1-26-28 Part 2 Project Manual.pdf

PROJECT MANUAL

PROJECT NO. OEMA-2025-126

RPS IFB 26-28

RPS PROJECT # 26-06

West Middle School Auditorium Remodel

1900 N. Rockton Avenue

Rockford, Illinois 61103

Rockford Public Schools 205

OEMA 2025-126 TABLE OF CONTENTS 000110 - 1

RPS 205 – West Auditorium Remodel

DOCUMENT 000110 – TABLE OF CONTENTS

000100 Title Page ......................................................................................... 000100 - 1

000110 Table of Contents ......................................................................... 000110 – 1-3

000114 Ownership and Use of Instruments of Service................................. 000114 – 1

BIDDING REQUIREMENTS

001113 Advertisement for Bids ................................................................ 001113 – 1-0

001116 Invitation to Bid ........................................................................... 001116 – 1-0

Instructions to Bidders – AIA A701 ............................................................ 1-6

002213 Supplementary Instructions to Bidders ........................................ 002213 – 1-0

004113 Bid Form ...................................................................................... 004113 – 1-0

CONDITIONS OF CONTRACT

General Conditions – AIA A201 ............................................................... 1-40

007300 Supplementary Conditions ........................................................... 007300 – 1-0

DIVISION 1 - GENERAL REQUIREMENTS

011000 Summary ...................................................................................... 011000 – 1-3

012000 Price and Payment Procedures ..................................................... 012000 – 1-3

012500 Substitution Procedures ............................................................... 012500 – 1-3

013000 Administrative Requirements .................................................... 013000 – 1-11

013216 Construction Progress Schedule .................................................. 013216 – 1-3

014000 Quality Requirements .................................................................. 014000 – 1-5

014216 Definitions ................................................................................... 014216 – 1-1

015000 Temporary Facilities and Controls............................................... 015000 – 1-3

016000 Product Requirements .................................................................. 016000 – 1-3

017000 Execution and Closeout Requirements ........................................ 017000 – 1-8

017419 Construction and Waste Management and Disposal .................... 017419 – 1-3

017800 Closeout Submittals ..................................................................... 017800 – 1-4

DIVISION 2 - EXISTING CONDITIONS

024100 Selective Demolition .................................................................... 024119 – 1-4

DIVISION 3 - CONCRETE

033000 Cast-In-Place Concrete .............................................................. 033000 – 1-11

DIVISION 4 - MASONRY

040511 Masonry Mortaring ...................................................................... 040511 – 1-4

TABLE OF CONTENTS 000110 - 2 OEMA 2025-126

042000 Unit Masonry ................................................................................ 042000 – 1-4

DIVISION 5 - METALS

055000 Metal Fabrications ........................................................................ 055000 – 1-3

055213 Pipe and Tube Railings ................................................................. 055213 – 1-3

DIVISION 6 - WOOD, PLASTICS & COMPOSITES

061053 Miscellaneous Rough Carpentry .................................................. 061053 – 1-3

062000 Finish Carpentry ........................................................................... 062000 – 1-3

DIVISION 7 - THERMAL & MOISTURE PROTECTION

079200 Joint Sealants ................................................................................ 029200 – 1-5

DIVISION 8 - OPENINGS

081213 Hollow Metal Frames ................................................................... 081213 – 1-0

081416 Flush Wood Doors........................................................................ 081416 – 1-3

083100 Access Doors and Panels .............................................................. 083100 – 1-2

085659 Service Window Units .................................................................. 085659 – 1-3

087100 Door Hardware ............................................................................. 087100 – 1-8

DIVISION 9 - FINISHES

092116 Gypsum Board Assemblies .......................................................... 092116 – 1-8

092300 Gypsum Plastering ....................................................................... 092300 – 1-3

096500 Resilient Flooring ......................................................................... 096500 – 1-5

098430 Sound Absorbing Wall Units ....................................................... 092300 – 1-2

DIVISION 10 - SPECIALTIES

Not Used

DIVISION 11 - EQUIPMENT

Not Used

DIVISION 12 - FURNISHINGS

123600 Solid Surface Countertops ............................................................ 123600 – 1-4

126100 Fixed Audience Seating ................................................................ 126100 – 1-4

DIVISIONS 13 through 30

Not Used

OEMA 2025-126 TABLE OF CONTENTS 000110 - 3

DIVISION 31 - EARTHWORK

312323 Fill ................................................................................................ 312323 – 1-3

END OF DOCUMENT 000110

OEMA 2025-126 Summary 01 1000 1 RPS 205 - West Auditorium Remodel

SECTION 01 1000

SUMMARY

PART 1 GENERAL

1.1 RELATED DOCUMENTS

A. Drawings and general provisions of the Contract, including General and Supplementary Conditions and Division 01 Specification Sections, apply to this Section.

1.2 PROJECT

A. Project Name: West Middle School Auditorium Remodel.

B. Owner's Name: Rockford Public School District - RPS 205 .

1. Owner's Representative: Scott Jensen, Director of Design and Construction.

C. Architect's Name: Ollmann Ernest Martin Architects.

D. The Project consists of the construction of New interior concrete stair, ramp and remodeling of existing control room, as well as preparation of auditorium for new multiple seating by Owner.

E. Project Web Site: A project Website, PMWeb, administered by the Owner, will be used for purposes of managing communication and documents during the construction phase.

