HomeMy WebLinkAboutADMINISTRATIVE REQUIREMENTS _Rev_0Five Sullivan Brothers CC Kitchen Plmb Improvements 01 30 00
City of Waterloo ADMINISTRATIVE REQUIREMENTS
INVISION #16021 1 of 6
SECTION 01 30 00
ADMINISTRATIVE REQUIREMENTS
PART 1 GENERAL
1.01 SECTION INCLUDES
A. Electronic document submittal service.
B. Release of CAD/BIM files
C. Preconstruction meeting.
D. Progress meetings.
E. Construction progress schedule.
F. Coordination drawings.
G. Submittals for review, information, and project closeout.
H. Number of copies of submittals.
I. Requests for Information (RFI) procedures.
J. Submittal procedures.
1.02 RELATED REQUIREMENTS
A. Section 01 60 00 - Product Requirements: General product requirements.
B. Section 01 70 00 - Execution and Closeout Requirements: Additional coordination requirements.
C. Section 01 78 00 - Closeout Submittals: Project record documents; operation and maintenance data;
warranties and bonds.
1.03 PROJECT COORDINATOR
A. Project Coordinator: General Contractor.
B. Cooperate with the Project Coordinator in allocation of mobilization areas of site; for field offices and
sheds, for construction access, traffic, and parking facilities.
C. During construction, coordinate use of site and facilities through the Project Coordinator.
D. Comply with Project Coordinator's procedures for intra-project communications; submittals, reports and
records, schedules, coordination drawings, and recommendations; and resolution of ambiguities and
conflicts.
E. Comply with instructions of the Project Coordinator for use of temporary utilities and construction
facilities. Responsibility for providing temporary utilities and construction facilities is identified in Section
01 50 00 - Temporary Facilities and Controls.
F. Coordinate field engineering and layout work under instructions of the Project Coordinator.
G. Make the following types of submittals to Design Professional through the Project Coordinator:
1. Requests for Information.
2. Requests for substitution.
3. Shop drawings, product data, and samples.
4. Test and inspection reports.
5. Design data.
6. Manufacturer's instructions and field reports.
7. Applications for payment and change order requests.
8. Progress schedules.
9. Coordination drawings.
10. Correction Punch List and Final Correction Punch List for Substantial Completion.
11. Closeout submittals.
PART 2 PRODUCTS - NOT USED
PART 3 EXECUTION
3.01 ELECTRONIC DOCUMENT SUBMITTAL SERVICE
A. All documents transmitted for purposes of administration of the contract are to be in electronic (PDF, MS
Word, or MS Excel) format, as appropriate to the document, and transmitted via an Internet-based
submittal service that receives, logs and stores documents, provides electronic stamping and signatures,
and notifies addressees via email.
1. The web-based software will provide status logs, reports, searching and automated notifications.
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2. Besides submittals for review, information, and closeout, this procedure applies to Requests for
Information (RFIs), progress documentation, contract modification documents (e.g. supplementary
instructions, change proposals, change orders), applications for payment, field reports and meeting
minutes, Contractor's correction punchlist, and any other document any participant wishes to make
part of the project record.
3. Contractor and Design Professional are required to use this service.
4. It is Contractor's responsibility to submit documents in allowable format.
5. Subcontractors, suppliers, and Design Professional's consultants will be permitted to use the
service at no extra charge.
6. Users of the service need an email address, internet access, and PDF review software that includes
ability to mark up and apply electronic stamps (such as Adobe Acrobat, www.adobe.com, or
Bluebeam PDF Revu, www.bluebeam.com), unless such software capability is provided by the
service provider.
7. Paper document transmittals will not be reviewed; emailed electronic documents will not be
reviewed.
8. All other specified submittal and document transmission procedures apply, except that electronic
document requirements do not apply to samples or color selection charts, which shall be delivered
by mail or courier.
B. Submittal Service: The selected service is:
1. Newforma Project Cloud: www.newformaprojectcloud.com; 800-303-4650;
projectcloud@newforma.com
C. Reference Guide: A “Quick Start Guide for External Users” is available at:
http://help.newforma.com/newforma_info_Exchange_eleventh_edition/desktop/External_User_Quick_Ref
erence_Guide.pdf
3.02 RELEASE OF CAD/BIM FILES
A. Contractors may request plans for their use/benefit for assistance in preparing submittals or for use in
construction.
1. Standard charge is $100 per sheet, payable directly to the Architect, for Architect’s cost in
developing CAD files.
