Module 4: Subcontractor Coordination
PM for HVAC — Intern Academy
Instructor: S.F. Johnson | Duration: 60–90 minutes
Coordinate suppliers and trades so scope fits together without gaps, delays, or surprises. In this module you’ll align scopes, level proposals, lock a communication cadence, control RFIs/COs, and drive quality, safety, and closeout through your subs.
📘 Learning Objectives
- Prequalify and select the right subs with clear SOW and flow-down terms.
- Build an interface matrix (HVAC ↔ Electrical, Controls, Insulation, TAB, GC) to eliminate scope gaps.
- Run a predictable cadence: lookahead, coordination meetings, RFIs/submittals, logistics, and inspections.
- Manage changes, backcharges, safety/quality gates, and pay apps with documentation that stands up to audit.
- Close out subs cleanly: as-builts, O&M, training, warranties, attic stock, and lien waivers.
- Prequal: Safety (EMR/OSHA), financials, capacity, past performance, key staff, local presence.
- Leveling: Normalize proposals (scope, lead times, freight, taxes, warranty, exclusions).
- Flow-down: Match GC/Owner terms: insurance, indemnity, schedule/liquidated damages, submittal/SOV rules, closeout deliverables.
- Term Sheet: One page of must-haves (RFI/CO timing, daily reports, QA/QC, safety, documentation standard).
| Interface Item | Responsible | Notes/Clarifications |
|---|---|---|
| Disconnects & feeders to RTUs/VFDs | Electrical | HVAC provides nameplate loads; Elec provides feeders & OCPD |
| DDC controls, sensors, & network | Controls Sub | HVAC provides points list & terminations at equipment |
| Duct & pipe insulation | Insulation Sub | Verify thickness, jacketing, labeling standard |
| TAB reports & balancing valves | TAB Sub | HVAC ensures access; TAB provides preliminary & final reports |
| Roof curbs & crane/rigging | HVAC + GC | Curb by HVAC vendor; crane window with GC |
Tip: Publish this matrix with the award PO so subs can price gaps before mobilization, not after.
- Weekly: 3-week lookahead by trade (materials, access, inspections). Update constraints board.
- MEP/BIM: Clash review; issue coordination notes; lock sleeve/blockout drawings before pours.
- Field: Daily huddle & safety/JHA; QC spot checks (hang spacing, anchors, slope, labels).
- Docs: Meeting minutes with owners, assignees, due-by dates; RFI & decision log aging.
- RFIs: Use photos & redlines; propose solutions; track business-day aging; link to affected WPs.
- COs: Require priced proposals within a set window (e.g., 5 days); accept T&M with daily signed tickets.
- Backcharges: Written notice, photos, timecards, materials, and cause; price per contract (OH/profit rules).
- Pay Apps: Sub SOV aligns to your prime SOV; conditional/unconditional lien waivers; retainage & closeout deliverables.
- KPIs: lookahead hit rate, RFI/CO turnaround time, rework %, safety/QA issues, labor productivity vs plan.
- Recovery: add crew/shifts, resequence, partial releases; document impacts for CO negotiation.
- As-builts (redlines to CAD/PDF), O&M manuals, warranties, start-up & training sign-offs.
- Test reports (TAB, start-up forms, controls trending), attic stock delivered & inventoried.
- Final pay app with unconditional waiver; warranty start date; punchlist cleared.
🧰 Subcoord Mini Tools
🏅 Sub Prequalification Score
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Weights: Safety 30%, Financial 25%, Capacity 20%, Performance 25%
🧮 Scope Gap Quick Check
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Heuristic: Risk = Required − Covered + Exclusions
⏳ Submittal/RFI Aging
Due By: —
Business Days Elapsed: —
💳 Backcharge Builder
—
Remember: attach notice, photos, time/material proof, and contract references.
🧠 Quiz Yourself
When you finish this module, take the Module 4 Quiz on ConstructIQ.