The University of West Florida

Facilities Development & Operations

PROJECT MANAGERS MANUAL

SCOPE BUDGET SCHEDULE

June 2010

Project Managers Manual

FACILITIES DEVELOPMENT & OPERATIONS

University of West Florida 11000 University Parkway Pensacola Florida 32514 Phone: 850-474-2007 Fax: 850-857-6076 http://uwf.edu/aeservices/internal/

T able of Contents
INDEX FORMS ................................................................................................. i INDEX SOPS (Standard Operatiing Procedures) ........................................... ii EXPECTATION ..............................................................................................iii SUMMARY Design .......................................................................................... iv

PROJECT MANAGER MANUAL

SECTION A THE PLANNING PROCESS........................................................................... 1 The Design Process ................................................................................................. 2 Design Procedures ...................................................................................... 2 Consultant Design Procedures ................................................................. 2 Plan Review Submittals ........................................................................................... 3 SECTION - B BID PROCEDURES and CONTRACTING.................................................... 5 Using a Job Order Contractor(JOC) ..................................................................... 5 Through Procurement Services .............................................................................. 6 SECTION - C CONSTRUCTION PROCEDURES ................................................................ 8 Pre-Construction Meeting Checklist ..................................................................... 8 Project Management/Construction Administration ........................................... 8 SECTION - D PROJECT CLOSE OUT ................................................................................. 10 Project Folders Checklist ...................................................................................... 10 Turnover and Project Close-Out ......................................................................... 11 Records Distribution Checklist ............................................................................ 12 Occupancy Checklist.............................................................................................. 12 SECTION - E CONTRACT & CONSULTANTS .................................................................. 13 Design Consultant List .......................................................................................... 14 Job Order Contract (JOC)List .............................................................................. 16

FACILITIES DEVELOPMENT & OPERATIONS PROCESSES FORMS INDEX

AEP AEP AEP AEP AEP AEP AEP AEP AEP AEP AEP AEP AEP AEP AEH AEH AEH AEH AEH AEH AEH AEH AEH AEH AEH AEH AECT AECT AECT AECT AECT AECR AECR AECR AECR AECR AECR AECR AECR AECR AECR AECR AECR

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PLANNING DOCUMENTS Construction Project Request Form Instructions 1 Construction Project Request Form 2 Request for funds 3 Project Review 4 Proof of Site Visit 5 Sign In Sheet 6 Educational & General Capital Request Form Fiscal Year (pdf/form fillable-fill in current year) 7 Contact Information Sheet 9 Space Programming Form 9 A Space Request Form 10 Scope Statement 11 Estimating Recap 12 Project Checklist DOCUMENTS 1 Project Route Sheet 2 Phone Log 3 Punchlist Inspection Sheet 4 Transmittal Letter 5 Daily Field Observation Report 6 Submittal Log 7 Contractor Performance Evaluation 8 Consultant Performance Evaluation 9 Bib Award Recommendation 10 Contractor Evaluation 11 Fire Marshal Plan Review CONSULTANT DOCUMENTS 1 Substitution Request During the Biding Phase 2 Consultant Pay Request 3 Additional Services Authorization 4 Scope of Service Letter Exhibit 5 Contractor Documents 2 Subcontractors & Major Material Suppliers List 3 Application & Certification For Payment 3A Schedule of Values 4 Construction Contract Change Order Request 5 Certificate of Substantial Completion 6 Certificate of Contract Completion 7 State Fire Marshal Request for Building Site Inspection 8 Partial Lien Waiver 9 Final Lien Waiver 10 Certified Minority Business Data Form 11 Request for Information

Updated: June 2010

FACILITIES DEVELOPMENT & OPERATIONS STANDARD OPERATING PROCEDURES SOP - INDEX

AES 1.XXX ADMINISTRATIVE SOP AES 1.002 - Computer Server Filing System and File Naming AES 1.003 - Security of Campus Documentation AES 1.004 - Mapping Updates/Maintenance AES 2.XXX PROJECT PROCEDURE AES 2.001 - Project Drawing Review Process AES 2.002 - Construction Projects Contracting AES 2.003 - ADA Projects and Reasonable Accommodations Projects AES 2.004 - Plans Examination/Permitting AES 2.005 - Mapping Updates Maintenance AES 2.006 - Design and Construction Procedures In House AES 2.007 - Furniture and Fixture Purchases Related to a Project AES 2.008 - Interior Finish Standards AES 2.009 - Project Folder Contents/Checklist AES 2.010 - Project Pre-Construction Procedures AES 2.011 - Departmental Moves AES 2.012 - Construction Project Updates AES 2.013 - Department Funded Project Procedures and Cost Responsibility AES 2.014 - Construction Change Order Procedures AES 2.015 - Department Funded: In-House Design, Contractual Construction and Costs AES 2.016 - Department Funded: Consultant Design and Construction AES 2.017 - Construction Safety AES 2.018 - Job Order Contract (JOC) Negotiation AES 2.019 - UWF Dig Procedures AES 2.020 - Liquidated Damages on Job Order Contract (JOC) General Contractors AES 2.021 - Campus Building Roof Plans AES .022 - Delivery of Project Submittal Documents to UWF AES 2.023 - Direct Purchase Orders for Professional Project Services AES 2.024 - UWF Construction Project cost Database