2. The Revit model will be provided at no charge.
3. If CAD files, contractor shall identify specific sheets to be produced as files.
4. A signed release form is required.
3.03 PRECONSTRUCTION MEETING
A. Attendance Required:
1. Owner.
2. Design Professional.
3. Contractor.
4. Major subcontractors.
B. Agenda:
1. Execution of Owner-Contractor Agreement.
2. Submission of executed bonds and insurance certificates.
3. Distribution of Contract Documents.
4. Submission of list of subcontractors, list of products, schedule of values, and progress schedule.
5. Designation of personnel representing the parties to Contract, the Owner's Representative and
Design Professional.
6. Procedures and processing of field decisions, submittals, substitutions, applications for payments,
proposal request, Change Orders, and Contract closeout procedures.
7. Scheduling.
8. Pre-installation meetings required
C. The Design Professional will record minutes and distribute copies within seven (7) days after meeting to
participants. Design Professional, Owner, participants and those affected by decisions made will be
copied electronically with a PDF document.
3.04 PROGRESS MEETINGS
A. Schedule and administer meetings throughout progress of the work at minimum monthly intervals.
B. Make arrangements for meetings, prepare agenda with copies for participants, preside at meetings.
C. Attendance Required:
1. Contractor.
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2. Owner.
3. Design Professional.
4. Contractor's superintendent.
5. Major subcontractors.
6. Major Suppliers.
7. Additional consultants, subcontractors, suppliers and product representatives as appropriate to
agenda topics for each meeting.
D. Agenda:
1. Review minutes of previous meetings.
2. Review of work progress.
3. Field observations, problems, and decisions.
4. Identification of problems that impede, or will impede, planned progress.
5. Review of submittals schedule and status of submittals.
6. Review of off-site fabrication and delivery schedules.
7. Maintenance of progress schedule.
8. Corrective measures to regain projected schedules.
9. Planned progress during succeeding work period.
10. Coordination of projected progress.
11. Maintenance of quality and work standards.
12. Scheduling of upcoming pre-installation meetings.
13. Effect of proposed changes on progress schedule and coordination.
14. Other business relating to work.
E. Design Professional will record minutes and distribute copies within five (5) days after meeting to
participants, with copies to Design Professional, Owner, participants, and those affected by decisions
made.
1. Minutes will be distributed through Web based project management software system
3.05 CONSTRUCTION PROGRESS SCHEDULE
A. Submit schedule at Pre-Construction Meeting.
B. Submit updated schedule at each Progress meeting.
3.06 COORDINATION DRAWINGS
A. Provide information required by Project Coordinator for preparation of coordination drawings.
B. Review drawings prior to submission to Design Professional.
3.07 REQUESTS FOR INFORMATION (RFI)
A. Definition: A request seeking one of the following:
1. An interpretation, amplification, or clarification of some requirement of Contract Documents arising
from inability to determine from them the exact material, process, or system to be installed; or when
the elements of construction are required to occupy the same space (interference); or when an item
of work is described differently at more than one place in the Contract Documents.
2. A resolution to an issue which has arisen due to field conditions and affects design intent.
B. Whenever possible, request clarifications at the next appropriate project progress meeting, with response
entered into meeting minutes, rendering unnecessary the issuance of a formal RFI.
C. Preparation: Prepare an RFI immediately upon discovery of a need for interpretation of the Contract
Documents. Failure to submit a RFI in a timely manner is not a legitimate cause for claiming additional
costs or delays in execution of the work.
1. Prepare a separate RFI for each specific item.
a. Review, coordinate, and comment on requests originating with subcontractors and/or
materials suppliers.
b. Do not forward requests which solely require internal coordination between subcontractors.
2. Prepare using software provided by the Electronic Document Submittal Service.
3. Combine RFI and its attachments into a single electronic file.
D. Reason for the RFI: Prior to initiation of an RFI, carefully study all Contract Documents to confirm that
information sufficient for their interpretation is definitely not included.
1. Unacceptable Uses for RFIs: Do not use RFIs to request the following::
a. Approval of submittals (use procedures specified elsewhere in this section).
b. Approval of substitutions (see Section - 01 60 00 - Product Requirements)
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c. Changes that entail change in Contract Time and Contract Sum (comply with provisions of the
Conditions of the Contract).
d. Different methods of performing work than those indicated in the Contract Drawings and
Specifications (comply with provisions of the Conditions of the Contract).
2. Improper RFIs: Requests not prepared in compliance with requirements of this section, and/or
missing key information required to render an actionable response. They will be returned without a
response, with an explanatory notation.
