WELCOME! F ACI L I T I E S MANAGE ME NT 101 T RAI NI NG - - PowerPoint PPT Presentation

WELCOME!

F ACI L I T I E S MANAGE ME NT 101 T RAI NI NG

John Dunnuck VP of Operations Kenneth Klindt AVP of Facilities Mgmt.

Sean Devaney

District Director, Facilities College Wide Maintenance

Mike Coval

Electrical Manager

Yohannes Asgedom

HVAC/Mechanical Mgr.

Mike McManigal

Facility Mgr. DTC

Kenneth Hunt

Locksmith Manager

Nathan Sade

Facility Mgr. S/C

Chris Tavares

Fleet Manager

Janet Similien

• Admin. Assistant III

Marcus Wilson

Facility Mgr. N/C

Larry Jones

Facility Mgr. C/C

Laura Ozment

CW Landscape Mgr.

Juanita B. Vega Executive Assistant Aldrin D. Lake

• Admin. Assistant III

District Director Environmental Safety & Chief Fire Official Mark Griffin

District Director, Facilities Planning & Capital Budgets

Deborah Czubkowski

District Director, Facilities Design and Construction

Patsy Lenox

Executive Assistant

Nelson Goris

North Campus Senior Project Manager

Priscila Fort

Central Campus Senior Project Manager

Robert Bellot

South Campus Senior Project Manager

Ana Ovalles

Director, Facilities Planning

Jean Griffin

Executive Assistant

Tamaris Alvarez

Facilities Planner

Jonathan Iglesias

CAFM System Administrator

Amanda Williams

Senior Analyst, Construction & Capital Accounts

Ellice Martinez

Special Projects Manager

Jacqueline Gonzalez

Specialist, CAD Operator

• Dr. Judy Schmelzer, AVP, Business Services and Resource Management
• Zaida Riollano, District Director, Strategic Sourcing
• Peggy Howse, District Director, Auxiliary Services
• Anthea Pennant, District Director, Supplier Relations and Diversity
• Eileen Hunt, Contracting Officer
• Jose Hidalgo, Contracting Officer
• Otto Letzelter, MEP Structural, Building Official
• Sal Giorlando, MEP Structural, Inspector
• Tom Giorlando, MEP Structural, Electrical Inspector
• Barbara Camparscone, MEP Structural, Operations Manager
• Elizabeth Pardee, MEP Structural, Executive Coordinator
• Joseph Carriker, District Director, Campus Safety
• Tim Andrasek, Manager, Physical Security Technology

Contractor/Vendor Check-In Procedure

Joseph (Joe) Carriker, Captain – Campus Safety

I. Safety Precautions

• a. All contractors and vendors shall be responsible for initiating,

maintaining, and supervising all safety precautions and programs in connection with performance of their contract with the College. II. Construction Projects - Access to your Worksite

• a. The CM superintendent or project manager will be responsible

to provide all sub-contractors and vendors access to the specific project work site.

• b. Contractors should have company IDs, State ID and Company

Uniform

• c. The CM Superintendent or Project Manager should request

badges from Broward College Project Manager or Facility Manager.

III.

Maintenance and Repair Vendors – Access to your Worksite

• a. Check in with your designated person that requested the Work

Order.

• b. Regular vendors can get access badges from Broward College

Project Manager or Facility Manager. Access badges will be programmed as needed.

• c. Key set pickup scheduled ahead of time. Vendor is liable for any lost

key sets and core cost for replacement. This should be scheduled with Broward College Project Manager or Facility Manager.

• d. Check-in with Campus Safety by contacting 954-201-4357.
• i. Provide contact person who requested work order.
• ii. Proper identification should be worn at all times.
• iii. Provide length of time you will be on site.
• IV. Parking on Campus
• a. All contractors or vendors must have a company identified vehicle.
• b. The college project manager is responsible to inform the contractor to

park in non-designated parking spaces.

• a. Any contractor that needs to park in designated parking spaces must

receive authorization from the appropriate Business Deans Office.

• b. No parking on sidewalks, grass, fire lanes, or roadways.

V.

Incident Reporting

• a. 911 shall be called for any assistance that requires emergency

response.

• b. 954-201-HELP (4357) shall be called for Campus Safety assistance.

Contractor/Vendor Check-In Procedure

Joseph (Joe) Carriker, Captain – Campus Safety

VI. Borrowing Campus Equipment X. Equipment Deliveries a. All contractors and vendors shall provide their own equipment.

• a. Deliveries of equipment and supplies will be coordinated with

b. Broward College equipment will not be lent out to contractors or campus schedule preferably at non peak times. vendors.

• b. Deliveries will be coordinated with the vendor not BC Central

receiving.

• VII. Hot Work Permit
• a. All contractors shall acquire the proper hot work permit from the

XI. Hazardous Materials College Building Department agency.

• a. Chemicals brought onto site must be handled in accordance with

OSHA and all other applicable laws.

• VIII. Smoking
• b. MSDS Sheets will be available on site accompanying materials.
• a. There is no smoking at Broward College. It is a smoke free campus

(including no vaping).

