01 31 00 1 5/31/2024 Project Administration - CIP REV 0

Design and Construction Standards Technical Specification

SECTION 01 31 00

Project Administration - CIP

All renovation and new construction activities on The University of Texas at Austin campuses are required to meet the UT Austin Design and Construction Standards (DCS) from the planning and design stages through actual construction and facilities maintenance. These standards reflect the planning, design, construction, maintenance, and other facilities asset expertise of University personnel. Any exceptions shall be submitted by the Project Manager as a Standards Exception Request and incorporated after approval is received from the respective Division Champion. The Design and Construction Standards are managed by Campus Operations, and updated with the advice of multiple campus groups at The University of Texas at Austin. This document is the property of UT Austin, and use of this document, in part or in whole, for any purpose other than for a UT Austin project may not be done without written permission of the University.

For any comments or questions related to UT Austin Design and Construction Standards, please contact Campus Operations at: campus_standards@austin.utexas.edu or by phone at (512) 471-0665.

The issuance and revision history of this Section is tabulated below. Please destroy any previous copy in your possession.

Rev Date Pages Remarks Documents

Referenced 4/1/2021 All Document formatted to match current UT standards.

Section 01 31 00 OFPC document, revision dated 4/27/2017

8/31/2021 All Published new Technical Specification.

5/31/2024 2, 12 Minor edits – 1.2.A. and 2.5.B.

TECHNICAL SPECIFICATION

SECTION 01 31 00 2 5/31/2024

SECTION 01 31 00 – PROJECT ADMINISTRATION

PART 1 - GENERAL

1.1 DEFINITIONS

A. The term “Architect” or ARCHITECT as used throughout the contract documents, is defined in the UGC.

1. On Design/Build contracts, the construction management staff may provide general administration, including management of meeting records and preparation of change orders, only with prior written approval of the Owner.

1.2 RELATED DOCUMENTS

A. In addition to specific references indicated herein, the Contractor's attention is specifically directed, but not limited, to the following Sections and Documents, which include additional administrative requirements.

1. Exhibit H – Policy on Utilization Historically Underutilized Businesses

2. Owner’s Special Conditions

3. Section 00 73 16 – Project Insurance Requirements – If applicable

4. Section 01 32 00 – Project Planning and Scheduling

5. Section 01 35 23 – Project Safety

6. Section 01 45 00 – Project Quality Control

7. Section 01 57 23 – Temporary Storm Water Pollution Control

8. Section 01 77 00 – Project Closeout Procedures

9. Section 01 91 00 – Commissioning

10. Divisions 03 through 49 for specific general, product, and installation requirements. [Note to Spec Writer: Include Sections if applicable to the project].

1.3 CONTRACT SUBSTANTIAL COMPLETION

A. The terms “Substantial Completion" and "Pre-Final" shall be considered the same and are used interchangeably throughout the Contract Documents.

B. In order to obtain a Substantial Completion inspection, the contractor shall fulfill all requirements as specified in the UGC and Specification Section 01 77 00 - Project Closeout.

1.4 PROCUREMENT OF SUBCONTRACTS (CONSTRUCTION MANAGER AT RISK AND

DESIGN-BUILD AGREEMENTS ONLY)

A. The Construction Manager at Risk (CM) or Design/Build Contractor (DB) shall provide a written Bid/Proposal Package Strategy (B/PPS) for procuring subcontracts including self- performance work (other than General Conditions), prior to the approval of the Guaranteed Maximum Price, but no later than twenty (20) calendar days prior to the first advertisement for proposals. The B/PPS shall be a written plan submitted to and reviewed by the ODR and the Architect.

1. The plan shall identify bid packages that are most advantageous to the project and align with the CM/DB’s HUB Good Faith Effort (Exhibit H) by providing at least three (3) qualified

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respondents, including the CM/DB. Each bid package shall include the UGC, the Owner’s Division 1 Specifications, Drawings and Specifications and any other CPC requirements included in the CM/DB Agreement pertaining to the scope of work covered in the packages.

2. The B/PPS shall conspicuously identify any and all work that the CM/DB will submit a bid/proposal for but will not perform with its own forces (i.e. subcontract to someone else if determined to be “best value”).

3. The B/PPS shall include the following for each bid package contemplated:

a. Anticipated scope of work to be procured;

b. A current Work Progress Schedule;

c. Anticipated selection criteria and questions;

d. Self-perform work proposals to be submitted by the CM/DB;

e. Proposed advertising dates;

f. Proposed Pre-proposal meeting(s);

g. Exhibit H and Information on 00 73 16 Project Insurance Requirements (if applicable);

h. Proposed Receipt, review and award dates.

i. Anticipated notice to proceed dates.

j. To ensure compliance with SB 1081, all bid/proposals shall contain the following language on the signature page, “By signing this document, I acknowledge that this project will use an Owner Controlled Insurance Program (OCIP) and I will participate in the program”.

