General Contractor information (AJC).pdf

Anthony J. Celebrezze Federal Building

PROJECT COORDINATION POLICIES & PROCEDURES

Failure to adhere to the following rules are grounds for temporary or permanent removal from federal property. Severe infractions may also result in loss of security clearance.

Requirements for Advanced Notice / Documentation to be provided to AJC Property Management (Business Days Exclude Saturday, Sunday, and Federal Holidays -

Forms received after 2:00 pm ET DO NOT count as a Business Day)

# Description GSA Form Required?

*Contractor Submittal / Notice Type Required?

10 Business Days

5 Business Days

2 Business Days

1 Business Day

Comprehensive Project Construction Schedule

No PDF Submittal X

2 Public Space Impact No E-mail Notification X

3 VOC and Noise Mitigation

No E-mail Notification X

O&M Coordination (requiring reimbursement)

No E-mail request X

5 Occupied Space Access

No E-mail Notification X

Asbestos and Hazardous Materials Work Permit

Yes E-mail GSA Form X

Building system shutdown or fire system test/impairment

Yes E-mail GSA Form X**

8 GSA SME Approved Fire Protection Plan

No Stamped PDF Submittal

X

GSA SME Approved Health and Site Safety Plan

No Stamped PDF

Submittal X

10 GSA SME Approved Abatement Plan

No Stamped PDF Submittal

X

11 GSA PM Approved Shutdown plan

No Stamped PDF Submittal

X

12 Dock Access Request

Yes E-mail GSA Form X

13 Hot Work Permit Yes E-mail GSA Form X

14 O&M Coordination No E-mail Notification X

15 Revisit Site Prior to On-Site Work

No No X

16 SDS Sheets No Stamped PDF Submittal

X

*Unless noted otherwise, all GSA Forms should be e-mailed directly to AJCservice@gsa.gov & CC the project’s assigned AJC Property Manager & GSA Project Manager. PDF submittals & E-mail-only Notifications should be sent to the project's assigned AJC Property Manager & CC the GSA Project Manager.

** If item #4 applies defer to its 10 business day deadline

Rev 3 10/2/19

GENERAL INFORMATION

All projects and moves—into, out of, or within the building—must be coordinated with the GSA Property Management Office in advance.

All Contractors are required to have their personnel listed on the access and prohibited item form submitted to GSA property management for verification 48 hours in advance of when access is needed. Cutoff for submission is 2pm M - F. Emergency or one time oversite access can be provided but involves having a GSA PM or O&M personnel escorting all parties into the building. Call your assigned PM directly for these instances and follow up with an email to all parties.

During normal business hours the maximum truck size is 42’

All persons entering this site for work shall display their government badge or be escorted by a person displaying a government supplied badge at all times.

Normal building operating hours are M-F 7am to 5pm. Unless otherwise coordinated and approved by Property Management, all work to be performed must be planned for after-hours completion. Specialized building hours per floor range from 6am - 7:30pm or even 24/7 depending on the floor. Coordinate work times for your specific area for every project.

Property Management also requires that the Contractor provide protection for building floors, walls and elevators during loading and unloading and transport if oversized items will be moved and/or if heavily weighted items will be involved.

Carts, dollies and wheeled moving equipment must have rubber or pneumatic non marring wheels. GSA does not and will not provide any equipment that may be necessary for loading/unloading or moving delivered items. No pallet jacks are available onsite. Any and all equipment necessary is the sole responsibility of the contractor.

PROJECT COORDINATION REQUIREMENTS

O&M Coordination – Any work requiring the involvement of the onsite O&M contractor must be requested in writing to the Property Manager a minimum of 2 business weeks prior to the request. All time required will be billed to the project at the appropriate contract rate for the times being requested. Project funding must be in place and approved by the Project Contracting Officer, The O&M Contract CO or COR and Property Management without exception.

Project Scheduling – A comprehensive Project Schedule must be submitted to Property Management a minimum of 2 business weeks prior to the initiation of work in order to coordinate with building tenants.

SDS Sheets – Prior to the beginning of any work, a copy of any and all required SDS sheets must be submitted to Property Management.

Occupied Space Access – All requests for access into Tenant Occupied Space must be coordinated and approved by Property Management. Notification at the earliest possible time will greatly improve chances of approval, and must be requested no later than 1 week in advance

Public Space Impact – Any work required to be performed in Public Access Space that will impede the normal flow of personnel or affect the normal operability of that space must be prior coordinated with Property Management. The preference is to have this coordination take place during the pre-construction meeting but must be approved at a minimum of 2 business weeks in advance to allow for dissemination to building tenants, security forces and to develop an alternate use strategy.