• XII. Broward College Contacts:

IX. Required Conduct

• a. Proper dress is required including proper safety attire and equipment.
• b. Music and radios are prohibited.
• c. Proper language is required.
• d. Interaction with students and staff shall be kept to a minimum.
• a. Facilities 954-201-6022
• b. Campus Safety 954-201-4357

HOUSEKEEPING

• Break at 10:10 A.M.
• Snacks provided by Panera Bread
• Cold beverages provided by

Broward College Auxiliary Services

• No food or drinks inside the

auditorium

• Restrooms and water fountains

located behind the Auditorium

• Cell phone’s ringer off
• BC is a Tobacco Free Workplace

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Initiation Planning

Occupancy

Execute

FACILITIES MANAGEMENT OVERVIEW

Design Pre-Con Closeout

Identify need & Funding (CIP & Educational Plant Survey) Project Number Establish initial schedule Surveys State Required Forms Identify Stakeholders & Scope Schematic Design BC Resources Develop FF&E Plan Equipment List Project turnover to Design and Construction Procore Contingent Worker BC Design & Construction Standards Design Professional A/E Deliverables and BC Disciplines Coordination BC Senior PM Precon Construction Managers Bid Process Auxiliary Services SDSB Program GMP Evaluate Cost and Value Engineer Purchase Order Pre-con Meeting Permits Plan Reviews and Inspections Construction and Inspections Fire Inspections Progress Payments Schedule of Values Retainage Roofing Projects Punch List Temporary Certificate of Occupancy Certificate of Occupancy Coordinate Staff Moves Closeout Process As-built Drawings Equipment transfer control Consultant Evaluations Lessons Learned

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Initiation Planning

Occupancy

Execute

Project Initiation Phase

Design Pre-Con Closeout

Identify need & Funding (CIP & Educational Plant Survey) Project Number Establish initial schedule Surveys State Required Forms

Identify Need & Funding

Mark Griffin, District Director of Facilities Planning and Budget

• All projects must be on our internal Five Year Capital

Plan and any project $2M or greater must be on the Capital Improvement Plan(CIP) submitted to FLDOE

• Projects may be driven by condition assessment

findings

• Remodel or Renovation projects may be requested by

Campus

• Projects prioritized based availability of funding and

review by Senior Administration

Project Numbering

July 30th 2015

Mark Griffin, District Director of Facilities Planning and Budget

• Ex. 1003-C14-01.0

FIRST 2 DIGIT CAMPUS SITE 00 – College Wide 10 – Central

Building Number “C” Construction “M” Maintenance “P” Planning Year Project was initiated Project assigned this year in that building.

11 – Downtown 12 – Weston 14 – Cypress 20 – North 30 – South 31 – Miramar West 34 – Tiger Tail 35 – Pines Center 37 – Miramar Town Center

Sub- project

Establish Initial Schedule

Mark Griffin, District Director of Facilities Planning and Budget

Based on:

• Availability of funding
• Availability of College resources
• Availability of external resources
• Scheduled use of facility if Remodel/Renovation
• Estimated duration
• Time lines will be developed based on input from all parties involved.

Surveys

Mark Griffin, District Director of Facilities Planning and Budget

• Infrastructure, Topographical and Boundary Survey
• Standards developed apply to all survey work
• Master survey must be updated for all work performed
• Data collected supports GIS mapping of infrastructure
• Facilitates location of utilities and provides condition assessment data

North Campus – Keith and Associates Central Campus – Stoner and Associates South Campus – Craven Thompson and Associates

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State Required Forms

Mark Griffin, District Director of Facilities Planning and Budget

Required submittals to FDOE

http://www.fldoe.org/finance/edual-facilities/requirements-for-plan-review-of-constr.stml A board which undertakes the construction, remodeling, renovation, lease, or lease-purchase of any educational plant or ancillary facility, or day labor project, regardless of cost or fund source, shall develop policy and procedures for the review

• f contract and construction documents as outlined in Section 1013.38, F.S., permanent archival of plans, and submission
• f project data as requested to the Department pursuant to § 1013.50, F.S.

For all projects over $300,000, the following forms shall be submitted to the Office of Educational Facilities for their files:

• OEF Form 110A - Project Implementation Information
• OEF Form 110B - Certificate Of Occupancy
• OEF Form 208 - Letter Of Transmittal
• OEF Form 208A - Facility Space Chart/Net And Gross Square Footage
• OEF Form 209 - Certificate Of Final Inspection
• OEF Form 220 - Building Permit Application
• Construction Documents (Phase III).
• Etc…

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State Required Forms

Mark Griffin, District Director of Facilities Planning and Budget

Required Forms

https://public2.fldoe.org/EFIS/Registration/Register.aspx You must have a Broward College email address (Contingent Worker)

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Initiation Planning

Occupancy

Execute

Project Planning Phase

Design Pre-Con Closeout

Identify need & Funding (CIP & Educational Plant Survey) Project Number Establish initial schedule Surveys State Required Forms Identify Stakeholders & Scope Schematic Design BC Resources Develop FF&E Plan Equipment List Project turnover to Design and Construction Procore

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Identify Stakeholders

Ana Ovalles, Director of Facilities Planning

Broward College end users:

• Involve upper-management for input of College-wide goals.
• Value end-user needs for particulars: storage, privacy needs, and

future requests.

• Refer back to Interior and Design Standards.
• Request sign-off from Deans and Presidents involved.

Scope:

• Determine scope based on feedback from Facilities Team.
• Always going back to what budget allows.

BC Resources:

• Coordination and plan review with the following BC personnel:

Electrical, HVAC, Access Control, CCTV, Landscape Services AV, Fire, IT, Locksmith and others.