1.3 CONTRACT DESCRIPTION

A. Contract Type: A single prime contract based on a Stipulated Price as described in Document 00 5200 - Agreement Form.

1.4 DESCRIPTION OF ALTERATIONS WORK - EXISTING SCHOOL

A. Scope of demolition and removal work is indicated on drawings and specified in Section 02

4100.

B. Scope of alterations work is indicated on drawings.

C. Plumbing: No plumbing work is included in project scope of work.

D. HVAC: Alter existing system and add new construction, keeping existing in operation.

E. Electrical Power and Lighting: Alter existing system and add new construction, keeping existing in operation.

F. Fire Suppression Sprinklers: Maintain existing system in operation.

G. Fire Alarm: Alter existing system and add new construction, keeping existing in operation.

Coordinate work with Owner.

H. Security System: No work.

1.5 DESCRIPTION OF NEW CONSTRUCTION - REMODELING

A. Scope of Work: Construction of new interior concrete stairs, ramp, remodeling of control room and preparation of auditorium for new seating, as shown on Plans and Specifications, as follows:

1. Demolition includes removal of interior concrete stair and handrails, portion of terrazzo flooring, acoustic wall panels, auditorium seating, as well as other work, as described on Demolition Plans.

2. Most interior finishes such as carpet and paint will be provided (furnished and installed) by District's forces.

B. Project address: 1900 N. Rockton Avenue, Rockford, IL 61103.

1.6 WORK BY OWNER

A. Items noted OFOI (Owner Furnished, Owner Installed) and NIC (Not in Contract) will be supplied and installed by Owner before Substantial Completion.

1. Furnishings will be coordinated by the Owner.

OEMA 2025-126 Summary 01 1000 2

2. Flooring and floor preparation.

3. Painting.

4. Installation of acoustic wall panels.

5. Finish carpentry work.

1.7 OWNER OCCUPANCY

A. Owner intends to occupy the Project upon Substantial Completion.

B. Owner intends to occupy a certain portion of the Project prior to the completion date for the conduct of normal operations.

C. Cooperate with Owner to minimize conflict and to facilitate Owner's operations.

D. Schedule the Work to accommodate Owner occupancy.

1.8 CONTRACTOR USE OF SITE AND PREMISES

A. Construction Operations: Limited to areas noted on Drawings.

1. Locate and conduct construction activities in ways that will limit disturbance to site.

B. Arrange use of site and premises to allow:

1. Owner occupancy.

2. Work by Others.

3. Work by Owner.

4. Use of site and premises by the public.

C. Provide access to and from site as required by law and by Owner:

1. Emergency Building Exits During Construction: Keep all exits required by code open during construction period; provide temporary exit signs if exit routes are temporarily altered.

2. Do not obstruct roadways, sidewalks, or other public ways without permit.

D. Existing building spaces may not be used for storage.

E. Utility Outages and Shutdown:

1. Do not disrupt or shut down life safety systems, including but not limited to fire sprinklers and fire alarm system, without 7 days notice to Owner and authorities having jurisdiction.

2. Limit shutdown of utility services to 4 hours at a time, arranged at least 48 hours in advance with Owner.

3. Prevent accidental disruption of utility services to other facilities.

1.9 WORK SEQUENCE

A. Coordinate construction schedule and operations with Architect and Owner.

1.10 SPECIFICATION SECTIONS APPLICABLE TO EVERY CONTRACT

A. Unless otherwise noted, provisions of the sections listed below apply to every contract.

Specific items of work listed under individual contract descriptions constitute exceptions.

B. Section 01 2000 - Price and Payment Procedures.

C. Section 01 2500 - Substitution Procedures.

D. Section 01 3000 - Administrative Requirements.

E. Section 01 3216 - Construction Progress Schedule.

F. Section 01 4000 - Quality Requirements.

G. Section 01 4216 - Definitions.

H. Section 01 5000 - Temporary Facilities and Controls.

I. Section 01 6000 - Product Requirements.

OEMA 2025-126 Summary 01 1000 3

J. Section 01 7000 - Execution and Closeout Requirements.

K. Section 01 7419 - Construction Waste Management.

L. Section 01 7800 - Closeout Submittals.

PART 2 PRODUCTS - NOT USED

PART 3 EXECUTION - NOT USED

END OF SECTION

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OEMA 2025-126 Price and Payment Procedures 01 2000 1

SECTION 01 2000

PRICE AND PAYMENT PROCEDURES

PART 1 GENERAL

1.1 RELATED DOCUMENTS

A. Drawings and general provisions of the Contract, including General and Supplementary Conditions and Division 01 Specification Sections, apply to this Section.

1.2 SECTION INCLUDES

A. Procedures for preparation and submittal of applications for progress payments.

B. Documentation of changes in Contract Sum and Contract Time.

C. Change procedures.

D. Correlation of Contractor submittals based on changes.

E. Procedures for preparation and submittal of application for final payment.

1.3 RELATED REQUIREMENTS

A. Section 00 5000 - Contracting Forms and Supplements: Forms to be used.

B. Section 00 5200 - Agreement Form: Contract Sum, retainages, payment period, monetary values of unit prices.

C. Section 00 7200 - General Conditions: Additional requirements for progress payments, final payment, changes in the Work.

