DESCRIPTION:
Under this item the Contractor shall provide an individual(s), designated the Document Control Specialist. The Document Control Specialist shall use a software to prepare, status, electronically file, process and send all project correspondence, shop drawings, requests for information, meeting minutes, schedule narratives, and other standard NYSDOT construction Contract Business Practices. The software shall be a Document Control System (DCS) designated by the Department. This Document Control System (DCS) will also provide uniform project
information and reporting. The Contractor shall also be required to provide training in the DCS to all necessary Contractor, Subcontractor, Material Suppliers and Fabricators, and NYSDOT staff as identified in this Specification and the Special Note in the Contract Proposal.
The Contractor and the Document Control Specialist will access the DCS via the internet. Licenses for the DCS will be procured or provided in accordance with the Special Note in the Contract Proposal. All information that resides on the Document Control System (DCS) server shall become the sole property of the Department.
DEFINITIONS
Document Control System (DCS) - The Document Control System is the software application that provides document management along with document control and collaboration tools to facilitate construction project management and contract administration in a web based
environment. The Document Control System will be a software application as identified in the Proposal Special Note which will be physically located in a secure location designated by the Department on the Document Control System (DCS) Server.
Document Control System (DCS) Server – The secure common file server provided by the Department for processing and storage of all DCS contract documents.
Document Control System (DCS) Licenses – The license required to access the DCS. All individuals accessing the DCS shall require use of individual licenses. These licenses shall either be procured by the Contractor or provided by the Department in accordance with the Proposal Special Note. Ownership of these licenses upon purchase shall also be in accordance with the Proposal Special Note.
Document Control Specialist – The Contractor employee designated by the Contractor who ensures the Contractor and all other parties utilize the DCS in accordance with this Specification. The Document Control Specialist shall be approved by the Department. The Document Control Specialist shall prepare, status, electronically file and send all project correspondence, Shop Drawings, Requests For Information, meeting minutes, schedule narratives, and other standard NYSDOT construction Contract Business Practices. A primary function of the document control system is to ensure timely processing of all contract documentation in coordination with the contract Progress Schedule. Additionally, named Document Control Specialist shall be
responsible for maintaining information related to the responsibility, status, elapsed time since submission, held time, and a history of all submittal revisions. This individual is typically one of the Contractor’s administrative employees.
Document Control System (DCS) Training – The dedicated training in the DCS system provided by the Contractor or a third party designee. The training shall be planned, organized, scheduled, coordinated, implemented and provided by the Contractor or its designee. The Contractor shall provide the minimum training described in, and for up to the maximum number of persons designated in, the Proposal Special Note. DCS training shall be provided to both Department and Contractor’s Personnel. DCS Training shall consist of providing the necessary training accommodations, materials, manpower, professional services, equipment, travel for training, and training materials necessary to complete the training specified. Travel and accommodations to participate in the DCS training for Department Personnel shall not be the responsibility of the Contractor.
Department Personnel – All personnel employed by the Department of Transportation
requiring access to the DCS. This includes Consultants or sub-consultants funded directly by the Department.
Contractor Personnel – All non-Departmental persons requiring access to the Document Control System. These persons may include contractor, subcontractor, supplier, and fabricator personnel.
CONSTRUCTION DETAILS
A. DOCUMENT CONTROL SPECIALIST AND OTHER DCS ACSSESSING PERSONNEL:
The Document Control Specialist shall be designated by name, in writing with a resume of their qualifications, within five (5) calendar days of the award of the Contract and shall not be changed without prior written notice to the Department. Although the Contractor may designate more than one person to perform the Document Control Specialist role, one person shall be responsible for coordinating the work of these individuals and shall be
knowledgeable of the status of all contract documentation aspects of the work throughout the length of the Contract.
The submission of the Document Control Specialist for approval may be made ahead of the DCS training, final approval and access to the DCS shall not be granted until the satisfactory completion of the DCS training by the proposed candidate.
B. DOCUMENT CONTROL SYSTEM ACCESS REQUIREMENTS:
Within five (5) days of Contract Award, the Contractor shall submit to the EIC a completed and signed “Request For Access” form requesting the Department establish a user account for the employee designated as the Document Control Specialist to logon to Document Control System.
Access forms and access procedures can be found at location noted on the Proposal Special Note.
