PROJECT MANUAL

Clay County Sheriff�s Office Building 500 Renovation

For

CLAY COUNTY, FLORIDA

1845 Town Center Boulevard, Building 500 Fleming Island, FL 32003

January 9, 2026

PERMIT SET

Bhide & Hall Architects, P.A.

1329-C Kingsley Ave.

Orange Park, FL 32073

BHA PROJECT NO. 202416

Building 500 Renovation

FLEMING ISLAND, FLORIDA

CLAY COUNTY, FLORIDA

Permit Set

Architect Bhide & Hall Architects, P. A.

1329-C Kingsley Avenue Orange Park, Florida 32073

(904) 264-1919

AR-0011549

Structural Engineer Star Structure, Inc.

4465 Baymeadows Road, Suite 7 Jacksonville, Florida 32217

(904) 448-1717 Certifícate No. 4000

Mechanical / Electrical Engineer M. V. Cummings Engineers, Inc.

6501 Arlington Expressway, Suite B-211 Jacksonville, Florida 32211

(904) 724-0660

BHA No. 202416

September 5, 2025

Permit Set

BHA# 202416

TOC page 1

TABLE OF CONTENTS

DIVISION 0 INTRODUCTORY INFORMATION

00 00 00 COVER

00 01 00 COVER PAGE-INSIDE

00 01 01 TABLE OF CONTENTS

00 01 03 PROJECT DIRECTORY

DIVISION 1 GENERAL REQUIREMENTS

01 00 00 GENERAL REQUIREMENTS

01 04 00 COORDINATION

01 25 00 SUBSTITUTION PROCEDURES

01 27 00 INCLUSIVE REQUIREMENTS

01 29 00 PAYMENT PROCEDURES

01 30 00 SUBMITTALS

01 31 00 PROJECT MANAGEMENT AND COORDINATION

01 32 00 CONSTRUCTION PROGRESS DOCUMENTATION

01 33 00 SUBMITTAL PROCEDURES

01 40 00 QUALITY REQUIREMENTS

01 50 00 TEMPORARY FACILITIES AND CONTROL

01 60 00 PRODUCT REQUIREMENTS

01 70 00 CONTRACT CLOSEOUT

01 72 00 PROJECT RECORD DOCUMENTS

01 73 29 CUTTING AND PATCHING

01 77 00 PROJECT CLOSEOUT

DIVISION 2 EXISTING CONDITIONS

02 41 19 SELECTIVE DEMOLITION

02 95 00 TERMITE CONTROL

DIVISION 3 CONCRETE

03 20 00 CONCRETE REINFORCING

03 30 00 CAST-IN PLACE CONCRETE

DIVISION 5 METALS

05 40 00 METAL STUDS

DIVISION 6 WOOD & PLASTIC

06 10 00 ROUGH CARPENTRY

06 16 00 SHEATHING

06 22 00 MILLWORK

DIVISION 7 THERMAL AND MOISTURE PROTECTION

07 21 00 THERMAL INSULATION

07 26 00 FLUID-APPLIED MEMBRANE AIR BARRIERS � VAPOR PERMEABLE

07 84 00 FIRESTOPPING

07 92 00 JOINT SEALANTS

Permit Set

BHA# 202416

TOC page 2

DIVISION 8 DOORS AND WINDOWS

08 10 00 HOLLOW METAL DOORS AND FRAMES

08 14 16 WOOD DOORS

08 41 13 ALUMINUM FRAMED STOREFRONTS

08 71 00 FINISH HARDWARE

08 80 00 GLAZING

DIVISION 9 FINISHES

09 21 16 GYPSUM BOARD ASSEMBLIES

09 22 16 EXTRUDED ALUMINUM PARTITION CLOSURE

09 29 00 GYPSUM BOARD

09 30 00 CERAMIC TILE

09 30 50 TILE SETTING MATERIALS AND ACCESSORIES

09 51 13 ACOUSTICAL PANEL CEILINGS

09 65 10 RESILIENT BASE

09 65 20 LUXURY VINYL PLANK FLOORING

09 68 00 CARPETING

09 90 00 PAINTING

DIVISION 10 SPECIALTIES

10 14 00 SIGNAGE

10 21 13 TOILET COMPARTMENTS

10 27 00 CORNER GUARDS

10 28 00 TOILET ACCESSORIES

10 28 14 BABY CHANGING STATIONS

10 52 00 FIRE EXTINGUISHERS AND CABINETS

DIVISION 11 AUDIO/ VISUAL EQUIPMENT

11 52 00 PROJECTION SCREENS

11 52 23.1 AUDIO/ VISUAL EQUIPMENT SUPPORT

11 51 23.2 SCREEN PROJECTOR LIFT

DIVISION 22 PLUMBING

22 05 00 PLUMBING

DIVISION 23 MECHANICAL

23 05 00 BASIC MECHANICAL REQUIREMENTS

23 05 03 MECHANICAL IDENTIFICATION

23 05 13 MOTORS

23 05 93 TESTING, ADJUSTING AND BALANCING

23 07 00 MECHANICAL INSULATION

23 22 16 CONDENSATE DRAIN PIPING

23 31 00 DUCTS

23 33 00 DUCTWORK ACCESSORIES

23 34 00 POWER VENTILATORS

23 37 00 AIR OUTLETS AND INLETS

23 81 26 SPLIT SYSTEM HEAT PUMP AIR CONDITIONING UNITS

Permit Set

BHA# 202416

TOC page 3

DIVISION 26 ELECTRICAL

26 03 05 ELECTRICAL GENERAL REQUIREMENTS

26 05 19 WIRE AND CABLE

26 05 26 SECONDARY GROUNDING

26 05 29 SUPPORTING DEVICES

26 05 32 CONDUIT

26 05 33 BOXES

26 05 53 ELECTRICAL IDENTIFICATION

26 24 16 PANELBOARDS

26 24 18 MOTOR CONTROL

26 27 16 CABINETS AND ENCLOSURES

26 27 26 WIRING DEVICES

26 28 19 DISCONNECT SWITCHES

26 28 23 ENCLOSED CIRCUIT BREAKERS

26 29 23 VARIABLE FREQUENCY AC DRIVES

26 35 55 TRANSIENT VOLTAGE SURGE SUPPRESSION

26 51 10 LED LIGHTING FIXTURES

DIVISION 27 COMMUNICATIONS

27 00 00 A/V SYSTEM

27 13 43 COMMUNICATIONS CIRCUIT PATHWAYS

