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VDC Department Coordination Guidelines

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Complete the coordination on-schedule

  1. It all begins with HAVING A COORDINATION SCHEDULE
  2. It is critical that we have a sense of urgency!
    1. Prepare a strong Coordination Schedule based on the Project Schedule
    2. Be aware of the construction progress on-site and adjust emphasis accordingly
    3. If we are waiting on information, we must pursue that information ourselves.
    4. Schedule design coordination meetings with the A/E whenever necessary
    5. Do not get hung up on design or other issues, keep moving forward wherever possible
  3. Host MEPF Coord Staff Meeting Calls with Project team prior to signing of GMP and up to Coord Kickoff Meeting (possibly thereafter) and document in Procore Meetings
  4. If we need an RFI, VDC should write the RFI
  5. CALL:
    1. KAST staff, modelers, architects, engineers, and owners when necessary
    2. KAST staff 24 hours prior to meeting(s) to check in, and immediately after meeting to identify key issues
    3. All modelers to check status at least 4 hours before deadline (typically noon day before coord meeting)
  6. Attend one OAC meeting per month, when possible

Document our Progress

  1. Manage your Coordination Meeting Minutes
  2. Utilize the Procore Action Plan for Signoff
  3. Issue final [PROJECT] End of Coordination email once all floors/areas are complete
  4. Update RFIs to include any discussion or solutions from design coordination meeting

Measure our progress

  1. Update the coordination schedule as-required to reflect actual progress both in coordination and construction
  2. Document  the coordination progress relative to
    1. Budget
    2. Schedule
  3. What, if anything, has changed about the project since the budget or schedule was created?

Communicate our progress

  1. Inform the Lead PM, Lead Super, and PX/VP
    1. Progress as relates to time/schedule
    2. Progress as relates to cost/budget
    3. Issues directly impacting time or cost

Remain engaged with the project team

  1. Whenever possible, host the coordination meeting from the Jobsite.
  2. Visit the site at least once a month when possible
    1. Walk the job
    2. Take pictures and upload to Procore
  3. Are there other “extras” that we can offer to the team?
    1. Site logistics
    2. Drone capture
    3. 360 photos
    4. 3D mock-ups
    5. VR unit mock-ups
    6. Etc.
  4. Hold a Hand-off or Pre-work Meeting
    1. Prior to the start of horizontal MEP Rough
    2. Repeat as-needed for different areas of work
  5. Set a reminder to:
    1. Check in with project team after coordination is complete
      1. 30 days
      2. 60 days
      3. 100 days
    2. Visit the site after coordination is complete
      1. Start of MEP rough for each floor
      2. Start of rooftop equipment install