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Home Planning, Design & Construction Design & Construction Standards Initial Job Conference Guide

Initial Job Conference Guide

The purpose of this conference is to establish the administrative procedures which are to be followed in the execution of the contract. The conference also affords an opportunity for the contractor to meet key personnel and to discuss matters pertaining to the job with them. Familiarity with the technical requirements of the contract is assumed. This guide serves only to highlight certain contract administration requirements.

  1. Introduction

    1. Introduction of Personnel Present

      (Document:  Sign-in Sheet, pg 11a)

      1. PSU Personnel
      2. Customer/ User Personnel
      3. Contractor Personnel
      4. Professional Personnel
    2. Description of Project (designated University representative to complete before meeting)

      1. Project Title and Scope:
      2. Project #:
      3. Campus Location:
      4. Contract Award Date:
      5. Contract Award Price:
      6. Contract Completion Date:
      7. Liquidated Damages:      $_____________ per Day
      8. Estimated on-site start date:
    3. PSU Organization

      1. Direction only from the designated University representative:  CSR/ PM/PC:
      2. Questions regarding payments should be addressed to: Bikem Oskin - (814) 863-3316.
      3. Questions regarding Change Orders should be addressed to: Project Manager or CSR.  PM should decide before job conference as to extent of involvement of CSR.
      4. University Park Emergency #s:
        1. Service desk- 865-4731
        2. Police Services- 863-1111
      5. Campus Location Emergency #s: Contact designated University representative.
      6. Direction from any other individuals will not be acknowledged or reimbursed.
  2. Campus Administration

    1. Parking

      (SEE sect F-06, F-22 for details)

      1. Parking for one vehicle for each Prime Contractor must be provided at the project site.  The fee for these vehicles shall be established by the Parking Office.
        1. University Park contact David Dorman to review: (814-863-5684)
        2. Campus locations: (contact designated University representative)
      2. Parking for all other vehicles will be provided in a parking lot designated by the Parking Office, at a fee per vehicle established by the Parking Office.
      3. Contractor's must inform employees that they cannot park at any location other than the assigned area.
      4. Contractor shall arrange for transportation between the assigned parking area and the project site.
      5. All traffic subject to rules, regulations, and penalties of the University and applicable local laws. All construction traffic shall use only roads designated by the University.
    2. Job Site Security

      (SEE sect F-29 for details)

      1. Will not be provided by the University.
      2. The University is not responsible for damage or loss to contractor's property.
    3. Medical Treatment

      1. Normal (Contractor Responsibility to Arrange)
      2. Emergency- Call : 911
      3. Contractor shall maintain a complete, OSHA compliant, first-aid kit on site.
    4. Fire Protection

      (SEE sect F-28 for details)

      1. Fire Lanes and Access
      2. The general contractor shall enforce regulations covering all fire hazards.
      3. No fires for any purpose shall be permitted on the project.
      4. No welding, cutting by torch, or work utilization shall be done unless approved.  If approved by PSU, the Contractor shall secure a hot work permit. (pg 47)
      5. Emergency- Call : 911
    5. Campus Operations

      1. Noise Control (SEE sect F-33 for details)
        1. Mandatory noise abatement attachments for equipment during operation.
      2. Harassment: Zero Tolerance
      3. No smoking in buildings.
    6. Prohibited Use

      1. Electric Power Equipment (SEE sect F-16 for details)
        1. A.C. powered welders
        2. Electric heaters (unless directed by PSU)
      2. Advertising signs (SEE sect F-36 for details)
        1. Shall not be erected by either the contractor or the professional.
        2. Delivery signs are permissible .
      3. Gifts to University Personnel.
    7. Utilities

      1. Existing Underground Utilities (SEE sect. F-14, F-19 for details)
        1. Underground utilities indicated on drawings are not guaranteed; utilities must be verified by the contractor before work begins.  Contractor must call PA OneCall system.
        2. All excavation within three (3) feet of any existing underground utility line shall be accomplished by hand labor.
        3. All underground utilities uncovered or exposed by the Contractor shall be protected from damage by that Contractor including shoring if necessary. The Contractor shall be responsible for all damage to existing underground utilities which must be repaired by a method approved by the University.
        4. In the event that interruption of any existing utility service is necessary, the Contractor shall be required to make all arrangements for shutdown and start-up of such service with the University representative, and shall pay all costs for such interruption and service restoration.
        5. All planned interruptions to University services must be scheduled two (2) weeks in advance.
        6. University crews must be used to shut down and start up all services which require interruption for temporary or permanent connections.
        7. Contractors should be aware of a high pressure, underground, natural gas line that extends from the East Campus Steam Plant across campus to the West Campus Steam Plant.  The actual route can be found under Job Kit section .06 Forms and Certificates (Columbia Gas Line Routing Map).  Contractors MUST pay attention to the notes on the gas line route map regarding excavation within the 50' right-of-way of the gas line and any blasting within 300' of the gas line.  Work within these limits MUST be coordinated with Columbia Gas; contact Rick Hollinger with Columbia Gas at (717) 849-0109.  Columbia representatives MUST be notified prior to doing ANY work within these limits.
    8. Environmental, Health & Safety

