gsd operations manual - az operations manual link... · arizona department of administration...

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ARIZONA DEPARTMENT OF ADMINISTRATION

GENERAL SERVICES DIVISION 100 NORTH FIFTEENTH AVENUE • SUITE 202

PHOENIX, ARIZONA 85007

GSD Operations

Manual

170422

Text Box

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Table of

Contents

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1 Project Set Up and Start Up

PS 01 – Project Setup Pre Construction AE Contract Review

PS 02 – Project Kick off Pre Construction Conference

PS 03 - Interagency Service Agreement Funds Transfer ISA

PS 04 - PROCORE Setup of Budgets and Commitments

PS 05 - Asbestos Management

PS 06 - NESHAP Permit

PS 07 - PS 07 Contractor Proposal Review Checklist

PS 08 - For Future Use



2 Design Process

DP 01 – Construction Document Phase

DP 02 - Schematic Design Change need to get in order

DP 03 – Design Development Phase

DP 04 – Programming Phase

DP 05 – Fire Alarm Design Criteria

DP 06 – For Future Use





3 Pay Applications

PA 01 – Payment Applications through Statutory Review

PA 02 – For Future Use




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4 Statutory Review

SR 01 – Statutory Plan Review

SR 02 - Building Inspector Process

SR 03 - ADOA Procedures for Repetitive Non-Compliant Inspections

SR 04 - Establish Division 1 General Requirements

SR 05 – New Construction Inspection Reporting Procedures

SR 06 – Quadrennial Inspection Reporting Procedures

SR 07 – For Future Use






5 Contract management

CTM 01 – A/E Recommendation Letter for Award of Contract

CTM 02 – AIA Contract Request

CTM 03 – Bid Evaluation

CTM 04 – Change Order Request from Contractor

CTM 05 – AIA Construction Contract

CTM 06 – Solicitation Job Order Contract (JOC)

CTM 07 – Emergency Procurement Competition Impracticable

CTM 08 – Emergency Procurement

CTM 09 – Solicitation (On-Call) A/E

CTM 10 – Solicitation (PSL) A/E

CTM 11 – Solicitation (CMAR)

CTM 12 – Invitation to Bid (ITB) Construction

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CTM 13 – Starting Process

CTM 14 – Request for Construction Services Procedure

CTM 15 – A/E Selection from Annual Professional Services List

CTM 16 – A/E Selection from On-Call Professional Services Contracts Procedures

CTM 17 - GSD Construction Contractor Engagement Survey

CTM 18 – For Future Use







6 Change Management

CM 01 – Change Order for Contractor for Use with ADOA

CM 02 – Change Order for Designer Professional Services List Not on Call

CM 03 – Change Order for Designer On Call Contract

CM 04 – Proposal Request

CM 05 – Request for Information RFI

CM 06 – Architects Supplemental Instructions ASI

CM 07 – For Future Use







7 General Contractor

GC 01 – GC Pay Application Process

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GC 02 – Owner GC Agreement Procedure

GC 03 – Submittals in Contract Specifications

GC 04 – For Future Use








8 Project Closeout

PC 01 – Corrections of Warranty Work

PC 02 – Final Completion

PC 03 – Partial Occupancy or Use

PC 04 – Project Closeout and Archiving for Use with ADOA

PC 05 – Substantial Completion

PC 06 - Warranty

PC 07 – Lessons Learned

PC 08 – For Future Use





9 Tenant Improvement (TI)

TI 01 – TI Project Manager

TI 02 – Tenant Improvement Projects

TI 03 –Other Agency Funding – Interagency Service Agreement (ISA)

TI 04 – Processing an ISA

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TI 05 – For Future Use










10 Fire Alarm Monitoring

FA 01 - Fire Alarm Monitoring Controls Standard Operating Procedures

FA 02 – For Future Use





11 Miscellaneous Standard Work

MISC 01 - State of Arizona GSD Onboard Process for New Employees

MISC 02 - Keys Check Out Process

MISC 03 - Standard work – Reserve ADOA Vehicle

MISC 04 - For Future Use






MISC 10 – For Future Use

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Forms

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Under Constructions

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Form: PS 01 Project Setup Pre-Construction AE Contract Review Who: Agency Point of Contact (POC), Procurement Manager (SPO), Contract Management Specialist (CMS), Project Manager (PM)

Date: 7/26/2017

Revision: 0

1 Agency Point of Contact (POC)/PM - Project Information Sheet should be completed in its entirety and emailed to the CMS. [email protected]

Complete PROCORE Project Setup Information Sheet on the link below: PROCORE Project Setup Sheet Link *Email Subject Line should say “PROCORE Project Setup”

2 ADOA (CMS) Reviews project checklist for accuracy and completeness

3 ADOA (CMS) – External: CMS will create new Statutory Review # for external agencies Internal (ADOA): Capital Planner will assign the project number to the PM as part of allocation.

This information will be taken from the PROCORE Project Setup Information Sheet provided by the agency POC/PM.

4 CMS will set up the project in PROCORE

Key Steps in Project Setup: • Invite Project Team Members to the

PROCORE Project • On the “Home” tab, click “Edit” to add

“Project Team” and assign project roles • Click on “Admin” to setup of the default

distribution list. • Under “Tab Configuration” click

“Submittals” • Add “PCS Management” to “Default

Distribution” • Click “Update” on the bottom of the screen

5 PROCORE – Agency POC/PM will receive notification through PROCORE e-mail that project has been setup. Internal (ADOA): CMS to notify Capital Planner when project is set up for budget loading.

• Encourage new PROCORE users to view training through PROCORE YouTube Channel or within the PROCORE software

http://learn.procore.com/#/certification

mailto:[email protected]

http://learn.procore.com/#/certification

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6 Agency POC/PM – Send Final Proposal, AIA Contract Preparation Request and signed Contract Review Checklist to CMS via PROCORE email

Package includes: Final Proposal, AIA documents (Word version), and any item on the statutory review checklist contained on the AIA transmittal. Ensure package is complete and accurate to avoid delays in processing. https://gsd.az.gov/content/construction-process-review-form

7 ADOA CMS – Review contract package for accuracy and completeness

8 ADOA CMS – Internal: CMS prepares AIA Contract and sends to CPO for review and distributed to A/E via PROCORE email External: CMS prepares AIA Contract and sends to Agency POC for distribution to the A/E via PROCORE email

AIA Contract docs will be uploaded to the Submittal section in PROCORE.

9 Agency POC - Send executed original contract package and the Finalized Contract Review Checklist to CMS via PROCORE email

Package includes: Final Proposal, AIA documents, and any item on the statutory review checklist contained on the AIA transmittal. All docs to be uploaded to the Submittal section in PROCORE.

https://gsd.az.gov/content/construction-process-review-form

https://gsd.az.gov/content/construction-process-review-form

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Form: PS 02 Project Kick off Pre Construction Conference Who: Project Manager

Owner: Agency Point of Contact (POC) Project Manager (PM), Architect/Engineer (A/E) General Contractor (GC)

Date: 07/27/2017

Revision: 0

1 Pre-Construction Conference

• PM and A/E to develop agenda for pre-construction conference meeting.

• Meeting to include: PM, A/E, GC, State Building Inspector, Agency POC and any major subcontractors.

• Meeting should be held at jobsite, if possible. • A/E to provide meeting minutes and sign in sheet. • Pre-Construction Agenda Link

2 Notice to Proceed (NTP)

• Project Manager (PM) to issue “NOTICE TO PROCEED” (NTP) to the Contractor for Scope of Work to be done in accordance with the Contract Documents

• The NTP will be given within a specific stated number of calendar days from the date of execution of the contract to Substantial Completion and a specified number of calendar days to final Completion.

• Issue copy of NTP to ADOA Building Inspectors, so they can schedule periodic building inspections and Procurement Schedule

• Issue copy of NTP to Agency POC if applicable • Notice to Proceed Template Link

3 Meeting Minutes The A/E records the “MEETING MINUTES” and is responsible to distribute to all attendees within 48 hours of any meeting. The following information needs to be incorporated into the project meeting minutes:

• All Meeting Minutes are required to have: • Statement: “If this report does not agree with your records or

your understanding of this meeting, or if there are any questions or corrections, please advise within 48 hours in writing; otherwise, we will assume the comments to be correct”.

• Project Name/ADOA Project Number • Meeting No. • Date of Meeting/Location • Written by: • Name and affiliation of all in attendance • Distribution list • Outstanding Items (old) / New Discussion • Description • Due Date (revised due date, original due date should also

remain)

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• Action By (the item should carry over one meeting so that the results are recorded)

• Description/Action By

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Form: PS 03 Interagency Service Agreement Funds Transfer ISA Who: Project Manager

Owner(s): POC - Agency Point of Contact PM - ADOA Project Manager ADOA – Accounting ADOA – GAO GSD – Finance

Date: 07/27/2017

Revision: 1

1 PM enters Agency POC contact and Project Number into ISA database and generates an ISA

ISA database will generate an ISA and the PM will email to the customer

2 AGENCY signs the ISA and emails back to PM

Scanned PDF via email is preferred

3 GSD Management executes the ISA

4 PM Executed ISA to AGENCY POC, ADOA accounting and GSD-Finance

Email to Agency POC’s: • Project Contact from Agency • Accounting Contact from Agency

(Email is on ISA budget sheet) Email to ADOA Accounting: [email protected] Email to GSD-Finance: [email protected] [email protected]

5 AGENCY creates an ITI with AGENCY funding source

AGENCY accounting should begin creating the document immediately after receiving executed ISA

6 AGENCY copies ITI forward and creates an ITA with ADA as the agency code and uses the Project/ISA# as the document ID

7 AGENCY sends email notifying PM and ADOA Accounting that the document is now ready in AFIS

8 PM sends email notifying ADOA-Accounting and GSD-Finance that the document is ready

9 GSD-Finance enters CAM document in AFIS and notifies ADOA accounting that the document is ready

Send email notification to ADOA-Accounting

10 ADOA-Accounting reviews and approves the CAM document

Document gets routed into GAO cue

11 ADOA-GAO approves CAM document

12 ADOA-Accounting reviews budget transactions for the approved CAM document

13 ADOA-Accounting creates the Function Codes and completes the ITA and notifies GSD-Finance




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14 GSD-Finance notifies PM that the transfer is complete and the funds are available

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Process: PS04 PROCORE Setup of Budgets and Commitments For Use with ADOA or External Agency

Who: Project Manager

Owner: Capital Planner/Agency POC/Project Manager

Date: 07/27/2017

Revision: 0

1 Load initial project budget • PM will receive funding memo from Capital Planner

• Capital Planner will upload the Budget, Funding Number and Category of spend into the Budget Tab under the “Cost Code Detail” External Agency: Agency POC will upload budget here.

2 Create Committed Contracts in PROCORE (This step shall be done in conjunction with PO’s requested/generated in ProcureAZ)

• Select Commitments Tab • Select Create Contract • When contract number is requested, use

ProcureAZ PO Number • Select Contract Company • Fill in Title i.e. (Project # and Project Name) • Fill in start date, estimated completion date,

signed contract date • Retainage is 0% (Retention is already being

taken out on the invoice) • Check Executed box • Attach vendor proposal and executed

ProcureAZ PO • Click “Create”

3 Schedule of Values (With Single BR number/Funding source)

(Schedule of Values is required in order to track payments made via the “Create Payment” Icon

• Click on the Schedule of Values Tab • Click Edit • Select appropriate cost code (BR

Number/Funding Number) • Type description • Select default Type “Commitment” (If

“Commitment” is not available, use what is existing in the Budget Line item)

• Click Add • Click Save • After you click Save, go back to the

Commitment Tab click Edit and Re-Check the Executed box

• Click Update 4 Schedule of Values (With Multiple BR

number/Funding source)

(Please ensure before proceeding, your Contract Commitments are broke out by vendor per the Note on Step 4)

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Note: If you have multiple BR numbers or funding sources, you will need to create a contract for each of those numbers with the corresponding dollar amount. If you have a single PO number with multiple funding sources, you can reference the same PO number for each of the contracts, but the title cannot be exact. Best practice is to add a Letter at the end of the PO number (i.e. 123456A, 123456B, etc)

• Click on the Schedule of Values Tab • Click Edit • Select appropriate cost code (BR

Number/Funding Number) • Type description • Select default Type “Commitment” (If

“Commitment” is not available, use what is existing in the Budget Line item)

• Click Add • Click Save • After you click Save, go back to the

Commitment Tab click Edit and Re-Check the Executed box

• Click Update

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Form: PS 05 Asbestos Management Who:

Owner: Project Manager (PM) State Chief Building Inspector

Date: 7/27/2017

Revision: 0

1 Project Manager (PM) is trained in State and OSHA requirements for management of asbestos containing materials, including recognition, testing and removal.

Helpful resources include: https://staterisk.az.gov/sites/default/files/documents/files/207-11h%20IH%20Asbestos%20Management.pdf https://gsd.az.gov/content/asbestos-information http://legacy.azdeq.gov/environ/air/asbestos/download/neshap_demo.pdf https://www.epa.gov/asbestos/asbestos-national-emissions-standard-hazardous-air-pollutants-neshap

2 PM identifies locations and existing materials that will be disturbed during course of construction.

Asbestos Containing Materials (ACM) are present in State Buildings. Materials are presumed to be asbestos containing until prove otherwise.

3 PM consults with the State Chief Building Inspector to identify locations and materials already tested for ACM and determine if location is free of ACM

State Chief Building Inspector maintains a record of ACM tests of ADOA managed facilities. Tests for ACM are to be re tested or recertified if greater than 1 year old.

4 Locations requiring ACM tests shall have a certified contractor and lab sample and publish the results.

Sampling and lab results with a location map of sampled sites will be provide to the State Chief Building Inspector

5 ACM will be removed by a contractor licensed and certified and ACM Removal and Management.

ACM Removal/Management Contractor will provide written documentation of process and chain of custody of all removed ACM. Documentation will be provided to the State Chief Building Inspector.

https://staterisk.az.gov/sites/default/files/documents/files/207-11h%20IH%20Asbestos%20Management.pdf

https://staterisk.az.gov/sites/default/files/documents/files/207-11h%20IH%20Asbestos%20Management.pdf

https://gsd.az.gov/content/asbestos-information

http://legacy.azdeq.gov/environ/air/asbestos/download/neshap_demo.pdf


https://www.epa.gov/asbestos/asbestos-national-emissions-standard-hazardous-air-pollutants-neshap


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Form: PS 06 NESHAP PERMIT Who: (POC)

Owner: Project Manager (PM), State Chief Building Inspector, Agency Point of Contact (POC)

Date: 7/27/2017

Revision: 0

1 Project Manager (PM) is trained in State and Environmental Protection Agency (EPA) requirements for NESHAP

Helpful resources include: http://legacy.azdeq.gov/environ/air/asbestos/download/neshap_demo.pdf https://www.epa.gov/sites/production/files/documents/nps5da.pdf https://www.epa.gov/asbestos/asbestos-national-emissions-standard-hazardous-air-pollutants-neshap

2 PM identifies locations and existing materials that will be demolished during course of construction that require a MESHAP Permit.

Federal and County permits are required for: Certain quantities of asbestos. Complete building demolition. Demolition of load bearing walls. Demolition of structural or entire concrete slabs. Etc.

3 PM allocates time for NESHAP permit waiting period

Maricopa Count NESHAP has a 10-day mandatory waiting period.

4 PM provides reports to the State Chief Building Inspector,

Completed NESHAP permits, reports and chain of custody for disposed materials shall be provided to the State Chief Building Inspector,



https://www.epa.gov/sites/production/files/documents/nps5da.pdf



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Form: PS 07 Contractor Proposal Review Checklist Who:

Owner: Project Manager Date: 7/27/2017

Revision: 0

1 Contractors Proposal The following is to request funds and some reminders to be sure the request is all-inclusive. Make sure no exclusions are in the proposal that will become necessary to the project and add costs.

