Attachment C - Supplemental Conditions - V2.docx

Attachment C - Supplemental Conditions Project: Louis Pasteur Date: 8/29/2026

Table of Contents

1. General Description of the Work

1.1 Project Documents Listing

2. Working Conditions

2.1 Operation of Facility

2.2 Schedule

3. Pre-Construction Requirements

3.8 Pre-Construction Report

4. Installation

5. Warranty

6. Project Completion

6.5 Additional Requirements

1.0 General Description of the Work

· Upgrade of the existing lighting system including luminaires and lighting controls to improve the quality of the working environment and reduce energy consumption and maintenance costs.

· Upgrade the existing lighting fixtures and lighting controls as listed in Attachment A - Fixture Schedule and Attachment B - Installation Schedule.

· Provide all necessary supervision, installation personnel, equipment and materials to complete the work in a professional and timely manner as defined in Attachment A - Fixture Schedule, Attachment B - Installation Schedule and Attachment C - Supplemental Conditions (this document).

· Provide a 3-year warranty for all parts and labor associated with the project.

· Provide As-Built Documentation and Closeout Procedures as defined in Attachment C - Supplemental Conditions (this document).

1.1 Project Documents Listing – The following are included in the contract documents:

· Attachment A - Fixture Schedule

· Attachment B - Installation Schedule

· Attachment C - Supplemental Conditions (this document)

· Project Bid Form, Listing Base Bid Price and Alternate Bid Price (if applicable).

· The pre-approved incentives are considered a form of payment by the Owner. Any future changes to the pre-approved incentives would remain a form of payment by the Owner towards the total cost of the project.

· All documents submitted as required by the Owner

· Invitation to Bid

2.0 Working Conditions

2.1 Operation of Facility - The facility will remain open and occupied. Normal business will be conducted concurrent with the contractor’s work. Contractor will make every effort to minimize disruption of the operation of the facility.

2.2 Schedule - The work shall proceed as established in the Project Schedule as determined in Section 3.2

2.2.1 Expected project completion date is: 1 year from issuance of Purchase Order

2.3 Safety - Safety is of the utmost importance. Contractor will provide for the protection of its personnel as well as the protection of Agency workers and the general public. Contractor will supply all protective equipment, signage, barricades, etc. required to maintain a safe working environment at all times. Contractor shall comply with safety requirements and practices in accordance with Agency requirements and Occupational Safety and Health Administration (OSHA). Active work areas shall be clearly marked with safety cones or similar signage.

2.4 Identification - Contractor will maintain a daily log of all personnel and visitors on site. All contractor personnel will display identification at all times when on site.

2.4.1 Additional identification and sign-in requirements for this project include the following; Badging through DCAMM.

2.5 Working Hours - Standard working hours for this project are as follows: 4pm-7am on weekdays, any time on weekends.

2.6 Access to Work Area – On-site agency personnel will provide Contractor access to the work area in accordance with the Schedule of Work submitted by Contractor. Changes and adjustments to the Schedule should be requested as far in advance as is practical. The owner will make every effort to accommodate such changes but cannot guarantee access for schedule change requests submitted with less than 24 hr. notice.

2.7 Protection of Property - Contractor will provide all equipment, coverings, etc. required for the protection of facilities and personal property located in the construction area. Contractor will identify any specific property that requires protection by others in the Pre-Construction Report as defined in Section 3.8.

2.8 On-Site Storage - The security of all project material is the sole responsibility of Contractor until installation is completed and accepted.

2.8.1 On-site storage is available as follows: Limited space is available in the basement. Any additional storage needs would be the responsibility of the vendor with a Conex box. A location for a Conex box will be provided to the awarded contractor who should carry those costs in their bid.

2.9 On-Site Parking - Contractor personnel will park in designated areas only or in public spaces. Daily parking for construction vehicles will be in designated areas only. No overnight parking of construction vehicles is permitted.

2.10 Special Working Conditions – Contractor will ensure that all project personnel are properly informed of and in compliance with any additional requirements for working in specified areas or conditions.