      1. Asbestos (SEE sect F-35 for details)
        1. Possible asbestos removal situations will be discussed between the professional and the University on a project-by-project basis.
        2. If asbestos is found after construction is underway, the designated University representative is to be notified immediately so that proper removal work can begin promptly.
      2. Fuel Containment (SEE sect F-25 for details)
        1. Storage area shall be placed on site to minimize any danger to University property and the public.
        2. Issues regarding underground fuel storage tanks should be coordinated (via CSR) through Lysa Holland (EH&S) @ 865-6391.
        3. Filling of any fuel storage tanks must be witnessed by a representative from Penn State.  Coordinate this with your Construction Services Representative.  (This does not apply to Contractor-Owned equipment.)
      3. Standing Water (SEE sect F-30 for details)
        1. Standing water is not permitted on construction sites.  The Contractor will be responsible for removal/ treatment of standing water.
      4. Erosion and Sedimentation Control Inspection Report (pgs. 48a-48b)
        1. In accordance with the PA Dept. of Environmental Protection, Penn State takes erosion and sedimentation (E&S) control on construction projects very seriously. It is our expectation and your contractual requirement to ensure the following:
          1. E&S plan is fully implemented prior to start of construction, and
          2. Installed E&S Best Management Practice (BMP) are properly implemented, operated and maintained at all times.
          3. Conduct visual site inspections on at least a weekly basis and after each measurable precipitation event to ascertain the E&S BMPs are operational and effective.  Record all inspections on the "E&S Control Inspection Log Sheet."

        2. Inspection by Penn State and Centre County Conservation (814-355-6817) .
        3. DEP Storm Water Pamphlet
      5. Air Quality Considerations
        1. Penn State operates its existing air emission / containmination sources in compliance with a Title V Operating Permit.  This permit details the requirements of both State and Federal environmental compliance agencies.  As a result, Penn State is subject to regulations and requirements that are unique to Penn State; Contractors are strongly discouraged from interpreting regulations as they apply to Penn State.
        2. "Sources" (any equipment that emits emissions to the atmosphere) include, but are not limited to the following:
          1. Boilers
          2. Furnaces
          3. Emergency and Standby generators
          4. Any fuel burning device
        3. If the project includes the installation of an air contamination device, the Contractor must submit a list of those devices / equipment to the CSR.  The CSR will, in turn, submit this list to the PSU Environmental Compliance Specialist for inclusion on the University-wide inventory of air contamination sources.  The Contractor shall list each device type, with make, model number, fuel type, and input/output BTUH capacities.
    9. Customer

      1. All requests for changes will be sent to the designated University representative for action.
      2. Customer comments or questions?
    10. Public Interface

      1. Workers receiving questions / comments from the general public should direct those questions / comments to their foreman or site superintendent.  The foreman or site superintendent should contact the CSR to discuss any issues or concerns.
    11. Construction Permits

      1. PSU will obtain the necessary building permit for the project.  Two (2) approved permit sets will be given to the Contractor at the start of construction.  The Contractor must keep one (1) permit set (along with the permit paperwork and logs) on site during construction for the exclusive use by the L&I Inspector, or local code inspector.  The Contractor may not make any notes or markings on these documents.
      2. Labor and Industry or the local code agency may make notations on the permit drawings when the permit is issued.  These markings may direct the Contractor to take some specific action during the course of construction.  The CSR and the Contractor should review the permit drawings and discuss any notations made by the reviewing agency.
      3. During the permit application review, the Professional may request a "Deferred Submission" for the fire alarm system, sprinkler system, or certified wood trusses.  If the Professional has requested a Deferred Submission for any of these items, the building permit will note this.  To comply with the Deferred Submission requirements, the Contractor must submit three (3) copies of the shop drawings for that particular item (fire alarm, sprinkler system, or wood trusses) to the Professional.  The Professional will review the shop drawings for general conformance with design documents and submit a letter along with the shop drawings for processing and submission to L&I.
    12. Toilet Facilities