D. Section 00 7300 - Supplementary Conditions: Percentage allowances for Contractor's overhead and profit.

E. Section 01 7800 - Closeout Submittals: Project record documents.

1.4 SCHEDULE OF VALUES

A. Electronic media printout including equivalent information will be considered in lieu of standard form specified; submit draft to Architect for approval.

B. Forms filled out by hand will not be accepted.

C. Submit Schedule of Values in duplicate within 15 days after date of Owner-Contractor

Agreement.

D. Format: Utilize the Table of Contents of this Project Manual. Identify each line item with number and title of the specification section. Identify site mobilization.

E. Include in each line item, the amount of Allowances specified in this section. For unit cost

Allowances, identify quantities taken from Contract Documents multiplied by the unit cost to achieve the total for the item.

F. Include separately from each line item, a direct proportional amount of Contractor's overhead and profit.

G. Revise schedule to list approved Change Orders, with each Application For Payment.

1.5 APPLICATIONS FOR PROGRESS PAYMENTS

A. Payment Period: Submit at intervals stipulated in the Agreement.

B. Use Form AIA G702 and Form AIA G703, edition stipulated in the Agreement.

C. Electronic media printout including equivalent information will be considered in lieu of standard form specified; submit sample to Architect for approval.

D. Forms filled out by hand will not be accepted.

E. For each item, provide a column for listing each of the following:

OEMA 2025-126 Price and Payment Procedures 01 2000 2

1. Item Number.

2. Description of work.

3. Scheduled Values.

4. Previous Applications.

5. Work in Place and Stored Materials under this Application.

6. Authorized Change Orders.

7. Total Completed and Stored to Date of Application.

8. Percentage of Completion.

9. Balance to Finish.

10. Retainage.

F. Execute certification by signature of authorized officer.

G. Use data from approved Schedule of Values. Provide dollar value in each column for each line item for portion of work performed and for stored products.

H. List each authorized Change Order as a separate line item, listing Change Order number and dollar amount as for an original item of work.

I. Submit one electronic and three hard-copies of each Application for Payment.

J. Include the following with the application:

1. Transmittal letter as specified for submittals in Section 01 3000.

2. Construction progress schedule, revised and current as specified in Section 01 3000.

3. Current construction photographs specified in Section 01 3000.

4. Partial release of liens from major subcontractors and vendors.

5. Affidavits attesting to off-site stored products.

K. When Architect requires substantiating information, submit data justifying dollar amounts in question. Provide one copy of data with cover letter for each copy of submittal. Show application number and date, and line item by number and description.

1.6 MODIFICATION PROCEDURES

A. Submit name of the individual authorized to receive change documents and who will be responsible for informing others in Contractor's employ or subcontractors of changes to Contract Documents.

B. For minor changes not involving an adjustment to the Contract Sum or Contract Time, Architect will issue instructions directly to Contractor.

C. For other required changes, Architect will issue a document signed by Owner instructing Contractor to proceed with the change, for subsequent inclusion in a Change Order.

1. The document will describe the required changes and will designate method of determining any change in Contract Sum or Contract Time.

2. Promptly execute the change.

D. For changes for which advance pricing is desired, Architect will issue a document that includes a detailed description of a proposed change with supplementary or revised drawings and specifications, a change in Contract Time for executing the change with a stipulation of any overtime work required and the period of time during which the requested price will be considered valid. Contractor shall prepare and submit a fixed price quotation within ____ days.

E. Contractor may propose a change by submitting a request for change to Architect, describing the proposed change and its full effect on the work, with a statement describing the reason for the change, and the effect on the Contract Sum and Contract Time with full documentation.

Document any requested substitutions in accordance with Section 01 6000.

OEMA 2025-126 Price and Payment Procedures 01 2000 3

F. Computation of Change in Contract Amount: As specified in the Agreement and Conditions of the Contract.

1. For change requested by Architect for work falling under a fixed price contract, the amount will be based on Contractor's price quotation.

2. For change requested by Contractor, the amount will be based on the Contractor's request for a Change Order as approved by Architect.

3. For pre-determined unit prices and quantities, the amount will be based on the fixed unit prices.

4. For change ordered by Architect without a quotation from Contractor, the amount will be determined by Architect based on the Contractor's substantiation of costs as specified for Time and Material work.

G. Substantiation of Costs: Provide full information required for evaluation.

1. On request, provide the following data:

a. Quantities of products, labor, and equipment.

b. Taxes, insurance, and bonds.

c. Overhead and profit.

d. Justification for any change in Contract Time.

e. Credit for deletions from Contract, similarly documented.

2. Support each claim for additional costs with additional information:

a. Origin and date of claim.

b. Dates and times work was performed, and by whom.

c. Time records and wage rates paid.

d. Invoices and receipts for products, equipment, and subcontracts, similarly documented.

3. For Time and Material work, submit itemized account and supporting data after completion of change, within time limits indicated in the Conditions of the Contract.

H. Execution of Change Orders: Architect will issue Change Orders for signatures of parties as provided in the Conditions of the Contract.

I. After execution of Change Order, promptly revise Schedule of Values and Application for

Payment forms to record each authorized Change Order as a separate line item and adjust the Contract Sum.

J. Promptly revise progress schedules to reflect any change in Contract Time, revise sub-schedules to adjust times for other items of work affected by the change, and resubmit.

K. Promptly enter changes in Project Record Documents.

1.7 APPLICATION FOR FINAL PAYMENT

A. Prepare Application for Final Payment as specified for progress payments, identifying total adjusted Contract Sum, previous payments, and sum remaining due.

