements and interface with the COR.

B. Coordination Drawings, General: Prepare coordination drawings in accordance with require-ments in individual Sections. Government record files shall be updated by the Contractor to in-clude layout and facility data shown on Shop Drawings, product submittals and material submit-tals approved in accordance with Section 01 33 00.

C. Project Coordination Schedule: The General Contractor will prepare and maintain a mutually agreed upon spatial coordination schedule with coordination drawing submittal milestones that meet the overall project construction schedule. Coordination drawing development, coordina-

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01 31 00-2 tion submittal drawing submission and review by the COR, fabrication duration, and delivery lead times will be included to support the project construction schedule.

D. Prepare memoranda for distribution to each party involved, outlining special procedures required for coordination. Include such items as required notices, reports, and list of attendees at meetings.

1. Prepare similar memoranda for COR and separate contractors if coordination of their

Work is required.

E. Coordination Meetings: The Coordinating Engineer shall host regular weekly (or more frequent) coordination meetings in accordance with Section 01 31 00 – 1.8-F. Attendance is mandatory by all Team members to maintain the coordination and construction schedules.

F. Administrative Procedures: Coordinate scheduling and timing of required administrative procedures with other construction activities to avoid conflicts and to ensure orderly progress of the Work. Such administrative activities include, but are not limited to, the following:

1. Preparation of Contractor's construction schedule.

2. Preparation of the schedule of values.

3. Installation and removal of temporary facilities and controls.

4. Delivery and processing of submittals.

5. Progress meetings.

6. Pre-installation conferences.

7. Coordination and support of Commissioning.

8. Startup and adjustment of systems.

9. Project closeout activities.

G. Conservation: Coordinate construction activities to ensure that operations are carried out with consideration given to conservation of energy, water, and materials. Coordinate use of temporary utilities to minimize waste.

1. Salvage materials and equipment involved in performance of, but not actually incorporated into, the Work. Refer to other Sections for disposition of salvaged materials that are designated as FAA's property.

1.4 KEY PERSONNEL

A. Key Personnel Names: Within seven (7) calendar days of Notice to Proceed, submit a list of key personnel assignments, including superintendent and other personnel in attendance at

Project site. Identify individuals and their duties and responsibilities; list addresses and telephone numbers, including home, office, and cellular telephone numbers and email addresses. Provide names, addresses, and telephone numbers of individuals assigned as standbys in the absence of individuals assigned to Project.

1. Post copies of list in project meeting room, in temporary field office, and by each temporary telephone. Keep list current at all times.

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1.5 CONTRACTOR PERSONNEL REQUIREMENTS

A. Project Manager with a minimum of a Bachelor of Science (BS) degree in Engineering or

Construction Management from an accredited institution of higher learning, or a technical degree, and a minimum of five ten (10) years of experience on projects of similar size and complexity. The Project Manager must be employed by the prime Contractor.

B. Project Superintendent with a minimum of ten (10) years of experience in coordinating subcontractors in heavy construction industry. Superintendent shall be capable of reading, writing, and conversing fluently in English language, on the job-site at all times during the performance of the contract. The individual must be familiar with the requirements of EM 385-

1-1 and have experience in the areas of hazard identification and safety compliance. The individual must be capable of interpreting a critical path schedule and construction drawings.

The qualification requirements for the alternate superintendent are the same as for the project superintendent. The Contracting Officer may request proof of the superintendent's qualifications at any point in the project if the performance of the superintendent is in question. This individual shall submit evidence of previous experience in coordinating these areas of work on projects of similar scale and complexity. The project Superintendent must be employed by the prime Contractor.

1. Non-Compliance Actions: The Project Superintendent is subject to removal by the Con-tracting Officer for non-compliance with requirements specified in the contract and for failure to manage the project to insure timely completion. Furthermore, the Contracting Of-ficer may issue an order stopping all or part of the work until satisfactory corrective action has been taken. No part of the time lost due to such stop orders is acceptable as the subject of claim for extension of time for excess costs or damages by the Contractor.

C. Quality Control (QC) Manager with a minimum of eight (8) years of experience as a superintendent, inspector, QC manager, project manager, project engineer or construction manager on similar size and type construction contracts that include the major trades that are part of this requirement. The QC Manager is required to be on site at all times and his duties can be combined with those of the Superintendent. The QC manager must be employed by the prime

Contractor. The QC manager will be responsible for implementing the QC plan.

