013100 - PROJECT MANAGEMENT AND COORDINATION.DOC

UNIT TRAINING EQUIPMENT SITE ADD/ALT

Copyright 2010 by The American Institute of Architects (AIA)

Exclusively published and distributed by Architectural Computer Services, Inc. (ARCOM) for the AIA

SECTION 013100 - PROJECT MANAGEMENT AND COORDINATION

Revise this Section by deleting and inserting text to meet Project-specific requirements.

This Section uses the term "Architect." Change this term to match that used to identify the design professional as defined in the General and Supplementary Conditions.

Verify that Section titles referenced in this Section are correct for this Project's Specifications; Section titles may have changed.

PART 1 - GENERAL

1.1 RELATED DOCUMENTS

Retain or delete this article in all Sections of Project Manual.

A. Drawings and general provisions of the Contract, including General and Supplementary Conditions and other Division 01 Specification Sections, apply to this Section.

1.2 SUMMARY

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

1. General coordination procedures.

2. Coordination Drawings.

3. Requests for Information (RFIs).

4. Project meetings.

Retain first paragraph below only for a project using multiple contracts, revise to suit local laws and regulations. Some states and certain county and municipal jurisdictions prohibit assigning responsibility for coordination on a construction project to any contractor involved in Project. This usually forces Owner, who is often the jurisdiction itself, or Architect, into construction-management activities. Coordinate with Section 011200 "Multiple Contract Summary."

B. Each contractor shall participate in coordination requirements. Certain areas of responsibility are assigned to a specific contractor.

C. Related Requirements:

Retain subparagraphs below to cross-reference requirements Contractor might expect to find in this Section but are specified in other Sections.

1. Section 013200 "Construction Progress Documentation" for preparing and submitting Contractor's construction schedule.

2. Section 017300 "Execution" for procedures for coordinating general installation and field-engineering services, including establishment of benchmarks and control points.

3. Section 017700 "Closeout Procedures" for coordinating closeout of the Contract.

4. Section 018100 "General Commissioning Requirements" for coordinating the Work with Owner's Commissioning Authority.

1.3 DEFINITIONS

Retain terms that remain after this Section has been edited for a project.

A. RFI: Request from Contractor seeking information required by or clarifications of the Contract Documents.

1.4 GENERAL COORDINATION PROCEDURES

Requirements in this article expand requirements in the General Conditions. Delete if the General Conditions suit Project requirements and specific actions required.

Retain one of two "Coordination" paragraphs below. Retain first paragraph for work performed under a single contract.

A. Coordination: It is the Contractor's responsibility to coordinate construction operations included in different Sections of the Specifications to ensure efficient and orderly installation of each part of the Work that may depend on other parts of the Work 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 with other contractors/subcontractors to ensure maximum accessibility for required maintenance, service, and repair.

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

4. Where availability of space is limited, coordinate installation of different components to ensure maximum performance and accessibility for required maintenance, service, and repair of the components for all systems, including mechanical, electrical, and HVAC.

B. 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 Government and separate contractors if coordination of their Work is required.

C. Administrative Procedures: Coordinate scheduling and timing of required administrative procedures with other construction activities and activities of other contractors 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. Project closeout activities.

8. Startup and adjustment of systems.

9. Project closeout activities.

D. Conservation: Coordinate construction activities to ensure that operations are carried out with consideration given to conservation of energy, water, and materials.

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 Owner's property.

1.5 COORDINATION DRAWINGS

Delete requirements for coordination drawings in "Coordination Drawings, General" Paragraph below if installation is completely shown and adequately coordinated on Shop Drawings prepared by a single fabricator. Coordinate with individual Sections.

A. Coordination Drawings, General: Prepare coordination drawings according to requirements in individual Sections, and additionally where installation is not completely shown on Shop Drawings, where limited space availability necessitates coordination, or if coordination is required to facilitate integration of products and materials fabricated or installed by more than one entity.