B. Application for Final Payment will not be considered until the following have been accomplished:

1. All closeout procedures specified in Section 01 7000.

PART 2 PRODUCTS - NOT USED

OEMA 2025-126 Substitution Procedures 01 2500 1

SECTION 01 2500

SUBSTITUTION PROCEDURES

PART 1 GENERAL

1.1 RELATED DOCUMENTS

A. Drawings and general provisions of the Contract, including General and Supplementary Conditions and Division 01 Specification Sections, apply to this Section.

1.2 SECTION INCLUDES

A. Procedural requirements for proposed substitutions.

1.3 RELATED REQUIREMENTS

A. Section 00 2113 - Instructions to Bidders: Restrictions on timing of substitution requests.

B. Section 00 4325 - Substitution Request Form - During Procurement: Required form for substitution requests made prior to award of contract (During procurement).

C. Section 00 6325 - Substitution Request Form - During Construction: Required form for substitution requests made after award of contract (During construction).

D. Section 01 3000 - Administrative Requirements: Submittal procedures, coordination.

E. Section 01 6000 - Product Requirements: Fundamental product requirements, product options, delivery, storage, and handling.

1.4 DEFINITIONS

A. Substitutions: Changes from Contract Documents requirements proposed by Contractor to materials, products, assemblies, and equipment.

1. Substitutions for Cause: Proposed due to changed Project circumstances beyond

Contractor's control.

a. Unavailability.

b. Regulatory changes.

2. Substitutions for Convenience: Proposed due to possibility of offering substantial advantage to the Project.

a. Substitution requests offering advantages solely to the Contractor will not be considered.

1.5 REFERENCE STANDARDS

A. CSI/CSC Form 1.5C - Substitution Request (During the Bidding/Negotiating Stage); Current Edition.

B. CSI/CSC Form 13.1A - Substitution Request (After the Bidding/Negotiating Phase); Current Edition.

PART 2 PRODUCTS - NOT USED

PART 3 EXECUTION

3.1 GENERAL REQUIREMENTS

A. A Substitution Request for products, assemblies, materials, and equipment constitutes a representation that the submitter:

1. Has investigated proposed product and determined that it meets or exceeds the quality level of the specified product, equipment, assembly, or system.

2. Agrees to provide the same warranty for the substitution as for the specified product.

3. Agrees to provide same or equivalent maintenance service and source of replacement parts, as applicable.

4. Agrees to coordinate installation and make changes to other work that may be required for the work to be complete, with no additional cost to Owner.

OEMA 2025-126 Substitution Procedures 01 2500 2

5. Waives claims for additional costs or time extension that may subsequently become apparent.

6. Agrees to reimburse Owner and Architect for review or redesign services associated with re-approval by authorities.

B. A Substitution Request for specified installer constitutes a representation that the submitter:

1. Has acted in good faith to obtain services of specified installer, but was unable to come to commercial, or other terms.

C. Document each request with complete data substantiating compliance of proposed substitution with Contract Documents. Burden of proof is on proposer.

1. Note explicitly any non-compliant characteristics.

D. Content: Include information necessary for tracking the status of each Substitution Request, and information necessary to provide an actionable response.

1. Forms indicated in the Project Manual are adequate for this purpose, and must be used.

E. Limit each request to a single proposed substitution item.

1. Submit an electronic document, combining the request form with supporting data into single document.

3.2 SUBSTITUTION PROCEDURES DURING PROCUREMENT

A. Submittal Time Restrictions:

1. Instructions to Bidders specifies time restrictions and the documents required for submitting substitution requests during the bidding period.

B. Submittal Form (before award of contract):

1. Submit substitution requests by completing the form attached to this section. See this form for additional information and instructions. Use only this form; other forms of submission are unacceptable.

3.3 SUBSTITUTION PROCEDURES DURING CONSTRUCTION

A. Submittal Form (after award of contract):

1. Submit substitution requests by completing the form attached to this section. See this section for additional information and instructions. Use only this form; other forms of submission are unacceptable.

B. Architect will consider requests for substitutions only within 15 days after date of Agreement.

C. Submit request for Substitution for Cause within 14 days of discovery of need for substitution, but not later than 14 days prior to time required for review and approval by Architect, in order to stay on approved project schedule.

D. Submit request for Substitution for Convenience within 14 days of discovery of its potential advantage to the project, but not later than 14 days prior to time required for review and approval by Architect, in order to stay on approved project schedule.

1. In addition to meeting general documentation requirements, document how the requested substitution benefits the Owner through cost savings, time savings, greater energy conservation, or in other specific ways.

2. Document means of coordinating of substitution item with other portions of the work, including work by affected subcontractors.

3. Bear the costs engendered by proposed substitution of:

a. Owner's compensation to the Architect for any required redesign, time spent processing and evaluating the request.

b. Other construction by Owner.

c. Other unanticipated project considerations.

OEMA 2025-126 Substitution Procedures 01 2500 3

E. Substitutions will not be considered under one or more of the following circumstances:

1. When they are indicated or implied on shop drawing or product data submittals, without having received prior approval.

2. Without a separate written request.

3. When acceptance will require revisions to Contract Documents.

3.4 RESOLUTION

A. Architect may request additional information and documentation prior to rendering a decision.

Provide this data in an expeditious manner.