4. The CM/DB shall update the B/PPS monthly as a minimum, as conditions change, or as proposed dates are revised.

B. Per Texas Higher Education Code 51.782: “A construction manager-at-risk shall publicly advertise, in the manner prescribed by the institution, and receive bids or proposals from trade contractors or subcontractors for the performance of all major elements of the work other than the minor work that may be included in the general conditions”. This requirement applies to DB as well.

C. The goal of the project team shall be to have all work procured through advertised competitive proposals, however, if a “minor procurement” condition arises during the process, the following procurement guidelines may be used by the CM/DB, with Owner approval, for procurement of work:

1. Less than $5,000.00: No requirements

2. Between $5,000.01 and $25,000.00: Obtain three (3) solicitations

3. Greater than $25,000.00: Obtain three (3) advertised competitive proposals

a. If the CM/DB does not receive at least three (3) competitive proposals, the CM/DB shall re-package the scope and re-issue without additional cost to the Owner or delay to the project “Substantial Completion” date (unless approved by the Owner).

b. If the CM/DB receives less than three (3) competitive proposals and the ODR determines that specific factors related to the project’s schedule or quality do not require re-issuance, the CM/DB shall provide the ODR with a letter stating the CM/DB does not have any ownership interest in, or a controlling relationship with, the recommended “best value” vendor.

1) If the CM/DB cannot provide a letter, the package shall be re- issued without additional cost to the Owner or delay to the project “Substantial Completion” date, unless otherwise approved by the Owner.

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D. This specification does not pertain to Change Orders to existing subcontracts.

E. Work shall be divided into reasonable lots; however, material or labor acquired through purchase order/vendor type agreements are subject to the entire project (i.e. Concrete material shall be procured as a unit price times an estimated total project quantity provided by the CM/DB to equal a total construction cost). Work shall not be incrementally divided for the purpose of circumventing the procurement guidelines.

F. The CM/DB may establish selection criteria for each phase of work for review by the project team.

Criteria shall be qualifications based and consistent with the information needed by the CM/DB to make a proper evaluation and selection. The CM/DB shall establish a selection matrix including cost, criteria, weighting and ranking procedures for evaluation. The CM/DB shall work with the project team to tailor the selection criteria to be project and scope specific and ensure that the questions are proper and relevant to the goals of the project. The CM/DB shall follow the Good Faith Effort requirements identified in Exhibit H of the Agreement, including attachments to be completed by 1st tier subcontractors. However, HUB participation/status cannot be used as criteria for determining “best value”, only for determining if the respondent is responsive.

1. The CM/DB shall establish clear criteria and questions so that those reading the Request for Proposals will understand how they will be evaluated.

2. If criteria are not included in the advertisement for proposals, the proposal shall be considered a lump sum bid, and the CM/DB shall award the work to the lowest qualified, responsive bidder.

3. After selection criteria have been established, the CM/DB shall publicly advertise the work in general circulations and trade associations in accordance with TEC 51.782 for CM, Article 7 of the current Agreement for DB and Texas Administrative Code 111.14 – “HUB” for both CM and DB. This advertisement shall include, at a minimum, the following:

a. UT Project Number and Project Name;

b. Institution/Campus name;

c. CM/DB name and address;

d. CM/DB contact name and phone number;

e. Location for viewing plans and specifications;

f. Date, time and location of Pre-proposal meeting;

g. Date, time deadline(s), and location for receiving proposals;

h. Instructions to respondents for submitting proposals;

i. Selection criteria, questions and submittal requirements.

G. At the time and location identified in the advertisement, the CM/DB shall hold a Pre- proposal meeting for all potential subcontractors with the project team and Owner’s HUB Coordinator. The CM/DB shall review as a minimum:

1. The general scope of the project and the specific scope of work included in this package;

2. Instructions to respondents for submitting proposals;

3. Selection criteria and questions;

4. HUB Good Faith Effort requirements (Exhibit H);

5. Project Safety requirements;

6. ROCIP requirements (if applicable);

7. Project Schedule requirements;

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8. Payment procedures and requirements, including retainage;

9. Commissioning and Close-out requirements.

H. If the CM/DB identifies any self-performance in the B/PPS (work to be performed by its own employees), the CM/DB shall submit a proposal to the Owner at the advertised time and location in a manner so as not to compromise the competitive process.

1. Regardless of the work or method of accepting proposals, all CM/DB self- performance proposals shall be:

a. Estimated and submitted by a separate estimating team that is not associated with the CM/DB’s pre-construction and/or construction team;

b. Submitted in a sealed envelope;

c. The final proposal price and not subject to change for any reason prior to recommendation of subcontract award.