2 Asbestos Testing/Removal Be sure to include and testing fees, and if needed removal/abatement

3 Materials Testing Asphalt, concrete, soils etc.

4 Special Inspections Third party Inspections; welding, soils, compaction, etc.

5 Design Fees and Gordian Fees

Include any A/E fees needed for design in funding request. Include any Gordian fees that may be needed

6 Miscellaneous Fees Possible need for added funds, ie: cooling in summer months, power generator, fire watch, Fire Marshall permit fees, security, fire watch, furniture moving/relocating.

7 Proposal Review Routing

Request for Funds

John Hauptman, Armando Milheiro, Ruben Duran, Neil Urban, Gina Decotiis Neil Urban, Ruben Duran, and Armando Milheiro

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Form: PS 08 For Future Use

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Form: DP 01 Construction Document Phase Who: Project Manager

Owner: Project Manager (PM), Architect/Engineer (A/E), Using Agency, ADOA

Date: 07/27/2017

Revision: 0

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Design

• Upon presentation and approval of the Design Development Documents, the Project Manager can authorize the A/E to proceed with the preparation of the Bidding and Construction Documents, e.g. working Drawing and specifications setting forth in detail the requirements for the construction of the entire project

2 Scope of Work • Division One (1) of the Specifications shall include all General Conditions, whether standard or project-specific conditions

• It is necessary to have definitive requirements. Specificity and clarity are imperative in stated requirements so both parties of the contract have a mutual understanding of the precise technical standards and requirements the project Work must meet.

• It is here that the Project needs to anticipate all Special Conditions, such as o Soils reports o Special Inspections o Temporary utilities o Portable toilets o Underground work (if applicable) o Project closeout checkout list

• Miscellaneous • Construction Documents prepared by the A/E should be

reviewed in detail by ADOA and Using Agency • Upon approval of Design, ADOA and Using Agency sign

the Project Charter • Final working drawings, specifications, structural

calculations and soils reports are submitted to Building & Planning Services Office, Bureau Veritas, prior to the completion of the legal advertising schedule or vendor notification, upon availability for review and approval

3 Budget • PM and A/E determine the cost estimate to be submitted for Request For Construction for bid solicitation

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• Funds have been established and encumbered for the cost of construction

4 Schedule • The Construction Schedule and Substantial Completion/Final Completion dates have been established and set forth as part of the bid documents

• Project Manager is responsible to do a Document Review on all Construction Documents before they go out for Bid to insure that all the information on the Title Sheet is correct, i.e. current name of Governor and ADOA Director, ADOA Project File No. and Project Name

• PM needs to submit a SPECIFICATION SECTION CHECKLIST* and a SPECIFICATION SUPPLEMENT CHECKLIST* to SPM and/or General Manager for sign-off and file in project files

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Form: DP 02 Schematic Design Phase Who: Project Manager


Date: 07/27/2017

Revision: 0

1 Understand the relationship of the project components.

Find possible solutions to obstacles within the shortest possible time and at minimum expense.

2 Scope of Work • A/E coordinates between the architectural work and the work of other involved disciplines for the Project

• The A/E is to research critical applicable regulations, codes and regulations, permits, special inspections, construction requirements.

• A/E prepares a general description of the Project, that consists of a preliminary site plan (if applicable), include small scale line drawings of principal floor plans that illustrates the general scope of work

• Begins materials (and equipment) research and coordinates with project manager. The Project manager coordinates with the end user and FOAM when applicable.

• The Schematic Design Phase documents as prepared by the A/E should be reviewed in detail by ADOA and Using Agency

• Upon approval of Schematic Design, ADOA and Using Agency sign the amended Project Charter

• Authorize the Architect/ Engineer to move to the next phase

3 Budget Update Statement of Probable Construction based on:

1. The most recent schematic design studies 2. Current and historic area 3. Volume or other unit costs 4. Expected delivery process 5. Appropriate contingencies

Should the construction costs exceeds the project budget, the Project Manager and Using Agency need:

1. To verify funds 2. Encumber additional funds 3. Determine disposition;

a. Project will proceed

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b. Project moves to ON HOLD status

4 Schedule • A Project propose schedule produces a timetable for the

completion of work and depicts important milestones. • Construction schedules may be in the form of a simple bar

chart or Critical Path Method (CPM). • It is in the best interest of the project to have the A/E

participate in the preparation of the project schedule so that the timing of the construction work and the A/E’s ability to produce the design and construction documents are consistent with each other.

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Form: DP 03 Design Development Phase Who: Project Manager


Date: 07/27/2017

Revision: 0

1 Design • The objective of the Design Development Documents is to describe the size and character of the entire Project, End user (Agency) expectations, needs and include architectural, structural, mechanical systems, etc.

2 Scope of Work • All projects shall be designed to comply with applicable state and local construction codes and laws

• Meet the requirements of ADOA, the State Fire Marshal’s Office, Risk Management Office State Elevator Inspector and state boiler inspector

• Meet all requirements for State Historic Preservation Office and archaeological clearances

• Meet all requirements for environmental issues. • All new construction documents shall incorporate the state

energy conservation standards and life cycle cost analysis, water conservation, back flow prevention, handicap accessibility and solar orientation/utilization

• All remodeling/renovation projects within buildings constructed prior to 1980 shall include a site assessment for hazardous substances

• Additional State design criteria for major office facilities exists in areas of floor loading, electrical systems, security systems, locking systems and telecommunications

• The Design Phase documents as prepared by the A/E shall be reviewed in detail by ADOA and Using Agency

• Upon approval of Design, ADOA and Using Agency sign the amended Project Charter

• Authorize the Architect/ Engineer to move to the next phase

• A design meeting will need to be held with ADOA Team, the A&E and the end user to determine the scope of work.

3 Budget • Statement of Probable Construction Cost consists of updating and refining the Schematic Design Phase Statement of Probable Construction Cost

• Should the construction costs exceed the project budget, the Project Manager and Using Agency need:

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o To verify funds

o Encumber additional funds (Funding Memo from

Capitol Planner) o Determine disposition;

1. Project will proceed 2. Project moves to ON HOLD status

4 Schedule • The Schedule consists of reviewing and updating the previously established schedules for the Project.

• Draft schedule completed prior to solicitation of Project.

5 Design Review • Depending on the complexity of the project, The PM is responsible to review all design documents with the client and the A\E at least once (50% or 60% design). This will ensure the client understand of the scope of work and also has a clear understanding of what it will take place during the life cycle of the project.

• After the review the A\E will make notes of all comments and redlines and proceed to finalize the construction documents.

• On the final review the PM need to verify all comments and redlines have been incorporated into the construction documents and all formation issues have been resolved.

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Form: DP 04 Programming Phase Who: Project Manager


Date: 07/27/2017

Revision: 0

1 Project Manager (PM) to utilize the Using Agency and Architect/Engineer (A/E), to comprehend the proposed Scope of Work with regard to: 1. Project funding 2. Design objectives 3. Space requirements 4. Any additions to

existing facilities (if applicable) and/or new construction

5. Any unique requirements of proposed project

• Develop Budget and Design Schedule • Produce a preliminary Statement of Probable Construction

Cost based on Budget, Schedule & Scope of work • Program Phase documents as prepared by the A/E should

be reviewed in detail by ADOA PM and Using Agency • Upon approval of program, ADOA and Using Agency sign

Project Charter • Authorize the Architect/ Engineer to move to the next

phase • It is imperative that ALL ENVIRONMENTAL ISSUES

be addressed at this phase, especially Asbestos, Lead and Mold issues

2 Scope of Work • PM, A/E and Using Agency to determine Scope of Work.

3 Budget • To verify funds (Verification of proposed funds.

4 Schedule • The Design Schedule produces a timetable for the completion of work and depicts important milestones

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Form: DP 05 Fire Alarm Design Criteria Who: Project Manager

Owner: Project Manager (PM)

Date: 07/27/2017

Revision: 0

1 Fire Alarm Systems are in accordance with UBC (Uniform Building Code) requirements, NFPA (National Fire Protection Association) standards and the UFC (Uniform Fire Code)

The following excerpts are from the 1988 Edition (w/ modifications) of the UFC or as adopted by the Arizona Office of the State Fire Marshal:

(a) General: An approved fire alarm system shall be installed when required by this section

(b) Type of System: A manual or automatic fire alarm system or both shall be installed in occupancies in accordance with the following:

1. A manual fire alarm system shall be installed in: • Group A, Divisions 1, 2 and 2.1 Occupancies • Group H Occupancies used for the manufacture

of organic coatings • Group H, Division 6 Occupancies as set forth in

Article 51 2. An automatic fire alarm system shall be installed in:

• Group B, Division 2 Occupancies as set forth in Chapter 33 of the Building Code as set forth in Article 81 of this code

Group B, Division 2 occupancies owned by the state or county at the discretion of the Fire Marshal.

2 Basics • Where appropriate and allowed by code, plenum rated cable is allowed in office buildings

• Prisons typically require all wiring be in conduit • Installation of the new Fire Alarm System

regardless of location need to comply with required code and standards

• Specify that the system must have more than one authorized repair/maintenance organization in the State of Arizona

3 License Requirements for Contractors • Contractor/License Type: L-11 (Electrical) vs. L-67 (Low Voltage)

• Subcontractor is responsible to get line voltage to the equipment as required per the contract documents

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4 Fire Watch • This need to be coordinated with the designer

of record before or during design review. • The State is responsible if required to provide

Fire Watch for the duration of the project if the existing Fire Alarm system is to be demo before the new system is operational.

5 Elevator Interface • Installations of devices for the elevator equipment room and shaft will be per design and contract documents.

• The PM need to obtain a proposal from KONE (If the building belong to the State) process a PO, provide a minimum of 10 days to coordinated with the fire alarm contractor for the installation of the devices and testing. Before final walk with the SFM

6 Main Control Panel/Remote annunciator Panel(s)

• Location is a key issue. As it is not always practical or possible to have the main control panel in clear view within 50’ of the main entrance, it is sometimes necessary to install remote Annunciator panel(s).

7 24-Hour Monitoring • Within the Capitol Mall, in State-owned/managed buildings, Capitol Police provide 24-hour monitoring through the MDI security system. Coordinate system interface requirements with Physical Security. Majority of the buildings are monitor by an outside company

• If outside the Capitol Mall, verify what is being used for 24-hour monitoring (i.e. outside security company)

10 Programming • Require that the Fire Alarm Contractor review “device addresses” with the end user. And cross reference with the name on the approved shop drawings.

• 11 Testing/Close-Out • Require that the Fire Alarm Contractor pre-test

the entire system in your presence PRIOR to the SFM (State Fire Marshal) inspection

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• Make sure the installing contractor has the approved SFM plans and permit on site.

• Also to provide CMS Report which containing all the devices and rooms numbers and names

12 Warranty • Warranty should include complete maintenance, including NFPA required testing for (2) years. On the bid form, get unit prices for each type of device

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Form: DP 06 For Future Use

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Form: PA 01 Payment Applications through Statutory Review For Use with ADOA or External Agency

Who: Project Manager

Project Manager (PM) Lead Building Inspector General Contractor (GC)

Date: 07/27/2017

Revision: 0

1 Project Manager (PM) receives Invoice or Pay App AIA G702/G703) in PROCORE from the General Contractor .

If a project requires design by an A/E, then a Pay App AIA G702/G703 is required. If no design is required on the project, any form of invoice is acceptable with proper documentation.

2 AIA G702/G703 Approval AIA G702/G703 Pay App should be signed and notarized by the GC and stamped by the A/E

3 Statutory Review of Pay App

PM will take the Pay App/invoice approved by the A/E and route to the Lead Building Inspector for approval

Obtain Approval/Signature from Lead Building Inspector o ADOA:

Initiate receipt on Procure AZ and select automatic approval

o External Agency: Submit invoice to agency accounting for

payment Once approved, a copy shall be saved in PROCORE:

o Select Commitments Tab o Select appropriate contract number for the invoice

to be paid o Select Create Payment Tab o Fill out all fields. Where check number is

requested, use PROCUREAZ receipt number o Attach invoice with Lead Building Inspector

signature o Click Add and then Save.

4 Final Pay App Upon receipt of all required close out documents, the ADOA

Lead Building Inspector will sign off on the final Pay Application for retention release.

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Form: PA 02 For Future Use

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Form: SR 01 Statutory Plan Review Who: Project Manager

Owner: Project Manager (PM) Agency Point of Contact (POC)

Date: 07/27/2017

Revision: 0

1 Procure Third Party Review

NOTE: • Project should be setup in Procore upon AIA Contract

preparation prior to procurement of Third Party Review. o See Standard Work- Project Setup (Pre-Construction)

• Third Party Review PO should be issued well in advance of the completion of the plans and specs.

2 Project Manager (PM) or Agency POC - Notify Third Party Reviewer of new project including valuation of project (basis of plan review fee)

Contact Third Party Reviewer through PROCORE Email system. Request a proposal via submittal and prepare a Purchase Order for the third-party reviewer. Construction Valuation shall be a number (not a range)

3 Third Party Reviewer - to send proposal to Agency POC Authorized Purchaser issues PO through ProcureAZ

(Standard Procurement process on ProcureAZ site) Best Practice: Send copy of executed PO to Third Party Reviewer via PROCORE email , and/ or also via submittal Note: Third Party Plan Review will not commence until PO is received

4 Upload Drawings and Specifications in Procore

A/E to upload drawings and specifications in the “Documents Tab”. Steps for uploading Drawings:

• Place drawing in the “01 Design Files – Create Folder and name it Initial Plan Review”. ** PM to create Submittal at each revision to the Third-Party Review and add A/E and Lead Inspector to the distribution labeling 01 design files

• If revisions are needed on the drawings – The Third-Party review will create a folder under 01 Design Files and name it “02-Revised Plans Comments”

• A\E will address the comments and create a folder under 01 Design Files and name it 03 Drawings Response

• Once drawings and Specifications have been approved, the third-party review will create a folder under 01 Design Files and name it 04 Stamped

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5 Create Submittal for Drawing and Specs for routing

PM: • PM conducts initial review of the drawings and specs to make

sure all the information is contained (See Statutory Review Checklist) Statutory Review Checklist

• Click on Submittals Tab • Fill out the following fields ONLY:

o Title o Type (Select “Plan and Spec Review”) o Description o Submittal Workflow

Bureau Veritas Due by Date

o Distribution Add A/E to distribution Lead Inspector/Statutory Review

6 Resubmittal of revised Drawings and Specs

• If Third Party requires revisions, the PM should open existing Submittal.

• The PM will select “Create Revision” button on the Top Right corner of the open submittal.

• Update Description of the submittal as a revision. • Click on the bottom button “Create and Send Emails”

7 Distribute Approved Submittal

• Open Submittal and Click “Distribute submittal” on the top of the page.

• Distribute to: o A/E o GC (if applicable) o Planning Manager o Construction Manager o Procurement Manager o Lead Inspector

8 A/E - Print and send approved construction documents (1 half size) including Project Manual to CMS for Archive and Building Inspector use.

A/E Designer carries reimbursable dollars for printing. Additional copies may be needed depending on requirements of Project Manager and end user.

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Form: SR 02 Building Inspector Process Who:

Owner: Agency POC ADOA Building Inspector

Date: 07/27/2017

Revision: 0

1 Receipt of Plans/Specifications • ADOA Building Inspector receives notification of Approved Plans/Specifications through PROCORE from the Third Party Reviewer Bureau Veritas (BV)

2 Approval of Plans/Specs by Statutory Review

• ADOA Lead Building Inspector to review/approve as Statutory Review and sign a Building Inspector to the project

• Architect/Engineer will print the appropriate number of plans/specifications as discussed with the Agency POC.