27 13 48 LOCAL AREA NETWORK PREMISE DISTRIBUTION SYSTEM

DIVISION 28 ELECTRONIC SAFETY AND SECURITY

28 10 00 ACCESS CONTROL

END OF TABLE OF CONTENTS

BHIDE & HALL, ARCHITECTS, PA

Project No. 202416

Clay County Sheriff�s Office Building 500 Renovation

PROJECT DIRECTORY 00 00 30 - 1

DOCUMENT 00 00 30

PROJECT DIRECTORY

Title Organization Name/Title Telephone Number E-mail Address

Owner Clay County Board of County Commissioners 477 Houston Street Green Cove Springs Florida, 32043

(904) 284-6352

Architect Bhide & Hall Architects, P.A.

1329-C Kingsley Avenue Orange Park, Florida 32073

Primary contact during Construction

Brian Sawyer

President

Pat Smith

Sr Project Architect

(904) 264-1919 bsawyer@bhide-hall.com psmith@bhide-hall.com

Civil Engineer

NA

MEP

Engineer

M. V. Cummings Engineers, Inc.

6501 Arlington Expressway, Suite B- Jacksonville, FL 32211

Wayne Kelly President

(904) 724-0660 mvce@mvce.net

Structural Engineer

Structures International, LLC.

7563 Philips Highway, Suite 600 Jacksonville, FL 32256

Dan Charletta (904) 296-2646 dcharletta@structuresintl .com

END OF DOCUMENT

BHIDE & HALL, ARCHITECTS, PA Project No. 202416

Building 500 Renovation

GENERAL REQUIREMENTS 01 00 00 - 1

SECTION 01 00 00

GENERAL REQUIREMENTS

1.01. PROJECT INFORMATION

A. The project consists of interior renovation of an existing one-story, un-sprinklered building for the expansion of the Clay County Sheriff�s Office.

B. The existing construction is FBC Type II-B, Existing (none-sprinklered).

C. Project Location: 1845 Town Center Boulevard, Fleming Island, FL 32003

D. Rules and Regulations Governing this Project 2023 8th Edition:

Florida Building Code Florida Building Code Existing Buildings Florida Accessibility Code Florida Plumbing Code Florida Mechanical Code Florida Energy Conservation Florida Fuel Gas Florida Fire Prevention Code

NFPA 1: Fire Code NFPA 101: Life Safety Code

1.02. CONSTRUCTION MANAGEMENT

A. This project will be constructed by a General Contractor providing services for Clay

County.

B. Construction Manager�s responsibilities:

1. The Contractor shall be responsible for all work indicated in the contract documents in accordance with the contract. Work includes, but not limited to the following:

a. Concurrence with the project scope

b. Preconstruction phase services including a formal bid.

c. Direct Purchase of Materials and coordination.

d. Scheduling of the work.

e. All required construction services.

f. Project clean-up and close out.

C. The instructions to bidders, instructions to the Contractor, general conditions for the contract, special conditions, if any and specific contracts, are included in the Construction Manager�s agreement with Clay County.

1.03. STANDARD BASIS FOR BIDDING

A. Proprietary Products

1. In these Specifications where one certain kind, type or brand of manufacturer of materials is named, it shall be regarded as the required minimum standard of quality. Substitutions lowering the performance, quality, method of assembly or installation, or in general, not in keeping with the Drawings and Specifications will not be permitted. It is understood that when a bid is submitted, the Bidder is aware of these requirements and that the materials within the bid are "equal to" or "better

Building 500 Renovation

GENERAL REQUIREMENTS 01 00 00 - 2

than" such items and that prior approval of any substitutions has been obtained from the Architect Engineer and acknowledged by written Addenda. Refer to Section 01 25 00 Substitution Procedures.

2. Extension of the Bid Opening Date will not be permitted in order to substitute a product.

3. Since time is of the essence, the Owner cannot be expected to delay the Bid Opening Date. In addition to the Specifications, it shall be understood that the details supplied with proprietary products shall become part of these Specifrications as if contained herein. If a conflict should occur between the details and the Drawings and Architect Engineer prior to submitting a Bid proposal.

