Loading...
HomeMy WebLinkAbout01 31 00 Project Management and Coordination.docSECTION 01 31 00 - PROJECT MANAGEMENT AND COORDINATION GENERAL RELATED DOCUMENTS Drawings and general provisions of the Contract, including General and Supplementary Conditions and Division 01 Specification Sections, apply to this Section. SUMMARY This Section includes administrative provisions for coordinating construction operations on Project. DEFINITIONS RFI: Request from Owner, Construction Manager, Architect or Contractor seeking information required by or clarifications of the Contract documents. ASI: Architect’s Supplemental Instructions are issued by the Architect to the General Contractor for the purpose of communicating instructions, interpretations or clarifications of the Work, or to order minor changes in the Work, not affecting cost or schedule. If such changes in the Work would result in an adjustment of the cost or schedule, such modifications shall be re-issued in one of three (3) forms: Request for Proposal, Construction Change directive, or Change Order. ESI: Engineer’s Supplemental Instructions are issued by the Engineer to the Architect for the purposes of communicating instructions, interpretations or clarifications of the Work, or to order minor changes in the Work not affecting cost or schedule. The Architect will forward ESI’s to the General Contractor. If such changes in the Work would result in an adjustment of the cost or schedule, such modifications shall be re-issued in one of the three (3) forms: Request for Proposal, Construction Change Directive, or Change Order. COORDINATION Coordination: Coordinate construction operations included in various Sections of the Specifications to ensure efficient and orderly installation of each part of the Work. Administrative Procedures: Coordinate scheduling and timing of required administrative procedures with other construction activities and activities of other contractors to avoid conflicts and to ensure orderly progress of the Work. Such administrative activities include, but are not limited to, the following: Preparation of Contractor's Construction Schedule. Preparation of the Schedule of Values. Installation and removal of temporary facilities and controls. Delivery and processing of submittals. Progress meetings. Pre-installation conferences. Project closeout activities. Startup and adjustment of systems. Project closeout activities. Conservation: Coordinate construction activities to ensure that operations are carried out with consideration given to conservation of energy, water, and materials. ADMINISTRATIVE AND SUPERVISORY PERSONNEL General: In addition to Project superintendent, provide other administrative and supervisory personnel as required for proper performance of the Work. Include special personnel required for coordination of operations with other contractors. ARCHITECTURAL ADMINISTRATIVE PERSONNEL General: The Architect shall provide on-site administrative representation to insure construction progress review of the work. SUBMITTALS Construction Schedule: Submit a comprehensive, horizontal bar chart or CPM construction schedule within 10(ten) calendar days of the preconstruction meeting. Informational Submittals: Subcontract List: Prepare a written summary identifying individuals or firms proposed for each portion of the Work. Include the following information in tabular form: Name, address, and telephone number of entity performing subcontract or supplying products. Number and title of related Specification Section(s) covered by subcontract. Drawing number and detail references, as appropriate, covered by subcontract. Key Personnel Names. PROJECT MEETINGS General: The Construction Administrator shall schedule and conduct meetings and conferences at Project site, unless otherwise indicated. Attendees: Inform participants and others involved, and individuals whose presence is required, of date and time of each meeting. Notify Owner and Architect of scheduled meeting dates and times. Agenda: Prepare the meeting agenda. Distribute the agenda to all invited attendees. Minutes: Record significant discussions and agreements achieved. Distribute the meeting minutes to everyone concerned, including Owner and Architect, within three days of the meeting. Preconstruction Conference: The Construction Administrator shall schedule and conduct a preconstruction conference before construction starts, or before specific stages of construction start, at a time convenient to Owner and Architect, but no later than 15 days after execution of the Agreement. Hold the conference at Project site or another convenient location. Conduct the meeting to review responsibilities and personnel assignments. Attendees: Authorized representatives of Owner, Architect, Construction Administrator and their consultants; Contractor and its superintendent; major subcontractors; suppliers; 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. The Construction Administrator shall conduct the Preconstruction Conference to review responsibilities and personnel assignments. Agenda: Discuss items of significance that could affect progress, including the following: Tentative construction schedule. Phasing. Critical work sequencing and long-lead items. Designation of key personnel and their duties. Procedures for processing field decisions and Change Orders. Procedures for RFIs. Procedures for testing and inspecting. Procedures for processing Applications for Payment. Distribution of the Contract Documents. Submittal procedures. Preparation of Record Documents. Use of the premises. Work restrictions. Owner's occupancy requirements. Responsibility for temporary facilities and controls. Construction waste management and recycling. Parking availability. Office, work, and storage areas. Equipment deliveries and priorities. First aid. Security. Progress cleaning. Working hours. Minutes: The Construction Administrator is responsible for conducting the meeting, and will record and distribute the meeting minutes. Pre-installation Conferences: Conduct a pre-installation conference at Project site before each construction activity that requires coordination with other construction. Attendees: Installer and representatives of manufacturers and fabricators involved