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AES 3.XXX

SPACE MANAGEMENT

AES 3.000 - Assignment and Utilization of Space AES 3.001 - Interior Signage AES 3.002 - External Direction Sign System AES 3.003 - Lease Space Telecom Access AES 3.005 - Space Database Entries and Maintenance AES 3.006 - Campus Building Floor Plans AES 3.007 - Space Committee Procedures Customer Service AES 3.008 - Lease Space Procedures AES 3.008a - Space Request & Leased Property Flow Chart AES 3.009 - Risk Management Procedures AES 3.010 - Lease Space Maintenance Procedure AES 4.XXX JOINT ITS/AES : (Review Process)

AES 4.002 -Telecom Room Access AES 4.003 - Telecom Outlet Installations AES 4.004 - Premise Wiring AES 4.005 - Outside Plant Cabling

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Facilities Development & Operations Project Management Expectations

Be PASSIONATE and take PRIDE in your work

1. SCOPE ensure that the scope is fully developed to include other items affected by the project. Manage the scope to avoid scope creep by the users. If scope creeps, budget will be impacted. 2. BUDGET review and provide input to the planning and budgeting process to ensure an adequate budget. Manage and track all expenses on the PM report. 3. SCHEDULE Develop a tentative schedule with the users and all others affected by the project. Continually communicate schedule changes or delays. 4. QUALITY - Carefully review, specify and approve products. Ensure compliance with the Design and Construction Standards. Bottom line is.think Quality and Long LifeCycle. Be very apprehensive about approving substitute products. 5. COMMUNICATE Critical to customer service. Communicate clearly and frequently with the user through ever step of the process. Ensure scope is clearly understood, budget and schedule are communicated. Communicate with the users and any others affected by the project. 6. MANAGE 100% OF THE PROJECT: Coordinate any and all equipment or furnishings related to the project or subsequent to the project. Select finishes and provide users with 2-3 options. Do not allow users to meet directly with vendors. 7. DESIGN and CONTRACTOR ACCOUNTABILITY: Ensure that design firms and contractors are performing work in compliance with the Building Design and Construction Standards and contract documents. Take time to perform detailed punchlist inspections. Keep contractors accountable for warranty work.

_______________________________________ Associate Vice President Facilities Development & Operations

iii
Updated: June 2010

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PROJECT MANAGEMENT SUMMARY AND INDEX

THE PROJECT MANAGER WILL BE RESPONSIBLE TO RESPOND TO THE USER REQUEST OR INITIATE THE LEGISLATIVE FUNDED PROJECT, DEVELOP THE SCOPE OF WORK WITH THE USER, ESTIMATE, COORDINATE DESIGN DEVELOPMENT, AND PROVIDE CONSTRUCTION ADMINISTRATION (WOMB TO TOMB)
DESIGN PROCESSES
1. Project request via email, verbal, Work Order or PRF form. TMA work order number is identified. Project Request Form (PRF) Space Request Form Project Manager contacts user to determine scope, schedule and budget. After this, it is determined if the project can be designed in-house. a. Scope Statement (1 page) b. Detailed estimate of Work c. Project Schedule Project Manager to review above documents with customer for confirmation prior to proceeding. Project Request Form is circulated for review comments and signatures. After approved, the customer sends a written authorization to proceed with Review and Approval of Fiscal Agent. Business Manager encumbers funds, acquires Assoc. V.P. signature and forwards fully executed PRF to the Project Manager, the customer and fiscal agent. Project Manager sets up project on TMA Project is designed in consultation with the requestor and fiscal agent and estimate is refined (if required, request additional funds). Project Manager to consult with the Escambia County Building Inspectors Division and the State Fire Marshall for code compliance review comments. Project to be reviewed by in-house staff. Request for Additional Funds for Construction Form State Fire Marshal Plan Review Section Payment Information Project Review Form UWF Building Design and Construction Standards BIDDING/NEGOTIATIONS 8. Project Manager will prepare a Purchase Requisition with bid documents (plans and specifications). Prepared package is sent to the Business Mgr. For initialing and forwarded to the Assoc. V.P. for signatures and copies to the customer. (Note: If negotiated with a blanket contractor, requisition shall name such contractor). Purchase Requisition Form 9.

I DESIGN PROCESSES (cont.)

The Office of Procurement & Contracts advertises & receives bids. Prior to award, Procurement & Contracts notifies the user of the updated budget amount required, including contingency, based on the bids. (Note: If negotiated, Purchase Order to will be sent to the blanket contractor, A&E Services appropriate staff and Business Manager). Any clarifications will be addressed via addendum Addendum Proof of Site Visit Form Mandatory Pre-Bid Meeting Agenda Sign-in Form (for meetings) Substitution Request Form (pre-bid) Bid Tabulation Form List of Subcontractors Form 10. Procurement & Contracts posts notice of award and issues Notice-to-Proceed to contractor. CONTRACT ADMINISTRATION 11. Contractor performs work and invoices Facilities Development & Operations for work performed. Any change in scope of work shall be documented as a Change Order. The Project Manager approves payments submitted and forwards to Business Manager. (See page 22 for Project Manager Responsibilities during Contract Administration). 12. Project Manager to hold project meetings every two weeks on the project premises to review progress and schedule. Pre-Construction Meeting Agenda (SOP 2.010) Construction Project Application for Payment State Fire Marshal request for Building Site Inspection Change Order Request Change Order Request Log Submittal Register Substitution Request Form (post-bid) Construction Meeting Agenda Daily Field Observation Report Certificate of Substantial Completion Certificate of Final Inspection Certificate of Contract Completion and Release of Lien Transmittal Form

2.

