Attachment J.2 - Technical Specifications - JFK NICU PV .pdf

SOLARIZATION OF JFK HOSPITAL NEONATAL

INTENSIVE CARE UNIT

VOLUME II – TECHNICAL SPECIFICATIONS

ISSUED FOR CONSTRUCTION

MARCH 25, 2024

Technical Specifications March 24, 2024 Solarization of JFK Hospital Neonatal Intensive Care Unit

TABLE OF CONTENTS

A. ACRONYMS AND ABBREVIATIONS

1.0 GENERAL REQUIREMENTS

1.1 GENERAL

1.2 MEASUREMENT OF QUANTITIES

1.3 FITTING AND COORDINATION OF THE WORK

1.4 TEMPORARY UTILITIES

1.5 TEMPORARY LIGHT AND POWER

1.6 MATERIALS TO BE PROVIDED BY USAID

1.7 UTILITY RELATED CHARGES

1.8 CONTRACTOR’S VERIFICATION OF QUANTITY AND DETAIL

1.9 LOCATION OF EXISTING UNDERGROUND UTILITIES

1.10 MAINTENANCE OF TRENCH SURFACES

1.11 START-UP OPERATION

1.12 VISUAL RECORDING

1.13 PROTECTION AGAINST ELECTROLYSIS

1.14 RELOCATION OF EXISTING UTILITIES

2.0 SUMMARY OF WORK

2.1 PROJECT INFORMATION

2.2 WORK COVERED BY CONTRACT DOCUMENTS

2.3 WORK BY USAID

2.4 WORK UNDER SEPARATE CONTRACTS

2.5 ACCESS TO SITE

2.6 WORK RESTRICTIONS

2.7 SPECIFICATION AND DRAWING CONVENTIONS

3.0 UNIT PRICES

3.1 DEFINITIONS

3.2 PROCEDURES

4.0 SUBSTITUTION PROCEDURES

4.1 DEFINITIONS

4.2 ACTION SUBMITTALS

4.3 QUALITY ASSURANCE

4.4 PROCEDURES

4.5 SUBSTITUTIONS

5.0 CONTRACT MODIFICATION PROCEDURES

5.1 RELATED DOCUMENTS

5.2 MINOR CHANGES IN THE WORK

5.3 PROPOSAL REQUESTS

5.4 CHANGE ORDER PROCEDURES

5.5 CONSTRUCTION CHANGE DIRECTIVE

6.0 PAYMENT PROCEDURES

6.1 SCHEDULE OF VALUES

7.0 PROJECT MANAGEMENT AND COORDINATION

7.1 GENERAL COORDINATION PROCEDURES

7.2 COORDINATION DRAWINGS

7.3 REQUESTS FOR INFORMATION (RFIS)

7.4 PROJECT MEETINGS

8.0 CONSTRUCTION PROGRESS DOCUMENTATION

8.1 DEFINITIONS

8.2 INFORMATIONAL SUBMITTALS

8.3 QUALITY ASSURANCE

8.4 COORDINATION

8.5 CONTRACTOR'S CONSTRUCTION SCHEDULE, GENERAL

8.6 STARTUP CONSTRUCTION SCHEDULE

8.7 CONTRACTOR'S CONSTRUCTION SCHEDULE (CPM SCHEDULE)

8.8 REPORTS

8.9 SPECIAL REPORTS

9.0 QUALITY REQUIREMENTS

9.1 DEFINITIONS

9.2 INFORMATIONAL SUBMITTALS

9.3 CONTRACTOR'S QUALITY-CONTROL PLAN

9.4 REPORTS AND DOCUMENTS

9.5 QUALITY ASSURANCE

9.6 QUALITY CONTROL

9.7 ACCEPTABLE TESTING AGENCIES

9.8 TEST AND INSPECTION LOG

9.9 REPAIR AND PROTECTION

10.0 TEMPORARY FACILITIES AND CONTROLS

10.1 INFORMATIONAL SUBMITTALS

10.2 QUALITY ASSURANCE

10.3 PROJECT CONDITIONS

10.4 TEMPORARY FACILITIES

10.5 EQUIPMENT

10.6 INSTALLATION, GENERAL

10.7 SUPPORT FACILITIES INSTALLATION

10.8 SECURITY AND PROTECTION FACILITIES INSTALLATION

10.9 OPERATION, TERMINATION, AND REMOVAL

11.0 PRODUCT REQUIREMENTS

11.1 DEFINITIONS

11.2 ACTION SUBMITTALS

11.3 QUALITY ASSURANCE

11.4 PRODUCT DELIVERY, STORAGE, AND HANDLING

11.5 PRODUCT WARRANTIES

11.6 PRODUCT SELECTION PROCEDURES

11.7 COMPARABLE PRODUCTS

12.0 CLOSEOUT PROCEDURES

12.1 ACTION SUBMITTALS

12.2 CLOSEOUT SUBMITTALS

12.3 MAINTENANCE MATERIAL SUBMITTALS

12.4 SUBSTANTIAL COMPLETION PROCEDURES

12.5 FINAL COMPLETION PROCEDURES

12.6 LIST OF INCOMPLETE ITEMS (PUNCH LIST)

12.7 SUBMITTAL OF PROJECT WARRANTIES

12.8 MATERIALS

12.9 FINAL CLEANING

12.10 REPAIR OF THE WORK

13.0 SELECTIVE DEMOLITION

13.1 DEFINITIONS

13.2 MATERIALS OWNERSHIP

13.3 PREINSTALLATION MEETINGS

13.4 INFORMATIONAL SUBMITTALS

13.5 CLOSEOUT SUBMITTALS

13.6 FIELD CONDITIONS

13.7 PERFORMANCE REQUIREMENTS

13.8 EXAMINATION

13.9 DISPOSAL OF DEMOLISHED MATERIALS

13.10 CLEANING

14.0 CAST-IN-PLACE CONCRETE

14.1 DEFINITIONS

