GSA 01 31 00 PROJECT MANAGEMENT COORDINATION.docx

Eagle Pass I & II LPOE Eagle Pass, Texas Kahua #352

Santa Teresa Land Port of Entry BRIC Santa Teresa, New Mexico Kahua #353

SECTION 01 31 00 - PROJECT MANAGEMENT AND COORDINATION DB V

PART 1 GENERAL

1.1 SUMMARY

A. This section includes certain administrative provisions for managing and coordinating construction operations, including but not limited to the following:

1. General project coordination (including the coordination of pre-construction submittals)

2. Coordination drawings

3. Conservation

4. Administrative and supervisory personnel.

5. Conferences and meetings.

6. Utility service interruptions.

7. Cleaning and protection.

1.2 GENERAL PROJECT COORDINATION

A. Coordination of Trades: Coordinate construction operations included in the various sections of the Specifications to provide an efficient and orderly installation of each part of the Work. Coordinate construction operations included under different sections of the Specifications that depend on each other for proper installation, connection or operation. Keep pipes, ducts, conduit, and the like as close as possible to ceiling slab, walls, and columns to take up a minimum amount of space. Locate pipes, ducts, and equipment so that they do not interfere with the intended use of eye bolts and other lifting devices. Assure all controls can be reached and operated.

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

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

B. Notification: Prepare and distribute memoranda to each party involved, outlining special procedures required for coordination. Include notices, reports and meeting minutes as part of the memoranda.

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

1. Preparation of schedules.

2. Installation and removal of temporary facilities.

3. Delivery and processing of submittals.

4. Progress meetings.

5. Project closeout activities.

1.3 COORDINATION DRAWINGS

A. Prepare coordination drawings and/or BIM model and data where coordination is needed for installation of products and materials fabricated by separate entities, and prepare coordination drawings where limited space availability necessitates maximum use of the space for efficient installation of different components.

1. Show the relationship of components from the separate shop drawings. Indicate functional and spatial relationships of components of civil systems

2. Indicate required installation sequences.

3. Comply with shop drawing requirements for sheet size and submittal methods specified in GSA FY23 01 33 00 SUBMITTAL PROCEDURES.

B. Work installed prior to full coordination and resolution of detected clashes shall be at the Contractor’s risk. Subsequent relocations required to avoid interferences shall be made without additional expense to the Government. In the event that interference develops, the Government will decide which work shall be relocated, regardless of which was installed first.

1.4 CONSERVATION

A. Coordinate conservation of energy, water and materials in the conduct of construction operations. Salvage materials and equipment involved in the performance of, but not incorporated into, the Work.

B. Comply with Green Purchasing Plan requirements.

C. Waste Management Plan: Establish a program to maximize recycling of waste materials. Program shall include the following:

1. Designation of a waste management coordinator.

2. Identification of recyclable materials.

3. Identification of available local recycling firms and agencies to receive recyclable materials.

4. Establishment of quantity goals for collection of recyclable material.

5. Designation of one or more locations on the project site for collection, sorting and temporary storage of recyclable materials.

6. Means and schedule for transporting and delivery of recyclable materials to recycling firms and agencies.

7. Implementation of the Waste Management Plan: Contractor's waste management coordinator shall provide on-site instruction of workers in the identification, separation and handling of recyclable materials, and shall manage the process for the duration of the Contract.

a. Contractor shall lay out and define specific areas to facilitate separation of materials for recycling, and shall maintain collection bins clearly marked to avoid contamination of the recyclable materials.

b. The waste management coordinator shall report monthly, in writing, the quantity of each recyclable material collected during the previous month and cumulatively to date, compared to the quantity goal, and other points of interest. Copies of each report shall be distributed to each significant stakeholder of the project, including the Government.

1.5 ADMINISTRATIVE AND SUPERVISORY PERSONNEL

A. The Contractor shall provide administrative and supervisory personnel for proper performance of the Work.

B. Project Coordinator: Provide a project coordinator, experienced in the administration and supervision of building construction, including all systems required in the project. The project coordinator shall be authorized to act as the coordinator of construction activities, including but not limited to the following:

1. Scheduling and sequencing of Work.

2. Sharing access to work spaces.

3. Installations.

4. Protection of work.

5. Cutting and patching

6. Selections for compatibility.

7. Preparation of coordination of drawings.

8. Inspection and tests.

9. Temporary services and facilities.

C. Safety and Health Officer: Provide a safety and health officer whose duties shall consist of developing and implementing safety and health programs specified in GSA FY23 01 59 50 SAFETY and HEALTH .

D. Provide a waste management coordinator whose duties shall consist of developing and implementing a program for maximizing recycling of waste.