B. Architect will notify Contractor in writing of decision to accept or reject request.

1. Architect's decision following review of proposed substitution will be noted on the submitted form.

3.5 ACCEPTANCE

A. Accepted substitutions change the work of the Project. They will be documented and incorporated into work of the project by Change Order, Construction Change Directive, Architectural Supplementary Instructions, or similar instruments provided for in the Conditions of the Contract.

3.6 CLOSEOUT ACTIVITIES

A. See Section 01 7800 - Closeout Submittals, for closeout submittals.

B. Include completed Substitution Request Forms as part of the Project record. Include both approved and rejected Requests.

OEMA 2025-126 Administrative Requirements 01 3000 1

SECTION 01 3000

ADMINISTRATIVE REQUIREMENTS

PART 1 GENERAL

1.1 RELATED DOCUMENTS

A. General administrative requirements.

B. Web-based project software service.

C. Drawings and general provisions of the Contract, including General and Supplementary

Conditions and other Division 01 Specification Sections, apply to this Section.

1.2 SECTION INCLUDES

A. Electronic document submittal service.

B. Preconstruction meeting.

C. Site mobilization meeting.

D. Progress meetings.

E. Construction progress schedule.

F. Contractor's daily reports.

G. Progress photographs.

H. Submittals for review, information, and project closeout.

I. Number of copies of submittals.

J. Requests for Information (RFI) procedures.

K. Submittal procedures.

1.3 RELATED REQUIREMENTS

A. Section 00 7200 - General Conditions: Dates for applications for payment.

B. Section 01 3216 - Construction Progress Schedule: Form, content, and administration of schedules.

C. Section 01 6000 - Product Requirements: General product requirements.

D. Section 01 7000 - Execution and Closeout Requirements: Additional coordination requirements.

E. Section 01 7800 - Closeout Submittals: Project record documents; operation and maintenance data; warranties and bonds.

1.4 GENERAL ADMINISTRATIVE REQUIREMENTS

A. Comply with requirements of Section 01 7000 - Execution and Closeout Requirements for coordination of execution of administrative tasks with timing of construction activities.

B. Make the following types of submittals to Architect:

1. Requests for Information (RFI).

2. Requests for substitution.

3. Shop drawings, product data, and samples.

4. Test and inspection reports.

5. Design data.

6. Manufacturer's instructions and field reports.

7. Applications for payment and change order requests.

8. Progress schedules.

9. Coordination drawings.

10. Correction Punch List and Final Correction Punch List for Substantial Completion.

OEMA 2025-126 Administrative Requirements 01 3000 2

11. Closeout submittals.

1.5 PROJECT COORDINATOR

A. Project Coordinator: School District's Project Manager.

B. Cooperate with the Project Coordinator in allocation of mobilization areas of site; for field offices and sheds, for building access, traffic, and parking facilities.

C. During construction, coordinate use of site and facilities through the Project Coordinator.

D. Comply with Project Coordinator's procedures for intra-project communications; submittals, reports and records, schedules, coordination drawings, and recommendations; and resolution of ambiguities and conflicts.

E. Comply with instructions of the Project Coordinator for use of temporary utilities and construction facilities. Responsibility for providing temporary utilities and construction facilities is identified in Section 01 1000 - Summary.

F. Coordinate field engineering and layout work under instructions of the Project Coordinator.

PART 2 PRODUCTS - NOT USED

PART 3 EXECUTION

3.1 WEB-BASED PROJECT SOFTWARE SERVICE

A. Web-Based Project Software Service: Provide, administer, and use PMWeb, web-based project software, to host and manage project communication and documentation.

1. Include, at minimum, the following features:

a. Project directory, including Owner, Contractor, subcontractors, Architect, Architect's consultants, and other entities involved in the project. Include names of contact persons and contact information for each entity.

b. Access control for each entity and for each workflow process to determine each entity's digital rights to create, modify, view, and print documents.

c. Workflow planning, allowing customization of workflow for each project entity.

d. Creation, logging, tracking, and notification for project communications.

e. Tracking of project communication statuses in real time, including timestamped response log.

f. Procedures for viewing PDFs or similar file formats, allowing markups by each entity. Provide security features to lock markups against changes once submitted.

g. Processing and tracking of payment applications.

h. Processing and tracking of contract modifications.

i. Creation and distribution of meeting minutes.

j. Document management for drawings, specifications, and coordination drawings, including revision control.

k. Management of construction progress photographs.

l. Mobile device compatibility.

m. Creation of data analytics reports.

n. Creation and export of editable logs for software functions. Provide Owner, Architect, and Architect's consultants with rights and ability to download logs when requested.

2. Cost: Pay cost of service. Include the cost of the service in the contract sum.

3. Comply with the software service's current published licensing agreements.

4. Training: Provide one-hour, web-based training session for users of software service.

Further training is the responsibility of the user.

a. Representatives of Owner are scheduled and included in this training.

5. Project Closeout: Architect determines when to terminate the software service for the project and is responsible for obtaining archive copies of files for Owner.

OEMA 2025-126 Administrative Requirements 01 3000 3

6. Web-Based Project Software Services: The selected service is:

a. PMWeb, Inc; PMWeb: www.pmweb.com.