• ADOA Building Inspector will need one (1) 11X17, one (1) Full scale set of construction drawings and two(2) set of specifications

• ADOA Lead Building Inspector verifies in any requests for Special Inspections are being made by the Architect/Engineer

• Project Manager will need one (1) 11X17, one (1) Full scale set of construction drawings and two(2) set of specifications

• FOAM will need one (1) 11X17, one (1) Full scale set of construction drawings and two (2) set of specifications (if applicable)

3 Pre-Construction • Building Inspector assigned to the project shall attend the Pre-Construction Kickoff meeting

4 Inspections • Building Inspector to inspect project weekly and distribute a summary report within four (4) days to the following:

o Agency POC o Architect/Engineer o ADOA File

• Inspection Reports shall be created and submitted via PROCORE

5 Compliance Discrepancies • If any items are noted as not in compliance, shall be noted on the report as “not code compliant” with a description of the issue Items that repeatedly fail will be addressed as described in the Standard Work “ADOA Statutory Non Compliance Work Procedures”

6 Project Closeout • Upon completion of project, Building Inspector will issue a Final Report with no out of compliance issues in tandem with A/E’s letter documented that the project has been completed in accordance with approved plans and specifications.

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• Project Manager to give as-built drawings to Lead Building Inspector for archive.

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Form: SR 03 ADOA Procedures for Repetitive Non-Compliant Inspections

Who:

Owner: Agency POC ADOA Building Inspector Project Manager

Date: 07/27/2017

Revision: 0

1 State Inspector Report During inspection if non-compliant work is identified by the ADOA inspector, inspector will check the box indicating “work fails to comply with Contract Documents with deficiencies identified and delineated”. Inspector will then distribute to the parties identified and approved by the Senior State Building Inspector. All reports are to be distributed to the Registered Design Professional Charge, Project Manager and Subcontractor for corrective action. Report will be loaded in PROCORE under site inspection.

2 State Inspector Report

Second Inspection When the ADOA Building, Inspector revisits the site and non-compliant work has been addressed, inspector will note the corrected work in the report. Corrected work will be identified by the picture, corresponding text as well as the Quantitative Comments section. Upon site revisit inspector, will check the box indicating “status of work previously identified as non-compliant”. Non-corrected work will be identified in the picture, corresponding text as well as the Quantitative Comments section. Inspector will then distribute to the parties identified and approved by the Senior State Building Inspector. Corrected work will also be noted.

3 State Inspector Report

Third Inspection. Upon the third site inspection if the above mentioned non-compliant work has not been corrected ADOA Building Inspector will again check the box indicating “status of work previously identified as non-compliant”. Non-corrected work will be identified in the picture, corresponding text as well as the Quantitative Comments section. Inspector will then distribute to the parties identified and approved by the Senior State Building Inspector and ADOA upper management as deemed appropriate.

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Form: SR 04 Establish Division 1 General Requirements

Who:

Owner: Project Manager (PM) Architect/Engineer (A/E) Procurement Manager (SPO) Sr. Project Manager (SPM) General Manager (GM)

Date: 07/27/2017

Revision: 0

1

Establish Division 1 – General Requirements

• Project Manager must furnish Division 1 Procurement Manager.

• General Requirements are found at the front of the “Technical Provisions” that spells out the various requirements of a technical nature that apply to the entire project.

• PM’s are responsible to make sure that Division I - General Requirements and the Technical Provisions are correctly and consistently listed in the Project Specifications.

• PM shall submit a SPECIFICATION SECTION CHECKLIST* to SPM and/or General Manager for sign -off and file in project files

• General Requirements shall be reviewed and customized for each project scope of work and Agency

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Form: SR 05 New Construction Inspection Reporting Procedures Who: State Building Inspector

Owner: ADOA and ADOA State Building Inspector

Date: 07/27/2017

Revision: 0

1 Create project in Building Inspection Report (BIR) program.

• Create new project in BIR • Mark project as active/incomplete

in folder • Include Statutory Review number

and approximate project cost. • Save project in BIR program

2 Sync tablet to BIR program to add project in tablet.

• Turn on WIFI on tablet • Go to BIR program and hit the

sync button • Verify project has synced to tablet

3 Begin Inspection with tablet once on site with BIR program.

• Verify weather, site conditions, personnel on site and time of inspection.

• Take photos of entire jobsite and note deficiencies with descriptions of each photo

4 After completion of inspection save report on tablet.

• Turn on WIFI to tablet • Hit the save button on tablet • Program will notify inspector that

report has been saved on server

5 Edit and complete report on office computer. • Log into office computer and edit reports

• Add quantitative comments and indicate any deficiencies observed

• Save and distribute report to A/E and ADOA Project manager

6 Create a file new project in the shared drive. • Go to Statutory Review folder on

the shared drive • Go to the projects tab and create a

new folder titled the name of the project

• Copy and paste sample directory into the new file

7 Copy new report to new folder in the projects tab

• Upload report to the new file • Copy pictures to the photo tab

8 Print out report

• Print out report and file the paper copy in the project file

9 Save pictures on shared drive • Open the Statutory Review file in the shared drive

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• Open the inspectors tab and create a file with the projects name and copy pictures to the new file with inspection date in the file name

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Form: SR 06 Quadrennial Inspection Reporting Procedures State Building Inspector

Owner: ADOA and ADOA State Building Inspector

Date: 7/26/2017 Revision: 1

1 Check building Inventory spreadsheet.

• Verify Building Number • Verify Year Built • Verify Square Footage Bldg.

2 Establish contact with the facility. Use Facility Coordinator list, Agency Website, Building Maintenance and web search if needed.

• Email Building Questionnaire Form to appropriate contact.

• Request hours of operation and appropriate access procedures such as escort, locked door access and check in, check out requirements.

• Allow contact a reasonable amount of time to gather information requested on Questionnaire form for inspection report for each building.

• Schedule inspection dates with building contact. 3 Create new “Quadrennial

Report” on the “BIR” (Building Inspection Report Program”.

• Create new inspection report on BIR. • Fill in required fields. Date, Location, Structure, general

description with Statutory Review Number and inspector name.

• Enter site utility information fields. • Save new report.

4 Sync tablet to BIR program to access new inspection report on tablet.

• Turn on WIFI to tablet • Go to BIR program and sync tablet with BIR program. • Open report to verify sync.

5 Perform Building inspection. Use the Component section on the BIR report and Quadrennial Report Rating Scale listed below to evaluate each component.

• Take pictures of entire site and building using the applicable component section on BIR Software. Note rating, per attached Quadrennial Reporting Scale listed on last sheet. document any deficiencies with description and photo.

6 Save report either online or offline on tablet

• Save report at end of inspection on tablet • Sync report from tablet to server when online.

7 Download Pictures from tablet to folder on PC

• Create folder on your PC and copy Pictures to folder.

8 Edit final report on BIR • Add comments and/or deficiencies to report. • Save Report as PDF on your PC in dated folder with

pictures. • Copy report to folder on PC.

9 Copy new report to new folder in the projects tab.

• S:\GSD\GENSERV\BPS\Statutory Review\Inspection Department\Quadrennial Inspections.

• Create new project file. • Copy and paste sample directory into the new file.

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4 (Excellent) Satisfactory No improvements needed; like new or equivalent; meets most or all standards of good repair; deficiencies noted, if any, are not significant and/or impact a very small area. 3 (Good) Minor Improvement Required Minor system deficiencies with only marginal effect on system functions; maintained in good repair with a number of noncritical deficiencies noted; these deficiencies are isolated, and/or resulting from minor wear and tear, and/or in the process of being mitigated. 2 (Fair) Moderate Improvement Required Deficiencies causing intermittent problems or effect multiple users; uncorrected will result in premature failure or accelerated deterioration of component or system; is not in good repair; some deficiencies noted are critical and/or widespread; repairs and/or additional maintenance are necessary in several areas. 1 (Poor) Major Improvement Required Critical deficiencies affecting function, health or safety; the facilities are in poor condition; deficiencies of various degrees have been noted throughout the site; major repairs and maintenance are necessary throughout. 0 (Unsuitable) Unsatisfactory Complete failure or loss of function; replacement required.

• Upload PDF report to the new file. • Copy pictures to the photo tab. • Upload any research or back up information in appropriate

file folder. 10 Print out report. • Print out report and file the hard paper copy in the project

file. 11 Send Report out to

Responsible contact for building.

• Email final report.

12 Schedule future inspections on Outlook Calendar.

• Update Calendar Daily.

13 Update Building System Inventory Spreadsheet for Quadrennial Inspection Dates.

• Update after each inspection.

14 Update Quadrennial Inspection Statistic Spreadsheet for Inspection Goal Tracking.

• Update after each inspection.

Quadrennial Report Rating Scale

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Form: SR 07 For Future Use

Who:

Owner: Date:

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Who:

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For Information Please Contact

Gina DeCotiis 602-364-1087

Form: CTM 01 AE Recommendation Letter for Award of Contract Who:

Owner: Procurement Manager (SPO), Project Manager (PM), Architect/Engineer (A/E)

Date: 7/27/2017

Revision: 0

1 A/E (Should be SPO) recommendation Letter for Award of Contract.

• Procurement is responsible to check the Contractor’s licensing requirements, company financials, bonding, insurance and past performance. SPO will informed A/E & project team if the select subcontractor comply with the State contract requirements.

• A/E writes letter to PM to recommend award of the contract low bidder

• Once the Procurement Manager has established that the apparent low bidder has met all requirements and receives the A/E letter, a contract will be awarded

• PM responsible to set up a Pre-Construction Conference • During the Pre-Construction Meeting, PM normally issues

a Notice to Proceed to the General Contractor to begin Work

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Form: CTM 02 AIA Contract Request Who:

Owner: Agency Point of Contact (POC), ADOA Contract Management Specialist (CMS) Project Manager (PM)

Date: 7/27/2017

Revision: 0

1 Agency POC – Submits completed AIA Contract Request and Contract Package to ADOA CMS via Procore email in accordance with contract type in Contract Review Checklist

AIA Contract Request Package includes: Completed AIA Template (Word version), AIA Transmittal Form, Final Proposal, copy of solicitation and solicitation amendments (when applicable), and a copy of the items listed on the AIA transmittal. Ensure package is complete and accurate to avoid delays in processing.

2 ADOA CMS – Reviews AIA Contract Request and Contract Package for accuracy and completeness

ADOA CMS verifies AIA Contract Request includes: Completed AIA Template Request (Word version) and AIA Transmittal Form. ADOA CMS verifies statutory review number or assigns number as required. ADOA CMS reviews and verifies Contract Package: Compares scope of work to AIA Template Request; contract award amounts and accepted alternates (verifies match Final Proposal); complete list of documents as applicable to contract type in Contract Review Checklist (i.e. insurance document, copy of Bid Security, Performance & Payment Bonds, Solicitation Amendments, specifications, including plan sheets numbers and addenda).

3 ADOA CMS contacts Agency POC if documents submitted are not accurate and complete

CMS contacts Agency POC via email in Procore to request submittal of missing documents to CMS via Procore email.

4 ADOA CMS - Prepares AIA Contract and emails to Agency POC via Procore email to execute

Prepare AIA contract in AIA software and email .pdf of AIA Contract to Agency POC with printing instructions. Docs will be uploaded to the Submittals section in Procore.

5

Agency POC executes AIA Contract

Agency POC prints one (1) copy of the AIA Contract and obtains signature from the Contractor; then the appropriate authorized Agency personnel (delegated purchasing authority from Agency Chief Procurement Manager). Agency POC uploads executed copy of AIA Contract in the contract ProcureAZ Master Blanket Purchase Order.

6 Agency POC – Sends an email to ADOA CMS via Procore and uploads as an

Executed docs are to be uploaded to the Submittals section in Procore.

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For Information Please Contact Gina DeCotiis 602-364-1087

“attachment” one (1) executed AIA Contract in .pdf file format

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Form: CTM 03 Bid Evaluation Who:

Owner: Procurement Manager (SPO), Project Manager (PM), Senior Project Manager (SPM) and Project Team, Architect/Engineer (A/E)

Date: 7/27/2017

Revision: 0

1 Bid Evaluation. • After the bid opening, the Procurement Manager scans the documentation and sends copy of the bid tabulations and relevant paperwork to the PM , SPM, Project Team and A/E for review

• Procurement Manager’s responsibility is to validate all bid documents and the low bidder has met all criteria for a valid bid, including financial, insurance and bonding capacity.

• The Procurement Manager will review with the project team to make sure

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Form: CTM 04 Change Order Request from Contractor Who:

Owner: PM or Agency Point of Contact (POC) or Procurement Manager

Date: 7/27/2017

Revision: 0

1 PM or Agency POC receives a Change Order Request (COR) from Contractor

Contractor distributes COR to A/E and PM/Agency POC

2 Procurement Manager and PM COR Proposal Review and Negotiation

(If Applicable) Discussions of scope and pricing revisions with A/E firm and Contractor

3 PM/Agency POC receives signed COR from A/E

A/E and Contractor submit through PROCORE signed COR (G701)

4 25% Memo If Change Order estimated amount is 25% or greater of the original contract amount, then a 25% memo explaining the reason for the change sent for review/approval by the ADOA GSD Assistant Director.

5a PM/Agency POC distributes COR for review

(ADOA) • PM emails through PROCORE to LEAN Construction

Committee the COR proposal. • (Greater than delegated authority)

o After Review/Signoff by Lead State Building Inspector for Statutory Review, it will be forwarded to the Procurement Manager for signature.

• (Within delegated authority) o After Review by LEAN Construction

Committee, PM signs the G701 and forwards to the Lead State Building Inspector for Statutory Review.

o After Stat Review, the signed COR is forwarded to Procurement Manager or Contracts Management Specialist (CMS)

5b

(External Agency) • POC emails the Change Order G701 and backup

documentation to the Lead State Building Inspector for Statutory Review through PROCORE

• (Greater than delegated authority) o After Review/Signoff by Lead State Building

Inspector for Statutory Review, it will be forwarded to the Procurement Manager for signature.

• (Within delegated authority) o After Review by LEAN Construction

Committee, PM signs the G701 and forwards to

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the Lead State Building Inspector for Statutory Review.

After Stat Review, the signed COR is forwarded to Procurement Manager or Contracts Management Specialist (CMS)

6 PM/Agency POC receives signed COR from A/E

A/E and Contractor submit through PROCORE signed COR (G701 or equivalent)

7

Procurement Manager or CMS Processes COR in ProcureAZ

1.1 Procurement Manager or CMS processes a change order against master blanket contract to add line items and amounts to contract and uploads “Attachments” (See Change Order Process in ProcureAZ). 1.2 Procurement Manager or CMS emails final signed change order to PM and advises to issue a release requisition for master blanket contract.

8 PM creates Release Requisition against Master Blanket Purchase Order

PM creates a release requisition in Procure AZ and “Attaches” documents emailed from Procurement Manager or Contracts Management Specialist into requisition (See Release Requisition Procedures ProcureAZ)

9 Procurement Manager Processes Purchase Order

(See Master Blanket Purchase Order ProcureAZ)

10 PM enter Purchase Order information into Procore

(See Standard Work- Project Setup (Pre-Construction)

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Form: CTM 05 AIA Construction Contract Who:

Owner: Agency Point of Contact (POC), Procurement Manager (SPO), Contract Management Specialist (CMS)

Date: 7/27/2017

Revision: 0

1 Agency POC – Send Final Proposal, AIA Contract Preparation Request and signed Contract Review Checklist to CMS via Procore email

Package includes: Final Proposal, AIA documents (Word version), and any item on the statutory review checklist contained on the AIA transmittal

2 ADOA CMS – Review contract package for accuracy and completeness

Ensure package is complete and accurate to avoid delays in processing.

3 ADOA CMS - Prepare AIA Contract and send to Agency POC for processing via Procore email

Docs will be uploaded to the Submittal section in Procore.

4 Agency POC - Send executed original contract package and the Finalized Contract Review Checklist to CMS via Procore email

Package includes: Final Proposal, AIA documents, and any item on the statutory review checklist contained on the AIA transmittal. Upload docs to the Submittal section in Procore.

