017839 - PROJECT RECORD DOCUMENTS.DOC

UNIT TRAINING EQUIPMENT SITE ADD/ALT

Copyright 2010 by The American Institute of Architects (AIA)

Exclusively published and distributed by Architectural Computer Services, Inc. (ARCOM) for the AIA

SECTION 017839 - PROJECT RECORD DOCUMENTS

Revise this Section by deleting and inserting text to meet Project-specific requirements.

This Section uses the term "Architect." Change this term to match that used to identify the design professional as defined in the General and Supplementary Conditions.

Verify that Section titles referenced in this Section are correct for this Project's Specifications; Section titles may have changed.

PART 1 - GENERAL

1.1 RELATED DOCUMENTS

Retain or delete this article in all Sections of Project Manual.

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

1.2 SUMMARY

A. Section includes administrative and procedural requirements for project record documents, including the following:

1. Record Drawings.

2. Record Specifications.

3. Record Product Data.

4. Miscellaneous record submittals.

B. Related Requirements:

Retain subparagraphs below to cross-reference requirements Contractor might expect to find in this Section but are specified in other Sections.

1. Section 017700 "Closeout Procedures" for general closeout procedures.

2. Section 017820 "Operation and Maintenance Manuals" for operation and maintenance manual requirements.

3. Divisions 02 through 34 Sections for specific requirements for Project Record Documents of the Work in those Sections.

1.3 CLOSEOUT SUBMITTALS

Revise "Record Drawings" Paragraph below if Contractor is allowed to submit marked-up record Drawings in operation and maintenance manuals. See Evaluations.

A. Record Drawings: Comply with the following:

Retain one of two "Number of Copies" subparagraphs below. Second subparagraph involves Architect in record Drawing procedure, which creates potential liability. See Evaluations.

1. Number of Copies: Submit two set(s) of marked-up record prints.

2. Number of Copies: Submit copies of record Drawings as follows:

a. Initial Submittal:

Retain one of first three subparagraphs below.

1) Submit two paper-copy set(s) of marked-up record prints. Contracting Officer will initial and date each transparency and mark whether general scope of changes, additional information recorded, and quality of drafting are acceptable. Contracting Officer will return transparencies and prints for organizing into sets, printing, binding, and final submittal.

Revise number of sets in two "Final Submittal" subparagraphs below to suit Project. Architect should retain a set of record Drawings for future reference on Project. Carefully evaluate postoccupancy services, liability defense, and similar considerations when establishing the number required.

Retain either "Final Submittal" Subparagraph with "Initial Submittal" Subparagraph above. Retain second subparagraph when submitting plots from corrected record digital data files.

b. Final Submittal:

1) Submit two paper-copy set(s) of marked-up record prints.

B. Record Specifications: Submit two paper copies of Project's Specifications, including addenda and contract modifications.

C. Record Product Data: Submit two paper copies of each Product Data submittal.

Retain subparagraph below if certain record Project Data are required for separate submittal as part of operation and maintenance data in lieu of cross-referencing to the record submittal.

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

Retain "Miscellaneous Record Submittals" Paragraph below if Owner desires a complete project record that includes miscellaneous record submittals. See Evaluations.

PART 2 - PRODUCTS

2.1 RECORD DRAWINGS

"Record Prints" Paragraph below contains typical recording procedures regardless of requirements for final output.

A. Record Prints: Maintain one set of marked-up paper copies of the Contract Drawings and Shop Drawings, incorporating new and revised drawings as modifications are issued.

1. Preparation: Mark record prints to show the actual installation where installation varies from that shown originally. Require individual or entity who obtained record data, whether individual or entity is Installer, subcontractor, or similar entity, to provide information for preparation of corresponding marked-up record prints.

a. Give particular attention to information on concealed elements that would be difficult to identify or measure and record later.

b. Accurately record information in an acceptable drawing technique.

c. Record data as soon as possible after obtaining it.

d. Record and check the markup before enclosing concealed installations.

2. Content: Types of items requiring marking include, but are not limited to, the following:

a. Dimensional changes to Drawings.

b. Revisions to details shown on Drawings.

c. Depths of foundations below first floor.

d. Locations and depths of underground utilities.

e. Revisions to routing of piping and conduits.

f. Revisions to electrical circuitry.

g. Actual equipment locations.

h. Duct size and routing.

i. Locations of concealed internal utilities.