3. 4.

5. 6. 7.

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CONSULTANT DESIGN PROCESSES CONSULTANT DESIGN PROCESSES (cont.)

Consultant use criteria: If a project is an assembly area or has excessive electrical, HVAC or plumbing renovations, a Design Consultant will be required. 1. Customer Request via Project Request Form (PRF) and TMA work order number is identified. Project Request Form (PRF) Space Request Form Project Manager meets with the user to identify a scope of work. After this, it is determined if a design consultant is required. Scope Statement (1 page) Detailed estimate of Work Project Schedule Project Manager requests and receives a written fee proposal from blanket design consultants. The fee proposal is reviewed by the Project Manager to verify values and hours with blanket contract and then forwarded to the Business Manager. PRF is circulated to internal departments and estimate is sent to the customer (PRF Steps 4-8). Scope and submittal requirements Project Checklist Fee Proposal Customer sends written authorization to the Project Manager to proceed with completion of Review and Approval of Fiscal Agent. Initialed PRF is forwarded to the Business Manager to identify the budget amount, account number, account type and account name to which invoices may be charged. If consultant design fee is approved, then the A&E Services Director, Facilities Management Director, or EH&S Director will accept the fee proposal via written confirmation (letter or email) to the consultant stating that a NTP and Purchase Order will be forthcoming from Procurement Services. The letter shall be copied to the Plant Operations & Maintenance, Environmental Health & Safety, Project Manager and Business Manager. Purchase Requisition Fee acceptance letter Procurement Services issues a Notice-to-Proceed and Purchase Order to the consultant for services to be rendered and copies the Project Manager and Business Manager. Project Manager prepares a purchase requisition attaching the consultants fee proposal. The requisition is forwarded to the Business Manager for initialing to encumber funds and forwards to the Assoc. V.P. for signatures with a copy to the customer. The Project Manager oversees design development in consultation with the consultant, customer and fiscal agent. Refined construction estimates required at each design submittal and copies are sent to the customer. Incremental design submittals are required in accordance with the UWF Buildings Design and Construction Standards. Project Manager and consultant are to consult with the Escambia County Building Inspectors Division and State Fire Marshal during design phases. Each submittal is to be reviewed and commented by in-house staff. Project Review Form Request for Additional Funds for Construction Form UWF Building Design and Construction Standards 10. Contract documents are completed with all review comments incorporated. BIDDING/NEGOTIATIONS 11. Project Manager prepares a Purchase Requisition with bid documents (plans and specifications). Prepared package is sent to the Business Mgr. for initialing and forwarded to Assoc. V.P. for signatures and copies to the customer. (Note: If negotiated with a blanket contractor, requisition shall name such contractor. The Purchase Requisition shall have the contractors negotiated proposal attached). Purchase Requisition Form Mandatory Pre-Bid Meeting Agenda Proof of Site Visit Form Addendum Substitution Request Form (Pre-bid) Bid Tabulation Form Sign-in Form (for meetings) CONTRACT ADMINISTRATION 12. Contractor performs work and invoices A&E Services for work performed. Any change in scope of work shall be documented as a Change Order. The Project Manager approves payments submitted and forwards to Business Manager. (See page 22 for Project Manager Responsibilities during Contract Administration). 13. Project Manager to hold project meetings every two weeks on the project premises to review progress and schedule. Pre-Construction Meeting Agenda (SOP 2.010) Construction Project Application for Payment State Fire Marshal request for Building Site Inspection Change Order Request Change Order Request Log Request for Proposal Request for Information Submittal Register Form Substitution Request Form (post-bid) Construction Meeting Agenda Daily Field Observation Report Certificate of Substantial Completion Certificate of Final Inspection Certificate of Contract Completion and Release of Lien

2.

3.

4. 5.

6.

7.

8.

9.

i.

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A
Section

The Planning Process

Planning begins each year by prioritizing the Capital Projects Requests. The resulting list becomes the Formula Funded PECO Projects for the coming year. In addition, campus requests are submitted throughout the year. These projects are either paid for by the department or added to the Capital Projects Requests list for planning for the next year. The Formula Funded PECO list is divided into the following categories:

*Note: All PECO funds revert 31 months after the July 1 year of release.

ADA Life Safety Capital Renewal Non-Recurring Recurring

The Project Manager will follow the following to plan projects: 1. Formula Funded, capital projects, utility/infrastructure, and departmental projects will be assigned project numbers by Planning before any work is executed. 2. The requestor is contacted for a site visit. The Project Manager will be identified and be a part of the process. 3. During the site visit, the scope will be identified and a signature will be obtained on the Project Request Form (PRF). Within 10 days after the visit, planning and estimating will provide the requestor with the following documents: a. Scope. The scope statement will address any issues with codes, signage, EH&S, inspection, construction guidelines, Space Management, tagged equipment, and design recommendations. The scope statement will have the funding source, project number, schedule, and project title. b. Budget. The budget will be reviewed and approved by the scheduled Project Manager. The budget will include inspection fees, contingencies, and estimate to do the work identified in the scope statement. c. Sketch. An in-house hand or CAD sketch of work to be done will be completed by the Planning and design department.
1 June 2010

d. Project Request Form. (AEP 1) The form will be filled out and ready for the requestors signature and account number indicating that they wish to proceed with the project. 4. The project request form will be routed to obtain the necessary signatures.

