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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

      (SEE Sign-in Sheet)

      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:  CAS/ CQR/PM/PC:
      2. Questions regarding payments should be addressed to: Michele Brown - (814) 863-3316.
      3. Questions regarding Change Orders should be addressed to: Project Manager or CAS. PM should decide before job conference as to extent of involvement of CAS.
      4. University Park Emergency #s:
        1. Service desk- 5-4731
        2. Police Services- 3-1111
      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 Doug Holmes to review: (814-865-1436)
        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

    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.
      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
      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 permissable .
      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.

    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 CAS) 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-43 for details)
        1. The owner will not permit standing water on construction sites. The Contractor will be responsible for removal/ treatment of standing water.
      4. Erosion and Sedimentation Control Inspection Report
        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 contractural requirement to ensure the following:
          1. E&S plan is fully implemented prior to start of construction, and
          2. Installed E&S control are regularly maintained.

          3. Any E&S control measures should be repaired immediately after a weather event.  Make sure that the E&S control inspection log is updated weekly.

        2. Inspection by Penn State and Centre County Conservation (814-355-6817) .
        3. DEP Storm Water Pamplet

    9. Customer

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

  3. Contract Administration: (BEFORE START OF ON-SITE WORK)

    1. Contract Document Submittals

      (SEE Article 8.2 of GC for details)

      1. Contract-signed
      2. Notice to Proceed-sign acknowledgement 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
      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).
      2. Qualified person (30 hour OSHA)--submit certificate.
      3. Submit written safety policy and program.
      4. Project may be inspected by OSHA.
      5. Contractor is responsible for maintaining their own electrical safety program. The safety program must comply with the latest addition of NFPA 70-E.

    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. (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.
      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 )
          (University Park Campus ONLY call Jim Baird - 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.

  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)
        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.

      1. Certified Payrolls and/or No Work Reports (SEE Article 11 of GC for details)
      2. Certificate of Payment (COP) Process
      3. Forms Necessary for payment:
        1. Application/ Certificate of Payment (including Pencil Copy)
        2. Schedule of Values
        3. Certification of Compliance with Steel Products Procurement Act for all payments
        4. Steel Certification Requirements for DGS Projects
        5. 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
        2. Consent of Surety Company
        3. Waiver of Mechanic's Lien
      5. 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. General Correspondence

      1. Must be in letter form and reference PSU project number.

    6. Forms/ Certificates

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

    7. 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.

    8. Materials

      1. New materials unless specified otherwise.

    9. 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 (three (3) electronic copies, and one (1) paper copy) required before Substantial Completion Inspection
      4. Contractor is responsible for scheduling and obtaining all applicable regulatory inspections (Labor and Industry, elevator, FM, zoning, water/soil conservations, etc.) Some inspections may require rough-in or preliminary inspections as well as final inspections.

    10. 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.

    11. 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.

      1. Change Order Process (SEE Sample Change Order Correspondence)
      2. Necessary Forms:
        1. Change Order Summary (SEE Change Order Summary SAMPLE)
        2. Cost Breakdown (SEE Cost Breakdown SAMPLE)
      3. Change Order Checklist

    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

      1. Contractor's Performance Evaluation

    14. Contract Closeout

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