14.2 ACTION SUBMITTALS

14.3 INFORMATIONAL SUBMITTALS

14.4 QUALITY ASSURANCE

14.5 DELIVERY, STORAGE, AND HANDLING

14.6 FORM-FACING MATERIALS

14.7 STEEL REINFORCEMENT

14.8 REINFORCEMENT ACCESSORIES

14.9 CONCRETE MATERIALS

14.10 CURING MATERIALS

14.11 REPAIR MATERIALS

14.12 CONCRETE MIXTURES FOR BUILDING ELEMENTS

14.13 FABRICATING REINFORCEMENT

14.14 CONCRETE MIXING

14.15 PREPARATION FOR PLACING

14.16 FORMWORK

14.17 EMBEDDED ITEMS

14.18 REMOVING AND REUSING FORMS

14.19 SHORES AND RESHORES

14.20 VAPOR RETARDERS

14.21 STEEL REINFORCEMENT

14.22 JOINTS

14.23 CONCRETE PLACEMENT

14.24 FINISHING FORMED SURFACES

14.25 CONCRETE PROTECTING AND CURING

14.26 JOINT FILLING

14.27 CONCRETE SURFACE REPAIRS

14.28 FIELD QUALITY CONTROL

14.29 PROTECTION OF LIQUID FLOOR TREATMENTS

15.0 CONCRETE MASONRY UNIT (CMU)

15.1 DESCRIPTION

15.2 MEASUREMENT AND PAYMENT

15.3 DEFINITION

1.1 ACTION SUBMITTALS

1.2 INFORMATIONAL SUBMITTALS

1.3 QUALITY ASSURANCE

1.4 DELIVERY, STORAGE, AND HANDLING

1.5 FIELD CONDITIONS

1.6 MANUFACTURERS

1.7 PERFORMANCE REQUIREMENTS

1.8 UNIT MASONRY, GENERAL

1.9 CONCRETE MASONRY UNITS

1.10 CMUS: ASTM C 90

1.11 CONCRETE LINTELS

1.12 MORTAR AND GROUT MATERIALS

1.13 REINFORCEMENT

1.14 TIES AND ANCHORS

1.15 MISCELLANEOUS MASONRY ACCESSORIES

1.16 MORTAR AND GROUT MIXES

1.17 LAYING MASONRY WALLS

1.18 MORTAR BEDDING AND JOINTING

1.19 ANCHORING MASONRY TO CONCRETE

1.20 CONTROL AND EXPANSION JOINTS

1.21 LINTELS

1.22 FLASHING

1.23 REINFORCED UNIT MASONRY INSTALLATION

1.24 FIELD QUALITY CONTROL

1.25 REPAIRING, POINTING, AND CLEANING

1.26 MASONRY WASTE DISPOSAL

2.0 SOLAR POWER SYSTEM GENERAL

2.1 SUMMARY

2.2 MEASUREMENT AND PAYMENT

3.0 DETAILS OF SOLAR PV SYSTEM EQUIPMENT

3.1 SUMMARY

3.2 SUBMITTALS

3.3 WARRANTY

3.4 PHOTOVOLTAIC MODULES

3.5 PV COMBINER DISCONNECT BOX

3.6 SYSTEM OVERCURRENT PROTECTION

3.7 MOUNTING STRUCTURE

3.8 INSTALLATION

4.0 OTHER EQUIPMENT: INVERTERS, CHARGE CONTROLLERS, ELECTRICAL

COMPONENTS, SYSTEM CONTROLS & COMMUNICATION PORT

4.1 SUMMARY

4.2 SUBMITTALS

4.3 WARRANTY

4.4 INVERTERS

4.5 CHARGE CONTROLLERS

4.6 WIRE MANAGEMENT

4.7 GROUNDING

4.8 MAINTENANCE BYPASS TRANSFER SWITCH

4.9 SYSTEM CONTROLS

4.10 COMMUNICATION PORT

4.11 MONITORING

4.12 LOAD CENTERS

4.13 INSTALLATION

4.14 OPERATION AND MAINTENANCE TRAINING

5.0 LITHIUM FERRO PHOSPHATE, LFP BATTERIES

5.1 SUMMARY

5.2 SUBMITTALS

5.3 WARRANTY

5.4 LITHIUM FERRO PHOSPHATE, LFP BATTERIES

5.5 BATTERY COMBINER BOX

5.6 BATTERY JUMPER CABLES

5.7 BATTERY RACKING

5.8 ACCESSORIES

5.9 INSTALLATION

5.10 FIELD TESTS

6.0 MISCELLANEOUS TOOLS AND EQUIPMENT

6.1 SOLAR ENERGY MAINTENANCE/FACILITY

6.2 LIGHTNING PROTECTION SYSTEM

7.0 ELECTRICAL ROOM

7.1 SUMMARY

7.2 SUBMITTALS

8.0 SITE CLEARING

8.1 MEASUREMENT AND PAYMENT

8.2 DEFINITIONS

8.3 MATERIAL OWNERSHIP

8.4 INFORMATIONAL SUBMITTALS

8.5 QUALITY ASSURANCE

8.6 PROJECT CONDITIONS

8.7 PREPARATION

8.8 TEMPORARY EROSION AND SEDIMENTATION CONTROL

8.9 TREE AND PLANT PROTECTION

8.10 EXISTING UTILITIES

8.11 CLEARING AND GRUBBING

8.12 SITE IMPROVEMENTS

8.13 DISPOSAL OF SURPLUS AND WASTE MATERIALS

9.0 REFERENCES

A. ACRONYMS AND ABBREVIATIONS

AC Alternating Current

4WLA 4-Week-Look-Ahead

BESS Battery Energy Storage System

BOQ Bill of Quantities

CAD Computer Aided Design (Software)

CO Contracting Officer

COP Chief of Party

COR Contracting Officer’s Representative

DC Direct Current