The Design Process

After the project request form is signed with an account number, the design begins. There are three types of design: 1. Design Process 2. Consultant Design - Use a JOC Design licensed design professional. 3. Design-Build - Design build projects are acceptable for some smaller scale projects; however, planning with the firm to provide a fee proposal letter explaining expectations with drawings, Building Code Administration, and construction will be required. In-House Design Procedures 1. The Project Manager will communicate with the Escambia County Building Codes Division, to receive recommendations throughout the design process. 2. After the design is complete, the Project Manager (PM) will request review and comments. The Project Manager will provide a review sheet for signatures and comments for the review. All drawings, whether in-house design or consultant, will require the Manager, Computer Drafting Services, to send out a notification of drawing review. (SOP AES 2.001) 3. In-House design and construction procedures summary is outlined in AES 2.006 Project Construction Procedures In-House Design. This SOP gives a list of forms used for the project process. 4. The Project Manager, will submit four (see SOP 2.001) copies of the approved drawings to the Escambia County Building Codes Division for plan review and permitting. Consultant Design Procedures 1. Projects for an assembly area, or construction cost is over $25K, or has excessive electrical/HVAC/Plumbing renovations, the services of a licensed professional will be required. 2. After completion of preliminary scope, sketch, and budget review, the Project Manager will send a Request for Fee Proposal letter to the consultant. Consultants are selected based on expertise and workload. (For Fee Proposal Letter template see: AECT4-Scope of Service Letter - Exhibit 5 )
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3. The Project Manager will obtain account information and signatures on PRF to complete a package for submittal for the project. 4. The Project Manager will verify that the fee proposal meets the contract requirements (values and hours) and scope needs as well as obtaining the project manager approvals. 5. The requisition (to the consultant) will be submitted to the Business Manager with a package including scope statement, PRF, and supporting information. The requisition must include the PM name, contact, and contact number and if possible, the project start date. The PM will sign the requisition as well as approval of the contract for design work. 6. The Associate Vice President of Facilities Development and Operations will determine a Project Manager and ensure that the PM is fully involved and aware of the project and agrees with the package submittal. 7. The Business Manager will route the requisition to the Associate Vice President for signature and then send to Procurement Services. 8. A Fee Acceptance Letter will be sent to the design firm. (see SOP 2.012) The letter will state the fee has been accepted and that the project is being routed for signatures and processing. This procedure may take as long as two weeks. 9. After the 100 % design is complete, the Project Manager (PM) will send an e-mail, with the project managers name, deadline for responses, and project number to everyone for the final review. The Project Manager, will provide a review sheet for signatures and comments once the project is reviewed. The Project Manager will be responsible to summarize the comments prior to being forwarded to the design consultant. (SOP AES 2.001) 10. The Project Manager will send comments back to the designer for revisions. 11. The Architect/Engineer will submit (6) sets of 100% drawings to the Planning Department, four of which will be signed/sealed (see SOP 2.001) 12. The Project Manager will send the Building Code Administrator four signed/sealed sets for plan review and permitting.

Plan Review Submittals

The following items must be submitted to the Building Code Administrator for any new construction, remodeling, or renovation The BCA review process is a 100% plan review in which the BCA formally supports the Architectural and Engineering directorate in their plan reviews. A minimum of 14 days is required for this review and comments are normally provided via email to the Professional Designer and Project Manager. Note: Plans that are required to go to outside agencies for review (i.e. Florida State Fire Marshall, Florida Statute 633.085, paragraph (3) (b) requires 30 days.
3 June 2010

In a 100% plan review, the following are the minimum requirements; 1. Four (4) sets of signed/sealed plans containing designers name and signature on drawings or an Architect/Engineer stamp and seal for any of the following: i. ii. iii. 2. 3. 4. 5. 6. Assembly, Educational, or Institutional types of occupancy Construction over $25,000 in job cost Construction over 1,000 square feet in area

Wind load certification Site or location planto scale Elevations (Front, rear, left/right side) Roof/Floor system design (truss designers layout sheet if necessary) Details in accordance with Florida Building Code, 104.3.1 to include; o Floor Plan o Wall section(s) o Foundation o Rated assembly identification and details o Rated system identification and details o Connectors, fasteners, gable bracing, and fastening specifications. o Florida Product Approval Certifications and products it applies to o Project Mangers Name and Account information for permitting There are additional items that maybe required for projects that require special reviews or have special circumstances. These items include, but are not limited to; i. Topographical survey with flood zone addressed ii. Geo-technical report iv. Army Corp of Engineers Approval v. Department of Environmental Protection approval Once projects meet the minimum qualifications for acceptance and review, then the permitting process may begin. It is ultimately the PMs responsibility to ensure routing/approvals, and keep track of the project drawings.

7.

8. 9.

