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The University of West Florida Facilities Development & Operations
F A C I L I T I E S D E V E L O P M E N T & O P E R A T I O N S
Project Manager’s Manual
University of West Florida 11000 University Parkway Pensacola Florida 32514
Phone: 850-474-2007 Fax: 850-857-6076
http://uwf.edu/aeservices/internal/
Table of Contents INDEX FORMS ................................................................................................. i INDEX SOP’S (Standard Operatiing Procedures) ........................................... ii EXPECTATION .............................................................................................. iii
SUMMARY Design .......................................................................................... iv
PROJECT MANAGER MANUAL SECTION – A THE PLANNING PROCESS ........................................................................... 1
The Design Process ................................................................................................. 2 Design Procedures ...................................................................................... 2 Consultant Design Procedures ................................................................. 2
Plan Review Submittals ........................................................................................... 3 SECTION - B BID PROCEDURES and CONTRACTING .................................................... 5
Using a Job Order Contractor(JOC) ..................................................................... 5 Through Procurement Services .............................................................................. 6
SECTION - C CONSTRUCTION PROCEDURES ................................................................ 8
Pre-Construction Meeting Checklist ..................................................................... 8 Project Management/Construction Administration ........................................... 8
SECTION - D PROJECT CLOSE OUT ................................................................................. 10
Project Folders Checklist ...................................................................................... 10 Turnover and Project Close-Out ......................................................................... 11 Records Distribution Checklist ............................................................................ 12 Occupancy Checklist .............................................................................................. 12
SECTION - E CONTRACT & CONSULTANTS .................................................................. 13
Design Consultant List .......................................................................................... 14 Job Order Contract (JOC)List .............................................................................. 16
i
FACILITIES DEVELOPMENT & OPERATIONS PROCESSES
FORMS – INDEX
AEP PLANNING DOCUMENTS AEP Construction Project Request Form Instructions AEP 1 Construction Project Request Form AEP 2 Request for funds AEP 3 Project Review AEP 4 Proof of Site Visit AEP 5 Sign In Sheet AEP 6 Educational & General Capital Request Form Fiscal Year (pdf/form fillable-fill in current year) AEP 7 Contact Information Sheet AEP 9 Space Programming Form AEP 9 A Space Request Form AEP 10 Scope Statement AEP 11 Estimating Recap AEP 12 Project Checklist AEH DOCUMENTS AEH 1 Project Route Sheet AEH 2 Phone Log AEH 3 Punchlist Inspection Sheet AEH 4 Transmittal Letter AEH 5 Daily Field Observation Report AEH 6 Submittal Log AEH 7 Contractor Performance Evaluation AEH 8 Consultant Performance Evaluation AEH 9 Bib Award Recommendation AEH 10 Contractor Evaluation AEH 11 Fire Marshal Plan Review AECT CONSULTANT DOCUMENTS AECT 1 Substitution Request During the Biding Phase AECT 2 Consultant Pay Request AECT 3 Additional Services Authorization AECT 4 Scope of Service Letter Exhibit 5 AECR Contractor Documents AECR 2 Subcontractors & Major Material Suppliers List AECR 3 Application & Certification For Payment AECR 3A Schedule of Values AECR 4 Construction Contract Change Order Request AECR 5 Certificate of Substantial Completion AECR 6 Certificate of Contract Completion AECR 7 State Fire Marshal Request for Building Site Inspection AECR 8 Partial Lien Waiver AECR 9 Final Lien Waiver AECR 10 Certified Minority Business Data Form AECR 11 Request for Information
Updated: June 2010
C:\Documents and Settings\pcravatt\Desktop\AES SOP Index.doc
FACILITIES DEVELOPMENT & OPERATIONS STANDARD OPERATING PROCEDURES
SOP - INDEX AES 1.XXX ADMINISTRATIVE SOP AES 1.002 - Computer Server Filing System and File Naming
AES 1.003 - Security of Campus Documentation
AES 1.004 - Mapping Updates/Maintenance
AES 2.XXX PROJECT PROCEDURE AES 2.001 - Project Drawing Review Process
AES 2.002 - Construction Projects Contracting
AES 2.003 - ADA Projects and Reasonable Accommodations Projects
AES 2.004 - Plans Examination/Permitting
AES 2.005 - Mapping Updates Maintenance
AES 2.006 - Design and Construction Procedures – In House
AES 2.007 - Furniture and Fixture Purchases Related to a Project
AES 2.008 - Interior Finish Standards
AES 2.009 - Project Folder Contents/Checklist
AES 2.010 - Project Pre-Construction Procedures
AES 2.011 - Departmental Moves
AES 2.012 - Construction Project Updates
AES 2.013 - Department Funded Project Procedures and Cost Responsibility
AES 2.014 - Construction Change Order Procedures
AES 2.015 - Department Funded: In-House Design, Contractual Construction and Costs
AES 2.016 - Department Funded: Consultant Design and Construction
AES 2.017 - Construction Safety
AES 2.018 - Job Order Contract (JOC) Negotiation
AES 2.019 - UWF Dig Procedures
AES 2.020 - Liquidated Damages on Job Order Contract (JOC) General Contractors
AES 2.021 - Campus Building Roof Plans
AES .022 - Delivery of Project Submittal Documents to UWF
AES 2.023 - Direct Purchase Orders for Professional Project Services
AES 2.024 - UWF Construction Project cost Database
C:\Documents and Settings\pcravatt\Desktop\AES SOP Index.doc
AES 3.XXX SPACE MANAGEMENT AES 3.000 - Assignment and Utilization of Space
AES 3.001 - Interior Signage
AES 3.002 - External Direction Sign System
AES 3.003 - Lease Space Telecom Access
AES 3.005 - Space Database Entries and Maintenance
AES 3.006 - Campus Building Floor Plans
AES 3.007 - Space Committee Procedures – Customer Service
AES 3.008 - Lease Space Procedures
AES 3.008a - Space Request & Leased Property Flow Chart
AES 3.009 - Risk Management Procedures
AES 3.010 - Lease Space Maintenance Procedure
AES 4.XXX JOINT ITS/AES : (Review Process)
AES 4.002 -Telecom Room Access
AES 4.003 - Telecom Outlet Installations
AES 4.004 - Premise Wiring
AES 4.005 - Outside Plant Cabling
iii Updated: June 2010
Facilities Development & Operations Project Management Expectations
Be PASSIONATE and take PRIDE in your work
1. SCOPE – ensure that the scope is fully developed to include other items affected by the project. Manage the scope to avoid “scope creep” by the users. If scope creeps, budget will be impacted.