DCOP Deputy Chief of Party

EMMP Environmental Monitoring and Mitigation Plan

EPA Environmental Protection Agency (Liberia)

ESIA Environmental and Social Impact Assessment

GIS Geographic Information System

GoL Government of Liberia

HR Human Resources

HSE Health, Safety and Environmental kV Kilovolts kWh Kilowatt-hour kW Kilowatt

LD Liberian Dollars

LV Low Voltage

MD Managing Director

MoH Ministry of Health

NICU Neonatal Intensive Care Unit

NTP Notice-To-Proceed

OHS Occupational Health & Safety

PV Photovoltaic

QA Quality Assurance

QC Quality Control

RFI Request for Information

RFP Request for Proposals

RFQ Request for Quotations

ROW Right-Of-Way

TO Task Order

USAID United States Agency for International Development

V Volts

W Watt

WMS Work Method Statement

GPTech Green Powered Technology

Technical Specifications March xx, 2023

1.0 GENERAL REQUIREMENTS

1.1 GENERAL

A. These General Requirements are additional Provisions and information that USAID and the contractor agree shall apply to the work to be performed under this Contract.

1.2 MEASUREMENT OF QUANTITIES

A. Quantity of the items of work performed under this contract shall be measured in conformance with the Drawings and these Specifications.

1.3 FITTING AND COORDINATION OF THE WORK

A. The contractor shall be responsible for the proper fitting of all work and for the coordination of the operations of all trades, subcontractors, or materials and men engaged upon the work.

B. Deviations from the proposed locations shown on the Contract Plans will not be permitted without prior written approval by USAID.

C. The contractor’s attention is specifically directed to the fact that much of the layout as indicated on the Drawings is diagrammatical and the contractor is totally responsible for coordinating the actual installation to avoid conflicts.

1.4 TEMPORARY UTILITIES

A. The contractor shall furnish his own temporary connections as required to existing utilities and maintain them at his own expense.

1.5 TEMPORARY LIGHT AND POWER

A. The contractor shall furnish his own temporary light and power as required for the prosecution and completion of the work.

1.6 MATERIALS TO BE PROVIDED BY USAID

A. No materials or supplies are to be provided by USAID.

1.7 UTILITY RELATED CHARGES

A. The contractor is to include in his proposal and pay any and all charges and back charges made by all the utility companies for materials, labor and services supplied by them for this project. These costs shall include but not be limited to: charges by the electric company for relocation of facilities and installation of new facilities; and all charges by utility companies for service during the project construction up to final completion.

1.8 CONTRACTOR’S VERIFICATION OF QUANTITY AND DETAIL

It is the contractor’s responsibility to field check dimensions to insure the proper installation of site utilities, equipment, and fabricated items. The contractor will field check and confirm dimensions, sizes, clearances, and tolerances prior to fabrication for all fabricated items. The contractor is responsible for all corrections in field dimensions caused by mechanical equipment.

1.9 LOCATION OF EXISTING UNDERGROUND UTILITIES

A. The location of existing services and utilities shown on the drawings is based on available records. It is not warranted that all existing utilities and services are shown, or that shown locations are correct.