D. Project Scheduler with minimum of five (5) years of experience in coordinating large complex construction projects involving multiple construction disciplines with a typical project length of

18 24 or more months.

E. BIM Specialist with experience in AutoDesk Revit 2012 and AutoDesk Navisworks 2012 or equivalent. The individual must have experience aggregating 3d BIM submittals and performing interference analysis. The BIM specialist should be able to link the BIM to a project scheduling software and produce 3d visual construction progress and look-ahead reports.

F. Coordinating Engineer, full-time person (from NTP through Substantial Completion) having the responsibility of coordinating all work between trades. This individual shall submit evidence of previous experience in coordinating these areas of work on projects of similar scale and complexity.

1. Responsibilities shall include but are not limited to:

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a. Facilitating coordination meetings between architectural/interior design, furniture/fixtures/equipment,structural, mechanical, electrical/telecommunications, and fire protection subcontractors.

b. Facilitating and reviewing coordinated BIM submittals and all subsequent revisions as required.

c. Reviewing all trades shop drawings following the approval of the coordinated

BIM.

d. Directing adjustments in the Work that shall be required to comply with the

Contract Documents.

1.3 REQUESTS FOR INFORMATION (RFIs)

A. General: Immediately on discovery of the need for additional information or interpretation of the Contract Documents, Contractor shall prepare and submit an RFI in the form specified to the

COR.

2. COR will return RFIs submitted by other entities controlled by Contractor with no response.

3. Coordinate and submit RFIs in a prompt manner so as to avoid delays in Contractor's work or work of subcontractors.

B. Content of the RFI: Include a detailed, legible description of item needing information or interpretation and the following:

1. Project name.

4. Project number.

5. Date.

6. Name of Contractor.

7. Name of COR.

8. RFI number, numbered sequentially.

9. RFI subject.

10. Specification Section number and title and related paragraphs, as appropriate.

11. Drawing number and detail references, as appropriate.

12. Field dimensions and conditions, as appropriate.

13. Contractor's suggested resolution. If Contractor's solution(s) impacts the Contract Time or the Contract Sum, Contractor shall state impact in the RFI.

14. Contractor's signature.

15. Attachments: Include sketches, descriptions, measurements, photos, Product Data, Shop

Drawings, coordination drawings, and other information necessary to fully describe items needing interpretation.

a. Include dimensions, thicknesses, structural grid references, and details of affected materials, assemblies, and attachments on attached sketches.

C. RFI Forms: Refer Section 01 10 12 Construction Administration Forms.

D. COR's Action: COR will review each RFI, determine action required, and respond. Allow fourteen (14) calendar days for COR’s response for each RFI. RFIs received by COR after 1:00

P.M. local time will be considered as received the following working day.

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1. The following RFIs will be returned without action:

a. Requests for approval of submittals.

b. Requests for approval of substitutions.

c. Requests for coordination information already indicated in the Contract

Documents.

d. Requests for adjustments in the Contract Time or the Contract Sum.

e. Requests for interpretation of Designer's actions on submittals.

f. Incomplete RFIs or inaccurately prepared RFIs.

2. COR's action may include a request for additional information, in which case COR's time for response will date from time of receipt of additional information.

3. COR's action on RFIs that may result in a change to the Contract Time or the Contract

Sum may be eligible for Contractor to submit Change Proposal according to Division 01

Section "Contract Modification Procedures."

a. If Contractor believes the RFI response warrants change in the Contract Time or the Contract Sum, notify COR in writing within four (4) calendar days of receipt of the RFI response.

E. On receipt of COR's action, update the RFI log and immediately distribute the RFI response to affected parties. Review response and notify COR within seven (7) calendar days if Contractor disagrees with response.

F. RFI Log: Prepare, maintain, and submit a tabular log of RFIs organized by the RFI number.

Submit log weekly. Use CSI Log Form 13.2B. Include the following:

1. Project name.

4. Name and address of Contractor.

5. RFI number including RFIs that were dropped and not submitted.

6. RFI description.

7. Date the RFI was submitted.

8. Date COR's response was received.

9. Identification of related Minor Change in the Work, Construction Change Directive, and

Proposal Request, as appropriate.

