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PROJECT APPENDIX A - 3

POSTSECONDARY EDUCATION (JUNIOR COLLEGES,

 COMMUNITY COLLEGES, & TRADE SCHOOLS)

SUMMARY OF ABC REQUIREMENTS AND PROCEDURES

 FOR BUILDING CONSTRUCTION & IMPROVEMENT

 PROJECTS

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  •  THESE PROJECTS REQUIRE FULL PLAN AND SPECIFICATION REVIEW IN ACCORDANCE WITH CHAPTER 3.

  •  THESE PROJECTS ARE ADMINISTERED BY THE ABC; THEREFORE, ABC UNIFORM DOCUMENTS AND STANDARD FORMS ARE TO BE UTILIZED AND THE REQUIREMENTS AND PROCEDURES OF CHAPTERS 4, 5, 6, 7, AND 8 APPLY. THE ABC=s REVIEW, APPROVAL, AND PROCESSING OF PAYMENTS TO DESIGN PROFESSIONALS AND CONTRACTORS, IS AT THE OPTION OF THE INSTITUTION.

  • THE BC PROJECT NUMBER MUST BE USED WHEN MAKING INQUIRIES OR DOCUMENT SUBMITTALS IN ORDER TO PROPERLY IDENTIFY THE PROJECT.

  •  WITH THE EXCEPTION OF PLANS AND SPECIFICATIONS, THE FOLLOWING IS REQUIRED OF DOCUMENTS SUBMITTED TO THE ABC:

  •                   1. Submit original documents - no carbon copies.

                      2. Do not highlight text. Highlighted text does not produce a good

                          scanned image.

                      3. Preferably, submit only letter size (82 X 11) documents.

                      4. Preferably, send only one-sided documents.

    I. ABC UNIFORM DOCUMENTS AND STANDARD FORMSTO BE USED BY THE DESIGN PROFESSIONAL (APPENDIX B)

    ABC Form B-1: TRANSMITTAL OF PLANS AND/OR SPECIFICATIONS

                           See Chapter 3, Page 3 - 2

    ABC Form B-2: AGREEMENT BETWEEN OWNER AND ARCHITECT

                           Prepared by the design professional (using ABC Form B-3,

                         "CHECKLIST"; submission of draft to College or Trade School and

                           ABC before finalizing is recommended. See Chapter 4

    ABC Form B-3: CHECKLIST FOR PREPARATION OF AGREEMENT

                           BETWEEN OWNER AND ARCHITECT

                           Submitted with O/A Agreement. See Chapter 4, Page 4 - 8

    ABC Form B-4: AMENDMENT TO AGREEMENT BETWEEN OWNER AND

                           ARCHITECT

                           Signing parties are the same as for the O/A Agreement

    ABC Form B-5: SAMPLE ARCHITECT'S STATEMENT FOR SERVICES

                           May be typed or input for computer generation, but do not alter

                           the information, sequence, and format of the sample form. ABC

                           REVIEW, APPROVAL, AND PROCESSING OF STATEMENTS

                           IS THE COLLEGE OR TRADE SCHOOL'S OPTION. BEFORE

                           PREPARING STATEMENT, VERIFY APPROVING PARTIES

                           WITH COLLEGE OR TRADE SCHOOL.

                           See Chapter 4, Page 4 - 9

    ABC Form B-6: CERTIFIED TABULATION OF BIDS (Sample)