2. BUDGET – review and provide input to the planning and budgeting process to ensure an
adequate budget. Manage and track all expenses on the PM report.
3. SCHEDULE – Develop a tentative schedule with the users and all others affected by the project. Continually communicate schedule changes or delays.
4. QUALITY - Carefully review, specify and approve products. Ensure compliance with the
Design and Construction Standards. Bottom line is….think “Quality” and “Long Life-Cycle”. Be very apprehensive about approving substitute products.
5. COMMUNICATE – Critical to customer service. Communicate clearly and frequently with
the user through ever step of the process. Ensure scope is clearly understood, budget and schedule are communicated. Communicate with the users and any others affected by the project.
6. MANAGE 100% OF THE PROJECT: Coordinate any and all equipment or furnishings
related to the project or subsequent to the project. Select finishes and provide users with 2-3 options. Do not allow users to meet directly with vendors.
7. DESIGN and CONTRACTOR ACCOUNTABILITY: Ensure that design firms and
contractors are performing work in compliance with the Building Design and Construction Standards and contract documents. Take time to perform detailed punchlist inspections. Keep contractors accountable for warranty work.
_______________________________________ Associate Vice President Facilities Development & Operations
iv
PROJECT MANAGEMENT SUMMARY AND INDEX
THE PROJECT MANAGER WILL BE RESPONSIBLE TO RESPOND TO THE USER REQUEST OR INITIATE THE LEGISLATIVE FUNDED PROJECT, DEVELOP THE SCOPE OF WORK WITH THE USER, ESTIMATE, COORDINATE DESIGN DEVELOPMENT, AND PROVIDE CONSTRUCTION ADMINISTRATION (“WOMB TO TOMB”)
DESIGN PROCESSES
1. Project request via email, verbal, Work Order or PRF form. TMA work order number is identified.
Project Request Form (PRF) Space Request Form
2. Project Manager contacts user to determine scope, schedule and budget. After this, it is determined if the project can be designed “in-house”.
a. Scope Statement –(1 page) b. Detailed estimate of Work c. Project Schedule
3. Project Manager to review above documents with customer for confirmation prior to proceeding.
4. Project Request Form is circulated for review comments and signatures. After approved, the customer sends a written authorization to proceed with “Review and Approval of Fiscal Agent”.
5. Business Manager encumbers funds, acquires Assoc. V.P. signature and forwards fully executed PRF to the Project Manager, the customer and fiscal agent.
6. Project Manager sets up project on TMA 7. Project is designed in consultation with the requestor and fiscal agent and estimate
is refined (if required, request additional funds). Project Manager to consult with the Escambia County Building Inspectors Division and the State Fire Marshall for code compliance review comments. Project to be reviewed by in-house staff.
Request for Additional Funds for Construction Form State Fire Marshal Plan Review Section Payment Information Project Review Form UWF Building Design and Construction Standards
BIDDING/NEGOTIATIONS
8. Project Manager will prepare a Purchase Requisition with bid documents (plans
and specifications). Prepared package is sent to the Business Mgr. For initialing and forwarded to the Assoc. V.P. for signatures and copies to the customer. (Note: If negotiated with a “blanket” contractor, requisition shall name such contractor).
Purchase Requisition Form
I DESIGN PROCESSES (cont.)
9. The Office of Procurement & Contracts advertises & receives bids. Prior to award, Procurement & Contracts notifies the user of the updated budget amount required, including contingency, based on the bids. (Note: If negotiated, Purchase Order to will be sent to the “blanket” contractor, A&E Services appropriate staff and Business Manager). Any clarifications will be addressed via addendum
Addendum Proof of Site Visit Form Mandatory Pre-Bid Meeting Agenda Sign-in Form (for meetings) Substitution Request Form (pre-bid) Bid Tabulation Form List of Subcontractors Form
10. Procurement & Contracts posts notice of award and issues Notice-to-Proceed to contractor.
CONTRACT ADMINISTRATION
11. Contractor performs work and invoices Facilities Development & Operations for
work performed. Any change in scope of work shall be documented as a Change Order. The Project Manager approves payments submitted and forwards to Business Manager. (See page 22 for “Project Manager Responsibilities during Contract Administration”).