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Form: CTM 06 Solicitation Job Order Contract (JOC) Who:

Owner: Project Manager (PM), Procurement Manager (SPO)

Date: 7/27/2017

Revision: 0

1 Pre-Award Stage (SPO) • Insurance • Performance payment • Written determination • Documents are to be uploaded into Procore in the

Submittals section. 2 Post Award Stage (SPO),

(PM) • PM to enter release requisition for master blanket contract

construction services • GSD approval path for release requisition • Weekly huddle board • Approved and process change order (G701)/ review for

25% memo (is there an explanation related to the 25% rule letter and who signs etc.)

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Form: CTM 07 Emergency Procurement Competition Impracticable

Who:

Owner: Using Agency Date: 7/27/2017

Revision: 0

1 Using Agency POC A. For the purposes of this Section, “competition impracticable” means a procurement requirement exists which makes compliance with A.R.S. §§ 41-2533, 41-2534, 41-2538, or 41-2578 impracticable, unnecessary, or contrary to the public interest, but which is not an emergency under R2-7-E302. Procurements with a documented lack of available vendors in the marketplace and which require an open and continuous availability of offerors may be procured by this method.

B. An agency chief procurement manager seeking a competition impracticable procurement shall obtain the approval of the state procurement administrator before proceeding. The state procurement administrator may delegate this authority to the agency chief procurement manager in accordance with R2-7-202.

C. The agency chief procurement manager shall submit a written request for approval containing the following: (maybe an example of a CI such as Simplex Grinnel or mention sole proprietor) 1. An explanation of the competition impracticable need and

the unusual or unique situation that makes compliance with A.R.S. §§ 41-2533, 41-2534, 41-2538, or 41-2578 impracticable, unnecessary, or contrary to the public interest;

2. A definition of the proposed procurement process to be utilized and an explanation of how this process will foster as much competition as is practicable;

3. An explanation of why the proposed procurement process is advantageous to the state; and

4. The scope, duration, and estimated total dollar value of the procurement need.

D. The state procurement administrator shall: 1. Issue written approval, with any conditions or restrictions; 2. Request additional information from the agency chief

procurement manager; or 3. Deny the request.

E. Before modifying the scope, duration, or cost of an approved competition impracticable procurement, the agency chief

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procurement manager shall request approval for the modifications in writing from the state procurement administrator.

F. The agency chief procurement manager shall keep a record of all competition impracticable procurements as required by A.R.S. § 41-2551.



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Form: CTM 08 Emergency Procurement

Owner: Using Agency Date: 7/27/2017

Revision: 0

1 Using Agency POC

• Using agency seeking an emergency procurement shall prepare a written request documenting the existence of an emergency condition and explaining the procurement need. The request shall be signed by a designated official of the using agency at the assistant director level, its equivalent or above.

• The request shall be submitted to the assistant director for finance, with a copy to the state procurement administrator.

• Except as provided in subsections (E) and (F) of this rule, the director shall determine in writing whether to grant the request. If the request is approved, the determination shall state the manner in which the procurement is to be effected, whether procurement authority is delegated to the using agency and the limits of the determination.

• A copy of each request and determination processed under this procedure shall be kept on file in the using agency requesting the emergency procurement, the office of the director, and the state procurement office.

• If the nature of the emergency does not permit submission of a written request, the using agency may make a verbal request to the director who may make a verbal determination and delegation.

• The request required under subsection (A) of this rule shall be submitted to the director within two working days following the initiation of the emergency procurement.

• The director may approve a written request subsequent to the procurement if:

• The emergency necessitated immediate response and it was impracticable to contact the director;

• The procurement was made with as much competition as was practicable under the circumstances;

• The price paid was reasonable; and the request required under subsection (A) of this rule was submitted to the director within two working days following the initiation of the emergency procurement.

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Form: CTM 09 Solicitation (On-Call) A/E Who:


Date: 2/2/2017

Revision: 0

1 Pre-Solicitation Stage (SPO), (PM)

• Collect significant procurement role agreement SPO-120 (Conflict of Interest)

• Review specifications of project with PM and determine appropriateness of On-Call contract

• Generate SPO alert notice significant procurement role. 2 Solicitation Stage (PM) • PM to coordinate site walk

3 Evaluation Stage (SPO), (PM)

• Send services order agreement form (SOA) and AIA Exhibit B to firm (PM to conduct site walk).

• Negotiate fee proposal • Collect insurance.

4 Pre-Award Stage (SPO) • Awarding of contract in ProcureAZ (create master blanket PO)

• Insurance • Signed SOA & Exhibit B

5 Post Award Stage (SPO), (PM)

• Send email to PM to enter release requisition for master

blanket contract • GSD approval path for release requisition • Approve release requisition to purchase order • Weekly huddle board • Approved and process design change notice (DCN)/

Review for 25% memo • GSD approval path for DCN • Approve DCN requisition to purchase order • Contract amendments for extension of contract

administration

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Form: CTM 10 Solicitation (PSL) A/E Who:

Owner: Project Manager (PM), Procurement Manager (SPO), GSD Team

Date: 7/27/2017

Revision: 0

1 Pre-Solicitation Stage (SPO), GSD Team), (PM)

• Collect significant procurement role agreement SPO-120 (Conflict of Interest)

• Draft solicitation Scope • Generate SPO alert notice significant procurement role. • Coordinate pre-offer date\time, Selection committee (3-5

members) • Secure room for pre-offer conference • Selection committee to review qualifications and select

minimum of 3 firms to interview • Create interview questionnaire with evaluation criteria &

weighting of criteria. Send professional services telephone interview letter to selected firms, Notify date/time/evaluation criteria

2 Solicitation Stage (SPO) • Chair selection committee interviews with A\E firms.

3 Evaluation Stage (SPO), (PM)

• Score interview questionnaire & create evaluation tabulation.

• Determine responsiveness/responsible. • Verify system for award management, Verify Arizona

corporate commission, Verify Arizona board of technical registrant’s license.

• Send notice highest scoring firm requesting fee proposal/include AIA exhibit b (PM to conduct site walk)

• Prepare & send not highest scoring firms letter • Negotiate fee proposal • Collect insurance • Print offer & acceptance letter • Prepare AIA contract • Written determinations-non responsive

4 Pre-Award Stage (SPO),

(GSD Team), (PM) • Attend construction review committee to obtain approval • Send AIA contract to vendor for signature

5 Award Stage (SPO), (PM) • Awarding of contract in PAZ (create master Blanket PO). Award & non award letter. Insurance, System for award management, Arizona corporate commission, Arizona board technical registrants, written determination.

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• Signed AIA contract, Signed offer & acceptance, Contract award summary.


• Send e-mail to PM to enter release, Requisition for master

blanket contract. • GSD approval path for release requisition • Approve release requisition to purchase order. • Approved and process design change notices

(DCN)/Review for 25% memo • GSD approval path for DCN • Approve DCN requisition to purchase order. • Contract amendments for extension of contract

administration

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Form: CTM 11 Solicitation (CMAR) Who:


Date: 7/27/2017

Revision: 0

1 Pre-Solicitation Stage (SPO), GSD Team), (PM)

• SPO collects significant procurement role agreement SPO-120 (Conflict of Interest)

• PM drafts solicitation scope, terms & conditions, timeline (Preconstruction/Construction services)

• SPO builds solicitation within ProcureAZ (Open/Closing dates)

• Generate SPO alert notice significant procurement role • Coordinate pre-offer conference date/time with PM/ design

professional of record • Secure a room for Pre-offer conference • Create Pre-offer conference sign sheet, create Pre-offer

agenda • Generate a bid list • Coordinate selection review committee (minimum 3 not to

exceed 7) (PM, design professional not firm under contract for current design project, contractor must not be submitting qualifications for project)

• Secure rooms(s) for selection committee (dates and times for initial, final interviews)

• Create qualifications evaluations criteria & weighting of criteria)

• Create interview questionnaire with evaluation criteria &weighting of criteria.

2 Solicitation Stage (SPO), (PM)

• Advertisement in newspaper (2 business days after submittal)

• Conduct pre-offer conference/site walk • Receive inquiries with A\E for addendums • Create and issue solicitation amendments

3 Evaluation Stage (SPO) • Tabulation of companies submitting qualifications • Determine responsiveness/Responsible • Review financial statements • Selection committee to individually score and evaluate

qualifications • Selection committee to consensus score qualifications to

short list firms • Short list letters sent to firms with interviews time/date,

interview scoring criteria/ weighting (if interview scoring/weighting not established in RFQ)

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• Selection committee to interview short list firms and score for final list.

• Verify list for award management • Verify Arizona corporate commission • Verify Arizona ROC • Send notice of intent to negotiate highest scoring firm • Prepare & send not highest scoring firm letters • Negotiate pre-construction services fee proposal • Collect insurance • Print offer acceptance • Prepare AIA contract pre-construction services • Send AIA contract pre-construction services to vendor for

signature • Written determination- confidentiality

4 Award Stage Pre-Construction Services (SPO)

• Award of pre-construction services contract in PAZ (Create master blanket PO)

• Insurance • System for award management • Arizona ROC • Written determination • Signed AIA contract pre-construction services • Signed offer & acceptance • Contract award summary

5 Post Award Stage Pre-Construction Services (SPO), (PM)

• Send email to PM to enter release requisition for master blanket contract pre construction services

• GSD approval path for release requisition • Approve release requisition to purchase order pre-

construction services • Debrief of offerors • Weekly huddle board

6 Post Award Stage Construction Services (SPO), (PM)

• Contractor to receive final • Specification/ Drawings • Prepare AIA contract construction services • Review schedule of values • Negotiate guaranteed maximum price • Obtain performance & payment bonds • Attend construction review committee to obtain approval • Signed AIA contract construction services

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• Awarding of contract in PAZ, add construction services fee in master blanket PO.

• Construction services contract award summary • Send email to PM to enter release requisition for master

blanket contract construction services • GSD approval path for release requisition • Approve release requisition to purchase order construction

services • Weekly huddle board • GSD Approval path for change order release requisition • Approve change order release requisition to purchase order • Contract amendments for extension of construction

substantial completion date

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Form: CTM 12 Invitation to Bid (ITB) Construction

Who:

Owner: Project Manager (PM), Procurement Manager (SPO), Architect/Engineer (A/E)

Date: 7/27/2017

Revision: 0

1 Pre-Solicitation Stage (SPO), (PM), (A/E)

• SPO collect significant procurement role agreement. • PM and SPO review Design Professional and

specifications. • SPO draft solicitation, scope, etc. • SPO build solicitation in ProcureAZ and generate SPO

alert. • SPO coordinate pre-offer date & Time with PM and A/E. • SPO schedule pre-offer conference. • SPO Create pre-offer signing sheet and agenda. Generate a

bid list. Written determination.

2 Solicitation Stage (SPO) • Advertisement in newspaper – 2 days after submittal. • Conduct pre-offer conference/ site walk. Received

inquiries ProcureAZ “Q&A” tab. • Coordinate inquiries with A/E for addendums

Collect bid securities 3 Evaluation Stage (SPO) • Bid tabulation. Determine responsiveness/responsible.

Review financial statements. Review bid security. • Verify system award management. Verify Arizona

corporate commission. • Verify Arizona ROC. • Send notice of intent to award • Collect insurance, performance & payment bonds, print

offer & acceptance. • Prepare AIA contract, prepare non award letters. • Send AIA contract for signature • Written determination- Confidentiality.

4 Award Stage (SPO) • Awarding of contract in PAZ (create master Blanket PO).

Award & non award letter. Insurance, Performance & payment bonds, System for award management, Arizona corporate commission, Arizona ROC, Written determination.

• Signed AIA contract, Signed offer & acceptance, Contract award summary.

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• SPO to send e-mail to PM to enter release, Requisition for master blanket contract.

• GSD approval path for release requisition for master blanket contract.

• GSD approval path for release requisition, approve release requisition to purchase order.

• Return bid security to offerors, Debrief of offerors, Weekly huddle board.

• Approved and process change orders (G-701)/ Review for 25% memo.

• GSD approval path for change order release requisition. • Approve change order release requisition to purchase

order. • Contract amendments for extension of construction

substantial completion date.

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Form: CTM 13 Starting Process Who:

Owner: Procurement Manager (SPO), Agency POC, Architect/Engineer (A/E)

Date: 7/27/2017

Revision: 0

1 Pre-Bid Conference Procedure. (SPO, (Agency POC), (A/E)

• The general purpose of the PRE BID CONFERENCE is to give prospective Bidders the opportunity to review the project

• A/E’s description of the project (A/E does not get paid to attend-voluntary) (AE is strictly voluntary)

• Using agency’s requirements • Answer Bidders’ questions • Tour the site • Sign-in sheet • Meeting is held in cooperation with Procurement Manager

to clarify Contract provisions • Express the State’s attitude of cooperation, teamwork and

explain local rules & regulations • Answer questions pertaining to any of the contract’s

content • SPO to communicate the use of ProcureAZ and give them

the help line phone number. • Meeting to be held no less than fourteen (14) days before

the bid date or as established by Purchasing • Meeting to be held at the job-site in the most appropriate

place • Representatives of Purchasing, the Using Agency,

interested Contractors and Subcontractors, the A/E • and the PM • Procurement Manager is responsible to explain Boiler

Plate @ Pre-Bid • A/E will take addenda notes and sends to SPO for

distribution. • The A/E will provide addenda information on letterhead

with seal for technical issues • Procurement Manager to issue addenda by fax or hard

copy for distribution to the A/E and bidders that has registered as plan holders. (Very Important for the contractor to be registered as a plan holder)

• Blue Staking – (it is the sole responsibility of the contractor to set up blue staking and list any subcontractors to be on the BS list. Not sure why this is listed in this area?) GC is responsible to do blue staking

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not ADOA. A/E, End User or ADOA only coordinates with GC.

• Once Pre-Bid Conference is over, PM must refrain from answering any technical questions and refer bidders to contact Procurement Manager. The Procurement Manager to contact A/E or PM if necessary.

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Form: CTM 14 Request for Construction Services Procedure. Who:

Owner: Project Manager (PM). Procurement Manager (SPO)

Date: 727/2017

Revision: 0

1 PM contact State Procurement Manager.

• PM to contact the assigned Procurement Manager to establish dates required under the “Suggested Dates” area of the REQUEST FOR CONSTRUCTION SERVICES FORM*

2 PM prepare requisition. • PM prepares Electronic Purchase Requisition for $150.00 for advertisement.

3 PM prepare bid package to submit to SPO.

o Completed Request for Construction Services Form o Signed copy of Electronic Purchase Requisition for

estimated amount or $0 amount to establish o One set Technical Specifications with A/E seal –

(unbound) o One set of Drawings with A/E seal o Price/Bid Sheet o MATERIALS/EQUIPMENT FURNISHED

AND/OR INSTALLED BY CONTRACTOR LIST* o Project Manager needs to submit

SUBCONTRACTOR LIST o Customer Requirements: Each Customer has policies,

rules and regulations that must be adhered to when entering their facility to perform work, such as, THE ARIZONA DEPARTMENT OF CORRECTIONS GUIDELINES (ADC)*, the Arizona School for the Deaf and Blind etc. It is imperative that each boilerplate package be amended to reflect specific need

4 Preparation of “Front End

Documents”. • Procurement Manager prepares “front end documents” It’s

then sent to PM for review and approval. It is strongly recommended that the PM review the final draft for errors and omissions and accuracy.

• Procurement e-mails boiler to A/E. 5 PARTS REQUIRED: • Request for Construction Services Form

• Final Drawings (1 copy) • Final Specifications (1 copy)


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Form: CTM 15 A/E SELECTION FROM ANNUAL PROFESSIONAL SERVICES LIST Who:

Owner: PM or Procurement Date: 7/27/2017

Revision: 0

1 Procure Design Services from the Annual Request for Qualifications List

Review A.R.S. 41-2581

1 SPO will chair and initiate an appropriately qualified Selection Committee for each project

Review A.R.S. 41-2581

2 PM and SPO Officer determine Selection Committee Members

Selection Committee members will sign a procurement disclosure statement (SPO-120 Form)

3 Procurement Officer distributes Significant Procurement Role Notice

Notify agency personnel of significant procurement role (See SPO Technical Bulletin Significant Procurement Role)

4 Selection Committee will review the qualifications of the persons or firms on the current annual professional services list to determine which persons or firms will be interviewed

1.1 If possible and practicable, the Selection Committee shall conduct interviews with at least three (3) persons or firms regarding the project and the relative methods of furnishing the required services. 1.2 Procurement Department will contact the persons or firms selected for interview to convey the anticipated project Scope of Work, weighting of selection criteria, and an interview date and time.

