MEP Works Set-Up at Project Start-Up Phase

and Construction Procedure.

Eng. Hamdy Hafiz

MEP Director at EDARA - SODIC

Assist Eng. Kamel Youssef

Technical office Engineer at ETHICS Construction

MEP Works Set-Up at Project Start-up Phase and Construction
Procedure.

1- Project Execution Documents IFC

2- Proper MEP Team (Project MEP Organization Chart)
3- Special Project Forms
4- Types of Contractor Submissions
5- Main and Common Utilities Coordination and Considerations
6- MEP Works Execution Procedure
7- MEP major tasks during construction period
MEP Works Set-Up at Project Startup Phase and Construction Procedure.
1- Project Execution Documents IFC
Project Execution Documents

A- Project Specification
❖ Project general Description (Introduction)
• Project Name
• Project Owner
• Project Main and Sub-Consultant
• Project Main Contractor
• Project location
• Project General Drawing Plans
• Project Construction Plan
• Project Activities/ Systems
❖ Design Reports
• As used standard and Codes (ASHRAE, NFPA, NEC, IPC, etc.
• Systems Calculation Sheets
Each Sheet shall be fitted with the relevant table and clauses from as
used standard
• Design Reports (hap, elite, Electrical load, Trans-load, etc.….
• Equipment Selection Sheets (Might be for Special Equipment which is
produced as standard manufactured equipment Such as Transformer,
Chiller, Generator, RMU, Cooling Tower,
• Systems Sequence of Operation
❖ Contractor Scope of Works
❖ Materials and Equipment description (manufacturing materials and
features)
❖ Approved Vendor List (Brands and Country of Origin and models for
special equipment’s)

B- IFC Drawings (Issued for Construction Drawings)

C- BOQ (Bill of Quantities)
D- Project contract
E- Project special conditions (such as priority of as used project documents
shall be reference in cases of discrepancies, contractor submission plan
and the consultant reviewing time)
F- Tender addendums (RFC Raised by Bidder During Tender Phase)
G- Project Execution Plan – (PEC).
Difference between IFT and IFC Document
- IFT Issued for Tender Documents Created by Project Consultant
- RFC Requests for Clarification During Tender Phase Raised by Bidder to the
Consultant
- IFC Issued for Construction Documents Performed by Project
Consultant

IFT + RFC = IFC

Hint: The approved bidder (project awarded Contractor) shall have at least one full
copy of project execution documents stamped and signed by the consultant.
 2- Proper MEP Team (Project MEP Organization Chart)
Project Electro-Mechanic Construction Team shall be Comprise of the Following
Members

• MEP Construction Manager (Can Be Electrical or Mechanical).

• Senior Electrical Engineer.
• Senior Mechanical Engineer.
• Junior Electrical Engineer (Site Electrical Engineer).
• Junior Mechanical Engineer (Site Mechanical Engineer or Both).
• Quality Assurance Engineer (Can Be Electrical or Mechanical or Both).
• Quantity Surveyor (Can Be Electrical or Mechanical or Both).
• Drafts-men.

3- Special Project Forms

Special project forms shall be created by the project consultant in order to be the common
correspondence forms between the Consultant and the contractor.
3.1- Technical document Submission Form (TDS)
• The Submittal Cover Page that Reflects the Submittal type and Content details Such
as material submittal, Method statement and shop drawing submittal

3.2- Request for Information/Clarification Form (RFI/RFC)

• Forms that reflect questions/inquiries Raised by Contractor to the Consultant related
to the Project.

3.3- Request for waived Form (RFW)

• Form that reflects contractor request to change material brand or country of origin.

3.4- Site observation report form (SOR)

• Form that issued by the consultant to the contractor stating that non-proper work was
done at site.

3.5- Non-Compliance/Conformance Report (NCR)

• Form that issued by the consultant to the contractor stating that un-right work was
done at site.
3.6- Material Inspection form (MIR)
• Form that reflects contractor request for material delivery approval.

3.7- Work Inspection request form (WIR)

• Form that reflects contractor request to approve work done at site.

3.8- Site instruction form (SI)

• Form that reflects consultant/Client special or addition instruction to the Contractor.

3.9- Confirmation verbal instruction form (CVR)

• Form that trans the consultant or client verbal instructions to documented instructions.

3.10- Start new activity form (SNA)

• The form shall reflect contractor requesting/informing the consultant need to start new
activity.