3. Frivolous RFIs: Requests regarding information that is clearly indicated on, or reasonably inferable
from, the Contract Documents, with no additional input required to clarify the question. They will be
returned without a response, with an explanatory notation.
a. The Owner reserves the right to assess the Contractor for the costs (on time-and-materials
basis) incurred by the Design Professional, and any of its consultants, due to processing of
such RFIs.
E. Content: Include identifiers necessary for tracking the status of each RFI, and information necessary to
provide an actionable response.
1. Official Project name and number, and any additional required identifiers established in Contract
Documents.
2. Owner's, Design Professional's, and Contractor's names.
3. Discrete and consecutive RFI number, and descriptive subject/title.
4. Issue date, and requested reply date.
5. Reference to particular Contract Document(s) requiring additional information/interpretation.
Identify pertinent drawing and detail number and/or specification section number, title, and
paragraph(s).
6. Annotations: Field dimensions and/or description of conditions which have engendered the
request.
7. Contractor's suggested resolution: A written and/or a graphic solution, to scale, is required in cases
where clarification of coordination issues is involved, for example; routing, clearances, and/or
specific locations of work shown diagrammatically in Contract Documents. If applicable, state the
likely impact of the suggested resolution on Contract Time or the Contract Sum.
F. Attachments: Include sketches, coordination drawings, descriptions, photos, submittals, and other
information necessary to substantiate the reason for the request.
G. Review Time: Design Professional will respond and return RFIs to Contractor within seven calendar days
of receipt. For the purpose of establishing the start of the mandated response period, RFIs received after
12:00 noon will be considered as having been received on the following regular working day.
1. Response period may be shortened or lengthened for specific items, subject to mutual agreement,
and recorded in a timely manner in progress meeting minutes.
H. Responses: Content of answered RFIs will not constitute in any manner a directive or authorization to
perform extra work or delay the project. If the response is likely to lead to a change to Contract Sum or
Contract Time, the Architect will issue a formal change document.
1. Response may include a request for additional information, in which case the original RFI will be
deemed as having been answered, and an amended one is to be issued forthwith. Identify the
amended RFI with an R suffix to the original number.
2. Do not extend applicability of a response to specific item to encompass other similar conditions,
unless specifically so noted in the response.
3. Upon receipt of a response, promptly review and distribute it to all affected parties, and update the
RFI Log.
4. Notify Design Professional within seven calendar days if an additional or corrected response is
required by submitting an amended version of the original RFI, identified as specified above.
3.08 SUBMITTAL SCHEDULE
A. Submit to Design Professional for review a schedule for submittals in tabular format.
1. Coordinate with Contractor's construction schedule and schedule of values.
2. Format schedule to allow tracking of status of submittals throughout duration of construction.
3.09 SUBMITTALS FOR REVIEW
A. When the following are specified in individual sections, submit them for review:
1. Product data.
2. Shop drawings.
3. Samples for selection.
4. Samples for verification.
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B. Submit to Design Professional for review for the limited purpose of checking for compliance with
information given and the design concept expressed in the contract documents.
C. Samples will be reviewed for aesthetic, color, or finish selection.
D. After review, provide copies and distribute in accordance with SUBMITTAL PROCEDURES article below
and for record documents purposes described in Section 01 78 00 - Closeout Submittals.
3.10 SUBMITTALS FOR INFORMATION
A. When the following are specified in individual sections, submit them for information:
1. Design data.
2. Certificates.
3. Test reports.
4. Inspection reports.
5. Manufacturer's instructions.
6. Manufacturer's field reports.
7. Other types indicated.
B. Submit for Design Professional's knowledge as contract administrator or for Owner.
3.11 SUBMITTALS FOR PROJECT CLOSEOUT
A. Submit Correction Punch List for Substantial Completion.
B. Submit Final Correction Punch List for Substantial Completion.
C. When the following are specified in individual sections, submit them at project closeout in compliance
with requirements of Section 01 78 00 - Closeout Submittals:
1. Project record documents.
2. Operation and maintenance data.
3. Warranties.
4. Bonds.
5. Other types as indicated.
D. Submit for Owner's benefit during and after project completion.
3.12 NUMBER OF COPIES OF SUBMITTALS
A. Electronic Documents: Submit one electronic copy in PDF format; an electronically-marked up file will be
returned. Create PDFs at native size and right-side up; illegible files will be rejected.
1. Transmit to Architect/ Engineer via email to General Contractor or via Electronic Document
Submittal Service.
B. Extra Copies at Project Closeout: See Section 01 78 00.
C. Samples: Submit the number specified in individual specification sections; one of which will be retained
by Design Professional.