      1. OSHA requires that Contractors provide adequate toilet facilities for their employees on a project site.  When there are up to 200 employees on a job site, the Contractor shall provide one (1) toilet and (1) urinal for every 40 workers.  When there are 200 or more employees on a job site, the Contractor shall provide one (1) toilet and (1) urinal for every 50 workers.
    1. Contract Administration: (BEFORE START OF ON-SITE WORK)

      1. Contract Document Submittal's

        (SEE Article 8.2 of GC for details)

        1. Contract-signed
        2. Notice to Proceed-sign acknowledgment and return
        3. Subcontractor lists: submitted, approved (SEE Article 8.2 of GC for details)
        4. Payment & Performance Bonds to PSU?: submitted, approved
        5. Insurance Certificate to PSU?: submitted, approved
        6. After Hours Emergency Calls Form: submitted (pg. 13)
        7. Is NPDES Permit required? Co-permittee agreement signed?
      2. Safety

        (SEE Article 8.5 of GC for details)

        1. Contractor's responsibility to comply with all requirements of Public Law 91-596, The Occupational Safety and Health Act of 1970 (OSHA). Project may be inspected by OSHA.
        2. Contractor must provide a site specific written safety program. The safety plan must address all public interfaces, critical activities, and overall project safety. Process as a submittal but send to CSR.
        3. First pay application will not be processed until this safety plan submission is received.  Samples of plans are in job kit. Process as a submittal but send to CSR. (pgs. 49a-49b)
        4. Contractor's on-site superintendent must be 30-hour OSHA certified.  Proof of certification is required.  Date of certification must be within (5) years of the start of the project.
        5. Contractor's Safety Director must visit the site on a monthly basis.  Inspection report from the site visit must be distributed to the Owner.
        6. 100% eye protection is required on the construction site.  Eye protection must be ANSI approved safety glasses.
        7. OSHA recordable accident data must be submitted to the Owner prior to final payment.
        8. Contractor is responsible for maintaining their own electrical safety program. The safety program must comply with the latest addition of NFPA 70-E.
        9. Receiving a satisfaction rating of 'Poor' in the section of the contractor performance evaluation conducted during construction or after completion of the project is grounds for immediate complete (all trades) removal from the Office of Physical Plant contractor prequalification listing.
      3. Construction Schedule

        (SEE Article 8.1.1 of GC for details)

        1. First invoice will not be processed until a Construction Schedule is approved in writing.
        2. Updated copy must be submitted with each invoice; and when required by major changes in the work, or progress payment will be withheld.
      4. Job Conferences

        (SEE sect F-4 for details)

        1. Establish future dates for conferences.
        2. The Contractor shall provide a space to conduct a regularly scheduled, biweekly (every two weeks) meeting at the site for the purpose of coordinating the work.
        3. Professional will take and distribute meeting minutes, via e-mail within 3 days. (pg. 12) (SEE Job Conference Meeting Minutes Form).
      5. Quality Control Program

        1. At the start of the project a Quality Control Plan will be developed that includes specific Quality Control activities that will be used.
        2. The Contractor shall provide a space to conduct pre-installation meetings at the site for the purpose of reviewing project specification sections for specific quality activities to be used.
        3. The Contractor will coordinate with sub-contractors involved in any capacity of the specific activities to attend the pre-installation meetings.
        4. First invoice will not be processed until a Quality Control Plan is approved in writing.
      6. Schedule of Values

        (SEE Article 11.1 of GC for details)

        1. Upon execution of the Agreement between the Owner and the Contractor, the Contractor shall submit to the Professional for approval, a breakdown of the Contract price itemizing material and labor for the various classifications of the Work. The breakdown will be used as the basis for the progress payments of the Contract.
        2. The Contractor's monthly application for payment shall reflect the same items as outlined above.  Unit costs shall be realistic for their part of the Work.
        3. SEE attached Sample Schedule of Values. (pgs. 20a-20g)
        4. First invoice will not be processed until Schedule of Values is approved in writing.
      7. Temporary Facilities for Contractor Use

