CCJ ES Update Bid Set Project Manual 032026.pdf

CLACKAMAS COUNTY JAIL –

SECURITY ELECTRONICS UPGRADES

2206 S Kaen Road Oregon City, Oregon 97045

PROJECT MANUAL

Bid Set

Project Number: 225102 March 20, 2026

Clackamas County Jail 2206 S Kaen Road

Oregon City, Oregon 97045

720 NW Davis Suite 300 Portland, Oregon 97209

503.221.1121 503.221.2077

Clackamas County Jail Table of Contents 00 0110 Security Electronics Upgrades

LRS Architects, Inc.

DIVISION 00 PROCUREMENT AND CONTRACTING REQUIREMENTS

INTRODUCTORY INFORMATION

00 0110 Table of Contents

DIVISION 01 GENERAL REQUIREMENTS

01 1100 Summary of Work

01 2300 Alternates

01 2500 Substitution Procedures

01 2600 Contract Modification Procedures

01 2900 Payment Procedures

01 3100 Project Management and Coordination

01 3300 Submittal Procedures

01 4200 Definitions and Reference Standards

01 4500 Quality Control

01 5000 Temporary Facilities and Controls

01 6000 Product Requirements

01 7329 Cutting and Patching

01 7400 Cleaning

01 7410 Construction Waste Management

01 7700 Closeout Procedures

DIVISION 02 EXISTING CONDITIONS

02 4100 Demolition

DIVISION 07 THERMAL AND MOISTURE PROTECTION

07 8400 Firestopping

DIVISION 09 FINISHES

09 9600 High Performance Coatings (Epoxy)

DIVISION 26 ELECTRICAL

26 0533 Raceways and Boxes for Electrical Systems

26 7704 Grounding and Bonding for Electronic Security Systems

26 7712 Sleeves and Sleeve Seals for Communications Pathways and Cabling

DIVISION 28 ELECTRONIC SAFETY AND SECURITY

28 0500 Common Work Results for Electronic Security

28 0527 Racks and Cabinets for Electronic Security

28 0553 Identification for Electronic Security

28 2330 Detention Video Surveillance System

28 4613 Touch Screen System

END OF TABLE OF CONTENTS

Clackamas County Jail Summary of Work 01 1100

PART 1 GENERAL

1.1. SUMMARY

A. Section Includes:

1. Project Information.

2. Contract Description.

3. Work Covered by Contract Documents.

4. Work of Other Contracts.

5. Use of premises.

6. Work Restrictions

7. Specification formats and conventions.

8. Supplemental Requirements for Work in Detention Areas.

1.2. PROJECT INFORMATION

A. Project Identification: Clackamas County Jail -Security Electronics Upgrade.

1. Project Location: 2206 S Kaen Road, Oregon City, Oregon 97045.

B. Owner: Clackamas County Jail, 2206 S Kaen Road, Oregon City Oregon 97045.

C. Architect: LRS Architects, Inc., 720 NW Davis, Suite 300, Portland, Oregon 97209.

D. Construction Management Software Program: Construction Management Software Program administered by the Contractor may be used for purposes of managing communication and documents during the construction stage.

1. See Section 01 3300 - Project Management and Coordination for requirements establishing, administering, and using the Construction Management Software Program.

1.3. CONTRACT DESCRIPTION

A. Contract Type: A single prime contract as described in the Owner-Contractor Agreement.

1.4. WORK COVERED BY CONTRACT DOCUMENTS

A. The Work of the Contract includes Renovations as indicated in the Drawings and as specified in this Project Manual, including Modifications incorporated into the Contract Documents.

1. Project consists of upgrades to existing security electronics system in a two story, Type I-

B construction, concrete and concrete unit masonry jail, I-3 (Condition 5) Occupancy, with fire sprinklers.

1.5. WORK UNDER OTHER CONTRACTS

A. Concurrent Work:

1. Owner has or will award separate contract(s) for the following construction operations at

Project site. Those operations will be conducted simultaneously with work under this

Contract:

a. Equipment identified as OFOI.

b. Archival Storage System.

2. Products and systems furnished by Owner and installed by Owner are identified as OFOI

(Owner Furnished, Owner Installed).

3. Cooperate fully with separate contractors so that work under other contracts may be conducted smoothly, without interfering with or delaying work of this Contract.

4. Contractor to coordinate with the County for the hand-off of data.

5. Provide access to site and coordinate work according to the General Conditions of the

Contract.

B. If Work of other contractors in any way interferes with the Contractor's Work, notify party sufficiently in advance to give reasonable time to make necessary adjustments.

C. If the Contractor's Work in any way interferes with the work of other contractors, notify other party and Owner as soon as possible and modify schedule to accommodate the other party's work, or make other arrangements to accommodate other contractors work as agreed to by

Owner.

D. Contractor recognizes that Owner is entitled, under the Contract Documents, to perform Work on site during the course of Contractor's performance, whether by Owner's forces, consultants, or separate contractors.

1.6. USE OF PREMISES

A. General: Contractor shall confine construction operations, including temporary storage of materials and equipment, to within the staging areas noted on staging plan and approved by

Owner.

1. Contractor’s use of area established for construction operations is limited only by Owner’s right to perform work or to retain other Contractors for portions of Project.