The Contractor can submit additional “Request For Access” forms to the EIC to allow contractor personnel to access the DCS. The Contractor shall specify on the Request for Access form the contractor “Role” they are requesting for these users in the DCS application. All Contractor personnel requesting access authorization shall either complete the DCS Training provided as part of this specification or have previously completed a training course in the DCS meeting or exceeding the requirements of the DCS Training. Where persons have previously completed the necessary training, certification of adequate completion of training shall be provided prior to access to the DCS being granted by the Department. “Request for Access” may be submitted ahead of the completion of DCS training, but final issuance of a user identification and password shall not be completed until DCS training is successfully completed.
C. DOCUMENTATION REQUIREMENTS: 1. Requirements:
The Document Control System data, records and information shall not be a substitution or perceived to be required in lieu of any information requested or required by any other construction management software being utilized by the Department on the Contract. The informational requirements for all software utilized on the Contract shall be met by the Document Control Specialist and the Contractor.
All written correspondence from the Contractor, or the Contractor’s agents, to the Department, except as specified, for the duration of the project shall be produced and controlled using the designated Document Control System (DCS). All written
correspondence shall include, but is not limited to: transmittals, meeting minutes, requests for information (RFI’s), shop drawings, CPM schedule requirements, force account
submittals, field memos, notices, letters, and punch lists. All common correspondence files (submittals, requests, answers, changes, reports, minutes, agendas, letters, etc) shall be generated from, and stored within the DCS server, including any and all file attachments. The Contractor is responsible for utilizing the DCS for all requirements of this specification for all materials generated after Contract Letting, even those generated prior to any
scheduled formal training. All documents and materials generated after Letting and prior to access authorization shall be entered into the DCS upon access being granted to the Document Control Specialist. The Contractor is responsible to coordinate the overall creation and submission of all project documentation to meet the requirements of the Manual of Uniform Record Keeping (MURK), Contract Documents, and the project schedule. The Contractor is encouraged to supply the Department with corporate logos, formats, files, etc. to facilitate the creation and utilization of custom forms and reports. Any materials generated by the Contractor that require Department identification shall be prepared in accordance with Departmental branding standards. NYSDOT branding materials shall be provided at the Contractor’s request.
The Contractor shall be required to follow all document management business practice and processes identified by the Department. Document naming conventions, numbering
document information required to fully detail and describe the specific information and impact shall be designated by the Department and shall be followed by the Contractor. Unless specified or approved by the Department, all attachments including drawings shall be in Adobe PDF format in a version that is accessible to all parties. Multiple Submittal documents shall be combined into a multiple page PDF file. The maximum file size of a multiple page PDF file shall be 50 MB. Each package may have several PDF files attached Documents (letters, logs, drawings, sketches, etc) to be transmitted to the Department by the Contractor, for which the Contractor does not have an electronic version, shall be scanned, converted into an Adobe Acrobat PDF format, and attached accordingly in the DCS.
Documentation shall be entered into the Document Control System by the generator of the information. Meeting minutes shall be entered by the organization preparing meeting minutes. Documents and shall be entered by the organization generating the document. Where the responsibility for entering information resides with the Contractor that duty shall be the responsibility of the Document Control Specialist.
The Document Control Specialist shall be responsible for monitoring all logs and lists held in the Document Control System and conduct all work necessary to respond and coordinate the resolution of issues and items identified on such lists and logs. The Document Control Specialist may also submit requests on behalf of the Contractor for additions or changes to any list or log. Such requests will be reviewed and a Determination for the addition and/or change made by the Department. An example of lists and logs are Punch Lists, Non-compliance notices, and Issue logs.
The Department reserves the right to modify the requirements of this specification as needed to meet project specific documentation processing requirements.
2. Exceptions:
Correspondence between the Main Office Contract Management Bureau and the Contractor shall not be transmitted through the Document Control System.
The use of the DCS is not required for Contractor proprietary cost and contract
information, and any information deemed confidential by the Contractor and approved by the Department.
D. DOCUMENTATION CONTROL SYSTEM AVAILABILITY:
It is anticipated the DCS shall be available for Contractor use at all times unless system maintenance (i.e. backups, upgrades, etc) is being performed. System maintenance will generally be limited to non-core business hours. In the event a Contractor’s authorized user cannot access the control system, the Contractor shall notify the Engineer-in-Charge or his/her designee. In the event the DCS becomes unavailable during normal business hours for an extended period of time, the Contractor may issue correspondence requiring
immediate attention by the Department in hard copy format. System maintenance or system failure during normal business hours shall not be grounds for issuance of any hard copy format documentation or non use of the DCS. The hard copy correspondence must be
entered into the control system immediately upon the DCS becoming available again.
Inability by the Contractor to gain access to the document control system for any reason shall not be grounds for claim.
