Importance of Effective Communication between Basebuild, End User and Design Consultants

Executive Summary

In the construction industry cost overruns and time overruns are critical in every project. Generally miscommunication between any member whoever is involved in the project leads to overruns. This case study summarizes the importance of effective communication in between the Base build , End user and Design consultant in Digital Design Renovation project.

Introduction

This case study is focused on Importance of  Effective Communication and information exchange from Basebuild to End user, From End user to Design consultants during Project handover and design phase of the project at the right time based on the project deliverable timeline with respect to the level of development of the model in each design phase.

This case study is based on a digital design renovation project.

Location of Project: Bangalore, India.

Construction Project Delivery Method: Design-Bid-Build

Inputs Received From End User:

     1. Handoff package-Design Intent in PDF format, Existing condition scanned Revit model, Scope Matrix between Landlord vs End User

     2. Package B-Design intent Specs

Clear Scope responsibilities to be listed out between Basebuild vs End user vs Design Consultants.

This will make the designer to make the building design more effective as the information received from the Base Build and End user can be incorporated at the same time which in turn reduces the redesigning of Services, Change orders and time.

Key Issues: Due to lack of information shared from the end user at the initial stage of the project handover and in the design phase of the project major building services needed to be redesigned which in turn affected the additional time and cost to the end user and consultant.

Issue No.1: Fresh air and Exhaust ducting cut outs

Type of Air conditioning system selected: VRV/VRF with fresh air ducting.

Concerns: Base build team denied the permission to make cut outs in the beams which is available throughout the periphery of the building.

Designer planned to have cut outs at multiple locations in each floor for fresh air and exhaust (pantry exhaust) inlets and designed the services to required level of detail/development.

The base build as built drawing did not capture the availability of beams throughout the periphery of the building as well as no prior information was shared from base builder to end user to design consultant.

At the tendering stage end users have informed design consultants for rerouting of the services as the base builder has denied giving permission to make the required cut outs.

Even if the services require the cut outs then it had to be offset near the periphery wall which leads to low services heights which in turn the fresh air ducting, Pantry exhaust ducting needed to be redesigned in all floors.

Tender Stage Design

LOD300 Design is finalized, no comments are received/information is shared to the design consultant from the end user to reconsider and reroute the fresh air ducting inlets. So, the consultant has finalized the design as planned.

Good For Construction stage Design

LOD300 Design and Construction details incorporated and submitted the drawings forconstruction.

Design Changes After Good For Construction Submission

HVAC Design had to be changed after submission of good for construction drawings as the Landlord has denied to give permission to make required cut outs for fresh air provision in the building which in turn entire fresh air ducting to be rerouted and fresh air provision is taken from one inlet by locating the fresh air fan outside the building.

Due to this, the consultant team had to redesign Architecture and MEPF services. This redesign included Clash detection and resolution, Quantification and construction drawings have been reproduced.

Lessons Learnt

      1. Basebuild vs End User scope responsibilities and required structural cut outs permissions(whether cut outs are allowed or not) to be taken at the initial stage of the project.

     2. Clear scope responsibilities information exchange had to happen with Design consultants from End user.

      3. Structural Drawings should include all the required information and details which can be shared with the End user and Consultants as an input.

     4. As design consultants to design the services effectively ,it is our responsibility to raise the required RFI ‘s and should get the proper information in return at the right time to avoid issues in the project.

      5. RFIs have been flagged in each design phase of the project but Base build and End users have not provided any effective information/confirmation.

      6. Project Coordinator has to flag such issues in each phase of the design so that there should not be any rework.

      7. Coordination meetings should be effectively conducted to discuss key issues with Construction manager ,End user and Base build.

     8. Due to the usage of laser scanned based existing models used to design the model, design consultants were able to save a lot of time in identifying potential issues.

Due to lack of information shared from the end user at the initial stage of the project handover and in the design phase of the project major building services had to be redesigned which in turn affected the additional time and cost to the end user (change order) and consultant(Time and resources).

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