The Challenge

When the client approached Desapex, their project was already running into familiar yet frustrating issues. The schematic PDF layouts lacked the detail needed for clash-free BIM models, and outdated as-built records no longer matched real site conditions leading to repeated clashes and rework.

Field teams struggled to convert hand-drawn sketches and PDF markups into BIM-ready inputs. Constant design changes and rapidly evolving site conditions made it even harder to keep models accurate and up to date. Adding to the complexity, Desapex was supporting the project remotely with a 12.5-hour time zone difference from the North American site, making real-time coordination a major challenge.

Client’s Initial Hurdles

• Incomplete and outdated inputs led to repeated design clashes.
• Field teams were not equipped to communicate using BIM-ready formats.
• Real-time coordination was a logistical nightmare due to the vast time zone gap.

Why This Was Critical

Why couldn’t they just rely on the PDFs and initial as-built drawings?

Because they were outdated and lacked accuracy. Building off flawed inputs meant clashes in the BIM models, and ultimately, rework on-site

What’s the risk with interpreting hand sketches from the field?

These sketches often lacked spatial clarity, scale, or context—leading to wrong assumptions and incorrect modeling downstream.

Why did constant design changes make this more urgent?

Because if the BIM model didn’t match the live site conditions, decisions made using the model would be flawed impacting installation and procurement.

Couldn’t the team just catch up during coordination meetings?

Time zone gaps meant decisions were delayed. Waiting 12+ hours for a simple clarification added up to costly schedule drifts.

Wasn’t BIM already part of the contractor’s toolkit?

Yes, but only partially. Without detailed, coordinated models and structured input integration, they couldn’t truly leverage BIM’s potential on the ground.

Gaps in Existing Information

• The models shared initially didn’t reflect the actual conditions on-site.
• Markups lacked context no spatial references, just rough ideas.
• Constant changes weren’t being tracked fast enough, leading to lag in model updates.

‍Why Specific Requirements Mattered

The Electrical, Life Safety Systems (LSS), and Instrumentation and Control Systems were at the heart of the contracting team's work. This wasn't just about drawing lines and placing elements it involved accurate conduit and cable tray routes, correct panel and support placements, and seamless service coordination. Mistakes here wouldn’t just mean design rework they’d translate directly into on-site delays and cost overruns.

The Desapex Solution

Desapex leaned into technology and human flexibility to make it work:

• Cupixworks & Laser Scans: Instead of relying solely on old documents, we used 360° site captures and laser scans to build an accurate picture of reality.
• Smarter Inputs: We requested video walkthroughs and image-based updates when sketches weren’t enough. When possible, we asked for detailed perspectives to resolve ambiguity.
• Time Zone Sync: Our team shifted work windows to overlap with the client’s schedule, ensuring real-time problem-solving without burnout.

Project Timeline & Milestones

From the initial route planning to the close-out stage of the files, it took approximately 3 years for 5 buildings with a total area of around 2.5 million Sq. Ft.

Software & Technology Used

• AutoCAD MEP 2021
• Autodesk Revit 2021
• Navisworks Manage 2021
• Autodesk BIM360 Glue
• Bluebeam Revu
• BIMtrack
• Cupixworks

The Real Business Value Delivered

• Improved Clarity & Coordination: Accurate, clash-free models ensured seamless execution.
• Structured Tracking: Every input, update, and model change was documented and traceable.
• Leveraging BIM on Ground: The contractor could finally extract value from BIM with instant access to circuit and technical details through intelligent models.
• Faster Quantity Take-offs: Navisworks tools like Appearance Profiler and custom parameters made quantification quicker and more reliable.

What This Means for Future Projects

This project proved that distance, complexity, and imperfect inputs don’t have to stand in the way of progress. The client came to us with scattered PDFs, evolving designs, and a 12.5-hour time gap. What they needed wasn’t just BIM support they needed a partner who could adapt, sync with their pace, and still deliver precision.

By the end, they had more than clash-free models they had a digital backbone enabling smarter, faster decisions. BIM evolved from a compliance task into a tool for real-time construction intelligence.

For us, this project redefined remote coordination. We’ve learned to treat every sketch as a starting point, every markup as meaningful, and every challenge as a chance to build smarter.

In future projects, we don’t just deliver models we bridge the field and the digital, staying dynamic, responsive, and committed to building trust, detail by detail.