013100 Project Management Coordination.pdf

Robert C Weaver Federal Building, Granite Façade Repairs, Phase 2 Washington, DC Project Number # VDC00213

FY15 Update Oct. 1, 2014 Project Management & Coordination 013100 - 1

SECTION 013100 - PROJECT MANAGEMENT AND COORDINATION

PART 1 - GENERAL

1.1 SUMMARY

A. This section includes certain administrative provisions for managing and coordinating construction operations, including but not limited to the following:

1. General project coordination.

2. Coordination drawings.

3. Conservation.

4. Administrative and supervisory personnel.

5. Conferences and meetings.

6. Utility service interruptions.

7. Cleaning and protection.

1.2 GENERAL PROJECT COORDINATION

A. Coordination of Trades: Coordinate construction operations included in the various sections of the Specifications to provide an efficient and orderly installation of each part of the Work. Coordinate construction operations included under different sections of the Specifications that depend on each other for proper installation, connection or operation.

1. Schedule construction operations in the sequence required to obtain the best results where the installation of one part of the Work depends on installation of other components before or after that part.

2. Coordinate installation of different components to provide maximum accessibility for required maintenance, service, testing and repair.

3. Minimize roof penetrations.

B. Notification: Prepare and distribute memoranda to each party involved, outlining special procedures required for coordination. Include notices, reports and meeting minutes as part of the memoranda.

C. Administrative Procedures: Coordinate scheduling and timing of administrative procedures with other construction activities to avoid conflicts and promote orderly progress of the Work.

Administrative procedures include but are not limited to the following:

1. Preparation of schedules

2. Installation and removal of temporary facilities

3. Other projects occurring on site, either within and/or adjacent to the Limits of Work, which may be managed by other project stakeholders (e.g.: building tenants, project clients, GSA, etc.)

4. Delivery and processing of submittals

5. Progress meetings

6. Project closeout activities

1.3 COORDINATION DRAWINGS

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A. Prepare coordination drawings and/or BIM model and data where coordination is needed for installation of products and materials fabricated by separate entities, and prepare coordination drawings where limited space availability necessitates maximum use of the space for efficient installation of different components.

1. Show the relationship of components from the separate shop drawings. Indicate functional and spatial relationships of components of architectural, structural, and civil systems as well as landscape and hardscape impacted by temporary structures used over the course of the Work.

2. Indicate required installation sequences.

3. Provide vertical and horizontal dimensions necessary to locate each component and avoid conflicts within the space.

4. Comply with shop drawing requirements for sheet size and submittal methods specified in

Division 1 Section "Submittal Procedures."

B. Work installed prior to approval of coordination drawings shall be at the Contractor’s risk.

Subsequent relocations required to avoid interferences shall be made without additional expense to the Government. In case interference develops, the Government will decide which work shall be relocated, regardless of which was installed first.

C. Digital Data Files of Coordination Drawings: Prepare coordination digital data files in accordance with the following requirements:

1. File Submittal Format: Same digital data software program, version, and operating system as the original Drawings and Portable Document Format (PDF).

2. GSA will furnish Contractor one set of digital data files of the Drawings for use in preparing coordination digital data files.

a. GSA makes no representations as to the accuracy or completeness of digital data files as they relate to the Drawings.

b. Digital Data Software Program: AutoCAD 2019

c. Execute a data licensing agreement in a form acceptable to the GSA, if required for

Project.

1.4 CONSERVATION

A. Coordinate conservation of energy, water and materials in the conduct of construction operation.

Salvage materials and equipment involved in the performance of, but not incorporated into, the Work.

B. Waste Management Plan: Establish a program to maximize recycling of waste materials.

Program shall include the following:

1. Designation of a waste management coordinator.

2. Identification of recyclable materials.

3. Identification of available local recycling firms and agencies to receive recyclable materials.

4. Establishment of quantity goals for collection of each recyclable material.

5. Designation of one or more locations on the project site for collection, sorting and temporary storage of recyclable materials.