12. Project Manager to hold project meetings every two weeks on the project premises to review progress and schedule.
Pre-Construction Meeting Agenda (SOP 2.010) Construction Project Application for Payment State Fire Marshal request for Building Site Inspection Change Order Request Change Order Request Log Submittal Register Substitution Request Form (post-bid) Construction Meeting Agenda Daily Field Observation Report Certificate of Substantial Completion Certificate of Final Inspection Certificate of Contract Completion and Release of Lien Transmittal Form
February 27, 2009 2 of 2
i. v
CONSULTANT DESIGN PROCESSES Consultant use criteria: If a project is an assembly area or has excessive electrical, HVAC or plumbing renovations, a Design Consultant will be required.
1. Customer Request via Project Request Form (PRF) and TMA work order number is identified.
Project Request Form (PRF) Space Request Form
2. Project Manager meets with the user to identify a scope of work. After this, it is determined if a design consultant is required.
Scope Statement –(1 page) Detailed estimate of Work Project Schedule
3. Project Manager requests and receives a written fee proposal from “blanket” design consultants. The fee proposal is reviewed by the Project Manager to verify values and hours with blanket contract and then forwarded to the Business Manager. PRF is circulated to internal departments and estimate is sent to the customer (PRF Steps 4-8).
Scope and submittal requirements Project Checklist Fee Proposal
4. Customer sends written authorization to the Project Manager to proceed with completion of “Review and Approval of Fiscal Agent”.
5. Initialed PRF is forwarded to the Business Manager to identify the budget amount, account number, account type and account name to which invoices may be charged.
6. If consultant design fee is approved, then the A&E Services Director, Facilities Management Director, or EH&S Director will accept the fee proposal via written confirmation (letter or email) to the consultant stating that a NTP and Purchase Order will be forthcoming from Procurement Services. The letter shall be copied to the Plant Operations & Maintenance, Environmental Health & Safety, Project Manager and Business Manager.
Purchase Requisition Fee acceptance letter
7. Procurement Services issues a Notice-to-Proceed and Purchase Order to the consultant for services to be rendered and copies the Project Manager and Business Manager.
8. Project Manager prepares a purchase requisition attaching the consultant’s fee proposal. The requisition is forwarded to the Business Manager for initialing to encumber funds and forwards to the Assoc. V.P. for signatures with a copy to the customer.
9. The Project Manager oversees design development in consultation with the consultant, customer and fiscal agent. Refined construction estimates required at each design submittal and copies are sent to the customer. Incremental design submittals are required in accordance with the UWF Buildings Design and Construction Standards. Project Manager and consultant are to consult with the Escambia County Building Inspectors Division and State Fire Marshal during design phases.
CONSULTANT DESIGN PROCESSES (cont.)
Each submittal is to be reviewed and commented by in-house staff. Project Review Form Request for Additional Funds for Construction Form UWF Building Design and Construction Standards
10. Contract documents are completed with all review comments incorporated.
BIDDING/NEGOTIATIONS
11. Project Manager prepares a Purchase Requisition with bid documents (plans and specifications). Prepared package is sent to the Business Mgr. for initialing and forwarded to Assoc. V.P. for signatures and copies to the customer. (Note: If negotiated with a “blanket” contractor, requisition shall name such contractor. The Purchase Requisition shall have the contractor’s negotiated proposal attached).
Purchase Requisition Form Mandatory Pre-Bid Meeting Agenda Proof of Site Visit Form Addendum Substitution Request Form (Pre-bid) Bid Tabulation Form Sign-in Form (for meetings)
CONTRACT ADMINISTRATION
12. Contractor performs work and invoices A&E Services for work performed. Any
change in scope of work shall be documented as a Change Order. The Project Manager approves payments submitted and forwards to Business Manager. (See page 22 for “Project Manager Responsibilities during Contract Administration”).
13. Project Manager to hold project meetings every two weeks on the project premises to review progress and schedule.
Pre-Construction Meeting Agenda – (SOP 2.010) Construction Project Application for Payment State Fire Marshal request for Building Site Inspection Change Order Request Change Order Request Log Request for Proposal Request for Information Submittal Register Form Substitution Request Form (post-bid) Construction Meeting Agenda Daily Field Observation Report Certificate of Substantial Completion Certificate of Final Inspection Certificate of Contract Completion and Release of Lien
1 June 2010
The Planning Process Planning begins each year by prioritizing the Capital Projects Requests. The resulting list becomes the Formula Funded PECO Projects for the coming year. In addition, campus requests are submitted throughout the year. These projects are either paid for by the department or added to the Capital Projects Requests list for planning for the next year.
The Formula Funded PECO list is divided into the following categories:
ADA Life Safety Capital Renewal Non-Recurring Recurring
*Note: All PECO funds revert 31 months after the July 1 year of release.
The Project Manager will follow the following to plan projects:
1. Formula Funded, capital projects, utility/infrastructure, and departmental projects will be assigned project numbers by Planning before any work is executed.
2. The requestor is contacted for a site visit. The Project Manager will be identified and be a part of the process.
3. During the site visit, the scope will be identified and a signature will be obtained on the Project Request Form (PRF). Within 10 days after the visit, planning and estimating will provide the requestor with the following documents:
a. Scope. The scope statement will address any issues with codes, signage, EH&S, inspection, construction guidelines, Space Management, tagged equipment, and design recommendations. The scope statement will have the funding source, project number, schedule, and project title.
b. Budget. The budget will be reviewed and approved by the scheduled Project Manager. The budget will include inspection fees, contingencies, and estimate to do the work identified in the scope statement.
c. Sketch. An in-house hand or CAD sketch of work to be done will be completed by the Planning and design department.