3.2 ELECTRONIC DOCUMENT SUBMITTAL SERVICE

A. All documents transmitted for purposes of administration of the contract are to be in electronic

(PDF, MS Word, or MS Excel) format, as appropriate to the document, and transmitted via an Internet-based submittal service that receives, logs and stores documents, provides electronic stamping and signatures, and notifies addressees via email.

1. Besides submittals for review, information, and closeout, this procedure applies to

Requests for Information (RFIs), progress documentation, contract modification documents (e.g. supplementary instructions, change proposals, change orders), applications for payment, field reports and meeting minutes, Contractor's correction punchlist, and any other document any participant wishes to make part of the project record.

2. Contractor and Architect are required to use this service.

3. It is Contractor's responsibility to submit documents in allowable format.

4. Subcontractors, suppliers, and Architect's consultants are to be permitted to use the service at no extra charge.

5. Users of the service need an email address, internet access, and PDF review software that includes ability to mark up and apply electronic stamps (such as Adobe Acrobat, www.adobe.com, or Bluebeam PDF Revu, www.bluebeam.com), unless such software capability is provided by the service provider.

6. Paper document transmittals will not be reviewed; emailed electronic documents will not be reviewed.

7. All other specified submittal and document transmission procedures apply, except that electronic document requirements do not apply to samples or color selection charts.

B. Cost: The cost of the service is to be paid by Contractor; include the cost of the service in the Contract Sum.

C. Submittal Service: The selected service is:

1. PMWeb, Inc; PMWeb: www.pmweb.com.

D. Training: One, one-hour, web-based training session will be arranged for all participants, with representatives of Architect and Contractor participating; further training is the responsibility of the user of the service.

E. Project Closeout: Architect will determine when to terminate the service for the project and is responsible for obtaining archive copies of files for Owner.

3.3 PRECONSTRUCTION MEETING

A. Project Coordinator will schedule a meeting after Notice of Award.

B. Attendance Required:

1. Owner.

2. Architect.

3. Contractor.

4. Earthwork and Underground Utilities Subcontractors.

5. Major Subcontractors.

6. Electrical Subcontractor.

C. Agenda:

1. Submission of executed bonds and insurance certificates.

2. Submission of list of subcontractors, list of products, schedule of values, and progress schedule.

OEMA 2025-126 Administrative Requirements 01 3000 4

3. Submission of initial Submittal schedule.

4. Designation of personnel representing the parties to Contract and Architect.

5. Procedures and processing of field decisions, submittals, substitutions, applications for payments, proposal request, Change Orders, and Contract closeout procedures.

6. Scheduling.

D. Record minutes and distribute copies within two days after meeting to participants, with two copies to Architect, Owner, participants, and those affected by decisions made.

3.4 SITE MOBILIZATION MEETING

A. Project Coordinator will schedule meeting at the Project site prior to Contractor occupancy.

B. Attendance Required:

1. Contractor.

2. Owner.

3. Architect.

4. Contractor's superintendent.

5. Major subcontractors.

C. Agenda:

1. Use of premises by Owner and Contractor.

2. Owner's requirements.

3. Construction facilities and controls provided by Owner.

4. Temporary utilities provided by Owner.

5. Survey and building layout.

6. Security and housekeeping procedures.

7. Schedules.

8. Application for payment procedures.

9. Procedures for testing.

10. Procedures for maintaining record documents.

11. Requirements for start-up of equipment.

12. Inspection and acceptance of equipment put into service during construction period.

D. Record minutes and distribute copies within two days after meeting to participants, with two copies to Architect, Owner, participants, and those affected by decisions made.

3.5 PROGRESS MEETINGS

A. Make arrangements for meetings, prepare agenda with copies for participants, preside at meetings.

B. Attendance Required:

1. Contractor.

2. Owner.

3. Architect.

4. Contractor's superintendent.

5. Major subcontractors.

C. Agenda:

1. Review minutes of previous meetings.

2. Review of work progress.

3. Field observations, problems, and decisions.

4. Identification of problems that impede, or will impede, planned progress.

5. Review of submittals schedule and status of submittals.

6. Maintenance of progress schedule.

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7. Corrective measures to regain projected schedules.

8. Planned progress during succeeding work period.

9. Maintenance of quality and work standards.

10. Effect of proposed changes on progress schedule and coordination.

11. Other business relating to work.

D. Record minutes and distribute copies within two days after meeting to participants, with two copies to Architect, Owner, participants, and those affected by decisions made.

3.6 CONSTRUCTION PROGRESS SCHEDULE

A. Within 10 days after date of the Agreement, submit preliminary schedule defining planned operations for the first 60 days of work, with a general outline for remainder of work.

B. If preliminary schedule requires revision after review, submit revised schedule within 10 days.

C. Within 20 days after review of preliminary schedule, submit draft of proposed complete schedule for review.

1. Include written certification that major Subcontractors have reviewed and accepted proposed schedule.

D. Within 10 days after joint review, submit complete schedule.

E. Submit updated schedule with each Application for Payment.

3.7 DAILY CONSTRUCTION REPORTS

A. Include only factual information. Do not include personal remarks or opinions regarding operations and/or personnel.

B. Prepare a daily construction report recording the following information concerning events at

Project site and project progress:

1. Date.

2. High and low temperatures, and general weather conditions.

3. Safety, environmental, or industrial relations incidents.

4. Meetings and significant decisions.

5. Stoppages, delays, shortages, and losses. Include comparison between scheduled work activities (in Contractor's most recently updated and published schedule) and actual activities. Explain differences, if any. Note days or periods when no work was in progress and explain the reasons why.