3.11- Clearance request form (CR)

• The form shall be issued by Civil team requesting MEP team approval prior
conducting any of project major milestone, such as concrete pouring, closing of false
ceiling, excavation, backfilling, block works, plastering and painting.
• (Be careful, you have to ensure your works within the nominated location in the form,
where your approval mean that, you have been finished your activities at this area or
you don’t have any problem due to execution of the nominated work)

3.12- Consultant Comments Dispossession form (CDF)

• The form that reflects the consultant comments on the contractor submissions, see the
attached sample.
3.13- Request for payment form (RFP)
• The form shall be raised by the contractor to the consultant when contractor asking for
payment against material delivery or executed works.
 4- Types of Contractor Submissions
All Contractor Submission shall be covered with technical document Submission Form
(TDS)
4.1- Material submittals (MS)

• Electrical (Conduit, Light fixtures, power cables, LC Cables,

• Mechanical (Drainage Pipes, Domestic water pipes, valves,
• Common Materials (Generator, Elevator, BMS, Supports and Hangers,
Warning Tape

4.2- Shop drawing Submittal (SD)

• Electrical
• Mechanical
• Combined (composite system Drawing/ Coordination Drawing)

4.3- Method statement Submittal (MST)

• Electrical
• Mechanical
• Common System

4.4- Design Cross-Check Report (DCR)

• Electrical
• Mechanical
• Common Systems (Clean agent and gases fire suppression systems)

4.5- Sub-contractors’ prequalification’s Submittal (PRS)

• Electrical
• Mechanical
• Common

4.6- Testing and Commissioning Submittal (TC)

• Electrical
• Mechanical
• Common
 4.7- Operation and Manual Submittal (OM)

• Electrical
• Mechanical
• Common

4.8- Logs tables (logs shall be shared with project consultant weekly Up dated
periodically for responsibilities sharing).

• Material submittals log see the attached sample

• Shop drawings log
• NCR Logs
• SOR Logs
• RFI Logs
• RFP logs
• Sample for approval Logs

4.9- Long-Lead Items Form (LLI)

• This form should be raised by the contractor to the Consultant one time
preferred upon kick-off meeting in order to highlight on the materials and
equipment’s might take a long time for delivery).
• Smart planner shall use this list with the material submittal log to show if any
consultant replies delays, that help contractor to avoid project penalties or to
obtain additional time claim from the consultant.

The Consultant shall return Contractor Submittal fitted with Comments Dispossession
form (CDF). See the attached sample.
5- Main and Common Utilities Coordination and Considerations
Both Electrical and Mechanical engineers shall study the followings utilities properly
as priority task.

• Main Electric Feeding source location

Reasons
In order to determine main electrical feeding cables route and to arrange the needed
materials at early stage.
Procedure
Electrical Engineer shall study civil excavation and back-filling plan within the cable
routing area and both Electrical and Civil Engineers shall perform common plan for
cable implementation.

• Main government drainage manhole location

Reasons
In order to conduct project main drainage lines and to determine the actual location,
dimensions of project first manholes and inspection chambers
Procedure
Mechanical Engineer shall study civil excavation and back-filling plan within
main drainage lines area, and both Mechanical and civil Engineers shall perform
common plan for main drainage lines implementation.

• Main domestic water source location

Reasons
In order to conduct project main domestic water lines and to determine the actual
location, dimensions of project first domestic water valves chambers.
Procedure

Mechanical Engineer shall study civil excavation and back-filling plan within
main drainage lines area, and both Mechanical and civil Engineers shall perform
common plan for main drainage lines implementation.

• Main rain water drainage outlet

Reasons
• In order to conduct project main rain water drainage lines and to determine the
actual location, dimensions of project soak away and catch basin.
Procedure
• Mechanical Engineer shall study civil excavation and back-filling plan within
• main rain water drainage lines area, and both Mechanical and civil Engineers shall
perform common plan for main drainage lines implementation.
• Transformer Room
Reasons
Both Mechanical and Electrical Engineers shall determine the required MEP
sleeves/out boxes positions, and to arrange the needed materials at early stage.
Proper action
MEP shall provide civil engineers with approved MEP Builder work prior concrete
boring for this room.

• Generator Room
Reasons
Both Mechanical and Electrical Engineers shall determine the required MEP
sleeves/out boxes positions, and to arrange the needed materials at early stage.
Proper action
MEP shall provide civil engineers with approved MEP Builder work prior concrete
boring for this room.