2. Use of Owner's property outside staging area will not be permitted except under unusual circumstances for limited periods of time as approved by Owner.

3. Short term lay down space for materials will be provided inside the facilities in locations designated by Owner.

a. Additional storage areas will be provided outside in the adjacent building.

4. Limited parking spaces, near established staging areas, shall be designated by Owner for

Contractor use. Public parking will be used for the remaining balance of parking as required for Contractor employees, subcontractors, and vendors.

B. Maintain clear access to project at all times for emergency vehicles, delivery of materials, and

Owner and Owner’s employees’ access.

C. Use of Existing Building: Maintain existing building in a secure condition throughout construction period.

1. Allow for Owner occupancy and use by the public.

a. Cooperate and schedule work with Owner to minimize conflict, and to facilitate

Owner’s operations.

2. Protect building and its occupants during construction period.

3. Repair damage caused by construction operations.

1.7 WORK RESTRICTIONS

A. Contractor is responsible for all personnel under their span of control and are responsible to make sure their personnel maintain appropriate conduct. Contractor, subcontractors, employees, and any associated personnel are required to abide and adhere to the following policies. The Clackamas County Jail administration reserves the right to modify these policies as future real-life situations or otherwise unforeseen contingencies may dictate. Refer to Clackamas County Sheriff’s Office, “Specification Supplement for Work Inside

Detention Facilities Work Rules,” at the end of this Section.

1. All construction personnel must submit to a background check and PREA check prior to being allowed onto the premises. The background check will be completed by jail personnel and temporary access badges will be issued to those approved for entry. These badges must be always worn conspicuously while on the jobsite;

anyone not wearing their badge will not be allowed entry or will not be allowed to work until the badge is displayed.

2. No person having a felony conviction in his or her history will be allowed into any secure portion of the jail, nor will anyone currently on probation or parole be allowed into any secure portion of the jail.

3. Construction hours shall be from 0600 hours until 1800 hours [6:00 AM unit 6:00 PM] unless otherwise approved in writing by the Jail Commander.

4. No contractor, subcontractor, employee, or anyone under his or her span of control will be allowed to wear orange or blue coveralls, or any color-matched set of clothing in blue or orange.

6. At the end of the construction day, the supervisor or his approved designee must provide a complete hand tool inventory to the booking sergeant and accompany the sergeant on a walk-though of the construction area to make sure there are no security concerns, prior to the supervisor leaving the site.

7. The construction supervisor or his approved designee shall be the last one to leave the construction area and will ensure all security gates are locked or secured.

8. All hand tools must be accounted for in a daily supervisor’s log that contains tool descriptions and check boxes for tools being brought into and out of the construction site. A copy of this list must be provided to the booking sergeant at the end of each workday. The contractor shall keep the master list until the end of construction and final departure of all construction personnel.

9. All small tools (large drills, concrete saws, and other things not readily carried in a tool belt) shall be secured in a lockable storage container while on the site. All larger tools, tools that are not readily carried around by one person, shall be stored in a safe manner while on the construction site.

10. All construction areas must be kept clean, and all debris must be picked up before the crew leaves the area. All debris must be placed in a secure receptacle away from the security areas. The regularity schedule for clean-up efforts is negotiable;

however, it must be completed on a weekly basis at the minimum.

11. Penetrations of any existing wall of the jail shall be limited to 6 inches in diameter.

Larger openings such as new doorways must be secured with a minimum of 3/4 inch plywood or its equivalent and must be lockable.

12. Staff toilets throughout the facilities shall be available to construction personnel.

B. Security: Adhere to posted building notices and do not interfere with existing building security systems, protocols and exits except as required to complete the Work and as approved by Owner.

1. Personal Identification: Uniform and security identification badge or card will always be worn in a clearly visible manner, from the collar or lanyard, while in the correctional facilities premises.

2. Security Escorts: Construction crews shall be escorted at all times, including at entry and exiting from the premises.

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

1. Notify Owner not less than 2 working days in advance of proposed disruptive operations.

2. Do not proceed with utility interruptions without Owner’s written permission.

D. Noise, vibration, and odors: Coordinate operations with Owner that may result in high levels of noise and vibration, odors, or other disruptions to Owner occupancy and work environment.

1. Notify Owner not less than 2 working days in advance of proposed disruptive operations.

2. Do not proceed with disruptive operations without Owner’s written permission.

1.8 SPECIFICATION FORMAT AND CONVENTIONS

A. Specification Format: Specifications are organized into Divisions and Sections using the 50

Division format and The Construction Specifications Institute’s (CSI) “MasterFormat” 2018

Edition, or later, numbering system.

1. Division 01 - General Requirements: Sections in this Division govern the execution of

Work of all Specifications Sections.

B. 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 situations, as follows:

1. Abbreviated Language:

a. Language used in the Specifications and other Contract Documents is abbreviated.

b. Words and meanings shall be interpreted as appropriate.

c. Words implied, but not stated, shall be inferred as the sense requires.

d. Singular words shall be interpreted as plural, and plural words as singular, where applicable as the context of the Contract Documents indicates.

2. Imperative mood and streamlined language are generally used in the Specifications.

a. Requirements expressed in the imperative mood are to be performed by Contractor.

b. Subjective or indicative language may be used for clarity to describe responsibilities that must be fulfilled indirectly by the Contractor, or by others when so noted.

c. 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.