B. Nonproprietary Products

1. Where materials, etc., are referred to in the Specifications as "equivalent to", or words of similar meaning, the Architect Engineer with Owner approval will decide as to their "equivalency." In addition to data required under paragraphs entitled "Shop Drawings" or "Manufacturer's Description Data," the Bidder shall furnish other detailed data as required by the Design Professional for comparison if the product is mentioned by name. All data shall be submitted at least ten (10) days prior to the scheduled bid opening date. No extra time will be allowed because of such substitution, if permitted, either for the article substituted or for revisions in other work affected by the substitution.

C. Substitutions

1. Where a particular system, product or material is specified by one or more trade names without the "equivalent" qualification, it shall be considered as a standard basis for bidding and is most satisfactory for its particular purpose in the work.

Substitutions for the named systems, products or materials and substitutions for any other product or material or modification of the specified material which the Bidder considered pertinent will be considered under the following conditions only:

2. All data shall be submitted at least ten (10) days prior to the scheduled bid opening date. No extra time will be allowed because of such substitution, if permitted, either for the article substituted or for revisions in other work affected by the substitution.

3. To ensure a uniform basis for bidding, the Bidder shall base his Proposal on the particular system, product or material named in the Drawings and Specifications or Addendum.

4. If no addition or deduction to the Base Bid is allowed by the Bidder for such substitutions, it shall be so stated opposite the item involved on the sheet attached.

Include with the pricing proposal and include with the up-load as directed in Item 4 above. Substitutions so submitted shall include any and all adjustments of that or any other work affected by the substitution. Such substitutions shall be permitted and adopted only upon the written approval of the Architect Engineer and the Owner.

Building 500 Renovation

GENERAL REQUIREMENTS 01 00 00 - 3

5. Any Proposal submitted that does not conform to the above requirements shall be considered as informal and unfair to other Bidders and will not be accepted.

6. The Bidder shall not use or install any material containing asbestos in the construction of this project or in the substitution of any product or material used in the construction.

D. Adjustments Because of Substitutions

In general, the Drawings and Specifications, of necessity, have been prepared based upon sizes, loads and requirements of specific items of equipment, products or materials.

In the event the Bidder elects to use other equipment, products or materials than those for which designs have been prepared and included in the Drawings and Specifications, and if because of such substitutions or changes from those shown, the Architect Engineer is required to revise the Drawings or is caused added expense, the Owner shall be equitably reimbursed by the Bidder for such costs.

1. Price variance resulting from substitution in accordance with Sub-paragraph 1.03C is allowed, but it shall not be a consideration in the award of this Contract.

2. No changes in the bid amount appearing on the outside of the bid envelope will be considered. Only the amount shown inside the envelope will be considered. All changes, corrections and erasures must be initialed by the person signing the bid.

3. The Bidder recommending substitution shall be responsible for all associated costs to the project.

4. Nonconformance of Bid with Specifications

The Bidder shall be responsible for providing all items specifically called for in the Specifications, and the Owner shall not be responsible for any costs associated with the removal of nonconforming work and the substitution of work as called for in the Specifications.

1.04. Interpretation of Drawings and Specifications

Should a Bidder find discrepancies, ambiguities, or conflicts in, or omissions from the Drawings and Specifications, or should he be in doubt as to their meaning, the Bidder shall notify the Clay County Purchasing Department at once for an interpretation. Refer to Clay County�s, Instructions to Bidders.

END OF SECTION

Building 500 Renovation

COORDINATION 01 04 00 - 1

SECTION 01 04 00

COORDINATION

1.01. Architect/Engineer Control

A. The ARCHITECT/ENGINEER will render all interpretations of the Construction Documents upon request by the Owner or Contractor.

B. The ARCHITECT/ENGINEER will provide assistance for and approve solutions of construction problems.

C. Decisions relating to quality shall be approved by the ARCHITECT/ENGINEER.

D. Prior approval of the ARCHITECT/ENGINEER shall be obtained unless the approval of others is specifically required. Contractor is not to assume that approval has been given.

E. Product or System Approvals:

1. Where products or systems are specified by manufacturer's name and noted as approved, subsequent approval is not required if utilized exactly as specified.

2. The ARCHITECT/ENGINEER's approval implies only that a system is acceptable as it directly relates to the requirements of the Contract Documents. ARCHITECT / ENGINEER approval neither implies endorsement nor absence of fault.

F. Requests for changes shall be in writing. ARCHITECT/ENGINEER approval shall be in writing and obtained prior to work being performed.

G. Contract sum and/or time changes (Change Orders) shall require Owner's written approval prior to proceeding.

1.02. Contractor's Control

A. The Contractor shall be responsible for coordinating the entire project.

B. The Contractor shall insure that work is performed according to the Contract Documents.

C. The Contractor shall:

1. Assign work to subcontractors as required by:

a. Labor and trade jurisdictions.

b. Government regulations.

c. Contract Documents.

D. The Project Manual (PM) is organized according to types of work effort. However, additional work of similar type may be called for in more than one section. The

Building 500 Renovation

COORDINATION 01 04 00 - 2

Contractor is responsible for the total, overall coordination of work effort and shall insure the distribution and accomplishment of the total work effort regardless of PM organization.

