Introduction
Once a project has received planning approval, the role of the Lead Consultant becomes critical in transitioning the project from design approval to execution. The Lead Consultant is responsible for coordination, documentation, consultant integration, and ensuring compliance with project-wide standards. However, the Lead Consultant is not responsible for cost management or consultant delivery timelines—these are managed by the appointed Project Manager.
This article outlines the Lead Consultant’s responsibilities, the coordination process post-approval, consultant expectations, and key assumptions for ensuring a structured and efficient project workflow.
1. Defining the Role of the Lead Consultant
A. Scope & Responsibilities
As Lead Consultant, Arcanary is responsible for:
- Setting project principles, vision, and documentation standards.
- Managing technical coordination among consultants and ensuring seamless integration of their inputs.
- Providing a structured documentation framework, including material codification, BIM standards, and spatial coordination.
- Facilitating communication, ensuring that information flows correctly between disciplines.
B. What the Lead Consultant Is Not Responsible For
- Cost Management: Budgeting, financial tracking, and cost reporting fall under the Project Manager.
- Time Management of Consultants: The Lead Consultant does not enforce consultant timelines but provides estimates on reasonable timeframes.
- Project Execution: The builder and project manager ensure contractor and site progress, while the Lead Consultant provides ongoing documentation updates.
2. The Coordination Process: From Planning Approval to Construction
Stage 1: Preliminaries – Project Setup & Information Consolidation
Objective: Establish a structured information base and project-wide documentation standards.
Key Tasks:
- Gather approved Planning Approval (PA) documents.
- Retrieve consultant reports and drawings, ensuring consistency in level naming, spatial references, and data structuring.
- Develop the project BIM model, preparing all sheets and defining naming conventions for levels, zones, rooms, and separable areas.
- Create the Source of Truth, a centralized document repository that all consultants must follow.
Deliverables:
- BIM model with correct positioning and level structuring.
- Consultant coordination guidelines & standards.
- Source of Truth documentation hub.
Stage 2: SCC Coordination – Spatial & Compliance Setup
Objective: Ensure consultants have a structured framework to begin spatial planning.
Key Tasks:
- Issue General Arrangement (GA) Plans and Construction Diagram Plans in PDF and CAD formats.
- Distribute mapping standards for MEP, structural, stormwater, and compliance consultants to initiate spatial planning.
- Collect General Space Requirements Reports from all consultants.
- Ensure compliance consultants provide early input on traffic, PCA, accessibility, and fire safety planning.
Deliverables:
- Consultant spatial requirement reports.
- Compliance review findings.
- Coordination schedules and mapping documents.
Stage 3: Material & Product Coordination
Objective: Identify and source all required materials, finishes, and FFE while developing standard details.
Key Tasks:
- Analyze all material systems required for the project.
- Engage with manufacturers and suppliers to obtain specifications and samples.
- Begin preparation of typical details for use in the construction set.
Deliverables:
- Material & Product Analysis Report.
- Supplier contact list and initial pricing.
- Typical detail library.
Stage 4: Revision & Coordination Period
Objective: Integrate consultant feedback and finalize documentation for tendering.
Key Tasks:
- Schedule consultant review meetings, addressing conflicts and inconsistencies.
- Incorporate engineering and compliance inputs into architectural documentation.
- Ensure all elements align before finalizing the Issue for Tender Set (100%) and the Alternative Issue for Tender Set (70%).
Deliverables:
- Fully coordinated tender documentation.
- Consultant-reviewed construction drawings.
- Issue tracker for revisions.
Stage 5: Tender Process & Value Engineering
Objective: Address contractor queries and integrate cost-saving modifications.
Key Tasks:
- Respond to RFIs and tender queries, issuing addendums if required.
- Conduct Value Engineering (VE) rounds, ensuring cost-effective modifications align with compliance and design intent.
- Coordinate a third round of consultant integration post-VE.
Deliverables:
- Tender Amendment Set.
- Value Engineering Report.
- Updated Construction Documentation reflecting VE outcomes.
Stage 6: CC Lodgement & Issue for Construction (IFC)
Objective: Obtain CC approval and progressively release construction documents.
Key Tasks:
- Submit CC documentation for regulatory approval.
- Address CC authority feedback and reissue amendments as necessary.
- Begin IFC package delivery through Procore, starting with General Arrangements, Concrete Set-Out, Wall Set-Out Plans, and Specific Area Details.
Deliverables:
- Construction Certificate Approval.
- IFC progressive package releases via Procore.
- Document control logs for site access.
Stage 7: Construction Updates & Ongoing Coordination
Objective: Maintain up-to-date documentation throughout construction.
Key Tasks:
- Capture on-site changes and queries, issuing updated plans accordingly.
- Ensure amended plans are reviewed by affected consultants before release.
- Manage Procore-based document control and version tracking.
Deliverables:
- Updated IFC Plans & Consultant Sign-Offs.
- Procore release notes for revised plans.
- Finalized documentation logs.
3. Principal & Consultant Expectations
A. Principal’s Role
- Appoint a Project Manager to enforce consultant deadlines and resolve disputes.
- Ensure all consultants follow project-wide standards and BIM requirements.
B. Consultant Responsibilities
- Engineering disciplines must provide a fully coordinated BIM model following the Lead Consultant’s template.
- Landscape & Interior consultants must adhere to predefined materiality and FFE codification.
- All consultants must integrate into the Source of Truth system and Procore workflows.
4. Conclusion
A structured coordination approach post-approval ensures smooth project execution, compliance alignment, and efficient consultant collaboration. By clearly defining roles, expectations, and structured workflows, Arcanary, as Lead Consultant, ens