The contractor shall be responsible for having the utility companies/subcontractors locate their respective utilities on the ground prior to excavating.

B. The contractor shall coordinate all work involving utilities and shall satisfy himself as to the existing conditions of the areas in which he is to perform his work. The contractor must conduct and arrange his work so as to support and protect all existing utilities and structures from damage of any kind and damage resulting from the contractor’s operations shall be repaired at the expense of the contractor.

1.10 MAINTENANCE OF TRENCH SURFACES

A. After backfilling and compacting the trench, the contractor shall patch the trench with temporary paving to the lines, grades and depths as hereinafter specified, and shall be responsible for keeping the ground surface evenly graded and passable at all times until the surface has been restored to original conditions with permanent patch.

1.11 START-UP OPERATION

A. The contractor shall, upon orders of USAID, start-up, adjust and place in satisfactory operation all equipment constructed under this contract and shall be responsible to pay the cost of all utilities until USAID certifies the date of substantial completion.

B. Start-up will be ordered by USAID when the proper installation of all equipment and systems has been certified by the manufacturer’s representatives and all operation and maintenance manuals have been accepted. USAID may order the start-up prior to the completion of non- essential items of work.

C. The contractor shall be responsible for maintaining all equipment until the dates of final completion.

As the Owner may be operating adjacent components of the equipment during the start-up, the contractor shall plan his schedule of maintenance around the Owner’s activities.

D. As soon as practical after the initial start-up, the contractor shall arrange for the manufacturers’ representatives to perform all field tests and complete all additional training.

E. There will be a date of substantial completion certified by USAID. The date will not be certified until the following requirements have been satisfied by the contractor:

1. All contract requirements are coordinated into a fully operational system.

2. All field tests have been completed and acceptable reports forwarded to USAID.

3. All equipment is fully operative and performing as indicated in these Specifications.

4. All spare parts and lubricants have been delivered to the Owner.

1.12 VISUAL RECORDING

A. Before beginning construction, the contractor shall take and distribute to USAID digital photographs of the entire work area. Two complete CD files of photographs shall be furnished to USAID prior to the start of the work. The visual recording shall be identified as applicable and will serve as a visual documentation of the existing site conditions of the facility and areas of work.

1.13 PROTECTION AGAINST ELECTROLYSIS

A. Where dissimilar metals are used in conjunction with each other, suitable insulation shall be provided between adjoining surfaces to eliminate direct contact and any resultant electrolysis. The insulation shall be bituminous impregnated felt, heavy bituminous coatings, nonmetallic separators or washers, or other acceptable materials.

1.14 RELOCATION OF EXISTING UTILITIES

A. Relocation means the temporary removal and replacement in approximately the same location or permanent relocation to a new location.

2.0 SUMMARY OF WORK

2.1 PROJECT INFORMATION

A. Project Identification: Solarization of JFK NICU.

1. Project Location:

a) City of Monrovia, Montserrado County, Liberia

b) Owner: Government of Liberia, or their representatives

c) Owner's Representative: JFK Hospital Management.

d) Architect or Engineer: USAID Contracting Officer or her/his representative, Green

Powered Technology, Tubman Boulevard, Congo Town, Monrovia, Liberia, or other USAID designated party.

2.2 WORK COVERED BY CONTRACT DOCUMENTS

A. The contractor is responsible for providing all the resources necessary for the supply, installation, and commissioning of the photovoltaic arrays (PV arrays), batteries, solar charge controller and inverter as well as disconnect control devices in accordance with contract specifications and drawings. To complete this task, the contractor shall perform the following:

● Verify the circuit leading to the NICU from the main distribution board (MDB) located within the switchgear room and that all branch circuits to the NICU are within one sub-distribution panel.

● Supply and install solar PV panels and mounting brackets.

● Supply and install battery mounted on racks and connect DC jumpers as per drawing and specifications.

● Supply and install DC/AC inverter, solar charge controller and disconnect control devices as per drawing and specification.

● Connect all devices including PV panels, charge controller, batteries, and inverters as well as to

NICU sub-distribution panel using appropriate cables, connectors, and termination kits.

● Install grounding and bonding of all metallic frames, racks and electrical devices including invertor, charge controller, etc.

● Provide technical training on operation and maintenance of installed equipment.

● Handover the new system to those authorized personnel at the hospital. This should include technical information, Operation and Maintenance manual, and As Built drawings etc.

A. Type of Contract:

1. Project will be constructed under a single prime contract.

2.3 WORK BY USAID

None

2.4 WORK UNDER SEPARATE CONTRACTS

A. General: Cooperate fully with separate contractors so work on those contracts may be carried out smoothly, without interfering with or delaying work under this contract or other contracts. Coordinate the work of this contract with work performed under separate contracts.

2.5 ACCESS TO SITE

A. General: The contractor shall have full use of the project site with the limits of the NICU building surroundings as directed by the JFK Management.