                           "Sample" defines general information required, but should be

                           modified to facilitate project-specific bid requirements. Submitted

                           with Contract and Bonds. See Chapter 6, Page 6 - 4

    ABC Form B-7: CHECKLIST FOR PREPARATION/APPROVAL OF CONTRACT

                             AND BONDS

                            Submitted with Contract and Bonds. See Chapter 7, Page 7 - 4

    ABC Form B-8: PRE-CONSTRUCTION CONFERENCE CHECKLIST

                           See Chapter 8, Page 8 - 3

    ABC Form B-9: PROJECT DATA FORM

                           PREPARED BY THE DESIGN PROFESSIONAL See Chapter 7,

                           Page 7-5

    ABC Form B-10: STATEMENT OF FIELD OBSERVATIONS

                             See Chapter 8, Page 8 - 3

    ABC Form B-11: CHANGE ORDER JUSTIFICATION

                             See Chapter 7, Page 7 - 11

    ABC Form B-12: CHANGE ORDER CHECKLIST

                             See Chapter 7, Page 7 - 11

    ABC Form B-13: FINAL PAYMENT CHECKLIST & TRANSMITTAL

                             See Chapter 7, Page 7 - 1

    II. ABC UNIFORM DOCUMENTS and STANDARD FORMS to be INCLUDED in the PROJECT MANUAL ( APPENDIX C):

    ABC Form C-1: SAMPLE ADVERTISEMENT FOR BIDS

                           PREPARED BY THE DESIGN PROFESSIONAL. Should be

                           retyped and otherwise modified to present additional project-

                           specific information necessary to legally describe the

                           solicitation; however, the language and format of the standard

                           document is to be closely followed.

                          See Chapter 5, Page 5 - 2, and Chapter 6, Page 6 - 2.

    ABC Form C-2: INSTRUCTIONS TO BIDDERS

                           May be supplemented with project-specific instructions.

                           See Chapter 5, Page 5 - 3

    ABC Form C-3: PROPOSAL FORM

                           May be modified to facilitate project-specific proposal

                           requirements. All information which would be common to all

                           bidders should be inserted in the appropriate spaces. See

                           Chapter 5, Page 5 - 3

    ABC Form C-4: FORM OF BID BOND

                           See Chapter 5, Page 5 - 3;and Chapter 6, Page 6 - 5 (Return of

                           Bid Security)

    ABC Form C-5: CONSTRUCTION CONTRACT

                           PREPARED BY THE DESIGN PROFESSIONAL; submission of

                          draft to ABC and College or School before finalizing is

                          recommended.

                          See Chapter 5, Page 5 - 3, and Chapter 7, Page 7 4

    ABC Form C-6: PERFORMANCE BOND

                           See Chapter 5, Page 5 - 3

    ABC Form C-7: PAYMENT BOND

                           See Chapter 5, Page 5 - 3

    ABC Form C-8: GENERAL CONDITIONS OF THE CONTRACT

                           May be supplemented with project-specific provisions.

                           See Chapter 5, Page 5 - 4

    ABC Form C-9: GENERAL CONTRACTOR=S ROOFING GUARANTEE

                           Note: This is a 5-year guarantee signed by the General

                           Contractor. See Chapter 5, Pages 5 - 4 and 5 - 7

    ABC Form C-10: APPLICATION AND CERTIFICATE FOR PAYMENT

                            May be retyped or input for computer generation as long as the

                            information, sequence, and format of the standard form is not

                            altered. Optional ABC Forms C - 10(SHORT) & C - 10(LONG) 

                            may used as appropriate. ABC REVIEW, APPROVAL, AND

                            PROCESSING OF APPLICATIONS IS THE COLLEGE OR

                            TRADE SCHOOL'S OPTION. BEFORE PREPARING FORM,

                           VERIFY APPROVING PARTIES WITH COLLEGE OR TRADE

                           SCHOOL.

                           See Chapter 5, Page 5 - 4 and Chapter 7, Page 7 - 6 and 7 - 8.

    ABC Form C-11: PROGRESS SCHEDULE AND REPORT

                            Standard form is minimum bar chart information to be reported

                            monthly with Application for Payment for projects with duration

                            of less than 60 days; large, complex projects may warrant CPM

                            or other scheduling and reporting methods.

                            See Chapter 5, Page 5 - 4 and Chapter 7, Page 7 - 7

    ABC Form C-12: CONTRACT CHANGE ORDER

                             PREPARED BY THE DESIGN PROFESSIONAL. Signing

                            parties are the same as for the Contract, PLUS CONSENT OF 

                             SURETY IS REQUIRED.

                            See Chapter 5, Page 5 - 4, and Chapter 7, Page 7 - 10.

    ABC Form C-13: CERTIFICATE OF SUBSTANTIAL COMPLETION

                             PREPARED BY THE DESIGN PROFESSIONAL.

                             See Chapter 5, Page 5 - 4, Chapter 7, Page 7 - 14,

                             and Chapter 8, Page 8 - 6

    ABC Form C-14: FORM OF ADVERTISEMENT OF COMPLETION

                             PREPARED BY THE CONTRACTOR

                             See Chapter 5, Page 5 - 5, and Chapter 7, Page 7 - 14

    ABC Form C-15: DETAIL OF PROJECT SIGN

                             Supplements the AProject Sign@ provision of the General

                             Conditions of the Contract. The requirement for a Project Sign

                            may be waived for projects of less than $100,000. Only the ABC

                            may waive this requirement under other conditions.