E. The Contractor shall insure the distribution of all documents, correspondence, instructions, etc., to affected parties, subcontractors, material suppliers, etc.

F. The Contractor shall ensure that all Subcontractors are informed of the requirements of the Contract Documents with specific emphasis to Division 1 of the Project Manual.

G. The Contractor shall cooperate with individuals authorized to visit the Work and ensure that they conform to all safety and security requirements.

1. The Contractor shall notify the ARCHITECT/ENGINEER immediately of any condition, which will cause a delay, hindrance, or disruption in the construction process.

2. The Contractor shall coordinate the scheduling of work to be performed under other Separate Owner contracts. The Contractor shall inform the Owner of work observed to be improperly executed and shall also reflect it on its daily reports.

1.03. Contractor/Subcontractor Joint Control Responsibilities.

A. The Contractor shall coordinate with Subcontractors, suppliers, etc. for the timely:

1. Submittal of Product Data

2. Samples

3. Product orders

4. Material deliveries

5. Installations

B. The Contractor shall not expect nor receive time extensions or product substitutions as a result of improper administration. However, delays beyond the control of the Contractor and his agent may be legitimate reasons for time extensions.

C. The Contractor shall determine that material deliveries do not overload the structure and cause permanent deformation.

D. The Contractor shall be responsible for the protection of all work completed and in progress.

E. The Contractor shall educate his Superintendent in the importance of protecting completed work. The Superintendent will ensure that Subcontractors protect work by other trades and thereby minimize damage to other work as well as their own. The Superintendent will ensure that completed work is protected from the weather.

F. The Contractor shall coordinate the efforts of different trades for the building-in or connection of devices, equipment or services necessary for the installation of work.

G. The Contractor shall be responsible for receiving, storing, and accounting for all

Building 500 Renovation

COORDINATION 01 04 00 - 3

deliveries of materials and equipment for the Work.

1.04. Installation of Products

A. Contractor shall install products in complete compliance with Contract Documents. This shall include the preparation or provision to receive the installation of a product, the preparation of a product for installation or application, the application or installation of a product or the adjustment and protection of a product.

B. Normally, Contract Documents require compliance with the manufacturer's instructions.

In some cases, requirements greater than the manufacturers are imposed. However, under no circumstances should Contract Documents reduce those imposed by the manufacturers. The Contractor shall review both; where doubt exists, seek ARCHITECT/ENGINEER clarification prior to proceeding.

1.05. Adjustment and Cleaning

A. As work progresses, clean and protect completed work from the subsequent work of other trades.

B. Protect work until commencing preparations for final inspection.

C. The Contractor shall review the work to determine that:

1. The installation is a sound, structurally adequate assembly.

2. The assembly is correctly installed and operates, or functions as intended.

3. Assembly is adjusted for smooth operation and performance.

4. No debris shall be buried on the site. All debris shall be hauled from site and disposed of in compliance with governmental regulations.

1.06. Protection of Completed Work: The Contractor shall make certain all portions or trades of work are protected as completed from subsequent work, traffic, etc. Such protection shall include but not be limited to:

A. Finish Flooring: Install 30# rosin-sized paper in traffic and storage paths. Tape all joints.

Allow no traffic, storage or work in or above unprotected surfaces.

END OF SECTION 01040

Building 500 Renovation

SUBSTITUTION PROCEDURES 01 25 00 - 1

SECTION 01 25 00

SUBSTITUTION PROCEDUES

PART 1 - GENERAL

1.1 RELATED DOCUMENTS

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

1.2 SUMMARY

A. Section includes administrative and procedural requirements for substitutions.

B. Related Requirements:

1. Section 01 60 00 "Product Requirements" for requirements for submitting comparable product submittals for products by listed manufacturers.

1.3 DEFINITIONS

A. Substitutions: Changes in products, materials, equipment, and methods of construction from those required by the Contract Documents and proposed by Contractor.

1. Substitutions for Convenience: Changes proposed by Contractor or Owner that are not required in order to meet other Project requirements but may offer advantage to Contractor or Owner.

1.4 ACTION SUBMITTALS

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

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

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

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

c. Detailed comparison of significant qualities of proposed substitutions with those of the Work specified. Include annotated copy of applicable Specification Section. Significant qualities may include attributes, such as performance, weight, size, SUBSTITUTION PROCEDURES 01 25 00 - 2 durability, visual effect, sustainable design characteristics, warranties, and specific features and requirements indicated. Indicate deviations, if any, from the Work specified.

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

e. Samples, where applicable or requested.

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

g. List of similar installations for completed projects, with project names and addresses as well as names and addresses of Architects and owners.

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

i. Research reports evidencing compliance with building code in effect for

Project, from Florida Building Code.

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

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

l. Contractor's certification that proposed substitution complies with requirements in the Contract Documents, except as indicated in substitution request, is compatible with related materials and is appropriate for applications indicated.

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

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

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

b. Use product specified if Architect does not issue a decision on use of a proposed substitution within time allocated.

1.5 QUALITY ASSURANCE

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

1.6 PROCEDURES

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

SUBSTITUTION PROCEDURES 01 25 00 - 3

1.7 SUBSTITUTIONS

A. Substitutions for Convenience: Architect will consider requests for substitution if received within 45 days after the Notice of Award. Requests received after that time may be considered or rejected at discretion of Architect.

