User's Guide Glossary may help to decipher this list.

INITIAL CONTACT

• Contact Originator; identify client and general scope
• Meet with client; determine program, budgetary and schedule constraints
• Propose solution for estimate

ESTIMATE

• Check as-builts, compare to field conditions
• Survey, soil engineering required
• A+E Costs
  • Include as-built and base map revisions in closeout costs
• Outside consultant costs: refer to consultant's scope checklist*
• Preliminary review by Campus Engineers
• Preliminary code check/ handicap accessibility check
• Construction costs
  • Sprinklers, heat and smoke detectors, alarm tie-in
  • Energy Management System
  • Telephone/ Data
  • Mechanical
  • Furnishings and Equipment
  • Carpet and Blinds
  • In-house work orders (including hardware and keying)
  • Will client occupy during construction? Restriction on work hours?
  • Will the schedule require overtime work?
• Information Technology Services (ITS) costs (usually specifically excluded)
• Designated Campus State Fire Marshall (DCFM)/State Fire Marshall costs
• Division of State Architect Costs
• Moving, storage costs (usually specifically excluded)
• Systems shut-downs and start-ups
• Campus Lock Shop
• Special Items
• Testing to locate structure
• Environmental documentation costs
• Design Advisory Board and Advisory COmmittee on Facilities (ACF) costs (preparation, meetings, changes)
• Asbestos, lead-based paint, or other suspect material? Contact EH&S
  • include costs
• Contingency
• Review of architectural project estimate by Small Projects Manager
• If greater than $20,000: information to client on other reviews, approvals, etc.
• E-mail estimate form letter to client (form letter on server)
  • Provide hard copies of plans, etc. as required

PRE-DESIGN

• Minor Cap Summary Form and ACF approval (through Capital Planning and Space Management)
  • Any addition or deletion to built area of campus
  • Over $35,000 project cost, unless maintenance or repair
• Project over $400,000
  • only $100,000 of 19900 funds may be used
• Architect/Engineer selection and authorization
• Research current building and utility plans, existing CAD files

SCHEMATIC DESIGN

• Preliminary notification of EAG for Environmental Impact Classification
  • Consult campus arborist as applicable
• DAB/ Campus Architect approval
• Maintain track of project costs, including A and E, throughout design
• Client approval of schematic design and estimate

CONSTRUCTION DOCUMENTS

• Room numbering: Capital Planning and Space Management (CPSM)
• Review by Project Manager
  • Project Program
  • Campus Standards/ use of standard specifications
  • LRDP
• Client/Users approval
• Title 24 Energy calculations and documentation
• Environmental Assessment Group
  • Environmental Impact Classification (EIC) Form
  • Instructions to file Notice of Exemption as applicable
• Architecture: Small Projects Manager/ Campus Architect
• Engineering: Mechanical/ Electrical/ Civil (as required)
  • Refer to Electrical Requirements- Small Projects
• PP&C Records Department: Review Submittals Schedule and Closeout Specifications
• ITS : review (if there is a phone, there must be data), contact Russ Johnson (russj@ucsc.edu)
• Physical Plant: Heat Plant/ Custodial (as applicable)
• Fire: UCSC DCFM/ State Fire Marshal (as required)
  • Architect or Engineer stamped drawings/ 2 week minimum review
  • UCSC Fire Marshal approved set to State Fire Marshal
• Environmental Health and Safety (as required)
• Monterey Bay Unified Air Pollution Control District
• Accessibility: ADA Compliance Officer
• DSA (Division of the State Architect, formerly OSA)
• Transporation and Parking Services (TAPS): designated construction parking*
• Police: Security issues (as Required)
• Independent Seismic Review (wood frame less than 3000SF exempt)

BIDDING

• Refer to Construction Contract Flow Chart and Bidding Procedures Matrix for additional details*
• Request to have contract written/ bid
  • Original through routing list
  • Written justification to accompany all negotiated contract requests
  • Copy in queue at PP&C Contracts
• Plans and Specifications to Contracts Unit for Printing
• Inspector Request to Senior Inspector (as required)
  • Construction Documents to Inspector
• Prepare Purchase Orders and Work Orders (as required)
  • Hardware (keying)
  • Carpet
  • Furnishings and Equipment
  • Moving
  • Systems shut-downs and start-ups
• Pre-bid Conference; refer to sample agenda*
• Bid opening
  • Client notification

CONTRACT AWARD

• Review Total Project Costs and Funding
• PM instructs contracts unit to proceed
• Notification to Building Sponsor of scheduled work (work order desk has list of sponsors)
• Notification to Campus of scheduled work (as necessary)

PRE-CONSTRUCTION

• Verify need for Inspector
• Pre-Construction Conference including Project Manager, Inspector, Contractor, and User
• PP&C Records Department Conference with Project Manager to review Submittals Schedule and Construction Document Procedures
• Provide Building Representitive with detailed schedule with possible noxious activities, as applicable
  • Indoor Air Quality Notification Form
  • Asbestos Abatement Notice
• Documentation by pre-construction conference check-list* and meeting notes
• standard distribution of Project Directory*
• Provide Work Orders to appropriate campus crafts
• Provide keys to contractor with notification of liability for loss
• Fire Marshal and Engineering review of the sprinkler/ fire alarm shop drawings
• Notice to Proceed

CONSTRUCTION

• Coordinate Construction Activities
• Request to work during non-scheduled periods* (Server: Departments: A+E forms: Notices/ Other forms)
  • Fax distribution: Police x9-2231, Fire x9-3473, Communications x2435
• Utility Shut-Down Procedures
• Indoor Air Quality Notification*
• Inspect and Record Progress of Work
• Document Construction Progress Meetings
• Review Progress Payments
• Inspection by UCSC lockshop prior to punchlist
• Final Walkthrough and Punchlist
• Routine inspection of new or remodeled facilities for seismic anchoring of nonstructural building elements
• Fire Marshal test of Alarm and Sprinkler Systems

PROJECT CLOSEOUT

• Maintenance Staff walk-through
• Fire Marshal final inspection, confirm that "record set" has been sent to SFM
• Record set to DSA
• Obtain User's approval of the completed project
• Operations and Maintenance Manuals
• As-built / Record Documents
  • Plans to Records Department
  • Marked "As-built", scanned and archived
  • Record CAD Files checked for CAD Standards compliance, archived
  • Annotated Specifications to Records Department (where applicable)
• Ensure submittal of extended and special warranties
• Update Basemaps
• Notification of Purchased Utilities Manager (R. Dunn) of any changes to meters
• File Notice of Completion (Over $25,000 contract)
• Release of Retention (over $25,000 contract)
• Approve Final Payment to Contractor
• Notification of Warranty Deficiences*
  • Meet with Records Department to confirm Warranty Deficiencies process setup and procedures
• Maintain CFR File/ Work Package until the dust settles
• Return Work Package to Work Order Control Desk
• Insurance Valuation Form for Property
• Retrieve contractor keys

GENERAL

• Files*
  • correspondence
  • telephone logs
  • meeting minutes
  • punchlist
  • submittals

  * refer to other sources

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