01_31_00_PROJ_MGMT_-AM-_COORD_FINAL.pdf

Design Build Two Step

Section 01 31 00-Page 1

SECTION 01 31 00 - PROJECT MANAGEMENT AND COORDINATION

PART 1 - GENERAL

1.1 RELATED DOCUMENTS

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

Conditions and other Division 1 Specification Sections, apply to this Section.

1.2 SUMMARY

A. This Section includes administrative provisions for coordinating construction operations on the

Project including, but not limited to, the following:

1. General project coordination procedures.

2. Administrative and supervisory personnel.

3. Coordination drawings.

4. Requests for Information (RFIs).

5. Project meetings.

6. Emergency Response Plan

7. Discrepancies

B. Each contractor shall participate in coordination requirements. Certain areas of responsibility will be assigned to a specific contractor.

C. Related Sections: The following Sections contain requirements that relate to this Section:

1. Division 1 Section “Summary of Work” for procedures associated with discrepancies found in contract documents and order of precedence.

2. Division 1 Section "Construction Progress Documentation" for preparing and submitting the Contractor's Construction Schedule.

3. Division 1 Section "Closeout Procedures" for coordinating Contract closeout.

4. Division 1 Section "General Commissioning Requirements" for coordinating the Work with Contracting Officer's commissioning authority

5. Division 1 Section “Design After Award” for meetings associated with the design effort.

1.3 DEFINITIONS

A. RFI: Request from Contracting Officer, COR, or Contractor seeking information from each other during construction.

Section 01 31 00-Page 2

1.4 DOCUMENTATION FOR CONTRACTOR

A. Drawings and specifications may be provided as part of any task order request for proposal. In addition, a set of electronic files of the contract drawings may be furnished to the Contractor without charge. Additional sets will be furnished on request at the cost of reproduction.

B. Omissions from the drawings or specifications or the mis-description of details of work which are manifestly necessary to carry out the intent of the drawings and specifications, or which are customarily performed, shall not relieve the Contractor from performing such omitted or mis-described details of the work but they shall be performed as if fully and correctly set forth and described in the drawings and specifications.

C. The Contractor shall check all drawings and specifications furnished him immediately upon their receipt and shall in writing within fourteen (14) calendar days from receipt of award, notify the Contracting Officer of any discrepancies. Figures marked on drawings shall in general be followed in preference to scale measurements. Large-scale drawings shall in general govern small-scale drawings; the Contractor shall compare all drawings and verify the figures before laying out the work and will be responsible for any errors which might have been avoided thereby.

1.5 COORDINATION

A. Coordination: Coordinate construction operations included in different Sections of the

Specifications to ensure efficient and orderly installation of each part of the Work. Coordinate construction operations, included in different Sections that depend on each other for proper installation, connection, and operation.

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

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

3. Make adequate provisions to accommodate items scheduled for later installation.

B. Prepare memoranda for distribution to each party involved, outlining special procedures required for coordination. Include such items as required notices, reports, and list of attendees at meetings.

1. Prepare similar memoranda for Contracting Officer and separate contractors if coordination of their Work is required.

C. Administrative Procedures: Coordinate scheduling and timing of required administrative procedures with other construction activities and activities of other contractors to avoid conflicts and to ensure orderly progress of the Work. Such administrative activities include, but are not limited to, the following:

1. Preparation of Contractor's construction schedule.

2. Preparation of the schedule of values.

3. Installation and removal of temporary facilities and controls.

Section 01 31 00-Page 3

4. Delivery and processing of submittals.

5. Progress meetings.

6. Preinstallation conferences.

7. Project closeout activities.

8. Startup and adjustment of systems.

9. Project closeout activities.

D. Conservation: Coordinate construction activities to ensure that operations are carried out with consideration given to conservation of energy, water, and materials. Coordinate use of temporary utilities to minimize waste. The Contractor must also provide manufacturer’s

Material Data Safety Sheets (MSDS), VOC limits and other material content or manufacturing specification information as required and noted in subsequent Specification sections. Include information on coordinating the following, if part of the LEED submittal:

a. CWM Plan (MRc2)

b. Construction IAQ Plan (EQc3)

c. Commissioning Plan (EAp2)

1.6 COORDINATION DRAWINGS

A. Coordination Drawings, General: Prepare coordination drawings in accordance with requirements in individual Sections, where installation is not completely shown on Shop

Drawings, where limited space availability necessitates coordination, or if coordination is required to facilitate integration of products and materials fabricated or installed by more than one entity.