Section
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2 June 2010
d. Project Request Form. (AEP 1) The form will be filled out and ready for the requestor’s signature and account number indicating that they wish to proceed with the project.
4. The project request form will be routed to obtain the necessary signatures.
The Design Process After the project request form is signed with an account number, the design begins. There are three types of design:
1. Design Process
2. Consultant Design - Use a JOC Design licensed design professional.
3. Design-Build - Design build projects are acceptable for some smaller scale projects; however, planning with the firm to provide a fee proposal letter explaining expectations with drawings, Building Code Administration, and construction will be required.
In-House Design Procedures 1. The Project Manager will communicate with the Escambia County Building Codes
Division, to receive recommendations throughout the design process.
2. After the design is complete, the Project Manager (PM) will request review and comments. The Project Manager will provide a review sheet for signatures and comments for the review. All drawings, whether in-house design or consultant, will require the Manager, Computer Drafting Services, to send out a notification of drawing review. (SOP AES 2.001)
3. In-House design and construction procedures summary is outlined in AES 2.006 Project Construction Procedures – In-House Design. This SOP gives a list of forms used for the project process.
4. The Project Manager, will submit four (see SOP 2.001) copies of the approved drawings
to the Escambia County Building Codes Division for plan review and permitting. Consultant Design Procedures
1. Projects for an assembly area, or construction cost is over $25K, or has excessive electrical/HVAC/Plumbing renovations, the services of a licensed professional will be required.
2. After completion of preliminary scope, sketch, and budget review, the Project Manager will
send a “Request for Fee Proposal” letter to the consultant. Consultants are selected based on expertise and workload. (For Fee Proposal Letter template see: AECT4-Scope of Service Letter - Exhibit 5 )
3 June 2010
3. The Project Manager will obtain account information and signatures on PRF to complete a “package” for submittal for the project.
4. The Project Manager will verify that the fee proposal meets the contract requirements (values and hours) and scope needs as well as obtaining the project manager approvals.
5. The requisition (to the consultant) will be submitted to the Business Manager with a package including scope statement, PRF, and supporting information. The requisition must include the PM name, contact, and contact number and if possible, the project start date. The PM will sign the requisition as well as approval of the contract for design work.
6. The Associate Vice President of Facilities Development and Operations will determine a Project Manager and ensure that the PM is fully involved and aware of the project and agrees with the package submittal.
7. The Business Manager will route the requisition to the Associate Vice President for signature and then send to Procurement Services.
8. A “Fee Acceptance Letter” will be sent to the design firm. (see SOP 2.012) The letter will state the fee has been accepted and that the project is being routed for signatures and processing. This procedure may take as long as two weeks.
9. After the 100 % design is complete, the Project Manager (PM) will send an e-mail, with the project manager’s name, deadline for responses, and project number to everyone for the “final” review. The Project Manager, will provide a review sheet for signatures and comments once the project is reviewed. The Project Manager will be responsible to summarize the comments prior to being forwarded to the design consultant. (SOP AES 2.001)
10. The Project Manager will send comments back to the designer for revisions.
11. The Architect/Engineer will submit (6) sets of 100% drawings to the Planning Department, four of which will be signed/sealed (see SOP 2.001)
12. The Project Manager will send the Building Code Administrator four signed/sealed sets for plan review and permitting.
Plan Review Submittals The following items must be submitted to the Building Code Administrator for any new
construction, remodeling, or renovation The BCA review process is a 100% plan review in which the BCA formally supports the Architectural and Engineering directorate in their plan reviews. A minimum of 14 days is required for this review and comments are normally provided via email to the Professional Designer and Project Manager.
Note: Plans that are required to go to outside agencies for review (i.e. Florida State Fire Marshall, Florida Statute 633.085, paragraph (3) (b) requires 30 days.
4 June 2010
In a 100% plan review, the following are the minimum requirements;
1. Four (4) sets of signed/sealed plans containing designers name and signature on drawings or an Architect/Engineer stamp and seal for any of the following:
i. Assembly, Educational, or Institutional types of occupancy ii. Construction over $25,000 in job cost iii. Construction over 1,000 square feet in area
2. Wind load certification 3. Site or location plan—to scale 4. Elevations (Front, rear, left/right side) 5. Roof/Floor system design (truss designers layout sheet if necessary) 6. Details in accordance with Florida Building Code, 104.3.1 to include;
o Floor Plan o Wall section(s) o Foundation o Rated assembly identification and details o Rated system identification and details o Connectors, fasteners, gable bracing, and fastening specifications. o Florida Product Approval Certifications and products it applies to o Project Mangers Name and Account information for permitting
7. There are additional items that maybe required for projects that require special reviews or have
special circumstances. These items include, but are not limited to; i. Topographical survey with flood zone addressed ii. Geo-technical report iv. Army Corp of Engineers Approval v. Department of Environmental Protection approval
8. Once projects meet the minimum qualifications for acceptance and review, then the permitting process may begin.
9. It is ultimately the PM’s responsibility to ensure routing/approvals, and keep track of the project drawings.
10. The PM has full responsibility to track Fire Marshal approval. Design Professionals have the responsibility to request Fire Marshal reviews and Final Inspections; however, it is the PM’s responsibility to ensure that this has been done and to track the timeline. (See SOP 2.004)
5 June 2010
Bid Procedures and Contracting Using a JOC Contractor
1. The PM will work to obtain pricing from the blanket contractor, which must follow the contract guidelines by providing the R.S. Means breakdown. The values must be compared to the Contract’s agreed upon OH&P and mark-ups.