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

a. Requested substitution offers Owner a substantial advantage in cost, time, energy conservation, or other considerations, after deducting additional responsibilities Owner must assume. Owner's additional responsibilities may include compensation to Architect for redesign and evaluation services, increased cost of other construction by Owner, and similar considerations.

b. Requested substitution does not require extensive revisions to the Contract Documents.

c. Requested substitution is consistent with the Contract Documents and will produce indicated results.

d. Substitution request is fully documented and properly submitted.

e. Requested substitution will not adversely affect Contractor's construction schedule.

f. Requested substitution has received necessary approvals of authorities having jurisdiction.

g. Requested substitution is compatible with other portions of the Work.

h. Requested substitution has been coordinated with other portions of the

Work.

i. Requested substitution provides specified warranty.

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

PART 2 - PRODUCTS (Not Used)

PART 3 - EXECUTION (Not Used)

Building 500 Renovation

INCLUSIVE REQUIREMENTS 01 27 00 - 1

SECTION 01 27 00

INCLUSIVE REQUIREMENTS

1. GENERAL:

1.1 The general provision of the Contract, General Conditions, Supplementary Conditions, Special Conditions (if any) along with the General Requirements, apply to all work specified in every section of the Project Manual.

1.2 Subcontractors shall examine all drawings and all other Sections of the Specifications for requirements therein affecting the work of their trade. Some tasks and work items may not be shown on the drawings in locations expected by the subcontractor. Regardless, such work remains a requirement of the project.

1.3 Responsibility: The General Contractor shall be responsible to inform all subcontractors and vendors of this requirement, and to enforce compliance.

1.4 It is not realistic to expect every item or component needed for each system and subcontract to be described on the drawings or to be specified. The Owner expects a complete and thorough job. The Contractor and his subcontractors and suppliers shall be held responsible to furnish and install all items and components that are usual and customarily needed to complete the work whether or not each item or component has been specified as shown. By submitting a bid to supply materials and/or to perform work on the project a supplier and/or sub-contractor is acknowledging his full awareness of its implications, agrees to perform accordingly with diligence and good cheer all aspects of his work that are usual and customary. In cases of dispute, the Architect shall be the sole judge and shall decide on what constitutes usual and customary.

Building 500 Renovation

PAYMENT PROCEDURES 01 29 00 - 1

SECTION 01 29 00

PAYMENT PROCEDURES

PART 1 - GENERAL

1.1 SUMMARY

A. Section Includes: Administrative and procedural requirements necessary to prepare and process Applications for Payment.

B. Related Sections:

1. Section 01 32 00 - Construction Progress Documentation: Administrative requirements governing preparation and submittal of Contractor's Construction Schedule and Submittals Schedule.

1.2 DEFINITIONS

A. Schedule of Values: A statement furnished by Contractor allocation portions of the Contract Sum to various portions of the Work and used as the basis for reviewing Contractor�s Applications for Payment.

1.3 SCHEDULE OF VALUES

A. Coordination: Coordinate preparation of the Schedule of Values with preparation of Contractor's Construction Schedule. Cost-loaded CPM Schedule may serve to satisfy requirements for the Schedule of Values.

1. Correlate line items in the Schedule of Values with other required administrative forms and schedules, including the following:

a. Application for Payment forms with Continuation Sheets.

b. Submittals Schedule.

c. List of Subcontractors.

d. List of Products.

e. List of principal suppliers and fabricators.

f. Contractor's Construction Schedule.

2. Submit the Schedule of Values to Architect at earliest possible date but no later than seven (7) days before the date scheduled for submittal of initial Applications for Payment.

3. Sub-schedules: Where Work is separated into phases requiring separately phased payments, provide sub-schedules showing values correlated with each phase of payment.

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 Architect.

c. Architect's project number.

Building 500 Renovation

PAYMENT PROCEDURES 01 29 00 - 2

d. Contractor's name and address.

e. Date of submittal.

2. 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: Percentage of the Contract Sum to nearest one-hundredth percent, adjusted to total 100 percent.

3. Provide a breakdown of the Contract Sum in enough 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.

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

5. Provide a separate line item in the Schedule of Values for each part of the Work where Applications for Payment may include materials or equipment purchased or fabricated and stored, but not yet installed.

a. Differentiate between items stored on-site and items stored off-site. If specified, include evidence of insurance or bonded warehousing.

6. Provide separate line items in the Schedule of Values for initial cost of materials, for each subsequent stage of completion, and for total installed value of that part of the Work.

7. Allowances (if applicable): Provide a separate line item in the Schedule of Values for each allowance. Show line-item value of unit-cost allowances, as a product of the unit cost, multiplied by measured quantity. Use information indicated in the Contract Documents to determine quantities.

8. Margins of Cost: Show line items for indirect costs and margins on actual costs only when such items are listed individually in Applications for Payment. Each item in the Schedule of Values and Applications for Payment shall be complete.

Include the total cost and proportionate share of general overhead and profit margin for each item.

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

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

1.4 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. Initial Application for Payment, Application for Payment at time of Substantial

Completion, and final Application for Payment involve additional requirements.