I. The CM/DB shall accept all proposals at the advertised location until the advertised deadline.

Upon receipt, the ODR shall be allowed to review the proposal and confirm the time and date received. Any proposals received after the deadline shall not be considered by the CM/DB and shall be returned to the respondent unopened.

1. Fax proposals shall not be accepted unless the Owner, prior to the initial advertisement for proposals, approves a detailed plan by the CM/DB of care and custody.

J. After compiling, reviewing and verifying the costs and scope associated with all proposals, the CM/DB shall provide a “bid tabulation” matrix and a proposed Schedule of Values (refer to Attachment C (CSP format) or D (CM and DB format)) for review by the project team.

1. The “bid tabulation” matrix shall compare all equivalent scope proposals to the CM/DB’s estimate.

2. Each matrix shall indicate the CM/DB estimate(s) for each scope of work and identify the respective cost savings/over-runs.

3. The CM/DB may use values/quantities from its own estimate to provide full scope comparisons between each respondent, however, these “plug” numbers shall be clearly identified in the matrix to the project team and be used only to compare the various proposals.

4. The proposed updated Schedule of Values shall summarize all executed and recommended “best value” subcontracts to provide a current status of the Guaranteed Maximum Price Proposal.

5. Once the proposals are compiled into a “bid tabulation” matrix and the proposed Schedule of Values has been updated, the CM/DB shall request a meeting with the project team to review the proposals.

K. The CM/DB shall lead the proposal review meeting by reviewing the scope of work, the proposals received, any exclusions or conditions, identify any non- qualified respondents and any other problems that may have occurred during the process.

1. The CM/DB shall confirm that the respondents are qualified, meet the established selection criteria (if applicable), and identify the amount of the proposals.

2. The CM/DB shall identify the “best value” and the current status of the buy- out savings to the project team. If the “best value” causes the CM/DB to exceed the Cost of Work line

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item, including contingencies in the GMP the CM/DB shall acknowledge that the overage will be deducted from the CM/DB’s Construction Phase Fee.

L. Once the “best value” respondent has been identified by the CM/DB, without exception (or as noted) by the Owner, the CM/DB shall finalize negotiations with the selected “best value” respondent.

1. The CM/DB shall identify and confirm with the ODR which competitive proposal “plug” numbers it intends to use in its negotiations. “Plug” numbers may be established through the CM/DB’s own estimate (if turned into the ODR before the advertised deadline) or values included in other non- selected respondent competitive sealed proposals.

2. If the CM/DB cannot reach an agreement with the selected respondent, the CM/DB shall notify the ODR that it intends to begin negotiations with the second “best value” respondent.

3. The CM/DB shall issue a letter to the Owner indicating that it intends to write a subcontract to the selected “best value” respondent (including self- perform work), identifying the following:

a. The bid package number;

b. The base bid from the selected respondent and any alternatives included in the proposal;

c. The total value of the proposed subcontract with a description of any changes from bid day values;

d. Drawings and/or specifications related to the subcontract;

e. Additional scope items added to the subcontract (as previously agreed to by the

Owner), and their value;

f. Current status of the GMP identifying current savings/overages;

g. A copy of the bid tabulation matrix;

h. A copy of the executed subcontract or purchase order, etc. is required prior to any request for payment by the CM/DB for applicable work.

4. If the Owner objects to the “best value” identified by the CM/DB, the Owner may conduct an evaluation of the selection process and/or results.

a. If, after evaluation, the ODR disagrees with the CM/DB “best value” recommendation, the ODR may instruct the CM/DB to either re-bid the scope of work or use the Owners’ “best value” selection.

b. If the value of the Owners’ selection causes an increase in the Total Contract Price, the increase will be the responsibility of the Owner.

5. The CM/DB shall provide one (1) complete copy of all recommendation letters and proposals to the ODR for record, as they occur until final payment.

M. For additional bid packages, the CM/DB shall repeat the steps identified in this section as many times as identified in the current B/PPS for the entire project.

1.5 SUBCONTRACTS

A. Contractor agrees to bind every subcontractor, and every subcontractor agrees to be bound by all the terms and conditions of the Owner’s Contract.

B. The Contractor is required to submit a list of all first-tier subcontractors to the Owner as subcontracts are executed.

C. All subcontractor procurement strategies, procedures and documents issued by the Contractor shall comply with, and enforce the Project Safety, 00 73 16 Project Insurance

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Requirements and UT System Historically Underutilized Business requirements referenced above.

1.6 FLOW OF COMMUNICATIONS

A. The Architect is responsible for document control and general project administration. The Owner's written instructions to the Contractor will generally be issued through the Architect. The Architect is the key contact for written communications.