1. Content: Project-specific information, drawn accurately to a scale large enough to indicate and resolve conflicts. Do not base coordination drawings on standard printed data. Include the following information, as applicable:

a. Use applicable Drawings as a basis for preparation of coordination drawings.

Prepare sections, elevations, and details as needed to describe relationship of various systems and components.

b. Coordinate the addition of trade-specific information to the coordination drawings by multiple contractors in a sequence that best provides for coordination of the information and resolution of conflicts between installed components before submitting for review.

c. Indicate functional and spatial relationships of components of structural, civil, mechanical, and electrical systems.

d. Indicate space requirements for routine maintenance and for anticipated replacement of components during the life of the installation.

e. Show location and size of access doors required for access to concealed dampers, valves, and other controls.

f. Indicate required installation sequences.

g. Indicate dimensions shown on the Drawings. Specifically note dimensions that appear to be in conflict with submitted equipment and minimum clearance requirements. Provide alternate sketches to COR indicating proposed resolution of

Section 01 31 00-Page 4 such conflicts. Minor dimension changes and difficult installations will not be considered changes to the Contract.

B. Coordination Drawing Organization: Organize coordination drawings as follows:

1. Floor Plans and Reflected Ceiling Plans: Show non-structural and structural elements, and mechanical, plumbing, fire protection, fire alarm, and electrical Work. Show locations of visible ceiling-mounted devices relative to acoustical ceiling grid.

Supplement plan drawings with section drawings where required to adequately represent the Work.

2. Plenum Space: Indicate sub framing for support of ceiling and wall systems, mechanical and electrical equipment, and related Work. Locate components within ceiling plenum to accommodate layout of light fixtures indicated on Drawings. Indicate areas of conflict between light fixtures and other components.

3. Mechanical Rooms: Provide coordination drawings for mechanical rooms showing plans and elevations of mechanical, plumbing, fire protection, fire alarm, and electrical equipment.

4. Structural Penetrations: Indicate penetrations and openings required for all disciplines.

5. Slab Edge and Embedded Items: Indicate slab edge locations and sizes and locations of embedded items for metal fabrications, sleeves, anchor bolts, bearing plates, angles, door floor closers, slab depressions for floor finishes, curbs and housekeeping pads, and similar items.

6. Mechanical and Plumbing Work: Show the following:

a. Sizes and bottom elevations of ductwork, piping, and conduit runs, including insulation, bracing, flanges, and support systems.

b. Dimensions of major components, such as dampers, valves, diffusers, access doors, cleanouts and electrical distribution equipment.

c. Fire-rated enclosures around ductwork.

7. Electrical Work: Show the following:

a. Runs of vertical and horizontal conduit 1-1/4 inch diameter and larger.

b. Light fixture, exit light, emergency battery pack, smoke detector, and other fire alarm locations.

c. Panel board, switch board, switchgear, transformer, bus way, generator, and motor control center locations.

d. Location of pull boxes and junction boxes dimensioned from column center lines.

8. Fire Protection System: Show the following:

a. Locations of standpipes, mains piping, branch lines, pipe drops, and sprinkler heads.

9. Review: COR will review coordination drawings to confirm that the Work is being coordinated, but not for the details of the coordination, which are the Contractor's responsibility. If the COR determines that the coordination drawings are not being prepared in sufficient scope or detail, or are otherwise deficient, the COR will so inform the Contractor, who shall make changes as directed and resubmit.

Section 01 31 00-Page 5

10. Coordination Drawing Prints: Prepare coordination drawing prints in accordance with requirements of Division 1 Section 01 33 00, SUBMITTAL PROCEDURES.

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

1. File Preparation Format: Same digital data software program, version, and operating system as the original Drawings.

2. File Preparation Format: DWG, Version 2009, operating in Microsoft Windows operating system.

3. File Submittal Format: Submit or post coordination drawing files using Portable Data

File (PDF) format.

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

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

b. Digital Data Software Program: The Drawings are available in PDF format

c. Contractor shall execute a data licensing agreement in the form of AIA Document

C106.

1.7 REQUESTS FOR INFORMATION (RFIs)

A. General: Immediately on discovery of the need for additional information or interpretation of the Contract Documents, Contractor shall prepare and submit an RFI in the form specified.