6. Means and schedule for transporting and delivery of recyclable materials to recycling firms and agencies.

7. Implementation of the Waste Management Plan: Contractor's waste management coordinator shall provide on-site instruction of workers in the identification, separation and

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a. Contractor shall lay out and define specific areas to facilitate separation of materials for recycling, and shall maintain collection bins clearly marked to avoid contamination of the recyclable materials.

b. The waste management coordinator shall report monthly, in writing, the quantity of each recyclable material collected during the previous month and cumulatively to date, compared to the quantity goal, and other points of interest. Copies of each report shall be distributed to each significant stakeholder of the project, including the Government.

1.5 ADMINISTRATIVE AND SUPERVISORY PERSONNEL

A. The Contractor shall provide administrative and supervisory personnel for proper performance of the Work.

B. Project Coordinator: Provide a full-time project coordinator, experienced in the administration and supervision of building construction, including all systems required in the project. The project coordinator shall be authorized to act as the coordinator of construction activities, including but not limited to the following:

1. Scheduling and sequencing of Work.

2. Sharing access to work spaces.

3. Installations.

4. Protection of work.

5. Cutting and patching.

6. Selections for compatibility.

7. Preparation of coordination of drawings.

8. Inspection and tests.

9. Temporary services and facilities.

C. Safety and Health Officer: Provide a safety and health officer whose duties shall consist of developing and implementing safety and health programs specified in Division 1 Section "Safety and Health."

D. Provide a waste management coordinator whose duties shall consist of developing and implementing a program for maximizing recycling of waste.

E. Add additional staff and respective duties as necessary for your specific project. Reference Section

5.1 of the Scope of Work and the Division 0 specifications for additional information for minimum required personnel, personnel qualification requirements, and personnel qualification submission requirements.

1.6 CONFERENCES AND MEETINGS

A. Preconstruction Conference: The government shall schedule a preconstruction conference before starting construction at a time and place convenient to the Contractor. The conference shall review responsibilities and personnel assignments.

1. Attendees: Participants at the conference shall be familiar with the project, shall be authorized to conclude matters relating to the Work, and shall minimally include representatives of the following parties:

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a. Government.

b. Design-Build Architect.

c. Major design consultants.

d. Design-Build Contractor.

e. Major subontractors.

f. Major suppliers.

g. Other concerned parties.

2. Agenda: Subjects for discussion shall include items of significance that could affect progress, including but not limited to the following:

a. Tentative construction schedule.

b. Critical work sequencing.

c. Designation of responsible personnel.

d. Procedures for processing field decisions and Change Orders.

e. Procedures for processing Applications for Payment.

f. Distribution of Contract Documents.

g. Submittal of Shop Drawings, Product Data, and Samples.

h. Preparation of Record Documents.

i. Use of the premises.

j. Parking availability.

k. Office, work, and storage areas.

l. Equipment deliveries and priorities.

m. Safety procedures.

n. First aid.

o. Security.

p. Housekeeping and progress cleaning.

q. Working hours.

r. Energy and resource efficiency / sustainability

s. Waste management

3. Reporting: No later than 3 calendar days after the conference, the Contractor shall distribute minutes of the conference to each party present and to other concerned parties, including the Contracting Officer. The Contractor shall upload meeting minutes to ePM.

B. Progress Meetings: The Government or designee shall conduct progress meetings at the Project Site at regular intervals. Dates of meetings shall be coordinated with preparation of the payment request.

1. Attendees: In addition to the Contractor's and Government's representatives, each subontractor, supplier, or other entity concerned with current progress or involved in planning, coordination, or performance of future activities shall be represented. All participants at the conference shall be familiar with the Project and authorized to conclude matters relating to the Work.

