2.3 Coordinate with Utility Companies

Construction Management Representative (CMR) -

• Review contract documents and determine whether government or contractor has responsibility to coordinate and provide/pay for temporary and permanent utility connections
• Coordinate this work with the Park, verify proper inspections are
  performed to ensure connections downstream or upstream meet code/requirements; if necessary, initiate letter to utility company, signed
  by Project Manager (PM)

Guidelines:

• 2.3A Utility Company Coordination
• 2.3B Utility Contract Request checklist
• 2.3C Draft DSC SOP Policy letter on Public Utilities
• 2.3D WASO SOP for Public Utilities
• 2.3E (Revision 1) WASO SOP for Public Utilities
• 2.3F FAR Clause 52-236-07

Document Control:

• Original letters to utility company, with copies to Park Superintendent and Contracting Officer (CO)

CMR -

• Ensure coordination with all parties including distributing copies of memos to all parties, e-mail, sketches, etc., impacting exhibitry, keeping record copy of all correspondence
• Make contact with Exhibit Specialist at start of construction, and coordinate with work in progress, such as electrical rough-in, rough carpentry, cabinetry, and any work impacting the Harpers Ferry Center design, or as requested by the Exhibit Specialist

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CMR -

• Share information and ensure coordination with all parties, keep
  record file of all correspondence, update representative on work
  progress, modifications, safety fire issues, traffic controls, and other
  items as needed.

Guideline:

• 2.5A CMR's Role in Coordination with Park and Concessionaire
  

CMR -

• Convene progress meetings on weekday and time agreed upon at pre-construction conference
• Conduct meeting using agenda (see Spec 01310), and ensure minutes are taken and routed promptly

Template:

• 2.6A Progress Meeting Agenda

Sample:

• 2.6B Progress Meeting Minutes

Document Control:

• Electronic copy of meeting minutes are routed to Park Superintendent, Project Manager, COR, CMR, Contract Specialist (CS)

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• All correspondence signed by CMR should be on the construction management firm's official stationary
• Follow DSC Correspondence Guidelines for official correspondence

CMR -

• Enforce submittal of payrolls by contractor with statement of compliance (Form WH-347, page 2)
• Forward payrolls, once a month, with corresponding daily reports and labor interviews (see Labor Standards Interviews) to DSC Contract Specialist

Guidelines:

• 2.8A WH347 Instructions
• 2.8B FAR 52.222-4, Contract Work Hours & Safety Standards Act - Overtime Compensation

Forms:

• 2.8C WH347 (Statement of Compliance)
  (The contractor has the option of using this form or your own form. If you choose to use your own form, it must, at a minimum, contain the same information shown on this form.)

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2.9 Contractor Quality Control (CQC), Daily Diaries

CMR Daily Diaries -

• Complete daily diaries and forward them to the COR on a weekly basis

CQC Reports -

• CMR will receive/review/note discrepancies/forward Daily Diaries, with attachments (Daily Test Reports, CQC Accessibility Inspection Reports), to COR

Forms:

• 2.9A CMR Daily Diary
• 2.9B CQC Daily Report
  (The contractor has the option of using this form or your own form. If you choose to use your own form, it must, at a minimum, contain the same information shown on this form.)
• 2.9C Daily Test Report Information Sheet
• 2.9D CQC Accessibility Inspection Report

Sample:

• 2.9E CQC Assessibility Inspection Report Sample - Under Construction

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CMR -

• Notify COR of milestones and recommend necessary personnel,
  including utility providers, A/E design, NPS, etc., to be in attendance
  and coordinate critical inspections (systems, start-ups,
  demonstrations, etc.)
• Facilitate preparatory/initial/follow-up inspections
• Document findings in Daily Diary

CMR -

• Inspect ongoing construction, identify deficiencies in construction, materials and/or project progress, and verbally inform CQC of deficiencies (FAR 52.246-12 or 52.236-5)
• For non-compliant work, point out specific contract requirements that are not being met.
• If work is not corrected in a timely manner, draft a Rejection letter for the COR to sign.
• Inspect the contractor's corrected work, and document results in
  the daily diary

Guideline:

• 2.11A Rejection of Work Guideline

Template:

• 2.11B Rejection of Work letter

Sample:

• 2.11C Rejection Letter

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CMR -

• Photos are taken of existing conditions before commencement of each major phase of work, unacceptable or disputed portions of the work, subsurface conditions, progress and workforce/equipment, work to be covered, rejected work, safety issues, and completed phase and/or project
• Progress photos (minimum of three) shall be e-mailed to the COR
  on a weekly basis
• Label all media to show park, package number, contract number, project title, date, photographer, and explanation of the subject (See templates below – alternate log will be acceptable provided the same information is conveyed)
• Archive project photos, saved as *.jpg files, utilizing recordable CD-ROM drive; forward all CD-ROM disks of digital photos to COR at end of project