10. Identification of related Field Order, Work Change Directive, and Proposal Request, as appropriate.

1.8 PROJECT MEETINGS

A. General: Schedule and conduct meetings and conferences at Project site, unless otherwise indicated.

1. Attendees: Inform participants and others involved, and individuals whose presence is required, of date and time of each meeting. Notify COR of scheduled meeting dates and times.

2. Agenda: Prepare the meeting agenda. Distribute the agenda to all invited attendees.

3. Minutes: Contractor shall record significant discussions and agreements achieved.

Distribute the meeting minutes to everyone concerned, including COR, within three days of the meeting.

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B. Preconstruction Conference: CO will schedule and conduct a preconstruction conference before starting construction, at a time convenient to the government and the contractor.

1. Conduct the conference to review responsibilities and personnel assignments.

2. Attendees: CO, COR, project manager, project superintendent, quality control manager major subcontractors, and other subcontractors needed to start the work; suppliers; and other concerned parties shall attend the conference. Participants at the conference shall be familiar with Project and authorized to conclude matters relating to the Work.

3. Agenda: Discuss items of significance that could affect progress, including the following:

a. Tentative construction schedule.

b. Phasing/sequencing.

c. Permits

d. Critical work sequencing and long-lead items.

e. Designation of key personnel and their duties.

f. Lines of communications.

g. Procedures for processing field decisions and Change Orders.

h. Procedures for RFIs.

i. Procedures for testing and inspecting.

j. Procedures for processing Applications for Payment.

k. Distribution of the Contract Documents.

l. Submittal procedures.

m. Sustainable design requirements.

n. Site Safety Requirements

o. Preparation of record documents.

p. Use of the premises.

q. Work restrictions.

r. Working hours.

s. FAA's occupancy requirements.

t. Responsibility for temporary facilities and controls.

u. Procedures for moisture and mold control.

v. Procedures for disruptions and shutdowns.

w. Construction waste management and recycling.

x. Parking availability.

y. Office, work, and storage areas.

z. Equipment deliveries and priorities.

aa. First aid.

bb. Security.

cc. Progress cleaning.

dd. Environmental requirements and procedures, including but not limited to:

1) Erosion and Sediment control;

2) Solid Waste Management Plan;

3) IAQ Management Plan;

4) Environmental Management Plan;

5) Commissioning.

4. Minutes: Contractor shall record and distribute meeting minutes.

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C. Pre-installation Conferences: Conduct a preinstallation conference at Project site before each construction activity that requires coordination with other construction.

1. Attendees: Installer and representatives of manufacturers and fabricators involved in or affected by the installation and its coordination or integration with other materials and installations that have preceded or will follow, shall attend the meeting. Advise COR of scheduled meeting dates.

2. Agenda: Review progress of other construction activities and preparations for the particular activity under consideration, including requirements for the following:

a. Contract Documents.

b. Options.

c. Related RFIs.

d. Related Change Orders.

e. Purchases.

f. Deliveries.

g. Submittals.

h. Review of mockups.

i. Possible conflicts.

j. Compatibility problems.

k. Time schedules.

l. Weather limitations.

m. Manufacturer's written recommendations.

n. Warranty requirements.

o. Compatibility of materials.

p. Acceptability of substrates.

q. Temporary facilities and controls.

r. Space and access limitations.

s. Regulations of authorities having jurisdiction.

t. Testing and inspecting requirements.

u. Installation procedures.

v. Coordination with other work.

w. Required performance results.

x. Protection of adjacent work.

y. Protection of construction and personnel.

3. Contractor shall record significant conference discussions, agreements, and disagreements, including required corrective measures and actions.

4. Reporting: Distribute minutes of the meeting to each party present and to other parties requiring information.

5. Do not proceed with installation if the conference cannot be successfully concluded.

Initiate whatever actions are necessary to resolve impediments to performance of the

Work and reconvene the conference at earliest feasible date.

D. Project Closeout Conference: Schedule and conduct a Project closeout conference, at a time convenient to the COR, but no later than 30 days prior to the scheduled date of Substantial

Completion.

1. Conduct the conference to review requirements and responsibilities related to Project closeout.

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2. Attendees: Authorized representatives of COR; Contractor and its superintendent; major subcontractors; suppliers; and other concerned parties shall attend the meeting.

Participants at the meeting shall be familiar with Project and authorized to conclude matters relating to the Work.

