01781 project record documents.pdf

RENOVATION OF BUILDING #3 WR#HQC 90298

NIH, BETHESDA, MARYLAND WFT#09033.NIH.A

PROJECT RECORD DOCUMENTS 01781 - 1

BID SET JANUARY 08, 2010

SECTION 01781 - PROJECT RECORD DOCUMENTS

PART 1 - GENERAL

1.1 SUMMARY

A. This section includes administrative and procedural requirements for Project Record Documents. Required Project Record Documents include the following:

1. Marked-up copies of Contract Drawings.

2. Marked-up copies of Shop Drawings.

3. Newly prepared drawings.

4. Marked-up copies of Specifications, addenda, and Change Orders.

5. Marked-up Product Data submittals.

6. Construction Photographs

7. Record Samples.

8. Miscellaneous Record Submittals.

9. Electronic media containing complete set of Project Record Documents specified, except

Record Samples.

B. Project Record Documents and samples are to be stored by the Contractor in the field office apart from the Contract Documents used for construction. Project Record Documents are not to be used for construction purposes. Record Documents shall be maintained in good order and in a clean, dry, legible condition and available at all times for the Project Officer’s inspection.

1.2 SUBMITTALS

A. Record Drawings: Comply with the following:

1. Number of Copies: Submit copies of Record Drawings as follows:

a. Initial Submittal: Prior to the Pre-final Acceptance Inspection, submit one set of corrected Record Reproducible Drawings and one set of marked-up Record Prints to the Project Officer along with one complete electronic copy on DVD disc, clearly labeled with Project Name and contents. Project Officer will initial and date each reproducible and mark whether general scope of changes, additional information recorded, and quality of drafting are acceptable. The Project Officer will return reproducibles for correction and organizing into sets, printing, binding, and final submittal.

b. Final Submittal: After Substantial Completion and prior to final payment, submit one set of marked-up Record Prints and two sets of Record Reproducibles, incorporating all comments provided with return of the initial submission. Print each Record Drawing and Record Reproducible, whether or not changes and additional information were recorded. In addition, submit complete electronic copy on DVD disc, clearly labeled with Project Name, contents, and the phrase “FINAL

SUBMITTAL – RECORD DOCUMENTS”.

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B. Record Specifications: Submit two copies of Record Specifications, including addenda and contract modifications. In addition, submit complete electronic copy on DVD disc, clearly labeled with Project Name, contents, and the phrase “FINAL SUBMITTAL – RECORD

DOCUMENTS”.

C. Record Product Data: Submit two copies of each Product Data submittal. In addition, submit complete electronic copy on DVD disc, clearly labeled with Project Name, contents, and the phrase “FINAL SUBMITTAL – RECORD DOCUMENTS”.

1. Where Record Product Data is required as part of operation and maintenance manuals, submit marked-up Product Data as an insert in the manual instead of submittal as Record Product Data.

PART 2 - PRODUCTS

2.1 RECORD DRAWINGS

A. Record Prints: During construction, maintain a set of blue or black-line white prints of Contract Drawings and Shop Drawings for Project Record Document purposes.

1. Mark Project Record Drawings to show the actual installation where the installation varies from the installation shown originally. Give particular attention to information on concealed elements that would be difficult to identify or measure and record later. Items required to be marked include, but are not limited to, the following:

a. Dimensional changes to the Drawings.

b. Revisions to details shown on the Drawings.

c. Locations and depths of underground utilities.

d. Revisions to routing of piping and conduits.

e. Revisions to electrical circuitry.

f. Actual equipment locations.

g. Duct size and routing.

h. Locations of concealed internal utilities.

i. Changes made by Change Order or Construction Change Directives.

j. Changes made following the Project Officer's written orders.

k. Details not on original Contract Drawings.

2. Mark record prints of Contract Drawings or Shop Drawings, whichever is most capable of showing actual physical conditions, completely and accurately. Where Shop Drawings are marked, show cross-reference to and mark Contract Drawings location.

3. Where Contract Drawings or Shop Drawings cannot be modified to clearly indicate the actual conditions, prepare new drawings as specified in the section.

4. Mark record sets with red erasable colored pencil. Use other colors to distinguish between changes for different categories of the work at the same location.

5. Mark important additional information that was either shown schematically or omitted from original Drawings.

6. Note alternate numbers, Change Order numbers, and similar identifications.

7. Responsibility for Markup: The individual, installer, subcontractor or other entity who obtained the record data shall prepare the markup on record drawings.

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a. Accurately record information in an understandable drawing technique.

b. Record data as soon as possible after obtaining it. Record and check the markup prior to enclosing concealed installations.

B. Record Reproducibles: Prior to Final Acceptance, review completed marked-up record prints with the Project Officer. When authorized, prepare a full set of corrected reproducibles of the Contract Drawings and Shop Drawings.

1. Reproducibles shall be based on approved record prints incorporating changes and additional information previously marked on the record prints. Format shall be as specified for record prints.

2. NIH will furnish the Contractor with one set of reproducibles of original Contract Drawings for use in recording changes and additional information. Other printing is the Contractor's responsibility.

3. The Contractor is responsible for printing original Contract Drawings and other drawings as required to produce reproducibles. The Project Officer will make original Contract Drawings available to the Contractor's print shop.

4. Review of reproducibles: Before copying and distributing copies of the corrected drawings, submit corrected reproducibles with the original marked-up prints to the Project Officer for review and acceptance of the general extent of changes, additional information recorded and quality of drafting. If acceptable, the Project Officer will return reproducibles and the original marked-up prints to the Contractor for organizing into sets, printing, binding, and final submittal.

