Simpson Park Community Center Weatherproofing, Roof Repairs and Roof Coating

1725 Martin Luther King Jr. Avenue, Lakeland, Florida 33805

Project Manual

Prepared for:

THE CITY OF LAKELAND

228 S. Massachusetts Avenue, Lake, Florida 33801

BID AND CONSTRUCTION

March 19, 2026

Prepared By:

PBA DESIGN GROUP, INC.

2742 JASON STREET

TAMPA, FLORIDA, 33619

Table of Contents Page 1 of 1

CITY OF LAKELAND

Simpson Community Center Weatherproofing, Roof Repairs and Roof Coating

PROJECT MANUAL

DIVISION 0 – PROCUREMENT AND CONTRACTING REQUIREMENTS

By Owner

DIVISION 1 - GENERAL REQUIREMENTS

Section 01 11 00 Summary of Work and Work Restrictions Section 01 17 10 Grounds Cleaning Section 01 25 00 Substitution Procedures Section 01 26 00 Change and Clarification Procedures Section 01 29 00 Payment Procedures Section 01 32 33 Photographic Documentation Section 01 33 00 Submittal Procedures Section 01 45 00 Quality Control Requirements Section 01 51 00 Temporary Facilities and Controls Section 01 77 00 Close Out Procedures

DIVISION 2 - SITEWORK

NOT USED

DIVISION 3 - CONCRETE

NOT USED

DIVISION 4 - MASONRY

Section 04 23 00 Glass Unit Masonry (Repointing)

DIVISION 5-6

NOT USED

DIVISION 7 - THERMAL AND MOISTURE PROTECTION

Section 07 56 00 Fluid Applied Roof Coatings Section 07 90 00 Sealants Section 07 90 01 Stucco Crack Repair

DIVISION 8 – OPENINGS

08 80 00 Wet Glazing

DIVISION 9 – FINISHES

Section 09 91 23 Exterior Paint Systems

DIVISIONS 10 – 32

NOT USED

To the best of my knowledge, these drawings and the project manual are complete and comply with the Florida Building Code.

PBA Design Group, Inc.

2742 Jason Street Tampa, FL 33619, 813-626-2540

Certificate of Authorization No. AA26003393

01 11 00 Summary of Work and Work Restrictions Page 1 of 5

SECTION 01 1100 SUMMARY OF WORK AND WORK RESTRICTIONS

PART 1 – GENERAL

1.1 RELATED DOCUMENTS

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

Requirements for temporary facilities are described elsewhere in this Specification.

1.2 SUMMARY

Section Includes:

Project Information Work covered by Contract Documents Work Restrictions and Phasing of the Work Construction and Sequence Schedule Protection of the Work and Adjacent Property Weather Related Delays Construction Access and Facilities Work by the Owner Owner Occupancy

1.3 WORK COVERED BY THE CONTRACT DOCUMENTS

A. Project Description: Exterior painting, weatherproofing, roof coating, and related work

B. Contract Documents: Contract documents are defined in the General Conditions of the Contract, and include the following:

Construction Drawings as referenced in the Contract for Construction Construction Specifications as referenced in the Contract for Construction Addenda

C. Type and Form of Contract:

1. Except as otherwise indicated, all work under this contract will be under a single prime

Contract between the Owner and the Contractor.

1.4 WORK RESTRICTIONS AND PHASING OF THE WORK

A. The Contractor is required to plan the work to avoid disrupting the building operations. The Contractor shall schedule the work with the input of the Owner’s project representative and shall ensure that work activities are coordinated to avoid disruptive work while the facility is in operation. The Contractor understands that he may be asked to stop any work activity if the activity proves to be a nuisance. Disruptive activities include those which generate odor, vibration, or dust.

01 11 00 Summary of Work and Work Restrictions Page 2 of 5

B. Work is to be performed during daytime hours to the extent that facility functions are not disrupted. Normal work hours are weekdays from 6 am to 6 pm except as otherwise approved in advance by the Owner.

C. Work by Others: refer to the Drawings for information related to Work being performed concurrently under separate contracts and work by the Owner.

D. The Contractor will not interrupt access to the site, access to the buildings, or use of any facility, driveway or parking area except as permitted by the Owner.

E. Keep all sidewalks, parking areas, emergency exits, gates, and ramps free of obstructions, tools, equipment and debris. Provide temporary directional signage for visitors when necessary.

F. The Contractor will not interrupt power, lighting, low voltage systems, safety systems, and plumbing, telephone, or HVAC services without advance written Owner approval.

G. Work and storage areas are to be fenced with 6’ high temporary chain link fencing unless otherwise noted on these plans or approved in writing, in advance of construction.

Temporary fencing and barricades are to be maintained through Substantial Completion.

The Contractor is responsible to ensure that the work area is secure, and to ensure the safety of students, staff and visitors.

H. The work may not impact occupancy and use of any facility, including systems noted above.

I. The Contractor is required to provide a full-time Superintendent. This individual must be a direct employee of the prime Contractor, whose sole duty is to oversee the Work. This role may not be delegated to a subcontractor or working crew member. Materials may not be delivered, and work may not be performed when the Superintendent is not on site.

