Part 9 - Do You Know the Entire Contract

 

Critical Components in Division 1 Specifications - Part A

This is the 9th in a series of discussions that is intended to prompt Project Teams to be aware of the entire contract document, including Information For Bidders (IFB), General Conditions/Terms and Conditions (GCs) and the Technical Requirements [Specifications and Drawings.] 

Division 1 specifications (Div 1) are the most utilized requirements by the Buyer’s project manager for managing the Seller’s progress of work.    It is important the Buyer’s Project Manager, Contracting Officer, and PM support services (scheduler and estimator) verify content or provide input that ensures the contract is complete and executable.    The specifications should be consistent with the Buyer’s processes, procedures and practices of the Project Management Office, and with the funding partner conditions for financial assistance.

The Div 1 typically include:  A)  Summary of Work.  B) Meetings.  C)  Submittals.  D) Deliverables.   E) Schedules.  F) Quality.  G) Temporary Construction and Facilities.  H)  Safety.    Depending on the scope of contract, there may be sections associated with interdependent work by the Buyer or Buyer’s representative including:  I) Materials Provided By the Buyer.   J) Code Enforcement Coordination.  K)  Site Conditions Monitoring.   In the rail-transit domain, there may also be sections for:  L) Railroad Operations.  M) Security.  N)  Pre-Construction Planning and Controls. 

The format and content of the Div 1 usually follows a model established by the Buyer’s organization and as modified by the PMO and the recommendations from the Engineer-Of-Record.   Most specifications [Sections] include:  1)  General-Scope, Referenced Sections, Cited Standards, Restrictions, Quality, Submittals, Deliverables.   2)  Products-components and technical requirements.  3)  Execution-process and sequence requirements.    The content may also include unique requirements for coordinating with the Construction Manager, interfacing with other contractors and consultants, and accepting transfer of materials and related work by others to support Seller’s execution of work.  

Div 1 Summary of Work:   This section contains the high level description of the overall work that is consistent with the details provided in the specifications and drawings.    It may also include work performed by other contracts or entities preceding and during the Seller’s work period.

Div 1 Schedule:   This section contains the qualifications for the Scheduler and the requirements for the schedule and the format and contents of various monthly reports.   The topics may include 90day schedule, detailed contract schedule, 4 week rolling schedule, and monthly schedule report/analysis.

Div 1 Submittals:   This section contains the requirements for the submittals, the submittal process, review periods and disposition definitions, and the format and contents for submittal register/log, shop drawings, product data, samples, test procedures, and calculations.

Div 1 Deliverables:   This section contains the requirements for the schedule and the format and contents of various monthly reports.   The topics may include deliverable register/log, inspection reports, test reports, training lesson plans, training manual, operations and maintenance manual, monthly progress report, as-built drawings, pre-construction photographs and progress photographs.

Div 1 Meetings:    This section contains the requirements for various meetings and the format and content of Agendas, meetings announcements and meeting minutes.   The topics may include contract kick-off meeting, progress meetings, submittal review meetings, and schedule review meetings.

Div 1 Integrated Testing/Commissioning Acceptance Maintenance Plan (CAMP):   The section includes topics such as CAMP matrix, integrated test plan, acceptance test procedures, acceptance certificates, warranty statement/certificates, and warranty procedure, forms and contact information.

Div 1 Safety:    This section contains the qualifications for the Safety Officer and the requirements for the Safe Work Plan and Specific Work Plans.   The topics may include safe work practices; accident prevention; incident and accident responses; employee safety training and personal protective equipment; instructions for working on Buyer’s property; designated storage areas; fire prevention and protection tools and equipment; tool box safety meetings; key communication procedures; and fire drills. 

Div 1 Security:   This section contains the qualifications for the Security Officer and the requirements for  the Security Plan.   The topics may include personal identification; employee background checks; controls for employees, materials and vehicles entering and leaving the work area; incident and accident response; key communication procedures; and evacuation drills.

Div 1 Quality:    This section contains the qualifications for the Quality Manager and the requirements for Quality Managements System and the contract specific Quality Plan.   The section identifies the primary elements of the ISO Quality standard including topics such as tests and inspections, records, non-conformances, and correctives actions.

TIP:   Personnel qualifications in Div 1 specifications should be referenced in the IFB or copied directly into the IFB Key Personnel.

TIP:    Div 2-16 specifications list submittals in each section for CM to substantiate, before the purchase/construction activities, the Seller’s compliance with product requirements.

TIP:    With exception of system contractors, submittals disposition is defined by the organizations best practices.    System contract may implement an acceptable alternate to submittal dispositions and Request For Information.