B. Payment Application Times: Refer to General Conditions, Article 28.

Building 500 Renovation

PAYMENT PROCEDURES 01 29 00 - 3

C. Payment Application Forms. Use forms provided by Owner, sample copy included in the Project Manual, as �Contractor�s Request for Partial Payment.

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

1. Entries shall match data on the Schedule of Values and Contractor's

Construction Schedule. Use updated schedules if revisions were made.

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

E. Transmittal: Submit three (3) signed and notarized original copies 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.

1. Transmit each copy with a transmittal form listing attachments and recording appropriate information about application.

F. Waivers of Mechanic's Lien: With each Application for Payment, submit waivers of mechanic's lien from every entity who is lawfully entitled to file a mechanic's lien arising out of the Contract and related to the Work covered by the payment.

1. Submit partial waivers on each item for amount requested in previous application, 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. Waiver Forms: Submit waivers of lien on forms, executed in a manner acceptable to Owner.

5. Waiver Delays: Submit each Application for Payment with the Contractor's waiver of mechanics lien for the period of construction covered by the application.

a. 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.

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

1. List of subcontractors.

2. Schedule of Values.

3. Contractor's Construction Schedule (preliminary if not final).

4. Products list.

5. Schedule of unit prices.

6. Submittals Schedule (preliminary if not final).

7. List of Contractor's staff assignments.

8. List of Contractor's principal consultants (suppliers and fabricators).

9. Copies of building permits.

10. Copies of authorizations and licenses from authorities having jurisdiction for performance of the Work.

11. Initial progress report.

12. Report of preconstruction conference.

13. Certificates of insurance and insurance policies.

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PAYMENT PROCEDURES 01 29 00 - 4

H. Application for Payment at Substantial Completion: Following issuance of the Certificate of Substantial Completion, submit an Application for Payment.

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

2. Administrative actions and submittals that shall precede or coincide with this application include:

a. Occupancy permits and similar approvals.

b. Warranties (guarantees) and maintenance agreements.

c. Test/adjust/balance records.

d. Maintenance instructions.

e. Meter readings.

f. Startup performance reports.

g. Changeover information related to Owner's occupancy, use, operation, and maintenance.

h. Final cleaning.

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

j. Advice on shifting insurance coverages.

k. List of incomplete Work, recognized as exceptions to Architect's Certificate of Substantial Completion.

l. Change of door locks to Owner's access.

I. Final Payment Application: Administrative actions and submittals that must precede or coincide with submittal of the final Application for Payment include the following:

1. Completion of Project closeout requirements.

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

3. Ensure that unsettled claims will be settled.

4. Ensure that incomplete Work is not accepted and will be completed without undue delay.

5. Transmittal of required Project construction records to the Owner.

6. Proof that taxes, fees, and similar obligations were paid.

7. Removal of temporary facilities and services.

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

PART 2 - PRODUCTS (Not Used)

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SUBMITTALS 01 30 00 - 1

SECTION 01 30 00

SUBMITTALS

1.01. Submittals

A. The following submittals are required by the Contract Documents and are briefly explained herein:

1. Construction Schedule

2. Schedule of Values

3. Product Data

B. Information regarding submittal administration is also included herein.

1.02. Construction Schedule

A. The Contractor shall submit to the Owner and the Architect/Engineer two (2) copies of his Construction Schedule.

B. Upon acceptance by the Owner and ARCHITECT/ENGINEER, the Contractor shall post a copy of the Schedule within the Field Office where it can be readily referenced.

1.03. Schedule of Values

A. The Contractor shall submit to the Owner and the Architect/Engineer two (2) copies of his Schedule of Values within ten (10) days of the Notice to Proceed.

B. The Schedule shall be in an outline format divided into major categories of construction as established by the Table of Contents. A value (amount) for each category shall be assigned thereto.

C. Submit AIA Form G703, Continuation Sheet for the Application and Certificate for Payment, AIA Form G702.

1.04. Product Data

A. Product Data includes:

1. Shop drawings.

2. Descriptive data

3. Samples

4. Schedules

5. Certificates

6. Guarantees

7. Warranties

8. Maintenance manuals

B. Submittal requirements for Product Data are listed in the technical sections of the

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SUBMITTALS 01 30 00 - 2

Project Manual. The ARCHITECT/ENGINEER may, at his option, request additional Product Data.

1.05. Submittal Routing

A. Submittals shall be routed in the following manner:

1. Subcontractors, suppliers, and others shall route to the Contractor.

2. The Contractor shall route to the ARCHITECT/ENGINEER.

3. The ARCHITECT/ENGINEER shall route to the Owner (certain approved Product Data only).

B. Return shall be in the reverse order.

C. The Contractor shall furnish copies of approved Submittals to governmental agencies as may be required or requested.

1.06. Review Procedures

A. Contractor's Review: The Contractor shall thoroughly review data submitted for compliance with the Contract Documents.

1. Data found not to be in accordance with the CD's shall be returned for compliance.

2. Data found to be acceptable shall be:

a. Noted as required.

b. Stamped indicating action taken.

c. Forwarded to ARCHITECT/ENGINEER.