6. Testing and/or inspections performed.

7. Signature of Contractor's authorized representative.

3.8 PROGRESS PHOTOGRAPHS

A. Submit photographs with each application for payment, taken not more than 3 days prior to submission of application for payment.

B. Maintain one set of all photographs at project site for reference; same copies as submitted, identified as such.

C. Photography Type: Digital; electronic files.

D. Provide photographs of site and construction throughout progress of work produced by an experienced photographer, acceptable to Architect.

E. In addition to periodic, recurring views, take photographs of each of the following events:

1. Excavations in progress.

2. Foundations in progress and upon completion.

3. Structural framing in progress and upon completion.

4. Final completion, minimum of ten (10) photos.

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F. Take photographs as evidence of existing project conditions as follows:

1. Interior views: Ten (10).

G. Views:

1. Consult with Architect for instructions on views required.

2. Provide factual presentation.

3. Provide correct exposure and focus, high resolution and sharpness, maximum depth of field, and minimum distortion.

H. Digital Photographs: 24 bit color, minimum resolution of 1024 by 768, in JPG format; provide files unaltered by photo editing software.

1. Delivery Medium: Via email.

2. File Naming: Include project identification, date and time of view, and view identification.

3. PDF File: Assemble all photos into printable pages in PDF format, with 2 to 3 photos per page, each photo labeled with file name; one PDF file per submittal.

4. Hard Copy: Printed hardcopy (grayscale) of PDF file and point of view sketch.

3.9 REQUESTS FOR INFORMATION (RFI)

A. Definition: A request seeking one of the following:

1. An interpretation, amplification, or clarification of some requirement of Contract Documents arising from inability to determine from them the exact material, process, or system to be installed; or when the elements of construction are required to occupy the same space (interference); or when an item of work is described differently at more than one place in Contract Documents.

2. A resolution to an issue which has arisen due to field conditions and affects design intent.

B. Whenever possible, request clarifications at the next appropriate project progress meeting, with response entered into meeting minutes, rendering unnecessary the issuance of a formal RFI.

C. Preparation: Prepare an RFI immediately upon discovery of a need for interpretation of

Contract Documents. Failure to submit a RFI in a timely manner is not a legitimate cause for claiming additional costs or delays in execution of the work.

1. Prepare a separate RFI for each specific item.

a. Review, coordinate, and comment on requests originating with subcontractors and/or materials suppliers.

b. Do not forward requests which solely require internal coordination between subcontractors.

2. Prepare in a format and with content acceptable to Owner.

3. Prepare using software provided by the Electronic Document Submittal Service.

4. Combine RFI and its attachments into a single electronic file. PDF format is preferred.

D. Reason for the RFI: Prior to initiation of an RFI, carefully study all Contract Documents to confirm that information sufficient for their interpretation is definitely not included.

1. Include in each request Contractor's signature attesting to good faith effort to determine from Contract Documents information requiring interpretation.

2. Unacceptable Uses for RFIs: Do not use RFIs to request the following::

a. Approval of submittals (use procedures specified elsewhere in this section).

b. Approval of substitutions (see Section - 01 6000 - Product Requirements)

c. Changes that entail change in Contract Time and Contract Sum (comply with provisions of the Conditions of the Contract).

d. Different methods of performing work than those indicated in the Contract Drawings and Specifications (comply with provisions of the Conditions of the Contract).

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3. Improper RFIs: Requests not prepared in compliance with requirements of this section, and/or missing key information required to render an actionable response. They will be returned without a response, with an explanatory notation.

4. Frivolous RFIs: Requests regarding information that is clearly indicated on, or reasonably inferable from, Contract Documents, with no additional input required to clarify the question. They will be returned without a response, with an explanatory notation.

a. The Owner reserves the right to assess the Contractor for the costs (on time-and-materials basis) incurred by the Architect, and any of its consultants, due to processing of such RFIs.

E. Content: Include identifiers necessary for tracking the status of each RFI, and information necessary to provide an actionable response.

1. Official Project name and number, and any additional required identifiers established in

Contract Documents.

2. Owner's, Architect's, and Contractor's names.

3. Discrete and consecutive RFI number, and descriptive subject/title.

4. Issue date, and requested reply date.

5. Reference to particular Contract Document(s) requiring additional information/interpretation. Identify pertinent drawing and detail number and/or specification section number, title, and paragraph(s).

6. Annotations: Field dimensions and/or description of conditions which have engendered the request.

7. Contractor's suggested resolution: A written and/or a graphic solution, to scale, is required in cases where clarification of coordination issues is involved, for example;

routing, clearances, and/or specific locations of work shown diagrammatically in Contract Documents. If applicable, state the likely impact of the suggested resolution on Contract Time or the Contract Sum.

F. Attachments: Include sketches, coordination drawings, descriptions, photos, submittals, and other information necessary to substantiate the reason for the request.

G. RFI Log: Prepare and maintain a tabular log of RFIs for the duration of the project.

H. Review Time: Architect will respond and return RFIs to Contractor within seven calendar days of receipt. For the purpose of establishing the start of the mandated response period, RFIs received after 12:00 noon will be considered as having been received on the following regular working day.

1. Response period may be shortened or lengthened for specific items, subject to mutual agreement, and recorded in a timely manner in progress meeting minutes.

