2-COGS ProcoreGCagreement(FINAL).pdf

Section 01 30 00 – General Contractor Administrative Requirements

CAPITAL PROJECTS DEPARTMENT: PROCORE PROJECT MANAGEMENT SOFTWARE

1. SUMMARY

a. The City of Gulf Shores (COGS) utilizes Procore (www.procore.com), a web-based Project Management Information System (PMIS), for all project documentation and overall project operations.

b. Procore will serve as the project’s official communication hub to organize information, collaborate, submit, document, distribute, track, and report on all aspects of the project.

c. The intent of utilizing a web-based construction management application is to reduce cost and schedule risk, improve quality and safety, and maintain a healthy team dynamic by improving information flow, reducing non-productive activities, reducing rework and decreasing turnaround times.

d. Utilization of Procore is a mandatory requirement of this project.

2. SOFTWARE CAPABILITIES AND GENERAL CONTRACTOR EXPECTATIONS

a. Daily Log: The Contractor is required to utilize Procore’s Daily Log Tool. The COGS Project Manager, in coordination with the A/E Design Consultant of Record, will meet with the Contractor at project kick-off to determine the categories of information to be captured in the Daily Log.

b. Dashboards: Procore’s Project “dashboard” displays high-level information and the up-to-date status of all assigned items with drill-down capability to see the type, subject, assignee, and due date of each item. The Contractor is expected to utilize Procore’s dashboard as the project requires.

c. Deficiency Tracking: Within Procore, Contractor shall provide a means for recording, assigning, and confirming correction completion of any deficiency or observation noted during construction. The Contractor is required to coordinate with both COGS and the A/E Design Consultant of Record prior to closing any deficiencies.

d. Directory: Within one week (5 business days) of project award, Contractor shall provide COGS’ Procore Administrator with a list of all team members’ contact information including employee names, telephone numbers, and email addresses. COGS will add the Contractor’s contact list to the Project Directory and send invitations to collaborate on the project. The project directory will be accessible on web and mobile applications.

e. Documents:

i. Procore’s “Documents Tool” provides a common storage location with unlimited capacity for upload/download of miscellaneous project documents and transfer to applicable project participants.

ii. The documents tool is not intended to store/transfer documents for which Procore has a specific tool, such as Drawings, Specifications, Submittals, RFI’s, etc. These types of documents are official project records and have an assigned workflow for submission, review, and approval specifically designed for each document type.

iii. Examples of files stored in documents are permits, signed contracts, reference files, renderings, etc.

Access to specific folders is controlled by Procore’s permissions or invitation only.

iv. Upon project creation, COGS will create a folder hierarchy template for the specific project type and adjust privacy settings for individual folders to control the information each project participant needs to access for their specific scope of work.

v. Procore’s documents tool provides document viewing and download tracking.

vi. The documents tool provides project partners with the ability to check out files, make mark-ups or revisions, and includes a revision history to access all previous versions of the document as necessary.

f. Drawings:

i. The “Drawings Tool” provides access to a system maintained current set of drawings available on web and mobile devices, with access to all previous revisions for change tracking.

ii. The project drawings shall be uploaded to Procore in PDF format by the A/E Design Consultant. The

Contractor is responsible to coordinate with COGS and the Design Consultant as necessary.

iii. The Drawing Tool provides markup capabilities available on web and mobile.

iv. Contractors shall link RFIs, Submittals, Punchlist Items, Photos and other relevant Project Documents to the drawings as required by the project.

v. Drawing Markups shall be carried forward when new revisions are uploaded.

http://www.procore.com/

vi. Markups and linked documentation shall be categorized as public or private as determined by COGS, according to the item’s sensitivity.

g. Financial Management:

i. The Contractor’s scope of work includes cost tracking and shall be communicated and documented via

Procore. Contractor shall manage applicable contracts, submit payment applications, and change order requests as determined by the COGS Project Manager in coordination with the A/E Design Consultant.

h. Inspections:

i. The Contractor shall utilize Procore to create and track inspections.

ii. Procore’s “Inspections Tool” provides the ability to create a deficiency item from an inspection that can be assigned to responsible parties and tracked to completion.

i. Meetings:

i. The Contractor is responsible to create meeting agendas, document meeting minutes, and edit meeting information through Procore’s “Meetings Tool”.

ii. Procore provides the ability to create action items with assignees and due dates from a meeting item.

j. Mobile Accessibility:

i. Procore provides mobile applications for iOS and Android devices for access to relevant project documentation, including as-built versions of Drawings and Specifications.

ii. The Contractor shall utilize Procore’s mobile applications for field tasks such as inspections, observations, punchlists, etc. as necessary.

k. Photos:

i. The Contractor shall utilize the Photos Tool to upload and view photos from web and mobile.

ii. Create markup photos from mobile to clarify anything important in the photo.

iii. Link photos to specific locations on drawings, include specification references, etc.

l. Punchlist:

i. The Contractor, in coordination with COGS and the Design Consultant, shall create punch-list items via