2.6 WORK RESTRICTIONS

A. Work Restrictions, General: Comply with restrictions on construction operations.

1. Comply with limitations on use of public streets and with other requirements of authorities having jurisdiction.

B. On-Site Work Hours: Refer to the contract.

C. Existing Utility Interruptions: Do not interrupt utilities serving facilities occupied by Owner or others unless permitted under the following conditions and then only after providing temporary utility services according to requirements indicated:

1. Notify Owner not less than two days in advance of proposed utility interruptions, with concurrent notification to the USAID Contracting Officer’s Representative (COR).

2. Obtain Owner's written permission before proceeding with utility interruptions, with concurrent delivery of written permission to the USAID COR.

D. Noise, Vibration, and Odors: Coordinate with Owner any operations that may result in high levels of noise and vibration, odors, or other disruption to Owner occupancy of the construction site.

1. Notify USAID not less than two days in advance of proposed disruptive operations.

3. Obtain USAID's written permission before proceeding with disruptive operations.

2.7 SPECIFICATION AND DRAWING CONVENTIONS

A. Specification Content: The Specifications use certain conventions for the style of language and the intended meaning of certain terms, words, and phrases when used in particular situations. These conventions are as follows:

1. Imperative mood and streamlined language are generally used in the Specifications. The words "shall," "shall be," or "shall comply with," depending on the context, are implied where a colon (:)

is used within a sentence or phrase.

2. Specification requirements are to be performed by the contractor unless specifically stated otherwise.

B. Section 01 General Requirements: Requirements of Sections in Section 01 apply to the work of all Sections in the Specifications.

C. Drawing Coordination: Requirements for materials and products identified on Drawings are described in detail in the Specifications. One or more of the following are used on Drawings to identify materials and products:

1. Terminology: Materials and products are identified by the typical generic terms used in the individual Specifications Sections.

Abbreviations: Materials and products are identified by abbreviations published as part of the U.S.

National CAD Standard and scheduled on Drawings.

PART 2 – PRODUCTS (Not Used)

3.0 UNIT PRICES

PART 1 - GENERAL

3.1 DEFINITIONS

A. Unit price is an amount incorporated in the contract/bill of quantities, applicable during the duration of the work as a price per unit of measurement for materials, equipment, or services, or a portion of the work, added to or deducted from the Contract Sum by appropriate modification, if the scope of work or estimated quantities of work required by the contract documents are increased or decreased.

3.2 PROCEDURES

A. Unit prices include all necessary material, plus cost for delivery, installation, insurance, applicable taxes, overhead, and profit.

B. Measurement and Payment: See individual Specification Sections for work that requires establishment of unit prices. Methods of measurement and payment for unit prices are specified in those Sections.

C. USAID reserves the right to reject the contractor's measurement of work-in-place that involves use of established unit prices and to have this work measured, at USAID's expense, by an independent surveyor acceptable to the contractor.

D. List of Unit Prices: A schedule of unit prices is included in Part 3. Specification Sections referenced in the schedule contain requirements for materials described under each unit price.

4.0 SUBSTITUTION PROCEDURES

PART 1 – GENERAL

4.1 DEFINITIONS

A. Substitutions: Changes in products, materials, equipment, and methods of construction from those required by the contract documents and proposed by the contractor.

1. Substitutions for Cause: Changes proposed by the contractor that are required due to changed project conditions, such as unavailability of product, regulatory changes, or unavailability of required warranty terms.

2. Substitutions for Convenience: Changes proposed by the contractor or USAID that are not required in order to meet other project requirements but may offer advantage to the contractor or

USAID.

4.2 ACTION SUBMITTALS

A. Substitution Requests: Submit three copies of each request for consideration. Identify product or fabrication or installation method to be replaced. Include Specification Section number and title and Drawing numbers and titles.

1. Documentation: Show compliance with requirements for substitutions and the following, as applicable:

a) Statement indicating why specified product or fabrication or installation cannot be provided, if applicable.

b) Coordination information, including a list of changes or revisions needed to other parts of the work and to construction performed by USAID and separate contractors, that will be necessary to accommodate proposed substitution.

c) Detailed comparison of significant qualities of proposed substitution with those of the work specified. Include annotated copy of applicable specification Section. Significant qualities may include attributes such as performance, weight, size, durability, visual effect, sustainable design characteristics, warranties, and specific features and requirements indicated. Indicate deviations, if any, from the work specified.

d) Product Data, including drawings and descriptions of products and fabrication and installation procedures.

e) Samples, where applicable or requested.

f) Certificates and qualification data, where applicable or requested.

g) List of similar installations for completed projects with project names and addresses and names and addresses of architects and owners.

h) Material test reports from a qualified testing agency indicating and interpreting test results for compliance with requirements indicated.

i) Research reports evidencing compliance with building code in effect for the project,

j) Detailed comparison of the contractor's construction schedule using proposed substitution with products specified for the work, including effect on the overall Contract Time. If specified product or method of construction cannot be provided within the Contract Time, include letter from manufacturer, on manufacturer's letterhead, stating date of receipt of purchase order, lack of availability, or delays in delivery.

k) Cost information, including a proposal of change, if any, in the Contract Sum.

l) The contractor's certification that proposed substitution complies with requirements in the contract documents except as indicated in the substitution request, is compatible with related materials, and is appropriate for applications indicated.

m) The contractor's waiver of rights to additional payment or time that may subsequently become necessary because of failure of proposed substitution to produce indicated results.