2. Agenda: Review and correct or approve minutes of the previous progress meeting. Review other items of significance that could affect progress. Include topics for discussion as appropriate to the status of the Project.

a. Contractor's Schedule: Using the Baseline Schedule (or most recent update thereto), the Contractor shall develop and provide a new, detailed, two-week lookahead schedule for review at each progress meeting. The lookahead shall comprise all work activities and activity logic for the two weeks subsequent to the progress meeting at which it is submitted. The Contractor shall discuss at the progress meeting whether each activity shown in the lookahead schedule is on time, ahead, or behind schedule as compared to the approved Baseline Schedule and any subsequent, approved

FY15 Update Oct. 1, 2014 Project Management & Coordination 013100 - 5 updates. The Contractor shall furthermore discuss with the project team at the progress meeting how any activities that are behind schedule will be expedited to meet project milestones. The Contractor shall secure commitments from the parties that are responsible for ensuring the expedition of late. The Contractor shall discuss whether additional Baseline Schedule or lookahead schedule revisions are required to ensure that current and subsequent activities will be completed within the Contract Period of Performance.

b. Review the present and future needs of each entity present, including but not limited to the following:

1) Interface requirements

2) Time

3) Sequences of operations

4) Status of submittals

5) Deliveries

6) Off-site fabrication

7) Access

8) Site utilization

9) Temporary facilities and controls

10) Hours of work

11) Hazards and risks

12) Housekeeping and progress cleaning

13) Quality and work standards

14) Change Orders

15) Documentation of information for payment requests

16) Updating of Record Documents

3. Reporting: No later than 3 calendar days after the conference, the Contractor shall distribute minutes of the conference to each party present and to other concerned parties, including the Contracting Officer. Include a brief summary, in a narrative form, of progress since the previous meeting and report. Meeting Minutes shall be uploaded to or documented within ePM.

4. Schedule Updating: The Contractor shall revise the Contractor's Construction Schedule after each progress meeting where revisions to the schedule have been made or recognized. The revised schedule shall be issued concurrently with the report of each meeting.

C. Partnering Meetings: See GSA’s Partnering with the Public Building Service Policy PBS 3400.16A; dated March 5, 2014.

1. Projects with an estimated construction cost (ECC) over $10 million are required to hold Partnering Meetings. To most effectively accomplish this contract, the Government requires that the Contractor and its subontractors participate in a cohesive partnership with the Government. Key personnel from the Government, Contractor, its subontractors, and the Designer of Record will participate in the Partnering process.

2. The Contractor shall provide the Contracting Officer with a list of the Contractor and subontractors personnel who will participate in the partnering sessions. The Contracting Officer may, in his/her sole discretion, add or remove any individual from the list. The Contracting Officer shall provide a list to the Contractor with the names of the individuals who will participate in the partnering sessions on behalf of the Government and its designer and on site construction manager. The Contractor shall issue the invitations to all of the individuals who will participate in the partnering sessions and generally serve as the host during any such session’s team. The Contractor shall provide the Facilitator, meeting room, and other incidental items for the partnering sessions over the life of the project.

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3. Before a Partnering session, the Contractor shall coordinate with the Facilitator all requirements for incidental items (i.e. audio-visual equipment, easels, flipchart paper, colored markers, note paper, pens/pencils, colored flash cards, etc.) and have these items available at the Partnering session. The Contractor will copy documents for distribution to all attendees. The participants shall bear their own costs for meals, lodging and transportation associated with Partnering.

4. The Facilitator shall be acceptable to both the Government and Contractor. An acceptable Facilitator is experienced in leading the team in a timely manner and ensuring issues are identified and resolved. A list of Partnering Facilitators is available from the Contracting Officer.

5. The Initial Partnering Session shall be one day (8 hours plus an additional 30 minute lunch break). It shall be located at a place off the construction site as agreed to by the Contracting Officer and the Contractor. It may take place concurrently with the Pre Construction Meeting, but shall not take place any later than two months after Award.

6. The Follow-on Partnering Session(s) shall be no longer than a half-day in duration.

Participants are encouraged to utilize electronic means to expedite meetings. Meetings may be held at the project site, or in a Government Facility. Follow-on meetings may be held concurrently with other scheduled meetings. Attendees need only be those required to resolve current issues. The same Facilitator used in the Initial Partnering session is recommended to achieve best results and for continuity. At minimum, Follow-on Partnering Sessions shall occur at the following times and intervals:

a. At the completion of the Design Phase of the project, and

b. Following the commencement of Construction, once every 6 months.

D. Project Closeout Conference: GSA will schedule and conduct a Project closeout conference, at a time convenient to Contractor, CM and Architect, but no later than 90 days prior to the scheduled date of Substantial Completion.

