1201.1 BASIC SERVICES. The Professional shall visit the project site at least bi-weekly during periods of construction. In addition to bi-weekly visits to project sites, the Professional is required to attend, at the request of DGS, any/all project site conferences that may be necessary to clarify the
Contract Documents. Refer to ‘Construction Contract Administration’ within the Professional Agreement for this and other tasks to be accomplished by the Professional during the Construction Contract
Administration Stage. The Professional Agreement stipulates the number of meetings that are included in the Basic Services.
1201.2 CONSULTANTS. It shall be the duty of the Professional to have his Consultants visit the project site periodically during their respective disciplines’ period of active construction, at least bi-weekly, or at such intervals as required by DGS to insure the progress and quality of the work and to determine if work is proceeding in accordance with the Contract Documents.
1201.3 REPORTS. The Professional must prepare a written report of each site visit, and submit to the Department within seven (7) calendar days after each visit by Professional or his Consultants.
1201.4 QUALIFICATIONS. The Professional’s Representative (full time or not) must be qualified by training and experience to make decisions and interpretations of the Construction Documents. The Professional will submit resume(s) of Representative candidates to the Director of Construction for approval in advance of the beginning of the Construction Stage. Registered Architects or Professional Engineers are preferred, but others are acceptable depending on qualifications for the Project. DGS reserves the right to request the replacement of any Project Representative assigned to the Project who is not performing satisfactorily.
1201.5 FULL TIME ON-SITE REPRESENTATION. When recommended by the Professional and/or deemed necessary by DGS, full time on-site representation for the construction period is included in the Professional Agreement (Basic Services) or as an Additional Service. DGS will review and approve the qualifications of candidates for the position of Full Time On-Site Representative and will request additional candidates, if necessary. The following is an outline of the tasks that the Full Time On-Site Representative is to perform in addition to combination with, the Professional’s Basic Services. The Professional will only be entitled to additional compensation for tasks over and above those already included in the Professional’s Basic Services.
A. Assist DGS with inspection of the quality and progress of the work. Immediately inform the Professional and DGS of work not in compliance with the plans and specifications.
B. Review documents with Contractors and DGS Field Personnel. Obtain Professional’s interpretations when the Site Representative cannot make an independent interpretation.
C. Represent the Professional at the bi-weekly Job Conference, with the approval of the Department.
D. Report to the Professional and DGS conditions which may cause, or are causing delays.
Evaluate and propose solutions to situations that are or may cause delays.
E. Consult with the Contractors in the preparation of the Progress Schedule and attend scheduled meetings to review revisions to the schedule.
F. Review the installation of all equipment and materials for compliance with the approved shop drawings. The review and approval of shop drawings is a Basic Service of the Professional and is not a duty which can be assigned to the Full Time On-Site Representative without prior authorization of DGS.
G. Assist the Professional in the review of Change Order requests and Change Orders.
Although Change Orders are to be prepared as a part of Basic Services, consultation and review by the representative is encouraged to expedite the process.
H. Maintain on-site records in an orderly manner. Records should include correspondence, contract documents, Change Orders, field orders, reports of site conferences, shop
drawings, product data, supplementary drawings and specifications, requests for payments, etc.
I. With approval of the Professional, prepare and submit to DGS Field Personnel, supplemental drawings as required to clarify the work.
J. Observe, record and report to the Professional and DGS Field Personnel special test procedures, observations and where applicable, the results.
K. Review, approve or disapprove and process the Contractor’s application for payment within seven (7) calendar days from the date of receipt.
L. Review the Contractor’s forms related to the Steel Products Procurement Act, especially the ST-4 Forms; and to conclusively verify if a specified item is, or is not, produced domestically.
M. Assist the Professional with the Final Inspections and Closeout Inspections. Receive from the Contractors and transmit to the Professional all manuals and specific instructions, guarantees and warranties.
N. Keep a log of activities related to the Project, including weather conditions, nature and location of work being performed, verbal instructions and interpretations given to the Contractor, and specific observations. Record any occurrence that might result in a claim for change in Contract Sum or Contract Time.
O. Other tasks as directed by DGS, or as described in Additional Services.
1201.6 OVERRUN PERIOD. The Professional is required to continue Construction Administration Services to the Closeout Inspection of all construction contracts, even when it occurs after the period of scheduled construction, as specified in the Construction Contract Documents. When the Professional is not at fault, the Professional will be compensated for Construction Administration Services beyond the scheduled contract completion date, in accordance with the Professional Agreement. Full Time On-Site Representation, if required during the Overrun Period, will be negotiated as an Additional Service, in accordance with the General Conditions of the Agreement.
1201.7 CONTRACTORS’ EXTENSIONS OF TIME. The Construction Contract Completion Date is the date of the Closeout Inspection. It is the calendar date calculated by adding the number of calendar days specified in the Construction Contract to the date of the Initial Job Conference. If the Contractor fails to complete the Project on time, as per the Contract Documents, the Contractor is liable for
liquidated damages, until such work is completed and accepted. A request for extension of time shall be made by the Contractor, if the Contractor is delayed for some reason over which the Contractor has no control. In this regard:
A. The Contractor in accordance with the General Conditions of the Contract and
Administrative Procedures, must forward the Extension of Time request to the Professional
with substantiating data. The substantiating data shall include the following: actual beginning date of delay, actual ending date of delay, the number of days requested, the reason for the delay and how the Contractor was halted in its construction period.
B. The Professional shall make its recommendation concerning the Contractor’s delay by inserting the number of days recommended, date and sign the Extension of Time (EOT) Form. Should the Professional not agree to the number of days requested, the Professional must state its reason for disagreement in the transmittal to the Regional Construction Inspector Manager.
1201.8 CONTINUED DELAYS. If the Contractor is continually delayed, it must report an EOT no more than thirty (30) days from the beginning of the initial EOT request date. When the work is completed, the Contractor notifies the Professional in writing of its request for termination of the EOT request. The Professional is required to submit its letter of recommendation within five (5) days of receiving the Contractor’s letter of termination to the Director, Bureau of Construction. If the
Professional agrees with the Contractor’s request, the number of days the Professional is recommending should be indicated. If the Professional does not agree with the Contractor’s request, the reason for disagreement must be included in the transmittal to the Director, Bureau of Construction.