attachment-8-rfb-dmavs-2025-01.pdf
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- Solicitation number
- RFB DMAVS 2025-01
- Issued by
- Strafford County, New Hampshire
About this file
This submittal procedures document outlines the requirements for material submissions and documentation protocols for the NHARNG Center Strafford Building 12 Interior Renovation project under the New Hampshire Department of Military Affairs and Veterans Services (DMAVS). The contractor must submit all materials, products, shop drawings, and specifications for departmental review and approval prior to installation. Submittals must be transmitted electronically with cover sheets to both the Department and its consultant simultaneously, with a standard review period of 14 days excluding delivery time. The contractor is required to maintain sequential numbering of transmittals, apply their stamp of approval certifying compliance with contract documents, and keep a complete binder of all approved submittals on-site for departmental inspection throughout construction. Construction progress schedules must be submitted at the preconstruction meeting and revised with each application for payment, presented as horizontal bar charts identifying weekly work segments. The contractor must also provide construction photographs monthly, including site images from multiple directions and interior progress photos taken within five days prior to submittal, submitted digitally via email with full project identification and timestamps.
Additional documentation requirements include samples for aesthetic selection as specified in individual specification sections, test reports for conformance verification, manufacturer's certifications and instructions when required, and certificates of compliance submitted in quantities specified by the Department. Samples must be clearly identified with project information, with the Department and Architect/Engineer each retaining one sample as appropriate. All photography documentation is restricted to project progress purposes only, and the contractor is explicitly prohibited from photographing military personnel or equipment or using project images without prior written departmental consent. These procedures ensure comprehensive documentation of materials, construction progress, and compliance throughout the project duration.
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Text version
Rev: 9/6/2018
SUBMITTAL PROCEDURES
1. SUBMITTAL PROCEDURES
A. Submittals shall be made for all materials to be used in construction of the project for review and acceptance of the Department PRIOR to installation of said materials.
B. The word “Submittals” shall include all products and materials that will become part of the finished product whether or not they are specified in the construction documents. This shall also include any shop drawings that need to be approved for any kind of layout of installation. (i.e.: Rebar, steel fabrication, etc...)
C. Shop drawings will be reviewed for the limited purpose of checking for conformance with information given and design concept expressed in the contract documents.
D. Contractor to indicate any special utility and/or electrical characteristics, utility connection requirements, and location of utility outlets for service for functional equipment and appliances on shop drawings as applicable.
E. Transmit each submittal electronically via e-mail with a cover sheet and all pertinent information for review to the Department and the Department’s Consultant simultaneously. Schedule submittals to expedite the Project.
F. Sequentially number transmittal forms and separate items logically. Mark revised submittals with original number and sequential alphabetic suffix.
G. Identify Project, Contractor, subcontractor and supplier; pertinent drawing and detail number, and specification section number, appropriate to submittal.
H. Apply Contractor's stamp, signed or initialed certifying that review, approval, verification of products required, field dimensions, adjacent construction Work, and coordination of information is in accordance with requirements of the Work and Contract Documents. Incomplete items or items submitted without the Contractor's signed stamp of approval thereon will be returned rejected.
I. For each submittal for review, allow 14 days excluding delivery time to and from Architect, Engineer and the Department and Contractor.
J. The Department and the Department’s Consultant will review submittals and coordinate return of same to the Contractor.
K. Identify variations from Contract Documents and product or system limitations that may be detrimental to successful performance of completed Work.
L. Allow space on submittals for Contractor and Architect or Engineer review stamps.
M. When revised for resubmission, identify changes made since previous submission.
N. Distribute copies of reviewed submittals as appropriate. Instruct parties to promptly report inability to comply with requirements.
O. Work shall not begin until submittal items have been approved and returned to
General Contractor by the Department.
P. Contractor shall keep a binder on site of all approved submittals for review by the
Department and their consultants at any time during construction.
2. CONSTRUCTION PROGRESS SCHEDULES
A. Submit initial schedule at Preconstruction Meeting.
B. Submit revised Progress Schedules with each Application for Payment.
C. Distribute copies of revised schedules to Project site file, subcontractors, suppliers, and other concerned parties.
D. Instruct recipients to promptly report, in writing, problems anticipated by projections indicated in schedules.
E. Submit horizontal bar chart with separate line for each section of Work, identifying first work day of each week.
3. SAMPLES
A. Submit for review for limited purpose of checking for conformance with information given and design concept expressed in Contract Documents.
B. Samples For Selection as specified in individual specification sections or as noted on plans:
i. Submit to the Department for aesthetic, color, or finish selection.
ii. Submit samples of finishes from full range of manufacturers' standard colors, textures, and patterns for the Department and Architect/Engineer selection.
C. Submit samples to illustrate functional and aesthetic characteristics of Products, with integral parts and attachment devices, Coordinate sample submittals for interfacing work.
D. Include identification on each sample with full Project information.
E. Submit number of samples specified in individual specification sections; the
Department will retain one sample and Architect or Engineer will retain one sample.
F. Reviewed samples which may be used in the Work are indicated in individual specification sections.
4. TEST REPORTS
A. Submit for Department and Architect and Engineer's knowledge as required per plans or individual specification sections.
B. Submit test reports for information for limited purpose of assessing conformance with information given and design concept expressed in Contract Documents.
5. CERTIFICATES
A. When specified in individual specification sections, submit certification by manufacturer, installation/application subcontractor, or Contractor, to the Department in quantities specified for Product Data.
B. Indicate material or product conforms to or exceeds specified requirements.
Submit supporting reference data, affidavits, and certifications as appropriate.
C. Certificates may be recent or previous test results on material or Product, but must be acceptable to the Department.
6. MANUFACTURER'S INSTRUCTIONS
A. When specified in individual specification sections, submit printed instructions for delivery, storage, assembly, installation, start-up, adjusting, and finishing, to the Department in quantities specified for Product Data.
B. Indicate special procedures, perimeter conditions requiring special attention and special environmental criteria required for application or installation.
7. CONSTRUCTION PHOTOGRAPHS
A. Provide photographs of site and construction throughout progress of Work.
B. Contractor will NOT take any photographs of military personnel or equipment.
C. Contractor will NOT use any project photographs for any reason other than stated in this section without prior written consent of the Department.
D. Each month submit photographs with Application for Payment.
E. Photographs: Submit digital images via email.
F. In addition to progress photos, contractor is to take four site photographs from differing directions and four interior photographs of each building area indicating relative progress of the work, five days maximum, prior to submitting.
G. Take photographs as evidence of existing project conditions.
H. Identify each image, identify name of Project, orientation of view, date and time of view.
END OF SECTION
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