1. Content: Project-specific information, drawn accurately to a scale large enough to indicate and resolve conflicts. Do not base coordination drawings on standard printed data. Include the following information, as applicable:

a. Use applicable Drawings as a basis for preparation of coordination drawings. Prepare sections, elevations, and details as needed to describe relationship of various systems and components.

Retain first subparagraph below for projects requiring integrated coordination drawings showing information prepared by multiple contractors.

b. Coordinate the addition of trade-specific information to the coordination drawings by multiple contractors in a sequence that best provides for coordination of the information and resolution of conflicts between installed components before submitting for review.

c. Indicate functional and spatial relationships of components of architectural, structural, civil, mechanical, and electrical systems.

d. Indicate space requirements for routine maintenance and for anticipated replacement of components during the life of the installation.

e. Show location and size of access doors required for access to concealed dampers, valves, and other controls.

f. Indicate required installation sequences.

g. Indicate dimensions shown on the Drawings. Specifically note dimensions that appear to be in conflict with submitted equipment and minimum clearance requirements. Provide alternate sketches to the Contracting Officer indicating proposed resolution of such conflicts. Minor dimension changes and difficult installations will not be considered changes to the Contract.

Retain "Coordination Digital Data Files" Paragraph below and delete "Coordination Drawing Organization" Paragraph above if requiring electronic files for coordination drawings submittal for review and for record.

2. Sheet Size: At least 8-1/2 by 11 inches (215 by 280 mm) but no larger than 30 by 40 inches (750 by 1000 mm).

3. Number of Copies: Submit 6(six) copies of each submittal. The Architect through the Contracting Officer will return 3(three).

a. Submit 6 (six) copies where Coordination Drawings are required for operation and maintenance manuals. The Government will retain 3 (three) copies; and return 3 (three). Mark up and retain one returned copy as a Project Record Drawing.

4. Refer to individual Sections for Coordination Drawing requirements for Work in those Sections.

1.6 REQUESTS FOR INFORMATION (RFIs)

Revise this article to suit Project, special Owner requirements, and office practice.

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.

1. Contracting Officer will return RFIs submitted to Contracting Officer 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.

If needed, insert requirements to define frivolous RFIs. Some owners and design professionals include a provision that assesses the cost of the design professional's time and materials to Contractor for unnecessary or frivolous RFIs.

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

1. Project name.

2. Project number.

3. Date.

4. Name of Contractor.

5. Name of Architect.

6. RFI number, numbered sequentially.

7. RFI subject.

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

9. Drawing number and detail references, as appropriate.

10. Field dimensions and conditions, as appropriate.

11. Contractor's suggested resolution. If Contractor's suggested resolution impacts the Contract Time or the Contract Sum, Contractor shall state impact in the RFI.

12. Contractor's signature.

13. 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: Software-generated form with substantially the same content as indicated above, acceptable to the Contracting Officer.

1. Attachments shall be electronic files in Adobe Acrobat PDF format.

D. Contracting Officer’s Action: Contracting Officer will review each RFI, determine action required, and respond. Allow seven working days for Architect's response for each RFI. RFIs received by the Contracting Officer after 1:00 p.m. will be considered as received the following working day.

1. The following Contractor-generated RFIs will be returned without action:

a. Requests for approval of submittals.

b. Requests for approval of substitutions.

c. Requests for approval of Contractor's means and methods.

d. Requests for coordination information already indicated in the Contract Documents.

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

f. Requests for interpretation of Architect's actions on submittals.

g. Incomplete RFIs or inaccurately prepared RFIs.

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

3. Contracting Officer'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 Section 012600 "Contract Modification Procedures."

a. If Contractor believes the RFI response warrants change in the Contract Time or the Contract Sum, notify the Contracting Officer in writing within 10 days of receipt of the RFI response.