J. Communications: Construction Workers and delivery personnel are prohibited from communicating with staff and students at the job site. All communication is to be routed to the Design Professional.

a. In the event of an emergency at the job site, the jobsite superintendent is to communicate the concern to an on-site staff member and immediately contact the Owner’s Project Representative and the Design Professional.

K. Deliveries are to be made directly to the job site and signed for by the Construction

Superintendent. Deliveries will not be accepted by the building occupants.

L. Where temporary barriers and partitions are shown separating the work area from the occupied areas of the building, they are to be constructed using nominal 2x4 wood studs with ½” plywood or ½” gypsum wallboard on the occupied side.

M. Work limits and phasing of the Work are described in these Contract Documents, if applicable. Where multiple phases are required, the Contractor is required to achieve Substantial Completion of the preceding phase prior to beginning the next phase unless otherwise noted.

N. Work areas are to be secured at the end of each workday and made safe for occupancy prior to the next business day.

O. Construction Workers are prohibited from smoking on the Owner’s property, no exceptions.

01 11 00 Summary of Work and Work Restrictions Page 3 of 5

B. CONSTRUCTION AND SEQUENCE SCHEDULING

A. Construction Schedule: The Contractor is required to submit a detailed Construction Schedule within 14 days after issuance of the Notice to Proceed. In addition to the requirements set forth in the Construction Contract and associated General Conditions, the Construction Schedule is to identify all critical path activities, their dependencies, and durations. An updated copy of the Construction Schedule meeting all requirements and accurately depicting the progress of the Work shall be submitted with each pay application, starting with Pay Application 01.

B. Generally, in order to accommodate the uninterrupted operation of the existing facility during the various phases of construction, the Contractor is required to make necessary provisions to allow the occupied portions of the facility to function during construction, including provisions for temporary walkways, erection of temporary barricades and fencing, and the like.

C. Detailed construction scheduling is the responsibility of the Contractor.

C. PROTECTION OF WORK AND ADJACENT PROPERTY

A. Buildings and adjacent areas may be subject to damage due to construction operations. At the Completion of the project, the Contractor shall restore existing buildings, landscaping, turf, parking facilities, sidewalks, etc., to the same or better condition as prior to the start of the work.

B. The Contractor is 100% responsible to maintain the building in a watertight condition at all times during the construction period. Damage to the building interiors shall be remedied at no cost to the Owner. Refer to the Drawing Notes for additional information regarding protection and restoration responsibilities.

C. In addition to requirements of the General Conditions of the Contract for Construction, the Contractor shall:

1. Notify, in writing, the Owner’s Project Representative when equipment or property interferes with the Work and arrange for disposition of such property.

2. Provide coverings over inlets, area drains, drywells, etc. to prevent construction materials from entering the storm system. In the event of a failure of a covering, the Contractor is required to clean the affected piping and structure(s) prior to Substantial Completion.

3. Provide protection from rain, wind, and extreme temperatures to protect new work, materials, equipment, fixtures and adjacent areas from damage.

4. Provide temporary protection at openings through walls and elsewhere.

D. The Contractor is required to photograph existing conditions related to existing conditions and to provide photographs in electronic format to the Design Professional and Facilities and Construction Representative as required by Specification Section 01 32 33 Photographic Documentation. Sufficient photos with adequate detail to thoroughly document existing conditions shall be provided, giving special attention to existing damage which may otherwise be attributed to construction damage, such as broken sidewalks, damaged landscaping, etc.

E. For base scope and for any required restoration of existing facilities, the following trades must be subcontracted to companies who have been specializing in such work for at least 5 years and who have an established reputation for quality workmanship, no exceptions. The specialty work is as follows, as applicable to the project:

01 11 00 Summary of Work and Work Restrictions Page 4 of 5

Concrete pavement Asphalt pavement Landscaping & irrigation, incl sod Sitework and Grounds Cleaning (metal detection) Coatings and sealants Concrete and masonry Soffit installation Building finishes HVAC, Plumbing, Electrical, Low Voltage systems Roofing

D. WEATHER RELATED DELAYS

The Contractor acknowledges that the specified construction duration is sufficient to accommodate normal weather conditions. Normal conditions are defined as those shown on the Summary of Monthly Normals from 1981 – 2010 as published by the National Oceanic and Atmospheric Administration (NOAA). The following link is provided for convenience:

http://www.ncdc.noaa.gov/cdo-web/datatools/normals

1. During the construction period the Contractor may be entitled to a time extension for days when weather conditions are abnormal, defined as follows:

a. Daily rainfall exceeds .1”

b. Daily average wind speed exceeds 25 mph

c. Morning temperature is 50 degrees and falling

2. The requested weather-related time extension will be granted for delays to critical path activities which are identified on the baseline construction schedule.

E. CONSTRUCTION ACCESS AND FACILITIES

Construction access path, Contractor parking area(s), dumpster locations, temporary office location, and material storage/staging areas are to be provided as indicated on the construction drawings or if not shown, shall be approved by the Owner’s Project Representative in advance of starting work. Construction access and facilities may not adversely impact building operations.

F. WORK BY THE OWNER

A. The Owner may concurrently perform construction work at the Project site. The Contractor is required to cooperate fully so as not to interfere with the work performed by the Owner under separate contracts.

