THE UNIVERSITY OF ALABAMA

PRECONSTRUCTION CONFERENCE AGENDA

Date: / Click here to enter a date. /
Project Name: / Project Number:
UA Project Mgr.: / Emergency Phone: / 348-5454
  1. Project Contact Information:

Name: / Phone Number: / Email:
Contractor:
Contractor’sSuperintendent:
Contractor’s Project Manager:
Architect/Engineer:
UA Field Coordinator:
  1. Communication, Management and Contract Information
  2. Names of University Officials involved
  3. Public Officials involved
  4. Discuss status of Contract (Insurance, LOI, NTP, etc.)

a)Certificate of Insurance must be approved by Contract Administration prior to any work on site

b)Documents needed from Contractor to begin processing contract: COI, Bonds, Vendor Disclosure Statement,

E-Verify form, and Fire Alarm Permit if applicable.

c)Discuss roles and routing for contract approval.

  1. Certificate of Exemption from Sales and Use Taxes - Section 40-9-14.1 of the Code of Alabama

a)Dates on Contractor/Sub Tax Exempt Certificate application(s) must match dates on UA application

  1. Start date – Use date shown on LOI(or Contract, if no LOI)[Insert date or info here]
  2. Completion date - Per contract requirements[Insert date or info here]

b)Contractor to submit basic material and labor cost breakdown – UA cannot apply without breakdown

  1. Alternates accepted - [List all alternates accepted or N/A here]
  2. Subcontractors/Suppliers list(s) turned in with bid (if applicable) and additional within 48 hours of bid opening

a)Contractor cannot deviate from list(s) without written permission from UA

  1. Fire alarm subcontractors must have a permit from the State Fire Marshal

a)Permit must be attached to the Contract for Construction

  1. Project team (UA, A/E, Contractor, etc) to put UA’s project number on all correspondence
  2. Project specific Estus access – Contractor to submit all anticipated user information to UA project manager

a)Additional user information may be needed if users do not already have a MyBama account setup

  1. Must download forms from Estus each time filling out and submitting - Never use a form saved to your hard drive
  2. Comply with provisions of General Conditions, Article 50 (Buy American)
  3. Comply with provisions of General Conditions, Article 51 (Equal Employment Opportunity)
  4. Job sign – If required, as specified in the contract documents
  5. Contractor’sSuperintendent - Must be on site at all times when work is being done or subcontractors are present
  6. CORAF’s / Change Orders

a)Change Order work cannot start until CORAF is approved

b)Proposals should include all required supporting documentation per Section 19 of General Conditions

c)A/E to submit log weekly

d)eCORAF - Electronic submission of CORAFs required – Discuss further, if necessary

  1. Wage rates – Discuss if Davis-Bacon applies
  1. Schedule – Design, Submittals and Construction
  2. Plans and specifications for construction – Additional sets needed? ______
  3. A/E to submit shop drawing and submittal log weekly

a)Contractor is to prioritize submittals when submitting multiple items

b)Interior Finish submittals require physical samples for approval

c)See attached Standard Submittal Review & Approval Process for Construction Projects

  1. Contractor to submit detailed Schedule of Values for approval (Labor and Materials)
  2. Progress schedule for review (10) days after NTP - Compliant with Section 9 of General Conditions
  3. Liquidated damages—$[ ]/day
  4. Discuss overall phasing of project, including site logistics plan, if applicable
  5. Pre-Installation Conferences

a)As applicable - Roofing, Masonry, Caulking, Waterproofing, HVAC, Finishes and /or Furniture Installation

b)Other pre-installation conferences may be required by the contract documents

c)Exterior building components cannot be installed until mock-up has been approved in its entirety

  1. Civil & Sitework Projects - Design Team to submit AutoCAD Civil3D (.dwg) files of the site plan, site utility plans and site power plans to UA Surveying prior to start of construction. These plans should be referenced to the Alabama West Zone Grid NAD 1983.
  1. Access, Parking and Project Limits
  2. Parking requirements – Parking lot assigned for this project is [Insert available parking info here]
  3. No driving or parking is allowed on any campus sidewalk
  4. Use of existing facilities, buildings, toilet facilities, etc.
  5. Securing of Jobsite (Gates locked, fences secure, no keys left in machinery, etc.)
  6. Work, storage, or staging cannot be done outside of the project limits
  1. Utilities and Outages
  2. Pre-Construction Sign-off sheet – UG utility locates must be completed before starting any excavation

a)Locates must be refreshed every two weeks. Contractor must maintain locate markings between refreshes.

b)All gas and Major UG utilities (OIT, MV electrical, energy piping, water) must be identified with signage for the duration of the project. UA will supply and install initial signage. Contractor to maintain and / or replace signs as needed.

c)Utilities installed under this contract must be identified by the Contractor. UA will not mark new utilities that have been installed under this contract, or other ongoing projects associated with this project.