        1. Location: (SEE sect F-13 for details)
          1. The Contractor may erect a temporary office where directed. It shall be adequate in size for conducting the work, accommodating project meetings, and shall contain a plan-table and plan-rack available for use by the University's representative.
        2. Delivery and Storage (SEE sect F-13, F-22, F-27 for details)
          1. The Contractor may provide and erect temporary sheds, as directed, for the storage of tools, equipment, and materials.
          2. Contractors shall carefully schedule delivery and installation of its work so to cause the least interruption of normal rush-hour traffic.
          3. All materials and equipment shall be delivered to the site and stored at locations approved by the University.
          4. In no case shall any materials be stored in mechanical and electrical spaces.
        3. Temporary Utility Services (SEE sect F-15, F-17 for details)
          1. Each Contractor shall, at its own cost and expense, install, operate, protect, and maintain the respective temporary services as hereinafter specified, during the construction period of the entire project. These temporary services shall include water supply, electric light and power, temporary heat, material hoists, sanitary facilities, access roads, and any other services as may be stipulated in the General Conditions, Special Requirements, and/or specifications.
          2. An air gap device and meter is required at connections to the PSU water system. (SEE Fire Hydrant Meter Lease Request Procedure ) (pgs 46a-46b)
            (University Park Campus ONLY call Jim Hosgood- 863-6187 )
          3. Telephone Services. The Contractor shall obtain and pay for all expenses associated with temporary telephone, fax, etc., services.  Service shall be arranged by calling:
            University Park Office of Telecommunications (OTC) Business Office at (814) 863-7096
            Campus Business Office (contact designate University representative)
            1. In order to comply with 911 requirements, the Contractor must submit a formal address (a valid PSU building name and/or street address) and the name of the municipal/political subdivision where the project is located.
          4. The Contractor shall, at its own cost and expense, provide, operate, and maintain in a clean and sanitary condition, adequate sanitary facilities as approved by the University.
      8. Construction Waste Management (SEE Article 8.11 of GC for details)

        1. Contractor is required to recycle and/or salvage 75% of construction, demolition, and land clearing waste.  A waste management plan is to be developed for the project which outlines how you will achieve the required recycling rate, including materials to be recycled or salvaged, materials handling requirements, and how you will communicate the plan to your crews and subcontractors.
        2. First pay application will not be processed until a Construction Waste Management Plan is approved in writing.  Samples of plans are in job kit. (pgs. 50a-50b)  Process as a submittal but send to CSR.
        3. At the end of the project, prior to final payment, the contractor is required to submit a calculation documenting that the project achieved a 75% diversion rate.  Final payment will be held until this documentation is received.  The documentation should include a tabulation of the total waste material, quantities diverted and the means by which diverted.  A signature declaring that the requirements have been met must be included.  Process as a submittal but send to CSR.
        4. If the 75% diversion requirement is not met it will be documented on the contractor evaluation and this failure to meet the requirement is grounds for removal from the prequalification list.
        5. LEED process to achieve the Construction Waste Management credit(s) supersedes this section.

      1. Contract Administration: (AFTER START OF JOB)

        1. Protection of University Property

          (SEE sect F-09 for details)

          1. All trees, shrubs, lawn areas, curbing, walks, roadways, and ground areas shall be adequately protected from damage during the course of construction; in addition, many areas at University Park now contain brick and stone pavers that can easily be damaged by equipment. All existing structures shall be adequately protected and Contractors shall use care in the work in general in, on, and around the structures. All damage shall be repaired to the satisfaction of the University at the responsible party's cost and expense.
        2. Blasting Policy

          (SEE sect F-08 for details)

          1. Because of experimental work being done in certain buildings on the campus and because laboratory equipment can be damaged or destroyed by unexpected vibrations due to blasting operations, it will be necessary for the Contractor doing blasting to conform to an established procedure which is in effect on the campus. It is not anticipated that blasting will be required on this project; however, should this event occur, the procedure will be made available to the Contractor.
        3. Labor Law Provisions

          1. Prevailing Wage Act (SEE Article 4.3 of GC for details) (pg. 14)
            1. Prevailing wages must be posted.
            2. The University will conduct random wage interviews.
        4. Payment Procedures

          (SEE Article 11 of GC for details): Separate meeting with Contractor Administrative Personnel and PSU Contract Administration to discuss this -- can be held after initial job conference if appropriate personnel present. (pgs. 15a-29)

          1. Certified Payrolls and/or No Work Reports (SEE Article 11 of GC for details) (pg. 15a-16)
          2. Certificate of Payment (COP) Process (pg 17)
          3. Forms Necessary for payment:
            1. Application/ Certificate of Payment (pg. 19)
              1. Pencil Copy (pg. 18)
            2. Schedule of Values (pg. 20a-20g)
            3. Steel Certification Form for all payments (pg. 21)
            4. Certified Payrolls (even if no work was performed)
          4. Additional Forms necessary when retainage is reduced or payment is final payment:
            1. Contractor's Affidavit for Final Payment (pg. 27)
            2. Consent of Surety Company (pg. 28)
            3. Waiver of Mechanic's Lien (pg. 29)
          5. Additional forms necessary with final payment (SEE Article 11.8.2 of GC for details)
            1. OSHA recordable accident data
            2. Construction Waste Management data
            3. MBE/WBE participation data (pg 51)
          6. Stored Materials (SEE Article 11.3 of GC for details)
            1. The University pays for work in place. Stored materials may only be billed if all requirements of the General Conditions are met.
            2. All materials delivered to storage no earlier than needed for orderly progress of work.
            3. Raw materials or other materials or equipment readily duplicated or usable on other projects will be paid for only after the materials are incorporated into the project.
            4. Off-site storage requires Consent of Surety.
            5. Title to such materials or equipment shall pass to the owner pursuant to the Contractor's bill of sale which shall contain guarantee of replacement in the event of damage or disappearance.
        5. Change Order Procedures