B. When required by these documents, schedule and coordinate the work of the Owner’s separate Contractors.

C. The Owner may furnish products indicated on the Contract Documents. Where noted, the

Contractor is required to coordinate delivery times, handle, store, protect and install the products.

G. OWNER OCCUPANCY

A. The Owner reserves the right to occupy and to install equipment in completed areas of the building prior to Substantial completion, provided that such occupancy does not interfere with completion of the work. Such occupancy shall not constitute acceptance of the work.

http://www.ncdc.noaa.gov/cdo-web/datatools/normals

01 11 00 Summary of Work and Work Restrictions Page 5 of 5

B. Upon Substantial Completion of the project or portions thereof, the Owner will take occupancy. The Contractor is required to adjust work hours as needed so as to avoid disrupting Owners operations.

C. Access to areas accepted as Substantially Complete will be controlled by the Owner.

END OF SECTION 01 11 00

01 17 10 Grounds Cleaning Page 1 of 1

SECTION 01 17 10 GROUNDS CLEANING

1.1 RELATED REQUIREMENTS

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

1.2 GENERAL REQUIREMENTS

A. This section includes general requirements for cleaning of the areas defined below.

B. Sweeps to remove metal and other debris are to be conducted as indicated herein.

1.4.1 SUBMITTALS

Not Applicable

1.5 SPECIFIC REQUIREMENTS

A. Daily Sweeps: The Contractor shall conduct a sweep at the end of each work day to remove debris from the site, including metal of all types. Equipment to remove metal must be capable of detecting stainless steel, aluminum, other non-corrosive metal, and very small objects.

B. Semi Final and Final Sweep(s): The Contractor is required to provide semi-final and final sweeps. A written report on letterhead is required after each sweep stating that no metal was found. The reports are to include a site plan or aerial view indicating the areas swept.

Scheduling:

1. Semi-final sweep is to be conducted prior to requesting a Substantial Completion Inspection.

The report is to be submitted concurrent with the request for inspection.

2. The Final Sweep is to be conducted after the Design Team has certified that all punch list work is complete. The report is to be submitted with the final pay application.

C. The area of the sweeps includes any part of the site used by the Contractor, including parking lots, sidewalks, staging areas, storage areas, and areas around / between buildings where work is being performed.

D. Reports associated with the semi-final and final sweeps must show that all metal has been removed in order to achieve Substantial Completion and Final Completion status.

E. The cost of these services is to be included in the Base Bid.

END OF SECTION 01 17 10

01 25 00 Substitution Procedures Page 1 of 2

SECTION 01 25 00 SUBSTITUTION PROCEDURES

A. This section includes administrative and procedural requirements governing substitutions.

B. The materials, products and equipment specified in these Bidding Documents establish a standard of required function, dimension, appearance and quality to be met by any proposed substitution.

C. Definition of “Substitution”: A product or manufacturer which is proposed for use on the Project in lieu of a specified product or manufacturer when equivalent products are not specifically allowed.

When equivalent products are specifically allowed, the proposed equivalent product is to be submitted for evaluation during construction according to the submittal process described in Specification Section 01 33 00.

1.3 PROCESS

A. Requests for substitutions will be considered by the Owner and Design Professional until fourteen calendar days prior to the Bid Due date. Notice of all approved substitutions will be set forth in an Addendum. Decisions which are conveyed in any other manner are invalid.

Substitution requests will be considered when a specific manufacturer of a product is specified and the documents do not indicate that equal or equivalent products will be considered.

B. Substitution requests will not be considered after the award of Contract unless the specified product or system has been discontinued or determined to be defective or hazardous. Notice of approval will be set forth in the form of a Change Order. Decisions which are conveyed in any other manner are invalid, including approval of construction submittals and shop drawings which may include the substituted product or system.

Substitution Requests after award of contract are to be submitted immediately on discovery of the need for change, but no later than 15 days prior to the time required for preparation and review of related submittals.

C. All substitution requests are to be submitted directly to the Owner.

1.4 SUBMITTALS

A. Substitution requests are to include the following information:

1. Coordination information, including a list of potential impacts to other parts of the Work.

2. Comparison of the qualities of the substituted product with those specified, to include an annotated copy of applicable Specification Section.

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

4. Samples, where applicable or requested.

01 25 00 Substitution Procedures Page 2 of 2

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

6. Material test reports indicating compliance with specified requirements, where applicable or requested.

7. Confirmation that the proposed substitution has no negative impact on the construction schedule.

8. In addition: for substitution requests after award of contract, submit the following:

a. Evidence that the specified product has been discontinued or determined to be defective or hazardous.

b. Evaluation of schedule impacts using proposed substitution, including the effect on the overall Contract Time.

B. Design Professional’s Actions:

1. If approved, the Owner will issue an addendum within the time stated in the Construction

Contract. Requests for substitutions are to be considered rejected unless an addendum is issued.

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

a. Requested substitution is consistent with the Contract Documents.

b. Requested substitution will not adversely affect project cost or schedule.

c. Requested substitution is compatible and coordinated with other portions of the Work.

d. Requested substitution will provide the intended results.

e. Requested substitution will provide the specified warranty.

