M10: BIM and MEPF Coordination

Department Culture

• Putting the Project First
• VDC Department Coordination Guidelines

BD & Site Logistics

The most common use case for VDC during Pre-Construction and Business Development is 3D logistics plans utilizing cmBuilder online software. We combine 3D drone scans of the existing conditions with (if available) 3D models from the design team to more accurately plan the project site logistics and discover items that may impact the schedule or project cost (such as an adjacent building not seen on Google Maps that dictates the need for a luffing tower crane, which is slower and, therefore, could add both time and cost to the project).  We can also demonstrate various construction phases to create a logistics plan and evaluate constraints and opportunities at each phase.

Business Development and Pre-Construciton VDC Efforts and site logistics work best when the Precon and Ops teams include the VDC Manager as part of the Team.  When the VDC Manager is waiting for Precon or Ops, that is time wasted.  The best results come when the Precon & Ops teams engage with VDC as early as possible, and utilize the 3D tools available to collaborate and create the plan in real time.  Please do not waste time creating a marked-up 2D PDF with Google Maps overlay.

Please take into consideration that BIM work product takes time. See below the requested timelines for any BIM, VDC, MEPF Coordination, or other 3D services. The durations below include determining the best fit to work on the project, initial legwork to get setup, kickoff and progress meetings with the team (as-required) and revisions to the product.. Rob Sloyer remains the primary initial point of contact for VDC requests, and he will route to the appropriate VDC Manager as-needed. 

Click here to request quotes, flights, or anything else drone related.  Include the name of the project, link to the drawings (Procore or Egnyte), address of project, and screen shot showing approximate extents of desired capture area.  Also include date proposal is due and deadline for work product requested (logistics, etc.).  We will attempt to meet deadlines but cannot make guarantees until we have the details.

Please content us as early as possible in the process!  DO NOT WAIT UNTIL YOUR 2D LOGISTICS IS FULLY BAKED! We can get started and work in parallel with you so that we are prepared to incorporate your plan. We will schedule a call to go over your requirements.

 

All Drone flight requests will need a 4-week lead time from request to receipt of deliverable*

The FAA requires special authorization for drone flights within 5 miles of an airport, which affects many of our projects. Authorization requests have typically taken a few days to get reviewed and Approved, but recently we have been seeing that these requests both:

1. take longer to get approved, AND
2. Are being denied more frequently

Requests for Drone flights will need to be sent four weeks from the intended deliverable* date. We may still be able to accommodate requests with shorter lead times, but giving us less than a month to plan can result in either a smaller capture area (best case) or possibly no flight at all (worst case).

To get an idea if your site may require FAA approval, you may enter the location (zip code, address, etc.) HERE TO see the maximum flight elevations allowed (if any)

*NOTE THAT DELIVERABLE HERE REFERS TO THE DATA RECEIVED FROM THE FLIGHT, NOT THE FINAL PRESENTATION DELIVERABLE

Preconstruction & Model Content

Please request all the design models you can, every time the A/E issue a new drawing set or revision.  We don't need (or want) models for every RFI response, just at major sets or revisions.  If we can get Architectural, Structural, & MEPF, we can use all those files during Preconstruction.  The KAST VDC team can determine quite easily if the designers are working in 3D, so be sure to contact one of us ASAP if you are unsure.

We do not use design 3D files for quantity takeoff unless they are listed as a contract document or deliverable in our Master agreement with the Owner (or Preconstruction or early work agreement), which they rarely are (since starting the KAST VDC Department in 2015, we have NEVER had a project where the 3D design models were contract deliverables). During Precon, they are used only for visualization.  

If the Owner would like a Constructability Review during Precon, we'll also use the models. We prefer to do this as close to CD as possible (50% CD is often a good time, as the design is developed enough to review, but you have at least one more revision coming where you can capture the comments). This review can coincide with the QC Constructability Review (and uses the same process).

During construction, we use the Architectural & Structural models as the basis of our coordination, and we require the MEPF trades to create their files/content (see Exhibit X for 3D Coordination of the subcontract agreement).  We will provide the Architectural & Structural to them (but not the MEPF), and they will use those files as "backgrounds" to create their 3D content.  