2. If the project comes back over budget, Planning will assist to obtain additional funding or reduce the scope to allow the project to continue.
3. Project documentation must be kept in the project folder following SOP 2.009.
4. The PM will ensure that the Program of Requirements and the Construction Standards are being satisfied.
5. The Project Manager will submit the requisition (identifying the contractor) to the Business
Manager with a package including scope statement, PRF, and supporting information. The req. must include the PM’s name, contact, contact number, and if possible, the projects start date. The PM will sign the requisition as well as approval of the contract for work.
6. The PM will not accept a project from Facilities Maintenance or AES Planning until the full package is completed according to requirements stated above.
7. The Business Manager will route the requisition to the Associate Vice President for signature and then send to Procurement and Contracts.
8. The Project Manager may check the “SCT Banner” financial site directly for copies of their PO. It is the responsibility of the PM to check with the vendor or contractor to ensure that they received the PO. Procurement Services will also provide an electronic PDF copy to the P.M.
Section
B
6 June 2010
Through Procurement Services
See AES 2.002 SOP – Contracting Procedures for summary. Please refer to the Procurement and Contracts website for additional information.
*The information below (1&2) is a duplicate (somewhat) of the information provided in the planning stages of project management, but is re-stated for the P&C process.
1. The Project Manager will contact the consulting firm to request a design fee proposal by written memoranda.
2. Incremental design submittals are required in accordance with the UWF Design and
Construction Standards and the SUS Professional Services Guide.
3. The design consultant should provide an approximate estimate of cost for budgeting and to provide to P&C office at this time. The standard fee proposal letter should state that this be provided.
4. Items to have complete before sending to Procurement Services:
Specifications Drawings Division 0 Division 1 Unit Pricing Project Schedule Notation within documentation of mandatory site or pre-bid information
5. The information below is on the Procurement Services web site. These guidelines
pertain to all jobs not utilizing one of our blanket contractors.
$0 - $9,999.99 Departmental quote (can be phone) obtained from vendor to include shipping.
$10,000 - $24,999.99
Two or more written/faxed/emailed departmental quotes obtained from two or more vendors.
$25,000 - $49,999.99
Written Request for Quotation initiated by Procurement and Contracts upon receipt of requisition.
$50,000 up Formal Sealed Solicitation Process (allow 3 to 5 weeks for normal process - Request for Proposals will require more time).
6. As a guide to assist the PM with determination of project schedule, projects below
$200K are not required to advertise outside of the Procurement Services website. The
7 June 2010
P&C website stated that time frame for each project will be determined between PS and the PM.
7. Projects above $200K are required to advertise in the Fl. Administrative Weekly for
21 days with an additional 10 days to submit (for a total of 31 days on the project schedule.)
8. Projects above $500K are required to advertise for 30 days before bid opening. 9. If quote is over $25,000 and a formal sealed solicitation is required. The PM will
submit a purchase requisition to Procurement and Contract Services with specifications, special conditions, and drawings. Purchasing prepares bid as per information in the above section.
10. After the bid process is complete, it is the responsibility of the PM to complete a
written recommendation as well as the signed bid tabulation sheet (signed by the PM) to Procurement Services within 24 hours. See list of AES forms for “recommendation form.”
11. An Emergency Justification is required and can only be used if: According
Administrative Rule 6C-18.050 (7), emergency purchases are not subject to the competitive solicitation process, but will only be used in the following circumstances:
"When the Chancellor, a President or his/her designee determines, in writing, that the delay due to the competitive solicitation process is an immediate danger to the public health or safety or the welfare of the Institution, the Institution may proceed with the procurement of commodities or contractual services without a competitive solicitation." Change Order – After construction begins, should the contract need to be modified, a change order (CO) form will be required from the Owner.