3. Agenda: Discuss items of significance that could affect or delay Project closeout, including the following:

a. Preparation of record documents.

b. Procedures required prior to inspection for Substantial Completion and for final inspection for acceptance.

c. Submittal of written warranties.

d. Requirements for preparing sustainable design documentation.

e. Requirements for preparing operations and maintenance data.

f. Requirements for demonstration and training.

g. Preparation of Contractor's punch list.

h. Procedures for processing Applications for Payment at Substantial Completion and for final payment.

i. Submittal procedures.

j. Coordination of separate contracts.

k. FAA's partial occupancy requirements.

l. Installation of FAA's furniture, fixtures, and equipment.

m. Responsibility for removing temporary facilities and controls.

4. Minutes: Contractor shall record and distribute meeting minutes.

E. Progress Meetings: Construction manager shall conduct progress meetings at weekly intervals.

1. Coordinate dates of meetings with preparation of payment requests.

2. Attendees: In addition to representatives of the COR, each contractor, subcontractor, supplier, and other entity concerned with current progress or involved in planning, coordination, or performance of future activities shall be represented at these meetings.

All participants at the meeting shall be familiar with Project and authorized to conclude matters relating to the Work.

3. Agenda: Review and correct or approve minutes of previous progress meeting. Review other items of significance that could affect progress. Include topics for discussion as appropriate to status of Project.

a. Contractor's Construction Schedule: Review progress since the last meeting.

Determine whether each activity is on time, ahead of schedule, or behind schedule, in relation to Contractor's construction schedule. Determine how construction behind schedule will be expedited; secure commitments from parties involved to do so. Discuss whether schedule revisions are required to ensure that current and subsequent activities will be completed within the Contract Time.

1) Review schedule for next period.

b. Review present and future needs of each entity present, including the following:

1) Interface requirements.

2) Sequence of operations.

3) Status of submittals.

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4) Deliveries.

5) Off-site fabrication.

6) Access.

7) Site utilization.

8) Temporary facilities and controls.

9) Progress cleaning.

10) Quality and work standards.

11) Status of correction of deficient items.

12) Field observations.

13) Status of RFIs.

14) Status of proposal requests.

15) Pending changes.

16) Status of Change Orders.

17) Pending claims and disputes.

18) Documentation of information for payment requests.

19) Status of environmental plans.

20) Commissioning efforts.

4. Minutes: Contractor shall record and distribute the meeting minutes to each party present and to parties requiring information.

a. Schedule Updating: Revise Contractor's construction schedule after each progress meeting where revisions to the schedule have been made or recognized. Issue revised schedule concurrently with the report of each meeting.

F. Coordination Meetings: Conduct project coordination meetings at weekly intervals. Project coordination meetings are in addition to specific meetings held for other purposes, such as progress meetings and preinstallation conferences.

1. Attendees: In addition to COR, each contractor, subcontractor, supplier, coordination engineer, BIM modeler and other entity concerned with current progress or involved in planning, coordination, or performance of future activities shall be represented at these meetings. All participants at the meetings shall be familiar with Project and authorized to conclude matters relating to the Work.

2. Agenda: Review and correct or approve minutes of the previous coordination meeting.

Review other items of significance that could affect progress. Include topics for discussion as appropriate to status of Project.

a. Combined Contractor's Construction Schedule: Review progress since the last coordination meeting. Determine whether each contract is on time, ahead of schedule, or behind schedule, in relation to combined Contractor's construction schedule. Determine how construction behind schedule will be expedited; secure commitments from parties involved to do so. Discuss whether schedule revisions are required to ensure that current and subsequent activities will be completed within the Contract Time.

b. Schedule Updating: Revise combined Contractor's construction schedule after each coordination meeting where revisions to the schedule have been made or recognized. Issue revised schedule concurrently with report of each meeting.

c. Review present and future needs of each contractor present, including the following:

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1) Revise list below to suit Project.

2) Interface requirements.

3) Sequence of operations.

4) Status of submittals.

5) Deliveries.

6) Off-site fabrication.

7) Access.

8) Site utilization.

9) Temporary facilities and controls.

10) Work hours.

11) Hazards and risks.

12) Progress cleaning.

13) Quality and work standards.

14) Change Orders.

3. Reporting: Contractor shall record meeting results and distribute copies to everyone in attendance and to others affected by decisions or actions resulting from each meeting.

PART 2 - PRODUCTS (Not Used)

PART 3 - EXECUTION (Not Used)

END OF SECTION 01 31 00