5 Procurement Department will chair Selection Committee in conducting interviews, scoring, and ranking persons or firms for final list

1.1 Interviews may be conducted in person, via telephone, or by other such method as is preferred by the Customer 1.2 Evaluation in accordance with A.R.S. 41-2581

6 PM shall schedule and conduct a site visit with selected A/E firm

1.1 Notifying Procurement Officer of the date and time of site walk via email. 1.2 Follow up with A/E firm if project fee proposal is not received within three (3) working days of conclusion of site walk.

7 Procurement Officer and PM Fee Proposal Review and Negotiation

1.1 Procurement Officer will schedule the Fee Proposal Negotiation date/time with the A/E firm and PM. 1.2 Relay (if any) scope changes to the A/E firm and pricing discussions 1.3 The Procurement Officer may undertake negotiations with the next most qualified person or firm on the final

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list for the contract in sequence until an agreement is reached or a determination is made to reject all persons or firms on the final list

8 PM shall schedule/upload project documents for Final Design Proposal Review

(See Project Information Sheet Procedure) (See Final Construction Process Review Procedure)


1.1 If further modifications are required on the proposal, PM to follow with revisions of the proposal via email. 1.2 If proposal is approved, PM is to proceed

10 Purchasing Officer Prepares Master Blanket Purchase Order in ProcureAZ

Procurement Officer prepares, distributes and finalizes for signature AIA B201, AIA B201 Exhibit A, AIA B102, AIA B201 Exhibit B with Arizona Modifications and collects insurance, verifies Arizona Board of Technical Registrants, and System for Award Management for debarment/suspension.

11 PM creates release requisition against master blanket purchase order.

PM creates a release requisition in Procure AZ and “Attaches” documents emailed from Procurement Officer into requisition (See Release Requisition Procedures ProcureAZ)

12 Procurement Officer approves Purchase Order

(See Master Blanket Purchase Order Procedures ProcureAZ)


(See Standard Work- Project Setup (Pre-Construction))

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Form: CTM 16 A/E SELECTION FROM ON-CALL PROFESSIONAL SERVICES CONTRACTS PROCEDURES

Who:

Owner: PM or Procurement Date: 7/27/2017

Revision: 0

1 Procure On Call Design Professional Contract

2 Project Manager (PM) shall consult with SPO Officer in determining selection of the firm from the On-Call professional services contract

Reasonable and prudent judgment shall be exercised in determining rotation of On-Call awarded contract firms for projects

3 PM sets up project in Procore

See Standard Work- Project Setup (Pre-Construction)

4 Procurement Officer will send letter to the selected A/E firm via Procore

1.1 Instructing A/E firm to work with PM in scheduling a site visit. 1.2 Submit a fee proposal upon conclusion of site walk. 1.3 Instruct A/E to complete, sign, and return On-Call Service Order Agreement form and AIA Exhibit B document with fee proposal upon conclusion of site visit

5 PM shall schedule and conduct a site visit with selected A/E firm

1.1 Notifying Procurement Officer of the date and time of site walk via email.

1.2 Follow up with A/E firm if project fee proposal is not received within three (3) working days of conclusion of site walk.


1.1 Procurement Officer will schedule the Fee Proposal Negotiation date/time with the A/E firm and PM.

1.2 Relay (if any) scope changes to the A/E firm and pricing discussions

7 PM shall schedule/upload project documents for Final Design Proposal Review

1.1 (See Project Information Sheet Procedure) 1.2 (See Final Design Proposal Review) 1.3 (See Risk Assessment Procedure)


1.1 If further modifications are required on the proposal, PM to follow with revisions of the proposal via email. 1.2 If proposal is approved, PM is to proceed

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Purchasing Officer Execution of A/E Contract

1.1 Sign AIA Exhibit B 1.2 Sign task On-Call Service Order Agreement form 1.3 Email signed AIA Exhibit B, Service Order form, and final fee proposal to PM instruction to create release requisition against Master Blanket Contract

10 PM creates release requisition against

1.1 PM creates a release requisition in Procure AZ and “Attaches” documents emailed from Procurement Officer into requisition (See Release Requisition Procedures ProcureAZ)

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master blanket purchase order.


See Standard Work- Project Set Up

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Form: Standard Work Instruction Guide: Construction Contractor Engagement Survey for Job Order Contracting (JOC)- General, Mechanical, Electrical, Plumbing, Roofing, Fire Alarm and Road, Bridge and Parking Lot Projects

Who: SPO Owner: Eric Peterson, Procurement Date: 8/10/17

Revision: 0

1 Information The following guide outlines the process to complete a Construction Contractor Engagement Survey for the Job Order Contracting (JOC) Program. This is a standard guide for Project Managers, Owner Representatives, Contract and Procurement Managers.

2 Information JOC Construction Contractor Engagement Survey Form PROJECTS GREATER THAN $25,000 The form will be updated periodically by the Procurement Manager. Please send comments regarding improvements to the form to [email protected].

3 Project Manager or Owner’s Representative for the State or Co-Op Agency who oversaw the JOC project.

For JOC Projects great than $25,000- Obtain Construction Contractor Engagement Survey Form: -from Procurement Manager: [email protected] email request to:[email protected] Solicitation or Master Blanket ProcureAZ Contractor file

4 Project Manager or Owner’s Representative for the State or Co-Op Agency who oversaw the JOC project.

Complete the Construction Contractor Engagement Survey. Send the Survey in the form of the excel spreadsheet via email to [email protected] and the Contractor simultaneously.

If the Contractor disagrees with the results of the survey, refer to Action Item No. 6. All Contractor comments shall be written by Contractor on the Survey in the space designated “Contractor Comments”.

Project Manager or Owners Representative shall forward all correspondence generated by the Survey from the Contractor to the Procurement Manager.

5 Procurement Manager If surveys are not being completed, send reminder emails to the Project Manager or Owner’s Representative.

When completed:

Download the survey from the Outlook email folder and review the results:

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1. If results are “E”, “M”, “B” and a 77% score and above,log score for Contractor onto the Scoring Spreadsheet andfile the Survey.

2. If results have any “U” scores, but are 77% and above, theProcurement Manager will log the score, but also requirethe Contractor to addresses each “U” in writing.Contractor must satisfactorily provide a cure to the “U”score(s) on future projects. Procurement Manager copiesthe Project Manager or Owner’s Representative with theresponses, and if satisfactory, files the response. Ifunsatisfactory, Procurement Manager schedules a meetingwith the Contractor and Project Manager or Owner’sRepresentative. Refer to Action Item #7 if outcome of themeeting is unsatisfactory to the Contractor.

3. If the score is 76% or less, the Procurement Manager willlog the score, and will schedule a meeting with theContractor and Project Manager or Owner’sRepresentative. Contractor shall provide written remedialplan to the satisfaction of the state that provides forcorrective action of issues that caused score to be under76%. Refer to Action Item #7 if outcome of the meeting isunsatisfactory to the Contractor.

4. Procurement Manager will keep records of meetings withContractors and Project Managers or Owner’sRepresentatives and place them in the file.

6 Procurement Manager Ensure useable link to Scoring Spreadsheet is current on SPO and GSD websites.

7 Procurement Manager Maintain scores for one year for each contractor. Remove scores older than one year from the Scoring Spreadsheet.

8 Procurement Manager and the State Procurement Office

If the Contractor disagrees with the results of the survey:

1. Direct Contractor to the Protest section of the ProcurementCode- Arizona Revised Statutes: Title 41, Chapter 23,Article 9 and rules adopted thereunder.

2. Procurement Manager shall review any protest with theState Procurement Administrator and determine what nextaction is in the best interest of the state.

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9 Procurement Manager and the State Procurement Office

If the Contractor disagrees with the results of the meeting:

1. Direct Contractor to the Protest section of the ProcurementCode- Arizona Revised Statutes: Title 41, Chapter 23,Article 9 and rules adopted thereunder.

2. Procurement Manager shall review any protest with theState Procurement Administrator and determine what nextaction is in the best interest of the state.

10 Procurement Manager The location to file surveys, contractor correspondence and meeting minutes is determined by the Procurement Manager and is in the SPO directory, Construction Team Folder, 01 Projects, 07 JOC Contractor Surveys.

11 Procurement Manager and GORDIAN

GORDIAN will provide the Procurement Manager with a report of completed JOC projects greater than $25,000 on a regular basis (at least weekly).

1. Procurement Manager will post this report regularly at theGSD Huddle Board meeting to remind Project Managers tocomplete contractor Surveys.

2. For other State and non-State Agencies (co-op purchasingmembers), Procurement Manager will reach out to theirProject Managers or Owner’s Representatives to remindthem to complete the survey.

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Form: CTM 18 For Future Use

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Form: CM 01 Change Order for Contractor for Use with ADOA

Who: Owners: Project Manager (PM)/ADOA GSD, Procurement Manager (SPO), Architect/ Engineer A\E

Date: 07/27/2017

Revision: 0

1 PM receives a Change Order Request (COR) from Contractor

Contractor distributes COR thru PROCORE to A/E State Lead Inspector and PM

2 PM distributes COR for review PM emails LEAN Construction Committee the COR proposal

3 Procurement Manager and PM COR Proposal Review and Negotiation

(If Applicable) Discussions of scope and pricing revisions with A/E and Contractor

4 PM receives signed G701 from A/E Contractor submit signed COR G701 to A\E. A\E submit signed G701 to PM

5 PM Routes G701 for Approval (Contractor must provide full detailed back up of G701 costs.

1.1 Approval Routing (Greater than delegated authority): PM signs and emails to State Lead Inspector for signature who signs and forwards to Procurement Manager for signature; or 1.2 Approval Routing (Within delegated authority): PM signs and emails State Lead Inspector for signature and Inspector forwards signed COR to Procurement Manager or Contracts Management Specialist (CMS)

6 Procurement Manager or CMS Processes G701 in ProcureAZ

1.1 Procurement Manager or CMS processes a change order against master blanket contract to add line items and amounts to contract and uploads “Attachments” (See Change Order Process in ProcureAZ). 1.2 Procurement Manager or CMS emails final signed change order to PM and advises to issue a release requisition for master blanket contract.


PM creates a release requisition in Procure AZ and “Attaches” documents emailed from Procurement Manager or CMS into requisition (See Release Requisition Procedures ProcureAZ)

8 Procurement Manager Processes Purchase Order

(See Master Blanket Purchase Order ProcureAZ)

9 PM enter Purchase Order information into PROCORE


10 If Funding is Required PM needs to get Funding Memo from Capital Planer before entering a Requisition in ProcureAZ

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Form: CM 02 Change Order for Designer Professional Services List Not on Call Who:

Project Manager (PM) or Procurement Manager (SPO) Date: 07/27/2017

Revision: 0

1 PM receives a Design Change Notice (DCN) from A/E

A/E distributes DCN to PM via PROCORE to all team members

2 Create Submittal for DCN in PROCORE

PM: • PM conducts initial review of the DCN to make

sure all the information is contained • Click on Submittals Tab • Fill out the following fields ONLY:

o Title o Type (Select “DCN”) o Description o Submittal Workflow

Lead Building Inspector Due by Date

o Distribution A/E SPO Lead Building Inspector/Statutory

Review

3 Routes DCN for Approval through PROCORE

• PM emails through PROCORE,

o PM signs DCN and forwards to the Lead Building Inspector for Statutory Review.

After Stat Review, the signed DCN is forwarded to SPO or Contracts Management Specialist (CMS)

4 SPO and PM Review DCN Proposal and Negotiate

Discussions of scope and pricing revisions with A/E and Contractor

5 25% Memo If Change Order estimated amount is 25% or greater of the original contract amount, then a 25% memo explaining the reason for the change sent for review/approval by the ADOA GSD Assistant Director. 25% Memo


PM emails through PROCORE o PM signs DCN and forwards to the Lead

Building Inspector for Statutory Review. o After Stat Review, the signed DCN is

forwarded to SPO or Contracts Management Specialist

Design Change Memo

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7 (External Agency) • POC emails the DCN and backup documentation to

the Lead Building Inspector for Statutory Review through PROCORE

After Stat Review, the signed DCN is forwarded back to the PM/POC of the agency.

8 SPO or CMS Processes DCN in ProcureAZ

1.1 SPO or CMS processes a change order against master blanket contract to add line items and amounts to contract and uploads “Attachments” (See Change Order Process in ProcureAZ).

SPO or CMS emails final DCN to PM and advises to issue a release requisition for master blanket contract.

9 PM enter Purchase Order information into PROCORE


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Form: CM 03 Change Order for Designer On Call Contract PM/Point of Contact (POC) or Procurement Officer Date: 07/27/2017

Revision: 0

1 PM receives a Design Change Notice (DCN) from A/E Firm

Designer distributes DCN to PM/POC. Via PROCORE to all team members

2 Create Submittal for DCN in PROCORE

ADOA PM: • ADOA PM conducts initial review of the DCN to

make sure all the information is contained and communicates changes with client

• Click on Submittals Tab • Fill out the following fields ONLY:

o Title o Type (Select “DCN”) o Description o Submittal Workflow

Lead ADOA Building Inspector Due By Date

o Distribution A/E Procurement Officer . Lead Inspector/Statutory Review CMS

Design Change Memo 3 Routes DCN for Approval

through PROCORE (ADOA)

• PM emails through PROCORE,. o PM signs DCN and forwards to the Lead State

Building Inspector for Statutory Review. o After Stat Review, the signed COR is

forwarded to Procurement Officer or Contracts Management Specialist (CMS)

4 Procurement Officer and PM Review DCN Proposal and Negotiate

Discussions of scope and pricing revisions with A/E firm and Contractor

5 25% Memo If Change Order estimated amount is 25% or greater of the original contract amount, then a 25% memo explaining the reason for the change sent for review/approval by the ADOA GSD Assistant Director. 25% Memo


ADOA) PM emails through PROCORE

o PM signs DCN and forwards to the Lead State Building Inspector for Statutory Review.

o

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After Stat Review, the signed COR is forwarded to Procurement Officer or Contracts Management Specialist (CMS) and ADOA PM

7 (External Agency) • ADOA PM emails the DCN and backup

documentation to the Lead State Building Inspector for Statutory Review through PROCORE

o After Stat Review, the signed DCN is forwarded back to the PM/POC of the agency.

8 Procurement Officer or CMS Processes DCN in ProcureAZ

1.1 Procurement Officer or CMS processes a change order against master blanket contract to add line items and amounts to contract and uploads “Attachments” (See Change Order Process in ProcureAZ).

1.2 Procurement Officer or CMS emails final signed change order to PM and advises to issue a release requisition for master blanket contract.


PM creates a release requisition in Procure AZ and “Attaches” documents emailed from Procurement Officer or Contracts Management Specialist into requisition

(See Release Requisition Procedures ProcureAZ) 10 Procurement Officer Processes

Purchase Order (See Master Blanket Purchase Order ProcureAZ)


(See Standard Work- Project Setup (Pre-Construction))

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Form: CM 04 Proposal Request Who:

Owners: Project Manager (PM), General Contractor (GC), Architect/ Engineer (A/E), Construction manager (CM)

Date: 07/27/2017

Revision: 0

1 Proposal Request (PR) generation. • AIA Document G709 is used to issue a PROPOSAL REQUEST (PR)*

• Should the A/E or the GC believe that a change in contract sum or contract time is involved, either by a field observation or an un-foreseen condition, the A/E will issue a Proposal Request (PR) to the General Contractor GC to price the additional work. The Price Proposal request must be generated via PROCORE and the response must be received via Submittal with copy to all team members for review.