1. Attendees: Authorized representatives of GSA, CM, Architect, and their consultants;

Contractor and its superintendent; major subontractors; suppliers; and other concerned parties shall attend the meeting. Participants at the meeting shall be familiar with Project and authorized to conclude matters relating to the Work.

2. Agenda: Discuss items of significance that could affect or delay Project closeout, including the following:

a. Preparation of record documents.

b. Procedures required prior to inspection for Substantial Completion and for final inspection for acceptance.

c. Coordination of final commissioning requirements and submittal of written warranties.

d. Requirements for preparing operations and maintenance data.

e. Requirements for delivery of material samples, attic stock, and spare parts.

f. Preparation of Contractor's punch list.

g. Procedures for processing Applications for Payment at Substantial Completion and for final payment.

h. Submittal procedures.

i. Coordination of separate contracts, if any.

j. GSA's partial occupancy requirements.

k. Installation of GSA's furniture, fixtures, and equipment.

l. Responsibility for removing temporary facilities and controls.

3. Minutes: Entity conducting meeting will record and distribute meeting minutes within 3 working days. Meeting Minutes should be uploaded or documented within ePM.

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1.7 SUBMITTALS

A. Subcontract List: Within 7 calendar days from Notice to Proceed (NTP) prepare a written summary identifying individuals or firms proposed for each portion of the Work, including those who are to furnish products or equipment fabricated to a special design. Include the following information in tabular form:

1. Name, address, and telephone number of entity performing subcontract or supplying products.

2. Number and title of related Specification Section(s) covered by subcontract.

3. Drawing number and detail references, as appropriate, covered by subcontract.

4. Coordination Drawings: Comply with the shop drawing requirements specified in Division 1

Section "Submittal Procedures".

B. Waste Management: Within 30 calendar days after commencement of construction, submit the waste management plan, followed by monthly implementation reports.

C. Staff Names: Within 7 calendar days after commencement of construction, submit a list of principal staff assignments, including the superintendent and other primary personnel at the Project site.

Identify individuals by name, duties and responsibilities, home address, and business and home telephone numbers. The Contractor shall post copies of this list in ePM, in the project meeting room, temporary field office and at each temporary telephone location.

PART 2 - PRODUCTS (Not applicable)

PART 3 - EXECUTION

3.1 GENERAL COORDINATION PROVISIONS

A. Inspection of Conditions: Prior to installations, require the installer of each major component to inspect both the substrate and conditions under which work is to be performed.

1. Do not proceed until unsatisfactory conditions have been corrected in an acceptable manner.

2. Coordinate temporary enclosures with required inspections and tests to minimize the necessity of uncovering completed construction for that purpose.

B. Construction in Progress: Keep construction in progress, and adjoining materials in place, clean during handling and installation. Apply protective coverings where required for protection from damage or deterioration.

C. Completed Construction: Clean completed construction, and provide maintenance, as frequently as necessary to prevent damage or soiling or other deterioration through the remainder of the construction period.

D. Limiting Exposures: Supervise construction operations to prevent exposure of any part of construction, completed or in progress, to harmful, dangerous, damaging or otherwise deleterious conditions during the construction period. Such conditions include but are not limited to the following:

1. Excessive static or dynamic loading.

2. Excessive internal or external pressures.

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3. Excessively high or low temperatures.

4. Thermal shock.

5. Excessively high or low humidity.

6. Pollution and air contamination.

7. Water or ice.

8. Chemicals and solvents.

9. Light.

10. Radiation.

11. Puncture.

12. Abrasion.

13. Heavy traffic.

14. Soiling, staining, and corrosion.

15. Bacteria.

16. Rodent and insect infestation.

17. Combustion.

18. Electrical current.

19. High-speed operation.

20. Improper lubrication.

21. Unusual wear or other misuse.

22. Contact between incompatible materials.

23. Destructive testing.

24. Misalignment.

25. Excessive weathering.

26. Unprotected storage.

27. Improper shipping or handling.

28. Theft or vandalism.

END OF SECTION 013100