BC PLANNING

Schematic Design

Ana Ovalles, Director of Facilities Planning

Schematic Design according to approved budget

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BC Resources

Schematic Sign-off by Administration to minimize this… … Illegal use of storage room

Ana Ovalles, Director of Facilities Planning

Develop FF&E plan

Tamaris Alvarez, Facilities Planner

FF&E coordination

Building 98: Relocation of FF&E Building 98: Equipment

FF&E INSTALL Automotive-Marine Relocation of existing equipment

• Planning coordinates with

internal BC staff.

• Equipment layout based on

approved equipment list.

Develop FF&E plan

Tamaris Alvarez, Facilities Planner

Electrical & network installation for furniture

• Coordination of electrical

components in furniture with Design Professional.

• ID Drawings provided by the

design team, are the official documents for FF&E placement.

• Design Team to follow-up all

updating documents.

Equipment List

Tamaris Alvarez, Facilities Planner

Furniture, Fixture & Equipment Placement

Engineering Lab. Installation of new Powered Workstations

• Dimension of equipment (PC size, Monitor size, All in one?)
• Future electrical needs from end users.
• Student stations per room – required per academic program. Can’t

changed throughout the project – rooms waiting to be scheduled.

• No need for two shelves
• Shelve will need to hold up to 75 lbs.
• Depth for shelve = 18’’ min.
• Distance between work-surface and

shelve = 15’’ min.

• Power strip to be at least 3’’- 4’’

below the shelve

• Work-surface height = 34’’ (top)
• Strip: 5 duplex + 1 data

Develop FF&E plan

Tamaris Alvarez, Facilities Planner

Finishes selection

• Implement standard colors for College-wide renovations and new construction. Minimize

maintenance storage of paint and carpet.

• Coordination of furniture finishes with millwork and door laminates/finishes.

Tile Carpet Laminate

Project Turnover

Tamaris Alvarez, Facilities Planner

Project turnover to Facilities Design & Construction

• Project is funded
• Project is reviewed by BC staff and end users.
• Once the schematic design is signed off by end user, the

project is turnover to the Design & Construction team.

• Senior Project Manager begins by setting up a project in

Procore.

Ellice Martinez, Special Projects Manager

• Broward College Senior Project Managers set-up projects on the BC Procore site.

Each vendor will need to submit a contact list that will need access.

• It is the CM’s responsibility to add all sub-contractors to the project.
• All items needing approval need to be submitted through Procore

(This includes RFI’s , Submittals, Payment Applications, etc.)

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Ellice Martinez, Special Projects Manager

Procore’s Responsibilities:

BC’s responsibility update:

• Directory
• Historic reference documents

( As-Builts)

• Planning
• Master schedule
• Topographic
• Underground utility survey
• Meeting Minutes prior to

Precon Meeting

• Review RFI’s

CM’s responsibility to update:

• Project Sub Directory
• Daily Logs
• Initiate RFI’s and upload
• Closeout documents
• Building Code Official (Inspection

reports and permits)

• Environmental reports
• Geotechnical reports
• Material testing results
• Meeting Minutes after Precon Meeting
• Schedule Updates
• Submittals - (CCA’s, Pay apps, change
• rders, Construction Submittals)

Architects responsibility to update:

• Design/Construction Documents
• RFI’s review
• Specifications

Everyone’s responsibility:

• Photos
• Observations
• Punchlist

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Ellice Martinez, Special Projects Manager

Tips:

If you would like to attend a special Procore training there is a sign in sheet going around the room. Please make sure you sign up before you leave.

Initiation Planning

Occupancy

Execute

Project Design Phase

Design

Contingent Worker BC Design & Construction Standards Design Professional A/E Deliverables and BC Disciplines Coordination BC Senior PM

Pre-Con Closeout

Identify need & Funding (CIP & Educational Plant Survey) Project Number Establish initial schedule Surveys State Required Forms Identify Stakeholders & Scope Schematic Design BC Resources Develop FF&E Plan Equipment List Project turnover to Design and Construction Procore

Contingent Worker

Deborah Czubkowski, District Director of Design and Construction

Continuing Services Architects:

• District Director will submit request in behalf of the Architect representative
• An email notification will be sent from Broward College to the Architect
• You will be assigned a Broward College email address
• You will be able to submit and manage FDOE forms in Broward College’s behalf
• You will be able to request a Broward College Badge

All other continuing services Vendors:

• District Director of Design and Construction will submit list of vendors and their

representatives to Safety and Security

• Once Safety and Security receives the list, you should be able to request a badge at their office

in Cypress Creek

CM’s Surveyors Roofers Engineers Mechanical Electrical AV Access Control Etc.

BC Design and Construction Standards

Deborah Czubkowski, District Director of Design and Construction

1. Go to Broward.edu 2. COMMUNITY PUBLIC 3. FACILITIES MANAGEMENT 4. STANDARDS

Broward College Design and Construction Standards Page 3: Conformance Statement

Design Professional Responsibilities

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1. Design Documents

• Detailed walkthrough of existing conditions
• For construction projects under $200K – Submit

100% CD’s for review and then a permit set

• For construction projects over $200K – Submit 30%,

60%, 90% and 100% CD’s to BC Building Department and BC SPM for review.