1. On Design-Build projects, the construction management staff may provide this service if approved by the Owner prior to the Notice To Proceed for Construction Services.

B. All subcontractor correspondence shall be routed through the Contractor. All written Contractor correspondence is to be directed to the Architect, with simultaneous copies to the Owner’s Designated Representative (ODR) and Construction Inspector(s) (CI). The actual parties for this project will be confirmed at the Pre- Construction Conference.

C. The ODR and the CI are the Owner's primary representatives for the Project. The CI is the key contact for verbal communications and site issue coordination.

D. The ODR and the CI are the only parties authorized to direct changes in the work, and issue written and/or oral instructions directly to the Contractor.

1. All ORAL instructions must be issued by the ODR and/or the CI, or in their presence, and shall be promptly confirmed in writing by the Contractor. Any oral instructions or discussions with subcontractors in the absence of the Contractor are not contractual and are not binding on either party.

E. The Architect may issue clarification and other information not affecting the contract cost or time by means of an Architect's Supplemental Instruction form, (ASI), or similar clarification form and will be sequentially numbered. Both the Architect and the Contractor shall maintain a separate ASI register.

1. If the Contractor considers such clarification to be a change in the contract scope, written notification of such must be provided before performing the work considered to be a change within thirty (30) calendar days of Contractor's receipt, or with the Change Order Proposal.

F. All subcontractor Requests for Information, (RFI), are to be submitted by and under cover of the Contractor, who is to carefully review and ensure the completeness and appropriateness of the question, sequentially number each, and submit to the Architect with copies to the ODR and CI.

The Contractor and Architect shall maintain separate RFI logs.

G. All project correspondence shall include UT Project Number and Project Name in the title or reference.

H. Pay Estimates, Requests for Information, Changes, Submittals, etc. are to be processed as shown in the Pre-Construction Conference Brochure.

1.7 PROJECT CHANGES

A. All changes shall be administered per the UGC.

B. All changes to the contract affecting cost, scope and/or time will be issued as a formal Change Order to the Contract on the standard University of Texas at Austin Change Order form. The Change Order may include separate change issues, identified as Change Order Proposals and Field Orders.

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C. Upon authorization by the Owner, Change Order Proposals may be issued to the Architect for pricing by the Contractor. All contractor pricing shall be submitted on the standard UT "Change in Work Cost Analysis" ("Cost Analysis") form provided by the UT Project Manager. Prior to its inclusion in a Change Order, the Owner must accept a Change Order Proposal. When the Owner has approved a Change Order Proposal it will be included in a Change Order for execution.

1. The Contractor shall summarize all costs for each change at each level of subcontractor and supplier by preparing the "Cost Analysis" form and shall provide each subcontractor's cost summary on separate "Cost Analysis" forms as backup. Additional support documentation from both the Contractor and its subcontractors is encouraged, but such will not replace use of the standard UT form.

2. Where the Contractor believes it is entitled to a time extension, it shall so state as part of its response to the Change Proposal, including a justification for such request. Time extensions will be granted only if a Change Order Proposal affects the activities on the Critical Path of the Owner approved Project Schedule (i.e., when the work impacts the "Contract Substantial Completion Date").

3. If the Owner and Contractor cannot mutually agree upon a fair and reasonable cost and time settlement, the Owner may: 1) Reject the quotation and void the Change Order Proposal, 2) Issue instructions to the Contractor to proceed on a time and material basis for a price to be determined later not to exceed a fixed maximum dollar and time, or 3) Issue a Unilateral Change Order.

4. The Owner may issue Field Orders directly to the Contractor for minor changes to the contract, which can be negotiated in the field. Pricing backup shall be the same as a Change Order Proposal and is to be outlined on the "Cost Analysis" form noted above.

Once the Owner and the Contractor have signed the Field Order, the work is authorized, and the Field Order will be included in the next Change Order.

1.8 LIQUIDATED DAMAGES

A. If assessed, liquidated damages will be withheld from progress payments beginning with the first payment after the adjusted Contract completion date and until all work of the contract is complete.

The amount assessed shall be deducted from the contract price through a written Change Order.

1.9 SITE USE ISSUES

A. Harassment of any kind toward any person will not be tolerated; offending workers will be removed from the project immediately and permanently.

B. The Contractor shall provide and submit a program plan for worker orientation, identification and control of access to the site. All workers on the project shall participate in this program before beginning work on the project. This plan shall include, as a minimum:

1. Employee identification badges with a photograph of the employee, the employer and employees’ name. Badges shall be provided for all employees and produced by a system on site. This identification shall always be worn while on the project site. Lack of an id badge shall be grounds for removal from the project until badge is produced.