  1. Coordinate any utilities supplied by the Owner (see Section 01500 for requirements)
  2. Coordinate outages and work in existing building with Owner
  3. UA shut down procedures

a)(7) day notice required for minor shutdowns

b)(30) day notice required for major shutdowns

  1. Water Main Extension – if applicable, discuss process
  1. QA/QC, Inspections, Testing and Environmental
  2. QA / QC Manual – Must turn in program format within (10) days of NTP for approval. Must be kept current.
  3. Discuss inspection reports distribution
  4. Advance notice for required inspections

a)72 hours for all UA inspections

b)24 – 36 hours required for Third Party Inspections

c)Discuss City of Tuscaloosa building permit, if required for project

  1. Routine project cleanup must be done daily
  2. Contractor to do daily inspections of all BMPs and erosion control measures, and fill out daily BMP report

a)4 hour notice will be issued if contractor fails to maintain all BMPs and erosion control measures

b)Adjacent roadways must be kept clean, and swept on a daily basis

  1. Contractor’s duty to coordinate work of separate Contractor(s)
  2. Protect trees, shrubs, and grass – PM to discuss protection required specific to project
  3. Stockpiling topsoil – Discuss plan, if applicable
  4. Presence of bad soil or rock – Discuss procedure, if applicable
  5. Construction testing – Discuss procedure, if applicable
  6. Contractor shall be responsible for maintaining a comprehensive Hot Work Program for activities that generate sparks or heat – See Supplemental General Conditions Section 1.8. Welder certifications required, if applicable.
  7. OSHA - Report all accidents with copy of “First Report of Injury” form to Owner
  8. No eating or drinking in building after finishes start
  9. UA No Smoking Policy strictlyenforced – Smoking, including the use of electronic cigarettes or similar devices, is prohibited on campus (includes Bryce & Partlow campuses)
  10. Bryce property well protection – Discuss, if applicable
  1. Payment Procedures and Requirements
  2. Monthly billings – Draft of each month’s pay application submitted at last OAC meeting for the period to be reviewed by A/E, project manager and field coordinator

a)Retainage of 5% until 50% complete (is for closeout not for incomplete items)

b)Dollar value for punch list items may be assigned - Withholding would be separate from retainage

  1. Request for Payment Requirements

a)Current Certificate of Insurance for Contractorwhich meets insurance requirements of project

b)UA Field Coordinator to confirm daily BMP reports, QA/QC manual, weekly safety meeting minutes, as-built drawings and UA inspection card are all up to date before approving pay requests

c)See Contractor Pay Request Checklist Form on Estus for additional requirements

d)ePayApp - Electronic submission of pay applications required – Discuss further, if necessary

  1. Project Close-Out
  2. UA PM to submit State Insurance form to Risk Management (5) business days prior to Substantial Completion along with:

a)First Floor Floor Plan (scalable) if an addition or new building

b)Rendering (if available) on elevations (all elevations for projects over $25M)

c)Copy of all must be put in project file (File 510)

  1. Construction Debris Report (Article 55 General Condition) – Estimated tons of construction debris hauled off from site
  2. Applicable Closeout Documents

a)Must be submitted and approved before release of final retainage to Contractor

b)Must be uploaded to Closeout Documents on the Estus project site (Sect. 01700, 1.01.D.3)

  1. Closeout binder (hard copy) is still required

c)All documents must be submitted within (45) days of Substantial Completion, and the project must be closed out within (60) days of Substantial Completion

  1. If not submitted within (45) days the Awarding Authority, with no further notice required, may elect at its sole discretion, to acquire all outstanding required documents, and the actual cost thereof will be deducted from the contract.
  2. Discuss Section 1 of attached Closeout Checklist
  1. General Project Discussion
  2. Critical factors for success
  3. Keys to project momentum
  4. [List additional discussion items, as necessary]

