013100 project management and coordination.pdf

F5W61607 Combined Support Maintenance Shop - Phase II Ohio Army National Guard Rev. 0 Defense Supply Center Columbus, Ohio 30 January 2009 Bid Final

PROJECT MANAGEMENT AND COORDINATION 013100 – 1

SECTION 013100 - PROJECT MANAGEMENT AND COORDINATION

PART 1 - GENERAL

1.1 SUMMARY

A. This Section includes administrative provisions for coordinating construction operations on Project including, but not limited to, the following:

1. Coordination Drawings.

2. Administrative and supervisory personnel.

3. Project meetings.

4. Requests for Interpretation (RFIs).

5. Each contractor shall participate in coordination requirements. Certain areas of responsibility will be assigned to a specific contractor.

1.2 DEFINITIONS

A. RFI: Request from Contractor seeking interpretation or clarification of the Contract Documents.

1.3 COORDINATION

A. Coordination: Coordinate construction operations included in different Sections of the Specifications to ensure efficient and orderly installation of each part of the Work. Co-ordinate construction operations, included in different Sections, that depend on each other for proper installation, connection, and operation.

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

2. Coordinate installation of different components with other contractors to ensure maximum accessibility for required maintenance, service, and repair.

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

4. Where availability of space is limited, coordinate installation of different compo-nents to ensure maximum performance and accessibility for required maintenance, service, and repair of all components, including mechanical and electrical.

B. Prepare memoranda for distribution to each party involved, outlining special proce-dures required for coordination. Include such items as required notices, reports, and list of attendees at meetings.

1. Prepare similar memoranda for Contracting Officer and separate contractors if co-ordination of their Work is required.

C. Administrative Procedures: Coordinate scheduling and timing of required administra-tive procedures with other construction activities and activities of other contractors to

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avoid conflicts and to ensure orderly progress of the Work. Such administrative activi-ties include, but are not limited to, the following:

1. Preparation of Contractor's Construction Schedule.

2. Preparation of the Schedule of Values.

3. Installation and removal of temporary facilities and controls.

4. Delivery and processing of submittals.

5. Progress meetings.

6. Preinstallation conferences.

7. Project closeout activities.

8. Startup and adjustment of systems.

9. Project closeout activities.

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

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

E. Special Coordination with Contracting Officer: If there are inadvertent discoveries of archaeological material, bones, or funerary objects during construction or other soil dis-turbance, Contractor shall contact the Contracting Officer (614-336-7430) immediately by telephone or radio, and work should cease in that area until National Historic Pres-ervation Act (SOP3) and Repatriation Act (SOP 12) regulations are implemented for compliance. Any disposition of archeological deposits are the responsibility of the Na-tional Guard, not the Contractor.

1.4 SUBMITTALS

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

1. Content: Project-specific information, drawn accurately to scale. Do not base Co-ordination Drawings on reproductions of the Contract Documents or standard printed data. Include the following information, as applicable:

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

b. Indicate required installation sequences.

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

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

B. Key Personnel Names: Within 15 days of starting construction operations, submit a list of key personnel assignments, including superintendent and other personnel in atten-dance at Project site. Identify individuals and their duties and responsibilities; list ad-dresses and telephone numbers, including home and office telephone numbers. Pro-vide names, addresses, and telephone numbers of individuals assigned as standbys in the absence of individuals assigned to Project.

1. Post copies of list in Project meeting room, in temporary field office, and by each temporary telephone. Keep list current at all times.

1.5 ADMINISTRATIVE AND SUPERVISORY PERSONNEL

A. General: In addition to Project superintendent, provide other administrative and super-visory personnel as required for proper performance of the Work.

1. Include special personnel required for coordination of operations with other con-tractors.

1.6 PROJECT MEETINGS

A. General: Schedule and conduct meetings and conferences at Project site, unless oth-erwise indicated.

1. Attendees: Inform participants and others involved, and individuals whose pres-ence is required, of date and time of each meeting. Notify Owner and Architect of scheduled meeting dates and times.

2. Agenda: Prepare the meeting agenda. Distribute the agenda to all invited atten-dees.

3. Minutes: Record significant discussions and agreements achieved. Distribute the meeting minutes to everyone concerned, including Contracting Officer, within three days of the meeting.

B. Preconstruction Conference: The Government shall schedule a preconstruction con-ference before starting construction. The conference at Project site or another conven-ient location. The Government shall conduct the meeting to review responsibilities and personnel assignments.

1. Attendees: Authorized representatives of Government, Contracting Officer and their consultants; Contractor and its superintendent; major subcontractors; suppli-ers; and other concerned parties shall attend the conference. All participants at the conference shall be familiar with Project and authorized to conclude matters relating to the Work.