• It is the responsibility of the A/E to issue the PR directly to the GC while copying to the PM

• A/E responsible to maintain PR Log for project

• The proposal request will generate either a DCN or a Change Order. Please see DCN or CO tab

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Form: CM 05 Request for Information RFI Who:

Owners: Project Manager (PM), General Contractor (GC), Architect/ Engineer (A/E), Construction manager (CM)

Date: 07/27/2017

Revision: 0

1 Generation of Request for Information (RFI).

• Typically, the RFI is generated by the General Contractor (GC) to ask question or concerns that arise during the Work, specifically, add related to the plans and specifications.

• Log on to Procore and access the specific project.

• Click on the “RFIs” tab at the top of the project home screen.

• Select “Create RFI”. Fill out General Information section. Type your question in the “Question” section. Attach files if necessary. When done click Create.

• The GC submits his questions or concerns to the A/E with a copy to the Project Manager (PM) A/E is responsible to answer the RFI directly to the GC in the agreed upon time and copy the PM.

• In the event the GC Sub Contractor has questions/concerns, the Sub forwards his questions or concerns to GC and the GC submits to A/E

• RFI number will be automatically generated in Procore.

• A log of RFI’s will be generated by Procore. • Depending on the question or concern, the

A/E can usually answer the RFI within the agreed upon time

• In some instances, the RFI may need to be researched and can generate an Architect Supplement Instruction (ASI)

• If the RFI has cost and\or time associated with it, it could generate a Change Order Request that will required a G701 with a detail cost breakdown.

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Form: CM 06 Architects Supplemental Instructions ASI Who:

Owners: Project manager (PM), General Contractor (GC), Architect/ Engineer (A/E), Construction manager (CM)

Date: 07/27/2017

Revision: 0

1 Procedure for issuing an (ASI). • AIA Document 710 is used to issue an ARCHITECTS SUPPLEMENTAL INSTRUCTION (ASI)*

• In some instances, the Request for Information will generate an ASI

• The purpose of the ASI is for the Architect/Engineer (A/E) to issue supplemental instructions or interpretations or to order minor changes in the Work. ASI’s also helps the Architect perform functions with respect to minor changes not involving adjustment in the contract sum or time.

• ASI’s need to be numbered and reference the RFI (Request for Information).

• A/E is responsible to issue the ASI and CM to sign prior to issue to the General contractor (GC) with a copy to the Project Manager (PM)

• A/E is responsible to maintain ASI Log for the project

• Depending on the circumstances, should the A/E or the GC believe that a change in contract sum or contract time is involved; the appropriate document may be a Proposal Request (PR), Construction Change Directive (CCD) or Change Order Request (COR).

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Form: CM 07 For Future Use

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Form: GC 01 GC Pay Application Process Who:

Owner: Project Manager (PM) Architect/Engineer (A/E) Contractor (GC)

Date: 07/27/2017

Revision: 0

1 GC Pay App. Procedure • General Contractor shall submit a copy of the schedule of values G707 to the project manager and A\E prior to submitting any application for payment

• General Contractor shall submit a Application for Payment along with a Schedule of Values on AIA G703 form to PM and A/E for review as required by the Contract Documents

• Contractor shall make any necessary corrections and submit the final version, AIA G702 and AIA G703 that has been signed and notarized.

• GC’s Conditional Waiver and Release on Payment. • All Pay Applications submitted by the GC have a 21-

day processing period before the GC can claim interest for late payment. The process as follows:

1. Pay application submitted to the A/E office for review and has seven (7) days to accept or reject the pay application.

2. Once A/E has signed the pay application, it’s forwarded to the PM who must process pay application within fourteen (14) days of receipt to avoid possible late fees.

3. If the A/E fails to approve/disapprove pay application within the seven (7) days with corrections, the pay application is accepted by default and must be approved for payment by PM.

4. In the event the A/E rejects the GC pay application, the A/E to notify the GC in writing and state reasons for rejection.

5. GC to resubmit a new pay application to A/E and the 21-day process begins again.

• Once “Notice to Proceed” is issued, Contractor can submit first Pay Application to recover Bond and Insurance costs less 10% retention. NTP Form

• PM must ensure that all Construction Change Directives (CCD) and Change Orders (Additive or Deductive) are executed PRIOR to payment

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• Pay Application with CCD’s can be approved as long as it does not exceed the original contract amount.

• Retention can be paid as long as it meets the criteria

outlined in the General Conditions • For the General Contractor to be reimbursed for Stored

Materials, the product/materials must be delivered and stored onsite verified by A/E and include material invoices as backup.

• If offsite storage is desired, amend the contract documents as follows:

• AIA Document A201-2007 General Conditions of the Contract for Construction, Section 9.3 APPLICATIONS FOR PAYMENT 9.3.1, at the end of the paragraph insert the words, “Construction site will be inclusive of space located at (-----identify the Storage Facility------), if required, and the Contracted shall include bonding and insurance coverage for equipment stored at listed facility, and all terms of this contract apply.

2 Support Staff Log In Process for GC Pay Applications

The General Contractor Pay Application Procedure starts with the Support Staff:

• Project Manager is responsible for the completion of the Approval Document to include the following information: a. Vendor name (GC) b. Project No. c. Building No. d. (Pay) Application No. e. Purchase Order (PO) No. f. Index No. g. Approved Amount h. Project Manager signature i. Date

3 AIA Forms Required and backup documentation

AIA Document G702 & G703 Material invoice for Stored materials, with proper breakout information (if applicable).

4 Payment Processing

After Statutory review and approval PM will enter the pay application into ProcureAZ. The PM goes into the PO and

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creates a RECEIPT for payment. After the receipt is created, the pay application and receipt will be enter into PROCORE.

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Form: GC 02 Owner GC Agreement Procedure

Who:

Owner: Project Manager (PM) Procurement Manager (SPO) Architect/Engineer (A/E) Contractor (GC)

Date: 07/27/2017

Revision: 0

1 Owner/GC Agreement Procedure

• The Project Manager has submitted an Electronic Purchase Requisition with a Request for Construction Services to the Procurement Manager to solicit for a General Contractor

• The Owner/Contractor Agreement is prepared by the Procurement Manager who retains one (1) original and forwards one (1) to Contractor, one (1) reproduction to the A/E, and two (2) reproductions to Construction Services

2 PROCESS AND

REQUIRED DOCS Contract Administered by Procurement Manager Contents include:

• AIA contract document (either A101 Stipulated Sum; A133 Construction Manager GMP; A141 Design Build)

• A201-2007 General Conditions • Insurance Certificates (submitted by Contractor) • Bonds (submitted by Contractor) • Drawings (submitted by PM) • Specifications (submitted by PM) • Purchase Order (released by Purchasing)

3 DESTINATION/COPIES: PM or “Router” to distribute Purchasing Electronic Contractor Electronic or copy upon request PM 1 original Lead Inspector 1 copy A/E 1 copy

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Form: GC 03 Submittals in Contract Specifications Who:

Owner: Project Manager (PM) Procurement Manager (SPO) Architect/Engineer (A/E) Contractor (GC)

Date: 07/27/2017

Revision: 0

1 Submittals in Contract Specifications

Expectations of the submittal process MUST be in the specifications so the contractor, architect, architect’s consultants and the owner are aware of their roles and responsibilities

In the specifications:

Division Zero (0): Submittal requirements include: 1. Bidding requirements 2. Contract forms 3. Conditions for the contract. Division One (1): Submittal specifications outline the administrative and procedural requirements for: 1. Preparation 2. Transmittal 3. Review 4. Approval 5. Distribution of submittals Divisions 2 - 17: Submittal requirements stipulate specific requirements for a product or system to be used for the project: 1. Specifications should require the Contractor to provide a

schedule of submittals. 2. Contractor should adhere to the schedule. 3. Contractor responsibilities and instructions with

quantities required and the format for submission need to be in the specifications.

2 Prior Approvals 1. Prior approvals pertain to a product approved by the architect for the bidders to include in their bid that was not specifically listed in the specifications

2. Time is of the essence. Time for the substitution process and issuance of addenda if needed for this product must be allowed, but must stay within the bid period.

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3 Submittal Data to be Submitted Submittals to the architect for review, but not limited to the following documents:

1. Shop drawings 2. Coordination drawings 3. Material product data 4. Samples of materials to be used 5. Mock-ups 6. Construction schedule 7. Quality assurance and quality control measures 8. Construction photographs and videos 9. Schedule of values

4 Submittal Process and Responsibilities

Material Supplier and Subcontractor:

• The material supplier and the subcontractor will prepare a product submittal package to be submitted to the General Contractor for their review

• (The supplier or GC shall delineate specific items to be reviewed on the submittal sheet with an arrow or highlighted)

General Contractor:

• The General Contractor shall receive the submittals in transmittal form and shall establish and maintain a submittal schedule at the site

• Logging and tracking of submittals will be managed though PROCORE (or stipulated ADOA CM Tracking software.

• The General Contractor will review shop drawings and checks for accuracy of field dimensions, materials and construction criteria prior or submitting to the A/E or record.

• The contractor should include written notation of nonconforming information that does not conform to the contract

• Accuracy of calculations and completeness of data is necessary before the document is submitted (AIA Document A201)

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• Once reviewed the General Contractor shall affix review confirmation stamp to the document before submittal to the Architect

• The General Contractor will distribute the approved submittals received back from the Architect to the subcontractors

Architect:

• The architect shall review only those submittal documents required for submittal by the contract documents

• Receipts of the submittals shall only be taken from the General Contractor (Prime Contractor)

• When received, the Architect will log the document appropriately with correct identification number

• The submittal log will record each date of the processes to avoid lost or hanging submittals

• The review process by the Architect will be done in a timely manner to avoid claims for extra time and money by the contractor

• The architect will notify the contractor of any deviation from the schedule of submittals

Architect’s Review:

• The architect will review to see if the submitted document conforms to the design concept agreed to by the owner and contractor as well as the requirements of the contract documents

• The design compatibility and coordination requirements with the rest of the project will be reviewed

• Notations in writing for submittal returns with exceptions or rejection will be forwarded to the contractor by the Architect

• Architect shall distribute to the Consultants, Owner and General Contractor reviewed submittals

• The architect will maintain and log copies of all submittals, utilizing PROCORE or ADOA CM software

• The Consultant will review and retain a copy and transmits the balance of copies back to the A/E of record.

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ADOA PROJECT MANAGERS:

• Project Manager (PM) shall be familiar with owner-architect and owner-contractor contracts

• PM should be familiar with Division 0, Division 1, and Technical Divisions 2 - 17 in the specifications

• PM should fully understand and enforce requirements for prior approvals and substitutions

• Support the architect on decisions for rejecting or request of additional submittal information

• Use the proactive approach for client’s needs with products that have been specified or approved

• PM should insure that the architect maintains a submittal log and reviews with the PM periodically

• PM should have the contractor acknowledge submittal requirements at the pre-construction meeting

• PM should also make sure the contractor issues submittals on time, submittals are complete, that the contractor has reviewed the submittals and insure that the contractor will keep his own log of submittals

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Form: GC 04 For Future Use

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Form: PC 01 Corrections of Warranty Work Who:

Owner: Agency (POC) Project Manager (PM) General Contractor (GC)

Date: 07/27/2017

Revision: 0

1 Corrections of Warranty Work A. The contractor is required to perform warranty repair work. When the contractor fails to perform the warranty repair work in accordance with these contract documents, ADOA may complete the repair work and seem reimbursement, for the expenses incurred, from the contractor.

B. ADOA Project Manager and/or USER shall serve as the warranty coordinator and shall designate an Alternate warranty coordinator who shall have the authority and responsibility to perform the coordinator’s functions when the coordinator is absent, the warranty coordinator shall maintain: 1. An updated list of all building/systems that are

covered by a warranty. 2. An updated schedule of all equipment under warranty

and their warranty period. C. Before authorizing repairs to or replacement of parts on

any building/system, the warranty coordinator shall determine if a valid warranty covering the specific failure exists. The warranty coordinator shall avoid, whenever possible, any action that may void a warranty.

D. When a valid warranty exists the warranty, coordinator shall contact the contractor regarding the terms of the warranty. The warranty coordinator shall provide copies of the warranty notification to ADOA Project Manager, USER, the Contractor and the responsible Subcontractors, Manufacturers and Suppliers.

E. If there is no warranty covering the specific failure, or if the warranty has expired, the warranty coordinator shall ensure that the necessary repairs/replacements are completed in accordance with the appropriate manufacturers written instructions.

F. The warranty coordinator shall evaluate all failures covered by a warranty and determine the required timeframe for correction based on the urgency of the failure. Failures will be categorized as emergency, urgent or general. Upon notification of warranty work required,

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the contractor shall complete the warranty repair work in the following timeframe:

1. Emergency repair work within 4 hours. 2. Urgent repair work within 16 hours 3. General Service or repairs within 5 days

G. Emergency failures require immediate action to resolve imminent threats to health, life, safety or a security system failure. When the warranty coordinator determines that an emergency exists he/she shall authorize immediate action to control the emergency and prevent greater loss. 1. Upon determination that the failure is covered by a

warranty, the coordinator shall complete a warranty notification form immediately notify the contractor and coordinate with the contractor for immediate repair.

2. The warranty coordinator may extend the allowable timeframe, provided the contractor has submitted a written request and has documented that the problems requiring the time extension are beyond their control. The contractor shall reach an agreement with the warranty coordinator on the specific repairs to be performed, when the repairs will be completed, and document the agreement in a letter to the recipients of the warranty notification.

H. If the contractor fails to respond and/or restore the building/systems to operating condition within the specified time, the warranty coordinator will arrange for the work to be performed by qualified personnel/contractors. The contractor shall be responsible to reimburse ADOA for the expenses incurred.

I. The warranty coordinator shall monitor all on-site repairs done by any contractor in response to a warranty claim request to ensure compliance with the repair agreement. The warranty coordinator shall ensure that each warranty claim is fully documented. 1. Contractor shall assign a representative to walk with

ADOA warranty coordinator to review completed project six months and eleven months after substantial completion date. Contractor shall document any found deficiencies. Items found requiring correction, modification, or warranty

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attention shall. Be documented and resolved as noted in this specification section.

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Form: PC 02 Final Completion Who:

Owner: Agency Point of Contact (POC) Project Manager (PM) Architect/Engineer (A/E) General Contractor (GC) Sr. Project Manager (SPM) General Manager (GM)

Date: 07/27/2017

Revision: 0

1 Final Completion (FC) • GC to notify A/E when work is ready for Final Completion inspection. Requirements of Substantial Completion are met and “Finish Punch List”.

• GC submit final pay app with signed Project Closeout Checklist. • Immediately after approving all work, the A/E shall submit to

the Project Manager (PM) the signed PROJECT CLOSEOUT CHECKLIST and as-built drawings/specifications (where they are specified).

• When these procedures and those of the SC requirements are correctly done, the only remaining work of the PM is to distribute the required documents to the Using Agency, close out the budget and do a one (1) year walk through (if specified).

• PM needs to submit a PROJECT CLOSE-OUT CHECKLIST to SPM and/or General Manager for sign -off and file in project files.

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Form: PC 03

Partial Occupancy or Use

Who:

Owner: Agency Point of Contact (POC) Project Manager (PM) Architect/Engineer (A/E) General Contractor (GC)

Date: 07/27/2017

Revision: 0

1 Partial Occupancy or Use (POU) • PM gets a written request from the Using Agency that the PM submits, with his recommendation, to the Senior Project Manager who will advise.

• PM prepares a written POU Agreement between the Contractor and the ADOA.

The agreement shall contain the following stipulations at a minimum: 1. A specific description of the place in the occupancy or

use. 2. Written authorization of the public authorities having an

interest and jurisdiction. 3. The effect on the Contractor’s time, cost, accessibilities,

and warranties. 4. Assignment of responsibility for security, maintenance,

utilities and insurance. 5. The authorizing signature of the Contractor and General

Manager of Construction Services.