1. After review, produce duplicates.
2. Retained samples will not be returned to Contractor unless specifically so stated.
3.13 SUBMITTAL PROCEDURES
A. General Requirements:
1. Use a single transmittal for related items.
2. Submit separate packages of submittals for review and submittals for information, when included in
the same specification section.
3. Transmit using approved form.
a. Use form generated by Electronic Document Submittal Service software.
4. Identify: Project; Contractor; subcontractor or supplier; pertinent drawing and detail number; and
specification section number and article/paragraph, as appropriate on each copy.
5. Apply Contractor's stamp, signed or initialed certifying that review, approval, verification of products
required, field dimensions, adjacent construction work, and coordination of information is in
accordance with the requirements of the work and Contract Documents.
6. Deliver each submittal on date noted in submittal schedule, unless an earlier date has been agreed
to by all affected parties, and is of the benefit to the project.
a. Upload submittals in electronic form to Electronic Document Submittal Service website.
7. Schedule submittals to expedite the Project, and coordinate submission of related items.
a. For each submittal for review, allow 15 days excluding delivery time to and from the
Contractor.
b. For sequential reviews involving Design Professional's consultants, Owner, or another affected
party, allow an additional 7 days.
8. Identify variations from Contract Documents and product or system limitations that may be
detrimental to successful performance of the completed work.
9. Provide space for Contractor and Design Professional review stamps.
10. When revised for resubmission, identify all changes made since previous submission.
11. Distribute reviewed submittals. Instruct parties to promptly report inability to comply with
requirements.
12. Incomplete submittals will not be reviewed, unless they are partial submittals for distinct portion(s)
of the work, and have received prior approval for their use.
13. Submittals not requested will be recognized, and will be returned "Not Reviewed",
B. Product Data Procedures:
1. Submit only information required by individual specification sections.
2. Collect required information into a single submittal.
3. Submit concurrently with related shop drawing submittal.
4. Do not submit (Material) Safety Data Sheets for materials or products.
C. Shop Drawing Procedures:
1. Prepare accurate, drawn-to-scale, original shop drawing documentation by interpreting the Contract
Documents and coordinating related work.
2. Do not reproduce the Contract Documents to create shop drawings.
3. Generic, non-project-specific information submitted as shop drawings do not meet the requirements
for shop drawings.
D. Samples Procedures:
1. Transmit related items together as single package.
2. Identify each item to allow review for applicability in relation to shop drawings showing installation
locations.
3. Include with transmittal high-resolution image files of samples to facilitate electronic review and
approval. Provide separate submittal page for each item image.
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b. For sequential reviews involving Design Professional's consultants, Owner, or another affected
party, allow an additional 7 days.
8. Identify variations from Contract Documents and product or system limitations that may be
detrimental to successful performance of the completed work.
9. Provide space for Contractor and Design Professional review stamps.
10. When revised for resubmission, identify all changes made since previous submission.
11. Distribute reviewed submittals. Instruct parties to promptly report inability to comply with
requirements.
12. Incomplete submittals will not be reviewed, unless they are partial submittals for distinct portion(s)
of the work, and have received prior approval for their use.
13. Submittals not requested will be recognized, and will be returned "Not Reviewed",
B. Product Data Procedures:
1. Submit only information required by individual specification sections.
2. Collect required information into a single submittal.
3. Submit concurrently with related shop drawing submittal.
4. Do not submit (Material) Safety Data Sheets for materials or products.
C. Shop Drawing Procedures:
1. Prepare accurate, drawn-to-scale, original shop drawing documentation by interpreting the Contract
Documents and coordinating related work.
2. Do not reproduce the Contract Documents to create shop drawings.
3. Generic, non-project-specific information submitted as shop drawings do not meet the requirements
for shop drawings.
D. Samples Procedures:
1. Transmit related items together as single package.
2. Identify each item to allow review for applicability in relation to shop drawings showing installation
locations.
3. Include with transmittal high-resolution image files of samples to facilitate electronic review and
approval. Provide separate submittal page for each item image.
3.14 SUBMITTAL REVIEW
A. Submittals for Review: Design Professional will review each submittal, and approve, or take other
appropriate action.
B. Submittals for Information: Design Professional will acknowledge receipt and review. See below for
actions to be taken.
C. Design Professional's actions will be reflected by marking each returned submittal using virtual stamp on
electronic submittals.
1. Notations may be made directly on submitted items and/or listed on appended Submittal Review
cover sheet.
D. Design Professional's actions on items submitted for review:
1. Authorizing purchasing, fabrication, delivery, and installation:
a. Reviewed.
b. Corrections Noted.
c. Submit Specific Item(s).
d. Revise and Resubmit.
e. Rejected.
f. Information Only.
END OF SECTION