• The college may choose to request fewer submittals
• 2. Pre-con:
• Prepare budget estimates
• Evaluate Value Engineering Opportunities
• Review GMP
• 3. Construction Administration:
• Construction inspections
• Coordinate finishes (carpet, millwork, etc.)
• Review and approve/reject submittals
• Review of Pay Applications, CCA’s and Change

Orders.

• 4. Closeout:
• Punchlist
• Review Closeout Documents including Asbuilts
• Review Final Payment and Retainage payment
• Complete FDOE Forms

A/E Deliverables & BC Disciplines Coordination

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30% Design Documents: 1. Confirm Schematic Design 2. Review BC Design and Construction Standards 3. Provide Conformance Statement 4. Coordination with BC Resources: a. Information Technology b. Locksmith c. Electrical and Plumbing d. Mechanical e. Landscape f. Fire Protection g. Audio Visual h. Access Control i. Security j. Interior Design 5. Estimate of Probable Cost 6. FDOE initial submittals 60% Design Documents: 1. Coordination of Furniture and equipment 2. Demolition Plan 3. Sitework/Civil Work 4. Preliminary interior and exterior color and finish schedule 5. 3D Renderings at Owner’s request 6. Review architectural floor plan and elevations. 7. Written summary statement

• f all comments from BC in-

house staff that were included in the 30% submittal 8. Coordination of the trades in

• ne drawing

(ie. HVAC, electrical, data) 90% Design Documents: 100% Design Documents: 1. Written summary statement

• f comments included in the

1. Written summary statement of comments included in the 60% submittal. 90% submittal. 2. 3. 4. One set of structural calculations. Written statement of BC Fire Marshal approval status. Two sets of required Energy Code forms, Mechanical Load calculations, Photometric calculations for 2. 3. 4. Final landscape material type, quantity and spacing approval by BC Landscape Manager. Final drainage district approvals and SFWM approvals as applicable Final Approval from BC Fire Marshal normal and emergency power. 5. 6. Written statement from A/E of record that the plans and specifications conform to the Broward College Construction and Design Standards. Pre filled OEF Forms for the project OEF 100A, 110B CO and Final Inspection 209

BC Senior Project Manager (SPM) Responsibilities

Deborah Czubkowski, District Director of Design and Construction Your main point of contact for the projects All changes must be approved by Senior Project Manager North Campus Sr. PM Central Campus Sr. PM South Campus Sr. PM

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Initiation Planning

Occupancy

Execute

Project Preconstruction Phase

Design Pre-Con

Precon Construction Managers Bid Process Auxiliary Services SDSB Program GMP Evaluate Cost and Value Engineer Purchase Order Pre-con Meeting

Closeout

Identify need & Funding (CIP & Educational Plant Survey) Project Number Establish initial schedule Surveys State Required Forms Identify Stakeholders & Scope Schematic Design BC Resources Develop FF&E Plan Equipment List Project turnover to Design and Construction Procore Contingent Worker BC Design & Construction Standards Design Professional A/E Deliverables and BC Disciplines Coordination BC Senior PM

Pre Construction CMs Responsibilities

Nelson Goris, Senior Project Manager

• For Projects under $2M the CM is engaged at the

same time as the A/E Team

• Value of CM’s participation at this phase:
• Preliminary cost estimates
• Review of Design Documents
• Review Preliminary Schedules
• Preliminary Site Evaluations
• Bid Process
• Bid Advertisement
• Bid Documents
• Pre Bid Meetings
• BC SPM to be present at Bid Opening

Zaida Riollano, District Director, Strategic Sourcing Procurement

• Dr. Judy Schmelzer, AVP, Business Services & Resource Management

Bidding Process

Bid Advertisement

Per Florida Statue, the legal notice shall include at least the following information:

• 1. Project name and name of Board.
• 2. Location of the project.
• 3. Brief statement describing the work.
• 4. Date, time and place of bid opening.
• 5. From whom and when contract documents are available, including

deposit or charge.

• 6. Other information for bidders: prequalification of bidders, notice of

pre-bid conference, bid security, insurance, plan deposit and whether the Board intends to waive technicalities.

Bidding Process

Zaida Riollano, District Director, Strategic Sourcing Procurement

• Dr. Judy Schmelzer, AVP, Business Services & Resource Management

Bidding Requirements

Construction Projects Estimated to cost $300,000 or more the bid advertisement shall be published a minimum of once a week for three consecutive weeks in a local newspaper with general circulation throughout the district. The last such notice shall appear at least seven days prior to the date set for the bid opening.

• 1. Procurement to approve advertisement
• 2. Facilities Representative must be present at the bid openings
• 3. Any correction or change in the advertisement shall be made at least

seven days prior to the date set for bid opening.

• 4. The original date set for bid opening may be changed and extended at

any time within the final seven day period, provided the notice to bidders is published again for one time at least seven days prior to the new bid date, and each known prospective bidder is notified in writing of the change.

• 5. Complete drawings and the project specification manual shall be available to

contractors on the date of the first legal advertisement.