PART 2 PRODUCTS (NOT APPLICABLE)

PART 3 EXECUTION (NOT APPLICABLE)

CLACKAMAS COUNTY SHERIFF’S OFFICE-

“SPECIFICATION SUPPLMENT FOR WORK INSIDE DETENTION FACILITIES”

FOLLOWS THIS PAGE

END OF SECTION

Specification Supplement for Work Inside Detention Facilities

CONTRACTOR WORKING IN DETENTION FACILITIES WORK RULES

The following rules and information were created to instruct contractors and their employees on the proper procedures for working in County Correction Facilities. These rules shall be adhered to at all times. Any documented violation of these rules may result in immediate work stoppage and termination of contract. Contractors are responsible for their employee’s actions while inside and on the grounds of County Detention Facilities. Contractors and their employees shall also agree to and sign this document before working inside these facilities.

What follows is a list of Do’s and Don’ts that you are required to follow at all times while working in a detention facility. Failure to do so may result in immediate termination.

I. Behavior Expected of Contractor and Contractors Employees

1. Do not talk to any inmates. It is considered polite to respond to a cordial greeting like "Good Morning", but do not stop to make conversation.

2. When being approached by any escorted inmate(s); always stop what you are doing, take your equipment and move against the opposite side of the hall or room and place your equipment in front of you.

3. Never touch an inmate.

4. Never give anything to, or take anything from an inmate.

5. Never walk up behind or suddenly approach an inmate or Corrections Deputy.

6. Never use any nicknames with inmates or Corrections Deputies. Treat everyone with respect.

7. Contractors shall bring into the facility ONLY the tools, supplies and equipment required to do the work assigned. Lunch boxes, drink containers, etc shall be left outside the detention areas.

8. If you witness a disturbance, never interfere. Always do your job and allow the Deputies to do theirs. Under no circumstances are you permitted to be involved in any interaction with inmates. The Deputies are there to protect you, if you get involved in an altercation, the Deputies must then protect both you and themselves. Do not put the Deputy in this position.

9. You are required to wear your uniform and security identification displayed visibly from the collar or a lanyard at all times while you are in the correctional facility.

10. All personal I.D. and jewelry is to be left in your vehicle prior to entering the facility or checked in at the reception area. Do not take items such as jewelry, lighter or other personal effects into the facility. Cell phones or other electronic communication devices, pocket knives and or weapons of any kind are strictly prohibited.

11. Never leave your tools and equipment unattended. Keep your work area clean and clear of obstructions. Remember that anything you leave behind could be made into a weapon, if you drop an item pick it up and secure it prior to doing anything else.

12. Use only the products approved for your duties and wear approved safety equipment when required.

13. Prior to your shift, conduct an inventory of all your equipment. Conduct an inventory of all your equipment each time you complete work in a different area in the facility. If anything is missing, find it! If you do not find the item notify a corrections deputy.

14. Follow any and all instructions given to you by a Corrections Deputy.

15. At times you will be asked to leave an area before you are finished. Do so immediately and do not ask any questions. This is for your own safety.

16. Before exiting a room, look both ways to ensure that the halls are secured and safe.

17. At times you may be locked in an area for your own protection. Do not resist or argue with the Deputy.

18. Follow all Correctional Facilities procedures for emergency evacuations and medical emergencies.

19. Under no circumstances are you to engage in a threat of violence with an inmate, Corrections Deputy or other staff member.

20. Do not report for work under the influence of drugs or alcohol.

II. Prison Rape Elimination Act 2003 (PREA)

PREA is a federal law enacted and signed into law in 2003, for the purpose of establishing a zero-tolerance standard for the incidents of rapes and sexual misconduct in prisons and local jails/detention facilities. The PREA requires that prevention of prison rape and sexual misconduct will be a top priority in prisons, police lock ups, local jails and juvenile detention facilities. It further requires the development and implementation of national standards for the detection, prevention, reduction and punishment of prison rape and sexual misconduct. You are required to report any witnessed violations of PREA.

Prohibited Conduct Conduct specifically prohibited that will cause a violation of Sheriff’s Office policy, termination as a volunteer, and possible prosecution on criminal charges, includes but is not limited to:

1. Any sexual advance by a staff member or visitor;

2. requests for sexual favors by a staff member or visitor;

3. invasion of an inmate's privacy beyond that reasonably necessary for safety and security;

4. inappropriate touching, fondling, hugging, or kissing;

5. any sexual act or contact between a staff member or visitor and an inmate, or an inmate with another inmate;

6. indecent exposure by the staff member or visitor in front of an inmate;

7. other verbal, physical or graphic conduct of a sexual or gender-based nature;

8. sexual comments, gestures, drawings, picture, writings, or any physical conduct that is of a sexual nature or is sexually suggestive, derogatory, or offensive;

9. influencing, promising or threatening an inmate's safety, custody or security level (including recommendations for court actions), privacy, housing, privileges, work detail or program status in exchange for sexual favors;

10. failing to report any suspicious activity of a sexual nature either observed or suspected based on possible items or evidence found in an area;

11. permitting sexually offensive behavior, sexual harassment, or sexual misconduct to continue after its occurrence is known; and/or,

12. interference with the official process of reporting or investigating an sexual misconduct incident or allegation.