                            See Chapter 5, Page 5 - 5

    III. TYPICAL DOCUMENT PROCESSING FOR POSTSECONDARY EDUCATION PROJECTS

    A. PROJECT FUNDING TO EXECUTION OF OWNER-ARCHITECT AGREEMENT

    1. COLLEGE

    a. DEFINES SCOPE & ESTIMATED COST OF PROJECT

    b. SUBMITS REQUEST FOR PROJECT APPROVAL TO STATE BOARD OF EDUCATION THROUGH CHANCELLOR OF POST-SECONDARY EDUCATION

    2. STATE BOARD OF EDUCATION

    APPROVES PROJECT

    3. COLLEGE (OPTIONAL STEP)

    REQUESTS ABC TO ADVERTISE FOR SERVICES OF DESIGN PROFESSIONAL

    4. ALABAMA BUILDING COMMISSION

    ADVERTISES FOR SERVICES OF DESIGN PROFESSIONAL

    (ADVERTISEMENT DIRECTS RESPONSES TO BE ADDRESSED TO COLLEGE)

    5. COLLEGE

    a. SELECTS DESIGN PROFESSIONAL & NEGOTIATES TERMS OF AGREEMENT

    b. AWARDS AGREEMENT FOR DESIGN PROFESSIONAL SERVICES

    6. DESIGN PROFESSIONAL

    a. USING "CHECKLIST" PREPARES & EXECUTES O/A AGREEMENT

    b. DELIVERS SIX (6) COPIES OF O/A AGREEMENT WITH "CHECK LIST"TO COLLEGE FOR ACCEPTANCE

    7. COLLEGE

    a. REVIEWS O/A AGREEMENT AND "CHECKLIST"

    b. EXECUTES AND FORWARDS SIX (6) COPIES OF O/A AGREEMENT WITH "CHECKLIST" TO ABC

    8. ALABAMA BUILDING COMMISSION

    a. APPROVES O/A AGREEMENT BASED ON COMPLETENESS AND CORRECTNESS

    b. FORWARDS APPROVED O/A AGREEMENT TO CHANCELLOR OF POSTSECONDARY EDUCATION

    9. CHANCELLOR OF POST-SECONDARY EDUCATION

    a. APPROVES O/A AGREEMENT

    b. RETURNS APPROVED O/A AGREEMENT TO ABC

    10. ALABAMA BUILDING COMMISSION

    DISTRIBUTES FULLY EXECUTED O/A AGREEMENT TO COLLEGE AND

    DESIGN PROFESSIONAL

    B. DESIGN DOCUMENTS TO BID OF CONSTRUCTION CONTRACT

    1. DESIGN PROFESSIONAL

    a. PREPARES DESIGN DOCUMENTS (SCHEMATIC) (PRELIMINARY) (FINAL)

    b. REVIEWS EACH LEVEL OF DESIGN WITH COLLEGE FOR APPROVAL PER O/A AGREEMENT

    c. SUBMITS EACH LEVEL OF DESIGN DOCUMENTS TO ABC FOR REVIEW AND APPROVAL

    d. SUBMITS "FINAL" DESIGN DOCUMENTS TO OTHER REVIEWING AGENCIES (DEPT. OF PUBLIC HEALTH, etc.) CONCURRENTLY WITH SUBMISSION TO ABC

    2. ALABAMA BUILDING COMMISSION

    a. REVIEWS EACH LEVEL OF DESIGN DOCUMENTS FOR COMPLIANCE WITH BUILDING CODES AND ABC REQUIREMENTS

    b. CONFIRMS APPROVAL OR REJECTION OF THE DESIGN DOCUMENTS BY ISSUANCE OF A "PROJECT COMMENT LETTER" TO THE DESIGN PROFESSIONAL AND COLLEGE

    c. RETAINS SCHEMATIC & PRELIMINARY SUBMISSIONS UNTIL FINAL SUBMISSION IS APPROVED; RETAINS APPROVED FINAL SUBMISSION AS A PART OF THE PROJECT RECORD

