Exhibit D CM Guidelines.pdf

CONSTRUCTION MANAGEMENT GUIDELINES Issue #: 12-02-02 * i

TABLE OF CONTENTS

Chapter

1. INTRODUCTION dated 05-01-02

A. Mission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2

B. Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3

C. Responsibilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3

D. Definitions.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6

E. Abbreviations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-11

2. PROJECT MEETINGS dated 05-01-02

A. BOP-CMF Coordination Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2

B. Design Meetings.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5

C. Pre-Construction Meeting.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6

D. Progress Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7

E. Other Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8

Exhibits

3. JOBSITE SECURITY dated 12-02-02 * A. Pre-ConstructionChecklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2

B. Jobsite Security After Construction Starts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5 * C. Union Contracts and Demands. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-6

D. Picketing Situations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-7

E. Safety. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-8

F. Project Signs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9

Exhibits *

4. OFFICE PROCEDURES AND RECORDS dated 05-01-02

A. Reports To Central Office. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3

B. Job Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-4

C. Standard Forms and Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-10

D. Project Procedures Manual. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12

E. Request for Purchase Procedures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-12

F. Construction Administration Office. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-18

G. Vehicle Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-19

H. Accountable Property Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-21

I. Computer Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-22

Exhibits

5. CRITICAL PATH METHOD SCHEDULING dated 05-01-02

A. Critical Path Method Scheduling (CPM). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-2

B. Schedule Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-7

C. Managing with CPM. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-8

Exhibits

CONSTRUCTION MANAGEMENT GUIDELINES Issue #: 12-02-02 * ii

6. CONTRACT PAYMENTS dated 05-01-02

A. Schedule of Values/Budget Cost Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-2

B. Application for Payment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-4

C. Insurance and Bonds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-6

Exhibits

7. CONTRACT CLARIFICATION AND MODIFICATION dated 05-01-02

A. Request for Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-2

B. Supplemental Instructions/Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-3

C. Contract Modifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-4

D. Posting of Contract Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-15

E. Design Errors and Deficiencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-16

Exhibits

8. CONTRACT COMPLIANCE

AND CONSTRUCTION INSPECTION dated 05-01-02

A. Inspections/Reports .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-2

B. Deficiencies and Omissions (DO). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-6

C. Daily Logs/Journals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8-7

Exhibits

9. CONTRACT DISPUTES dated 05-01-02

A. Construction Disputes and Claims. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9-2

B. Construction Disputes /Claims Documentation and Resolution Steps.. . . . . . . . . . . . . 9-15

C. Avoidance/Mitigation of Construction Disputes/Claims. . . . . . . . . . . . . . . . . . . . . . . . . 9-17

10. CONTRACT CLOSEOUT dated 05-01-02

A. Substantial Completion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-2

B. Final Inspection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-4

C. Project Record Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-5

Exhibits

11. CONSTRUCTION SITE CLOSEOUT dated 05-01-02

Introduction.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11.2

A. Turnover. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-2

B. Property . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-5

C. Archiving Project Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-8

D. Construction Site Closeout Checklist: Institution.. . . . . . . . . . . . . . . . . . . . . . . . . . . . 11-11

E. Construction Site Closeout Checklist: Central Office. . . . . . . . . . . . . . . . . . . . . . . . . 11-12

Exhibits

Appendix A: Management Techniques and Conduct dated 05-01-02

Appendix B: Site Review Guidelines dated 01-28-02

Appendix C: Credit Card Procedures dated 05-01-02

Appendix D: Expedition Forms and Logs

Appendix E: [Reserved for CMSS SOW: provided by PM-project specific]

Appendix F: [Reserved for CMSS Exhibit-Monthly Report]

Appendix G: CMSS Exhibit E: Project Procedures Manual dated 08-01-02 *

CONSTRUCTION MANAGEMENT GUIDELINES 05-01-02 *

INTRODUCTION 1-1

Chapter 1

INTRODUCTION

A. MISSION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2

B. OVERVIEW. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3 *

C. RESPONSIBILITIES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3

1. The Central Office. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-3

2. The Construction Administration Office. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5

3. On-Site Staff Responsibilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5

4. SCR/CO Relationship. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5

5. Team Effort. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-5

D. DEFINITIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-6 *

E. ABBREVIATIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-11

INTRODUCTION 1-2

A. MISSION

Mission of the Design and Construction Branch The Design and Construction Branch (DCB) is responsible for budgeting, programming, planning, designing, and constructing new institutions for the Federal Bureau of Prisons (FBOP). The following tasks are included in this responsibility:

• Participation in the Bureau’s long-range capacity expansion planning to identify the need for, and establish the locations of new institutions.