Consent A sexual act or sexual contact between any volunteer and an inmate, even if the inmate consents, initiates or pursues, is prohibited and is illegal. Inmates shall be considered incapable of giving consent to engage in sexual misconduct with volunteers.

An inmate’s consent to and/or initiation or pursuit of sexual misconduct with a volunteer shall not excuse, negate or mitigate a volunteer’s duties, responsibilities and/or penalties under Sheriff’s Office policy.

III. General Behavior

Generally, a correctional facility can be safer than walking alone on the street at night. However, at times a correctional facility can be a dangerous place. These instructions are for your protection and are to be followed to the letter. Always remember that this is a correctional facility and you can never 100% anticipate the actions of the inmates.

In the event that you identify an inmate that you have known prior to this assignment; do not make any attempt to acknowledge this individual. If they say "Hello" to you first, acknowledge them, and move

on. Do not attempt to make any conversation. This policy does not require contractors to be rude. A simple acknowledgement in response to a greeting from an inmate shall not be a violation of this policy; however, no further conversation or contact is permitted.

Proceed to the administration/lieutenant’s office and file a report about your relationship with the inmate. This is to preclude any special treatment or relationship from arising out of the incident. This is for the protection of the inmate and YOU!

Clothing and or safety attire that has wording/graphics that is sexually suggestive, drug or alcohol related, insulting, vulgar, which depicts violence, gang membership related, or ridicules a particular person or group is prohibited.

In addition, you are required to not become an active member of conversations between inmates and/or between inmates and deputies/staff. Nor are you to discuss safety and security issues you see while in a correctional facility. This would include your current and future work schedule inside the facility. Confidentiality of safety and security issues is paramount in maintaining the working relationship we have established within the facility.

No garbage or construction debris is to be left inside the secure facility or deposited into a detention trash receptacle, remove it from the facility.

Do not touch anything that is not yours. Under NO circumstances are you permitted to leave the facility with property not owned/belonging to you or your company. This includes anything found in the garbage (i.e. soda cans, paper rolls, food, and literature) or anywhere in the facility.

IF YOU DID NOT COME TO WORK WITH IT, YOU DON'T GO HOME WITH IT!

In the event of a violation of these policies, the County and/or the City shall have the right to require the Contractor to immediately and permanently remove the individual or individuals violating the policy from the job site.

Acknowledgement:

I have read these rules and procedures and understand that failure on my part to follow all rules regarding working inside a correction facility will result in the immediate termination of my contract.

Contractor Name (Printed)

Employee Name (Printed)

Employee’s Signature Date

OFFICIAL ADMINSTRATIVE USE ONLY (PLEASE DO NOT USE)

□ Access Approved □ Access Disapproved

Approved By: _____________________________ _________________ _______________ _____________

Signature Title DPSST# Date

Date of Request: ________________ Organization: _______________________

Full Name: _________________________________________

Date of Birth: __________________

Contact Number: ________________

Prior Criminal History: Yes ☐ No ☐ Date: ___________

Currently on formal or bench supervision (probation): Yes ☐ No ☐

Last Arrest: _________________

Been in Clackamas County Jail: Yes ☐ No ☐ Last Incarceration Date: ________________

Drug History: Yes ☐ No ☐ ___________________________________________

Last date of use: _______________

Violent History: Yes ☐ No ☐ ___________________________________________

PREA Violations: Yes ☐ No ☐ ___________________________________________

Clackamas County Jail Alternates 01 2300

Security Electronics Upgrades Page 1

1.1. SUMMARY

A. This Section includes administrative and procedural requirements for Alternates.

1.2. DEFINITIONS

A. Alternate: An amount proposed by bidders and stated on Bid Form for certain work defined in

Bidding Requirements that may be added to or deducted from Base Bid amount if Owner decides to accept a corresponding change either in the amount of construction to be completed or in the products, materials, equipment, systems, or installation methods described in the

Contract Documents.

1. Alternates described in this Section are part of the Work only if enumerated in the

Agreement.

2. The cost or credit for each alternate is the net addition to or deduction from the Contract

Sum to incorporate alternate into the Work. No other adjustments are made to the

Contract Sum.

1.3. PROCEDURES

A. Owner reserves right to select any or all of alternates up to thirty calendar days after award of

Contract, unless otherwise stated in Bidding Requirements.

B. Coordination: Modify or adjust of affected adjacent work as necessary to completely integrate work of the alternate into Project.

1. Include as part of each alternate, miscellaneous devices, accessory objects, and similar items incidental to or required for a complete installation whether or not described as part of alternate.

C. Notification: Immediately following award of the Contract, notify in writing each party involved of the status of each alternate. Indicate if alternates have been accepted, rejected, or deferred for later consideration. Include a complete description of negotiated modifications to alternates.

D. Execute accepted alternates under same conditions as other Work of the Contract.

E. Schedule: A Schedule of Alternates is included at the end of this Section. Drawings, and

Specification Sections referenced in the schedule, contain requirements and materials necessary to achieve the work described under each alternate.