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Auxiliary Services

Peggy Howse, District Director Auxiliary Services

Coordination

College Bookstores Café’s Food Service – Subway & Dunkin Donuts Vending – Snack and Beverage

Restrictions & Timelines

Bookstores – Requires a contracted employee be present during any interior work in all campus Bookstore locations. Security does not have a key or provide access. Minimum of 5 day notice. Café’s and Food Service – Any service disruption or interior work needs to be coordinated to prevent food loss or contamination. Contracted employee can be assigned to be present if required. Minimum of 5 day notice. Vending Machines

• 1. Service disruption (no power) need a minimum of 5 days notice for product to be removed.
• 2. Relocation – Requires a minimum of 2 weeks notice to remove vending machines during project.
• 3. Please do not move or remove vending machines, if an urgent issue—please contact your BC SPM.

Supplier Diversity Small Business (SDSB) Program

Anthea Pennant, District Director, Supplier Relations and Diversity

SDSB Program at BC

Program Goals

• Construction—34 percent
• Professional Services—7 percent
• Non-professional Services—17 percent
• Goods & Supplies—10 percent

Supplier Registration – Doing Business with BC – Link on left hand banner SDSB Program application – application on the Supplier Diversity website. Eligibility established through certification from the following:

• Broward County (Florida) – Small Business Division
• Florida State Minority Supplier Development Council (FSMSDC)
• Miami Dade County (Florida) – Department of Business Development
• Palm Beach County (Florida) – Office of Small Business Assistance
• School Board of Broward County (Florida) – Office of Supplier Diversity and Outreach
• State of Florida – Office of Supplier Diversity
• Woman Business Enterprise National Council (Florida affiliate of WBENC)

For list of registered vendors, contact me, Anthea at (954) 201-7307, or apennant@Broward.edu

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Initiation Planning

Occupancy

Execute

Project Preconstruction Phase

Design Pre-Con

Precon Construction Managers Bid Process Auxiliary Services SDSB Program GMP Evaluate Cost and Value Engineer Purchase Order Pre-con Meeting

Closeout

Identify need & Funding (CIP & Educational Plant Survey) Project Number Establish initial schedule Surveys State Required Forms Identify Stakeholders & Scope Schematic Design BC Resources Develop FF&E Plan Equipment List Project turnover to Design and Construction Procore Contingent Worker BC Design & Construction Standards Design Professional A/E Deliverables and BC Disciplines Coordination BC Senior PM

Evaluate Cost / Value Engineering

zyxwvutsrqponmlkjihgfedcbaZYXWVUTSRQPONMLKJIHGFEDCBA Nelson Goris, Senior Project Manager

• Sealed bids are to be open on the day and location as

advertised with SPM and/or Procurement personnel present

• CM records all bids submitted
• CM to review bids and provide Value Engineering options
• CM formally presents GMP to SPM
• CM provides hard copies of GMP to SPM
• SPM distributes GMP to Design Team for additional review

GMP – Guarantee Maximum Price

Nelson Goris, North Campus SPM Nelson Goris, Senior Project Manager

• Schedule of Value
• Summary Sheet
• Detail Sheet
• CSI Format
• CM to follow BC standard summary

list for overhead / profit and insurances

• Include Qualifications & Assumptions
• Acknowledgement of all submitted Design

Documents including Addendums and Revisions

• Construction Schedule

Purchase Order (P.O.)

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• SPM obtains approval of GMP from Design Team

and BC internal approval

• SPM submits request for Purchase Order
• Purchase Order is submitted
• Notice to Proceed is issued

*No work can commence without a Purchase Order

Pre Construction Meeting

Nelson Goris, North Campus SPM Nelson Goris, Senior Project Manager

• Refer to Preconstruction Meeting Agenda Template

(located in the Design and Construction Standards)

• Staging Area
• Hours of Operation
• Other project related information
• Attendance
• CM
• Superintendent
• BC SPM
• End User
• Building Official
• Other BC Resources as applicable
• Meeting Minutes by BC SPM
• After the preconstruction meeting, CM will be responsible for Meeting Minutes

Initiation Planning

Occupancy

Execute

Project Execute Phase

Design Pre-Con Closeout

Identify need & Funding (CIP & Educational Plant Survey) Project Number Establish initial schedule Surveys State Required Forms Identify Stakeholders & Scope Schematic Design BC Resources Develop FF&E Plan Equipment List Project turnover to Design and Construction Procore Contingent Worker BC Design & Construction Standards Design Professional A/E Deliverables and BC Disciplines Coordination BC Senior PM Permits Plan Reviews and Inspections Construction and Inspections Fire Inspections Progress Payments Schedule of Values Retainage Roofing Projects Precon Construction Managers Bid Process Auxiliary Services SDSB Program GMP Evaluate Cost and Value Engineer Purchase Order Pre-con Meeting

Permits

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Otto Letzelter, Chief Building Official

• Construction must NOT begin without a permit posted on the
• jobsite. Coordinate everything through the SPM
• Obtain all subcontractor permits: Electrical, Mechanical,

Plumbing, Low voltage, Roofing, Fire Alarm, Fire Sprinkler, Demolition, Site Utilities which can be found at Broward.edu

• Temporary Service and Construction trailer require permits

and inspections.

• Permits are to be posted on jobsite with approved plans for

inspections.

• Obtain other agency permits as required. SFWM, SBDD,

CBDD etc.

Plan Reviews and Inspections

Otto Letzelter, Chief Building Official

• Plan Reviews must contain the following:

Coordinate everything through the SPM and upload everything to Procore. Provide a Complete Design incorporating all items of work.

• Photometrics for normal and emergency power.

Include lighting design basis and complete control system design with written sequencing.