          (SEE Article 9 of GC for details): Separate meeting with Contractor Administrative Personnel and PSU Contract Administration to discuss this-- can be held after initial job conference if appropriate personnel present. (pgs. 30-40b)

          1. Change Order Process (SEE Sample Change Order Correspondence) (pg. 30)
          2. Necessary Forms:
            1. Change Order Summary Form (SEE Change Order Summary SAMPLE) (pg 31a)
            2. Cost Breakdown Form (SEE Cost Breakdown SAMPLE) (pg 31b)
        6. General Correspondence

          1. Must be in letter form and reference PSU project number.
        7. Forms/ Certificates

          1. Hot Work Permits (SEE sect F-28 & F-32 for details): To be obtained from designated University representative when necessary. (pg. 47)
          2. Lead-free Plumbing Certificates (pg. 42)
          3. Refrigeration Equipment Installation Report (pg. 43)
          4. Title V New Emissions Source Information (pg. 44)
          5. Sprinkler and Halon Systems - Factory Mutual Seal
        8. Submittal Procedures

          (SEE Article 5.3 of GC for details)

          1. Contractor submits Submittal Schedule on or before second job conference.
          2. Professional reviews/approves Submittal Schedule within 15 days of receipt.
          3. Contractor shall review and certify by stamp all shop drawings, product data, and samples.  Failure to comply with this requirement will be considered Contractor delay.
          4. Contractor must identify in writing any deviation from the Contract requirements.
          5. Professional maintains Submittal Log.
          6. Professional has 21 days to review submission, but only 15 days to review re-submissions.
          7. The number of copies necessary will be established at the Initial Job Conference.
          8. Provide Bill Steudler, Engineer IV Work Control Center, a copy of all approved submittals. (University Park Campus ONLY)
          9. Provide Campus Maintenance Supervisor a copy of all approved submittals. (Campus Locations ONLY)
          10. Submittals requiring FM Approval: Does project have roof, fire suppression, or pressure vessel?
          11. Incomplete submittals or submittals with inadequate data will be rejected.
            1. Contractor shall submit one (1) copy of plans, hydraulic calculations, and cut sheets to:
              FM Global Plan Review
              Reston, VA 20191
              2100 Reston Parkway, Suite 600
              Call (703) 860-4101 with questions.
        9. Materials

          1. New materials unless specified otherwise.
        10. Inspections & Testing - Construction Quality

          1. Testing Laboratory Requirements (SEE sect F-41 for details)
          2. Mock-ups: approved by Architect and PSU
          3. Substantial Completion and Final Completion Inspections.
            1. O & M Manuals (one (1) electronic copies in pdf format categorized by CSI division, and one (1) paper copy) if required before Substantial Completion Inspection.
          4. Contractor is responsible for scheduling and obtaining all applicable regulatory inspections (Labor and Industry, elevator, boiler / pressure vessel, FM, zoning, water/soil conservations, etc.) Some inspections may require rough-in or preliminary inspections as well as final inspections.
        11. Cleaning Up Job Site

          (SEE sect F-23 for details)

          1. MUST be performed daily.
          2. Clearing of Roads and Parking areas (SEE sect F-22 for details)
            1. The General Contractor shall maintain streets, sidewalks, and driveways free of encumbrance at all times for pedestrian and automotive traffic.
            2. The General Contractor shall daily clean all mud, dirt, and debris resulting from all Contractors' operations from the adjacent streets, sidewalks, drives, and parking areas, and shall repair all damage caused by the cleaning.
        12. As-Builts

          (See Article 2.4 of General Conditions)

          1. Full-size set maintained as job progresses to ensure they are completed and current.
          2. Monthly payment withholdings may be made if as-builts are not kept current.
          3. Final payment will not be made until as-built drawings are forwarded to Professional for review/approval.
        13. Contractor Evaluation (pg. 45a-45d)

          1. Contractor's Performance Evaluation
        14. Contract Closeout

          1. All payrolls in.
          2. Punch list complete.
          3. Debts to University paid in full.