• Preparation of budget estimates and assisting in the development of budget requests related to these institutions.

• Assisting in the site evaluation and acquisition process.

• Developing guidelines and procedures related to the design and construction of new institutions.

• Developing design programs and related technical standards for the development of new institutions.

• Coordination and oversight of the preparation of design and construction documents required to build new institutions.

• Developing contract requirements and coordination with the Property and Construction

Branch for the procurement of any architect/engineer services, construction management services, design-build contracts and/or the construction contracts required to develop these institutions.

• Overseeing and monitoring the activities required to design and construct these institutions.

• Providing technical advice and support within the Bureau and to outside entities related to architectural, engineering, construction, and project management issues.

INTRODUCTION 1-3

B. OVERVIEW *

1. The FBOP has elected to obtain the services for the design and construction of all new * institutions via the design-build process prescribed by FAR Part 36.3. In addition to major * design-build contracts, the project may utilize other construction contracts, such as, 8(a) * procurements. These Construction Management Guidelines have been prepared to * document the processes that are being implemented by the DCB and the Property and * Construction Branch to monitor the implementation of these contracts. In the numerous * technical papers written about design-build, one would learn that this project delivery method * may be in fact the oldest - that of the master builder. The overriding philosophy of the master * builder and design-build centers upon a single point of responsibility for design and * construction. *

2. The design-build entity, referred to as the Design-Builder, can be formed by one or more * companies. Regardless of the entity’s organization, the Design-Builder has been selected * because of their capability to perform the design and engineering work; their resources to * procure the labor, materials, and equipment; and the ability to construct the project. How the * Design-Builder accomplishes this will vary. *

3. The procedures described in this Guideline are oriented to the FBOP administration of the * design-build contract for the new institution. As noted above, the FBOP may also procure * contracts of lesser scope during the same time frame. The Project Manager (PM), Site * Contracting Officer (SCO) and Supervisory Construction Representative (SCR) are tasked * with adjusting documentation and process requirements as necessary to reflect the needs * of the project and to protect the best interests of the Government. *

C. RESPONSIBILITIES

1. The Central Office The project management team (the Project Manager and the Assistant * Project Manager) led by the Projects Administrator is tasked by the DCB Branch Chief to * develop the solicitation package of technical requirements for the project. This technical * package is based upon a project program established by the Branch Chief and when * combined with the contractural requirements developed by the Construction Contracting * Section (CCS), is used to procure the services of a Design-Builder. *

a. The FBOP Solicitation Documents establish the functional and material requirements * of the facility to be designed and constructed by a Design-Builder. The Design-Build *

INTRODUCTION 1-4

Offerors by submitting a proposal confirm their intent to meet the FBOP’s security, * spatial and material requirements. A description of the materials and building systems * proposed for the project must also be included. However, their proposals are schematic * to some extent and are not a complete set of documents for construction. *

b. The DCB Project Manager in his/her role as the Contracting Officer Technical * Representative (COTR), is the primary technical adviser to the Contracting Officer * (CO) during the solicitation and design phases. In this role the PM is the point of * contact for FBOP review comments after the award of the Design-Build contract and * is required to coordinate the analysis of all design proposals received by the CO. The * PM is responsible for advising the CO as to the conformance of the Contractor’s design * proposals with the project requirements. The recommendation of acceptance of the * construction packages by the PM is necessary prior to the CO notifying the Contractor * of a notice to proceed. *

c. Refinements of the Contractor’s final proposal and/or proposed changes by the * Contractor during the design phases must be resolved in the Central Office by the * project management team and the Branch Chief. The onsite project team is tasked with * performing co-reviews and notifying the PM of any questionable variations that differ * from the contract documents. Examples of deviation from FBOP design criteria * guidelines are: the function of building systems or introduction of new systems, the * acceptability of materials identified during the design phase, and/or the arrangement * of building spaces. *

d. Because the documents reviewed and accepted by the FBOP at award were schematic, * it is important to recognize that revisions to preliminary plans and specifications during * design phases are not required to be enacted via contract modifications if both parties * agree the refinement process is in-effect. *

e. The PM’s acceptance of design documents with recommendations provided to the CO * at each stage represents: *

• a reaffirmation of the documents’ compliance with the FBOP’s Minimum * Requirements, *

• documentation of variations to those minimum requirements that have been * identified by the Design-Builder and accepted by the FBOP, and *