• Proposed site / civil work. Written statement to

include the status of the Drainage District permit modification submittal or approvals and SFWM approvals.

• Demolition. Submit copy of asbestos report /

environmental survey for the proposed area of renovation.

Plan Reviews and Inspections

Otto Letzelter, Chief Building Official

• Submit 1 copy of the Geotechnical Report and structural

calculations.

• Provide a Statement of Sanitary Sewer capacity, water

service, Fire Service and Chilled Water Service availability for the proposed project. Include parking impacts per SREF

• Provide complete project specifications. If separate project

specifications books are not provided then provide a summary specification on the plans for door, hardware, insulation, lighting systems, finishes, ceiling treatments, plumbing fixtures, restroom partitions, AV infrastructure and any special provisions included in the project such as bike racks, lockers, ADA lifts, etc.

• When required, CM to provide a copy of their Preconstruction

Plan Review

Construction & Inspections

Otto Letzelter, Chief Building Official

• Call in for all inspections. Provide copy or access to Procore for items required during

inspection such as approved submittals.

• Coordinate with BCPM for all items / submittals requiring BC Approval.
• Review items of work prior to scheduling inspections. Review quality of work. Provide for all

infrastructure within the walls and ceiling areas.

• Review BC standards with Subcontractors. Review items such as MEP infrastructure valve

and box identification. Review functionality and access of items above ceiling and within access boxes or panels. Review Manufacturing cut sheets and installation instructions. Duct Detectors, Fire dampers

• Pre test all systems prior to scheduling inspections. F/A, F/S, Building controls, Lighting

controls, Fan and motor controls, Stand alone HVAC units, Duct detectors.

Fire Inspections

Otto Letzelter, Chief Building Official, Broward College Acting Fire Marshal

• Call in for all inspections. Provide copy or access to Procore for items required during

inspection such as F/A and F/S plans and approved submittals.

• Review items of work prior to scheduling inspections. Review quality of work. Provide
• nsite copies of all manufacture’s installation instructions and approved testing

requirements for all alarm devices.

• Provide all required equipment on site for testing. Heat guns, smoke, magnets, etc.
• Pre test all systems prior to scheduling inspections. F/A, F/S, Building controls, Lighting

controls, Fan and motor controls, Stand alone HVAC units, Duct detectors that are related to the F/A F/S systems. 100% of all devices will be tested.

Amanda Williams, Senior Analyst, Construction and Capital Accounts

Progress Payments

Overview:

• Payment window - begins when PM receives a complete and

accurate payment application

• Payment request - reviewed and approved by eight members
• f staff and administration

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Schedule of Values (SOV) Example – Our Standard Template

Line Item Description % Markup Dollar Amount Description Detail

a Direct Cost $1,000,000.00 Includes general conditions, general requirements, all the CSI divisions (as applicable to the project) b Contingency 10% $100,000.00 At Owner's discretion (usually about 10%) c Subtotal with contingency $1,100,000.00 d OH&P 5.00% $55,000.00 Automatically changes markup % per the fee scale in the CM at Risk Contract based

• n "c"

e Subtotal with OH&P $1,155,000.00 f Insurance 1.50% $17,325.00 Based on "e" g Builder's Risk 1.25% $14,437.50 Based on "e" but included at Owner's discretion Subtotal with Insurance/s $1,186,762.50 h Bond 1.75% $20,768.34 Based on "e + f + g" i TOTAL AMOUNT OF GMP $1,207,530.84 Amount of the Purchase Order to be issued: "e+f+g+h"

Progress Payments

Amanda Williams, Senior Analyst, Construction and Capital Accounts

Amanda Williams, Senior Analyst, Construction and Capital Accounts

Schedule of Values

• First need authorization from the BCSPM or

District Director

• Change Orders (CO’s) - must be fully executed

in order for a payment to be processed

• Contingency Change Authorizations (CCA’s)
• Keep separate details of CCA activity
• Owner Direct Purchase (ODP’s)
• Usually for items over $50K
• We execute the PO, but Contractor manages

the process.

Contingency Change Authorizations Log (CCA)

Amanda Williams, Senior Analyst, Construction and Capital Accounts

• Includes:

Original Contingency Balance Description Date approved by BCSPM Which payment application it was included in Value – decreases and increases to balance Remaining Contingency Balance

• Values should match to the G703

Cost Details – AIA G703

Amanda Williams, Senior Analyst, Construction and Capital Accounts

• Provides line item details of project costs
• Proof of project costs must be submitted with the

payment application

• Project cost documents may include invoices, receipts,

subcontract payment applications, time sheets

• Records must be CLEAR and LEGIBLE, and must match

to the line items and totals on the AIA G703

• Cost records must reference the project name, project

number, and location

Payment Applications

Cost Summary – AIA G702

Amanda Williams, Senior Analyst, Construction and Capital Accounts

• The G702 is a summary of information that comes directly from the G703
• Verify G702 information, even if it directly “populates” from the G703
• Submit a draft copy for review to the SPM at least 5 days prior to

uploading to Procore

• VERY IMPORTANT – the payment application should be certified by the

Architect/Engineer for the payment amount being requested

• Exception – when an Architect/Engineer is not involved in the project
• Rejections of a submitted application will require recertification by

the Architect/Engineer

Payment Applications

Waivers, Materials Presently Stored

Amanda Williams, Senior Analyst, Construction and Capital Accounts

• Waiver of Lien from the CM is required in the

payment application

• Amount of expected payment
• Date of the work being billed
• Materials Presently Stored
• Requirements for materials stored offsite:
• Bonded warehouse certificate
• Photos of project materials
• Bill of Lading for those project materials

Retainage

Amanda Williams, Senior Analyst, Construction and Capital Accounts

• FSS 255.087 – 10% retainage
• Reduction of retainage:
• May be requested by the CM after 50%

project completion

• Must be approved by the PM/District

Director

• Requests for payment of retainage must be

submitted separately from progress payment applications

• Final retainage payment application should

be submitted only after execution of Certificate of Occupancy and delivery of final documents

If you would like to attend a special Pay Application training, there is a sign in sheet going around the

• room. Please make sure you sign up before you leave.