8 June 2010
Construction Procedures Pre-Construction Meeting Checklist (See SOP 2.010) The SOP above provides a checklist and information to be provided to the contractor. The PM should utilize the work control center to provide information to the building occupants regarding any work taking place in a building. You can e-mail the work control center and request exact wording and it will be sent to all occupants within the building. The PM is responsible for assisting the contractor with acquiring permitting and ensuring that a permit has been pulled before the start of the project. Form AEP7 is a contact list for the PM folder. This will allow for easy “quick find” if you are out of the office and someone else has to take care of issues for your project. Utilize this form to provide building contacts as well as contractor and vendor contacts. Project Management/Construction Administration 1. Monitor Construction Schedule and document 2. Quality of Material-Adherence to Specifications 3. Construction Details-Adherence to Documents 4. Document Routing of Information 5. Assist with parking for the contractor – see vehicle restrictions map 6. Document account information 7. Periodic field reports 8. Keys (see checkout procedure (SOP- FS 1.002) 9. All requisitions, pay requests, and change orders are to be signed by the Project Manager
Section
C
9 June 2010
10. Instructions to Sub-Contractors - MUST be from Prime Contractor 11. Oral Discussion is NOT Authorization 12. Moveable equipment purchases –
a. Formula Funds cannot purchase movable equipment. b. Any items over $1,500 must be tagged by Controllers Office
13. Signage (interior and exterior) – See Space Manager for Assistance 14. Field inspection reports 15. Weekly Construction Meetings – (Major Projects)
a. Who (Field Super’s, A/E, Univ. Reps., Users, Active Subs) b. Agenda (Schedule, Coordination, Problems) c. Publish Minutes d. Schedule Additional Meetings as Required
16. As-Built – remind A/E of obligation to provide as-built during the project so that they can work to document as project progresses
17. Campus Interface – stay up to date with reports such as CPU and PM Report in addition to
required notifications to other departments on campus such as: a. Environmental Health and Safety b. Facilities Maintenance c. Adjacent or Affected Departments d. Telecom e. ITS f. University Police
10 June 2010
Project Close Out Project Folder Checklist (AES SOP 2.009) The underlined items should be in the project manager’s folder before Planning provides to the project manager, and the remaining items are a checklist for additional items throughout the project:
* Be sure to remind the contractor that all forms are available on-line
Tab 1 –HISTORY/FINANCE SUMMARY Work Orders Project Request form Scope Statement Contact List
Start & Scheduled Completion Building Permit Substantial Completion Certificate of Occupancy Fee proposal NTP document (if any) Pricing documentation Requisition
Tab 2- ORRESPONDANCE/REPORTS Correspondence/Meeting Minutes Letters
Tab 4- INVOICES/PAY APPLICATIONS Invoices/Pay Applications Expense/Budget Tracking Spreadsheet
Tab 5 - SPECIFICATIONS/DRAWINGS Specifications Cut Sheets Design Documents .Addenda
Tab 6 - CLOSE-OUT Warranties/Wavers Liens/Affidavits Punch List Close Out Documents Checklist Contractor Evaluation
E-Mails/Telephone Notes Transmittals Permit Inspection Reports Field Reports
Tab 3- FINANCIAL INFORMATION
Estimates and Quotes Fee Proposal Request Fee Proposal Responses Purchase Requisitions Purchase Orders Change Orders Additional Services
Section
D
11 June 2010
Turnover and Project Close-Out 1. Substantial completion 2. Obtain partial lien 3. Punch List prepared by design consultant with input from the Project Manager 4. Prime gets Punch List items signed off by Project Manager upon completion 5. O&M information and transmittal checked into the CAD room 6. Occupant/Customer survey 7. Warranty paperwork to work control center – complete a transmittal 8. Complete invoicing – see SOP 2.002 9. *Remind contractors that invoices should be sent directly to the Business
Manager in building 90. Invoices should include AES project number, PO number, and sufficient detail to document the actual materials and labor.
10. *If purchases of labor, and/or materials, the contractor must provide a. Application for payment b. Schedule of Values c. Lien Waiver (or partial lien waiver if applicable)
* if the std company invoice is in sufficient detail to document the status of the projects’ services and materials, it may be used in lieu of the schedule of values form.
11. Complete the project folder following SOP 2.009 12. Prepare transmittal to provide any keys to the customer or Facilities Development
& Operations 12. Facilitate State Fire Marshal review scheduled by the PM through the BCA utilizing
standard UWF form 13. Final completion and punch-list walkthrough will be scheduled by the PM and
should include persons from Facilities Maintenance, Telecommunications, ITS, Building Services and Landscape Services if applicable.
14. Insure all credits, allowances and Change Orders, have been properly addressed. 15. Summarize budget status of all accounts 16. Final Cleaning (public space, mechanical space, pipe chases, roof, etc.) 17. Final Site Work and Restoration 18. Final Walk Through with User Group, Service Groups 19. Demonstration of Equipment by Contractors 20. Factory & Building Inspectors; final Occupancy Inspections (Signed Certificate of
Inspection) Structural, Electrical, State Plumbing, and Fire Marshall 21. Other Inspection Certifications required: Pressure Piping, Elevator, Boilers, etc. 22. Submit Signed off Certificate of Plan Approval for Occupancy Permit (C.O.) 23. Final “As-Built” electronic drawings 24. Final Lien Waiver 25. Complete a work order to remind of one-year walk-through “end of warranty”
period.
12 June 2010
Records Distribution Checklist Operation & Maintenance Manuals
• 1 set to Planning and Design File Room/Library • 1 set for breakout of sections to go to various groups (i.e. Utilities,
Maintenance, telecommunications etc.) • Planning and Design maintains a copy of the warranties from the O&M
manuals and sends Work Control the original copies. Occupancy Checklist
• Advise user group(s) of available occupancy date(s). Occupants are responsible for scheduling.
• Final installations of data/telecom systems and start of service • Bulletin boards, pencil sharpeners, drapes, dismantling, moving and
reassembling furniture, dividers, etc. • Submit a work order to Building Services to schedule the final cleaning of
the facility and installation of custodial and toilet room equipment. • Coordination with Public Safety and F regarding signage and controls for staff,
visitors, ADA student service, etc., traffic and parking associated with the completed project
• Coordination with Space Manager to input building data into TMA so that work orders can be completed by the occupants.