INTRODUCTION 1-5

• documentation of the particular materials, work plan and building systems * to be used by the Design-Builder for the project. *

f. Once a design package and its attendant construction issue have been accepted by the * PM, the onsite FBOP Supervisory Construction Representative (SCR) and CMF staff * become the primary monitors of the conformance of the construction with the Contract * Documents and the intent of the FBOP Minimum Requirements. *

g. In accordance with FBOP - Program Statement 4220.05, the following revisions to the * contract documents must be approved by the Central Office: *

C revisions that affect the project schedule, *

C revisions that affect building materials, building systems and/or spatial * arrangements accepted by the FBOP previously, and *

C revisions of specified financial magnitude. *

2. The Construction Administration Office (CAO) The CAO manages the construction process. It provides for delivery of quality projects according to current policy and the

Contract Documents. To accomplish this mission, it is imperative that FBOP staff work as a team with all parties involved.

3. On-Site Staff Responsibilities It is the SCR’s responsibility to ensure the “technical * integrity” of the project during construction and facility acceptance. It is the CO's * responsibility to ensure the contractual integrity of the project. Only the CO can approve or * disapprove contract actions. Although the Contract Documents may indicate that others * (such as the “Project Manager,” or the “Construction Representative”) can approve or * disapprove an action, it is understood that only the CO has this authority. *

4. SCR/CO Relationship Areas of responsibility are, at times, very difficult to isolate and separate, therefore, it is crucial that open communications be maintained. Both individuals should be aware of, and involved in, all project decisions.

5. Team Effort The SCR and CO must initiate and promote an integrated "team" effort for the overall success of the project. The DCB and the PCB support this philosophy and embrace the concept of “partnering” as described within the Technical Design Guidelines. *

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D. DEFINITIONS

1. Approvals “Approvals” in general terms, means acceptance by the CO of a submittal by the * Design-Builder does not, however, relieve the Contractor of responsibility for meeting the * terms of the Contract. Refer to the Technical Design Guidelines for additional clarification. *

2. Architect/Engineer (A/E) An “A/E” is a private Architectural and/or Engineering firm, or their representatives and consultants, who provide architectural and engineering services as well as other design and construction support services for a specific project. References to

“Contractor’s Architect,” or “Architect/Engineer” or “A/E” shall mean the A/E of Record. The

A/E of Record shall also be a Designer of Record for one or more specific design disciplines.

3. Construction Management Firm (CMF) The “Construction Management Firm” and its representatives are under contract with the FBOP to provide inspection and administrative services for a specific project. It is a consultant and advisor to the Government.

4. Construction Package The package consists of the Contractor’s Drawings and * Specifications along with required studies, design reports and other explanatory attachments * for a coordinated portion of the project’s work. It is prepared by the A/E, supporting * Designers of Record and other qualified professional consultants or specialists in * collaboration with the Contractor. The package must be reviewed and accepted by the FBOP * prior to its project use. *

5. Construction Inspector A “Construction Inspector” is a member of the project team * reporting to the SCR located at the construction site. The Construction Inspector is * responsibile for assuring that portions of the work in place complies with the Contract * Documents. The primary focus of the position is to verify the Contractor’s conformance to * all security related requirements. *

6. Construction Representative (CR) The “Construction Representative” is a DCB representative reporting to the SCR located at the construction site. The CR is responsible * for portions of the on-site management of the project. The CR may be designated as a

COTR for construction contracts and construction portions of a design-build contract. The

CR represents the CO for all technical matters that arise under the Contract. Any references in the specificiations such as "Government Representative,” Construction Engineer, INTRODUCTION 1-7

"Contracting Officer's Technical Representative (COTR)," or "Inspector" refers to the CR and/or SCR.

7. Contract Documents “Contract documents” are defined as the Contract between the FBOP and the Contractor, including all referenced documents. For example, at contract award * these are typically the Solicitation Documents, the Final Accepted Proposal, all Amendments, * all Revised Technical and Price Proposals, the Performance Schedule, all Mandatory Options * and Alternate Proposals accepted by the FBOP, including modifications issued after * execution of the Contract.

8. Contract Sum The “contract sum” is the total compensation payable to the Contractor performing the work as originally contracted for, or as subsequently adjusted by modification.