Procore’s Punch-list Tool from web and/or mobile and link them to specific locations on the drawings.

ii. The Contractor shall distribute and assign punch-list items to responsible subcontractors (with the COGS and Design Consultant in copy) and follow each item to completion.

iii. Once resolved, punch-list items shall be marked complete with photographic proof of resolution and submitted to COGS and the Design Consultant for final approval.

m. Requests for Information (RFIs):

i. The Contractor shall create RFIs with clear text descriptions, link design document references (drawings and/or specifications) to the RFI, describe existing site conditions relevant to the RFI, and any other applicable background information that explains the RFI in sufficient detail for the Design Consultant to review and respond.

ii. Contractor is responsible for RFI distribution to COGS, Design Consultants, and affected Subcontractors.

iii. Contractor shall assign responsibility to the A/E Design Consultant of Record as necessary. The Contractor shall work with COGS and the Design Consultant to determine workflow, due dates, and attachments.

iv. Procore provides the ability for RFI assignees to respond to RFIs both via the software and by responding to the system generated email.

v. The Contractor is required to manage Procore’s auto-generated log of all RFIs and submit periodic reports as required by the project.

n. Schedule:

i. Contractor is responsible for creating, managing, and updating the construction schedule at regular intervals as determined by the Contract or at the Project Kick-off Meeting. The Contractor is required to upload files from typical scheduling software such as Microsoft Project, Primavera P3, Primavera P6 or Asta Powerproject into “Procore’s Schedule Tool”.

ii. COGS and the Design Consultant are required to review and respond to the GC’s periodic schedule submittals via Procore.

o. Specifications:

i. The A/E Design Consultant of Record shall upload project specifications to Procore and manage them at the individual specification level. The Contractor is responsible for strict adherence to all specification requirements.

ii. Procore’s AI system scans the specification sections for submittal information and can auto-generate a list of submittals associated with each specification’s requirements.

iii. Procore provides the ability to view and search specifications on web and mobile.

iv. The Design Consultant shall upload revisions to individual specifications and maintain all revision history.

v. The Contractor shall utilize and manage Procore’s auto-generated specification log that provides access to the current version of each specification.

vi. Provide ability to link specifications to submittals and view the specification from the submittal.

p. Submittals:

i. The Contractor is required to upload a submittal register of all expected submittals within Procore.

ii. The Contractor shall create multi-step approval workflows for submittals as necessary, with reminder notifications for the current assignee.

iii. Procore provides the ability to upload any file type without size restrictions.

iv. The Contractor shall provide a submittal log within Procore, either manually or by utilizing Procore’s auto-generated specification/submittal log feature.

3. TECHNOLOGY

a. Procore is fully web based with mobile apps for Windows, iOS and Android phones.

b. Accessible without logging in through a virtual private network (VPN).

c. Works on the current version of Internet Explorer, Google Chrome, Mozilla Firefox and Apple Safari browsers.

d. Procore generates notification emails automatically. The Contractor shall ensure all attachments are included in the emails via downloadable links to avoid emails not being delivered due to size.

e. PDF output of forms such as RFIs, Submittals, Meetings, Change Orders, etc. shall be available and customizable.

4. TRAINING AND SUPPORT

a. Procore provides support to all parties via email, phone and live chat at no additional charge.

b. Procore provides training in the form of self-paced learning videos as well as interactive webinars.

c. The Contractor shall hold a kickoff meeting with the Owner, the A/E Design Consultant of Record, and other applicable Subcontractors at the beginning of the project to further discuss how Procore will be used, routing & naming protocols, documentation requirements, workflows, time of response requirements, etc.

5. PROCEDURES

a. RFIs and Submittals:

i. The Contractor shall be responsible for submitting all RFIs and Submittals through Procore and assigning them to the appropriate parties during the construction execution phase of the project.

ii. Architects / Engineers / Contractors etc. are responsible for posting all responses to these items via

Procore, including all relevant attachments.

iii. The Contractor shall identify potential scope/cost/time impacts resultant to the RFI or Submittal response from the Design Consultant and confirm COGS’s agreement with the response prior to distributing to all affected parties and closing the item.

b. Construction Documentation:

i. The Design Consultant will manage Drawings, Specifications and Documents in Procore to ensure that the current version of all applicable construction documentation is available to the Owner and the General Contractor via web and mobile device.

ii. The Design Consultant will ensure that all RFIs which modify the current drawings are posted to the drawings and available via web and mobile within 24 hours of the RFI being responded to.

c. Punchlist:

i. All punch-list items will be managed through Procore, accessible from web and mobile applications.

ii. Punchlist items will be created by the Contractor in coordination with the Design Consultant and COGS while walking the substantially complete project.

iii. It will be at the Owner’s discretion whether Punchlist Items can be closed while a representative from the Owner is not present.

6. PRICING

a. The cost of Procore Technologies services has been paid in full by the City of Gulf Shores.

b. The Contractor’s proposal shall include employee time allocation for online Procore training modules relating to the Contractor’s scope of work and associated Procore tools to be utilized.