PART 2 - PRODUCTS

2.1 SHOP DRAWINGS AND SUBMITTALS

A. Refer to the UGC for requirements not identified in this section.

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B. The Contractor shall assign an identifying number to each submittal following a format to be established at the Pre-Construction Conference. The same number with a numerical or alphabetical suffix will be used to identify re-submittals.

C. The burden of timeliness to complete the submittal process is on the Contractor. The Contractor shall allow sufficient time within the construction schedule to the Architect and Owner to review and approve all submittals, including time for all re- submittals on any unaccepted/rejected submittal.

D. Any deviation from the Contract Documents shall be conspicuously noted on the submittal and the transmittal cover sheet. Failure to so note deviation will void any action taken on the submittal.

E. All manufacturer's data contained within the submittal shall have all inapplicable features crossed out or deleted in a manner that will clearly indicate exactly what is to be furnished.

F. Equipment of larger sizes than shown, even though of a specified manufacturer, will not be acceptable unless it can be demonstrated that ample space exists for proper installation, operation, and maintenance.

G. The Owner will not be responsible for payment of any item that has not been submitted and approved through the established submittal process.

H. The Contractor shall anticipate providing an electronic copy of each submittal. If paper submittals are required, information will be provided at the Pre-Construction Meeting.

2.2 SUBSTITUTION OF MATERIALS, LABOR AND EQUIPMENT

A. Refer to the UGC for requirements not identified in this section.

B. The specified products referenced in the Contract Documents establish minimum qualities for which substitutions shall at least equal to be considered acceptable. The burden of proof of equality rests with the Contractor. The Owner retains sole authority for acceptance of substitutions.

C. All substitutions shall be submitted within ninety (90) days of the Notice to Proceed for Construction and clearly marked as such on the transmittal cover sheet for the submittal.

D. The Contractor shall allow a minimum of six (6) weeks for review of each substitution by the Architect and/or Owner in addition to the requirements identified in Section 2.2.C above.

E. When requested by the Architect, the Contractor shall provide a sample of the proposed substitution item. In some cases, samples of both the specified item and the proposed item shall be required for comparison purposes.

F. Acceptance of materials and equipment will be based on the supplier / manufacturer's published data and will be tentative subject to the submission of complete shop drawings and/or specifications indicating compliance with the Contract Documents. Acceptance of materials and/or equipment under this provision shall not be construed as authorizing any deviation from the Contract Documents, unless specifically directed in writing from the Architect.

1. Any and all additional costs or time resulting from the acceptance or rejection of any substitution shall be the sole responsibility of the Contractor. These include costs that are not presented at the time of the substitution request and those costs that become known after the approval of the substitution. This includes direct as well as indirect costs.

G. If a substitution is accepted, and the substitute proves defective, or otherwise unsatisfactory as determined by the Owner for the service intended within the guarantee period, the substitute shall

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be replaced with the material or equipment specified in the Contract Documents, or as approved by the Owner, at no additional cost to the Owner.

2.3 INITIAL APPLICATION FOR PROGRESS PAYMENT

A. The Contractor shall submit an initial request for a progress payment per the UGC.

B. Such requests shall be presented on the University of Texas System Application for Payment and Schedule of Values (refer to Attachment No. 1 and No. 2) forms supplemented by columnar continuation sheets, which represent updates to the original Contract Price or GMP Schedule of Values.

C. The Contractor's Project accounting records shall be kept on the basis of generally accepted accounting principles in accordance with cost accounting standards issued by the Federal Office of Management and Budget Cost Accounting Standards Board and organized by each Application for Payment period.

D. Prior to the submission of the initial Application for Payment the Contractor shall submit the following documents to the Architect, Owner for review:

1. Contract Price or GMP Schedule of Values: A single document itemizing the breakdown of the Contract Price/GMP, including general conditions, contingencies and allowances shall be submitted using the CPC Standard Schedule of Values format. The Contractor shall submit a draft breakdown and such submittal shall be a condition precedent to the processing of the first payment application. The Contractor shall submit subsequent draft copies of the Schedule of Values no later than five (5) working days prior to formal submission of each monthly payment.

a. The breakdown shall follow the trade divisions of the specifications and shall be itemized by submittal, floor, area, elevation or other building systems, as a minimum.

The breakdown shall include a labor and material breakdown for each activity and be of such detail as may be required by the Owner and/or Architect, but in general shall limit each line item to less than $100,000, or as approved by the Owner.

b. No adjustment to the original detailed breakdown of a contract line item shall be made once accepted by the Owner and Architect. Once accepted, the breakdown will form the basis for all periodic payments.