1.5 FORM OF ACCEPTANCE

Substitutions will be approved by Addenda. Decisions conveyed in any other manner are invalid.

PART 2 – PRODUCTS

PART 3 – EXECUTION

END OF SECTION 01 25 00

01 26 00 Change and Clarification Procedures Page 1 of 3

SECTION 01 26 00 CHANGE AND CLARIFICATION PROCEDURES

This section includes administrative and procedural requirements governing contract changes and clarifications.

1.3 CLARIFICATIONS

A. Definition: Clarification: additional information which further defines, or which resolves conflicting information within the Contract Documents. The Architect will issue clarifications to the contract documents by one of the following means:

1. AIA Document AIA G710, Architect’s Supplemental Instructions

2. Written response entered into the Contractors Request for Information form (RFI).

B. Clarifications, by definition, do not modify requirements set forth in the Contract Documents.

1.4 CHANGES

A. Definition: Change: change to the Contract Documents. Changes will be issued via one of the following means and are valid ONLY when issued by the Owner:

1. Change Order

2. Change Directive

3. Other written means as agreed, including authorization for expenditures from the Owner

Contingency allowance and other allowances, if applicable.

B. Changes made by any other means are invalid, including but not limited to:

1. Annotations by the Architect on shop drawings and other submittals

2. Responses to Contractor Requests for Information (RFIs)

3. Architect’s Supplemental Instruction

4. Verbal Directive

5. Items in Meeting Minutes and Field Reports

C. Changes are to be incorporated into the Contractor’s field marked as-builts.

1.5 PROCESS

A. The Contractor is required to transmit all documents as PDF files EITHER by e-mail OR by means of an FTP Site specifically established for the project. The Design Professional will distribute responses in .pdf format which the Contractor may, at his option, upload to his construction management software. The Design Professional will not retrieve or upload documents directly to/from the Contractor’s construction management software.

B. Contractor initiated:

1. Upon discovery that a clarification or change is needed to proceed with the work, the Contractor is required to submit a Request for Information (RFI) to the Architect.

Requests for Information shall include:

a. Date, Project Name, Project Number, RFI number

b. Requestor’s name

c. Originating party (subcontractor or supplier if applicable)

01 26 00 Change and Clarification Procedures Page 2 of 3

d. Date by when response is needed in order to avoid delaying a critical path activity.

The RFI must be submitted a minimum of 7 calendar days prior to the response-needed date.

e. References to applicable details, plans, specification sections, and construction submittals as appropriate to convey the request

f. Sketches, photos and other information as appropriate

g. The Contractors proposed solution

h. A statement as to whether the Contractor’s proposed solution will impact the construction cost or schedule

2. When the RFI response involves a change to the Contract, and such change may impact the construction cost or schedule, the Architect will issue the RFI response to the Contractor along with a Proposal Request (PR). The response shall not be implemented without Owner approval of the change and associated cost and schedule impact.

3. The RFI Response is to be included as back up to the Change Order, Change Directive or other change document.

C. Owner initiated:

1. The Owner may elect to modify the Work, as provided for in the Construction Contract and associated Conditions, with the Contract sum being adjusted accordingly.

2. Upon request by the Owner, the Architect will issue a Proposal Request to the Contractor in order to establish the impact of the proposed change, if any, on the construction cost and schedule.

1.4 PROPOSAL REQUESTS

A. The Contractor is required to submit a Change Order Proposal within seven (7) calendar days of issuance of a Proposal Request.

B. Change Order Proposals are to include the following minimum information:

1. Summary of costs, broken down into general costs and by trade

2. Detailed breakdown as described in the General Conditions of the Construction

Agreement

3. Supporting proposals from subcontractors and suppliers

4. Schedule impact, supported by a CPM schedule showing the effect of the change on critical path tasks

C. Failure to provide a proposal within seven (7) calendar days will indicate the Contractor’s acceptance of the Architect’s estimated value of the change.

D. In the event that the Contractor and the Owner do not agree on the cost and/or schedule impact of a proposed change, or when sufficient documentation cannot be provided within seven (7) days, the Owner may issue written direction to implement the change based on the Architect’s estimate of the cost and/or schedule impact.

Upon completion of the work, the Contractor may appeal the value as estimated by the Architect by following the procedures described in the General Conditions of the Construction Agreement.

01 26 00 Change and Clarification Procedures Page 3 of 3

1.5 CHANGE ORDERS, CHANGE DIRECTIVES, CONTINGENCY AND ALLOWANCE EXPENDITURES

A. Change Orders:

1. The Architect will prepare and issue Change Orders to the Contractor for execution and transmittal to the Owner.

2. In the event that the Contractor fails to execute and transmit the Change Order to the Owner within 10 days, the Owner may elect to process the Change Order in accordance with the Construction Contract and associated Conditions.

3. Change Orders are to include, at a minimum, the following:

a. Description of the change

b. Time extension, if appropriate, associated with the change

c. Summary page listing each change and its associated value, numbered sequentially, with the total dollar amount shown at bottom

d. Complete back up for each item, cross referenced by item number with the Summary page.

B. Change Directives:

1. The Owner may direct changes to the Work in the case of an emergency in accordance with the terms of the Construction Agreement. Such Change Directives shall be issued in a format approved by the Owner and will include an estimated adjustment in the Contract Sum and Time to the extent that the adjustment can be estimated at that time.