E. RFI Log: Prepare, maintain, and submit a tabular log of RFIs organized by the RFI number. Submit log monthly. Software log with not less than the following:

1. Project name.

2. Name and address of Contractor.

3. Name and address of Architect.

4. RFI number including RFIs that were returned without action or withdrawn.

5. RFI description.

6. Date the RFI was submitted.

7. Date Contracting Officer’s response was received.

F. On receipt of Contracting Officer’s action, update the RFI log and immediately distribute the RFI response to affected parties. Review response and notify Contracting Officer within seven days if Contractor disagrees with response.

Retain one of two subparagraphs below. First subparagraph is for use with AIA Document A201; second is for use with EJCDC Document C-700.

1. Identification of related Minor Change in the Work, Construction Change Directive, and Proposal Request, as appropriate.

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

1.7 PROJECT MEETINGS

A. Preconstruction Conference: The Government will schedule a preconstruction conference before allowing construction to proceed, at a time convenient to most parties, but no later than 15 (fifteen) days prior to the Notice to Proceed being issued. This meeting will be held at the project site or other convenient location.

1. Attendees: Authorized representatives of Owner, Architect, and their consultants; Contractor and its superintendent; major subcontractors; suppliers; and other concerned parties. All participants at the conference shall be familiar with Project and authorized to conclude matters relating to the Work.

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

a. Tentative construction schedule.

b. Phasing.

c. Critical work sequencing and long-lead items.

d. Designation of key personnel and their duties.

e. Procedures for processing field decisions and Change Orders.

f. Procedures for RFIs.

g. Procedures for testing and inspecting.

h. Procedures for processing Applications for Payment.

i. Distribution of the Contract Documents.

j. Submittal procedures.

k. LEED requirements.

l. Preparation of Record Documents.

m. Use of the premises and existing building.

n. Work restrictions.

o. Owner's occupancy requirements.

p. Responsibility for temporary facilities and controls.

q. Construction waste management and recycling.

r. Parking availability.

s. Office, work, and storage areas.

t. Equipment deliveries and priorities.

u. First aid.

v. Security.

w. Progress cleaning.

x. Working hours.

y. Deliveries

z. Other items as needed.

3. Meeting Minutes: Technical Inspector will record and distribute meeting minutes.

a. Progress Meetings: The Government will conduct weekly or biweekly (frequency will be determined by status of Project) progress meetings. The first and subsequent meetings will be determined after the Notice to Proceed is issued.

b. Attendees: In addition to representatives of Owner and Architect, 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 conference shall be familiar with Project and authorized to conclude matters relating to the Work.

c. 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 and may include some or all of the following:

d. 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.

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

1) Interface requirements.

2) Sequence of operations.

3) Status of submittals.

4) Review schedule for next period

5) Deliveries.

6) Off-site fabrication.

7) Access.

8) Site utilization.

9) Temporary facilities and controls.

10) Work hours.

11) Safety-Hazards and risks.

12) Progress cleaning.

13) Quality and work standards.

14) Status of correction of deficient items.

15) Field observations.

16) RFIs.

17) Status of proposal requests.

18) Pending changes.

19) Status of Change Orders.

20) Pending claims and disputes.

f. Documentation of information for payment requests.

1) Minutes: It is the A &E's responsibility to record and distribute the meeting minutes, if they are in attendance. If not a General contractor representative will take notes and distribute meeting minutes.

2) Reporting: Distribute minutes of the meeting to each party present and to parties who should have been present.

B. Coordination Meetings: It is the Contractor's responsibility to determine the need and to conduct any required coordination meetings.

1.8 PERSONNEL

A. Key Personnel Names: A list of key personnel assignments, including superintendent and other personnel for this project are required before a Notice to Proceed (NTP) will be issued. Identify individuals and their duties and responsibilities and their qualifications; list addresses and telephone numbers, including home and office telephone numbers. Project Superintendent and/or Project Manager are subject to approval by the Government. 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.

If special meetings such as site mobilization conferences, special inspections conferences, or LEED coordination conferences are required, insert articles here specifying meeting requirements.

PART 2 - PRODUCTS (Not Used)

PART 3 - EXECUTION (Not Used)

END OF SECTION 013100