in or affected by the installation and its coordination or integration with other materials and installations that have preceded or will follow, shall attend the meeting. Advise Architect and Construction Administrator of scheduled meeting dates. Agenda: Review progress of other construction activities and preparations for the particular activity under consideration. Record significant conference discussions, agreements, and disagreements, including required corrective measures and actions. Reporting: Distribute minutes of the meeting to each party present and to parties who should have been present. Do not proceed with installation if the conference cannot be successfully concluded. Initiate whatever actions are necessary to resolve impediments to performance of the Work and reconvene the conference at earliest feasible date. Progress Meetings: Conduct progress meetings at weekly intervals. Coordinate dates of meetings with preparation of payment requests. Attendees: In addition to representatives of Owner and Architect and Construction Administrator, 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. 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. Contractor's Construction Schedule: Review progress since the last meeting. Determine whether each activity is on time, ahead of schedule, or behind 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 required to ensure that current and subsequent activities will be completed within the Contract Time. Review schedule for next period. Review present and future needs of each entity present, including the following: Interface requirements. Sequence of operations. Status of submittals. Deliveries. Off-site fabrication. Access. Site utilization. Temporary facilities and controls. Work hours. Hazards and risks. Progress cleaning. Quality and work standards. Status of correction of deficient items. Field observations. RFIs. Status of proposal requests. Pending changes. Status of Change Orders. Pending claims and disputes. Documentation of information for payment requests. Minutes: Record the meeting minutes. Reporting: Distribute minutes of the meeting to each party present and to parties who should have been present. Schedule Updating: Revise Contractor's Construction Schedule after each progress meeting where revisions to the schedule have been made or recognized. Issue revised schedule concurrently with the report of each meeting. Coordination Meetings: Conduct Project coordination meetings as required. Project coordination meetings are in addition to specific meetings held for other purposes, such as progress meetings and pre-installation conferences. Attendees: In addition to representatives of Owner and Architect, 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. 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. Reporting: Record meeting results and distribute copies to everyone in attendance and to others affected by decisions or actions resulting from each meeting. REQUESTS FOR INFORMATION (RFIs) Procedure: Immediately on discovery of the need for interpretation of the Contract Documents, and if not possible to request interpretation at Project meeting, or if not possible to obtain information desired through research, document review, or other reasonable means, prepare and submit an RFI in the form specified. RFIs may originate with the Contractor, Owner, Architect, Construction Administrator, or other party. Coordinate and submit RFIs in a prompt manner so as to avoid delays in Contractor's work or work of subcontractors. Frivolo us or unnecessary RFIs will be returned without response. Content of the RFI: Include a detailed, legible description of item needing interpretation and the following: Project name. Issue Date. Name of Contractor. Name of Architect. RFI number, numbered sequentially. Specification Section number and title and related paragraphs, as appropriate. Drawing number and detail references, as appropriate. Field dimensions and conditions, as appropriate. 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. Contractor's signature. Attachments: Include drawings, descriptions, measurements, photos, Product Data, Shop Drawings, and other information necessary to fully describe items needing interpretation. Supplementary drawings prepared by Contractor shall include dimensions, thicknesses, structural grid references, and details of affected materials, assemblies, and attachments. Softwa re-Generated RFIs: Software-generated form with substantially the same content as indicated above. Attachments shall be electronic files in Adobe Acrobat PDF format. Architect's Action: For RFI’s directed to Architect, the Architect will review each RFI, determine action required, and return it. Allow seven working days for Architect's response for each RFI. RFIs received after 1:00 p.m. will be considered as received the following working day. The following RFIs will be returned by the Architect. without action: Requests for approval of submittals. Requests for approval of substitutions. Requests for coordination information already indicated in the Contract Documents. Requests for adjustments in the Contract Time or the Contract Sum. Requests for interpretation of Architect's actions on submittals. Incomplete RFIs or RFIs with numerous errors. Frivolous or unnecessary RFIs Architect's action may include a request for additional information, in which case Architect's time for response will start again. Architect'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 Proposal according to Division 01 Section "Contract Modification Procedures." If Contractor believes the RFI response warrants change in the Contract Time or the Contract Sum, notify Architect in writing within 10 days of receipt of the RFI response. On receipt of Architect's action, update the RFI log and immediately distribute the RFI response to affected parties. Review response and notify Architect within seven days if Contractor disagrees with response. RFI Log: Prepare, maintain, and submit a tabular log of RFIs organized by the RFI number. Submit log weekly. Include the following: Project name. Name and address of Contractor. Name and address of Architect. RFI number including RFIs that were dropped and not submitted. RFI description. Date