1. COR will return RFIs submitted to COR by other entities controlled by Contractor with no response.

2. Coordinate and submit RFIs in a prompt manner so as to avoid delays in Contractor's work or work of subcontractors.

B. Content of the RFI: Include a detailed, legible description of item needing information or interpretation and the following:

1. Project name.

2. Project number.

3. Date.

4. Name of Contractor.

5. Name of COR.

6. RFI number, numbered sequentially.

7. RFI subject.

8. Specification Section number and title and related paragraphs, as appropriate.

9. Drawing number and detail references, as appropriate.

10. Field dimensions and conditions, as appropriate.

11. Contractor's suggested resolution. If Contractor's solution(s) impacts the Contract Time or the Contract Sum, Contractor shall state impact in the RFI.

12. Contractor's signature.

Section 01 31 00-Page 6

13. Attachments: Include sketches, descriptions, measurements, photos, Product Data, Shop

Drawings, coordination drawings, and other information necessary to fully describe items needing interpretation.

a. Include dimensions, thicknesses, structural grid references, and details of affected materials, assemblies, and attachments on attached sketches.

C. RFI Forms: Use forms provided by the COR.

D. COR's Action: COR will review each RFI, determine action required, and respond. Allow 10 calendar days for COR's response for each RFI. RFIs received by COR after 1:00 p.m. will be considered as received the following working day.

1. The following RFIs will be returned without action:

a. Requests for approval of submittals.

b. Requests for approval of substitutions.

c. Requests for coordination information already indicated in the Contract

Documents.

d. Requests for adjustments in the Contract Time or the Contract Sum.

e. Requests for interpretation of COR's actions on submittals.

f. Incomplete RFIs or inaccurately prepared RFIs.

2. COR's action may include a request for additional information, in which case COR's time for response will date from time of receipt of additional information.

3. COR's action on RFIs that may result in a change to the Contract Time or the Contract

Sum may be eligible for Contractor to submit Change Proposal according to Division 01

Section "Contract Modification Procedures."

a. If Contractor believes the RFI response warrants change in the Contract Time or the Contract Sum, notify the Contracting Officer in accordance with the Changes clause.

E. On receipt of COR's action, update the RFI log and immediately distribute the RFI response to affected parties. Review response and notify COR within seven days if Contractor disagrees with response.

F. RFI Log: Prepare, maintain, and submit a tabular log of RFIs organized by the RFI number.

Submit log weekly. Include the following:

1. Project name.

2. Name and address of Contractor.

3. Name and address of COR.

4. RFI number including RFIs that were dropped and not submitted.

5. RFI description.

6. Date the RFI was submitted.

7. Date COR's response was received.

Section 01 31 00-Page 7

1.8 PROJECT MEETINGS

A. General: Schedule and conduct meetings and conferences at Project site, unless otherwise indicated.

1. Attendees: Inform participants and others involved, and individuals whose presence is required, of date and time of each meeting. Notify COR of scheduled meeting dates and times.

2. Agenda: Prepare the meeting agenda. Distribute the agenda to all invited attendees.

3. Minutes: Entity responsible for conducting meeting will record significant discussions and agreements achieved. Distribute the meeting minutes to everyone concerned, including Contracting Officer, and COR, within three days of the meeting.

4. Performance of the contract includes the Contractor attending all meetings deemed necessary by the Contracting Officer.

B. Preconstruction Conference: CO will schedule and conduct a preconstruction conference before starting construction, at a time convenient to the COR.

1. Conduct the conference to review responsibilities and personnel assignments.

2. Attendees: Authorized representatives of Contracting Officer, COR, and their consultants; Contractor and its superintendent; major subcontractors; suppliers; and other concerned parties shall attend the conference. Participants at the conference shall be familiar with Project and authorized to conclude matters relating to the Work.

3. Agenda: Discuss items of significance that could affect progress, including the following:

a. Tentative construction schedule.

b. Critical work sequencing and long-lead items.

c. Designation of key personnel and their duties.

d. Lines of communications.

e. Procedures for processing field decisions and Change Orders.

f. Procedures for RFIs.

g. Procedures for testing and inspecting.

h. Procedures for processing Applications for Payment.

i. Distribution of the Contract Documents.

j. Submittal procedures.

k. Sustainable design requirements.

l. Preparation of record documents.

m. Use of the premises.

n. Work restrictions.

o. Working hours.

p. Contracting Officer's occupancy requirements.

q. Responsibility for temporary facilities and controls.

r. Procedures for moisture and mold control.

s. Procedures for disruptions and shutdowns.

t. Construction waste management and recycling.

u. Parking availability.

v. Office, work, and storage areas.

w. Equipment deliveries and priorities.