2. USIAD's Action: If necessary, USAID will request additional information or documentation for evaluation within seven days of receipt of a request for substitution. USAID will notify the contractor of acceptance or rejection of proposed substitution within 15 days of receipt of request, or seven days of receipt of additional information or documentation, whichever is later.

a) Forms of Acceptance: Change Order, Construction Change Directive, or USAID's Supplemental Instructions for minor changes in the work.

4.3 QUALITY ASSURANCE

A. Compatibility of Substitutions: Investigate and document compatibility of proposed substitution with related products and materials. Engage a qualified testing agency to perform compatibility tests recommended by manufacturers.

4.4 PROCEDURES

A. Coordination: Revise or adjust affected work as necessary to integrate work of the approved substitutions.

PART 2 – PRODUCTS

4.5 SUBSTITUTIONS

A. Substitutions for Cause: Submit requests for substitution immediately on discovery of need for change, but not later than 15 days prior to time required for preparation and review of related submittals.

1. Conditions: USAID will consider the contractor's request for substitution when the following conditions are satisfied. If the following conditions are not satisfied, USAID will return requests without action, except to record noncompliance with these requirements:

a) Requested substitution is consistent with the contract documents and will produce indicated results.

b) Requested substitution provides sustainable design characteristics that specified product provided.

c) The substitute request is fully documented and properly submitted.

d) Requested substitution will not adversely affect the contractor's construction schedule.

e) Requested substitution has received necessary approvals of authorities having jurisdiction.

f) Requested substitution is compatible with other portions of the work.

g) Requested substitution has been coordinated with other portions of the work.

h) Requested substitution provides specified warranty.

i) If requested substitution involves more than one contractor, requested substitution has been coordinated with other portions of thew, is uniform and consistent, is compatible with other products, and is acceptable to all contractors involved.

B. Substitutions for Convenience: Not allowed.

5.0 CONTRACT MODIFICATION PROCEDURES

5.1 RELATED DOCUMENTS

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

5.2 MINOR CHANGES IN THE WORK

A. USAID will issue supplemental instructions authorizing minor changes in the work, not involving adjustment to the Contract Sum or the Contract Time, in a format approved by USAID.

5.3 PROPOSAL REQUESTS

A. USAID-Initiated Proposal Requests: USAID will issue a detailed description of proposed changes in the work that may require adjustment to the Contract Sum or the Contract Time. If necessary, the description will include supplemental or revised Drawings and Specifications.

1. Work Change Proposal Requests issued by USAID are not instructions either to stop work in progress or to execute the proposed change.

2. Within the time specified in Proposal Request or 20 days, when not otherwise specified, after receipt of Proposal Request, submit a quotation estimating cost adjustments to the Contract Sum and the Contract Time necessary to execute the change.

a) Include a list of quantities of products required or eliminated and unit costs, with total amount of purchases and credits to be made. If requested, furnish survey data to substantiate quantities.

b) Indicate applicable taxes, delivery charges, equipment rental, and amounts of trade discounts.

c) Include costs of labor and supervision directly attributable to the change.

d) Include an updated the contractor's construction schedule that indicates the effect of the change, including, but not limited to, changes in activity duration, start and finish times, and activity relationship. Use available total float before requesting an extension of the Contract Time.

e) Quotation Form: Use forms acceptable to USAID.

B. Contractor-Initiated Proposals: If latent or changed conditions require modifications to the contract, the contractor may initiate a claim by submitting a request for a change to USAID.

a) Include a statement outlining reasons for the change and the effect of the change on the work. Provide a complete description of the proposed change. Indicate the effect of the proposed change on the Contract Sum and the Contract Time.

b) Include a list of quantities of products required or eliminated and unit costs, with total amount of purchases and credits to be made. If requested, furnish survey data to substantiate quantities.

c) Indicate applicable taxes, delivery charges, equipment rental, and amounts of trade discounts.

d) Include costs of labor and supervision directly attributable to the change.

e) Include an updated the contractor's construction schedule that indicates the effect of the change, including, but not limited to, changes in activity duration, start and finish times, and activity relationship. Use available total float before requesting an extension of the Contract Time.

f) Comply with requirements in Section 05 "Substitution Procedures" if the proposed change requires substitution of one product or system for product or system specified.

g) Proposal Request Form: Use form acceptable to USAID.

5.4 CHANGE ORDER PROCEDURES

A. On USAIDs approval of a Work Changes Proposal Request, USAID will issue a Change Order for signatures of USAID and the contractor on a form acceptable to USAID.

5.5 CONSTRUCTION CHANGE DIRECTIVE

A. Work Change Directive: USAID may issue a Work Change Directive on a form acceptable to USAID.

Work Change Directive instructs the contractor to proceed with a change in the work, for subsequent inclusion in a Change Order.