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Form: PC 04 Project Closeout and Archiving for Use with ADOA

Who:

Owners: Project Manager (PM) ADOA GSD CAD Admin GSD Contracts Management Specialist (CMS)

Date: 07/27/2017

Revision: 0

1 Completion of Project

Upon completion of a project, the Project Manager (PM) will follow the “Project Closeout Requirements/Check list”.Project Closeout Check List

• CMS to assist the PM to collect the information on the checklist • PM should involve the CMS early on in the project in order to ease the

close out process. 2 Project

Closeout Distribution-Client

PM/CMS should follow the closeout checklist but may increase/decrease the number of copies distributed depending on the recipient:

• “Client” (may be other State Agency) Should at a minimum receive the following:

o Copy of Hard Copy and Electronic Copy as-builts o Copy of Operations& Maintenance manuals (O&M) in Hard

Copy and Electronic Copy o Warranty information for future service as needed

2a PROCORE Download

All documentation routed and filed through PROCORE should be up-downloaded and kept with other pertinent information to be archived.

3 Project Closeout Distribution-As-Builts Archived

After CMS has collected the as-builts (Approved by the Architect or Engineer (A/E), the hard copy should be given to the CAD Admin for archiving per the records retention

3a Project Closeout Distribution-ADOA (1st Year)

After CMS has collected all the required documents per the project closeout checklist, they should be packaged, clearly labeled by Project Number, and placed in the ADOA GSD Condensed filing room.

• Time period will be one year. • After the one year time period is up, the files will be relocated to

Archives via the CAD Admin in the 1700 Tower Basement in which they will be kept according to the State Records Retention and Disposition Schedule Hold your Control button down and use you mouse to activate the link below. https://www.azlibrary.gov/arm/schedules-standards-forms-and-guidance

3b Relocation from ADOA GSD 1st Year Storage –to-

• Schedules for relocation will be: o March 1st & o September 1st

https://www.azlibrary.gov/arm/schedules-standards-forms-and-guidance

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Long Term Archives

• CAD Admin will be the responsible party to organizing the relocation of the project files and maintaining the schedules

4 Uploading close out documents to ProcureAZ

CMS to initiate a Change Order to the project and upload all closeout docs into ProcureAZ

5 Lessons Learned

PM shall coordinate a “Lessons Learned” meeting with the following participants:

• PM • CMS • Procurement Official • A/E • GC • Construction Services Manager • Budget Manager

The form to be filled out during this meeting is :Lessons Learned Once the meeting is held and the form is filled out, it will be stored in location: S:\GSD\GENSERV\Planning_and_Construction_Services_PCS\LESSON'S LEARNED - MISC PROJ

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Form: PC 05 Substantial Completion Who:

Owner: Agency Point of Contact (POC) Project Manager (PM) Architect/Engineer (A/E) General Contractor (GC)

Date: 07/27/2017

Revision: 0

1 Substantial Completion (SC) 1. Date certified by A/E and issued to GC, AIA Document G704.

2. Warranty period starts at date of SC. 3. PM gives to Support Staff to log in to establish 11th

month walk through. 4. Its minimum content must declare that the following

requirements have been accomplished: 5. The using agency accepts and understands its obligations.

Attach a copy of the using agencies’ request for occupancy

6. The A/E has received the requisite documents, see Project Closeout Checklist, Specification Section 01701 for following information:

7. The Contractor shall deliver draft close out requirements to the A/E in sufficient time for the Architect to review them prior to the SC inspection:

8. The expected date of Final Completion. 9. Contractor may submit pay app at this time. 10. PM, A/E, GC and a representative from the Using

Agency should attend the SC walk through. 11. PM to ensure all procedures below are followed:

a. Contractor must give the Architect a written request to do a final punch-out inspection for the SC; which will list the items the Contractor will need to complete or correct.

b. The Architect must set the time for SC inspection and so notify the Contractor within seven (7) days of receiving the Contractor’s request and

c. An affidavit that all indebtedness has been paid or satisfied on AIA Document G706 (Affidavit - Settlement of Debts & Claims) Conditional and Unconditional Release of Liens attached to final pay application

d. Evidence that the required insurance will remain in force through the warranty periods and won’t be canceled until at least thirty (30) days’ notice of expiration date has been given to ADOA Construction Services

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e. All Record Drawings

Catalog Data f. Schematics g. Manufacturer’s Specifications h. Manufacturer’s Operating and Maintenance

Instructions i. Extra Materials (if specified) j. Substantiation of Training Sessions (if specified) k. Warranties l. Guarantees m. Certificates n. Certificate of Occupancy o. The GC must have sign-off from State / Fire

Marshall before SC can be issued p. Any other data establishing satisfaction of

obligations as the PM may designate q. The Architect shall make the SC inspection and

issue the Contractor a list of items not in accordance with the contract. If there are such items found he will immediately notify the Contractor

r. The Contractor shall promptly correct all non-conforming items and request another SC inspection. (Should a second SC inspection be necessary, because of Contractor’s fault, Contractor may be required to compensate the Architect and the State)

s. When the Architect determines the work substantially complete he shall prepare the Certificate of Substantial Completion

t. The SC Certificate shall describe and establish the responsibilities of the ADOA and Contractor for security, maintenance, utilities, insurance, and damage to the work; and list any non-conforming items remaining (called the Final Punch List - which shall be corrected by the Contractor before the Final Completion Date).

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Form: PC 06 Warranty Who:

Owner: Agency (CMS) Project Manager (PM) Architect/Engineer (A/E)

Date: 07/27/2017

Revision: 0

1 Warranty • Date of Substantial Completion shall become the date of commencement of One (1) Year Guarantee period: provided, however, that those items of work specified as having long guarantees shall be guaranteed for the period specified

• The CAD Administrator keeps one set of As-Built Drawings and O&M Manuals. The remaining As-built Drawings, O&M manuals and CD of As-Built Drawings (as required by AIA Contract and a CD to BPS/Lead Inspector) are sent to the Using Agency for their files

• Funds from Building Renewal must pay for 11-month warranty at time of inspection

• A copy of the Substantial Completion form needs to be logged in with Support Staff to prompt the 11th month warranty inspection

• Final Pay Application will not be approved until all requirements for Substantial Completion have been met.

• As-built Drawings (CD) and Project Closeout Checklist can be and /or submitted just prior to final completion (Reference General Conditions 9.8.1).

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Form: PC 07 Lessons Learned Who:

Owner: Using Agency

Date: 07/27/2017

Revision: 0

1 Lessons Learned Template Capturing lessons learned is an integral part of every project and serves several purposes. While the finalization of a formal lessons learned document is completed during the project closeout process, capturing lessons learned should occur throughout the project to ensure all information is documented in a timely and accurate manner. The lessons learned document serves as a valuable tool for use by other project managers within an organization who are assigned similar projects. This document should not only describe what went wrong during a project and suggestions to avoid similar occurrences in the future, but it should also describe what went well and how similar projects may benefit from this information. Lesson Learned Form The archive location for lessons learned is:

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Form: PC 08 For Future Use

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Form: TI 01 TI Project Manager Who:

Owner: Project Manager (PM)

Date: 07/27/2017

Revision: 0 1 New project request form. All new tenant improvement projects are to be submitted by

the tenant (Agency) Facilities Coordinator or authorized representative via the Building and Planning website and link; http://gsd.azdoa.gov/TIRequestForm.asp

2 Project / Building Site Surveys. All site surveys are to be scheduled with the client/tenant in advance by the assigned Project Manager. The Project Manager will complete an initial site survey of the project area for every project to obtain the following information, and then input the data into the existing as-built drawings. The project manager can obtain an as-built drawing from the electronic files or request one from the CAD file operator or the TI Manager.

• All accessible electrical receptacles, (wall, ceiling and floor mounted).

• All accessible voice/data receptacles, (wall, ceiling and floor mounted).

• All fire suppression discharge heads and fire sprinkler risers.

• All fire equipment, (i.e. pull stations, horn/strobes, smoke detectors, Knox boxes alarm panels extinguishers, fire hoses etc.).

• All lighting controls/switches and ceiling mounted motion/passive IR sensors.

• Ceiling soffits. • Existing grid/suspended ceiling lay out. • All lighting fixtures, (wall or ceiling mounted). • All HVAC supply/return grill fixtures, ceiling fans,

exhaust fans, (wall or ceiling mounted). • All HVAC thermostats, (wall or ceiling mounted). • All physical security equipment, (i.e. card readers,

key pads, trilogy locksets, push to exit switches, C.C.T.V. cameras/monitors alarm key pads, sirens, strobe lights, panels).

• All emergency lights and exit fixtures. • All plumbing fixtures, including water heaters, and

instant-hot water heaters. • All millwork, (i.e. upper/lower cabinets, built in

bookcases)

http://gsd.azdoa.gov/TIRequestForm.asp

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• All accessible appliances including but not limited to microwave, refrigerators, copiers, server racks. (Additional items such as stove, coffee pots, toaster ovens, oven, steam tables, deep fryers, etc. for cafeterias).

• All fencing, server cages. • All automatic external defibrillators (AED). Any state

building that is constructed or any state building that undergoes a major renovation at a cost of at least two hundred fifty thousand dollars after the effective date of this section must be equipped with automated external defibrillators. ARS§ 34-401 Fiscal Year 2003-2004.

Critical Project Note: Existing doorframes, hinge hardware, and mounting hardware are never re-used; only the door itself and lockset may be salvaged and re-used. Used doors must have a new custom doorframe, hinge hardware and mounting hardware fabricated or provided for a used door to be utilized.

3 Drawings and Scope of Work • All tenant improvement projects will have a defined project drawing. The drawings should include all reasonable data necessary for the reader of those drawings understand the final finished product.

• The Tenant Improvement Section has developed and continues to evolve the drawing standards. Recommendations and alternative suggestions are welcome but will be evaluated and approved by the Tenant Improvement Manager.

• All Project Managers and CAD Operators will use the current standards when creating proposal or final drawings. Project Managers will ensure that drawings created by a CAD Operator contain all relevant information or specifications identified to the defined scope of work. CAD Operators will not alter or remove information from a defined scope of work without review and approval from the project manager of record or the Tenant Improvement Manager. The CAD operator is responsible for updating any defined drawing standards upon review and approval by the TI Manager.

4 Drawing Key Notes, General Notes Standards

General notes and key notes are to be annotated in paper space at 1/8”. Notes done in drawing space are to be scaled to

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the viewport. All keynotes will be number bulleted with no leaders. General notes will be bulleted with no leaders. When leaders are used the leader arrow head is to be closed filled.

• Contractors are responsible to maintain a clean, orderly, safe and secure project site. All contractors and sub-contractors on the site will comply with and enforce all health/safety regulations while on the project site and state property.

• Contractors shall take necessary precautions to confine construction dust/debris to the immediate project site and preventing it from being transported to adjacent occupied areas by using plastic barriers, drop cloths, vacuums etc.

• Contractors will provide a construction dumpster on site and transport all construction debris from the project site to the construction dumpster. Existing site dumpsters and office waste receptacles are not to be used for construction debris.

• Contractors to coordinate building/site access, project schedules, change orders, staging areas etc. with the Tenant Improvement Project Manager not the tenant/agency occupant.

• Contractors are responsible to verify all existing and new construction dimensions at the job site. Dimensions are not to be scaled from drawing. In case of discrepancies notify the Tenant Improvement Project Manager for instructions on how to proceed.

• Contractors are responsible for accurate placement of the new construction in full compliance with all applicable building codes, and regulations.

• ADOA building tenant/client is responsible to relocate or clear all state and personal property, furniture, equipment etc. to extend no less than five feet (5’-0”) from the project site.

• Equipment purchased/operated by the tenant for its sole use or operational needs is the sole responsibility and ownership of the tenant. ADOA is not responsible for the maintenance, repair or replacement of said equipment. These items include but are not limited to server systems, independent ac systems, backup generators, security/surveillance systems, metal detectors, x-ray machines, refrigerators/ice machines modular furniture etc.

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5 Asbestos Procedures • Project Managers will submit their projects to a Certified AHERA Building Inspector for review. The AHERA Building Inspector will complete a site survey and review of existing reports to determine if testing is required or if re-certification can be administered.

• For all re-certifications, the Project Manager will be provided with a re-certification letter that includes the inspector’s name, signature and valid certification number. The project manager will retain the re-certification letter in the project file.

• Laboratory testing results found to be positive will require abatement under OSHA 29CFR1910.1001 and 1926.1101. The project manager will provide to the GSD Chief Engineer and electronic copy of all original asbestos documents upon the completion of the project. The Project Manager will provide one hard copy to the client/tenant representative for the project and retain one copy in the project file.

6 Data Base Entry • The TI Data Base entry screen is the communication tool that allows the Project Manager to communicate and share the most critical information of the project amongst the Tenant Improvement Team as well as accurately track and note important data, dates, and communications relevant to the project for the project. Reference Chapter 11 in the Ops Manual for image of the TI data Base entry screen along with a step by step tutorial and definition of each field.

7 Critical Data Tracking Information

• Every tenant improvement project will have dates annotated in the notes field and in the date fields where applicable. This allows for accurate and timely reference and management of dates where the project manager or the tenant may be exceeding established deadline dates and a timely execution of the project process. Refer to Chapter 11 in the Ops Manual.

8 Construction Drawings Standards

• The Tenant Improvement Section has developed and continues to evolve the drawing standards. Recommendations and alternative suggestions are welcome but will be evaluated and approved by the Tenant Improvement Manager.

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• All Project Managers and CAD Operators will use the current standards when creating proposal or final drawings. Project Managers will ensure that drawings created by a CAD Operator contain all relevant information or specifications identified to the defined scope of work. CAD Operators will not alter or remove information from a defined scope of work without review and approval from the Project Manager of record or the Tenant Improvement Manager.

9 Project Drawings and Scope of

Work • All tenant improvement projects will have both a

defined project drawing and defined project scope of work. Both these items should include all reasonable data necessary for the reader of those drawings or scope of work to understand the final finished product.

• The Project Manager is responsible for identifying and providing solutions and alternatives to the client/tenant to their proposed scope of work that may be a better use of space and longevity to the building. The Project Manager will identify and propose corrective actions to be taken on all code requirements, code compliance will always supersede client/tenant proposed scope of work.

10 Project Management and

oversight Project management and oversight includes regular site inspections of the project site for the duration of the project. These inspections should include ensuring performance and compliance obligations by the contractors and his/her sub-contractors. Adherence to the defined project scope of work, code and regulation compliance, site safety and customer/tenant follow up and progress reporting.

Project Managers will apply Project Management and Oversight charges to all TI projects. The following breakdown identifies the applicable percentage to the applicable project cost before the management/oversight costs are added.

• $0.00 - $4,999.99 = 5% • $5,000.00 - $ $9,999.99 = 6% • $10,000.00 - $49,999.99 = 7%

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• $50,000.00 - $150,000.00 = 8%

11 State Fire Marshal Plan Review All tenant improvement projects are required to be submitted to the State Fire Marshal for plan review when the following building systems are impacted by the project scope of work. The permit fees are part of the project costs and are to be obtained from the tenant prior to submittal to the State Fire Marshal’s Office for plan review.

• Fire suppression systems • Fire alarm systems • Wall construction or demolition, to confirm life safety

issues are addressed. The Project Manager is to obtain and complete the permit application form, (See the attached example below). Submit a request for an electronic funds transfer via email to the Fiscal Services Unit Manager, and cc DOA Controller), Fiscal Services Specialist and Accountant

Once the process is completed at accounting, you will receive the completed ISA Funding Document. Submit the completed funding document, completed permit application along with all applicable plans to the State Fire Marshal’s Office for plan review and request a confirmation number or receipt.

Be sure that copies of all documents are in the project folder and all required documents are uploaded into Procore.

12 Risk management Project

Review All tenant improvement projects are required to be submitted to Risk Management that meet the following criteria;

• Projects that meet or exceed $25,000.00 total project costs.