2. Agenda: Discuss items of significance that could affect progress, including the fol-lowing potential items (this list is not exhaustive):

a. Tentative construction schedule.

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b. Phasing.

c. Critical work sequencing and long-lead items.

d. Designation of key personnel and their duties.

e. Procedures for processing field decisions and Change Orders.

f. Procedures for RFIs.

g. Procedures for testing and inspecting.

h. Procedures for processing Applications for Payment.

i. Distribution of the Contract Documents.

j. Submittal procedures.

k. LEED requirements.

l. Preparation of Record Documents.

m. Use of the premises.

n. Work restrictions.

o. Responsibility for temporary facilities and controls.

p. Construction waste management and recycling.

q. Parking availability.

r. Office, work, and storage areas.

s. Equipment deliveries and priorities.

t. First aid.

u. Security.

v. Progress cleaning.

w. Working hours.

3. Minutes: Contracting Officer shall record and distribute meeting minutes.

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

1. Attendees: Installer and representatives of manufacturers and fabricators involved in or affected by the installation and its coordination or integration with other mate-rials and installations that have preceded or will follow, shall attend the meeting.

Advise Contracting Officer of scheduled meeting dates.

2. Agenda: Review progress of other construction activities and preparations for the particular activity under consideration, including requirements for the following:

3. The Contract Documents.

4. Options.

5. Related RFIs.

6. Related Change Orders.

7. Purchases.

8. Deliveries.

9. Submittals.

10. Review of mockups.

11. Possible conflicts.

12. Compatibility problems.

13. Time schedules.

14. Weather limitations.

15. Manufacturer's written recommendations.

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16. Warranty requirements.

17. Compatibility of materials.

18. Acceptability of substrates.

19. Temporary facilities and controls.

20. Space and access limitations.

21. Regulations of authorities having jurisdiction.

22. Testing and inspecting requirements.

23. Installation procedures.

24. Coordination with other work.

25. Required performance results.

26. Protection of adjacent work.

27. Protection of construction and personnel.

28. Record significant conference discussions, agreements, and disagreements, in-cluding required corrective measures and actions.

29. Reporting: Distribute minutes of the meeting to each party present and to parties who should have been present, within three (3) days of the meeting event.

30. Do not proceed with installation if the conference cannot be successfully con-cluded. Initiate whatever actions are necessary to resolve impediments to per-formance of the Work and reconvene the conference at earliest feasible date.

D. Progress Meetings: Conduct progress meetings at regular intervals determined at ini-tial meeting. Coordinate dates of meetings with preparation of payment requests.

1. Attendees: In addition to representatives of Government and Contracting Officer, each contractor, subcontractor, supplier, and other entity concerned with current progress or involved in planning, coordination, or performance of future activities shall be represented at these meetings. All participants at the conference shall be familiar with Project and authorized to conclude matters relating to the Work.

2. Agenda: Review and correct or approve minutes of previous progress meeting.

Review other items of significance that could affect progress. Include topics for discussion as appropriate to status of Project.

a. Contractor's Construction Schedule: Review progress since the last meet-ing. Determine whether each activity is on time, ahead of schedule, or be-hind schedule, in relation to Contractor's Construction Schedule. Determine how construction behind schedule will be expedited; secure commitments from parties involved to do so. Discuss whether schedule revisions are re-quired to ensure that current and subsequent activities will be completed within the Contract Time.

1) Review schedule for next period.

b. Review present and future needs of each entity present, including the follow-ing:

1) Interface requirements.

2) Sequence of operations.

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3) Status of submittals.

4) Deliveries.

5) Off-site fabrication.

6) Access.

7) Site utilization.

8) Temporary facilities and controls.

9) Work hours.

10) Hazards and risks.

11) Progress cleaning.

12) Construction Waste Management Requirements.

13) Quality and work standards.

14) Status of correction of deficient items.

15) Field observations.

16) RFIs.

17) Status of proposal requests.

18) Pending changes.

19) Status of Change Orders.

20) Pending claims and disputes.

21) Documentation of information for payment requests.

3. Minutes: Record the meeting minutes.

4. Reporting: Distribute minutes of the meeting to each party present and to parties who should have been present, within three (3) days of the meeting event.

E. Coordination Meetings: Conduct Project coordination meetings at regular intervals de-termined at initial meeting. Project coordination meetings are in addition to specific meetings held for other purposes, such as progress meetings and preinstallation con-ferences.

1. Attendees: In addition to representatives of Government, Contracting Officer, each contractor, subcontractor, supplier, and other entity concerned with current progress or involved in planning, coordination, or performance of future activities shall be represented at these meetings. All participants at the conference shall be familiar with Project and authorized to conclude matters relating to the Work.