1.6 CONFERENCES AND MEETINGS

A. Schedule and conduct meetings and conferences at the project site, unless otherwise indicated. Inform participants and others involved, and individuals whose presence is required, of date and time of each meeting. Notify the Contracting Officer and Construction Manager of scheduled meeting dates and times. The Contractor shall prepare the meeting agenda and distribute to all invited attendees at least 48 hours prior to the meeting. Record significant discussions and agreements achieved and submit draft minutes to the CM and GSA COR for review and approval within three business days after the meeting. Distribute the meeting minutes to the project team via PMIS.

B. Project Kickoff Meeting: This typically coincides with the Contracting Officer’s Notice to Proceed:

1. Agenda: The following shall be covered in the Kick-Off Meeting:

a. Introduction of stakeholders.

b. Program requirements review.

c. Concept development.

d. Discussion about any unresolved procurement phase questions and any issues pertaining to the project performance requirements.

e. Discussion of how these issues will be addressed during the project.

f. Presentation of the preliminary design and construction schedule.

g. Review of action items C. Pre-construction Conference: Schedule a pre-construction conference before starting construction], but no later than 14 business days after approval of the 100% Construction Documents. Hold the conference at or near the project site. Conduct the meeting to review responsibilities and personnel assignments.

1. Attendees: All key DB team representatives including major subcontractors, suppliers, GSA, CMa, and other concerned parties shall attend the conference. All participants at the conference shall be familiar with the project and authorized to conclude matters relating to the work. Other participants may include

a. Tenant Occupants – Customs and Border Protection (CBP)

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

a. Project Communications including the use of (PMIS) - Kahua

b. Tentative construction schedule

c. Phasing

d. Critical work sequencing and long-lead items

e. Designation of key personnel and their duties

f. Procedures for processing field decisions and Change Orders

g. Procedures for RFIs

h. Procedures for testing and inspecting

i. Procedures for processing Applications for Payment

j. Distribution of the Contract Documents

k. Submittal procedures

l. Preparation of Record Documents

m. Work restrictions

n. Notification requirements

o. Responsibility for temporary facilities and controls

p. Construction waste management and recycling

q. Parking availability

r. Work and storage areas

s. Equipment deliveries and priorities

t. First aid and reporting injuries/incidents

u. Security

v. Project Safety and Health program

w. Progress cleaning

x. Working hours

3. Minutes: The Contractor shall record and distribute meeting minutes within 7 calendars day of the meeting.

D. Pre-installation Conferences: Conduct a pre-installation conference at the project site before each construction activity that requires coordination with other construction. The conference shall be scheduled a minimum of 1 week before the scheduled start of an activity.

1. Attendees: GSA, 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 the Construction Manager 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. Possible conflicts

i. Compatibility problems

j. Time schedules

k. Weather limitations

l. Manufacturer's written recommendations

m. Warranty requirements

n. Compatibility of materials

o. Acceptability of substrates

p. Temporary facilities and controls

q. Space and access limitations

r. Regulations of authorities having jurisdiction

s. Testing and inspecting requirements

t. Installation procedures

u. Coordination with other work

v. Required performance results

w. Protection of adjacent work

x. Protection of construction and personnel

y. First aid and reporting injuries/incidents

z. Quality control procedures and work standards

3. Record significant discussions, agreements, and disagreements, including required corrective measures and actions.

4. Reporting: The Contractor shall prepare and distribute minutes of the meeting to each party present and other concerned parties not present.

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 possible date.

E. Progress Meetings: The Government or designee shall conduct progress meetings at the project site at weekly intervals.

1. Attendees: In addition to the Contractor's and Government's representatives, each subcontractor, supplier, or other entity concerned with current progress or involved in planning, coordination, or performance of future activities shall be represented. All participants at the conference shall be familiar with the project and authorized to conclude matters relating to the Work.

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

a. Contractor's Construction Schedule: Review progress since the last progress meeting. Determine where each activity is in relation to the Contractor's accepted construction schedule, whether on time or ahead or behind 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. Provide a 3- week schedule look ahead.

b. Review the present and future needs of each entity present, including but not limited to the following:

1) Time

2) Sequences of operations

3) Status of submittals

4) Deliveries

5) Off-site fabrication

6) Access

7) Site utilization

8) Temporary facilities and controls

9) Hours of work

10) Hazards and risks

11) Housekeeping and progress cleaning

12) Quality and work standards

13) Change Orders

14) Documentation of information for payment requests

15) Updating of Record Documents

3. Schedule Updating: The Contractor shall revise the look-ahead schedule after each progress meeting where revisions to the schedule have been made or recognized. The revised schedule shall be issued concurrently with the report of each meeting. These revisions shall also be reflected in the subsequent monthly CPM Schedule update.

F. Project Closeout Conference: The contractor will schedule and conduct a project closeout conference no later than 90 days prior to the scheduled date of Substantial Completion.

1. Attendees: Authorized representatives of the Contractor, GSA, CM, and other concerned parties shall attend the meeting. Participants at the meeting shall be familiar with the project and authorized to conclude matters relating to the Work.