VOC and Noise Mitigation – Any work that will produce potentially disruptive noise or odors will require a mitigation plan to be submitted and approved by Property Management NLT than 2 business weeks prior to the initiation of any onsite work, and may have an impact on the project schedule. All work of this type should be initially planned to be completed during non occupied hours.

BAS Integration – Any project that includes components that will integrate/require communication or may impact the operations of the Building Automation System must be approved by Property Management during the design of the project. It is the responsibility of the Project Manager/Contractor to ensure the programming and appropriate communications are coordinated with Property Management. Test and Balance, Commissioning, etc. must be coordinated with Property Management and the O&M and annotated on the project schedule. Property Management will not accept any equipment that has not been fully validated as operational.

Asbestos and hazardous work – all work with hazardous material such as asbestos and lead requires a permit from Property Management in addition to your abatement plan approval from the safety branch. Notice of scheduled abatement activities should be provided 5 working days in advance.

You shall be provided with information indicating known hazards in the building such as asbestos and Lead. If you are not provided these items please contact the property manager or the main office before starting any work.

Shutdown and tagging plan - 5 days before work begins, the contractor must submit a drawing showing the locations of all emergency shut off valves, breakers, etc. as well as notes on access paths and keys needed to get at these devices.

This will be posted and distributed to workers on site much like the health and safety plans so that any person can shut off service in the event of an emergency to prevent damage to government property and/or harm to personal safety. All of these locations will be marked with tags or signs indicating they are in control of an active project and identifying what they serve, such as (lobby HVAC construction - Hot water supply for AHU #2- Valve to remain closed until XX/XX). This can be in coordination with lock out tag out as needed. This program also serves as visual communication for the daily building personnel so that they are aware of why certain valves or breakers are not in their normal positions and how long it is expected that these conditions will remain.

Tenant interaction - All contractors shall be respectful to building occupants, visitors and the building itself. Disruption of building activities, willful destruction of property or inappropriate interaction with building occupants are all grounds for removal from the site.

If approached by a building occupant and directed or asked to perform activities outside your scope of work, if the person is behaving inappropriately, making threats or complaining about your actions politely refer them to the GSA Property Management office. Please also report any such incidents to the office yourself.

Secure space/fire doors – All fire doors or doors that are normally only accessible with a key or security card shall be kept locked at all times. If a contractor is found within a space that is supposed to remain locked and has propped open the door, taped the latch or otherwise compromised the locations ability to remain secure or protected without prior approval will be warned on their first infraction. A second infraction will result in removal from the site permanently.

Project start up – All contractors should revisit the site before work starts at least 48 hours in advance to verify permits and impairments, obtain and components of the asbestos venting system, rewalk the work area, find any needed sources of water and active drains, find needed sources of electricity that are properly sized for work needs.

All janitorial closets have capped drains. If using these closets for water and you un-cap the drain you must replace it after each use or become liable for any pest control actions resulting from the removal.

LOADING DOCK USE

Use of the loading dock area during normal business hours is on a 1st come, 1st served basis. During business hours the loading dock is used to serve building and tenant needs. GSA Property Management assumes no liability for any delays, or costs associated with delays, to the contractor due to waiting time.

Maximum standing time at the dock is 30 minutes for deliveries. Vehicles left unattended at the loading dock beyond the 30-minute limit may be towed at the operator’s expense. Use of the dock and/or freight elevator for longer periods of time requires scheduling for off-hours use through the Property Management Office.

All personnel entering the building via the loading dock entrance are required to present a valid photo I.D., sign in and out, and must be authorized/have clearance to enter by prior approval and all packages and personnel are subject to security screening as deemed appropriate by Federal Protective Services or their contract representatives.

Any damage caused to the loading dock, freight elevator or building must be reported to the Property Management Office immediately so that satisfactory arrangements may be made for repairs. Users of the loading dock and freight elevator must leave the area(s) clean and free of dust and debris. Failure to comply will result in cleaning back-charges.

Storage of construction materials, debris, furniture or other items in the freight vestibules on the various floors is prohibited. All corridors must be kept clear of construction materials unless prior approval has been received in writing by Property Management.

Disposal of empty pallets is the responsibility of the Contractor delivering the palletized material.

Combustible materials and liquids are not allowed in the building without prior authorization by Property Management.

All combustible materials must be clearly marked with the appropriate labels.