B. ARCHITECT/ENGINEER Review: The ARCHITECT/ENGINEER will review submittals and advise of his findings.

1. ARCHITECT/ENGINEER will not accept material for review that has not been reviewed and approved by the Contractor, and he will return data immediately.

2. The ARCHITECT/ENGINEER will review data which has been properly approved by the Contractor and will either mark it �NET (No Exceptions Taken)�, �MCAN (Make Corrections as Noted)�, �RAR (Revise and Resubmit)�, �SSI (Submit Specified Item)�, or �R (Rejected)�.

3. Items marked �RAR (Revise and Resubmit)�, �SSI (Submit Specified Item)�, or �R (Rejected)�. shall be resubmitted by the Contractor after making any required correc-tions or additions.

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SUBMITTALS 01 30 00 - 3

4. Items marked �NET (No Exceptions Taken)� or �MCAN (Make Corrections as Noted)� may be resubmitted for further clarification.

5. ARCHITECT/ENGINEER approval does not relieve the Contractor of his responsibility for deviations from the Construction Documents unless he has notified the ARCHITECT/ENGINEER in writing of these deviations at the time of submittal.

C. ARCHITECT/ENGINEER Review Time Limit: Submittals shall be processed by the ARCHITECT/ENGINEER and returned to the Contractor within fourteen (14) days of receipt. The ARCHITECT/ENGINEER will make every effort to expedite review. The Owner shall not be liable to the Contractor for any delay in processing the submittals.

D. No work for which submittals are required (with the exception of test certificates for completed work, final guarantees, and maintenance manuals) shall be performed until submittals are approved by the ARCHITECT/ENGINEER except at the Contractor's risk.

1.07. Definitions

A. Shop Drawings:

1. Fabrication drawings for custom products.

2. Modified catalog data annotated for a specific condition of service.

3. Installation drawings for product assemblies or systems.

B. Description Data: Manufacturer's catalog data, literature, etc., on product or system.

C. Samples: Physical examples of products proposed for use.

D. Schedules: Itemized listing of products and proposed locations.

E. Certificates: Notarized statements made and signed by authorized company representatives attesting to their product having met CD requirements

F. Guarantee or Warranty: Specific guarantees required in Project Manual in addition to the completed work guarantee required of Contractor. All guarantees must be minimum of 2 years. See Section 01700, Contract Closeout.

G. Maintenance Manuals:

1. Three-ring (minimum) 8-1/2" x 11" hardback, vinyl-covered binder for Owner's permanent record.

2. Contents to include reproductions of shop drawings, descriptive data, schedules, etc., corrected through final approval, plus operation, maintenance, parts listing, service availability, cleaning instructions, etc.

3. Permanently mark edge of binder to indicate contents and project title.

1.08. Required Information to be Included with all Submittals.

A. Date of Submittal

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SUBMITTALS 01 30 00 - 4

B. Name of Project

C. Name of Contractor

D. Reference to a specific section, drawing or detail.

E. Manufacturer's or fabricator's name

F. Owner's name

G. Installer's name

1.09. Required Information to be Included with Shop Drawings and Descriptive Data

A. Factory or shop applied finish or protective coating.

B. Installation requirements and recommendations.

C. Product protection requirements.

D. Cleaning precautions and/or requirements.

E. Applicable activation requirements or procedures.

1.010. Quantities (Minimum)

A. Shop Drawings

1. Generally, E-mail submittals are acceptable. For large drawings such as custom fabrications or assemblies, provide 2 full size sheets for review.

B. Physical Samples/Examples: Two copies

C. Mockups: One site constructed example

D. Certificates: Four copies

E. Guarantees or Warranties

1. Examples for initial review and approval: Two copies.

2. After approval, actual construction completion documents: Two copies

F. Maintenance Manual: Two copies (in 3 ring binders)

G. Guarantees or Warranties

1. Examples for initial review and approval: Two copies.

2. After approval, actual construction completion documents: Two copies

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SUBMITTALS 01 30 00 - 5

H. Maintenance Manual: Two copies

1.011. Off-Site Shop Fabrication Facilities

A. The Contractor shall provide the Architect/Engineer and the Owner a list of all off-site shop fabricated items so that the Architect/Engineer and/or the Owner may visit the Shop Fabrication facilities to inspect the work if so desired. The list shall include the item or product being fabricated, the name, street address, telephone number and person to contact to arrange a visit.

END OF SECTION 01300

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PROJECT MANAGEMENT AND COORDINATION 01 31 00 - 1

SECTION 01 31 00

PROJECT MANAGEMENT AND COORDINATION

PART 1 - GENERAL

1.1 SUMMARY

A. Section Includes: Administrative provisions for coordinating construction operations on Project including, but not limited to, the following:

1. Coordination Drawings.

2. Administrative and supervisory personnel.

3. Project meetings.

B. Related Sections:

1. Section 01 32 00 - Construction Progress Documentation: Preparing and submitting Contractor's Construction Schedule.

2. Section 01 70 00 - Execution Requirements: Procedures for coordinating general installation and field-engineering services, including establishment of benchmarks and control points.

3. Section 01 77 00 - Closeout Procedures: Coordinating Contract closeout.

1.2 COORDINATION

A. Coordination: Coordinate construction operations included in different Sections of the Specifications to ensure efficient and orderly installation of each part of the Work.