PRECONSTRUCTION CONFERENCE AGENDA – Revised 06/29/16 1

THE UNIVERSITY OF ALABAMA - CONSTRUCTION ADMINISTRATION - CLOSEOUT CHECKLIST
Project Name: / General Contractor:
UA Project No.: / UA Project Manager:
SECTION 1
All items must be complete prior to scheduling final inspection and are a condition precedent to issuing Certificate of Substantial Completion
Item / Description / UA PM
Rec’d / UA CA
Rec’d
1 / “As-Built” drawings and specification mark-ups must be reviewed by project team for completeness
2 / Operation and Maintenance Manuals
a) GC to upload into the active projects Closeout Documents folder on Estus (PDF format)
b) GC to submit one (1) hard copy with close-out binder
c) A/E to provide confirmation on letterhead that all O&M's have been uploaded to Estus
3 / Training sessions for Owner’s personnel, as required per project specifications(Attendee sign-in sheets required)
4 / Certificate of Occupancy from City (original required)
5 / Approved HVAC Test and Balance Report and Documented Functional Performance Testing (by the Commissioning Agent, if applicable)
6 / Control Drawings are to be complete and available for review
7 / Fire Alarm Certification (copy is acceptable)
8 / Carpet Certifications (ASTM Standards for Flame Spread and Smoke Development) - See Specs
9 / State Elevator Inspection Report
10 / Boiler Inspection Certificate (copy)
SECTION 2
Item / Description / UA PM
Rec’d / UA CA
Rec’d
11 / UA Project Manager to complete the following:
a) Fill out and submit State Insurance Fund Form to Risk Management (5) UA business days prior to Substantial Completion
b) Civil & Sitework Projects - Confirm Design Team submitted AutoCADCivil3D (.dwg) files of the site plan, site utility plans and site power plans to UA Surveying. Plans to be referenced to the Alabama West Zone Grid NAD 1983.
c) If required, complete and submit the Capital Project Report (Attachment I to Board Rule 415) to the UA System Office.
12 / Construction Record Documents:
a) "As-Built Drawings" - on Mylar reproducibles and labeled disk (CAD format)
• All field red-lines incorporated, external references bound and "As-Built" indicated in title block.
• Submit electronic copy to both A/E & UA plan room for approval prior to printing mylars.
b) Control Drawings (Bond Copy) - on Mylar reproducibles and labeled disk (PDF format)
c) Final Conformance Specifications - on labeled disk (PDF format)
PM to provide transmittal from plan room confirming all of the above as received prior to close-out with Contract Administration
13 / Advertisement of Completion - Certified by Tuscaloosa News - (4 consecutive weeks and must provide original signature with notary seal)
14 / a) UA Affidavit of Release of Liens - from GC only, on UA form (form is available on Estus and in project specifications)
b) Release of Liens - from GC and all subs
15 / GC and Subcontractor Warranties - Standard (1) year (per Section 47 of General Conditions) & any extended that may be required
16 / Extended Manufacturer’s Warranties
17 / Roof Warranties - Standard Five-Year (ABC Form C-9) plus additional, as specified
18 / Delivery of Maintenance Stock Items as required per project specifications - Furnish signed receipts
19 / Receipt for return of all keys - Transmit to UA Project Manager or Field Coordinator
20 / Elevator Requirements (if applicable, in addition to Item 9 above)
a) Executed elevator maintenance agreement (copy, if applicable)
b) Reminder: PM to confirm all elevator submittals to UA Elevator Systems Coordinator are complete
21 / Termite Contract (copy is acceptable)
22 / Certificate of Substantial Completion, fully executed (copy)
23 / Final Change Order Form, fully executed(copy)
-Main form only with all signatures, must include all reconciliations (previous errors, allowances and /or unit prices)
24 / Consent of Surety to Final Payment(Date of Power of Attorney must be same or later than date on Consent of Surety)
25 / Certification from A/E that final punch lists items have been completed
26 / Utilities - Confirmation that all have been transferred into “UA” name
27 / Construction Debris Report - Submit estimated tons of construction debris hauled off from project site on Contractor letterhead
28 / Equipment List for Maintenance and Replacement Parts - Provide a list of all equipment (i.e. water heaters, air handlers, etc.) with model numbers, serial numbers and warranty periods. Include filter and belt list for each air handler unit.

Hard Copy Format: 3-ring binder, project name & number on outside, table of contents with all applicable items above, tabbed accordingly

Electronic Format: All applicable closeout items must be uploaded to Closeout Documents on Estus project site (Sect. 01700, 1.01.D.3)
Must be closed out within 60 (sixty) days of Substantial Completion.

Revised: 02/01/17

UA Construction Inspection Memo

Due to the re-building effort following the April 2011 tornado, the City of Tuscaloosa has decided to transfer responsibility for construction / building inspections on The University of Alabama campus to UA Construction Administration. This action is effective Monday, June 6, 2011. The requirements for inspections have not changed, and it is still the contractor’s and subcontractor’s responsibility to schedule the required inspections with The University of Alabama, making sure the work is ready for an inspection and the inspection cards are signed on the front after the final inspection for a particular scope of work. Contractors and subcontractors are still required to obtain city building permits, and the city will do a final inspection and issue the certificate of occupancy. The Fire Marshall will continue to do their inspections, and the contractor / subcontractor must still schedule these inspections.

Contractors and subcontractors can now contact The University of Alabama in two ways when inspections are needed. A phone number to an inspection clerk has been established. The phone number is:

(205) 348-6001

Or contractors and subcontractors can e-mail The University of Alabama at:

The inspection clerk will take phone calls from 7:30 AM to 4:30 PM, Monday through Friday excluding official holidays. E-mails can be sent at any time.

The contractor or subcontractor calling or e-mailing for an inspection will need to know the following information:

  • UA Project Name
  • UA Project #
  • City of Tuscaloosa Permit #
  • Specific Trade (or Discipline) Needed for Inspection
  • Type of Inspection Being Requested
  • Exact Location of Building Where Inspection is Needed
  • Desired Date and Time
  • Contact Info (Name, Phone #, Email)

If you have any questions, please contact your UA Field Coordinator or your UA Project Manager.