5. Copies and Distribution: After completing the preparation of Reproducible record drawings, print three blue- or black-line prints of each drawing, whether or not changes and additional information were recorded. Organize the copies into manageable sets.

Bind each set with durable-paper cover sheets. Include appropriate identification, including titles, dates, and other information on the cover sheets.

a. Organize and bind original marked-up set of prints that were maintained during the construction period in the same manner.

b. Organize record reproducibles into sets matching the print sets. Place these sets in durable tube-type drawing containers with end caps marked with suitable identification.

c. Submit the marked-up record set, reproducibles, and the copy sets to the Project Officer for NIH records.

d. Provide complete set of record project drawings in electronic media in accordance with software and CAD standards specified or as directed by Project Officer.

C. Newly Prepared Record Drawings: Prepare new drawings instead of following procedures specified for preparing record drawings where new drawings are required when neither the original Contract Drawings nor Shop Drawings are suitable to show the actual installation.

New drawings may be required when a Change Order is issued as a result of accepting an alternate, substitution, or other modification.

1. Provide Drawings in a scale that allows for the scope of detailing and notations required to record the actual physical installation and its relationship to other construction.

2. When completed and accepted, integrate newly prepared Drawings with the previous procedures specified for organizing, copying, binding and submitting record drawings.

3. Provide in hard copy and electronic media as specified for Record Project Drawings.

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D. Format: Identify and date each Record Drawing; include the designation "PROJECT RECORD DRAWING" in a prominent location.

1. Record Prints: Organize Record Prints and newly prepared Record Drawings into manageable sets. Bind each set with durable paper cover sheets. Include identification on cover sheets.

2. Record Reproducibles: Organize into unbound sets matching Record Prints. Place reproducibles in durable tube-type drawing containers with end caps. Mark end cap of each container with identification. If container does not include a complete set, identify Drawings included.

3. Identification: As follows:

a. Project name.

b. Date.

c. Designation "PROJECT RECORD DRAWINGS."

d. Name of Architect.

e. Name of Contractor.

f. Name of Project Officer.

2.2 RECORD SPECIFICATIONS

A. During the construction period, maintain three copies of the Project Specifications, including addenda and other modifications issued, for Project Record Document purposes.

1. Mark the Specifications to indicate the actual installation where the installation varies from that indicated in Specifications. Note related project record drawing information, where applicable. Give particular attention to substitutions, selection of product options, and information on concealed installations that would be difficult to identify or measure and record later.

a. In each Specification section where products, materials or units of equipment are specified or scheduled, mark the copy with the proprietary name and model number of the product furnished.

b. Record the name of the manufacturer, supplier, installer, and other information necessary to provide a record of selections made and to document coordination with record Product Data submittals and maintenance manuals.

2. Upon completion of markup, submit Record Specifications to the Project Officer for NIH records.

2.3 RECORD PRODUCT DATA

A. During the construction period, maintain one copy of each Product Data submittal for Project Record Document purposes.

1. Mark Product Data to indicate the actual product installation where the installation varies substantially from that indicated in Product Data submitted. Include significant changes in the product delivered to the site and changes in manufacturer's instructions and recommendations for installation.

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2. Give particular attention to information about concealed products and installations that cannot be readily identified and recorded later.

3. Note related Change Orders and markup of Record Drawings, where applicable.

4. Upon completion of markup, submit a complete set of record Product Data to the Project

Officer.

5. Where record Product Data is required as part of operation and maintenance manuals, submit marked-up Product Data as an insert in the manual instead of submittal as record Product Data.

2.4 RECORD SAMPLE SUBMITTAL

A. Immediately prior to the date of Substantial Completion, the Contractor shall meet with the Project Officer at the site to determine which of the Samples maintained during the construction period shall be transmitted to NIH for record purposes.

B. Comply with the Project Officer’s instructions for packaging, identification marking and delivery to the NIH sample storage space. Dispose of other samples in a manner specified for disposing of surplus and waste materials.

2.5 MISCELLANEOUS RECORD SUBMITTALS

A. Refer to other specification sections for miscellaneous record-keeping requirements and submittals in connection with various construction activities. Prior to Final Acceptance, assemble completed miscellaneous records and place in good order, properly identified and bound or otherwise organized to allow for use and reference.

B. Submit to the Project Officer for NIH records.

C. Miscellaneous records include, but are not limited to, the following:

1. Survey showing locations and elevations of underground lines.

2. Invert elevations of drainage piping.

3. Authorized measurements utilizing unit prices or allowances.

4. Records of plant treatment.

5. Ambient and substrate condition tests.

6. Certifications received in lieu of labels on bulk products.

7. Batch mixing and bulk delivery records.

8. Testing and qualification of tradespersons.

9. Documented qualification of installation firms.

10. Inspections and certifications by governing authorities.

11. Construction photographs and videotapes.

12. Certifications of final disposition/treatment /disposal of wastes.

13. Final inspection and correction procedures.

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PART 3 - EXECUTION

3.1 RECORDING AND MAINTENANCE

A. Recording: Maintain one copy of each submittal during the construction period for Project Record Document purposes. Post changes and modifications to Project Record Documents as they occur; do not wait until the end of Project.

B. Maintenance of Record Documents and Samples: Store Record Documents and Samples in the field office apart from the Contract Documents used for construction. Do not use Project Record Documents for construction purposes. Maintain Record Documents in good order and in a clean, dry, legible condition, protected from deterioration and loss. Provide access to Project Record Documents for the Project Officer’s reference during normal working hours.

END OF SECTION 01781