the RFI was submitted. Date Architect's response was received. RFI’s Submitted by Parties Other Than Those Between the Architect and the Contractor: RFI’s from and to parties other than the Architect or the Contractor will be received, reviewed and returned within a reasonable period of time, but will not take priority over RFI’s between the Architect and the Contractor. ARCHITECT’S SUPPLEMENTAL INSTRUCTIONS (ASI) Procedure: The Architect may, at any time during the progress of the Work, upon discovery of the necessity for an instruction, clarification, or modification, or minor changes in the Work, prepare and submit to the General Contractor, for immediate implementation, an ASI in the form described below. ASI's originate with the Architect and are directed to the General Contractor. ASI's will be prepared and distributed in a prompt manner so as to avoid delays in Contractor’s work or work of subcontractors to the extent possible. ASI’s may be prepared for remedial action or action resulting in tear-out, removal, and/or replacement. Content of the ASI: ASI’s will include a detailed description of item and work to be implemented, and will include the following minimum items: Project Name. Issue Date. Name of Contractor. Name of Architect. ASI Number, numbered sequentially. Specification Section number, title, and related paragraphs, as appropriate. Drawing number and detail references, as appropriate. Design dimensions and conditions, as appropriate. Architect’s signature. Attachments: Include drawings, descriptions, photos, catalog information, and other information necessary to fully describe items needing attention. Software-Generated ASI’s: Software-generated and/or email attachments in a form with substantially the same content as indicated above. Attachments shall be electronic files readable by the Contractor. Contractor’s Action upon Receipt of ASI: Contractor will incorporate the ASI into the schedule of the work in a manner deemed appropriate by the Contractor. ASI’s are to be considered as an extension of and an attachment to the Contract Documents. ASI’s have the same status and compliance requirements as do the initial Contract Documents, and their implementation shall be the same as the implementation of the requirements of the Contract Documents. If the Contractor believes that the ASI requirements warrant a change in the Contract Time or the Contract Sum, notify the Architect in writing within 10 days of receipt of the ASI, and prepare one of the following three(3) documents: a. AIA Document G 709: Request for Proposal. b. AIA Document G 714: Construction Change Directive or, c. AIA Document G 701: Change Order. ASI Log: Prepare, maintain, and submit a tabular log of ASI’s organized by the ASI number. Submit log weekly. Include the following: Project name. Name and address of Contractor. Name and address of Architect. ASI number. Brief ASI description. Date that the ASI was received. Schedule of implementation of the ASI into the Work. Comments, if any, on ASI impact on the Work, Schedule, Costs, or coordination and recommendations for action in the event of any delay or difficulty in implementation of the ASI. ENGINEER’S SUPPLEMENTAL INSTRUCTIONS (ESI) Procedure: The Certifying Engineer may, at any time during the progress of the Work, upon the discovery of the necessity for an instruction, interpretation, clarification, or modification, or minor changes in the Work, prepare and submit to the Architect, for review and forwarding to the Contractor, an ESI in the form described below. ESI’s originate with the Engineer and are directed to the Architect. ESI’s review by the Architect is a prerequisite before ESI’s are distributed to the Contractor. ESI’s will be prepared and distributed in a prompt manner so as to avoid delays in Contractor’s work or work of subcontractors to the extent possible. ESI’s may be prepared for remedial action or action resulting in tear-out, removal, and/or replacement. Content of the ESI: ESI’s will include a detailed description of item and work to be implemented, and will include the following minimum items: Project name. Issue date. Name of Contractor. Name of Architect. Name of certifying Engineer. ESI number, numbered sequentially. Specification Section number and title and related paragraphs, as appropriate. Drawing number and detail references, as appropriate. Design dimensions and conditions, as appropriate. Engineer’s signature. Architect’s signature indicating review of ESI. Attachments: Include drawings, descriptions, photos, catalog information, and other information necessary to fully describe items needing attention. Software-Generated ESI’s: Software-generated and/or email attachments in a form with substantially the same content as indicated above. Attachments shall be electronic files readable by the Architect and the Contractor. Contractor’s Action upon Receipt of ESI: Contractor will incorporate the ESI into the schedule of the work in a manner deemed appropriate by the Contractor. ESI’s are to be considered as an extension of and an attachment to the Contract Documents. ESI’s have the same status and compliance requirements as do the initial Contract Documents, and their implementation shall be the same as the implementation of the requirements of the Contract Documents. If the Contractor believes the ESI requirements warrant a change in the Contract Time or the Contract Sum, notify the Architect in writing within 10 days of receipt of the ESI, and prepare one of the following: a. AIA Document G 709: Request for Proposal. b. AIA Document G 714: Construction Change Directive, or c. AIA Document G 701: Change Order. ESI Log: Prepare, maintain, and submit a tabular log of ESI’s organized by the ESI number. Submit log weekly. Include the following: Project name. Name and address of Contractor. Name and address of Engineer. Name and address of Architect. ESI number. Brief ESI description. Date that the ESI was received. Schedule of implementation of ESI into the Work. Comments, if any, on ESI impact on the Work, Schedule, Costs, or coordination and recommendation for action in the event of any delay or difficulty in implementation of the ESI. PRODUCTS (Not Used) EXECUTION (Not Used) END OF SECTION 01 31 00