2. Change Directives are effective immediately upon issuance. The conditions of the Construction Agreement provide for detailed documentation and accounting of costs as the work progresses.

3. Change Directives will be processed by standard Change Order at such time that the final adjustment is determined.

C. Owner Contingency and other Expenditures from Allowances:

1. The Owner may authorize changes to the Work to be funded with the Owner Contingency and other allowances within the Contract Sum, where appropriate. Such directives shall be issued in a format approved by the Owner and will be based on either a lump sum amount proposed by the Contractor, or an estimated amount.

2. Changes issued on the Owner’s form are effective immediately upon issuance.

3. When the cost is an estimated amount in lieu of a lump sum, the amount will be approved on a not-to-exceed basis. In this case the Contractor is required to provide detailed documentation and accounting of actual costs upon completion of the work in order to establish the final value. In the event that detailed documentation is not provided, the Contractor agrees to defer to the Architect to establish the final value.

Note: examples of acceptable documentation of actual cost are: receipts for materials, documentation of labor cost, equipment rental invoices and similar documentation from Contractors and Subcontractors.

END OF SECTION 01 26 00

01 29 00 Payment Procedures Page 1 of 5

SECTION 01 29 00 - PAYMENT PROCEDURES

PART 1 – GENERAL

1.1 RELATED DOCUMENTS

A. This section includes administrative and procedural requirements governing the preparation and processing of Applications for Payment.

B. The requirements set forth herein are IN ADDITION TO the requirements in the Construction Agreement.

C. Payments will be made for work in place and for materials stored on site. In limited cases where deemed to be in the best interest of the Owner and at the sole discretion of the Owner, payment may be released for materials stored off site.

D. Application for Payment: the term as used herein includes the following:

1. AIA document G702, latest version OR form provided by the Owner

2. AIA G703 (Schedule of Values), OR form provided by the Owner

3. Supporting documentation specified herein

4. Releases and waivers as may be contractually required

E. Schedule of Values: A breakdown furnished by the Contractor allocating the Contract Sum to various portions of the Work and used as the basis for reviewing the Contractors Applications for Payment.

1.3 APPLICATIONS FOR PAYMENT

A. Each progressive Application for Payment shall be consistent with previous Applications and shall accurately reflect previous payments. The initial Application for Payment, Application for Payment following Substantial Completion, and the Final Application for Payment invoke additional requirements as specified herein.

B. Submittal Requirements:

1. Certification Page (AIA G702 or Owner-provided form, at the Contractor’s option):

a. Complete every entry on form.

b. Notarize and execute by a person authorized to sign legal documents on behalf of the Contractor

c. Entries shall match the data on the Schedule of Values and shall coordinate with the construction schedule where applicable.

d. Approved Change Orders shall be shown and accounted for. Pending and proposed change orders are not to be shown and if shown, will delay processing.

2. Supporting documentation:

a. Schedule of Values, as described in detail elsewhere in this Section, PRIOR

APPROVED. Failure to submit for prior approval will result in a delay in processing the application for payment.

b. Subcontractor Payment Applications, showing an initial contract value matching the amount approved in the GMP Amendment.

c. Bid Scoping Spreadsheets to support the initial subcontract value if not previously provided.

d. For materials stored on site: documentation of quantities stored on site, issued by the Supplier, signed by the Subcontractor and Contractor

e. For materials stored off site, when allowed by the Construction Contract:

01 29 00 Payment Procedures Page 2 of 5

1) Inspection report from the Design Professional or a 3rd party inspector verifying material type, quantity, and proper protection.

2) Evidence of insurance coverage for the specific facility where the materials are stored, listing the Owner as additional insured

3) Supplier invoices for the stored materials

4) Consent of Surety to release payment for the stored materials for bonded projects

5) The Contractor is required to obtain and pay the cost of inspection and verification of materials stored offsite when verification is required by the Owner

f. Subcontractor releases, waivers, and other documentation as may be required by the Owner to show that payments for material and labor and all prior payments have been released to subcontractors and suppliers.

g. Updated Construction Schedule in the format specified in the Construction Contract and the Summary of Work section of these specifications.

h. Updated Submittal Schedule in the format specified in the Contract Documents.

i. Aerial Photos when required by these documents.

j. Other supporting documents as may be reasonably required by the Design Professional or Owner.

3. Submit a complete and notarized copy of each Pay Application to the Design Professional for the work performed, covering the portion of the work completed as of the date indicated.

Pay applications are to be submitted by EMAIL or file transfer site. The Architect will not retrieve or upload documents to the Contractor’s project management software.

C. Retainage shall be held and released in accordance with the terms of the Construction Contract. Failure by the Contractor to properly account for retainage may result in delayed processing of the Application for Payment. In the event of over-billing, the corrective adjustment is to be made on the Pay Application immediately following.