PART 2 PRODUCTS (NOT APPLICABLE)

Clackamas County Jail Alternates 01 2300

Security Electronics Upgrades Page 2

PART 3 EXECUTION

3.1 SCHEDULE OF ALTERNATES

1. Alternate No. 1: Provide full installation of twenty-four (24) Net New Exterior

Cameras, as specified in Section 28 2330 – Detention Video Surveillance System.

2. Alternate No. 2: Provide nine (9) Net New Interior Cameras, as specified in Section 28

2330 – Detention Video Surveillance System.

3. Locations of cameras as indicated in the Drawings.

Clackamas County Jail Substitution Procedures 01 2500

1.1. SUMMARY

A. This Section includes procedures for the following:

1. Contractor’s responsibilities concerning substitutions.

2. Substitution requirements during the bidding/negotiating period.

3. Substitutions requested after award of Contract.

4. Substitutions not permitted.

B. Related Sections:

1. Section 01 4200: Definitions and Reference Standards, for applicability of industry standards to products specified.

2. Section 01 6000: Product Requirements, for requirements governing Contractor’s selection of products and product options.

1.2. DEFINITIONS

A. Substitutions: Contractor proposals for changes in products, materials, equipment, and methods of construction required by the Contract Documents made during bidding/negotiating and after award of Contract are considered to be requests for substitution.

1. The following are not considered to be requests for substitution:

a. Revisions to the Contract Documents requested by Owner or Architect.

b. Specified options of products and construction methods included in the Contract

Documents.

c. Contractor’s determination of and compliance with regulations and orders issued by governing authorities.

B. Substitutions accepted during the bidding/negotiating period are accepted by Addendum prior to award of Contract, and thereafter are included in the Contract Documents.

C. Substitution requests that affect cost and/or time accepted after award of contract are accepted only by Change Order, and thereafter are included in the Contract Documents.

1.3. CONTRACTOR’S RESPONSIBILITIES

A. Contractor’s responsibilities for substitution requests made during the bidding/negotiation period after award of Contract are as follows:

1. Fully investigate proposed substitution and determine to be equal or superior in all respects to specified product.

2. Verify substitutions don’t affect dimensions and functional clearances.

3. If applicable, confirm maintenance service and source of replacement parts is available locally or readily obtainable for proposed substitution.

4. Make changes in, and coordinate, the Work as may be required to incorporate and install accepted substitutions.

5. Any changes to building design, including engineering design, detailing, and construction costs caused by proposed substitution to be paid by Contractor.

6. Confirm substitution will have no adverse effect on other trades, construction schedule, or specified warranty.

7. Waive all claims for additional costs that subsequently become apparent which are related to substitutions.

1.4. SUBSTITUTION SUBMITTAL PROCEDURES

A. Acceptability of different materials or products shall be determined by methods set forth in this

Section.

B. Architect will be sole judge of acceptability of any proposed substitution, and the Owner’s acceptance or denial of any substitution will be final.

PART 2 PRODUCTS

2.1. SUBSTITUTION REQUIREMENTS DURING THE BIDDING/NEGOTIATING PERIOD

A. Submit request for approval of a substitution on LRS Architect, Inc. Substitution Request Form;

Copy included at the end of this Section.

B. All substitution requests must be received in the Architect’s office no less than 10 calendar days prior to Bid Date, unless otherwise stipulated in the bidding/negotiating instructions.

2.2. SUBSTITUTIONS REQUESTED AFTER AWARD OF CONTRACT

A. Substitutions will normally not be considered after award of Contract, except due to unforeseen circumstances.

B. Architect will receive and consider Contractor’s request for substitution after award of Contract when one or more of the following conditions are satisfied, as determined by the Architect. If the following conditions are not met, Architect will return the requests without action except to record noncompliance with these requirements.

1. The specified product cannot be provided within the Contract time.

a. Architect will not consider the request if the product cannot be provided as a result of failure to pursue the Work promptly or coordinate activities properly.

2. The specified product cannot receive necessary approval by a governing authority, and the requested substitution can be approved.

Security Electronics Upgrades Page 3

3. The specified product cannot be coordinated with other materials and the Contractor certifies that the proposed substitution can be coordinated.

4. The specified product cannot provide the required warranty and the Contractor certifies that the proposed substitution provides the warranty.

5. The requested substitution offers the Owner a substantial advantage in cost, time, or other considerations after deducting additional Owner’s cost of compensation to the Architect for redesign and evaluation services, increased cost of other construction, and similar considerations.

C. Submit request for approval of a substitution on LRS Architects, Inc. Substitution Request

Form; Copy included at the end of this Section.

D. Contractor’s submittal and Architect’s acceptance of Shop Drawings, Product Data, or Samples for construction activities not complying with the Contract Documents do not constitute an acceptable or valid request for substitution, nor do they constitute approval.

2.3. SUBSTITUTIONS NOT PERMITTED

A. Substitutions indicated or implied on submitted Shop Drawings or Product Data without first requesting approval in accordance with requirements of this Section.

B. Where manufacturers, products, or systems listed in the Specifications are not followed with “or approved” or “Substitutions: Provide in accordance with requirements of Section 01 2500,” it is intended that substitutions are not permitted.