1) Contracts with Construction Manager at Risk or Design/Build Agreements may adjust the detailed breakdown of a General Conditions line item if the total invoices for a General Conditions line item exceeds one hundred percent (100%). A corresponding amount shall be deducted from another General Condition line item(s) or the Construction Phase Fee to pay for the overage.

c. The Contractor shall not use subcontractor invoices/pay applications in lieu of a single Schedule of Values from the Contractor.

d. The breakdown shall anticipate future Change Orders and make provisions for incorporating all changes into the breakdown listing. If issued, Change Orders shall be identified separately and shall itemize the GMP Change Orders, Change Proposals and/or Field Orders, which are incorporated into each Change Order for payment on a line-item basis as required by this section.

e. Contracts with Guaranteed Maximum Price proposals shall repeat the process outlined in this section every time a subcontract is added to the monthly Schedule of Values for payment.

2. Work Progress Schedule: Refer to specification section 01 32 00 for all project schedule requirements.

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3. Shop Drawing/Submittal Schedule: The Contractor is to provide the Owner and Architect with a Submittal Schedule of all items requiring submittal review showing their anticipated submission date and late finish date for completion of the review process. This Schedule shall be incorporated with the Work Progress Schedule, and each will be updated monthly and submitted to the Architect and Owner with each draft payment request.

4. Equipment List/Matrix: Specification Sections 01 91 00 and 23 00 00 require a matrix of all operable devices, building system components and mechanical equipment be submitted at least one week prior to the first application for progress payment. These lists may be combined and, further, may be incorporated into equipment documentation required in Operating and Maintenance Manuals as indicated in Specification Section 01 77 00.

5. The Contractor is encouraged to integrate these documents to the extent practical to avoid duplication, both in initial setup and ongoing updates to each.

E. Once the line item amounts are agreed to by the Owner and the Contractor, the Contractor is to submit an electronic copy of the formal application to the Architect, utilizing the University of Texas System form, with original signatures of an officer of the contracting firm and original notarization.

The Contractor shall furnish a certificate designating a person(s) who has authority to sign pay applications on behalf of the firm if such is not an officer of the firm.

1. At a minimum, the Contractor shall provide electronic copy attachments to each month's payment request as follows:

a. Monthly HUB Progress Assessment reports (Attachment H to Exhibit H).

b. Updated Submittal Schedule.

c. All invoices required by the contract.

d. Wage rate notification form for each member of the workforce not previously submitted.

e. Updated Work Progress Schedule as specified in Specification Section 01 32 00.

2. The formal payment requests with attachments shall be organized and distributed according to the flow chart included in the Pre-Construction Brochure.

3. If paper copies are required, information will be provided at the Pre-Construction Meeting.

2.4 MONTHLY APPLICATION FOR PROGRESS PAYMENTS

A. For regular monthly applications for payment, the Contractor shall submit for review and approval a draft payment request to the ODR, CI, and the Architect no less than five (5) working days prior to formal submission. The Contractor shall be prepared to review the draft copy at the project site with the Owner and the Architect. Failure to comply with the requirements outlined in Section 2.3 above shall relieve the Owner from its obligation to make payments on any/all line items until the Contractor meets all requirements.

1. Payments cannot exceed the contract, work in-place, or subcontract amounts as depicted on Schedule of Values line items.

2. All as-built drawings shall be reviewed to ensure updates are current.

3. Retainage shall not be used to cover “punch-list” work items.

4. All off-site stored materials shall be specifically identified, including the required documentation, photographs, insurance and arrangements for the Contractor to escort the CI to visit and personally verify the stored material is physically separated and secure from other material.

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B. Requests for payments in association with release of, or reduction in retainage or completion of work have additional requirements as outlined in the UGC and Specification Section 01 77 00.

C. The Owner may withhold Progress Payments in accordance with the UGC.

D. The ODR shall determine acceptance of either mailed or electronically submitted invoices. The payment due date is when the invoice can be viewed by an employee on the first business day following the submittal, if the agency received the invoice after normal business hours.

2.5 CONTRACTOR’S DAILY REPORT

A. The Contractor shall provide the Architect, ODR and CI with a report detailing its daily activities on the Project in a format acceptable to the Owner. All tests performed by the Contractor are to be attached. All work reports required of subcontractors shall be attached to the Contractor’s daily report.

1. The report shall include, as a minimum, the following information as it relates to the day’s activities on site: subcontractors on site (including number of employees for each sub), equipment, areas of work and type of work performed, material received, tests performed, any injuries and/or accidents, total number of employees on site (including Contractor) any oral instructions received, any material damage, any change in personnel and anything else that might impact quality or schedule.