E. SUBMITTAL DURATION REQUIREMENTS:
The Department shall be allocated the appropriate durations outlined in the contract documents and/or the Steel Construction Manual for submission approval activities, Shop Drawing approval activities, Requests For Information and Requests For Deviation. For all other activities without a specific time period allocated in the contract documents for Department review a minimum of twenty (20) working days (using a 5-day work calendar, exclusive of holidays) shall be allocated for review and approval of each submittal.
Whenever multiple Contractor submittals are under review by the Department, the Contractor shall prioritize the submittals and notify the Department thereof. The Department shall not be held responsible for any delay associated with the approval or rejection of any substitution or other revisions proposed by the Contractor.
F. DCS TRAINING REQUIREMENTS:
Within twenty-one (21) working days of the Pre-Construction Meeting, the Contractor shall complete all the requirements of DCS Training found in the Proposal Special Note. Deviation from this timetable or from any of the requirements of the Proposal Special Note shall
require a request in writing and shall be approved by the Department. A list of all Contractor personnel requiring training shall be provided to the Department prior to scheduling training. The Contractor shall provide DCS Training for Departmental and Non-Departmental
personnel with Department personnel and total personnel not to exceed the maximum numbers listed in the Proposal Special Note. The Contractor shall determine all logistical training information and submit to the Department for approval. A minimum of fourteen (14) calendar days notice shall be given prior to any scheduled training. Training required for DCS access for all contractor personnel who are unable to attend the DCS training shall be the responsibility of the Contractor and all additional training outside of the DCS training shall not qualify for reimbursement. All personnel participating in DCS Training shall be issued official certificates upon successful completion of the training. Certificates shall include the participant’s name, the name of the course completed, and any third party training provider’s company names and addresses. The certificate shall list trainer’s name and title and be signed by the trainer.
G. COMPUTER AND SYSTEM REQUIREMENTS:
The Contractor shall provide all IT systems and equipment necessary for its Document Control Specialist and any other non-Department personnel accessing the DCS. The
equipment shall also include all necessary supplemental software and compatibility necessary to send and receive all required documents within the DCS in a format viewable by the department and to complete the requirements of this specification. The general minimum equipment specifications and supplemental software requirements are included in the
Proposal Special Note. The Contractor shall provide to the Department valid email addresses for each authorized user compatible with Department systems and the DCS. The Contractor shall ensure anti-virus software is installed, maintained, and in operation on any computer accessing the Department’s DCS. The support for all contractor supplied equipment and
systems shall be its responsibility. The Contractor shall employ all necessary support to ensure access to and use of the Department’s Network based software.
The Contractor’s use of Department provided internet service and/or IT equipment shall not be allowed.
METHOD OF MEASUREMENT:
The quantity will be measured for payment on a Lump Sum basis. BASIS OF PAYMENT:
The lump sum bid for this work shall include the cost of furnishing all labor, materials,
equipment, professional services, expenses, travel specifically for training, overhead, profit, and other necessary items to provide any required Licenses, Training, utilize the DCS, and provide services of a Document Control Specialist. The Contractor will be reimbursed for any DCS Licenses and DCS Training based on the submission and approval of receipted costs of materials plus 5% for profit and overhead (“materials” includes all labor, materials and equipment,
including services provided). Any remaining monies after payment of DCS licenses and DCS Training shall be divided into equal payments corresponding to the number of whole months of the Contract and paid on a monthly basis.
1) Failure by the Contractor to utilize and regularly update the specified DCS in a manner acceptable to the Department or failure to utilize the DCS server for the storage of all project related files may result in the withholding of all contract payments pursuant to Article 8 No Payment on Contractor’s Non-Compliance until such time as all specification requirements have been satisfied.
2) In the event the project extends beyond the original completion date by more than thirty (30) calendar days, and a time extension is granted to the Contractor, the Department may
require the continued utilization of the Document Control System. For the time the Contract Completion Date is extended due to a Compensable Delay where the Engineer requires the work of the Document Control Specialist, payment for work to fulfill this specification shall be in accordance with Standard Specifications §109-05 EXTRA WORK AND TIME
RELATED COMPENSATION. MINIMUM BID ITEM
The unit price shown in the proposal is the minimum bid amount required for this pay item. The contractor may bid a higher amount. But, should the amount bid be lower than the minimum required figure, the bid amount will be raised to the minimum bid required and the new figure will be used to determine the total amount bid for the Contract.
Payment will be made under:
Item No. Item Pay Unit 639.30030002 Document Control Management LS