I. Responses: Content of answered RFIs will not constitute in any manner a directive or authorization to perform extra work or delay the project. If in Contractor's belief it is likely to lead to a change to Contract Sum or Contract Time, promptly issue a notice to this effect, and follow up with an appropriate Change Order request to Owner.

1. Response may include a request for additional information, in which case the original RFI will be deemed as having been answered, and an amended one is to be issued forthwith.

Identify the amended RFI with an R suffix to the original number.

2. Do not extend applicability of a response to specific item to encompass other similar conditions, unless specifically so noted in the response.

3. Upon receipt of a response, promptly review and distribute it to all affected parties, and update the RFI Log.

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4. Notify Architect within seven calendar days if an additional or corrected response is required by submitting an amended version of the original RFI, identified as specified above.

3.10 SUBMITTAL SCHEDULE

A. Submit to Architect for review a schedule for submittals in tabular format.

1. Submit at the same time (within 10 days after the date of Agreement) as the preliminary schedule specified in Section - 01 3216 - Construction Progress Schedule.

2. Coordinate with Contractor's construction schedule and schedule of values.

3. Format schedule to allow tracking of status of submittals throughout duration of construction.

4. Arrange information to include scheduled date for initial submittal, specification number and title, submittal category (for review or for information), description of item of work covered, and role and name of subcontractor.

5. Account for time required for preparation, review, manufacturing, fabrication and delivery when establishing submittal delivery and review deadline dates.

a. For assemblies, equipment, systems comprised of multiple components and/or requiring detailed coordination with other work, allow for additional time to make corrections or revisions to initial submittals, and time for their review.

6. Schedule shall include:

a. Submittal dates - when submittals will be made to Architect.

b. Due back dates - dates when reviewed copies will be required back from Architect.

c. Decision dates for selection of finishes - dates when finishes must be selected in order to maintain construction schedule.

d. Product procurement dates, fabrication times and delivery dates.

7. Color Selection Schedule: At earliest possible date, but not later than 30 days after receipt of Notice to Proceed, Contractor shall submit a list of all materials requiring Architect’s color selection. The list shall include manufacturer’s name and model number of each and every item.

8. Time for Review:

a. Allow a minimum of 10 business days (Monday through Friday except holidays) for

Architect’s review of submissions.

b. The Architect reserves the right to withhold action on a submittal that requires coordination with other submittals, until all of the related submittals are submitted.

c. The Contractor shall deliver to the Architect all submittals requiring selection of color, pattern, texture or finish at the earliest possible date. Final color, pattern, texture, and finish selections for all products will be made in conjunction with each other and no product submittal can be released until all selections have been made.

d. No extension of time to perform the Contract will be authorized because of Contractor’s failure to make submissions to Architect in time for the Architect to execute a thorough review.

3.11 SUBMITTALS FOR REVIEW

A. When the following are specified in individual sections, submit them for review:

1. Product data.

2. Shop drawings.

3. Samples for selection.

4. Samples for verification.

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B. Submit to Architect for review for the limited purpose of checking for compliance with information given and the design concept expressed in Contract Documents.

C. Samples will be reviewed for aesthetic, color, or finish selection.

D. After review, provide copies and distribute in accordance with SUBMITTAL PROCEDURES article below and for record documents purposes described in Section 01 7800 - Closeout Submittals.

3.12 SUBMITTALS FOR INFORMATION

A. When the following are specified in individual sections, submit them for information:

1. Design data.

2. Certificates.

3. Test reports.

4. Inspection reports.

5. Manufacturer's instructions.

6. Manufacturer's field reports.

7. Other types indicated.

B. Submit for Architect's knowledge as contract administrator or for Owner.

3.13 SUBMITTALS FOR PROJECT CLOSEOUT

A. Submit Correction Punch List for Substantial Completion.

B. Submit Final Correction Punch List for Substantial Completion.

C. When the following are specified in individual sections, submit them at project closeout in compliance with requirements of Section 01 7800 - Closeout Submittals:

1. Project record documents.

2. Operation and maintenance data.

3. Warranties.

4. Bonds.

5. Other types as indicated.

D. Submit for Owner's benefit during and after project completion.

3.14 NUMBER OF COPIES OF SUBMITTALS

A. Electronic Documents: Submit one electronic copy in PDF format; an electronically-marked up file will be returned. Create PDFs at native size and right-side up; illegible files will be rejected.

B. Documents for Project Closeout: Make one reproduction of submittal originally reviewed.

Submit one extra of submittals for information.

C. Samples: Submit the number specified in individual specification sections; ____ of which will be retained by Architect.

1. After review, produce duplicates.

2. Retained samples will not be returned to Contractor unless specifically so stated.

3.15 SUBMITTAL PROCEDURES

A. General Requirements:

1. Use a single transmittal for related items.

2. Submit separate packages of submittals for review and submittals for information, when included in the same specification section.

3. Transmit using approved form.

a. Use form generated by Electronic Document Submittal Service software, PMWeb.

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4. Sequentially identify each item. For revised submittals use original number and a sequential numerical suffix.

5. Identify: Project; Contractor; subcontractor or supplier; pertinent drawing and detail number; and specification section number and article/paragraph, as appropriate on each copy.

6. Apply Contractor's stamp, signed or initialed certifying that review, approval, verification of products required, field dimensions, adjacent construction work, and coordination of information is in accordance with the requirements of the work…