D. Initial Application for Payment: In addition to the above requirements, provide the following:

1. List of subcontractors, if not previously submitted

2. Pre-Construction Aerial Photographs, if not previously submitted

3. Monthly Aerial Photographs starting from the Notice to Proceed

4. Detailed construction schedule in the format required

5. For projects delivered on a Guaranteed Maximum Price basis, submit all subcontractor bids and bid scoping sheets

6. All Construction Submittals not previously reviewed by the Design Professional

E. Progress Applications for Payment: Provide the following:

1. For projects delivered on a Guaranteed Maximum Price basis: Detailed back-up for each expenditure from General Requirements allowances

2. For projects delivered on a Guaranteed Maximum Price basis: Subcontractor pay applications with the starting value matching the GMP. See the SOV requirements herein applicable to subcontractor pay applications.

3. Detailed back up for each expenditure from other allowances, with signed owner approval

4. Updated construction schedule in the format required

5. Monthly Aerial Photos as specified

01 29 00 Payment Procedures Page 3 of 5

F. Application for Payment following Substantial Completion: include the following:

In addition to the above supporting documentation, submit an accounting statement itemizing all changes to the Contract Sum.

G. Final Application for Payment: include the following:

1. Updated schedule of values showing all approved changes to the Contract Sum

2. Notice of Final Acceptance signed by the Design Professional verifying that all contractual obligations have been satisfied, including but not limited to completion of work on site and submittal of close out documents

3. Final Subcontractor pay applications, contract values matching the final Schedule of Values

4. Final Consent of Surety for Bonded projects

5. Final and Unconditional Subcontractor releases, when required by these documents

6. Evidence that all claims have been settled

Note: in the event that the Final Application for Payment is received by the Owner before all project close out requirements have been met, including receipt of acceptable close out documents, the Pay Application will not be processed.

1.4 SCHEDULE OF VALUES

A. Use the latest version of the AIA G703 Continuation Sheet, OR Owner-provided form.

B. Include the following general information on each page of the Schedule of Values:

1. Project Name and Project Number

2. Name of Design Professional and Contractor

3. Date of Submittal

4. Date range covered by the Application for Payment

C. Back up documentation is required for every amount invoiced with the exception of Fee and

General Conditions.

D. Back up documentation is to be attached in the same order as listed on the Schedule of Values and clearly marked with the corresponding line number on the SOV.

E. General Requirements/Reimbursables (“GR”)

1. Costs are to be broken down into individual not-to-exceed line items, for example “Dumpsters” and “Temporary Toilets”.

2. Invoices with the address of the project site are required as back up. When multiple invoices are submitted against a single GR line, a summary page is to be provided showing the individual invoice amounts and the total amount requested.

3. General Requirements/Reimbursables may be transferred to other lines within the GR section of the Schedule of Values if they are itemized appropriately for Owner review.

GR amounts may not be transferred to subcontracts or other lines in the GMP.

F. Cost of the Work

1. The cost of the work is to be broken down by subcontract. The starting value for each subcontract is to match the final scoped subcontractor bid amount as shown on the Bid Scoping Sheet.

2. Adjustments to subcontracts are to be itemized as line items under each subcontract on the SOV.

01 29 00 Payment Procedures Page 4 of 5

3. The following minimum level of breakdown is to be provided for each subcontract, as applicable to the project scope:

a. Mobilization

b. Cost of producing engineered signed/sealed drawings and calculations, when required by these specifications (delegated design)

c. Materials

d. Labor

e. Equipment rental

f. Approved Subcontractor Change Orders and allocations from the Owner

Contingency and Unit Cost Allowances

G. Unit Cost Allowances, Owner Contingency:

1. Provide a separate line item in the Schedule of Values for each Unit Cost Allowance and

Owner Contingency.

2. Itemize each approved adjustment to each allowance and indicate the remaining balance. Itemize allocations under the appropriate subcontract line.

H. General Costs:

1. CM fee is to match the amount approved in the GMP, to be invoiced at a fixed amount per month, evenly distributed throughout the contract duration.

2. General Conditions cost is to be invoiced based on actual expenditures. Documentation of General Conditions expenditures will be reviewed by the Owner at the end of the project.

3. Bonds, Insurance and similar costs are to be listed as line items. Back up documentation of actual cost is required when invoicing.

I. In addition to work completed during the period covered by the Pay Application, show as completed any work invoiced under previous pay applications, whether payment has been received or not.

J. Invoice only for work completed before the end of the Pay Application period.

K. Show all approved Change Orders and directives issued before the end date of the

Application for Payment period, whether invoiced or not.

L. Record change orders and directives on the first Schedule of Values following issuance of the change order or directive.

M. Owner Direct Purchase: Owner direct-purchased materials are to be recorded as subcontractor credit change orders under the appropriate subcontracts on the pay application immediately following issuance of the Owner Direct Purchase Credit Change Order.

PART 2 – PRODUCTS (not used)

3.1 SUBMITTAL TO DESIGN PROFESSIONAL:

A. Schedule a meeting time to review the work in place with the Design Professional, concurrently with reviewing the application for payment.

01 29 00 Payment Procedures Page 5 of 5

B. In accordance with the Design Professional’s Agreement with the Owner, after appropriate observation of the progress of the work, the Design Professional shall certify to the Owner the amount due and shall forward the Application for Payment and supporting documents to the Owner for processing.

If the Design Professional is unable to certify all or portions of the amount requested, the Contractor will be advised of the deficiency. If the deficiency is not corrected at the end of three (3) days, the Design Professional may return the application for payment to the Contractor for revision along with a written explanation.