PART 3 EXECUTION (NOT APPLICABLE)

Clackamas County Jail Contract Modification Procedures 01 2600

1.1. SUMMARY

A. This Section specifies administrative and procedural requirements for handling and processing the following Contract modifications:

1. Requests for Interpretation.

2. Architect’s Supplemental Instructions.

3. Proposal Requests.

4. Construction Change Directives.

5. Change Orders.

B. Related Documents and Sections:

1. General and Supplementary Conditions provided under separate cover by Clackamas

County.

2. Section 01 2500: Substitution Procedures, for administrative procedures for handling request for substitutions made after Contract award.

3. Section 01 7700: Closeout Procedures, for requirements for inclusion of contract modifications in record documents.

1.2. RESPONSIBLE PARTIES

A. Immediately following Contract execution, Owner and Contractor to identify each person who is responsible for executing Change Orders and other modifications to the Contract.

1.3. DEFINITIONS

A. Request for Interpretation (RFI):

1. Written request submitted by Contractor or Owner to Architect on standard form requesting interpretation of Contract documents.

2. An RFI shall only be used as a vehicle for confirming or verifying an issue through an interpretation of the Contract Documents; responses that result in change to Contract

Documents and adjustment to Contract Sum and/or Contract Time must be documented in a Change Order.

B. Architect’s Supplemental Instructions (ASI):

1. Architect’s written order of instruction to Contractor, signed by Architect, that authorizes minor changes in Work that do not change Contract Sum or Contract Time.

C. Proposal Request (PR) / Change Order Request (COR):

1. Proposal Request (Initiated by Architect): Written request by Architect to Contractor, as directed by Owner, to quote change to Contract Sum and/or Contract Time for proposed change to Contract Documents.

2. Change Order Request (initiated by Contractor): Written request by Contractor to Architect and Owner proposing change to Contract Documents accompanied with quotation for change to Contract Sum and/or Contract Time.

D. Construction Change Directive (CCD):

1. Written order prepared by Architect, signed by Owner and Architect, directing Contractor to proceed with change to Contract Documents which affect Contract Sum and/or Contract

Time, for subsequent inclusion in a Change Order after change to Contract Sum and/or

Contract Time has been determined.

E. Change Order (CO):

1. Prepared by Contractor and signed by Owner, Contractor, and Architect stating their agreement to a change to Contract Documents and adjustment to Contract Sum and/or

Contract Time.

1.4. REQUEST FOR INTERPRETATION (RFI):

A. Submit RFIs numbered in sequential order, reviewed by Contractor with respect to Construction

Documents, with the following information:

1. Project name and address.

2. Architects name.

3. Contractors name.

4. Date of RFI.

5. Drawing and/or Specification reference.

6. Signature of Contractor’s reviewer.

7. Indicate “URGENT” on RFIs that may cause impact to the project schedule.

B. Architect will receive RFIs only from the Contractor or Owner; Architect will not accept RFIs directly from subcontractors, suppliers, or other entities.

C. Architect will receive only legible, properly prepared RFIs.

1. Illegibly written RFIs, or RFIs with incomplete information, will be returned promptly without action.

2. Architect will review RFIs with respect to Contract Documents and return response within

10 calendar days.

a. RFIs marked “URGENT” will take precedence, in order received, over outstanding

RFIs and be answered by Architect as soon as possible.

D. Contractor, in being fully familiar with Construction Documents, shall not be relieved of responsibility to coordinate the Work to prevent adverse impact to Project schedule when submitting RFIs to Architect for interpretation of Contract Documents.

1.5. ARCHITECT’S SUPPLEMENTAL INSTRUCTIONS (ASI)

A. Architect’s Supplemental Instructions may include supplementary or revised Drawings and/or

Specifications to describe minor changes to Contract Documents.

1. Proceeding with the Work as indicated in the ASI, indicates acknowledgment that there will be no adjustment in the Contract Sum or Contract Time.

2. If the Contractor believes a change in Contract Sum or Contract Time is required, the

Contractor shall notify the Architect and Owner, prior to proceeding with the stated Work.

3. If there is an adjustment in Contract Sum or Contract Time, then a Change Order Request and approval shall be completed in order to proceed with the change.

B. Architect’s Supplemental Instructions will be executed on AIA Form G710, or other similar form designated by Architect.

1.6. PROPOSAL REQUEST (PR)

A. Proposal Request Initiated by Architect:

1. Proposal Request is a request for information only, and is not an instruction or authorization to execute the change, or an order to stop Work in progress.

2. Proposal Request may include supplementary or revised Drawings and/or Specifications to describe a proposed change to Contract Documents.

3. Contractor shall submit cost and/or time quotations to Architect within 10 working days following receipt of Proposal Request.

B. Change Order Request Initiated by Contractor:

1. Change Order Request is for a change in the Work accompanied by a detailed quotation of impact on Contract Sum and/or Contract Time.

2. Change Order Request is a request for information and review only, and does not authorize the Contractor to execute the change or stop Work in progress without the

Architect’s and Owner’s authorization.

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3. Contractor initiated Change Order Requests may take the form of a “Claim”, where

Contractor finds it necessary for proper execution of the Work, to propose a change in the

Work that is not shown or indicated in Contract Documents, and may affect Contract Sum and/or Contract Time, which for which no Proposal Request or Construction Change

Authorization has been issued by the Architect.

a. Contractor’s determination that Architect’s response to an RFI that affects Contract

Sum and/or Contract Time may be addressed in a Proposal Request.