13 June 2010
Facilities Development & Operations
Design Consultant
Section
E
DAG Architects, Inc Contacts Numbers40 S. Palafox St David Luttrell 850-565-7272Suite 201 Jack Baker 850-217-1769Pensacola, Fl 32502 Owen Gipson 850-939-4862Office: 850-429-9004Fax: 850-429-9005
Gulf Coast Architectural Group Contacts Number2510 West Cervantes Street Don Carlos 850-393-2221Pensacola, FL 32505 Larry Law 850-323-1454Office: 850-332-7255 Giles Yokel
Dennis Solis
HDR One Company/Many Solutions Contacts Number25 E Cedar St Alicia Stephen 850-221-8781Suite 200Pensacola, Fl 32502Office: 850-432-6800Fax: 850-432-8010
Hernandez-Calhoun Design Int'l Contacts Number1120 E. Cervantes Street Rus Calhoun 850-380-3778Pensacola, Fl 32501 Sarah Hernandez 850-554-4833Office: 850 434 5142 Joe Simpson 850 292 4409
UWF ConsultantsUpdated: April 2011
Office: 850-434-5142 Joe Simpson 850-292-4409Fax: 850-434-5146 Susy Castillo 786-229-4738
Jehle-Halstead, Inc. Contacts Number49 East Chase St. Donald Jehle 850-982-0559Pensacola, FL 3252 Glenn Halstead 850-982-0053Office: 850-434-0059 Donald Richmond 850-380-7053Fax: 850-434-3929 Roz Sestnov 850-221-1869
Ken Horn & Associates Contacts Number7201 N. 9th Avenue Kenneth C. Horne 850-206-6067Suite 6/P.O. Box 10669 Charlie Kranosky 850-380-8077Pensacola, FL 32504 Ed Bowles 850-291-1935Office: 850-471-9005Fax: 850-471-0093
MACTEC Engineering Contacts Number9211 North Davis Highway Richard J. Brown 850-232-4717Pensacola, FL 32514 Sean Westfall 850-393-0594Office: 850-478-8100 Steve Freeman 850-602-3124Fax: 850-478-0990
MEP Engineering Solutions, Inc. Contacts Number205 East Intendancies St Hamza Tlemsani 850-393-4364Pensacola, FL 32502 Phil Parker 850-393-4362Office: 850-429-8288Fax: 850-429-83347
Schmidt Consulting Group Contacts Number40 South Palafox Place Diane Baxter 850-432-8631Suite 300Pensacola, FL 32502Office: 850-438-0050Fax; 850-432-8631
SMB Architecture Contacts Number40 South Palafox St Randy Maxwell 850-525-9216Suite 201Pensacola, FL 32502Office: 850-432-7772Fax: 850-432-7057
Strobel & Hunter, Inc. Contacts Number718 E. Gadsden St Stan Strobel 850-432-3153Pensacola, FL 32501Office: 850-432-3153Fax: 850-432-3892
UWF OTHER CONSULTANTS
Alan D. Holt, ASLA Landscape Contacts NumberP.O. Box 2549 Alan Holt 850‐914‐9006
Panama City, FL 32402Office: 850-914-9006
Alan D. Holt, ASLA Landscape Contacts Number116 Tarragona St Miller Caldwell, Jr 850‐380‐7059
Pensacola, Fl 32501 Keith Bullock 850-982-8797Office: 850-432-6560Fax: 850-438-6537
UWF OTHER CONSULTANTS
16 June 2010
Facilities Development & Operations
Job Order Contract
Air Design Inc. Contacts Numbers Email400 E. Lurton Street David Swartz 850-698-2261 [email protected]. Box 18830 Bill Mitten 850-698-2262Pensacola, Fl 32523-338 Steve Born 850-698-2249Office: 850-434-5592 Marilyn Ricks 850-380-5731Fax: 850-438-3708 Steve Alderman 850-698-0279Vendor #591756694 Michael Solliday 850-698-2267
Confort System USA Contacts Number Email435 Corday Street Rick Lockett 850-393-2221 [email protected], FL 32503 Mel Harris 850-323-1454Office: 850-484-4999Fax: 850-484-4947Vendor #742885030
Air Design Inc. Contacts Numbers Email400 E. Lurton Street David Swartz 850-698-2261 [email protected]. Box 18830 Bill Mitten 850-698-2262Pensacola, Fl 32523-338 Steve Born 850-698-2249Office: 850-434-5592 Marilyn Ricks 850-380-5731Fax: 850-438-3708 Steve Alderman 850-698-0279Cell: 850-698-2270 Michael Solliday 850-698-2267Vendor #591756694
MMI - Mechanical Contractors, Inc. Contacts Numbers Email4904 W. Spencer Field Rd Billy Mayne 850-810-0211 [email protected], FL 32571Office: 850-994-9033Fax: 850-334-1512Cell: 850-8100211Vendor #B00015786
Brown Construction Contacts Numbers Email10200 Cove Ave Lee M. Brown 850-336-2335 [email protected], FL 32534 Drew Brown 850-336-2336Office: 850-473-9039 Gaba Jackson 850-336-2617Fax: 850-473-9069Cell: 850-232-2744Vendor #593333671
UWF JOC ContractorsUpdated: April 2011
HVAC Mechanical
Plumbing Mechanical
Utility & Excavation Contractor
Warrington Utility and Excavation Contacts Numbers Email8401 Untreiner Ave Gary Warrington 850-516-3339 [email protected], FL 32534Office: 850-476-2280Fax: 850-476-223Cell: 850-516-3339Vendor #593588717
