SPR PPT Presentaion1

[image] Service and Special Projects Rapid Response Construction and Repair.

Introduction. What is the SRP. Projects that, irrespective of cost, continue the usability of a facility at its designed level of services are termed Special Repairs. The nature of these repair projects is considered extraordinary, either in amount or occurrence, and extends the life of the facility or infrastructure. Examples of special repair projects include replacing old equipment items such as boilers, chillers, cooling towers, support piping, HVAC package units, restroom and shower repairs and renovation, and ADA modifications. Deferred Maintenance is basically the same as Special Repair. Historically, infrastructure renewal such as roofs, roads, high voltage electrical, HVAC, fire alarm (suppression), and E-fence did not have sufficient emphasis. Special Repair and Deferred Maintenance projects are a logical extension of routine maintenance practices intended to keep structures, grounds, equipment, and facilities within acceptable standards of structural condition, appearance, and utility. The institution requested that the projects be repaired and added to the FMRCB database for processing, with FMRCB assigning them a high priority due to their urgency..

Introduction. Fund source. Special Repairs are budgeted in the client department's state operations appropriation. Deferred Maintenance was developed by CDCR and funded by the Department of Finance (DOF) as means to channel funding to these critical facility components..

PMB (PM/CM) Roles & Responsibilities Construction Support:.

PMB (PM/CM) Roles & Responsibilities Contd.. [image] A group of people sitting around a table looking at a blueprint Description automatically generated.

PMB (PM/CM) Roles & Responsibilities Contd.. Change Orders.

PMB (PM/CM) Roles & Responsibilities Contd.. Contract Administration.

PMB (PM/CM) Roles & Responsibilities Contd.. Inspection Services.

Process & Procedure. Bid & Award In the advertising phase of the contracting process, the CDCR Contract department will distribute a comprehensive bidding package to potential bidders. This package includes all necessary documentation such as the final approved plans, final specifications, scope of work, exhibits, SFM Permit (Extend it if needed) and all pertinent reports, including inspections and hazardous material estimates. Additionally, any addenda generated from the bidder's inquiries will be included. Once bids have been submitted, the CDCR will forward the list of bidders to the Project Management Branch (PMB) for informational purposes, typically leading to the selection of the lowest bidder. Following this selection, the contracting process proceeds to the next phase, which involves a period ranging from 60 to 90 days to issue the Notice to Proceed (NTP) and to fully execute the contract. Enclosed with this overview are some exemplar bid and award documents for reference..

Process & Procedure Contd.. Pre-Construction meeting / Presentation A preconstruction conference will be held at the work site. Location, time, and date will be set by the CDCR Representative. Contractor and major subcontractors must attend the conference. The meeting will be chaired, and minutes taken, by the CDCR Representative. The subjects to be reviewed include, but are not limited to: Introduction, Construction Coordination, Correspondence, Submittals, Permits, Dust Control, Schedule, Survey Control, Contractor’s Representative, Testing and Inspection, Contractor Reporting Requirements, Changes and Clarifications, Clean-up, As-BuiIt Documents, Prevailing Wage Requirements, Environmental Protection, Plan and Procedures, Temporary Facilities Construction, Notice of Labor Disputes, Progress Payments, Site Regulations, Security, Operation and Maintenance Data, Training Requirements and General Discussion). Included for your reference is an example of a power point presentation..

Process & Procedure Contd.. Payment Applications (Invoices) To ensure timely and accurate processing of invoices for the project, we have established the following procedure: Template Confirmation: Prior to invoice submission, contact the Contract Analyst assigned to the project to confirm the appropriate invoice template to be used. This step is crucial to avoid any discrepancies or delays in the invoice processing. Invoice Submission Agreement: It is agreed that the General Contractor (GC) will submit their Payment Application (invoice) by the 25th of each month. This agreement allows for consistent and predictable processing of payments. Verification of Work Completion: Given the challenge of verifying the monthly percentage completion of work without an on-site team, we have devised an alternative verification method. The GC is required to send progress photos each month as a means to confirm the reported progress..

Process & Procedure Contd.. Payment Applications (Invoices) Contd. Payment Application Package: The submitted Payment Application Package must include the following: The Payment Application Template: This is the agreed upon form to report the work completed during the invoice period. GC Letterhead Summary Documents: These documents provide a summary of the work completed and should be on the GC's official letterhead for authenticity. Approved Monthly Schedule of Values: This schedule is previously approved and outlines the planned distribution of the project's total cost over its duration. It is used to track the actual progress and financial status against the planned progress. Included for your reference is an example of a Payment Application package..

