01 31 00 - PROJECT MANAGEMENT AND COORDINATION REV 1.pdf

FAA | AJW-2E11A

EWR, ATCT, HVAC SPLIT-SYSTEM INSTALLATION

APRIL 2026

PROJECT MANAGEMENT AND COORDINATION 01 31 00 - 1

REV 1

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.

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.

B. Coordination Drawings, General: Prepare coordination drawings in accordance with require-ments in individual Sections.

1.4 KEY PERSONNEL

A. Key Personnel Names: Within 14 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.

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

1.5 CONTRACTOR PERSONNEL REQUIREMENTS

A. Project Manager with a minimum ten (10) years of experience with scheduling, managing, and coordinating subcontractors on projects with complex mechanical, electrical, and control systems in the heavy construction industry. A full time project manager is not required for this contract.

B. Project Superintendent with a minimum of five (5) years of experience in coordinating mechanical, electrical, and control subcontractors in heavy construction industry. The project superintendent is expected to be on site at all times when construction is ongoing.

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.

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

2. 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.

3. Project number.

4. Date.

5. Name of Contractor.

6. Name of COR.

7. RFI number, numbered sequentially.

8. RFI subject.

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

10. Drawing number and detail references, as appropriate.

11. Field dimensions and conditions, as appropriate.

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

13. Contractor's signature.

14. 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: See KSN site.

https://ksn2.faa.gov/ajw/es1/esa/tsw/TSS/EWR_25020943/SitePages/Home.aspx

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D. COR's Action: COR will review each RFI, determine action required, and respond. Allow fourteen 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.

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.

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. 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.

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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.

B. Preconstruction Conference: COR will schedule and conduct a preconstruction conference before starting construction, at a time convenient to the government and the Contractor, but no later than 15 days after execution of the Agreement.

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

2. Attendees: Authorized representatives of COR's; project manager, project superintendent;

major subcontractors; 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. Critical work sequencing and long-lead items.

d. Designation of key personnel and their duties.

e. Lines of communications.

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. Use of the premises.

n. Work restrictions.

o. Working hours.

p. FAA's occupancy requirements.

q. Responsibility for temporary facilities and controls.

r. Procedures for moisture and mold control.

s. Procedures for disruptions and shutdowns.

t. Construction waste management and recycling.

u. Parking availability.

v. Office, work, and storage areas.

w. Equipment deliveries and priorities.

x. First aid.

y. Security.

z. Progress cleaning.

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

1) Solid Waste Management Plan;

2) IAQ Management Plan;

3) Procedures for noise and acoustics management;

4) Environmental Management Plan;

5) Commissioning.

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

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 60 days prior to the scheduled date of Substantial Completion.

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

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. Coordination Meetings: Conduct project coordination meetings as needed. 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, 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. Discuss whether schedule revisions are required to ensure that current and subsequent activities will be completed within the Contract Time.

PART 2 - PRODUCTS (Not Used)

PART 3 - EXECUTION (Not Used)

END OF SECTION 01 31 00

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

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