4. Architect and Owner shall respond to Contractor initiated proposals within 10 calendar days following receipt of Change Order Request.

1.7. CONSTRUCTION CHANGE DIRECTIVE (CCD)

A. A Construction Change Directive is issued in lieu of a Proposal Request when time is of the essence and change to Contract Sum and/or Contract Time cannot be determined prior to start of the work.

B. A Construction Change Directive is executed on AIA Form G714 or other similar form designated by Architect, and may include supplementary or revised Drawings and/or

Specifications to describe change to the Contract Documents.

C. Both Owner and Architect will sign and date a Construction Change Directive that directs the

Contractor to proceed with change to the Contract Documents prior to determination of cost and/or time.

D. Contractor shall submit to Architect itemized change to Contract Sum and/or Contract Time within 10 working days when possible, and no more than 30 calendar days, except for the following conditions:

1. Unit prices have been agreed upon and quantities cannot be determined until work described in the CCD has been completed.

2. Owner has agreed that Contract Sum and/or Contract Time of can be determined at completion of work described in the CCD.

3. When Owner, Architect, and Contractor concur on change to Contract Sum and/or

Contract Time, as described in the General Conditions for “Construction Change

Directives,” the change to Contract Sum and/or Contract Time will be included in a

Change Order.

1.8. CHANGE ORDERS

A. Contractor will prepare each Change Order utilizing AIA Document G701, or other similar form acceptable to Owner.

B. Changes to Project Contract Sum and/or Contract Time listed or indicated in Change Orders shall include or be determined by methods described in the General Conditions, and as follows:

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1. Proposal Request/Change Order Request approved for change to Contract Documents by Owner and Architect that have not been converted to a Construction Change Directive.

2. Construction Change Directives where Owner, Architect, and Contractor have agreed to change in Project Contract Sum and/or Contract Time.

3. Changes to Project Contract Sum and/or Contract Time that have not been documented by Proposal Request, Change Order Request or Construction Change Directive, but have been agreed upon by Owner, Architect, and Contractor.

1.9. DOCUMENTATION FOR CONTRACT MODIFICATIONS

A. Cost and Time Quotations: Support quotation for changes in the Work with sufficient substantiating data to allow Architect to evaluate quotation, to include the following:

1. Labor expended in hours and unit cost.

2. Equipment cost.

3. Products, with quantities used and unit cost, including purchase source.

4. Taxes, Insurance, and Bonds.

5. Credit for deleted work where applicable with same documentation as required for cost increases for additional work.

6. Overhead and profit, determined after credits have been deducted from additions.

7. Justification for change in Contract Time.

B. Document requests for Product substitutions according to requirements of Section 01 2500.

1.10. CORRELATING CHANGE ORDERS WITH OTHER REQUIREMENTS

A. Revise Schedule of Values and Applications for Payment to record each Change Order as separate item of work with adjustment to Contract Sum and Contract Time as described in

Section 01 2900, “Payment Procedures.”

B. Revise Construction Schedule to reflect each change in Contract Time.

C. Revise Sub schedules to show changes for other items of work affected by modifications to

Contract Documents.

D. Record modifications in Record Documents.

PART 2 PRODUCTS (NOT USED)

PART 3 EXECUTION (NOT USED)

Clackamas County Jail Payment Procedures 01 2900

1.1. SUMMARY

A. This Section specifies administrative and procedural requirements necessary to prepare and process Applications for Payment.

B. Related Sections:

1. Section 01 2300- Alternates, for administrative procedures for alternates.

2. Section 01 2600: Contract Modification Procedures, for administrative procedures for handling changes to the Contract.

1.2. SCHEDULE OF VALUES

A. 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 schedules and forms, including:

a. Application for Payment forms with Continuation Sheets.

b. List of Subcontractors, principal suppliers, and fabricators.

c. Submittals Schedule.

d. Items required to be indicated as separate activities in Contractor’s Construction

Schedule.

2. Submit the Schedule of Values to Architect at earliest possible date but no later than Pre-

Construction Conference.

B. Format and Content: Use the Project Manual table of contents as a guide to establish line items for the Schedule of Values. Provide at least one-line item for each Specification Section.

1. Identification: Include the following Project identification on the Schedule of Values:

a. Project name and location.

b. Name of the Architect.

c. Architect’s project number.

d. Contractor’s name and address.

e. Date of submittal.

2. Arrange Schedule of Values consistent with format of AIA Document G703.

a. Electronic media printout including equivalent information will be considered in lieu of standard form specified.

b. Forms filled out by hand will not be accepted.

3. Arrange the Schedule of Values in tabular form with separate columns to indicate the following for each item listed:

a. Related Specification Section or Division.

b. Description of the Work.

c. Name of subcontractor.

d. Name of manufacturer or fabricator.

e. Name of supplier.

f. Change Orders (numbers) that affect value.

g. Dollar value.

1) Percentage of Contract Sum to nearest one-hundredth percent, adjusted to total

100 percent.

4. Provide a breakdown of the Contract Sum in sufficient detail to facilitate continued evaluation of Applications for Payment and progress reports. Coordinate with the Project

Manual table of contents. Provide several line items for principal subcontract amounts, where appropriate.

5. Round amounts to nearest whole dollar; the total to equal the Contract Sum.

6. Provide a separate line item 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. Include evidence of insurance or bonded warehousing for items stored off-site.