B. These reports shall be submitted to the CI on a daily basis and are grounds for withholding payment.

2.6 AS-BUILT DRAWINGS AND RECORD DOCUMENTS

A. "As-Built" drawings, specifications, detail manuals, and submittals shall be continuously annotated by the Contractor to reflect actual record conditions, addenda, issuance of all Change Orders and clarifications, and actual dimensional records for underground and all other services.

B. Maintenance of current documentation by the Contractor is required in order to process pay applications. The CI and the Architect will review the status of such documentation monthly, at a minimum.

C. Refer to Specification Section 01 91 00 – Commissioning for requirements regarding the Commissioning and Closeout Manual tracking of these documents.

D. Refer to Specification Section 01 77 00 – Project Closeout Procedures for detailed instructions on As-Built Drawings, Specifications, O&M manuals and other records.

PART 3 - EXECUTION

3.1 PRE-CONSTRUCTION CONFERENCE (WITH OR WITHOUT A PARTNERING WORKSHOP)

A. A Pre-Construction Brochure will be prepared by the Architect using the standard CPC Pre- Construction Brochure, as an overview of administrative procedures for the project. A review of the Brochure, including this Section, identification of key project personnel, diagrams illustrating documentation routing, Owner's sample administrative forms, and other information will be conducted at the conference.

B. Upon mutual agreement, a Partnering Workshop may be held with or near the time of the Pre- Construction Conference. The Preconstruction Conference and/or Partnering Workshop will be paid for in total by the Contractor, and reimbursed by the Owner for fifty percent (50%) of the mutually agreed upon costs (100% of the costs shall be reimbursed to the Contractor as part of the General Conditions in the GMP for CM and DB contracts).

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1. The conference and/or workshop is intended to provide further understanding among the parties, to establish mutual goals for the project and to develop strategies for achieving those goals.

C. The Owner will schedule a Pre-Construction Conference to generally coincide with issuance of Notice to Proceed for Construction. The conference agenda will cover broad project issues followed by detail review of administrative procedures.

1. The UGC requires the Contractor to comply with the Owner's administrative requirements as outlined herein and as reviewed at the Pre-Construction Conference.

a. For projects with Guaranteed Maximum Price contracts the Owner may require a Pre-Construction meeting prior to Notice to Proceed Construction.

b. For projects with Guaranteed Maximum Price contracts and multiple bid packages, the Owner may schedule additional Pre-Construction Conferences to include any subcontractors added to the project after the initial Pre-Construction Conference.

D. Attendance may be required as determined by the Owner at the conference by all appropriate representatives of the Contractor, mechanical, electrical, plumbing subcontractors, and any additional subcontractors (proposed or engaged), whose scope of work represents five percent (5%) or more of the total construction cost. The Contractor shall request all HUB subcontractors also be represented. Each firm is to be represented by personnel directly involved in the Project, including Project Managers and Project Superintendents or labor foremen, as a minimum.

1. Project representatives of the Contractor and all other parties directly involved with the processing or executing of project submittals, changes and/or payments should attend the conference.

E. Prior to the scheduled time of the Pre-Construction Conference, the Contractor is to provide the Architect a written outline of all involved firms, their key personnel, including mailing address and phone numbers to be incorporated into a Project Directory and included in the Pre-Construction Brochure.

F. The Architect will provide to the Contractor, a minimum of eight (8) copies of the Pre- Construction Conference Brochure prior to the scheduled date of the Conference. The Contractor shall review the contents of the manual with its key project personnel and those of its’ subcontractors in preparation for the conference.

3.2 OWNER’S PROJECT PROGRESS MEETINGS

A. In addition to specific coordination meetings, pre-installation contractor meetings for each element of work, and other project meetings for other purposes; the Owner will schedule and conduct a Project Progress Meeting, monthly, twice-monthly, or weekly, as conditions may dictate.

B. The Contractor shall have all preparations of payment request, and submission of the updated Project Schedule submitted to the Owner at least (5) days prior to the end-of- month meeting date.

C. Prior to the Owner Project Progress Meetings, the Contractor shall convene a similar progress meeting with their subcontractors to review each of their present and future needs including interface requirements, utility outages required, sequences, deliveries, access, site utilization, temporary facilities and services, hours of work, hazards and risks, housekeeping, change orders, and documentation of information for payment requests in order to be fully prepared to discuss all pertinent issues with the Owner. The Contractor is to notify the Owner and Architect in advance of such meetings with subcontractors.

SECTION 01 31 00 14 5/31/2024

D. Owner Project Progress Meetings are to include review of Contractor's updated Critical Path Method (CPM) schedule and forecast of operations for coming period, as well as issues of coordination, anticipated utility outages, status of requested change proposals and other cost impact issues, status of the Commissioning process, status of the HUB Plan, and other project issues

E. The Contractor and Architect shall provide separate tracking logs for submittals, RFIs, ASIs, and changes in a package for each primary meeting participant. On Design/Build contracts, a single set of tracking logs may be utilized if accepted in advance by the Owner.