9. Contract Time The “contract time” is the total number of calendar days when the Contractor commences and completes the work to be performed to the degree of completion established * by the Contract, or as subsequently adjusted by modification. *

10. Contracting Officer (CO)/Supervisory Contracting Officer (SCO) The “CO/SCO” is the only official authorized to execute, administer, modify and/or terminate the Contract on behalf of the Government; including a duly appointed successor. They are the only persons with signatory authority and final authority for payments.

11. Contracting Officer's Technical Representative (COTR) The “COTR” is a FBOP representative with expertise in a technical area pertinent to the Contract. The COTR acts as a liaison between the Contractor and the CO. The CO appoints the COTR in writing and specifies the limitations of authority. The COTR does not have the authority to commit the

Government on matters that affect the terms and conditions of the contract [e.g., statement of work, price, schedule, (see also PM, SCR, and CR)]. The COTR is responsible for:

monitoring the technical performance of the Contractor; providing technical clarifications and directions to the Contractor; reviewing and recommending approval/disapproval of Contractor payments; reporting on project status and the Contractor’s performance to the CO.

12. Contractor The “contractor” is the individual, partnership, or corporation that contracts to provide all labor, material, and services required in a Construction or Design-Build Contract.

13. Design-Build Contract The “Design-Build Contract” represents the entire and integrated * agreement between the FBOP and the Contractor, and supersedes all prior negotiations, * representations, or agreements, either written or oral. The Contract may be amended or * changed only by written modification. This Contract represents the culmination of the *

INTRODUCTION 1-8

procurement action used for Design-Build Contracts. A Request For Purchase (RFP) for a * Design-Build Contract will state project requirements, criteria and evaluation factors. The * RFP provides the information and format necessary for the Offerors to submit proposals. The * Proposal is the Offeror’s response to the RFP. A change to a Proposal may be made after * the RFP closing date, at the request of or as allowed by the CO as the result of negotiations. * The Proposal from the successful Offeror will become part of the official Design-Build * Contract. *

14. Direct Where not otherwise explained, terms such as “direct,” “authorized,” “required,”

“accepted,” “approved,” “requested,” are understood to be associated with the CO’s authority.

However, no such implied meaning will be interpreted to extend the CO’s responsibility into the Contractor’s area of construction supervision.

15. Designer(s) of Record Member(s) of the Design-Build Contractor’s organization or team * providing design services for one or more design disciplines is the “Designer(s) of Record.” * The Designer of Record may be the A/E of Record, or provide other design services in * conjunction with the A/E of Record. References to A/E, “Architect” or “Engineer” shall mean * the Designer of Record for the applicable discipline. *

16. Design-Build Contractor (DBC) The “DBC” is the sole proprietorship, partnership, joint * venture, corporation, or other legal entity under contract to provide all labor, material, and * services required in the Contract, including but not limited to design services and * construction. References to “Contractor” shall mean the Design-Build Contractor. For the * design services, the Contractor’s organization includes the Architect/Engineer (A/E) of * Record, as well as a Designer of Record for each design discipline. *

17. Drawings The “drawings” are graphic and pictorial portions of the Contract Documents, wherever located and whenever issued, showing the design, location, and dimensions of the

Work. They include plans, elevations, sections, details, schedules, and diagrams.

18. Expedition (EXP) “Expedition” is the administrative computer software package used by * the FBOP onsite project team to record and track the records associated with a design-build * or construction contract. *

19. Furnish "Furnish," unless specifically limited in context, means: furnishing to the project site the contracted items specified, including unpacking and assembly. “Owner-furnished/Contractor installed” items shall be unloaded, unpacked, and properly stored or turned over to the Contractor upon delivery. Assembly and installation as required, shall be by the Contractor.

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20. Indicated “Indicated” is the term used to cross-reference graphic representations, notes or schedules on drawings and other paragraphs or schedules in the specifications. Terms such as “shown,” “noted,” “schedule,” and “specified” are used to help the reader locate cross-references, and no limitation of location is intended except as specifically noted.

21. Install “Install” mean incorporating into the Work. It includes all necessary labor, materials, equipment, and connections to perform the work indicated.

22. Installer An “Installer” is a skilled entity [person(s) or firm] engaged for performance of a specific unit of work at the project site; including installation, erection, application, etc.

23. Limits of Construction The “Limits of Construction” is space available to the Contractor for performance of the Work, either exclusively or in conjunction with those performing other work as part of the project. It is the extent of the project site shown in the Contract

Documents. It may not be the same as the description of the land upon which the project is to be built.

