Building Project Procedures Manual

Chapter 9: Construction Administration and Project Close-Out

General Note: Lists of activities required to complete a task are example activities only. These lists are not exhaustive. It is the responsibility of all parties to determine all necessary steps required to complete any given activity.

A. Projects managed by GSFIC

ITEM BOR FACILITIES OFFICE CAMPUSDESIGN PROFESSIONAL /CONSULTANT
1     After Notice to Proceed is received, refer to documents received from GSFIC for procedures.
2 See App. 9 D for Post-Bid Addendum (PBA) procedure Post-Bid Addendum (PBA): For any changes during construction, first notify BOR Facilities Office in writing of changes requested. The President or designee shall submit the cover letter justifying the need for the change and identifying the source of funding within the total project budget. (Proposals to increase the total project budget must be approved by the Board.) (See App. 9 D for PBA procedure.) See App. 9 D for Post-Bid Addendum (PBA) procedure.

B. Projects Managed by the Board of Regents
(Projects typically administered by campus personnel - exceeds campus delegated authority)

ITEM BOR FACILITIES OFFICE CAMPUSDESIGN PROFESSIONAL /CONSULTANT
1 Attend pre-construction conference. (Optional.) Attend pre-construction conference. After Notice to Proceed is received, the Design Professional will conduct a pre-construction conference with the contractor and the campus. The purpose of the conference is to clearly identify the duties and responsibilities of each of the parties. The conference should be held within 30 days of the bid date.
2     Obtain from contractor the job cost breakdown and forward copies to the campus and BOR Facilities Office. (See General Conditions.)
3     Review schedule submitted by the contractor. Send to the BOR Facilities Office. Design Professional to provide a schedule of site visits and job meetings.
4   Attend job site meetings. Schedule and conduct job site meetings.
5     Review Periodical Estimate (pay application) of the contractor mark-up as necessary. Approve and forward to the campus for approval and payment. (See App. 9 E)
6 Upon receipt of copy of pay request, update ProTrak System. Review, approve and pay contractor's Periodical Estimate. (See App. 9 E for detailed procedure and App. 9 M for Example Letters.) Always send copy of approved pay request to BOR Facilities Office.  
7   Attend job site meeting and site visits as needed. Conduct job site meeting and site visits in accordance with approved project construction schedule.
8   Review invoice of Design Professional and pay in accordance with the contract. Submit invoice to campus for payment of Construction Administration services periodically along with site visit report.
9   Change orders (CO) - Prior to initiating a CO, review "Memorandum to Design Professional" at the end of this chapter. See App. 1 E for limits of delegated authority for approval of change orders. If a change order is within the delegated authority limits, prepare change order and send copy of executed change order to BOR Facilities Office.  
10   If proposed change order is outside the campus' delegated authority, advise BOR of need and magnitude of proposed change order. Change orders - Every request made to the contractor for pricing a potential change order shall be copied to the BOR. Include design fee as appropriate. Do not assume change orders will be approved, regardless of available funds. See AMemorandum to Design Professional" at the end of this Chapter.
11 Review, approve or disapprove change order. Keep one original for file. Return other original to the Design Professional. The President or designee signs both copies of change order and forward both copies to BOR Facilities Office. Prepare 2 copies of change order, using BOR forms. (See App. 9 C for form.) After contractor signs, forward to the campus for signature.
12 Enter change order in ProTrak System. Report change order(s) on "Capital and Construction Projects Status Report". Design Professional distributes original to contractor and copies to the campus.
13     At 80% completion, notify the State Fire Marshal's office and request an inspection.
14   Attend punch list inspection. Upon receipt of written request from the contractor, set up a punch list inspection with the contractor and the campus.
15   Attend final inspection. Arrange final inspection with the State Fire Marshal.
16 Enter change order in ProTrak System. Report change order(s) on "Capital and Construction Projects Status Report". Design Professional distributes original to contractor and copies to the campus.
17     Project Close out - After contractor has completed all punch list items, and the Fire Marshal has issued the Certificate of Occupancy, issue Final Certificate. (See App. 9 K for form.)
18 Maintain project close out file.   Receive, review and forward the Warranty and Guaranty of the General Contractor, Non-Influence Affidavits, and statutory Affidavits to the BOR. See General Conditions of the contract. (separate document.)
19   Certify receipt of warranty documents, operational manuals and other requirements of specifications. Receive, review and forward all other warranty documents, operational manuals and other requirements of the specifications to the campus. Obtain a written certification from the campus that such documents were received. Send copy of certification to the BOR Facilities Office.
20   Certify receipt of as-built documents. Furnish to the campus the Aas-built@ drawings within 60 days per the Design Professional Contract. Obtain a written certification from the campus that such documents were received. Send copy of certification to the BOR Facilities Office.
21   During warranty period, report problems to the Design Professional with copies to the contractor and the BOR. Investigate problems and advise the campus, the contractor and the BOR of the findings. Should the Contractor be at fault, use an Order of Condemnation Form. (See App. 9 H)
22 Attendance at 10-month inspection is optional. Attend 10-month inspection with Design Professional. Provide written report on problems and concerns with the facility. Schedule and conduct an inspection during the 10th month of occupancy and prepare a complete report listing deficiencies with the building and/or its systems. Copy report to BOR and the campus together with an action plan for correction.
23 Review and comment or recommend other action as appropriate. Review corrective action plan submitted and forward plan and comments to the BOR Facilities Office  
24 Respond to Design Professional with a copy to the campus.   Implement action plan as approved by the BOR Facilities. Office. The Contractor shall take corrective action as necessary as advised by the Design Professional.
25     Advise all parties when work has been completed and obligations have been fulfilled.

C. Projects within campus delegated authority.
Use on-campus procedures in accordance with procedures in this manual.

Memorandum to Design Professional

  1. Change Orders: Change orders are inevitable on construction projects due to situations such as unforeseen conditions. However, the code of Georgia prohibits the application of funds that have not been budgeted. Contingency funds cannot, therefore be spent for non-contingency purposes. There are three classes of changes that encompass all contingencies which can arise:

    Class I      Changes by governmental agencies in requirements or recommendation such as revisions in building codes, safety or health regulations, controls on materials specified, etc.;

    Class II     Errors/omissions in the plans and/or specifications; and

    Class III   Unforeseeable job site conditions such as rock, incompatible soil, springs, ground water, unrecorded utilities, etc.

    Do not assume change orders will be approved, regardless of available funds.

  2. The 10-month Post-Occupancy Walk-through and Report: The Architect is responsible for scheduling a walk-through 10 months after occupancy of the building. Attendees should be the principal architect, the BOR Program Manager and a campus representative, usually the Director of Plant Operations or Director of Facilities Planning. The purpose of the walk through is to identify and report deficiencies with the building and/or its systems.

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