    3. DESIGN PROFESSIONAL

    a. ADDRESSES REVIEW COMMENTS BY ABC, ADVANCING TO THE NEXT LEVEL OF DESIGN DOCUMENTS APPROVAL OF FINAL SUBMISSION IS OBTAINED

    b. UPON OBTAINING APPROVAL OF FINAL SUBMISSION, PUBLISHES "ADVERTISEMENT FOR BIDS"

    c. AT ADVERTISED TIME, RECEIVES & OPENS BIDS WITH COLLEGE

    d. PREPARES AND CERTIFIES TABULATION OF BIDS, PROVIDING TABULATION TO ABC & COLLEGE

    C. AWARD OF CONTRACT, EXECUTION & APPROVAL OF CONTRACT, AND NOTICE TO PROCEED

    1. COLLEGE

    a. EVALUATES BIDS RELATIVE TO FUNDS AVAILABLE

    b. DETERMINES LOWEST RESPONSIBLE AND RESPONSIVE BIDDER

    c. ISSUES NOTICE OF AWARD TO LOWEST RESPONSIBLE AND RESPONSIVE BIDDER

    2. DESIGN PROFESSIONAL

    a. PREPARES "CONTRACT AGREEMENT FOR CONSTRUCTION" (OBTAINS APPROVAL OF "DRAFT" FROM ABC & COLLEGE BEFORE FINALIZING)

    b. DELIVERS SIX (6) COPIES OF CONTRACT TO CONTRACTOR FOR ACCEPTANCE AND EXECUTION

    3. CONTRACTOR

    a. OBTAINS PERFORMANCE AND PAYMENT BONDS AND EXECUTES CONTRACT

    b. RETURNS SIX (6) COPIES OF EXECUTED CONTRACT WITH BONDS TO DESIGN PROFESSIONAL

    4. DESIGN PROFESSIONAL

    a. CHECKS CONTRACT & BONDS FOR COMPLETENESS

    b. FORWARDS SIX (6) COPIES OF CONTRACT & BONDS TO COLLEGE

    5. COLLEGE

    a. REVIEWS AND EXECUTES CONTRACT AS CO-OWNER

    b. FORWARDS SIX (6) COPIES OF CONTRACT & BONDS TO ABC

    6. ALABAMA BUILDING COMMISSION

    a. APPROVES CONTRACT BASED ON COMPLETENESS AND CORRECTNESS OF CONTRACT & BONDS

    b. FORWARDS SIX (6) COPIES OF APPROVED CONTRACT & BONDS TO POSTSECOND.

    7. CHANCELLOR OF POSTSECONDARY EDUCATION

    a. APPROVES CONTRACT

    b. RETURNS SIX (6) COPIES OF FULLY EXECUTED AND APPROVED CONTRACT WITH BONDS TO ABC

    8. ALABAMA BUILDING COMMISSION

    a. DISTRIBUTES FULLY EXECUTED CONTRACT WITH BONDS TO CONTRACTOR, COLLEGE, AND DESIGN PROFESSIONAL

    b. ISSUES "NOTICE TO PROCEED" WITH CONTRACT & BONDS, ESTABLISHING CONTRACT DATES

    c. WITH NTP FURNISHES CONTRACTOR WITH "CONTRACTOR'S CHECKLIST" PROVIDING INSTRUCTIONS AND STANDARD FORMS FOR SPECIFIC START-UP REQUIREMENTS

    9. CONTRACTOR

    a. SIGNS AND RETURNS COPY OF NTP TO ABC

    b. BEGINS SUBMISSION OF START-UP DOCUMENTS TO DESIGN PROFESSIONAL

    c. SUBMITS CERTIFICATE OF INSURANCE FOR REQUIRED COVERAGE TO DESIGN PROFESSIONAL

    d. UPON APPROVAL OF CERTIFICATE OF INSURANCE, BEGINS WORK ON SITE

    D. AMENDMENTS TO THE O/A AGREEMENT AND CHANGE ORDERS, AMENDMENTS, AND MODIFICATIONS TO THE CONSTRUCTION CONTRACT FOLLOW THE SAME ROUTING FOR REVIEW, APPROVAL, AND EXECUTION AS THE AGREEMENT OR CONTRACT

    E. DESIGN PROFESSIONAL'S STATEMENTS FOR SERVICES AND CONTRACTOR'S APPLICATIONS FOR PAYMENT

    1. DESIGN PROFESSIONAL APPROVES

    2. OPTIONAL STEP: ALABAMA BUILDING COMMISSION APPROVES

    3. COLLEGE APPROVES AND ISSUES PAYMENT