24. Project Manager (PM) The PM is a FBOP representative located in the Central Office, responsible for the overall management of a project or assigned phases of a project. This position supervises the DCB on-site staff through the SCR and oversees operations when assigned the responsibility for the construction phase of a project. The PM serves as an advisor to the CO. The PM is normally assigned as COTR for acquisition of A/E, CMF, or other consultant services, and design-build contracts.

25. Provide “Provide” means to furnish and install.

26. Samples “Samples” are physical examples furnished by the Contractor to illustrate materials, equipment, or workmanship, and assist in the establishment of standards by which the Work will be judged.

27. Shop Drawings “Shop Drawings” are drawings, diagrams, illustrations, fabrications, schedules, performance charts, brochures, and other data prepared by the Contractor or any subcontractor, manufacturer, supplier, or distributor, to illustrate some portion of the Work.

28. Special Conditions “Special Conditions” refers collectively to all sections in Division 1, General Requirements, contract clauses and special contract requirements when used in the specifications.

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29. Specialist A “Specialist” is a person or firm of established reputation in providing the work required. Where the contract requires installation by a specialist, that term shall also mean either the manufacturer of the item, an individual or firm licensed by the manufacturer, or an individual or firm who will perform the work under the manufacturer’s direct supervision.

30. Specifications “Specifications” are the portion of the Contract Documents consisting of written requirements for materials, equipment, construction systems, standards and workmanship for the Work, and performance of related services.

31. Subcontractor “Subcontractor” includes only those having a direct contract with the

Contractor. It also includes one who furnishes material worked to a special design according to the plans or specifications of the Work (e.g. Steel Contractors) but does not include one who solely furnishes material as a supplier.

32. Substantial Completion “Substantial Completion is a term used when the project (or designated portion) is completed in accordance with the Contract Documents to the degree that it can be used by the Government for its intended purpose to house and secure inmates.

See Chapter 10 for more information and required prerequisites for determination of substantial completion.

33. Supervisory Construction Representative (SCR) A “SCR” is the senior DCB staff member at a project construction site with overall responsibility for the site operations and supervision of other DCB site staff and consultants. The SCR is typically assigned as a

COTR for construction contracts and construction portions of design-build contracts.

34. Work “Work” means the construction and services required by the Contract Documents, whether completed or partially completed. It includes all labor, materials, equipment, plant, and services provided or to be provided by the Contractor to fulfill the Contractor's obligations. The work may constitute the whole or a part of the project.

35. Written Notice “Written Notice” shall be deemed to have been served when delivered in person to the individual or to a member of the firm, or to an officer of the corporation for whom it was intended, or if delivered to or sent by certified mail with return receipt requested to the last known business address for that entity.

36. 8(a) Contract An “8(a) Contract” is a contract awarded to small business concerns owned by economically and socially disadvantaged individuals that are facilitated through Section

8(a) of the Small Business Act (.01).

INTRODUCTION 1-11

E. ABBREVIATIONS

A/E Architect/Engineer

ASI A/E Supplemental Instruction

CAO Construction Administration Office

CCS Construction Contracting Section

CMF Construction Management Firm

CO Contracting Officer

COTR Contracting Officer's Technical Representative

CPC Contractor Proposed Change

CPM Critical Path Method (Construction Scheduling)

DBC Design-Build Contractor

DO Deficiencies or Omissions

EXP Expedition Software — Bureau Edition

FO Field Observation Report

IGE Independent Government Estimate

MOD Modification to Contract

MPR Modification Proposal Request

NTE Not To Exceed

NTP Notice to Proceed

P3 Primavera Project Planner

PM Project Manager

PPM Project Procedures Manual

RCA Request for Contract Action

RFI Request for Information

RP Request for Purchase

SCO Supervisory Contracting Officer

SCR Supervisory Construction Representative

SOW Statement of Work

TIA Time Impact Analysis

TA Technical Analysis

ULT Unilateral Modification to Contract

UNO Unless Noted Otherwise or Unless Otherwise Noted (UON)

PROJECT MEETINGS 2-1

Chapter 2

PROJECT MEETINGS

A. BOP-CMF COORDINATION MEETINGS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2 *

1. BOP-CMF Coordination Meeting #1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-2 *

2. BOP-CMF Coordination Meeting #2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4 *

3. Staff Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4

B. DESIGN MEETINGS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5 *

1. Packages and Phases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5 *

2. Design and Schedule Acceptance Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-5 *

3. Documentation of Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6 *

C. PRE-CONSTRUCTION MEETING.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6

1. Purpose and Objectives. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-6

D. PROGRESS MEETING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7 *

1. Purpose and objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7 *

2. Attendees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7 *

3. Minutes .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7

4. Disputes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7

5. Owner/Design-Builder Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-7

E. OTHER MEETINGS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8

1. Pre-Installation Meetings.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8

2. Fragnet Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8 *

3. Schedule Update/Pay Application Meeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8 *

4. Negotiation Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-8

5. Deficiency & Omission Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9 *

6. Special Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9

7. Meeting Minutes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-9

Exhibits

EXH- 2.1 Pre-Construction Meeting Agenda

EXH- 2.2 Record of Attendance (Sign-In Sheet)