Section 01 31 00-Page 8

x. First aid.

y. Security.

z. Progress cleaning.

4. Minutes: Entity responsible for conducting meeting will record and distribute meeting minutes.

C. Preinstallation Conferences: Conduct a preinstallation conference at Project site before each construction activity that requires coordination with other construction.

1. Attendees: Installer and representatives of manufacturers and fabricators involved in or affected by the installation and its coordination or integration with other materials and installations that have preceded or will follow, shall attend the meeting. Advice COR of scheduled meeting dates.

2. Agenda: Review progress of other construction activities and preparations for the particular activity under consideration, including requirements for the following:

a. Contract Documents.

b. Options.

c. Related RFIs.

d. Related Change Orders.

e. Purchases.

f. Deliveries.

g. Submittals.

h. Review of mockups.

i. Possible conflicts.

j. Compatibility requirements.

k. Time schedules.

l. Weather limitations.

m. Manufacturer's written instructions.

n. Warranty requirements.

o. Compatibility of materials.

p. Acceptability of substrates.

q. Temporary facilities and controls.

r. Space and access limitations.

s. Regulations of authorities having jurisdiction.

t. Testing and inspecting requirements.

u. Installation procedures.

v. Coordination with other work.

w. Required performance results.

x. Protection of adjacent work.

y. Protection of construction and personnel.

3. Record significant conference discussions, agreements, and disagreements, including required corrective measures and actions.

4. Reporting: Distribute minutes of the meeting to each party present and to other parties requiring information.

Section 01 31 00-Page 9

5. Do not proceed with installation if the conference cannot be successfully concluded.

Initiate whatever actions are necessary to resolve impediments to performance of the

Work and reconvene the conference at earliest feasible date.

D. Project Closeout Conference: Schedule and conduct a Project closeout conference, at a time convenient to Contracting Officer and COR, but no later than 90 days prior to the scheduled date of Substantial Completion.

1. Conduct the conference to review requirements and responsibilities related to Project closeout.

2. Attendees: Authorized representatives of Contracting Officer, COR, and their consultants; Contractor and its superintendent; major subcontractors; 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.

3. 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. Submittal of written warranties.

d. Requirements for completing LEED documentation.

e. Requirements for preparing operations and maintenance data.

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

g. Requirements for demonstration and training.

h. Preparation of Contractor's punch list.

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

j. Submittal procedures.

k. Coordination of separate contracts.

l. Contracting Officer's partial occupancy requirements.

m. Installation of Contracting Officer's furniture, fixtures, and equipment.

n. Responsibility for removing temporary facilities and controls.

4. Minutes: Entity conducting meeting will record and distribute meeting minutes.

E. Progress Meetings: Conduct progress meetings at weekly intervals.

1. Coordinate dates of meetings with preparation of payment requests.

2. Attendees: In addition to representatives of Contracting Officer and COR, each contractor, subcontractor, supplier, and other entity concerned with current progress or involved in planning, coordination, or performance of future activities shall be represented at these meetings. All participants at the meeting shall be familiar with

Project and authorized to conclude matters relating to the Work.

3. Agenda: Review and correct or approve minutes of previous progress meeting; distribute corrected meeting minutes within 48 hours. Review other items of significance that could affect progress. Include topics for discussion as appropriate to status of Project.

Section 01 31 00-Page 10

a. Contractor's Construction Schedule: Review progress since the last meeting.

Determine whether each activity is on time, ahead of schedule, or behind schedule, in relation to Contractor's construction schedule. Determine how construction behind schedule will be expedited; secure commitments from parties involved to do so. Discuss whether schedule revisions are required to ensure that current and subsequent activities will be completed within the Contract Time.

1) Review schedule for next period.

b. Review present and future needs of each entity present, including the following:

1) Interface requirements.

2) Sequence of operations.

3) Status of submittals.

4) Deliveries.

5) Off-site fabrication.

6) Access.

7) Site utilization.

8) Temporary facilities and controls.

9) Progress cleaning.

10) Quality and work standards.

11) Status of correction of deficient items.