Templates:

• 2.12A Photo Log form
• 2.12B Digital Photo Log form

CMR -

• Conduct quantity survey with contractor to document quantities for the monthly pay record
• Receive contractor's draft monthly Pay Estimate form, Schedule of
  Values back-up, and updated progress schedule, certification form
  (FAR 52.232-5)
• Review pay estimate form and reaches agreement with contractor on quantities, percent complete and payment due
  
  Note:
  — for unit price items, pay actual installed and accepted quantities only.
  — for lump sum items, agree on a percent complete based on the schedule of value breakdown
• Inform contractor of any missing back-up that must be provided with final invoice to allow processing and they are responsible for incorporating changes and sending to the contracts office at DSC.
• Fax, scan or email marked-up draft pay estimate form and checklist
  to COR

Guidelines:

• 2.13A DSC Policy letter on Invoice processing
• 2.13B Prompt payment for Construction Contracts 52.232-27

Templates:

• 2.13C Pay Estimate Form
• 2.13D Form CM-55 Contractor's Certification
• 2.13E Progress Payment Checklist

Sample:

• 2.13F Pay Estimate Sample

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2.14 Labor Standards Interviews

CMR -

• Conduct periodic interviews with workers on the job (interviews each new trade as a new phase of work is started by the contractor or a subcontractor) using Labor Standards Interview Form (SF-1445)
• Complete "INTERVIEWER'S COMMENTS" portion of Labor Standards Interview form by checking against submitted payroll data; sign, date,
  and attach Labor Standards Interview form to the respective payroll
  report for the period covered by interview and forward to Construction CS.
  If discrepencies are found, immediately notify the CS and COR.
  (FAR 52.222-8)
• Ensure that interviews cause as little disruption as possible to the on-going work; ensure information gathered by means of interview is kept in strict confidence and not disclosed to worker's employer unless specific authorization is obtained in writing from Contracting Officer

Guideline:

• 2.14A FAR Paragragh 52.222-8

Template:

• 2.14B SF-1445, Labor Standards Interview blank form

CMR -

• Refer subcontractor/supplier to Contract Specialist (CS) for notification of nonpayment issue

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CMR -

• Obtain a completed DSC Contractor Accident/Property Damage Report
  (Form CM-22) from the contractor and forward to COR

Template:

• 2.16A Form CM-22 DSC - Contractor Accident/Property Damage Report

CMR -

• Enter RFI in log and contact A/E Designer, COR, as necessary, to obtain information
• Ensure that RFI comments are sent back to the contractor in a timely manner
• Clear all RFIs up as soon as possible. Prioritize if necessary to provide immediate resolution to RFIs that will cause time and money impacts.
• Enter the return date in the log
• If RFI cannot be answered with information contained within the contract documents, refer to contract modifications

Guideline:

• 2.17A RFI Process

Templates:

• 2.17B RFI Log
• 2.17C Request for Information Form
  (The contractor has the option of using this form or your own form. If you choose to use your own form, it must, at a minimum, contain the same information shown on this form.)

Sample:

• 2.17D RFI #10

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CMR -

• Coordinate with contractor, park, and COR to determine who should be in attendance and sets the Beneficial Occupancy inspection date.
• Conduct final inspection and Final Accessibility Inspection of that portion of the facility covered in the beneficial occupancy request
• Generate priced punch list
• Draft Beneficial Occupancy Inspection letter and forward electronic
  copy to COR
• Monitor punch list completion and notify COR when completed
• Before occupancy can occur on building projects the Regional Structural Fire Management Officer (RSFMO) has to have accepted the fire and life safety systems and issued a preliminary certificate of occupancy. Utilize forms below as required.

Guidelines:

• 2.18A DSC SOP 2006-006 Beneficial Occupancy vs.
  Substantial Completion
• 2.18B DSC SOP 2006-006 Definitions
• 2.18C Type of use and possession chart

Forms:

• 2.18D Above Ground Piping Acceptance Test Form (Form AS-5)
• 2.18E Backflow Prevention Assembly Test Form ( BF-1)
• 2.18F Certificate of Occupancy Form (CO-1)
• 2.18G Fire Alarm Record of Completion and Acceptance Form (FA-2)
• 2.18H Fire Smoke Damper Acceptance Form (FSD-1)
• 2.18I Underground Piping Acceptance Test Form (AS-4)
• 2.18J Final Accessibility Inspection Report

Template:

• 2.18K Beneficial Occupancy letter

Sample:

• 2.18L NPS Final Accessibility Inspection Report Sample

CMR -

• As contractor nears project completion, generate a preliminary punch list; update as required until final inspection
  Note: the objective is to have a minimal punch list for the final inspection.

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