1. The Work Change Directive contains a complete description of change in the work. It also designates a method to be followed to determine change in the Contract Sum or the Contract Time.

B. Documentation: Maintain detailed records on a time and material basis of work required by the Work Change Directive.

1. After completion of change, submit an itemized account and supporting data necessary to substantiate cost and time adjustments to the contract.

6.0 PAYMENT PROCEDURES

6.1 SCHEDULE OF VALUES

A. Definition of Schedule of Values: A statement furnished by the contractor allocating portions of the Contract Sum to various portions of the work and used as the basis for reviewing the contractor's Applications for Payment.

B. Coordination: Coordinate preparation of the schedule of values with preparation of the contractor's construction schedule.

1. Coordinate line items in the schedule of values with other required administrative forms and schedules, including the following:

a) Application for Payment forms with continuation sheets.

b) Submittal schedule.

c) Items required to be indicated as separate activities in the contractor's construction schedule.

2. Submit the schedule of values to USAID at the earliest possible date, but no later than the date specified in Section F of the contract.

4. Provide a separate line item in the schedule of values for each part of the work where Applications for Payment may include materials or equipment purchased or fabricated and stored, but not yet installed.

a) Differentiate between items stored on-site and items stored off-site. If required, include evidence of insurance.

5. Provide separate line items in the schedule of values for initial cost of materials, for each subsequent stage of completion, and for total installed value of that part of the work.

7. Each item in the schedule of values and Applications for Payment shall be complete. Include total cost and proportionate share of general overhead and profit for each item.

a) Temporary facilities and other major cost items that are not direct cost of actual work-in-place may be shown either as separate line items in the schedule of values or distributed as general overhead expense, at the contractor's option.

8. Schedule Updating: Update and resubmit the schedule of values before the next Applications for Payment when Change Orders or Construction Change Directives result in a change in the Contract Sum.

7.0 PROJECT MANAGEMENT AND COORDINATION

7.1 GENERAL COORDINATION PROCEDURES

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 USAID and separate contractors if coordination of their work is required.

7.2 COORDINATION DRAWINGS

A. Coordination Drawings, General: Prepare coordination drawings according to requirements in individual Sections, and additionally 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 architectural, 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 USAID indicating proposed resolution of such conflicts. Minor dimension changes and difficult installations will not be considered changes to the contract.

7.3 REQUESTS FOR INFORMATION (RFIS)

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

1. USAID will return RFIs by other entities controlled by the contractor with no response.

2. Coordinate and submit RFIs in a prompt manner to avoid delays in the 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 USAID

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. The contractor's suggested resolution. If the contractor's suggested resolution impacts the Contract Time or the Contract Sum, the contractor shall state impact in the RFI.

12. Contractor's signature.

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: Software-generated form with substantially the same content as indicated above, acceptable to USAID

1. Attachments shall be electronic files in Adobe Acrobat PDF format.

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

1. The following contractor-generated RFIs will be returned without action:

a) Requests for approval of submittals.

b) Requests for approval of substitutions.

c) Requests for approval of the contractor's means and methods.

d) Requests for coordination information already indicated in the contract documents.

e) Requests for adjustments in the Contract Time or the Contract Sum.

f) Requests for interpretation of USAID actions on submittals.

g) Incomplete RFIs or inaccurately prepared RFIs.

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

3. USAID's action on RFIs that may result in a change to the Contract Time or the Contract Sum may be eligible for the contractor to submit Change Proposal according to Section 6.0 "Contract Modification Procedures."

a) If the contractor believes the RFI response warrants change in the Contract Time or the Contract Sum, notify USAID in writing within [10] days of receipt of the RFI response.

E. RFI Log: Prepare, maintain, and submit a tabular log of RFIs organized by the RFI number. Submit log weekly Use Software log with not less than the following:

1. Project name.

2. Name and address of Contractor.

3. Name and address of USAID

4. RFI number including RFIs that were returned without action or withdrawn.

5. RFI description.

6. Date the RFI was submitted.

7. Date USAID’s response was received.

F. On receipt of USAID’s action, update the RFI log and immediately distribute the RFI response to affected parties. Review response and notify USAID within seven (7) days if the contractor disagrees with the government’s response.

G. Identification of related Minor Change in the Work, Construction Change Directive, and Proposal Request, as appropriate.

7.4 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 USAID 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 meetings will record significant discussions and agreements achieved. Distribute the meeting minutes to everyone concerned, including UAID, within three days of the meeting.

B. Preconstruction Conference: USAID will schedule and conduct a preconstruction conference before starting construction, at a time specified by USAID, but no later than [15] days after execution of the Agreement.