12) Field observations.

13) Status of RFIs.

14) Status of proposal requests.

15) Pending changes.

16) Status of Change Orders.

17) Pending claims and disputes.

18) Emergency Response Plan

19) Status and coordination with other work

20) Documentation of information for payment requests.

4. Minutes: Contractor shall be responsible for conducting the meeting, will record, and distribute the meeting minutes to each party present and to parties requiring information.

a. Schedule Updating: Revise Contractor's construction schedule after each progress meeting where revisions to the schedule have been made or recognized. Issue revised schedule concurrently with the report of each meeting.

F. Coordination Meetings: Conduct Project coordination meetings at regular intervals. Project coordination meetings are in addition to specific meetings held for other purposes, such as progress meetings and pre-installation conferences.

1. Attendees: In addition to representatives of Contracting Officer and COR, each contractor, subcontractor, supplier, and other entity concerned with current progress or involved in planning, coordination, or performance of future activities shall be represented at these meetings. All participants at the meetings shall be familiar with

Project and authorized to conclude matters relating to the Work.

Section 01 31 00-Page 11

2. Agenda: Review and correct or approve minutes of the previous coordination meeting.

Review other items of significance that could affect progress. Include topics for discussion as appropriate to status of Project.

a. Combined Contractor's Construction Schedule: Review progress since the last coordination meeting. Determine whether each contract is on time, ahead of schedule, or behind schedule, in relation to combined Contractor's construction schedule. Determine how construction behind schedule will be expedited; secure commitments from parties involved to do so. Discuss whether schedule revisions are required to ensure that current and subsequent activities will be completed within the Contract Time.

b. Schedule Updating: Revise combined Contractor's construction schedule after each coordination meeting where revisions to the schedule have been made or recognized. Issue revised schedule concurrently with report of each meeting.

c. Review present and future needs of each contractor present, including the following:

1) Interface requirements.

2) Sequence of operations.

3) Status of submittals.

4) Deliveries.

5) Off-site fabrication.

6) Access.

7) Site utilization.

8) Temporary facilities and controls.

9) Work hours.

10) Hazards and risks.

11) Progress cleaning.

12) Quality and work standards.

13) Change Orders.

3. Reporting: Record meeting results and distribute copies to everyone in attendance and to others affected by decisions or actions resulting from each meeting.

G. Executive Leadership Team (ELT) Meeting: The contractor will be required to schedule and run a monthly master schedule meeting which shall review all current task orders, their status and any issues. This meeting shall be attended by contractor’s management team, at least one officer of the contractor’s company (corporation or joint venture), the Government Project and

Program Managers, and the Contracting Officer.

1.9 EMERGENCY RESPONSE PLAN

A. As part of the design, the Contractor shall develop an Emergency Response Plan in accordance with the following paragraph and EM 385-1-1. The plan shall describe the Contractor’s methods for addressing unanticipated or unforeseen interruptions to ongoing building activities that may occur. At a minimum, the plan shall address the following conditions:

Section 01 31 00-Page 12

1. Loss of power, communications or security systems.

2. Loss of functionality in existing mechanical systems, including inability to hold temperature, air pressurization, or balancing.

3. Damage to existing building service piping including but not limited to steam, chilled water, potable water and sanitary systems.

4. Structural damage caused by construction vibration.

5. Loss of alignment of research equipment caused by construction vibration.

6. Below grade leaks, water intrusion or flooding caused by excavations or other construction activities of the sub-grade structures

The Emergency Response Plan shall indicate the responsibilities of the contractor as well as the personnel from NIST that shall be contacted for events that require action based on the plan. The Emergency Response Plan shall be formally approved by the CO prior to the start of construction.

Prior to each construction phase meeting the Emergency Response Plan shall be updated to indicate any events requiring a response based on the plan and the modifications that are being made to emergency response actions based on the success or failure of the re-sponse. Emergency Response Actions shall be a standing agenda item for each progress meeting and any actions tracked until the COR determines the event is complete

E. Discrepancies

1. Where discrepancies occur between the drawings and specifications or within either document itself, the item or arrangement of better quality, greater quantity or higher cost shall be included in the contract price. The COR shall decide on the item and manner in which the work shall be provided, based on the design intent of the documents.

PART 2 - PRODUCTS (Not Used)

PART 3 - EXECUTION (Not Used)

END OF SECTION 01 31 00