Construction and Pre-Construction Services
Other Grote Services

Systems Coordination

The Grote Engineering/Coordination Group consists of team members with decades of combined experience. This group is accustomed to taking the responsibility for leading the coordination process. This includes developing a coordination schedule and setting up floor plans, complete with steel, ceiling heights, room numbers, floor elevations, etc. This group has proven they work well together, as well as with other trades, including the Electrical Contractor, Fire Protection Contractor and General Trades Contractor. The Coordination team utilizes 3-D software package, CADDuct/CADMech that runs on top of the latest version of AutoCad. Additionally, our Engineering/Coordination Group have experience in developing drawings and overlaying them with the other trades. On larger projects, the coordination team develops 3-D drawings and loads them into a building model via NavisWorks Modeling Software.

Upon award of a contract, our Coordination Department begins the coordination process. The following is a step by step description of how the coordination process proceeds:

  • The lead coordinator assigned to the project reviews the contract documents and develops a key plan based on ¾" scale plans. The drawings are separated at appropriate break lines that satisfy all trades.
  • The lead coordinator then uses the list of contract drawings to generate a coordination drawing schedule. The coordination schedule is based on the construction schedule in order to ensure the drawings are complete and signed off before work is expected to start in a particular area.
  • An initial meeting is held with all of the associated trades to discuss the key plan and schedule. The trades also discuss tentative ceiling space allocation for each trade.
  • The quality of the coordination drawings is only as good as the information given to the coordination team. It is very important that the coordinators receive information on equipment being furnished by others before they start their drawings. It is also critical that there be a focus on the approval of submittals to properly drive flow and momentum. This prevents the team from having to revise their drawings and re-coordinate.
  • The coordinators utilize electronic files provided by the architect and develop floor plans complete with structural steel elevations, ceiling types, ceiling elevations, light fixtures and room numbers.
  • The piping and ductwork are drawn with CADDuct/Mech software package.
  • The sheet metal coordinator draws the ductwork, casings, fans, terminal boxes, grilles, etc. on the floor plans. The ductwork and equipment are drawn, and elevations of ductwork and equipment are indicated.
  • HVAC piping and plumbing drawings are generated concurrently with the sheet metal drawings. The plumbing and piping coordinators work closely with the sheet metal coordinator to ensure proper fit and clearances are maintained.
  • As the sheet metal, piping and plumbing drawings are completed, the fire protection and electrical contractors coordinate their equipment, piping, conduits, etc. with the other trades.
  • All of the trades attend a series of coordination meetings (usually on a weekly basis). During these meetings, the building model and clash reports are reviewed and discussed. Modifications are made to the drawings to eliminate the conflicts. Once an area is coordinated and there are no clash reports, the trades sign-off the drawings.
  • During the coordination process, questions arise that may prevent the coordination team from completing their work. When this happens, a request for information (RFI) is written by the individual trades and sent to the Construction Manager. The answer to the RFI then becomes part of the contract documents. It is critical that RFI’s be addressed in a timely manner so the coordination process can continue as scheduled. Having the architect and engineer at the coordination meetings should be considered, as their hands-on involvement ensures timely answers to critical questions in the coordination meetings. Additionally, they receive real time data on important issues affecting the project.
  • There are many decisions made during the coordination process that could affect other trades that do not generate coordination drawings. It is highly recommended that the Construction Manager not only attend the coordination meetings, but also make sure the appropriate contractors attend (i.e. Drywall Contractor, Ceiling Contractor, Pneumatic Tube Contractor, etc.).
  • The Owner ultimately has to live with and maintain the systems after they are installed. Since many decisions are made during the coordination process, we invite an Owner’s representative to be present at the coordination meetings, so provisions can be made to satisfy their concerns.

The coordination process is the first step toward having a successful project. This is the time when most issues can be uncovered and addressed before they affect the project schedule and budget. Experience has shown when jobs are properly coordinated and everyone works together as a team, the likelihood that the construction phase will be completed on time and within budget is greatly enhanced.