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Procore Deck Penetration (Sleeves) Submittal Process

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Overview

The purpose of the process below is to provide better clarity around penetrations through horizontal decks and vertical shear walls, and to provide an easy means for KAST site staff (and subcontractors) to compare these against structural elements, such as post-tension and rebar, as well as steel plates and link beams in shear walls.  This task must be expressly delegated to a single member of the on-site staff so that there is a single point of contact for these critical submittals.

  1. All penetration drawings for a single area are located in one place
  2. All revisions due to A/E comments are retained in a singular submittal record for easier access in the field
  3. All participants in the process have visibility into all trades involved
  4. The composite overlay of all trades is part of the singular submittal and the individual trades.
  5. One composite overlay for use in comparing to post-tension, rebar, and stud rail drawings
  6. One composite overlay to send to the PT engineer, as applicable, for consideration in their PT design.

Things to Consider

  1. It is best practice to have a virtual meeting with the trade contractors prior to beginning this process to ensure they understand the requirements.
  2. You need to ensure that all trades are using the same drawing scale (and, ideally, background sheet) for ease of overlay
  3. The penetration submittals must come from the trade contractors directly, submitted via Procore for record, for A/E review/approval.
    1. Exports from KAST's VDC / BIM / 3D Coordination / Revit / Navisworks are not for use in the formal submittal process.
    2. Trade contractors, however, SHOULD export their 2D penetration drawings from their 3D models

Process Summary

  1. Create one submittal in Procore for each area
  2. Create the workflow for each submittal with all required trades as submitters
  3. Trades upload penetration drawings
  4. KAST Site Staff (typically aPM, PE, or other Submittal Manage) creates overlay of all drawings & adds to submittal
  5. Add A/E to workflow, A/E responds, close or revise submittal as-required
  6. Once closed, overlay composite with PT drawings to check for conflicts
    1. If the shell contractor has already submitted PT shops before MEPF subs submit sleeves, include PT drawings in the overlay for review.

 

Process Details

  1. Ensure that you have a spec section created in the specifications tool for Deck Penetrations
    1. You don't need to have specs, just need the spec section & description
    2. Spec sections should be:

      1. "03-001 Deck Penetrations" if using the 02-16 Divisions

      2. "030010 Deck Penetrations" if using the 02-33 (2016) Divisions

  2. Create one submittal in Procore for each unique deck or area
    1. e.g. mezzanine, interstitial, first floor of a repeating "typical", pool deck, roof(s), etc.
    2. Required Fields

Spec Section

03-100

Responsible Contractor

KAST

Received From

Tier 2 personnel from below

Submit By

Enter "planned submit by" date from Submittal Schedule section below

Type

Shop Drawing

Location

Lowest deck/floor covered
  1. Submittal Schedule Information
    1. Add "required on site date
      1. Typically a day or two after the "start FRP" activity for that floor
    2. Add realistic and verified lead-times
    3. Design Team Review Time
      1. KAST automatic duration is 28 calendar days
      2. Could be shorter for submittal review
      3. Should include estimate of duration based on at least one rejection
    4. Internal Review Time
      1. KAST automatic duration is 28 calendar days
      2. Could be shorter for submittal review
      3. Should include estimate of duration based on at least one rejection
    5. Delivery Information
  1. Create a 2-3 Step Workflow for each
    1. Best practices:
      1. create a workflow template
      2. apply it to submittals
    2. Step 1: Submitter: All trades that will have penetrations in that deck
      1. All trades that will be submittal penetration drawings
      2. Typically MEPF, but could include Masonry sleeves, steel embeds, etc.
      3. You will need to ensure that all trades are using the same drawing scale for ease of overlay
        1. Best Practice is to have all trades use Structural drawing as background
        2. Best practice is to also establish colors for each trade penetration (arch & struct to remain black/grey)
          1. recommend red for FP, blue for plumb, green for mech & Orange for elect
    3. Step 2: Approver: KAST Coordinator
      1. If no 3D coordination, or is not being handled by the VDC Manager, this is whoever will create the overlay of the trade(s) drawings
      2. If utilizing 3D coordination on the project, this may be the VDC manager
        1. this should be discussed and identified during the internal KAST Coordination Kickoff meeting
        2. this is intended to be a review only, the overlays must be created by the on-site team as covered in the process summary above.
      3. Step 3: Approver: KAST Submittal Reviewers/Submitters
        1. Would be any on-site staff that needs to review prior to formal submission to A/E
        2. If the same person as Tier 2, skip Tier 3

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  1. Change Status from "draft" to "Open"
    1. Sends notifications to submitters with due dates
  2. Subcontractors Submit
    1. For subcontractors in the workflow that do not have sleeves in a particular area, have them click the "email" button on the submittal to send you an email through Procore notifying you.

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  1. Upon Receipt from Trades - all Acceptable
    1. Tier 2 Approver performs initial/cursory review of trade submittal(s)
    2. Tier 2 Approver (KAST Coordinator) creates overlay of trade submittal(s)
      1. If available, include PT, rebar, and stud rail shop drawings as part of overlay and review
      2. identify any areas of conflict with PT, rebar, and stud rail, and RFI as required.
    3. Tier 2 Approver adds the original trade submittal(s) and their Overlay to their tier
    4. Tier 3 Approver reviews entire package, adds KAST Submittal stamp
    5. Tier 3 Approver adds design team to workflow as Tier 4
      1. Architect "required" (box checked)
      2. Structural Engineer "optional" (box unchecked)
      3. MEP Engineer "optional" (box unchecked)
    6. If Owner requires final approval, add as Tier 5

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  1. Upon Receipt from Trades - One or more Unacceptable
    1. At Tier 1, click the three vertical dots, then "Set Step as BIC"
    2. Delete unacceptable attachment(s)
    3. For acceptable items, Click three vertical dots, edit response

NAT-L02-ELEGPDI... EVESA.pdf LEVEL 2 (l).pdf open open CURRENT Edit Respon Download All

  1. Click "Next", confirm status is "submitted", click "preview", click "save"
  2. Using Submittal Email tool, notify rejected subs of updated BIC
    1. Sub will get email with link to submittal to be able to re-upload
      1. They need to click "view online" to open the submittal to re-upload
    2. This email, along with any replies from the sub, will be retained under the "email" tab for the submittal