We will still need 2D CAD files/extracts from the design team to match each issuance of drawings or revisions, and we should make them aware of this during the Preconstruction phase.  KAST does not extract CAD from Revit files as we cannot verify the content aligns with the 2D PDF Contract documents as-issued.  Trades other than MEPF (window, cabinets, etc.) will also require these CAD files as backgrounds.

 

Commitments

When contracting with a subcontractor (typically MEPF trades) on projects where we are utilizing 3D modeling for MEPF coordination (“doing BIM”*), please make sure that you include the KAST Exhibit X for 3D Coordination.

You can always find the latest version below.

You should include reference to Exhibit X on all Precon scopes and bid tabs (leveling sheets) for these trades and projects, and when Operations starts the buyout you should confirm (verbally) with the person you are talking to that they have included and understand the requirements.

When we issue commitments from Procore, we attach Exhibit X which then appears in the DocuSign and is automatically added to Schedule 1 in the subcontract.

*For various reasons, we do not use “BIM” or “VDC” terminology in this exhibit, nor to we include those terms in our GMP estimates to Owners.  BIM is the tool, MEPF Coordination is the goal/outcome.

Internal Startup

Prior to the start of Coordination, including the subcontractor kickoff meeting, it is the responsibility of the KAST on-site staff to schedule a meeting with the KAST VDC Manager to review:

• Basic Project Information
• Status of Architectural & Structural Models (design-team provided, or require 3rd party?)
• KAST Coordination Process and Procedures
• Project Specific Plan & Schedule
• Current Construction status & schedule
• project participants (KAST, Subcontractors, Design team, etc.)
• VDC Add Services

Prior to that meeting, the KAST VDC Manager will prepare and complete:

• The initial portion of the [MEPF COORD] Project Startup Action Plan
• Coordination Schedule & Budget
• Create [MEPF COORD] Area Plan (Sign-Off) Action Plans for each coordinaiton area.
• Agenda for Internal [MEPF] Coord Staff Meeting for internal kickoff meeting

Coordination Process

• VDC Coordination Process Overview
  • Coordination Budgeting/Estimating
• VDC Action Plans
  • Coordination Area Plan
  • Coordination Project Startup Plan
• Coordination Meeting Minutes
• Procore Coordination Issue SOP
  • CI "Types" (PROVISIONAL)
• VDC & MEPF Coord RFIs
  • BIM/VDC RFI Process
  • RFI Best Practices
• Coordination Area Signoff
  • Convert Procore CI to Observation
  • Final Report Process
  • Outstanding Coordination Issues Delaying Close-Out Email Template

Roles & Responsibilities

 

The VDC Department is here to assist in any way possible with MEPF Coordination on Projects. 

We ask that field teams use the coordination model to check work installed in the field and notify the VDC Manager whenever you discover discrepancies.

Because the VDC Manager is often done with their coordination effort when MEPF efforts are underway, we rely on the field teams to communicate with us when there are issues in the field or “things don’t work”.

The KAST Exhibit X for 3D coordination includes specific requirements for the model content that trade contractors must include (see screenshots below).  This exhibit is usually included and cited within the precon scopes when we plan to utilize 3D modeling for MEPF Coordination.

For example, the exhibit does not require modeling individual mechanical lines of <1” OD, but the sub is required to model them where more than one lines exceed 2” in OD.  Additionally, the requirement INCLUDES insulation.  So, a ¾” copper line that would fall under the <1” OD requirement alone would be just shy of 3” OD with 1” Insulation and, therefore, would have to be modeled.

As the VDC Manager is typically not still regularly involved in the project at the time of installation, it falls to the project team to:

1. Verify that work in the field complies with the 3D coordination effort
2. Notify the VDC manager for confirmation if it does not
3. Rectify the situation with the sub, which could include:
   1. Requiring the sub to move their systems to comply
   2. Re-coordination of the area with other trades to accommodate the non-conforming installation
      1. This would include systems that should have been included in the model but weren’t
   3. Holding the sub financially accountable for any and all costs associated with their non-conformance with the coordination
      1. The exhibit also includes provisions for this, see specific text in screen shot below

This should include KAST VDC Manager time.

Relevant Trade Content sections of the Exh X

 

 

Exhibit X language regarding Non-Conformance of work in the field

 

Coordination Sequence