10. The PM has full responsibility to track Fire Marshal approval. Design Professionals have the responsibility to request Fire Marshal reviews and Final Inspections; however, it is the PMs responsibility to ensure that this has been done and to track the timeline. (See SOP 2.004)

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B
Section

Bid Procedures and Contracting

Using a JOC Contractor 1. The PM will work to obtain pricing from the blanket contractor, which must follow the contract guidelines by providing the R.S. Means breakdown. The values must be compared to the Contracts agreed upon OH&P and mark-ups. 2. If the project comes back over budget, Planning will assist to obtain additional funding or reduce the scope to allow the project to continue. 3. Project documentation must be kept in the project folder following SOP 2.009. 4. The PM will ensure that the Program of Requirements and the Construction Standards are being satisfied. 5. The Project Manager will submit the requisition (identifying the contractor) to the Business Manager with a package including scope statement, PRF, and supporting information. The req. must include the PMs name, contact, contact number, and if possible, the projects start date. The PM will sign the requisition as well as approval of the contract for work. 6. The PM will not accept a project from Facilities Maintenance or AES Planning until the full package is completed according to requirements stated above. 7. The Business Manager will route the requisition to the Associate Vice President for signature and then send to Procurement and Contracts. 8. The Project Manager may check the SCT Banner financial site directly for copies of their PO. It is the responsibility of the PM to check with the vendor or contractor to ensure that they received the PO. Procurement Services will also provide an electronic PDF copy to the P.M.

5 June 2010

Through Procurement Services See AES 2.002 SOP Contracting Procedures for summary. Please refer to the Procurement and Contracts website for additional information. *The information below (1&2) is a duplicate (somewhat) of the information provided in the planning stages of project management, but is re-stated for the P&C process. 1. The Project Manager will contact the consulting firm to request a design fee proposal by written memoranda. 2. Incremental design submittals are required in accordance with the UWF Design and Construction Standards and the SUS Professional Services Guide. 3. The design consultant should provide an approximate estimate of cost for budgeting and to provide to P&C office at this time. The standard fee proposal letter should state that this be provided. 4. Items to have complete before sending to Procurement Services: Specifications Drawings Division 0 Division 1 Unit Pricing Project Schedule Notation within documentation of mandatory site or pre-bid information 5. The information below is on the Procurement Services web site. These guidelines pertain to all jobs not utilizing one of our blanket contractors.

$0 - $9,999.99 $10,000 $24,999.99 $25,000 $49,999.99 $50,000 up

Departmental quote (can be phone) obtained from vendor to include shipping. Two or more written/faxed/emailed departmental quotes obtained from two or more vendors. Written Request for Quotation initiated by Procurement and Contracts upon receipt of requisition. Formal Sealed Solicitation Process (allow 3 to 5 weeks for normal process - Request for Proposals will require more time).

6. As a guide to assist the PM with determination of project schedule, projects below $200K are not required to advertise outside of the Procurement Services website. The
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P&C website stated that time frame for each project will be determined between PS and the PM. 7. Projects above $200K are required to advertise in the Fl. Administrative Weekly for 21 days with an additional 10 days to submit (for a total of 31 days on the project schedule.) 8. Projects above $500K are required to advertise for 30 days before bid opening. 9. If quote is over $25,000 and a formal sealed solicitation is required. The PM will submit a purchase requisition to Procurement and Contract Services with specifications, special conditions, and drawings. Purchasing prepares bid as per information in the above section. 10. After the bid process is complete, it is the responsibility of the PM to complete a written recommendation as well as the signed bid tabulation sheet (signed by the PM) to Procurement Services within 24 hours. See list of AES forms for recommendation form. 11. An Emergency Justification is required and can only be used if: According Administrative Rule 6C-18.050 (7), emergency purchases are not subject to the competitive solicitation process, but will only be used in the following circumstances: "When the Chancellor, a President or his/her designee determines, in writing, that the delay due to the competitive solicitation process is an immediate danger to the public health or safety or the welfare of the Institution, the Institution may proceed with the procurement of commodities or contractual services without a competitive solicitation." Change Order After construction begins, should the contract need to be modified, a change order (CO) form will be required from the Owner.

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C
Section

Construction Procedures
Pre-Construction Meeting Checklist (See SOP 2.010) The SOP above provides a checklist and information to be provided to the contractor. The PM should utilize the work control center to provide information to the building occupants regarding any work taking place in a building. You can e-mail the work control center and request exact wording and it will be sent to all occupants within the building. The PM is responsible for assisting the contractor with acquiring permitting and ensuring that a permit has been pulled before the start of the project. Form AEP7 is a contact list for the PM folder. This will allow for easy quick find if you are out of the office and someone else has to take care of issues for your project. Utilize this form to provide building contacts as well as contractor and vendor contacts. Project Management/Construction Administration 1. Monitor Construction Schedule and document 2. Quality of Material-Adherence to Specifications 3. Construction Details-Adherence to Documents 4. Document Routing of Information 5. Assist with parking for the contractor see vehicle restrictions map 6. Document account information 7. Periodic field reports 8. Keys (see checkout procedure (SOP- FS 1.002) 9. All requisitions, pay requests, and change orders are to be signed by the Project Manager
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10. Instructions to Sub-Contractors - MUST be from Prime Contractor 11. Oral Discussion is NOT Authorization 12. Moveable equipment purchases a. Formula Funds cannot purchase movable equipment. b. Any items over $1,500 must be tagged by Controllers Office 13. Signage (interior and exterior) See Space Manager for Assistance 14. Field inspection reports 15. Weekly Construction Meetings (Major Projects) a. Who (Field Supers, A/E, Univ. Reps., Users, Active Subs) b. Agenda (Schedule, Coordination, Problems) c. Publish Minutes d. Schedule Additional Meetings as Required 16. As-Built remind A/E of obligation to provide as-built during the project so that they can work to document as project progresses 17. Campus Interface stay up to date with reports such as CPU and PM Report in addition to required notifications to other departments on campus such as: a. Environmental Health and Safety b. Facilities Maintenance c. Adjacent or Affected Departments d. Telecom e. ITS f. University Police