PROJECT MEETINGS 2-2

A. BOP/CMF COORDINATION MEETINGS *

1. BOP-CMF Coordination Meeting #1 *

a. This joint meeting should be scheduled at the earliest date possible after mobilization * of the CMF onsite management staff including the CMF Field Manager (FM) and other * onsite CMF managers. The FBOP project team (PM, CO, SCR, CR’s, Inspectors) shall * meet with these CMF staff to review major responsibilities as described within the CMF * SOW and the objectives for the project team. The development of the Project * Procedures Manual (PPM) shall also be discussed. This initial meeting may be held at * the venue of other project meetings in order to consolidate travel schedules of the team * members. *

b. The PM and SCR shall lead a review of the major aspects of the project program, * specific site constraints and/or features that must be addressed by the DBC. Other * items to be resolved early in the project are: the review and acceptance of the * Contractor’s schedule of values, conduct of the FBOP project team during the Design * Reviews and other regular meetings, and the DBC performance schedule. *

c. The PM shall outline the procedures for reviewing the design package submissions. *

These procedures include, for example: *

C Use of the standard comment/response form included within the CMF SOW. *

C Comparison of proposal elements with solicitation materials to confirm applicability * of comments prior to forwarding to PM. *

C Discussion of proposal elements out of conformance with the Contract to * determine the benefits of their acceptance to the FBOP. The PM shall be notified * of any that are recommended by the CMF and SCR for acceptance and obtain the * necessary approvals for those that are supported by the Project Management * Team. *

d. The PM and CO shall review the policies and procedures required by their respective offices concerning:

C contract modifications, PROJECT MEETINGS 2-3

• interpretation of contract documents, *

• approval prerogatives regarding changes to performance schedules and changes * in contract amounts, *

• reporting formats and schedules (site office to Central Office), *

• and other administrative or procedural items requiring joint discussion. *

e. The CO, PM and SCR shall review the major tasks/duties/responsibilities of the CMF * as reflected in the CMF SOW and these Construction Management Guidelines and * clarify any questions from the CMF staff assigned to the project. The importance of * defining how the FBOP position on an issue is to be conveyed to the DBC and the * need to present a united FBOP front will be emphasized. *

f. The agenda should include a discussion of significant items of concern or of * consequence that either party has experienced on design-build projects previously, * such as: *

C The design documents submitted by the DBC at any phase of the project, from * the accepted Final Proposal (prior to Award) and each subsequent design * submission, represent what the Contractor intends to construct. *

C The FBOP Minimum Requirements must be met. If an item that exceeded the * Minimum Requirements in material or performance was included in the * Contractor’s accepted Final Proposal, that item or an item with similar * characteristics is included in the contract. The Contractor does not have the right * to revert to a lesser standard of quality or performance during the design phase * or later in the construction process, without the approval of the SCO and * consideration given to the Government. *

C However, if the Government cannot make a convincing case that an item * or level of quality was stated or inferred by the Solicitation Documents, a * resolution via negotiation of a contract modification to reach a fair and * equitable adjustment of the contract should be considered. *

PROJECT MEETINGS 2-4

2. BOP-CMF Coordination Meeting #2 *

a. At the earliest date possible after the mobilization of the majority of the CMF * onsite inspection staff, the FBOP project team shall meet with all onsite CMF * staff to review major responsibilities and objectives for the project during the * major construction phase. *

b. This meeting is a follow-up to Meeting #1 on or about the time that significant * construction and the increase in receipt of submittals is occurring, and will reflect * the "lessons learned" of the project team to-date and a review of the roles of the * expanded group of onsite staff. *

3. Staff Meetings *

a. Staff meetings will be conducted on a regular basis to discuss current issues for * the project and the daily running of the construction office, e.g.: *

C conveying updates in FBOP required procedures, *

C discussion of corrections that are needed in application of existing * processes, *

C discussion of recurring problems that are being noted, *

C identification of problems team members are having implementing required * procedures, *