C. Payments may be withheld or reduced for reasons cited in the Construction Agreement.

D. Provided that all documentation specified herein is attached and organized as indicated, the

Design Professional will take appropriate action to process the Pay Application within seven

(7) days of receipt.

3.2 PROCESSING OF PAYMENTS:

The Architect will process pay applications within 7 days of receipt of COMPLETE information meeting the requirements of this section.

END OF SECTION 01 29 00

01 32 33 Photographic Documentation Page 1 of 2

SECTION 01 32 33 - PHOTOGRAPHIC DOCUMENTATION

PART 1 - GENERAL

Conditions and other Division 01 Specification Sections, apply to this Section.

A. The photographs and videos listed herein are required to document Existing Conditions as well as the Progress of the Work. These requirements are in addition to any requirements set forth in the Construction Contract and associated Conditions.

B. Section includes administrative and procedural requirements for the following:

1. Preconstruction photographs

2. Construction photographs

PART 2 - PRODUCTS

2.1 PHOTOGRAPHIC REQUIREMENTS

A. Preconstruction Photos: Provide images in .jpg format, minimum 12 megapixels, and at an image resolution of not less than 4080 x 3060 pixels

B. Construction Photos: Provide images in .jpg format, minimum 12 megapixels, and at an image resolution of not less than 4080 x 3060 pixels.

PART 3 - EXECUTION

3.1 GENERAL EXECUTION REQUIREMENTS

A. Submittal:

1. Preconstruction Photographs:

Document existing conditions, specifically capturing any damage which may later be attributed to construction activities. Submit photographs a minimum of ten (10) days prior to mobilizing on site. Photographs submitted after mobilization will not be used to establish the Contractors responsibility for repair of damage caused by construction activities.

2. Construction Photographs: submit photos no less than 1x/month to the Design Professional. Submit by e-mail attachment or by link to a file transfer site which allows bulk download and does not require log-in.

Construction photographs are to be named with the Building or area designation and cardinal direction of photo (i.e. North, Northeast, etc.).

B. Format:

1. Preconstruction Photographs:

a. Date stamp each photograph. Also include the date and time in the file name for each image.

b. Submit images exactly as originally recorded in the digital camera, without alteration, manipulation, editing, or modifications using image-editing software.

c. Take photographs using the maximum depth of field, and clearly showing the subject matter.

2. Construction Photographs:

d. Submit photographs to document progress of the work and to document work per-formed under unit costs, when applicable.

01 32 33 Photographic Documentation Page 2 of 2

e. Date stamp each photograph. Also include the date and time in the file name for each image.

f. Submit images exactly as originally recorded in the digital camera, without alteration, manipulation, editing, or modifications using image-editing software.

g. Take photographs using the maximum depth of field, and clearly showing the subject matter.

END OF SECTION 01 32 33

01 33 00 Submittal Procedures Page 1 of 6

SECTION 01 33 00 SUBMITTAL PROCEDURES

Section includes the requirements for the submittal schedule and administrative and procedural requirements for submitting shop drawings, product data, samples and other submittals.

1.3 DEFINITIONS

A. Action Submittals: Written and graphic information and physical samples that require action and response by the Design Professional and Contractor. Requirements for Action Submittals are described in individual Specification Sections.

B. Informational Submittals: Written and graphic information and physical samples that do not require action and response by the Design Professional and Contractor. Submittals may be rejected for not complying with requirements. Requirements for Informational Submittals are described in individual Specification Sections.

C. Portable Document Format (PDF): An open standard file format licensed by Adobe Systems used for representing documents in a device-independent and display resolution-independent fixed-layout document format.

1.4 ACTION SUBMITTALS

A. Submittal Schedule: Submit a schedule of submittals, arranged in chronological order, coordinated with activities on the construction schedule. Include time required for review, ordering, manufacturing, fabrication and delivery when establishing submittal dates. Include sufficient time for Contractor’s review of subcontractor submittals, time required for making corrections to submittals as noted by the Contractor and Design Professional, and time to process submittals required by those corrections.

B. Coordinate the submittal schedule with the list of subcontracts, the schedule of values, and the Contractor’s Construction Schedule.

C. Initial Submittal: submit concurrently with the initial Contractor’s Construction Schedule. Include submittals required during the first 30 days of construction. List those submittals required to maintain orderly progress of the Work and those required early because of long lead time for manufacture or fabrication.

D. Update Submittals: submit an updated submittal schedule with each Construction Schedule update, to reflect changes in status and timing of submittals.

E. Format: Arrange the following information in a tabular format:

1. Scheduled date for first submittal

2. Specification Section number and title

3. Submittal category: Action or Informational

4. Name of Subcontractor

5. Description of the Work covered

6. Scheduled date for Design Professional’s final release or approval

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7. Scheduled date of fabrication

8. Scheduled dates for procurement

9. Scheduled dates for installation

10. Activity name or number as indicated on Construction Schedule

1.5 ADMINISTRATIVE REQUIREMENTS

A. Design Professional’s Digital Data Files: The Design Professional will allow the use of Adobe

.PDF drawing files of the Contract Drawings for use in preparing Shop Drawings and other submittals.