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D
Section
Tab 4- INVOICES/PAY APPLICATIONS Invoices/Pay Applications Expense/Budget Tracking Spreadsheet Tab 5 - SPECIFICATIONS/DRAWINGS Specifications Cut Sheets Design Documents .Addenda Tab 6 - CLOSE-OUT Warranties/Wavers Liens/Affidavits Punch List Close Out Documents Checklist Contractor Evaluation

Project Close Out

Project Folder Checklist (AES SOP 2.009) The underlined items should be in the project managers folder before Planning provides to the project manager, and the remaining items are a checklist for additional items throughout the project: * Be sure to remind the contractor that all forms are available on-line
Tab 1 HISTORY/FINANCE SUMMARY Work Orders Project Request form Scope Statement Contact List Start & Scheduled Completion Building Permit Substantial Completion Certificate of Occupancy Fee proposal NTP document (if any) Pricing documentation Requisition Tab 2- ORRESPONDANCE/REPORTS Correspondence/Meeting Minutes Letters E-Mails/Telephone Notes Transmittals Permit Inspection Reports Field Reports Tab 3- FINANCIAL INFORMATION Estimates and Quotes Fee Proposal Request Fee Proposal Responses Purchase Requisitions Purchase Orders Change Orders Additional Services

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Turnover and Project Close-Out 1. Substantial completion 2. Obtain partial lien 3. Punch List prepared by design consultant with input from the Project Manager 4. Prime gets Punch List items signed off by Project Manager upon completion 5. O&M information and transmittal checked into the CAD room 6. Occupant/Customer survey 7. Warranty paperwork to work control center complete a transmittal 8. Complete invoicing see SOP 2.002 9. *Remind contractors that invoices should be sent directly to the Business Manager in building 90. Invoices should include AES project number, PO number, and sufficient detail to document the actual materials and labor. 10. *If purchases of labor, and/or materials, the contractor must provide a. Application for payment b. Schedule of Values c. Lien Waiver (or partial lien waiver if applicable) * if the std company invoice is in sufficient detail to document the status of the projects services and materials, it may be used in lieu of the schedule of values form. 11. Complete the project folder following SOP 2.009 12. Prepare transmittal to provide any keys to the customer or Facilities Development & Operations 12. Facilitate State Fire Marshal review scheduled by the PM through the BCA utilizing standard UWF form 13. Final completion and punch-list walkthrough will be scheduled by the PM and should include persons from Facilities Maintenance, Telecommunications, ITS, Building Services and Landscape Services if applicable. 14. Insure all credits, allowances and Change Orders, have been properly addressed. 15. Summarize budget status of all accounts 16. Final Cleaning (public space, mechanical space, pipe chases, roof, etc.) 17. Final Site Work and Restoration 18. Final Walk Through with User Group, Service Groups 19. Demonstration of Equipment by Contractors 20. Factory & Building Inspectors; final Occupancy Inspections (Signed Certificate of Inspection) Structural, Electrical, State Plumbing, and Fire Marshall 21. Other Inspection Certifications required: Pressure Piping, Elevator, Boilers, etc. 22. Submit Signed off Certificate of Plan Approval for Occupancy Permit (C.O.) 23. Final As-Built electronic drawings 24. Final Lien Waiver 25. Complete a work order to remind of one-year walk-through end of warranty period.

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Records Distribution Checklist Operation & Maintenance Manuals 1 set to Planning and Design File Room/Library 1 set for breakout of sections to go to various groups (i.e. Utilities, Maintenance, telecommunications etc.) Planning and Design maintains a copy of the warranties from the O&M manuals and sends Work Control the original copies.

Occupancy Checklist Advise user group(s) of available occupancy date(s). Occupants are responsible for scheduling. Final installations of data/telecom systems and start of service Bulletin boards, pencil sharpeners, drapes, dismantling, moving and reassembling furniture, dividers, etc. Submit a work order to Building Services to schedule the final cleaning of the facility and installation of custodial and toilet room equipment. Coordination with Public Safety and F regarding signage and controls for staff, visitors, ADA student service, etc., traffic and parking associated with the completed project Coordination with Space Manager to input building data into TMA so that work orders can be completed by the occupants.

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E
Section

Facilities Development & Operations Design Consultant

13 June 2010

UWF Consultants
Updated: April 2011
DAG Architects, Inc
40 S. Palafox St Suite 201 Pensacola, Fl 32502 Office: 850-429-9004 Fax: 850-429-9005 Gulf Coast Architectural Group 2510 West Cervantes Street Pensacola, FL 32505 Office: 850-332-7255

Contacts
David Luttrell Jack Baker Owen Gipson

Numbers
850-565-7272 850-217-1769 850-939-4862

Contacts Don Carlos Larry Law Giles Yokel Dennis Solis Contacts Alicia Stephen

Number 850-393-2221 850-323-1454

HDR One Company/Many Solutions 25 E Cedar St Suite 200 Pensacola, Fl 32502 Office: 850-432-6800 Fax: 850-432-8010 Hernandez-Calhoun Design Int'l 1120 E. Cervantes Street Pensacola, Fl 32501 Office: 850-434-5142 850 434 5142 Fax: 850-434-5146 Jehle-Halstead, Inc. 49 East Chase St. Pensacola, FL 3252 Office: 850-434-0059 Fax: 850-434-3929 Ken Horn & Associates 7201 N. 9th Avenue Suite 6/P.O. Box 10669 Pensacola, FL 32504 Office: 850-471-9005 Fax: 850-471-0093 MACTEC Engineering 9211 North Davis Highway Pensacola, FL 32514 Office: 850-478-8100 Fax: 850-478-0990

