Engineering & Technical Coordination

Overview

The Engineering & Technical Coordination process at BEC Arabia ensures that all subcontractors comply with technical requirements, project specifications, and design standards. This structured approach guarantees that subcontractor work integrates seamlessly with project execution while maintaining quality, safety, and efficiency.

This process is designed to:

• Ensure subcontractors follow approved technical specifications

• Facilitate smooth coordination between subcontractors, project teams, and consultants

• Streamline the submission and approval process for RFIs, technical submittals, and shop drawings

• Ensure compliance with KSA regulations, international standards, and project-specific requirements

• Minimize rework and delays caused by misalignment in technical execution

Key Stakeholders

✅ Engineering & Technical Teams – Review, approve, and coordinate technical submittals and shop drawings ✅ Project Management Team – Oversees subcontractor interface and ensures timely execution ✅ QA/QC Team – Ensures subcontractor work meets technical and quality standards ✅ Procurement Team – Ensures materials meet approved specifications before procurement ✅ Consultants & Client Representatives – Provide final approvals on design and engineering aspects

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Step-by-Step Engineering & Technical Coordination Process

📂 1. Submittal & Approval of RFIs and Technical Documents

Before starting any work, subcontractors must submit technical documents for review and approval. These include:

• Request for Information (RFI) – Used when subcontractors require clarifications on designs, specifications, or execution details

• Shop Drawings – Detailed drawings that show how subcontractor work integrates with the project

• Material Submittals – Documentation proving that materials comply with project requirements

• Method Statements – Step-by-step procedures explaining how specific work will be executed

📌 Template: RFI Submission Form

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📂 2. Technical Review & Approval Workflow

Once subcontractors submit their technical documents, the approval workflow follows a structured process:

Stage	Responsible Party	Review Focus	Timeline
Initial Review	Engineering Team	Technical specifications & compliance	3 Days
QA/QC Review	QA/QC Team	Quality control & site execution feasibility	2 Days
Consultant Approval	Client/Consultant	Final validation against project requirements	5 Days

If revisions are required, subcontractors must submit a resubmission with the requested modifications.

📌 Template: Technical Submittal Review Form

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📂 3. Coordination of Shop Drawings and Technical Approvals

Shop drawings are crucial for site execution and must align with approved project drawings. The coordination process includes:

• Subcontractor submits shop drawings for approval

• Engineering team checks alignment with design intent

• QA/QC team verifies constructability and quality compliance

• Consultant provides final review and approval

• Approved shop drawings are issued for site execution

Subcontractors are not allowed to proceed with work until shop drawings are fully approved.

📌 Template: Shop Drawing Submission Form

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📂 4. Site Coordination & Subcontractor Interface Management

Effective site coordination ensures that multiple subcontractors work together efficiently without clashes or delays. The Project Engineering Team oversees:

• Coordination Meetings – Weekly technical meetings with subcontractors to resolve conflicts and align execution plans

• Site Work Sequencing – Scheduling subcontractor work to prevent overlapping activities

• Clash Detection & Resolution – Using Building Information Modeling (BIM) or site inspections to detect technical clashes early

• Interface Coordination – Managing dependencies between different subcontractors, such as MEP, structural, and finishing teams

If subcontractors fail to comply with approved shop drawings or execution plans, corrective actions are issued.

📌 Template: Subcontractor Coordination Meeting Minutes

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📂 5. Material Submittals & Inspection Process

Before using any materials on-site, subcontractors must submit Material Approval Requests to verify compliance.

Material Submittal Process:

1. Subcontractor submits material samples & datasheets

2. Engineering team reviews compatibility with project requirements

3. QA/QC team inspects quality standards

4. Consultant provides final material approval

5. Procurement team processes material orders

Only approved materials can be used in project execution.

📌 Template: Material Approval Request Form

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📂 6. Managing Engineering Changes & Technical Disputes

During execution, subcontractors may encounter unforeseen technical challenges requiring design modifications.

Common cases include:

• Design conflicts detected on-site

• Unavailability of specified materials

• Changes in site conditions requiring engineering adjustments

📌 Change Management Process:

✔ Step 1: Subcontractor submits a Change Request Form ✔ Step 2: Engineering team assesses the impact and provides recommendations ✔ Step 3: Consultant reviews and issues approval/rejection ✔ Step 4: If approved, a Change Order is issued and updated shop drawings are provided

📌 Template: Engineering Change Request Form

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7. Risk Management in Engineering & Technical Coordination

To mitigate risks related to technical execution, BEC Arabia enforces strict risk assessment procedures:

Risk Type	Mitigation Strategy
Design Discrepancies	Conduct detailed design reviews before execution
Delayed Approvals	Implement fast-track approval processes for critical work
Incorrect Material Usage	Require pre-approval of all materials before ordering
Clash Between Trades	Conduct BIM clash detection and weekly coordination meetings
Subcontractor Execution Errors	Enforce strict quality inspections and rework penalties

If subcontractors fail to meet engineering compliance, penalties or corrective actions are applied.

📌 Template: Subcontractor Non-Conformance Report

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Documentation & SharePoint Storage

All technical documents, RFIs, and approvals must be stored in the Engineering SharePoint Folder for tracking and compliance.

📂 Key Documents Stored in SharePoint

Document	Purpose	Access Link
RFI Logs	Tracks all subcontractor technical queries	Open Folder
Approved Shop Drawings	Ensures subcontractors follow correct execution plans	Open Folder
Material Approvals	Confirms all materials meet project standards	Open Folder
Engineering Change Requests	Documents approved modifications in design	Open Folder
Coordination Meeting Records	Tracks subcontractor interface discussions	Open Folder

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Final Notes & Key Takeaways

• All subcontractors must submit RFIs, shop drawings, and material approvals before work starts

• Engineering teams must review all submittals within defined approval timelines

• Weekly coordination meetings must be conducted to prevent execution clashes

• Material inspections must be conducted before installation to ensure compliance

• Engineering changes must go through formal approval to avoid unauthorized modifications