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

2. Attendees: Authorized representatives of USAID and their consultants; the contractor and its superintendent; major subcontractors; suppliers; and other concerned parties shall attend the conference. Participants at the conference shall be familiar with the 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. Phasing.

c. Critical work sequencing and long-lead items.

d. Designation of key personnel and their duties.

e. Lines of communications.

f. Procedures for processing field decisions and Change Orders.

g. Procedures for RFIs.

h. Procedures for testing and inspecting.

i. Procedures for processing Applications for Payment.

j. Distribution of the contract documents.

k. Submittal procedures.

l. Preparation of record documents.

m. Use of the premises and existing building.

n. Work restrictions.

o. Working hours.

p. Owner'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.

x. First aid.

y. Security.

z. Progress cleaning.

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

C. Project Closeout Conference: Schedule and conduct a project closeout conference, at a time convenient to USAID, 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 USAID and their consultants; the 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 preparing operations and maintenance data.

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

f. Requirements for demonstration and training.

g. Preparation of the contractor's punch list.

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

i. Submittal procedures.

j. Coordination of separate contracts.

k. Owner's partial occupancy requirements.

l. Installation of Owner's furniture, fixtures, and equipment.

m. Responsibility for removing temporary facilities and controls.

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

D. 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 USAID, 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 the project and authorized to conclude matters relating to the work.

3. Agenda: Review and correct or approve minutes of previous progress meeting. Review other items of significance that could affect progress. Include topics for discussion as appropriate to status of the project.

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 the 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) Documentation of information for payment requests.

4. Minutes: Entity 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 the 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.

E. Coordination Meetings: Conduct Project coordination meetings at weekly intervals. Project coordination meetings are in addition to specific meetings held for other purposes, such as progress meetings conferences.

1. Attendees: In addition to representatives of USAID, 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 the project and authorized to conclude matters relating to the work.

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 the 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 the contractor's combined 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 the contractor's combined 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.

8.0 CONSTRUCTION PROGRESS DOCUMENTATION

8.1 DEFINITIONS

A. Activity: A discrete part of a project that can be identified for planning, scheduling, monitoring, and controlling the construction project. Activities included in a construction schedule consume time and resources.

1. Critical Activity: An activity on the critical path that must start and finish on the planned early start and finish times.

2. Predecessor Activity: An activity that precedes another activity in the network.

3. Successor Activity: An activity that follows another activity in the network.

B. Cost Loading: The allocation of the schedule of values for the completion of an activity as scheduled.

The sum of costs for all activities must equal the total Contract Sum unless otherwise approved by

USAID.

C. CPM: Critical path method, which is a method of planning and scheduling a construction project where activities are arranged based on activity relationships. Network calculations determine when activities can be performed and the critical path of the project.

D. Critical Path: The longest connected chain of interdependent activities through the network schedule that establishes the minimum overall project duration and contains no float.

E. Event: The starting or ending point of an activity.

F. Float: The measure of leeway in starting and completing an activity.

1. Float time is not for the exclusive use or benefit of either USAID or the contractor, but is a jointly owned, expiring project resource available to both parties as needed to meet schedule milestones and contract completion date.

2. Free float is the amount of time an activity can be delayed without adversely affecting the early start of the successor activity.

3. Total float is the measure of leeway in starting or completing an activity without adversely affecting the planned project completion date.

G. Resource Loading: The allocation of manpower and equipment necessary for the completion of an activity as scheduled.

8.2 INFORMATIONAL SUBMITTALS

A. Format for Submittals: Submit required submittals in the following format:

1. Working electronic copy of schedule file, where indicated.

2. PDF electronic file.

B. Startup construction schedule.

C. Startup Network Diagram: Of size required to display the entire network for the entire construction period. Show logic ties for activities.

D. Contractor's Construction Schedule: Initial schedule, of size required to display the entire schedule for the entire construction period.

1. Submit a working electronic copy of schedule, using software indicated, and labeled to comply with requirements for submittals. Include type of schedule (initial or updated) and date on label.

E. CPM Reports: Concurrent with CPM schedule, submit each of the following reports. Format for each activity in reports shall contain activity number, activity description, cost and resource loading, original duration, remaining duration, early start date, early finish date, late start date, late finish date, and total float in calendar days.

1. Activity Report: List of all activities sorted by activity number and then early start date, or actual start date if known.

2. Logic Report: List of preceding and succeeding activities for all activities, sorted in ascending order by activity number and then early start date, or actual start date if known.

3. Total Float Report: List of all activities sorted in ascending order of total float.

4. Earnings Report: Compilation of contractor's total earnings from the Notice to Proceed until most recent Application for Payment.

F. Construction Schedule Updating Reports: Submit with Applications for Payment.

8.3 QUALITY ASSURANCE

A. Prescheduling Conference: Conduct conference at the project site to comply with requirements in Section 8.0 "Project Management and Coordination." Review methods and procedures related to the preliminary construction schedule and the contractor's construction schedule, including, but not limited to, the following:

1. Review software limitations and content and format for reports.

2. Verify availability of qualified personnel needed to develop and update schedule.

3. Discuss constraints, including phasing work stages area separations interim milestones and partial Owner occupancy.

4. Review delivery dates for Owner-furnished…