2. 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. Coordination of submission of written warranties

d. Requirements for preparing operations and maintenance data

e. Preparation of Contractor's punch list

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

g. Submittal procedures.

h. Coordination of separate contracts, if any.

i. GSA's partial occupancy requirements.

j. Responsibility for removing temporary facilities and controls

3. Minutes: Entity conducting meetings will record and distribute meeting minutes within 3 working days. Meeting Minutes should be uploaded or documented within PMIS.

1.3 UTILITY SERVICE INTERRUPTIONS

A. Utility Service Interruption Plan: If necessary, within 10 calendar days from Notice to Proceed (NTP) Contractor shall submit a utility service interruption plan for the project. Plan shall include dates and times of each scheduled interruption, with estimated period of outage, list of existing equipment that will be affected by the interruption, proposed sequence of equipment shut-down and start-up, and responsible personnel.

1. Keep interruptions and periods of interruption to a minimum.

2. Schedule interruptions during times when the facility is unoccupied.

3. Plan must be approved in writing by the Building Manager and the Government or the Government's representative. If not approved, consult with the Building Manager, and revise and resubmit the plan until approved.

B. Coordination of Interruptions: Sufficiently in advance of each scheduled utility interruption, the Contractor shall issue a notice to all affected parties, confirming each provision of the interruption, or canceling and rescheduling. Coordinate with the Building Manager and Government's representative, and confirm that the responsible personnel are prepared to execute the shut-down and start-up of affected existing equipment, prior to each interruption.

1.4 SUBMITTALS

A. Subcontract List: Within 10 calendar days from Notice to Proceed (NTP) prepare a written summary identifying individuals or firms proposed for each portion of the Work, including those who are to furnish products or equipment fabricated to a special design. Include the following information in tabular form:

1. Name, address, and telephone number of entities performing subcontract or supplying products.

2. Number and title of related Specification Section(s) covered by subcontract.

3. Drawing number and detail references, as appropriate, covered by subcontract.

4. Coordination Drawings: Comply with the shop drawing requirements specified in Division 1 Section "Submittal Procedures".

B. Waste Management: Within 10 calendar days after commencement of construction, submit the waste management plan, followed by monthly implementation reports.

C. Staff Names: Within 7 calendar days after commencement of construction, submit a list of principal staff assignments, including the superintendent and other primary personnel at the Project site. Identify individuals by name, duties and responsibilities, home address, and business and home telephone numbers.

1. Post copies of this list in GSA’s Project Management System, in the project meeting room, temporary field office and at each temporary telephone location.

D. Utility Service Interruptions: No later than 7 calendar days prior to the first planned interruption, submit the utility service interruption plan, followed by confirmed scheduled shut-down notices at least 3 calendar days prior to each interruption.

PART 2 PRODUCTS (Not Used)

PART 3 EXECUTION

3.1 GENERAL COORDINATION PROVISIONS

A. Inspection of Conditions: Prior to installations, require the installer of each major component to inspect both the substrate and conditions under which work is to be performed.

1. Do not proceed until unsatisfactory conditions have been corrected in an acceptable manner.

2. Coordinate temporary enclosures with required inspections and tests to minimize the necessity of uncovering completed construction for that purpose.

B. Construction in Progress: Keep construction in progress, and adjoining materials in place, clean during handling and installation. Apply protective coverings where required for protection from damage or deterioration.

C. Completed Construction: Clean completed construction, and provide maintenance, as frequently as necessary to prevent damage or soiling or other deterioration through the remainder of the construction period. Adjust and lubricate operable components as necessary to assure operability without damage.

D. Limiting Exposures: Supervise construction operations to prevent exposure of any part of construction, completed or in progress, to harmful, dangerous, damaging or otherwise deleterious conditions during the construction period. Such conditions include but are not limited to the following:

1. Excessive static or dynamic loading.

2. Excessive internal or external pressures.

3. Excessively high or low temperatures.

4. Thermal shock.

5. Excessively high or low humidity.

6. Pollution and air contamination.

7. Water or ice.

8. Chemicals and solvents.

9. Light.

10. Radiation.

11. Puncture.

12. Abrasion.

13. Heavy traffic.

14. Soiling, staining, and corrosion.

15. Bacteria.

16. Rodent and insect infestation.

17. Combustion.

18. Electrical current.

19. High-speed operation.

20. Improper lubrication.

21. Unusual wear or other misuse.

22. Contact between incompatible materials.

23. Destructive testing.

24. Misalignment.

25. Excessive weathering.

26. Unprotected storage.

27. Improper shipping or handling.

28. Theft or vandalism.

END OF SECTION 01 31 00

June 17, 2025 PROJECT MANAGEMENT & COORDINATION 01 31 00 - Page 2 of 2