• MDB Room
Reasons
Both Mechanical and Electrical Engineers shall determine the required MEP
sleeves/out boxes positions, and to arrange the needed materials at early stage.
Proper action
MEP shall provide civil engineers with approved MEP Builder work prior concrete
boring for this room

• Domestic and fire water pump station Room

Reasons
Both Mechanical and Electrical Engineers shall determine the required MEP
sleeves/out boxes positions, and to arrange the needed materials at early stage.
Proper action
MEP shall provide civil engineers with approved MEP Builder work prior concrete
boring for this room.

• Water strategic tanks

Reasons
Mechanical Engineer should study the water tank properly and finalize the related
shop drawing and calculation with the consultant at early stage.
Proper action
Mechanical Engineer shall provide civil engineer with the required puddle flanges for
water tank prior concrete boring for this tank.

• IT Room
• CCTV Room
• BMS Room
6- MEP Works Execution Procedure
6.1- Prior Construction activities.
6.1.1- Attending Kick-off Meeting and submit MEP team organization chart with the
relevant CVs to the consultant.
6.1.2- Collecting projects special forms from the consultant
6.1.3- Create project filing on your device.
6.1.4- Submit long lead items table to the consultant for approval
6.1.5- Submit list of material submittal for consultant approval
6.1.6- Submit list of shop drawing for consultant approval
6.1.7- Start to submit contractor submissions to the consultant as listed below even in
parallel for non-dependent submissions in order to obtain consultant approvals.

6.1.7.1 -Materials submittals (MS)

• Start with MEP first fix materials such as sleeves material, electricidal
conduits/fittings, drainage pipes/fittings and domestic water pipes/fittings.

• Submit sample for approval if required prior material order.

• Proceed with material ordering once you obtain final consultant approval

• Create materials submittal log to follow up the materials status

• Submit (MIR) form for any delivered material at site

• Submit request for payment form to the consultant subject to project payment
plan

Very important hint on material submittals:

The following material shall not submitted prior obtain consultant approval on the
relevant shop drawings.

• Obtain electrical single line diagram approval prior submitting cables material
submittal.

• Obtain piping network shop drawing approval prior submitting the connected
pump material submittal.

• Obtain duct work shop drawing approval prior submitting the connected air
movement equipment such as FCU and AHU.
 6.1.7.2- Shop drawing submittal (SDS)

• Start with MEP builder works drawings in particular for main utilities and
services rooms.
• Create shop drawing log in order to follow up the drawing status.

6.1.7.3- Method statement submissions (MST)

• Start with MEP first fix works

• Create method statement submittal log to follow up the method statement
status
6.1.7.4-Submit design Cross-check report (DCR)

• When required by the consultant for any system or equipment

6.2- Construction activities

6.2.1- Raise start new activity form (SNA) to the consultant when you obtain approval on
both material, shop drawing and method statement for any system, proceed immediately
with.
Note: In some projects start new activity form shall be returned by the consultant with
approval prior proceed with further actions while in some project you can proceed with
work execution if the start new activity form not returned back from the consultant within
certain time.
So, the MEP Engineer shall verify this issue from project special condition or project
contract.
6.2.2- Proceed with work execution one you received (SNA) approval from the
consultant.
6.2.3- Submit (WIR) form for any completed or partially completed works
6.2.4- Submit RFP to the consultant to release money against executed works as per
project payment plan.
6.2.5- Submit testing and commissioning submittal for any completed system or
equipment
6.2.6- Proceed with system/equipment commissioning once you obtain consultant
approval on the relevant submittal
6.2.7- Submit RFP to the consultant to release money against commissioned
system/equipment as per project payment plan.
6.2.8- Submit operating and maintenance manual for commissioned equipment’s.
7- MEP major tasks during construction period
1- Proceed with prior construction and during construction steps for all other
systems, Equipment and networks as per the above-described procedure in clauses
number 6.

2- Close any SOR ASAP

In order to avoid payment delay and to catch the project construction plan

3- Close any NCR ASAP

In order to avoid payment delay and to catch the project construction plan

4- Raise RFI to the consultant when need any clarification

5- Updated all logs periodically

In order to follow up the material, drawing, samples, NCR, SOR, RFI and RFP status.

Remember: logs shall help both contractor and supplier to determine delayed
side and its very important/ useful in arbitration cases.

Thanks, and Best Regards for your attendance

 MEP Technical Group by Eng. Hamdy Hafiz

MEP Engineers Resumes and jobs by Eng. Hamdy Hafiz

Facility Management Group by Eng. Hamdy Hafiz