Number 850-221-8781

Contacts Rus Calhoun Sarah Hernandez Joe Simpson Susy Castillo Contacts Donald Jehle Glenn Halstead Donald Richmond Roz Sestnov Contacts Kenneth C. Horne Charlie Kranosky Ed Bowles

Number 850-380-3778 850-554-4833 850 292 4409 850-292-4409 786-229-4738 Number 850-982-0559 850-982-0053 850-380-7053 850-221-1869 Number 850-206-6067 850-380-8077 850-291-1935

Contacts Richard J. Brown Sean Westfall Steve Freeman

Number 850-232-4717 850-393-0594 850-602-3124

MEP Engineering Solutions, Inc. 205 East Intendancies St Pensacola, FL 32502 Office: 850-429-8288 Fax: 850-429-83347 Schmidt Consulting Group 40 South Palafox Place Suite 300 Pensacola, FL 32502 Office: 850-438-0050 Fax; 850-432-8631 SMB Architecture 40 South Palafox St Suite 201 Pensacola, FL 32502 Office: 850-432-7772 Fax: 850-432-7057 Strobel & Hunter, Inc. 718 E. Gadsden St Pensacola, FL 32501 Office: 850-432-3153 Fax: 850-432-3892

Contacts Hamza Tlemsani Phil Parker

Number 850-393-4364 850-393-4362

Contacts Diane Baxter

Number 850-432-8631

Contacts Randy Maxwell

Number 850-525-9216

Contacts Stan Strobel

Number 850-432-3153

UWF OTHER CONSULTANTS

Alan D. Holt, ASLA Landscape P.O. Box 2549 Panama City, FL 32402 Office: 850-914-9006 Alan D. Holt, ASLA Landscape 116TarragonaSt Pensacola, Fl 32501 Office: 850-432-6560 Fax: 850-438-6537 Contacts AlanHolt Number 8509149006

Contacts MillerCaldwell,Jr Keith Bullock

Number 8503807059 850-982-8797

Facilities Development & Operations

Job Order Contract

16 June 2010

UWF JOC Contractors

Updated: April 2011
HVAC Mechanical
Air Design Inc. 400 E. Lurton Street P.O. Box 18830 Pensacola, Fl 32523-338 Office: 850-434-5592 Fax: 850-438-3708 Vendor #591756694 Confort System USA 435 Corday Street Pensacola, FL 32503 Office: 850-484-4999 Fax: 850-484-4947 Vendor #742885030 Contacts David Swartz Bill Mitten Steve Born Marilyn Ricks Steve Alderman Michael Solliday Contacts Rick Lockett Mel Harris Numbers 850-698-2261 850-698-2262 850-698-2249 850-380-5731 850-698-0279 850-698-2267 Number 850-393-2221 850-323-1454 Email salderman@airdesignhvac.com

Email ricky.lockett@confortsystemusa.com

Plumbing Mechanical
Air Design Inc. 400 E. Lurton Street P.O. Box 18830 Pensacola, Fl 32523-338 Office: 850-434-5592 Fax: 850-438-3708 Cell: 850-698-2270 Vendor #591756694 MMI - Mechanical Contractors, Inc. 4904 W. Spencer Field Rd Pace, FL 32571 Office: 850-994-9033 Fax: 850-334-1512 Cell: 850-8100211 Vendor #B00015786 Contacts David Swartz Bill Mitten Steve Born Marilyn Ricks Steve Alderman Michael Solliday Numbers 850-698-2261 850-698-2262 850-698-2249 850-380-5731 850-698-0279 850-698-2267 Email salderman@airdesignhvac.com

Contacts Billy Mayne

Numbers 850-810-0211

Email bmaynejr@bellsouth.net

Utility & Excavation Contractor

Brown Construction 10200 Cove Ave Pensacola, FL 32534 Office: 850-473-9039 Fax: 850-473-9069 Cell: 850-232-2744 Vendor #593333671 Contacts Lee M. Brown Drew Brown Gaba Jackson Numbers 850-336-2335 850-336-2336 850-336-2617 Email lee@thebrownconstruction.com

UWF JOC Contractors

Updated: April 2011
Utility & Excavation Contractor
Warrington Utility and Excavation 8401 Untreiner Ave Pensacola, FL 32534 Office: 850-476-2280 Fax: 850-476-223 Cell: 850-516-3339 Vendor #593588717 Contacts Gary Warrington Numbers 850-516-3339 Email

wuediggres@bellsouth.nte

Electric Contractor
Bill Smith Electric P.O. Box 1057 Gonzalez, FL 32560 Office: 850-968-6500 Fax: 850-937-8113 Contacts Jason Touchstone Numbers 850-324-2568 Email billsmithelectric.com

Webb Electric Company of Florida, Inc. Contacts 3194 West 9 Mile Road Danny Webb Pensacola, FL 32534 Office: 850-477-8181 Cell: 850-712-1166 Vendor# 591143230

