Attachment 11 - 01 25 00-RIB-Substitution Procedures.pdf

US Forest Service – Petersburg Ranger District Petersburg District Office Consolidation and Work Center Replacement – District Office

Substitution Procedures 01 25 00 - 1

SECTION 01 25 00

SUBSTITUTION PROCEDURES

PART 1 GENERAL

1.01 SECTION INCLUDES

A. Procedural requirements for proposed substitutions.

1.02 RELATED REQUIREMENTS

A. Section 01 30 00 - Administrative Requirements: Submittal procedures, coordination.

1.03 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.

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

1.04 REFERENCE STANDARDS

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

PART 2 PRODUCTS - NOT USED

PART 3 EXECUTION

3.01 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.

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

6. Agrees to reimburse Owner and Contracting Officer for review or redesign services neccessary to incorporate into the Work or associated with re-approval by authorities.

B. Document each request with complete data substantiating compliance of proposed substitution with Contract Documents and equal quality and performance to Basis-of-Design products.

Burden of proof is on proposer.

1. Note explicitly any non-compliant characteristics.

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

1. Submit all Substitution Requests on CSI Substitution Request Form.

2. In addition to the CSI form, provide the following on a seperate sheet.

a. Project Information:

1) Official project name and number, and any additional required identifiers established in Contract Documents.

b. Substitution Request Information:

1) Indication of whether the substitution is for cause or convenience.

2) Issue date.

3) Reference to particular Contract Document(s) specification section number, title, and article/paragraph(s).

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4) Description of Substitution.

5) Reason why the specified item cannot be provided.

6) Differences between proposed substitution and specified item.

7) Description of how proposed substitution affects other parts of work.

c. Attached Comparative Data: Provide point-by-point, side-by-side comparison addressing essential attributes specified, as appropriate and relevant for the item:

1) Physical characteristics.

2) In-service performance.

3) Expected durability.

4) Visual effect.

5) Sustainable design features.

6) Warranties.

7) Other salient features and requirements.

8) Include, as appropriate or requested, the following types of documentation:

(a) Product data:

(b) Samples.

(c) Certificates, test, reports or similar qualification data.

(d) Drawings, when required to show impact on adjacent construction elements.

d. Impact of Substitution:

1) Savings to Owner for accepting substitution.

2) Change to Project Schedule due to accepting substitution.

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

1. Submit an electronic document, combining the request form with supporting data into single document with pdf bookmarks for each item.

3.02 SUBSTITUTION PROCEDURES DURING CONSTRUCTION

A. Submittal Form (after award of contract):

1. Submit substitution requests by completing CSI/CSC Form 13.1A - Substitution Request.

See this form for additional information and instructions.

2. Submit side-by-side comparison as outlined in section 3.01

B. Contracting Officer will consider requests for substitutions only within 15 days after Effective Date of the Agreement.

C. Submit request for Substitution for Convenience immedately upon discovery of its potential advantage to the Project, but not later than 14 days prior to time required for review and approval by Contracting Officer, 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 Contracting Officer for any required redesign, time spent processing and evaluating the request.

b. Other unanticipated Project considerations.

D. 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.

3.03 RESOLUTION

A. Contracting Officer may request additional information and documentation prior to rendering a decision. Provide this data in an expeditious manner.

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

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

3.04 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 Contract Documents.

3.05 CLOSEOUT ACTIVITIES

A. See Section 01 78 00 - Closeout Submittals, for closeout submittals.

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

END OF SECTION