2. Agenda: Review and correct or approve minutes of the previous coordination meeting. Review other items of significance that could affect progress. Include topics for discussion as appropriate to status of Project.

a. Combined Contractor's Construction Schedule: Review progress since the last coordination meeting. Determine whether each contract is on time, ahead of schedule, or behind schedule, in relation to Combined Contractor's Construction Schedule. Determine how construction behind schedule will be expedited; secure commitments from parties involved to do so. Discuss whether schedule revisions are required to ensure that current and subse-quent activities will be completed within the Contract Time.

b. Review present and future needs of each contractor present, including the following:

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1) Interface requirements.

2) Sequence of operations.

3) Status of submittals.

4) Deliveries.

5) Off-site fabrication.

6) Access.

7) Site utilization.

8) Temporary facilities and controls.

9) Work hours.

10) Hazards and risks.

11) Construction Waste Management Requirements.

12) Progress cleaning.

13) Quality and work standards.

14) Change Orders.

3. Reporting: Record meeting results and distribute copies to everyone in atten-dance and to others affected by decisions or actions resulting from each meeting.

1.7 REQUESTS FOR INTERPRETATION (RFIs)

A. Procedure: Immediately on discovery of the need for interpretation of the Contract Documents, and if not possible to request interpretation at Project meeting, prepare and submit an RFI in the form specified.

1. RFIs shall originate with Contractor. RFIs submitted by entities other than Con-tractor will be returned with no response.

2. Coordinate and submit RFIs in a prompt manner so as to avoid delays in Contrac-tor's work or work of subcontractors.

B. Content of the RFI: Include a detailed, legible description of item needing interpreta-tion and the following:

1. Project name.

2. Date.

3. Name of Contractor.

4. Name of Contracting Officer.

5. RFI number, numbered sequentially.

6. Specification Section number and title and related paragraphs, as appropriate.

7. Drawing number and detail references, as appropriate.

8. Field dimensions and conditions, as appropriate.

9. Contractor's suggested solution(s). If Contractor's solution(s) impact the Contract

Time or the Contract Sum, Contractor shall state impact in the RFI.

10. Contractor's signature.

11. Attachments: Include drawings, descriptions, measurements, photos, Product

Data, Shop Drawings, and other information necessary to fully describe items needing interpretation.

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a. Supplementary drawings prepared by Contractor shall include dimensions, thicknesses, structural grid references, and details of affected materials, as-semblies, and attachments.

C. Hard-Copy RFIs: Form approved and provided by Contracting Officer.

1. Identify each page of attachments with the RFI number and sequential page num-ber.

D. Software-Generated RFIs: Software-generated form with substantially the same con-tent as indicated above.

1. Attachments shall be electronic files in Adobe Acrobat PDF format.

E. Contracting Officer's Action: Contracting Officer will review each RFI, determine action required, and return it. Allow seven working days for Contracting Officer's response for each RFI. RFIs received after 1:00 p.m. will be considered as received the following working day.

1. The following RFIs will be returned without action:

a. Requests for approval of submittals.

b. Requests for approval of substitutions.

c. Requests for coordination information already indicated in the Contract

Documents.

d. Requests for adjustments in the Contract Time or the Contract Sum.

e. Requests for interpretation of Architect's actions on submittals.

f. Incomplete RFIs or RFIs with numerous errors.

2. Contracting Officer's action may include a request for additional information, in which case Contracting Officer's time for response will start again.

3. Contracting Officer's action on RFIs that may result in a change to the Contract Time or the Contract Sum may be eligible for Contractor to submit Change Pro-posal.

a. If Contractor believes the RFI response warrants change in the Contract Time or the Contract Sum, notify Contracting Officer in writing within 10 days of receipt of the RFI response.

F. On receipt of Contracting Officer's action, update the RFI log and immediately distrib-ute the RFI response to affected parties. Review response and notify Contracting Offi-cer within seven days if Contractor disagrees with response.

G. RFI Log: Prepare, maintain, and submit a tabular log of RFIs organized by the RFI number. Submit log weekly. Include the following: Software log with not less than the following:

1. Project name.

2. Name and address of Contractor.

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3. Name and address of Architect and Contracting Officer.

4. RFI number including RFIs that were dropped and not submitted.

5. RFI description.

6. Date the RFI was submitted.

7. Date Contracting Officer's response was received.

8. Identification of related Minor Change in the Work and Proposal Request, as ap-propriate.

9. Identification of related Field Order and Proposal Request, as appropriate.

PART 2 - PRODUCTS (Not Used)

PART 3 - EXECUTION (Not Used)

END OF SECTION 013100