Roofing Projects

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Priscila Fort, Senior Project Manager

• 1. BC Senior PM will contact our consultant for Roof Assessment and scope of

work.

• 2. BC Building Official will perform inspections as well as BC Roofing Consultant.
• 3. For projects involving some roofing work, it is highly encourage to contact the

roofing continuing services contractors for the respective campus.

• 4. For projects involving roofing work, the cost shall remain within the project and

to be process through the CM.

Advanced Roofing – Central Campus, South Campus, Pembroke Pines, Miramar, Downtown Center Hi-Tech Roofing – Cypress Creek and North Campus

Initiation Planning

Occupancy

Execute

Project Occupancy Phase

Design Pre-Con Closeout

Identify need & Funding (CIP & Educational Plant Survey) Project Number Establish initial schedule Surveys State Required Forms Identify Stakeholders & Scope Schematic Design BC Resources Develop FF&E Plan Equipment List Project turnover to Design and Construction Procore Contingent Worker BC Design & Construction Standards Design Professional A/E Deliverables and BC Disciplines Coordination BC Senior PM Permits Plan Reviews and Inspections Construction and Inspections Fire Inspections Progress Payments Schedule of Values Retainage Roofing Projects Punch List Temporary Certificate of Occupancy Certificate of Occupancy Coordinate Staff Moves Precon Construction Managers Bid Process Auxiliary Services SDSB Program GMP Evaluate Cost and Value Engineer Purchase Order Pre-con Meeting

Punch List

Priscila Fort, Senior Project Manager

 CM’s shall complete their own punchlist before requesting from Architect & Owner.  CM will request Architect to schedule the punchlist walk-thru with Senior PM near substantial completion.  It helps CM meet deadline  Identify long lead items to repair/replace.  Leverages subcontractor’s availability to make timely repairs before moving on to the next project.  Architect will upload complete punchlist to Procore for CM to distribute  Only one punchlist will be issued – It will combine A/E, BC and Building Official.

TCO/CO

Priscila Fort, Senior Project Manager TCO – Temporary Certificate of Occupancy

• Expires in 30 days
• All Life Safety items completed and inspected
• Electrical inspection and Emergency light test
• Exhaust and outside air verification on mechanical system
• Test & Balance completed

CO – Certificate of Occupancy

• 30 days after TCO is issued
• 100% of all contract items and final inspections and approval from A/E and BC Senior PM.
• FDOE forms completed (this applies to projects over $300K)
• Final payment (Retainage) shall be issued

Coordinate Staff Move

Priscila Fort, Senior Project Manager

• BC coordinates and executes all staff moves through the planning department.
• CM needs to include sufficient time in their schedule for the following:
• Computers/telephones installation
• Furniture installation
• IT and AV connections
• Staff training

Initiation Planning

Occupancy

Execute

Project Closeout Phase

Design Pre-Con Closeout

Identify need & Funding (CIP & Educational Plant Survey) Project Number Establish initial schedule Surveys State Required Forms Identify Stakeholders & Scope Schematic Design BC Resources Develop FF&E Plan Equipment List Project turnover to Design and Construction Procore Contingent Worker BC Design & Construction Standards Design Professional A/E Deliverables and BC Disciplines Coordination BC Senior PM Precon Construction Managers Bid Process Auxiliary Services SDSB Program GMP Evaluate Cost and Value Engineer Purchase Order Pre-con Meeting Permits Plan Reviews and Inspections Construction and Inspections Fire Inspections Progress Payments Schedule of Values Retainage Roofing Projects Punch List Temporary Certificate of Occupancy Certificate of Occupancy Coordinate Staff Moves Closeout Process As-built Drawings Equipment transfer control Consultant Evaluations Lessons Learned

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Closeout Process

Robert Bellot, Senior Project Manager CONSTRUCTION MANAGER RESPONSIBILITIES:

• Review Broward College Facilities Design and Construction Standards
• Review the Broward College Close Out Process and Check List
• At each Construction Coordination Meeting provide an Agenda Item for

Project Close Out. Items of discussion may include:

• Documentation of Equipment, Finishes, etc. for Operation and

Maintenance Manuals and Warranties

• As-built Documentation verification throughout the Construction

process.

• Verification of “Attic Stock” requirements as identified in the Project

Documents

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Closeout Process

Robert Bellot, Senior Project Manager

• At Final Completion of Project, Schedule a meeting with Broward

College and Design Team to review Close Out Documentation.

• Provide Close Out Documents in both hard copy and electronic

format.

• Provide Site Survey of Utilities, if applicable
• Provide TCO and CO Documentation to verify approval Fire

Marshal and Building Officials.