Coordinate construction operations, included in different Sections, that depend on each other for proper installation, connection, and operation.

1. Schedule construction operations in the sequence required to obtain the best results where installation of one part of the Work depends on installation of other components, before or after its own installation.

2. Coordinate installation of different components to assure maximum accessibility for required maintenance, service, and repair.

3. Make provisions to accommodate items scheduled for later installation.

B. Where necessary, prepare memoranda for distribution to each party involved, outlining special procedures required for coordination. Include such items as required notices, reports, and attendance at meetings.

1. Prepare similar memoranda for the Owner and separate contractors where coordination of their work is required.

C. Administrative Procedures: Coordinate scheduling and timing of required administrative procedures with other construction activities and activities of other contractors to avoid conflicts and to ensure orderly progress of the Work. Such administrative activities include, but are not limited to, the following:

1. Preparation of Contractor's Construction Schedule.

2. Preparation of the Schedule of Values.

3. Installation and removal of temporary facilities and controls.

4. Delivery and processing of submittals.

5. Progress meetings.

6. Preinstallation conferences.

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PROJECT MANAGEMENT AND COORDINATION 01 31 00 - 2

7. Project closeout activities.

D. Conservation: Coordinate construction activities to ensure that operations are carried out with consideration given to conservation of energy, water, and materials.

1. Salvage materials and equipment involved in performance of, but not actually incorporated into, the Work. Refer to other Sections for disposition of salvaged materials that are designated as Owner's property.

1.3 SUBMITTALS

A. Coordination Drawings: Prepare Coordination Drawings if limited space availability necessitates maximum utilization of space for efficient installation of different components or if coordination is required for installation of products and materials fabricated by separate entities.

1. Content: Project-specific information, drawn accurately to scale. Do not base

Coordination Drawings on reproductions of the Contract Documents or standard printed data. Include the following information, as applicable:

a. Indicate functional and spatial relationships of components of architectural, structural, civil, mechanical, and electrical systems.

b. Indicate dimensions shown on the Contract Drawings and make specific note of dimensions that appear to be in conflict with submitted equipment and minimum clearance requirements. Provide alternate sketches to Architect for resolution of such conflicts. Minor dimension changes and difficult installations will not be considered changes to the Contract.

2. Sheet Size: At least 8-1/2 by 11 inches but no larger than 30 by 40 inches.

3. Number of Copies: Submit two opaque copies of each submittal. Architect will return one copy.

4. Refer to individual Sections for Coordination Drawing requirements for Work in those Sections.

B. Staff Names: Within 15 days of commencement of construction operations, submit a list of the Contractor's principal staff assignments, including the superintendent and other personnel in attendance at the Project Site. Identify individuals and their duties and responsibilities. List their addresses and telephone numbers.

1. Post copies of the list in the Project meeting room, the temporary field office, and each temporary telephone.

1.4 PROJECT MEETINGS

A. General: Architect will schedule and conduct meetings and conferences at Project site, unless otherwise indicated.

1. Attendees: Architect will inform participants and others involved, and individuals whose presence is required, of date and time of each meeting. Architect will notify Owner and Contractor of scheduled meeting dates and times.

2. Agenda: Architect will prepare and distribute the meeting agenda to all invited attendees.

a. Contractor shall provide Architect with agenda items 48 hours before the

Project Meeting.

3. Minutes: Architect will record significant discussions and agreements achieved.

Meeting minutes will be distributed to everyone concerned, including Owner and Contractor, within three (3) days of the meeting.

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PROJECT MANAGEMENT AND COORDINATION 01 31 00 - 3

B. Preconstruction Conference: Architect will schedule a preconstruction conference before starting construction, at a time convenient to Owner and Contractor, but no later than 15 days after execution of the Agreement. Hold the conference at Project site or another convenient location. Conduct the meeting to review responsibilities and personnel assignments.

1. Attendees: Authorized representatives of Owner, Architect, and their consultants;

Contractor and its superintendent; major subcontractors; suppliers; and other concerned parties shall attend the conference. All participants at the conference shall be familiar with Project and authorized to conclude matters relating to the Work.

2. Agenda: Discuss items of significance that could affect progress, including the following:

a. Tentative construction schedule.

b. Phasing.

c. Critical work sequencing and long-lead items.

d. Designation of key personnel and their duties.

e. Procedures for processing field decisions and Change Orders.

f. Procedures for requests for interpretations (RFIs).

g. Procedures for testing and inspecting.

h. Procedures for processing Applications for Payment.

i. Distribution of the Contract Documents.

j. Submittal procedures.

k. LEED requirements (if applicable).

l. Preparation of Record Documents.

m. Use of the premises and existing building.

n. Work restrictions.

o. Owner's occupancy requirements.

p. Responsibility for temporary facilities and controls.

q. Construction waste management and recycling.

r. Parking availability.

s. Office, work, and storage areas.

t. Equipment deliveries and priorities.

u. First aid.

v. Security.

w. Progress cleaning.

x. Working hours.

3. Minutes: Record and distribute meeting minutes.

C. Preinstallation Conferences: Conduct a preinstallation conference at Project site before each construction activity that requires coordination with other construction.

1. Attendees: Installer and representatives of manufacturers and fabricators involved in or affected by the installation and its coordination or integration with…