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Construction Administration

In General

Written contracts and agreements are maintained for all College construction projects. Projects include all buildings and facilities construction, equipment, landscaping, major reconstruction and repair projects, and other significant uses of budgeted capital project funds. The Director of Campus Services is responsible for College construction projects including the stewardship of all contractual documents, plans, building permits, etc.

Procedure

The following procedure is followed for the administration of a construction contract and related activity required to complete the contract:

0. The Director of Campus Services develops and reviews plans for the construction project and establishes a uniform title or common reference for the project in accordance with established procedures. The development and review process includes the Vice President for College Operations, the department head affected, and all other key individuals or department personnel involved in the planning process.
0. Bid specifications are prepared by the Director of Campus Services and are reviewed and approved by the Director of Purchasing Services.
0. Final plans and estimates of project costs are submitted to the President for review and approval.
0. Bids are advertised, received, and compiled on the approved project by the Director of Purchasing Services in accordance with established purchasing laws and procedures.
0. Bids on the project are submitted to the President by the Vice President for College Operations and the contract is awarded in accordance with established laws and regulations on purchasing.
0. The Director of Campus Services prepares the contract and has all documents signed by the contractor and the clerk/deputy clerk of the College and secures performance bonds (if applicable) from the contractor. Copies of the contract and performance bonds are distributed to the architect/engineer, Director of Purchasing Services, and two copies are sent to the Financial Services Department.
0. The architect/engineer issues a notice to proceed and the project commences. Wage certifications are obtained by the Director of Campus Services and filed with Records Management Services and the State Bureau of Labor.
0. Change orders are prepared by the architect/engineer and are submitted to the contractor for a cost estimate and completion schedule changes, then reviewed and approved by the department head affected, the Director of Campus Services, and the Vice President for College Operations and signed by a clerk/deputy clerk of the College. The distribution of change orders is identical to the distribution of the contract (see item number 6).
0. The contractor initiates and submits to the architect/engineer all applications for payment or partial payment of the contract for review and approval. The architect/engineer forwards approved applications to the Director of Campus Services for College approval. All approved requests for partial and full payment are transmitted to the Financial Services Office for processing.
0. When contracted work has been substantially completed, the architect/engineer completes a certification of substantial completion and submits it to the Director of Campus Services. The architect/engineer also submits a list ("punch list") of those items not yet completed. The certification of substantial completion is processed in the same manner as the original contract. At this time, the College assumes ownership of the facility and commences using it.
0. When all punch list items have been completed, the Director of Campus Services initiates final acceptance of the facility and closes out the project. The Vice President for College Operations accepts the project (small projects) or obtains the President's approval of the project (large projects).