CHECKLIST:

Project: NTP: Final Completion date: Detail Check for Completion Completion Date Notes 1 All field issues are resolved 2 Site and building clean per specifications 3 All building systems tested and certified complete and operational per specifications 3.1 Electric 3.2 Plumbing 3.3 Mechanical 3.4 Telecom 3.5 Special systems 3.6 Life safety systems 4 All field inspection reports issue, signed by contractor and returned 5 Test and Balance reports issued and submitted to A/E for review 6 All spare parts & attic stock submitted per contract 7 All Keys turned to owner 8 All owner training completed 9 All regulatory documents properly submitted 10 All proposals, change orders and contingency expenditures have been fully executed 11 All disputes, claims, RFIs, etc. are resolved 12 All punch list items are certified by the owner and A/E for completion 13 Complete "Construction Record Package" as been submitted and approved 13.1 Operation and Maintenance Manual and Warranties 13.2 As built Drawings 13.3 Manufacturer Instructions Detail Check for Completion Completion Date Notes 15 Final LEED Submittals are complete 16 Substantial Completion form is complete and approved 17 Certificate of Final Completion is complete and approved 18 Application for final payment is complete and submitted 19 Release of lien are submitted and approved 20 Consent of Surety is submit and approved 21 Certificate of Occupancy is complete and approved 22 A/E professional final close out certification has been submitted and approved 23 Final Certificate of occupancy has been submitted 24 Board has approved project 25 Final Payment is released

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As-Built

Robert Bellot, Senior Project Manager

 As-built drawings shall be kept current during the duration of the work.  Provide minimum two-point dimensions for items.  The Architect/Engineer will review the Contractor’s as-built drawings each month.  Contractor to coordinate with BC Senior Project Manager for the selected surveyor vendor selection per campus.

 North Campus – Keith & Associates, Inc.  Central Campus – Stoner & Associates, Inc.  South Campus – Craven Thompson & Associates, Inc.

 Final payment will be withheld until “as-built surveys” are furnished.

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As-Built

Robert Bellot, Senior Project Manager

• Review of as-built drawings before pay apps

can be approved

• Review of as-built drawings before covering

work (Building Official)

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As-Built

Robert Bellot, Senior Project Manager

• Hard copy and electronic copy (Complete Set) – in color
• Location of buildings
• Sewer Systems – catch basins, grease traps, and their inverts, fire

hydrants, etc.

• Electrical Systems – poles, panels, vaults and underground lines, etc.
• HVAC – controls systems, drains, vent and ducting systems, etc.
• Unexpected obstructions - any items found in the project area.
• ANY OTHER ITEMS that are necessary for continuing maintenance and

upkeep of the structure.

• Per Contract (Article 12.6)
• Scope existing lines before beginning the project (ie. Restroom

Renovations)

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As-Built

Robert Bellot, Senior Project Manager

SITE DRAWINGS

 Certified by a professional land surveyor and clearly shows all as- built conditions, boundary, elevations and utilities  All survey shall meet the Florida Rules 5J-17.050 – Minimum Technical Standards for Surveying and Mapping  CM to provide complete set of as-built drawings/documents in PDF format in addition to the hard copy. CM to obtain updated record CAD drawings from architect/engineer to prepare as-built  NOTE: CM’s responsibility to locate all private and public utilities prior to the beginning of construction – Design Standards

Closeout Documents

Jonathan Iglesias, CAFM System Administrator

• Equipment Transfer Control
• Format for equipment information
• Location
• Usage Information
• Dates
• Cost/Purchase
• Warranty

Archibus Data Transfer

Consultant Performance Evaluation

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Deborah Czubkowski, District Director of Design and Construction

CONSULTANT PERFORMANCE EVALUATION

Firm: Project: Total Construction Amount: Construction Project Manager: Contract Completion Date: CATEGORIES NOT APPLICABLE PERFORMED NOTABLY WELL SATISFACTORY PERFORMANCE INFERIOR PERFORMANCE 1 Quality of Technical Services Architectural Mechanical Eng. Electrical Eng. Structural Eng. Civil Eng. Other 2 Administration/Coordination of Design Team 3 Timeliness of Services 4 Quality of Technical Documentation 5 Cooperation / Concern for College Interests 6 Administration of Project Paperwork 7 Achievement of Study, Program or Design Objectives 8 Administration/Enforcement of Contract Documents 9 Code Compliance 10 Overall Performance during the rating period Recommendation for future work: Yes No Comments: Name, Title and Signature of Reviewing Official: Construction Project Manager: Signature:_________________________________ Director: Signature:_________________________________ Date:______________ Date:______________

Lessons Learned

Deborah Czubkowski, District Director of Design and Construction

• Coordination of trades (avoid conflicts between speakers, light fixtures, etc)
• Data and electrical coordination
• SPM is the main point of contact – only one responsible to coordinate changes
• ID drawing is the official document for equipment location
• First Day of Class Completion Dates
• If in doubt, ask the Senior Project Manager
• Don’t change the schedule of values on the pay apps
• Retainage must be billed on a separate pay app

SIGN UP SHEET IS BEING PASSED AROUND FOR FUTURE INFORMATIONAL TRAINING SESSIONS ON:

• PROCORE
• PAY APPLICATIONS
• DESIGN AND CONSTRUCTION STANDARDS