C open floor re: items of concern by anyone, *

C potential joint training of project staff (PM, SCR, CO and FM shall * determine participants, especially if offsite), and *

C issues that are typical of an office environment regarding office cleanup, * security or administration of office procedures. *

b. The meeting agendas are to be jointly developed by the SCR, CO and FM. *

PROJECT MEETINGS 2-5

B. DESIGN MEETINGS *

1. Packages and Phases The DBC is required to develop two (2) design packages, Package * A and Package B in addition to any early site work package. Each Package A and B shall * have a Preliminary Design Submission and a Final Design Submission and each shall contain * all appropriate plans and specifications needed to define the scope of work within that * package. The DBC shall determine what portions of the work to include in each package. *

Typically the Contractors on previous projects have included long-lead items and groups of * buildings with similar construction methods in Package A. The remainder of the Work is * included in Package B. An early site work package may be utilized for construction activities * such as: erosion control measures, clearing and grubbing, construction access roads, * temporary utilities, grading, environmental mitigation, surveying, geotechnical investigations, * site security measures, and installation of field office facilities. The early site work package * is not intended to include design items for construction that require extensive FBOP review * and comment and should be rejected if design items are included. *

An orderly acceptance and approval of Packages is a critical function managed by the PM. * Some Contractors propose more design packages than prescribed by the Solicitation * Documents, however, this approach is deemed not desirable by the FBOP. The DCB Chief * of Technical Support must be included in any decision allowing this in order to evaluate the * staff resources necessary to maintain consistencies in reviews among active projects. *

2. Design and Schedule Acceptance Meetings The PM and DBC Project Manager shall * schedule review meetings in accordance with the requirements of the Technical Design * Guidelines. These meetings are extensive and cover a wide range of topics that must be * resolved prior to the CO granting a notice to proceed for construction. The schedule exhibit * prepared by the FBOP and included within the Design-Build Solicitation required that several * items be “piggy-backed” for discussion in order to consolidate submittals, reviews and travel * by participants. *

a. The PM shall coordinate the dates for formal and informal meetings with his/her * counterpart with the DBC. *

b. Examples of topics to be addressed are: design submissions and reviews, project * schedule requirements and progress meetings (primarily for FBOP to review documents * in-process at the place of production; also held to discuss specific project issues). *

PROJECT MEETINGS 2-6

c. It is preferred that both the SCR and FM attend each of these meetings along with any * technical expert consultants that have been involved in the process. This is especially * important regarding the series of actions that involve finalizing cost and manpower * loading of the CPM schedule. *

d. Design submissions shall be transmitted to both the PM in the Central Office and the * SCR at the same time to allow their co-reviews to occur simultaneously. *

e. DBC presentations of the final designs for each package will be held in Washington, * D.C. in order to allow participation by FBOP senior management. Advance notice will * be provided by the PM. *

3. Documentation of Meetings The Contractor is responsible for providing an agenda for meetings that involves their design and schedule reviews and submissions as well as preparing and distributing the meeting minutes and tracking all items until final resolution.

FBOP project team members will review the meeting minutes for accuracy and completeness.

All comments are to be forwarded to the PM for his/her action with the DBC. A complete record of submissions and correspondence shall be kept at the site office.

C. PRE-CONSTRUCTION MEETING

1. Purpose and Objectives The SCO shall schedule and conduct a pre-construction and * organizational meeting prior to or at the time of receipt of the Notice to Proceed for each * Construction Package. The primary objective of the meeting is to familiarize the DBC with * FBOP policies and procedures that are to be observed during performance of the work.

The meeting should be held at a convenient location to the project or at the project site and * the SCO shall arrange for a record of the meeting to be taken and distributed to all * concerned. It also provides an opportunity to discuss joint onsite meetings and early critical * submissions, lines of communication, and operational procedures, e.g., labor interviews, * payroll submissions, affirmative action requirements, etc. The primary onsite management * staff for the DBC as well as all members of the FBOP Project Team should attend. Typical * pre-construction meeting topics and a sample agenda can be found in the Exhibits at the end * of this chapter. *

PROJECT MEETINGS 2-7

D. PROGRESS MEETINGS (Construction Phase)

1. Purpose and Objectives Weekly Progress Meetings will be held at the project site, * preferably on days that allow Central Office staff to attend. This allows time to reflect on the * week's progress, and plans can be made to improve future performance if necessary. The * SCO presides with assistance from the SCR. Typical progress meeting topics and a sample * agenda can be found in the Expedition examples in the Appendix. *