2.11 Supervision - The Owner will designate Project Manager prior to the start of work. The Owner Project Manager will be the primary point of contact for all matters related to the project. Contractor will provide on-site supervision whenever work is in progress. Site supervisor(s) must be identified in the Project Personnel Listing (Section 3.1) and provide emergency contact information to the Owner Project Manager and Facility Contact. The on-site supervisor will meet daily with designated facility contact(s) to coordinate current and future work. On-site supervisor will attend meetings as requested by the Agency Project Manager.

3.0 Pre-Construction Requirements - Upon execution of a contract and issuance of a Purchase Order and prior to the ordering of materials, the Contractor will transmit to the Owner Project Manager the following:

3.1 Project Personnel Listing - Provide name, title, and contact information for Primary Contractor contact, Contractor’s On-Site Supervisor, Construction Foreman.

3.2 Project Schedule– Provide an installation schedule in sufficient detail to facilitate coordination with facility personnel to expedite the work.

3.3 Schedule of Project Values – Provide a schedule of project phases and associated contract values.

3.4 Schedule of Fixture Unit Prices –Provide a schedule of unit pricing for the installation of fixtures listed in Attachment A. This schedule will establish unit pricing for potential changes in installed quantities and adjustments to the final price per the contract documents.

3.5 Materials Submittals – Provide technical data specification sheets for all materials to be installed in the project for review and approval. Proposed materials shall be consistent with bid specifications. Changes to the materials specifications required by special field conditions or technical requirements should be listed separately with supporting documentation. Prior to ordering materials, the Contractor shall verify the quantity, voltage, color, temperature, diffuser, controls and mounting hardware as specified and appropriate for the intended use and receive approval to order from Owner Project Manager.

3.6 Permits and Licenses - Contractor will obtain and pay for all necessary permits required prior to the commencement of work. Such permits shall be properly displayed at the work site and a copy transmitted to the Owner Project Manager. Contractor will deliver to the Owner Project Manager a copy of the Contractor’s or subcontractor’s State of Rhode Island Electrician’s License or any other License or certification required for the project work.

3.7 Hazard Response Plan – Contractor will provide a detailed procedure to be implemented in the event of any of the following conditions:

· Broken Lamps

· Broken Lamp Containing Mercury

· Discovery of a Ballast Containing PCB

3.8 Pre-Construction Report – Contractor will verify the scope of work as listed in Attachment B Installation Schedule and include in the report any discrepancy in quantities or required changes to the specification. The Contractor will inspect the facility and report any existing condition that will impact the contractor’s work schedule or that may require correction prior to the ordering of materials for review by the Owner Project Manager. Once any requested changes have been reviewed and approved/rejected this scope will constitute the final scope of work for the project on which materials orders shall be based.

4.0 Installation

4.1 General Installation - All new fixtures, retrofits, and accessories shall be installed in a workmanlike manner to industry standard and in compliance with all applicable codes. Installation shall comply with the manufacturer instructions and ensure warranty requirements are met. Work shall be continuous per the established Project Schedule, see Section 3.2.

4.2 Change Orders – During construction, if the Contractor encounters a situation that requires a deviation from the scope of work finalized during the pre-construction phase of the project, they should immediately notify the Owner Project Manager of the issue and provide a proposed solution/workaround. No work should be done outside of the agreed upon scope without prior written approval from Owner Project Manager and any work outside the agreed upon scope completed by Contractor without prior written approval is done at their risk and may not be compensated and/or may need to be revisited if the approved solution/workaround differs from actions taken by Contractor.

4.2 Removal and Disposal - Contractor is responsible for the proper disposal of all materials and equipment removed, construction waste, packaging materials, and trash. Contractor will supply disposal receptacles and may not use the facility’s waste receptacles or systems. Space for a dumpster will be coordinated with awarded contractor by Owner Project Manager during pre-construction process.

4.3 Recycling - Contractor will provide for the proper recycling of lamps and ballasts as required by local, state, and federal laws. Certification of recycling documentation will be transmitted to the Owner Project Manager upon completion of the project.

4.4 Material Handling - Contractor is responsible for the delivery, off-loading, inventory, storage, and distribution of the project material. Owner personnel cannot receive material deliveries on behalf of the Contractor.

4.5 Equipment - Contractor will provide all ladders, staging, lifts, and equipment required for the safe completion of the work. No Owner-owned equipment may be utilized by Contractor. All equipment operators must carry valid certification as required for the equipment being operated.