Number 850-712-1166

Email

dwebb@webbelectric.com

BAS Contractor
Siemens Industry, Inc. 1233 Barrancas Ave Pensacola, FL 32502 Office: 850-433-5995 Fax: 850-433-7055 Cell: 850-393-3300 Vendor# 132762488 Contacts Bobby Marcus David Lewandowski Britt Rowland Jason Adcock Number 850-393-3300 850-393-3284 850-393-3298 Email

bobby.marcus@siemens.com

Roofing Contractor
Edwards Roofing 18 Stumpfield Rd Pensacola, FL 32503 Office: 850-478-0320 Fax: 850-478-0409 Contacts Number Email

GregDeRycke TonyHill AdamPurdy RickEdwards BobyPurdy

8502322919 8502321629 8502321110 8502322916 8502322917

info@edwardsroofing.com

UWF JOC Contractors

Updated: April 2011
General Contractor
A.E. New, Jr., Inc. 2424 Executive Plaza Pensacola, Fl 32504 Office: 850-472-1001 Fax: 850-472-1004 Vendor #592061760 ESA South 1681 Success Drive Cantonment, FL 32533 Office: 850-937-8520 Fax: 850-937-6979 Vendor # 593610701 Heard Constuction 5066 Mandavilla Blvd. Gulf Breeze, FL 32563 Office: 850-429-8905 Fax: 850-432-8010 Cell: 850-384-7126 Vendor #593025291 Morette Company 1201 North Tarragona Street P.O. Box 13452 Pensacola, Fl 32501 Office: 850-432-4084 Fax: 850-434-5005 Cell: 850393-4318 Vendor #593047389 The Green-Simmons Co. Inc. 3407 N. "W" Street Pensacola, Fl 32505 Office: 850-429-0144 Fax: 850-49-0145 Vendor #593386617 ThomCo Enterprises, Inc. 745 Hollywood Blvd. NW Fort Walton Beach, FL Office: 850-244-0811 Fax: 850-244-4924 Vendor #593219057 Contacts Will Errington Jennifer Beasley Number 850-232-6768 850-341-5366 Email will@aenewjr.com jennifer@aenewjr.com

Contacts Sean Harmon

Number 850-937-8520

Email

esaouth@aol.co,m

Contacts Steve Lolokouris Alixia Stephen

Number 850-384-7126 850-221-8781

Email skolokouris@heardconstruction.com

Contacts Mark A. Olvera Michael J. Morrette Matt Comerford Bill Norton David Del Gallo

Number 850-393-1318 850-393-3230 850-393-5119 850-393-1326 850-393-1322

Email molvra@moretteco.com

Contacts

Number

Email

Nathan Green Jason Green

850-429-0144 850-429-0144

nathan@green-simmons.com jason@green-simmons.com

Contacts Fred Thomas

Number 850-244-0811

Email fred@thomcent.com

Roofing Contractor
Edwards Roofing 18 Stumpfield Rd Pensacola, Fl 32503 Bob Purdy Email: info@edwardsroofing.com Office Phone: 850 478 0320 Fax: 850 478 0409 Contacts Greg DeRycke Tony Hill Adam Purdy Rick Edwards Bob Purdy Number 850-232-2919 850-232-1629 850-232-1110 850-232-2916 850-232-2917

General Contractor
A. E. New, Jr., Inc. 2424 Executive Plaza Pensacola, Fl 32504 Will Errington Email: will@aenewjr.com Email: jenniferanewjr.com Office Phone: 850 472 1001 Fax: 8504721004 Vendor # 592061760 ESA South 1681 Success Drive Cantonment, FL 32533 Sean Harmon Email: esasouth@aol.com Office Phone: 850937-8520 Fax: 8509378679 Vendor # 593610701 Contacts Will Errington Jennifer Beasley Number 850-232-6768 850-341-5366

Contacts Sean Harmon

Number 850-937-8520

Contacts Heard Construction 5066 Mandavilla Blvd. Steve Kolokouris Gulf Breeze, FL 32563 Alicia Stephen Steve Kolokouris Email: skolokouris@heardconstruction.com Office: 850-429-8905 Cell Phone: 8503847126 Fax: 850432-8010 Vendor # 593025291 Morette Company 1201 North Tarragona Street Post Office Box 13452 Pensacola, FL 32501/32591 Mark Olvera Email: molvera@moretteco.com Office Phone: 8504324084 Fax: 8504345005 Cell: 850 3931318 Vendor # 593047389 Contacts Mark A. Olvera Michael J. Morette Matt Comerford Bill Norton David Del Gallo

Number 850-384-7126 850-221-8781

Number 850 393-1318 850-393-3230 850-393-5119 850-393-1326 850-393-1322

General Contractor - Continued

The Green-Simmons Company, Inc. 3407 N W St Pensacola, FL 32505 4054 Nathan Green/Jason Green Email: nathan@greensimmons.com Email: Jason@greensimmons.com Office Phone: 850 4290144 Fax: 850 4290145 Vendor # 593386617 ThomCo Enterprises, Inc. 745 Hollywood Blvd NW Fort Walton Beach, FL Fred Thomas Email: fred@thomcent.com Office Phone: 8502440811 Fax: 8502444924 Vendor # 593219057 Contacts Nathan Green Jason Green Number 850 4290144 850 4290144

Contacts Fred Thomas

Number 8502440811