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 or distributed as general overhead expense, at Contractor’s option.

8. Update and resubmit the Schedule of Values before the next Application for Payment when Change Orders or Construction Change Directives result in a change in the

Contract Sum.

1.3. APPLICATIONS FOR PAYMENT

A. Each Application for Payment shall be consistent with previous applications and payments as certified by Architect and paid for by Owner.

1. The initial Application for Payment, the Application for Payment at time of Substantial

Completion, and the final Application for Payment involve additional requirements.

2. Include updated Construction Schedule with each Application for Payment.

3. Prior to pay requests for more than 75% of the Work, provide operation and maintenance manuals for Owner's review as indicated in Section 01 7700.

B. Payment Application Times: The date for each progress payment date is as agreed to by the

Owner and the Contractor. The period of construction Work covered by each Application for

Payment is the period indicated in that Agreement.

C. Payment Application Forms: Use AIA Document G702 and Continuation Sheets G703.

1. Electronic media printout including equivalent information will be considered in lieu of standard form specified; Submit form to Owner and Architect for approval.

2. Forms filled out by hand will not be accepted.

3. On the face of each payment application form, provide a certification as indicated in the

General Conditions.

D. Application Preparation: Complete every item of form. Notarize and execute by a person authorized to sign legal documents on behalf of Contractor. Architect will return incomplete applications without action.

1. Match entries with data on the Schedules of Values.

2. Include amounts for Work completed following previous Application for Payment, whether or not payment has been received. Include only amounts for Work completed at time of

Application for Payment.

3. Include amounts of Change Orders and Construction Change Directives issued before last day of construction period covered by application.

E. Stored Materials: Include in Application for Payment amounts applied for materials or equipment purchased or fabricated and stored, but not yet installed. Differentiate between items stored on-site and items stored off-site.

1. Provide certificate of insurance, evidence of transfer of title to Owner, and consent of surety to payment, for stored materials.

2. Provide supporting documentation that verifies amount requested, such as paid invoices. Match amount required with amounts indicated on documentation do not include overhead and profit on stored materials.

F. Transmittal: Submit one electronic and 3 signed and notarized original copies, if required by

Owner, of each application for payment to Architect by a method ensuring receipt within 24 hours. One copy shall include waivers of lien and similar attachments if required.

G. Waivers of Mechanic Lien: With each Application for Payment, submit waivers of mechanic’s lien from subcontractors, sub-subcontractor, and suppliers for construction period covered by the previous application.

1. Submit partial waivers on each item for the amount requested in previous applications, after deduction for retainage, on each item.

2. When an application shows completion of an item, submit final or full waivers.

3. Owner reserves the right to designate which entities involved in the Work must submit waivers.

4. Submit final Application for payment with or preceded by final waivers from every entity involved with performance of the Work covered by the application who is lawfully entitled to a lien.

5. Submit waivers of lien on forms, executed in a manner acceptable to Owner.

H. Initial Application for Payment: Administrative actions and submittals that must precede or coincide with submittal of first Application for Payment include the following:

1. Schedule of Values.

2. Contractor’s Construction Schedule.

3. Submittals Schedule.

4. Initial progress report.

5. Report of preconstruction conference.

6. Certificates of insurance and insurance policies.

7. Performance and payment bonds.

8. Data needed to acquire the Owner’s insurance.

I. Application for Payment at Substantial Completion: After issuance of the Certificate of

Substantial Completion, submit an Application for Payment showing 100 percent completion for portion of the Work claimed as substantially complete.

1. Include documentation supporting claim that the Work is substantially complete and a statement showing an accounting of changes to the Contract Sum.

2. This application shall reflect Certificates of Partial Substantial Completion issued previously for Owner occupancy of designated portions of the Work.

3. Administrative actions and submittals that must precede or coincide with this application include the following:

a. Occupancy permits and similar approvals.

b. Warranties (guarantees) and maintenance agreements.

c. Test/adjust/balance records.

d. Maintenance instructions.

e. Final cleaning.

f. Application for reduction of retainage and consent of surety.

g. Advice on shifting insurance coverages, and additional requirements of General

Conditions.

h. List of incomplete Work recognized as exceptions to Architect’s Certificate of

Substantial Completion.

4. Final Payment Application: Submit final Application for Payment with releases and supporting documentation not previously submitted and accepted, including, but not limited, to the following:

a. Evidence of completion of Project closeout requirements.

b. Completion of items specified for completion after Substantial Completion.

c. Updated final statement, accounting for final changes to the Contract Sum.

d. Evidence that claims have been settled.

e. AIA Document G706, “Contractor’s Affidavit of Payment of Debts and Claims.”

f. Assurance that incomplete Work not accepted, if applicable, will be completed without undue delay.

g. Evidence that taxes, fees, and similar obligations were paid.

h. Removal of temporary facilities and services.

i. Removal of surplus materials, rubbish, and similar elements.

PART 2 PRODUCTS (NOT APPLICABLE)

Clackamas County Jail Project Management and Coordination 01 3100

1.1. SUMMARY

A. This Section includes administrative provisions for coordinating construction operations on

Project including, but not limited to, the following:

1. General Project coordination procedures.

2. Construction Management Software…