Included as part of the bid documentation is the Construction Exhibit. These are the 'ground rules' for the construction and are based on meetings with the school Principal(s). These ground rules include work hours, field office locations, security and security guard requirements, parking restrictions, milestones, staging areas, entrance requirements, construction activity restrictions, phasing exhibits, etc.
Submittals are drawings, calculations, product data, samples, certifications, test reports etc. which describe, in detail, the materials, products, equipment, systems etc. which are going to be incorporated into the project by the contractor. This information is submitted by the contractor for the SCA/AEOR's review. Generally the submittal / review process confirms that all materials to be incorporated into a project conform to the Contract requirements.
Construction Progress Meetings
Construction Progress Meetings are convened to review the status of the project. They are the forum where the parties coordinate and plan the work as well as discuss issues and resolve problems concerning design, construction and administration of the Project. Usually, the minutes are written by the Architect. Common topics raised at progress meetings are safety, school issues, schedule issues, the quality of the work, payments, change orders, subcontractors etc. Attendance is mandatory for the Contractor, the designer (A/E) and the Project Officer.
Project schedules are submitted as a management tool for the contractor to schedule the construction activities and to enable the SCA to track progress of the work. The contractor is required to submit schedule updates to the SCA monthly. These updates are reviewed and compared to previously submitted schedules. Review comments are sent back to the Contractor.
Site Safety Plan
As part of the Site Safety Program, the contractor is required to, prepare a Site Safety Plan, signed and sealed by a N.Y.C. licensed Site Safety Manager certified by the New York City Department of Buildings. The Site Safety Plan addresses safety aspects of the construction project. It includes details about building interiors & exteriors as well as surrounding areas outside the property line. It is submitted to and reviewed by the SCA Safety Division.
The contractor must obtain all permits necessary to legally perform the work. With certain exceptions, all permits, applications and approvals normally processed through the NYC DOB are processed through the SCA's Building Code Compliance (BCC) Division. In addition, the contractor is responsible for obtaining all documentation necessary to legally utilize the completed project such as Certificates of Occupancy, Temporary Certificates of occupancy, Public Assembly Permits, Equipment use permits, Boiler permits etc. Renewals of permits and any temporary use documentation are also the responsibility of the contractor.
A change order is initiated by the SCA whenever field conditions, code changes or program changes are encountered which differ from the bid documents. The process is also initiated when the SCA issues modifications to the bid documents after the bid is opened and the construction award is made. The SCA acknowledges a change by issuing a Notice of Direction (NOD). The contractor submits a proposed cost for the work, negotiations take place and after a settlement is reached, a change order is issued and executed. It is important to note that in accordance with the contract, to avoid adversely affecting construction progress, the contractor must immediately proceed with the work described by the NOD.
The SCA routinely inspects the construction projects. The type and frequency of the inspections depend on the type and size of the project. For each inspection, a report is filed and forwarded to the Project Officer as well as others involved with the project. The PO's task is to assure resolution of all deficiencies noted on the report.