LOADING DOCK MEASUREMENTS

Ask your project manager

DUMPSTERS

Delivery of dumpsters must be coordinated and approved by Property Management prior to placement onsite. All dumpster requests must be submitted along with the building access form.

Dumpsters should be carefully placed so as to minimize noise and shock to the loading dock and support structures. At no time must any dumpster occupy more than 1 space at the dock. When your request is approved your dumpster will be assigned one of 2 spaces and it must be placed in the assigned space without exception. It is a cost of doing business at the federal building that items that are not yours end up in your dumpster. Please report all instances of your dumpster being used to your project/property manager. Do not remove items from your dumpster and leave them on the dock

Full dumpsters must be covered and removed immediately.

Use of the building’s dumpster is not permitted.

FREIGHT ELEVATOR SPECIFICATIONS

● Door opening 61 1/2"

● Door open Height 107 1/2"

● Width 91 1/2"

● Length 90 1/2"

● Height 113 1/2"

● Height to light 108"

● Height to camera 108"

● From Button wall to wall width 83"

Weight capacity 6,000 lbs

FREIGHT ELEVATOR USE

All goods loaded onto the freight elevator must be properly contained and secured. Materials such as sand and cement shall be transported in sealed bags and palletized if necessary.

Deliveries to the building must be made through the loading dock entrance and delivered to the various floors via the freight elevator. Use of other entrances or the passenger elevators for freight is strictly prohibited. Care shall be taken when loading heavy items onto the elevator to ensure the weight limit restrictions are not exceeded.

If scheduled in advance the freight can be locked out for a day to move material

HOT WORK REQUIREMENTS

All contractors conducting Hot work onsite must have a completed GSA Form 1755 Permit for Welding, Cutting, and Burning, approved and on file at the Property Management office. Notification from the Contractor to the assigned GSA Project Manager will not satisfy this requirement. The GSA Project Manager must submit the request to GSA Property Management a minimum of 2 business days in advance and a new hot work permit must be signed and filed for each days work. Signed permits must be returned each night/morning after work is complete and the fire watch has been completed. No work is authorized to begin without Property Management Approval.

FIRE & LIFE SAFETY, PLUMBING OR ELECTRICAL SYSTEM ACCESS AND TIE-IN

All requests for contractor access to building fire and life safety, plumbing or electrical systems to include requests to bypass, shutdown or interrupt services for the purposes of contractor work performance must be submitted in writing a week in advance of the need. Unless you will need extensive O&M assistance requiring reimbursement.

Fire impairments require a certified tech to be on hand to put any devices on test as well and to return the devices to working mode from test. Puting the system in test or devices in test can only be done by a Sub if you hire H&B as the local O&M subcontractor or you must pay for the O&M staff to be onsite if the work is not done during normal hours of 6am - 7pm. When any points are in test a fire watch will be maintained for all occupied areas with impaired systems every hour until the points are returned to normal and impairment tags must be affixed to the points in test or at the central command center.

To prepare for a fire system/device impairment you need to submit a detailed schedule of the activities you are going to perform and start and stop times of each activity. You need to identify the devices or systems you are going to be affecting and which devices need to be put on test, or if the entire system/building needs to be on test. This way we can determine if the O&M will need to be paid to assist and/or schedule their assistance to access the fire computer to put items on/off test.

GSA PROPERTY MANAGEMENT TEAM CONTACT INFORMATION

Refer questions regarding any of these items to your project manager or to your property management contact at the AJC. If you have difficulty contacting either party you may contact the GSA property management office:

Room:769 Phone:216-522-4220. Email: AJCservice@gsa.gov

For medical or safety emergencies please call 911, then the federal protective services at: 877-437-7411

Evan Shooltz - Property Manager (216) 522-7631 (Desk) (216) 386-0899 (Cell)

Create a GSA Affiliated Customer Account (GACA)

Information sharing should be done by setting up a GACA and a project specific shared drive. This is then the repository of all documents, access forms, dated RO lists, submittals, meeting minutes etc.

Ask your government agency customer or business partner to follow these steps:

mailto:AJCservice@gsa.gov

1. Have the person who will be using the GACA account create a Gmail account at http://mail.google.com/mail/signup

○ Enter the first name and last name

○ Enter the username: must start with “GSA.” then first name, last name - example:

GSA.johnsmith@gmail.com

○ Complete all required fields

2. Accept the Terms of Service and submit the request.

3. Set up 2-Step Verification (also known as two-factor authentication) using a smart phone that can receive simple messages.

http://mail.google.com/mail/signup