2. Attendees *

a. FBOP: SCR, Construction Representatives and Contracting Officers, CMF Field * Manager and any other CMF staff relevant to the discussion items. *

b. Design Build Contractor: Project Manager, Superintendent, Quality Control Engineer * and one representative of the A/E of Record. When practical, the design representation * should be based on the current issues effecting the project. *

3. Minutes Distribution of the meeting minutes prepared by the CMF should be made promptly to the attendees to enable each individual to react to the items before the next meeting. An * audio taping of each meeting will be taken by the CMF, labeled with the meeting number and * date, and filed appropriately. *

4. Disputes All meetings must be conducted in an orderly manner. Content shall be well organized and meetings kept short and to the point. When concluding the meeting, inform all parties of the date, time, and location of the next meeting, and adjourn. Schedule follow-up meetings as necessary to address any unresolved issues.

5. ODB Meeting One (1) progress meeting each month will be designated as an * Owner/Design- Builder Meeting or ODB Meeting. These meetings will provide a management level review of the Contractor's operations, assessment of progress and schedule, discussion and resolution of problems, and coordination of the activities of all parties concerned.

ODB meetings should be conducted in the same manner as the weekly progress meetings.

Participants should be authorized representatives with full authority to participate in problem solving and decision making and are typically the onsite Project Team for all parties as well as the home office managers. The DBC and other team members are required to submit requested agenda items for this meeting two (2) calendar days in advance of the meeting.

PROJECT MEETINGS 2-8

This meeting is chaired by the SCO who will prepare and distribute the minutes. The minutes should be completed and distributed no later than three (3) calendar days after the conclusion of the meeting. In addition to the documentation of the meeting, the minutes will include the date, time and place of the meeting and the names of all attendees and their respective affiliations.

A sign-in sheet with spacing for participant’s name, title, company, and telephone number will be provided at each meeting. All attendees will complete the information requested on the form. At the completion of the meeting, the form will be attached to a copy of the meeting minutes located within the project files.

E. OTHER MEETINGS

1. Pre-Installation Meetings Pre-Installation Meetings will be conducted by the Contractor for each major element of construction as specified. A representative of the FBOP and the CMF shall attend. Meeting minutes will be supplied by the DBC.

2. Fragnet Meetings As required by the contract documents, Fragnet Meetings will be held * to review change modifications, potential delays, delays, or requested revisions to the * schedule. Attendees shall include the CO, SCR, CMF Field Manager, (and a CMF Scheduler * as necessary to support the CMF’s obligations) and the Contractor’s Representative that is * authorized to make decisions regarding prosecution of the work and schedule management. * All parties shall sign and date the proposed fragnet indicating approval for incorporation into * a copy of the current accepted Project Schedule. The DBC and CMF shall maintain the * working copy of the current accepted Project Schedule incorporating the fragnets throughout * the month. *

3. Schedule Update / Pay Application Meeting The DBC shall meet with the SCO, SCR and *

CMF Field Manager (and a CMF Scheduler as necessary to support the CMF’s obligations) * each month at a Schedule Update Meeting to review actual progress made through the data * date. A review of the draft pay application from the DBC on or about the same time will * improve the coordination of both submittals. Refer to Chapter 6-CONTRACT PAYMENTS, * for additional information regarding the processing of pay applications. *

4. Negotiation Meetings Negotiation Meetings will be conducted by the SCO as necessary to negotiate with the DBC a fair and reasonable price (increase or decrease) for any change, PROJECT MEETINGS 2-9 modification, adjustment, or work not included in the original contract documents. The SCO may be assisted by any member(s) of the FBOP Project Team. *

5. Deficiency and Omission Meetings This meeting will be scheduled and conducted as * necessary by the SCR to discuss the Contractor’s plan for corrective action or the status of * all DO’s. *

6. Special Meetings Special Meetings will be conducted as necessary by the SCR or SCO and the CMF Field Manager for issues that may require the coordination of other contracts involving site utilities, owner-furnished equipment/material, training, inspections, punch lists, move-in and operational procedures.

7. Meeting Minutes Preparation of the meeting agenda and providing typed meeting minutes * shall comply with the FBOP Requirements. Meeting minutes will be typed from either written * notes or cassette tapes. Normally, typed meeting minutes will be issued to all attendees within three (3) calendar days. Attendees should be allowed to comment. The CMF will fulfill this responsibility for all FBOP originated meetings.

CO…