Bill Smith Electric Contacts Numbers EmailP.O. Box 1057 Jason Touchstone 850-324-2568 billsmithelectric.comGonzalez, FL 32560Office: 850-968-6500Fax: 850-937-8113
Webb Electric Company of Florida, Inc. Contacts Number Email3194 West 9 Mile Road Danny Webb 850-712-1166 [email protected], FL 32534Office: 850-477-8181Cell: 850-712-1166Vendor# 591143230
Siemens Industry, Inc. Contacts Number Email1233 Barrancas Ave Bobby Marcus 850-393-3300 [email protected], FL 32502 David Lewandowski 850-393-3284Office: 850-433-5995 Britt Rowland 850-393-3298Fax: 850-433-7055 Jason AdcockCell: 850-393-3300Vendor# 132762488
Edwards Roofing Contacts Number Email18 Stumpfield Rd Greg DeRycke 850‐232‐2919 [email protected], FL 32503 Tony Hill 850‐232‐1629Office: 850-478-0320 Adam Purdy 850‐232‐1110Fax: 850-478-0409 Rick Edwards 850‐232‐2916
Boby Purdy 850‐232‐2917
UWF JOC ContractorsUpdated: April 2011
Utility & Excavation Contractor
Electric Contractor
BAS Contractor
Roofing Contractor
A.E. New, Jr., Inc. Contacts Number Email2424 Executive Plaza Will Errington 850-232-6768 [email protected], Fl 32504 Jennifer Beasley 850-341-5366 [email protected]: 850-472-1001Fax: 850-472-1004Vendor #592061760
ESA South Contacts Number Email1681 Success Drive Sean Harmon 850-937-8520 [email protected],mCantonment, FL 32533Office: 850-937-8520Fax: 850-937-6979Vendor # 593610701
Heard Constuction Contacts Number Email5066 Mandavilla Blvd. Steve Lolokouris 850-384-7126 [email protected] Breeze, FL 32563 Alixia Stephen 850-221-8781Office: 850-429-8905Fax: 850-432-8010Cell: 850-384-7126Vendor #593025291
Morette Company Contacts Number Email1201 North Tarragona Street Mark A. Olvera 850-393-1318 [email protected]. Box 13452 Michael J. Morrette 850-393-3230Pensacola, Fl 32501 Matt Comerford 850-393-5119Office: 850-432-4084 Bill Norton 850-393-1326Fax: 850-434-5005 David Del Gallo 850-393-1322Cell: 850393-4318Vendor #593047389
The Green-Simmons Co. Inc. Contacts Number Email3407 N. "W" Street Nathan Green 850-429-0144 [email protected], Fl 32505 Jason Green 850-429-0144 [email protected]: 850-429-0144Fax: 850-49-0145Vendor #593386617
ThomCo Enterprises, Inc. Contacts Number Email745 Hollywood Blvd. NW Fred Thomas 850-244-0811 [email protected]
Fort Walton Beach, FLOffice: 850-244-0811Fax: 850-244-4924Vendor #593219057
UWF JOC ContractorsUpdated: April 2011
General Contractor
Edwards Roofing Contacts Number18 Stumpfield Rd Greg DeRycke 850-232-2919Pensacola, Fl 32503 Tony Hill 850-232-1629Bob Purdy Adam Purdy 850-232-1110Email: [email protected] Rick Edwards 850-232-2916Office Phone: 850 478‐0320 Bob Purdy 850-232-2917Fax: 850 478‐0409
A. E. New, Jr., Inc. Contacts Number2424 Executive Plaza Will Errington 850-232-6768Pensacola, Fl 32504 Jennifer Beasley 850-341-5366Will ErringtonEmail: [email protected]: jenniferanewjr.comOffice Phone: 850 472‐1001Fax: 850‐472‐1004Vendor # 592061760
ESA South Contacts Number1681 Success Drive Sean Harmon 850-937-8520Cantonment, FL 32533Sean HarmonEmail: [email protected] Phone: 850‐937-8520Fax: 850‐937‐8679Vendor # 593610701
Heard Construction Contacts Number5066 Mandavilla Blvd. Steve Kolokouris 850-384-7126Gulf Breeze, FL 32563 Alicia Stephen 850-221-8781Steve KolokourisEmail: [email protected]: 850-429-8905Cell Phone: 850‐384‐7126Fax: 850‐432-8010Vendor # 593025291
Morette Company Contacts Number1201 North Tarragona Street Mark A. Olvera 850 393-1318Post Office Box 13452 Michael J. Morette 850-393-3230Pensacola, FL 32501/32591 Matt Comerford 850-393-5119Mark Olvera Bill Norton 850-393-1326Email: [email protected] David Del Gallo 850-393-1322Office Phone: 850‐432‐4084Fax: 850‐434‐5005Cell: 850‐ 393‐1318Vendor # 593047389
Roofing Contractor
General Contractor
The Green-Simmons Company, Inc. Contacts Number3407 N W St Nathan Green 850‐ 429‐0144Pensacola, FL 32505‐4054 Jason Green 850‐ 429‐0144Nathan Green/Jason GreenEmail: nathan@green‐simmons.comEmail: Jason@green‐simmons.comOffice Phone: 850‐ 429‐0144Fax: 850‐ 429‐0145Vendor # 593386617
ThomCo Enterprises, Inc. Contacts Number745 Hollywood Blvd NW Fred Thomas 850‐244‐0811Fort Walton Beach, FLFred ThomasEmail: [email protected] Phone: 850‐244‐0811Fax: 850‐244‐4924Vendor # 593219057
General Contractor - Continued