1. Overall Plan view drawings for each discipline may be used by the Contractor in the preparation of Shop Drawings and other submittals.

2. Use of large scale drawings, details, sections and schedules prepared by the Design Professional are expressly disallowed for preparing Shop Drawings and other submittals.

B. Coordination: Coordinate preparation and processing of submittals with construction activities.

1. All submittals shall be submitted within 30 calendar days of the date of the Notice to Proceed.

2. Coordinate each submittal with fabrication, purchasing, testing, delivery, other submittals and related activities that require sequential activity.

3. Submit all items required for each Specification Section concurrently unless partial submittals for portions of the Work are indicated on the approved submittal schedule.

4. Submit action submittals and informational submittals required by the same Specification Section as separate packages under separate transmittals.

5. Coordinate transmittal of different of submittals for related parts of the work so that processing will not be delayed because of the need to review submittals concurrently for coordination.

The Design Professional has the right to withhold action on a submittal which requires coordination with other submittals until all related submittals are received.

C. Processing Time: Allow time for submittal review, including time for resubmittals, as follows. Time for review shall commence upon receipt of submittal by the Design Professional. No extension of the Contract Time will be authorized because of failure to transmit submittals sufficiently in advance of the Work to allow for processing, including resubmittals.

1. Initial Review: Allow 7 days for initial review of each submittal. Allow additional time if coordination with subsequent submittals is required. Design Professional will advise Contractor within 48 hours of receipt when review of a submittal must be delayed pending receipt of related submittals.

2. Intermediate or Supplemental Review: if intermediate or supplemental submittal is necessary, process it in the same manner as initial submittal.

3. Resubmittal Review: Allow 7 days for review of each resubmittal.

4. Sequential Review: where sequential review of submittals by the Design Professional and Owner is indicated, allow 14 days for total review time unless otherwise indicated herein.

D. Paper Submittals: place a permanent label or title block on each submittal item for identification.

01 33 00 Submittal Procedures Page 3 of 6

E. Electronic Submittals:

1. Assemble each submittal package into a single bookmarked .pdf file incorporating the transmittal form as the cover page. Submittals from different spec sections are to be submitted as separate packages with separate transmittal forms.

2. Name file as follows; no exceptions: Project identifier; Specification Section number; submittal name, revision identifier. Example: ParrottMS-092000-Carpet-Rev2

3. Include Contractor’s review stamp and annotations on each submittal.

F. Transmittal Form: provide the following information on each transmittal form:

1. Project Name (Example: SHS Renovations)

2. Date

3. Name of Design Professional

4. Name of Contractor

5. Name of entity that prepared the submittal

6. Names of Subcontractor, supplier, and manufacturer

7. Type of Submittal (Action or Informational)

8. Specification Section

9. Description of Material or System being submitted

10. Related submittals

11. Submittal number, to coordinate with the Submittal Schedule

12. Distribution list

13. Remarks

G. Options: identify options requiring selection by the Design Professional

H. Deviations and Additional Information: Submit on attached separate page, prepared on Contractor’s letterhead, record relevant information, requests for information, revisions other than those requested by the Design Professional on previous submittals, and deviations from the requirements in the Contract Documents, including minor variations and limitations. Include the same information on related submittals.

I. Resubmittals: Make resubmittals in the same form as original submittal. Unless otherwise approved, resubmit the entire document. In addition:

1. Note date and content of previous submittal

2. Note the date and description of the revision on the cover page and in title blocks of drawings

J. Use for Construction: Retain complete printed copies of submittals on Project site. Use only final submittals that are marked with the approval notation from the Design Professional’s Action Stamp.

K. General Submittal Procedural Requirements:

Prepare and submit submittals as required in individual Specification Sections.

1. Electronic Submittals:

The Contractor is required to transmit all documents as PDF files EITHER by e-mail OR by means of an FTP Site established specifically for this project. The Design Professional will distribute responses in .pdf format which the Contractor may, at his option, upload to his construction management software. The Design Professional will not retrieve or upload documents directly to/from the Contractor’s construction management software.

01 33 00 Submittal Procedures Page 4 of 6

2. Shop Drawings:

a. Prepare project-specific information, drawn accurately to scale. Do not submit reproductions of the Contract Documents or standard printed data as shop drawings.

a. Include the following information, as applicable:

1) Identification of products

2) Schedules

3) Evidence of compliance with specified standards

4) Notation of coordination requirements

5) Notation of dimensions established by field measurement

6) Relationship and attachment to adjoining construction clearly indicated

7) Seal and signature of professional engineer if specified

3. Product Data:

a. Collect information into a single submittal for each element of construction and type of product or equipment.

Note: if information is specially prepared for the project because standard manufacturers published data is not suitable for use, submit as Shop Drawings, not as Product Data.

b. Submit Product Data before or concurrent with samples, where samples are required.

c. Submit Product Data in PDF electronic format.

d. Mark product data to show which products and options are applicable.

e. Include the following information as applicable:

1) Manufacturers catalog cuts

2) Manufacturers product specifications

3) Color charts (full line of available colors unless otherwise specified)

4) Statement of compliance with specified referenced standards

5) Testing by recognized testing agency

6) Application of testing…