Process & Procedure Contd.. TIME IMPACT ANALYSIS (TIA) The Contractor must quantify and provide an estimate of the delay to the Contract Time (Term of Agreement) using Project Documents and the Contract Schedule. Contractor must provide a brief narrative explaining the cause and effect of the event, supporting documents and schedule calculation. The CDCR Representative will review the Contractor’s request and provide a response in writing to the Contractor’s Representative. The project team may choose to meet as a collaborative unit (TIA charrette) to respond, negotiate and / or resolve a TIA that has been identified and documented. A time extension to the Contract duration will be administered in accordance with the Change Order. To establish entitlement to compensation, all activity paths and their respective float must be examined. The Contractor must demonstrate that but for the CDCR caused delay, the Contractor could have finished the Work in accordance with the Accepted Contract Time. No Compensation will be allowed for concurrent delays caused by the Contractor and CDCR that would otherwise have affected the Contract Time of the final Milestone of the Contract. Included for your reference is an example of a TIA package..

Process & Procedure Contd.. Change Orders The CDCR Representative may order changes, including, but not limited to, revisions to the Drawings and Specifications, performance of Extra Work, and the elimination of Work. Orders for such changes will be in writing. Changes shall not affect the obligations of the sureties on the Contract bonds nor require their consent. Contract compensation and time will be adjusted by Change Order for changes which materially increase or decrease the time for performance or cost. Contractor shall notify CDCR Representative in writing within three (3) Days of discovery of a need for a Change Order and, when directed by the CDCR Representative, shall stop work in the areas that will be affected. Such notifications of change must include a description of the changed work, including the areas to be affected, documentation of events or issues regarding the change and the applicable references to the Contract Documents. The CDCR Representative will provide a response to the notification of change and either issue a Proposed Change Order (PCO) or deny the change..

Process & Procedure Contd.. Change Orders Contd. CDCR Representative may issue requests for Proposed Change Orders that propose a change in the requirements of the Contract Documents or Contract Time. Such requests will contain a description of the work, including the areas to be affected, and such other information necessary for the Contractor to provide a written proposal. The Proposal constitutes an offer to the Department which is not binding upon the Department and will be considered as an approximation only and subject to negotiation. The Contractor’s proposal must be provided: A. With a description of the work, including the areas to be affected; B. In a format established by the CDCR Representative; C. With mark-ups of direct costs not to exceed: 1. Labor cost 21% 2. Material and equipment cost 14% 3. Contractor’s mark-up of subcontractor’s cost 5% 4. Aggregate of all subcontractors regardless of number of tiers must not exceed 21% for labor costs and 14% for material and labor costs..

Process & Procedure Contd.. Change Orders Contd. 5. Bond cost 1%, applied to the total of change order costs with mark-ups stated above. 6. No mark-ups are allowed for costs associated with Term Extensions. D. Based upon an estimate of additional compensation in accordance with this Section; E. With a Time Impact Analysis (TIA) for any additional time that may be requested, as outlined in this Agreement and; F. Within fourteen (14) Days of issuance of CDCR’s request for Proposed Change Order unless otherwise directed by the CDCR Representative. Contractor, when directed by CDCR Representative, shall proceed with changes before agreement is reached on adjustment in compensation or time for performance and shall furnish verified time and material records to CDCR Representative. If Contractor fails to provide such records, Department's records and/or estimate will be used for purpose of adjustment in compensation or time for performance..

Process & Procedure Contd.. Change Orders Contd. Should the Contractor disagree with the CDCR Representative’s denial of a Change Order, or the additional compensation determined for a Change Order, Contractor must provide a written notice of Dispute to the CDCR Representative within five (5) days and follow the procedures for Contract Disputes, as outlined in this Agreement, to further pursue issue for compensation. Contractor shall perform Disputed Work as directed by the CDCR Representative. Failure to timely and fully comply with this procedure shall constitute a waiver of additional time and compensation for such work. Adjustments in compensation for changes, time extensions, delays and acceleration will be determined by using the following methods: A. By negotiations on the basis of estimates; B. By CDCR Representative on the basis of estimates; C. By CDCR Representative, whether or not negotiations are initiated, by actual costs on the basis of project cost records; D. Contract Bid unit prices, where applicable. Contractor's written acceptance of a Change Order shall constitute final and binding agreement to the provisions thereof and a waiver of all Claims in connection therewith, whether direct, indirect, or consequential. Included for your reference is an example of a PCO & CO package..

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