Retain second option in first subparagraph below if using EJCDC Document C-700.

j. Changes made by Change Order / Modification.

k. Changes made following Contracting Officer's written orders.

l. Details not on the original Contract Drawings.

m. Field records for variable and concealed conditions.

n. Record information on the Work that is shown only schematically.

3. Mark the Contract Drawings and Shop Drawings completely and accurately. Use personnel proficient at recording graphic information in production of marked-up record prints.

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

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

6. Note Construction Change Directive numbers, alternate numbers, Change Order numbers, and similar identification, where applicable.

Coordinate requirements in "Record Digital Data Files" Paragraph below with general requirements for use and submission of digital data files in Section 013300 "Submittal Procedures."

B. Record Transparencies: Immediately before inspection for Certificate of Final Acceptance, review marked-up Record Prints with Contracting Officer. When authorized, prepare a full set of corrected transparencies of the Contract Drawings and Shop Drawings.

1. Incorporate changes and additional information previously marked on Record Prints. Erase, redraw, and add details and notations where applicable.

2. Refer instances of uncertainty to Contracting Officer for resolution.

3. Contracting Officer will furnish Contractor one set of transparencies of the Contract Drawings for use in recording information.

4. Print the Contract Drawings and Shop Drawings for use as Record Transparencies. Contracting Officer will make the Contract Drawings available to Contractor's print shop.

C. Record CAD Drawings: Immediately before inspection for Final Acceptance, review marked-up Record Prints with Contracting Officer. When authorized, prepare a full set of corrected CAD Drawings of the Contract Drawings, as follows:

1. Format: Same CAD program, version, and operating system as the original Contract Drawings.

2. Incorporate changes and additional information previously marked on Record Prints. Delete, redraw, and add details and notations where applicable.

3. Refer instances of uncertainty to Contracting Officer for resolution.

4. Identification: As follows:

a. Project name.

b. Date.

c. Designation "PROJECT RECORD DRAWINGS."

d. Name of Contracting Officer.

e. Name of Architect.

f. Name of Contractor.

2.2 RECORD SPECIFICATIONS

This article contains typical recording procedures regardless of requirements for final output. If necessary, these procedures could be revised to more elaborate requirements.

A. Preparation: Mark Specifications to indicate the actual product installation where installation varies from that indicated in Specifications, addenda, and contract modifications.

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

Delete first two subparagraphs below if provisions are too elaborate or revise to suit Project.

2. Mark copy with the proprietary name and model number of products, materials, and equipment furnished, including substitutions and product options selected.

3. Record the name of manufacturer, supplier, Installer, and other information necessary to provide a record of selections made.

Retain first subparagraph below if required.

4. For each principal product, indicate whether record Product Data has been submitted in operation and maintenance manuals instead of submitted as record Product Data.

5. Note related Change Orders and record Drawings where applicable.

2.3 RECORD PRODUCT DATA

This article contains minimum record Product Data submittal requirements adequate for most projects.

A. Preparation: Mark Product Data to indicate the actual product installation where installation varies substantially from that indicated in Product Data submittal.

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

2. Include significant changes in the product delivered to Project site and changes in manufacturer's written instructions for installation.

If possible, a Change Order proposal should include resubmitting updated Product Data. This eliminates the need to mark up the previous submittal.

3. Note related Change Orders, record Specifications, and record Drawings where applicable.

Insert requirements for record Samples if needed. See Evaluations.

2.4 MISCELLANEOUS RECORD SUBMITTALS

Examples of miscellaneous record submittals in this article include documentation of foundation depths, special measurements, tests and inspections, surveys, mix records, and inspections by authorities having jurisdiction. If necessary, add a list of specific submittals.

A. Assemble miscellaneous records required by other Specification Sections for miscellaneous record keeping and submittal in connection with actual performance of the Work. Bind or file miscellaneous records and identify each, ready for continued use and reference.

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 revisions to project record documents as they occur; do not wait until 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 Contracting Officer's reference during normal working hours.

END OF SECTION 017839