F. This meeting will be chaired by the ODR. The Contractor shall be specifically prepared to discuss the following at each Progress Meeting:

1. Status of all activities appearing on the current Longest Path Bar Chart and the Three- Month Rolling Schedule as required in Specification Section 01 32 00 – Project Planning and Scheduling;

2. Status of Project Safety;

3. Status of "action" items from the previous meeting;

4. Status of Buyout on Guaranteed Maximum Price projects;

5. Current status of product submittals and shop drawings, requests for information (RFI), and Architect's clarifications (ASI);

6. Status of project changes and other items of significance, which could affect progress;

7. Status of the Commissioning process for the project;

3.3 UTILITY OUTAGES

A. The Contractor shall notify the CI and the ODR, in writing, of any planned utility outages ten (10) calendar days in advance for academic and office campuses and not less than three weeks for all medical or research campuses.

B. A standard form for processing a request for utility shutdown or any other campus disruption is included in the Pre-Construction Conference Brochure. The Contractor shall utilize this form, with attachments as necessary, in requesting an outage.

C. The contractor shall not turn service on or off, without prior written authorization. Unless directed otherwise, the campus Physical Plant will turn services on and off.

3.4 INFORMATION TECHNOLOGY PROCEDURES

A. All equipment utilizing networks (wired or RF/wireless) shall comply with UT Austin Division 27 specifications (https://pmcservices.utexas.edu/dcstandards/DCS_Division27.html), Campus Information Technology (IT) Policies (https://cio.utexas.edu/policies, e.g. Network Operations Manual) and Information Security Office (ISO) policies (https://security.utexas.edu/policies).

B. Prior to conducting work initiating projects for communications cabling, within communication rooms or related to RF/wireless, review scope and procedures with UT ITS Networking (nt-planning@austin.utexas.edu) to obtain approval.

3.5 TESTING

A. Refer to the UGC and Specification Section 01 45 00 for additional requirements.

https://pmcservices.utexas.edu/dcstandards/DCS_Division27.html https://cio.utexas.edu/policies https://security.utexas.edu/policies mailto:nt-planning@austin.utexas.edu mailto:nt-planning@austin.utexas.edu

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B. The Contractor shall not employ the same testing entity engaged by the Owner.

3.6 INSPECTIONS

A. Refer to the UGC and Specification Section 01 45 00 for inspection requirements.

3.7 FINAL ACCPETANCE AND PAYMENT

A. The contractor must notify the Architect, Owner, in writing that the Work will be ready for final acceptance verification on a definite date, a minimum of ten (10) calendar days prior to such proposed date.

B. In addition to requirements noted for Substantial Completion, final payment and/or release of remaining retainage requires submission of the following:

1. Consent of Surety;

2. Release of Liens and Claims;

3. Affidavit of payment of Debts and Claims;

4. Final Historically Underutilized Business Plan;

5. Completed and signed SWPPP Notice of Termination;

6. Closeout of the Owner’s Construction Contingency and/or Owner’s Special Cash Allowance to a zero ($0) balance.

C. Refer to UGC and Section 01 77 00.

3.8 ONE YEAR WARRANTY

A. If informed of a defect, the Contractor shall remedy the defect at its own cost and respond in writing to the ODR and the notifying party within ten (10) calendar days indicating the action taken to resolve the defect. Refer to the UGC.

B. The Contractor shall attend any and all meetings to resolve warranty issues. The Contractor will provide a tracking log of all warranty issues, and their resolution.

C. The Contractor shall participate in an end of warranty project review with the Owner, as scheduled by the ODR, at a time prior to termination of the warranty period.

D. Per the UGC and unless directed in writing by the Owner, all warranties shall use the date of Substantial Completion as the start date for that particular warranty.

1. If any equipment and/or system is completed prior to the date of Substantial Completion, the Contractor shall provide, at their own cost, for the necessary warranty extension as required to meet the requirements of the UGC.

2. All equipment shall be delivered to the Owner in an “as-new” condition. If equipment is put into service for the convenience of the contractor, the contractor shall, at their own expense, maintain, service and refurbish the equipment to “as- new” condition prior to delivery to the Owner.

END OF SECTION 01 31 00

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ATTACHMENT A – OFPC APPLICATION FOR PAYMENT (CSP FORMAT)

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ATTACHMENT B – OFPC APPLICATION FOR PAYMENT (CM/DB FORMAT)

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ATTACHMENT C – OFPC STANDARD SCHEDULE OF VALUES (CSP FORMAT)

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ATTACHMENT D – OFPC STANDARD SCHEDULE OF VALUES (CM/DB FORMAT)