• Projects involving “security upgrades”, (i.e. ballistic re-enforcement, CCTV systems, metal detectors, x-ray screening equipment, chemical/biological screening equipment etc.), regardless of project costs.

• Projects involving “panic alarms”, (see Panic Alarm Application Process).

• If the project manager has reason to believe a project that does not meet or exceed the above criteria but may require review should execute reasonable judgment and confer with Risk Management or, elevate it to the Tenant Improvement Manager for determination.

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13 Vendor Performance Report Vendor performance reports can be both positive and negative. Project Managers are required to complete a “Vendor Performance Report” for any construction or professional conduct or service that is negative or substandard, even if the contractor or subcontractor takes corrective action after the fact. The Project Manager should enclose all relevant site photos and documents.

14 NCIC/ACIC Criminal Wanted/Warranty Checks

Contractor/Vendor employees are subject to NCIC/ACIC Criminal Wanted/Warrant Checks. These will be performed through DPS/Capitol Police using the below form completed by the individual and returned to the project manager. NCIC/ACIC checks will be performed on all contractor employees accessing a Tenant Improvement project in the following locations:

• 1700 Executive Tower 7th 8th or 9th Floor. • 1700 House of Representatives • 1700 State Senate • 1601 Department of Corrections • 1645 Department of Corrections • 1600 Department of Revenue • As requested by the tenant

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Form: TI 02 Tenant Improvement (TI) Projects Who:

Owner: Project Manager (PM), Architect/Engineer (A/E), Owner (POC), General manager (GM), GSD Finance

Date: 07/27/2017

Revision: 0

1 Initial Site Survey • Project Manager (PM) and designer perform a full site survey of the proposed project site.

• Document all existing conditions for input/update to the existing as built drawings.

• Initiate the ACM review process. (ACM Review should be completed prior to the detailed scope of work and drawings go to the customer/tenant for review and approval). The ACM Inspector provides an original signed re-certification letter to the requesting Project Manager. This letter is to be retained with in the project folder.

• PM updates/inputs appropriate data into the TI data base.

2 Scope of Work / Project Drawings

• PM or CAD Operator creates the proposed project drawings with detailed scope of work using copy or save-as. DO NOT ALTER THE BASE FILE


3 Customer / Tenant Plan Review • PM provides the proposed drawings with the detailed scope of work to the customer/tenant for review and approval. (Customer/tenant must sign the drawings or reply to the email including the drawings and detailed scope of work.

• PM retains the original approved project drawings and detailed scope of work in project file.


4 Initiate Contractor Request for Quote

• PM determines to use JOC contract, formal SPO solicitation or informal written three quote process, which will be facilitated by Procurement Manager through ProcureAZ. Project Manager initiates the proper protocol for the appropriate RFQ process.

• PM to determine and set the proposal due date. • PM to print a copy of the request for proposal and

place into project folder.

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• PM updates/inputs appropriate data into the TI data

base.

5 Contractor Site Survey • PM establishes wit contractor/contractors the date and time of the contractor’s site survey. (All contractors are to attend the site survey on that date and time. Do not schedule multiple site surveys).

• The PM controls the progress of the project and sets the deadline dates not the contractor. Follow up site surveys can be accommodated but should be discouraged.


6 Contractor Proposal Review • PM completes the review of the contractor proposal/proposals.

• PM prints and retains a copy of all proposals in the project file.

• A PM stamp, “approved”, on the approved contractor proposal and retains it in the project file. Revised proposal are stamped, “approved” and the PM initials and dates next to the approved stamp. All previous approved proposals are stamped, “void” and the PM initials and dates next to the stamp. These are retained in the project folder behind the most current approved proposal.


7 Project Funding Process • PM completes the ISA, Companion Transaction and Funding letter.

• PM hand-delivers or inter-office mails the original paperwork to the customer/tenant. The PM retains a copy of the funding documents in the project folder.


• Upon receipt of the completed funding documents, (originals no copies) from the customer/tenant, the PM enters relevant data into TI data base, complete/attach the project review checklist and submit to the TI Manager for review. o Note: If funding is not received 7 business days

from date funding was requested, the PM will send

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a notice of intent to cancel the project. The deadline date will be 14 business days from date funding was requested. A note will be added to the TI data base by the PM. If funding is still not received by the 14th business day from date funding was requested, the PM will send the project cancelation notice with reasons for cancelation. A note will be added to the TI data base by the PM.

• General Manager returns the executed/signed funding paperwork to the TI Manager, who returns it to the PM.

• PM submits the executed funding paperwork to GSD Finance to execute the funds transfer between customer/tenant and ADOA accounts.


• GSD Finance returns copies of the fully executed funding documents to the PM.

• PM extracts/disposes the incomplete funding document copies from the project file and replaces them with the executed funding documents.

8 Procurement Process • PM creates the purchase requisition as a “release or open market” as required by procurement protocols.

• PM submits the purchase requisition for review and approval.

• PM prints a copy of the purchase requisition and attaches it to the approved contractor proposal.


• PM prints a copy of the purchase order and attaches it to the purchase requisition and the approved contractor proposal.

9 Construction • PM coordinates with and obtains from the contractor under contract with the State an agreed construction schedule.

• PM to issue as needed temporary contractor access badges for the project site. Complete necessary access badge paperwork and load the temporary badge with ADOA Badging or tenant/client badge access system.

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(Recommend the badge be tested on site at entry points prior to first date of construction).

• PM is to perform regular site survey and progress inspection at every construction site for the duration of the construction phase. A running punch list can be communicated and coordinated to ensure quality controls and standards prior to completion.


10 Punch List • PM to complete a site survey with the customer tenant and identify all punch list items remaining to be completed that do not meet the quality controls and standards of ADOA.

• PM to perform a site survey with the contractor to identify the punch list items to be resolved. Coordinate an agreed timely schedule with the contractor to complete the identified punch list items.


• PM to complete a final walkthrough following the completion of the punch list resolution.


11 Payment • PM to obtain and review all contractor invoices for accuracy.

• PM completes the receipt payment process via ProcureAZ interface.

• PM to retain a copy of the invoice with completed receipt attached on top of the PO.


12 Project Closeout • PM to routinely check the CATS/TURKEE or current account reporting software to confirm invoice payment. Once payment has been confirmed the PM can proceed with the project closeout.

• PM to print out the Tenant Improvement Detail Report for the applicable project.

• PM to print out the TI Closeout Form and complete the applicable sections.

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• PM to print out the cost estimation page from the TI data base. This page will be attached to the original TI closeout form and sent to GSD Finance for processing the Project Management/Oversight costs.

• PM will retain a copy of the completed TI Closeout Form, the original CATS/TURKEE, and Tenant Improvement Detail Report in the project folder.


• PM creates the project archive folder and label then forwards the project folder to the Tenant Improvement Manager for review.

• Tenant Improvement Manager reviews the project folder and project data base. Deficiencies will be annotated and returned to the PM for correction and resubmission. Projects with no deficiencies will be returned to the PM to be filed in archives.

• PM will forward all as-built drawings to the CAD Operator to update the main drawing files with the as built data.

• PM will provide all original closeout documents and warranty documents to ADOA facilities upon receipt from the contractor/contractors. He/she will retain a copy of the closeout documents and warranty documents in the project file.

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Form: TI 03 Other Agency Funding – Interagency Service Agreement (ISA) Who: Project Manager (PM)

Owner: Project Manager (PM), Owner (POC), Customer-Tenant (C-T), Building & Planning Manager (BPM), GSD Finance

Date: 07/27/2017

Revision: 0

1 ISA Letter Data Input • PM completes the ISA Letter template, and includes the following information:

- Date on Letter - Customer Name and Address - Project Number and Name - Estimated Cost for the approved scope of work is ____ - Funds in the amount of ___________ - PM signs

2 ISA Data Input • PM Completes the ISA document template, and includes the following information:

- Other Agency Name in Title - Other Agency Name in 1st Paragraph - Tenant Improvement Project Number in 2nd Paragraph - Address of Project Facility - Item Number 2 - Numerical Amount of project funding - Item Number 4 – Estimated Project Duration through

Substantial Completion - Tenant Signature Line: Add Department Name,

Address and Responsible Tenant Name.

3 Estimate Data Input • PM completes an Estimate Breakdown sheet and provides the minimum information below:

- Project Number and Name - Summary of Work - Cost Breakdown by lump sum or cost code - Include PM Fee in percentage and numerical value - Include Contingency (Design and/or Construction) in

percentage and numerical value - Project Numerical Value - Other Agency Contact Name: __________,

Phone_______ and Email: _____________

4 Send/Receive ISA • PM scans all the above documents and emails to Customer-Tenant contact. The PM retains a copy of the

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funding documents in the e-file and places the original in a hard copy project folder.

• C-T must sign date and input Accountant contact information and return to PM via email, hard copy if needed can be sent by inter-office mail.

o Note: If funding is not received 7 business days from date funding was requested, the PM will send a notice of intent to cancel the project. The deadline date will be 14 business days from date funding was requested. If funding is still not received by the 14th business day from date funding was requested, the PM will send the project cancelation notice with reasons for cancelation.

• PM submits the executed funding paperwork to Building and Planning Manager (BPM) for signature and date.

• PM scans all executed documents and provides any Tenant accountant email with transfer information to GSD Finance.

• GSD Finance to execute the funds transfer between customer/tenant and ADOA accounts.

• GSD Finance returns copies of the fully executed funding documents to the PM and provides account/funding information.

• PM is now ready to start the requisition and purchase order process.

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Form: TI 04 Processing an ISA

Who:

Owner: Construction Manager (CM) Building and Planning Manager (BPM) Agency Point of Contact (Agency POC) Project Manager (PM) Budget Officer (BO) Arizona Department of Administration, General Services Division (ADOA) Rough Order of Magnitude (ROM)

Date: 07/27/2017

Revision: 0

1 The Agency POC requests the assistance of ADOA to develop and implement a project.

2 The CM and the Agency POC determine the scope of the project and a ROM budget.

3 The CM gets the scope and budget estimate to a TI PM who prepares the ISA document and the Construction Cost Estimate. The BPM will issue a Project Number.

4 The ISA is reviewed and executed by the BPM.

5 The PM who will secure the signature of the Agency POC on the ISA and the Agency Accountancy Contact on the Construction Cost Estimate.

6 The executed documents are forwarded to the BO who will determine if a function code has been created. If necessary, the BO will establish a function code for the project. The BO will enter the ISA into the system. The BO will request the funds from the Agency and when they are received by ADOA will advise the PM that the project is funded and POs may be issued

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Form: TI 05 For Future Use

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Form: FA 01 Fire Alarm Monitoring Controls Standard Operating Procedures

Who:

Owner: Project Manager(s), FOAM Managers and Supervisors General Contractor Lead State Data Center (If applicable)

Date: 07/27/2017

Revision: 0

1 Purpose To define the actions needed in managing the Fire Alarm System before, during and after any Remodel, Tenant Improvement , Construction, Demolition or other alterations to a building/property that will affect the fire controls.

2 Actions Prior to Scheduling

1. Prior to any work a description of work being performed and all areas affected must be established.

2. Any needs pertaining to the Fire System must be defined and/or established.

3. A site walk of the building, area or location affected shall be performed.

3

Scheduling Fire Alarm Support

• Submit a work order to FOAM for scheduling o Email request to

[email protected] OR Call

o Phone number- 602-542-4594 • 48 hour advance notice or more is always appreciated • When submitting a request please be sure to include:

o Location and areas within the building that are affected

o Date and time of the event and the duration o Explain If you want the *System in Test and/or the

*Deactivation of the Audio and Visual Alarms.

4 Local, State and Federal

Law, Code and Regulations

All Parties involved shall follow Local, State and Federal Fire and Safety Codes, Laws and Regulations.

5 Definitions System In Test – When the fire alarm monitoring company has been notified not to dispatch the Fire Department, DPS, or any other rescue services for that building. (Note: This does not affect the fire alarm system for the building. The fire alarm system will still perform in its normal state unless altered.) C.O.P.S- Central Monitoring Company


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Deactivation of Audio and Visual Alarms- FOAM shall be notified before any Construction, Tenant Improvement or work will be performed at a Building that may unintentionally activate an alarm. FOAM will then deactivate the necessary alarm points and or Audio and Visual devices to prevent the evacuation of the building and or sounding of the alarm. (Note: Some systems may require a Licensed Contractor with the necessary equipment to remove certain points or deactivate audio/visual alarms.) Points (Audio, Visual)- These are the areas/ devices listed on the panel such as horn strobes, smoke detectors, heat detectors, relays for equipment. (Note: Points may or may not be able to be deactivated per floor, room or specific location depending on the system. ) Devices: Can be specific items such as smoke detectors, heat detectors, horns, strobes, relays for elevators, doors, shunts.

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Form: FA 02 For Future Use

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Form: MISC 01 State of Arizona GSD Onboard Process for New Employees

Who:

Owner:

Date: 07/27/2017

Revision: 0

1 New GSD Staff Have a member from GSD & HR introduce new hire to team & take new hire to lunch

2 Staff Work Station GSD member to show new hire to work station and go over the sign in with YES portal along with email procedures

3 Capitol Mall Tour Identify building names & numbers with new hire and take a short tour of the mall

4 GSD Manuals GSD member to direct new hire to CBT training location and standard of work forms to get familiar with the GSD process (process to take over a week to implement)

5 SPO State Procurement

Introduce new hire to SPO and how SPO works with GSD and an introduction to ProcureAZ website

6 Training & Workload Integration

GSD member to work with new hire on other training requirements and integration of workload with new hire and their internal team members (process will be over a week to implement)

7 Follow Up GSD member to work with new hire thru the processing period to assist with questions procedures and next steps (process to be over two weeks to implement)

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Form: MISC 02 Keys Check Out Process Who:

Owner: GSD/PHYSICAL SECURITY Date: 05/16/2017

Revision: 0

Starting Process

1 MASTER KEYS No unauthorized person should be allowed access to, nor handle or examine the Master Keys. ONLY GSD EMPLOYEES WILL BE GIVEN ACCESS TO THE MASTER KEYS.

2 MASTER KEY SIGNATURE SIGN OUT FORM

Anyone checking out Master Keys will need to sign Master Key Signature Sign Out Form. The original Master Key Signature Sign Out Form will be held in the lock box until the keys are returned. This is the link for the sign out sheet: Master Key Sheet

3 MASTER KEY CHECK OUT LOG

After the signed Master Key Signature Sign Out Form is collected, the CMS will log the check out with the following information:

Name (Of the person checking out the keys) Employee’s Title Phone number A check mark to verify they signed the sign out Master

Key Signature Sign Out Form Date Checked Out The reason they checked out the keys Email address

4 MASTER KEYS CHECKED BACK IN

Upon the return of the Master Keys, the returning party will sign the Master Key Signature Sign Out Form that the keys were returned and the CMS will update the Master Key Check Out Log with the date of return.

***** If the CMS is not available the Master Keys may be checked out by Armando Milheiro or Ruben Duran

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Form: MISC 03 Standard work – Reserve ADOA Vehicle Who:

Owner: Date: 07/27/2017

Revision: 0

1 Reserve ADOA Vehicle Plan your timeline for vehicle usage Determine which vehicles are bookable All bookable vehicles will have an identifier number such

as ADOA Vehicles are GSD_242 and GSD_G828FB

2 Outlook Sign in to your Outlook Go to Calendar New Appointment

3 Appointment Icon Subject (Project or reason you are reserving a vehicle

Location – Address Scheduling Assistant If you are reserving the vehicle for an all-day event select

all day event box Select your day and time on the Appointment tab or

scheduling assistant tab Remember to add for your travel times of going and

coming back 4 Scheduling Assistant Icon Select – Add Attendees

Type in vehicle number GSD_242 or GSD_G828FB Highlight the vehicle/vehicles Select - required Verify available dates on the calendar Click back to the Appointment icon

5 Appointment Icon Review information is correct Hit Send

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Form: MISC 04 For Future Use

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