4.6 Fastening and Suspension - All fixtures will be installed in accordance with the manufacturer’s instructions and shall meet requirements of all codes in force. Fasteners of high quality and sufficient quantity shall be employed to ensure proper installation. Secondary suspension, if required, shall be in accordance with local and state building code in force.

4.7 Electrical - Fixtures shall be installed in accordance with NEMA standards and requirements of the National Electrical Code pertaining to installation of interior lighting fixtures and with applicable portions of NECA's "Standard of Installation." All electrical components shall be RoHS compliant. Certification: New and/or Retrofit Fixtures, Electrical Components, Devices, Accessories, and Sensors & Controls and associated components shall be listed and UL labeled and marked for intended location and application and comply with current National Electric Code. All fixtures and retrofits shall be listed with Design Lights Consortium (DLC), or EnergyStar.

4.8 Surface Restoration - Contractor will restore any surface damaged during installation to match existing conditions. Unfinished areas exposed by installation shall also be restored to match surrounding conditions by Contractor. Surface restoration includes but is not limited to: patching/covering all holes and exposed above ceiling areas; painting exposed and/or damaged ceiling areas or other spaces damaged by Contractor during installation; and replacement of damaged ceiling tiles related to lighting installation work.

4.9 Cleaning – Throughout the workday the Contractor will maintain a clean work area. At the end of each workday the Contractor will ensure the work area is cleaned and returned to the condition in which it was found. Included in daily cleanup is the removal of all dust and debris from work surfaces and floors. All installation equipment, tools, and uninstalled materials should be removed to the storage area. Upon completing a fixture installation, clean and wipe down all fixture surfaces.

4.10 Hazardous Condition – Upon the creation or discovery of a hazardous condition the Contractor will immediately stop all work, notify the Owner Project Manager, notify Onsite Facility Contact, and implement the appropriate Hazard Response Plan as established in Section 3.7.

4.11 Control Systems – Contractor will install and commission specified lighting controls in accordance with the manufacturer’s instructions. The Contractor will coordinate with the Owner Project Manager to establish a list of control parameters for each room and area type, as these may differ from manufacturer default settings. Utilizing the established parameters, controls/sensors shall be programmed/commissioned concurrent with the installation of the fixtures being controlled.

5.0 Warranty - The Contractor shall warrant its work against defective materials and workmanship for a period of three years from the date of acceptance of the entire project, unless a longer term is specified. Neither Final Payment nor any provisions in the Contract Documents shall relieve the Contractor of the responsibility for faulty materials or workmanship. Contractor shall register all materials installed for the project with the manufacturer and ensure all applicable manufacturer warranties are in force and valid at the time of project completion. Warranty shall be for the entire fixture and its associated components and shall not refer warranty of components to other manufacturers of components that make up the fixture. LEDs and drivers for LED fixtures shall be covered by a minimum of a five-year manufacturer’s warranty against defects in workmanship or material. Warranty shall not define any limitations or percentage of acceptable failure for any component thereby allowing the failure or any component to not be covered under the warranty. Any failure of any component(s) and/or sub-components shall be deemed a failure and subject to replacement of the failed component(s) and/or sub-components under the warranty.

6.0 Project Completion

6.1 Closeout Meeting - Upon substantial completion of the work, the Contractor will attend a closeout meeting to determine punch list items, discrepancies or changes in the scope of work, and any final requirements for completion of the project.

6.2 Closeout Documents - Contractor will transmit to the Owner Project Manager the following:

· Project Book – Provide a binder of related project information including warranty information, product data sheets, as-built listing of fixtures installed, product manuals and training materials.

· Service Plan – Provide contact information and procedure to request a service call during the contractor warranty period.

· Certificate(s) of recycling.

· Signed permits.

6.3 Training and Commissioning - Contractor will provide instruction on the proper use of all installed equipment. Contractor will supply the Owner with necessary commissioning and control equipment for the future programming and maintenance of the system(s) installed.

6.4 Back Up Stock/Spare Parts – Upon project completion, and at Owner’s request, Contractor will deliver to the facility any purchased fixtures not installed. Otherwise, should there be any uninstalled fixtures, those should be returned to the manufacturer and credited to the project as part of final billing. The expectation is that proper materials management should result in little to no excess stock.

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