Construction Manager

Construction Manager

Construction Management Services (CM)

Record Keeping and Progress Report / Project Files The CMa will set up job files, working folders, and record keeping systems to be used on this project. The CMa will update and complete the Inspection Plan to fit complete contract requirements in detail as directed by the CO/COR. The CMa is responsible for documenting all the major project actions, contract modifications, claims, submittals, etc. The project files must be well organized. The CMa files shall include sections for:

• General Correspondence (CMa-GC)
• Administrative Correspondence
• GSA Correspondence
• Correspondence with A/E Inspection
• Reports Defects and Omissions
• Lists Submittals Organized by Specific Section and Submittal
• Logs Wage Interviews
• Commissioning Reports
• Change Order Documents (Requests for Proposals), SF2437 Finding of Facts, Scope of work, Independent Estimates, GC Proposals, Technical Analysis and Negotiation Memorandum.
• Shop Drawings,
• Catalog Cuts Job Meetings with Sign-In Sheets
• Requests for Information (RFI) RFI with GSA or A/E
• Response and RFI Logs Payments
• Scheduling Oversight

The CMa shall review the construction schedules submitted by the GC's and make recommendations for acceptance, revision, or rejection by the GSA Contracting Officer (CO). The CMa shall verify that each activity is reasonably priced, that the schedule is not front-end loaded, and that the workflow is logical, efficient, and not contrived to neither unfairly benefit the Contractor nor jeopardize the Government. The CMa shall be overseeing the progress achieved by the GC and compare the actual progress to the master project schedule. The CMa must be continuously aware of the status of each actual project progress as compared to the planned progress. The oversight by CMa should take into consideration of progress payments, receipt of submittals, phasing, or any other sensitive activities. The CMa shall annotate the progress schedule monthly showing actual progress achieved and any adverse delays. The CMa shall anticipate delays and advise GSA when problems are predicted. The CMa shall highlight such matters in the weekly construction meetings.

The CMa is responsible for coordinating submittals from receipt through approval and for returning them to the GC. The CMa shall review the submittal schedule, as developed by the GC, for reasonableness. The CMa should review the submittal package for completeness and compliance with the specification prior to forwarding on to the the A/E team for review. The CMa shall monitor the GC's submittal progress, reminding the GC of pending and delinquent submittals. If submittals are not being submitted or reviewed in a timely manner by the GC, the CMa shall notify GSA.

The CMa's submittal monitoring system should include as a minimum: The CMa is responsible for coordinating the submittals from their receipt through to their approval and return to the GC. The CMa will monitor the time of submission and the processing of shop drawings, samples and other separate Contractor submittals. If submittals are not being received in a timely manner, the CMa shall ascertain the reason therefore and take action as deemed appropriate to eliminate lags and delays. The CMa shall notify the CO promptly of any delays of the Contractor. The CMa will ensure that all submittals are submitted and approved in sufficient time to preclude delaying project completion.

The CMa shall assist GSA in processing payments by reviewing the GC's payment invoices and recommending to the GSA project manager the correct payment amount. The CMa shall work with the GC before the invoice is prepared, so that both parties agree on the amount of work completed and the correct amount of the invoice. Actual approval of the payment amount shall be made by the GSA CO.

The CMa shall follow GSA's procedure for progress payment review and processing, including ensuring the GC's adherence to FAR Clauses 52.232-5, Payments Under Fixed-Price Construction Contracts (May 2014), and 52.232-27, Prompt Payment for Construction Contracts (May 2014). The CMa shall also review the GC's Schedule of Values (SOV) to ensure that the information is correct and that the SOV is not front-loaded. The CMa is responsible for reviewing the GC's proposed SOV at the beginning of the project and for making recommendations to GSA concerning revisions and/or acceptance. The CMa shall also verify that there is an appropriate line item with funding for project closeout since GSA does not typically hold retainage on invoices.

The CMa shall become familiar with the provisions of the Public Buildings Service (PBS) Handbook No. PBS P 5900.2C, Safety and Environmental Management Program. During the course of construction, the CMa shall monitor the GC's conformance to the project safety plan. The CMa shall advise the GC immediately of any safety hazards observed. IF the remedy to a safety hazard is not apparent, the CMa may assist the GC in developing a corrective action plan.

The CMa shall maintain a file of all accident and fire safety reports generated by the GC.

Accident and Fire Reporting: In the event of an accident or fire, the GC, the CMa, or others familiar with the circumstances will be required to prepared and submit to GSA:

• GSA Form 3090, Accident Investigation Report
• GSA Form 53, Fire Accident Report

The CMa shall be responsible for the inspection of all worked performed by the GC and for promptly notifying the GC, and the GSA CO of any discrepancies. The CMa shall plan and coordinate inspections with the GC in a manner that minimized impacts on construction operations and shall confirm that critical inspections occur as required.

Inspections of critical activities may require that the GC notify the CMa and GSA in advance of certain operations. The CMa shall document and record each inspection either in a stand-alone inspection report, or within the CMa daily report.

The CMa must be aware of all construction elements or activities that require tests, as reflected in the construction contract. The CMa's testing responsibilities include, but are not limited to:

• Verifying that tests are being conducted as scheduled
• Witnessing all tests to confirm that proper testing procedures are followed
• Monitoring test results for acceptability
• Retaining records of tests and results
• Documenting testing activities
• Notifying GSA of test failures and of planned correction and retesting
• Overseeing corrective measures arising from test failures

The CMa will be held responsible for costs for retests that are not necessitated by the CMa's failure to witness required tests.

The CMa is responsible for coordinating RFI's between GSA and the GC

The CMa shall develop and coordinate a procedure for tracking RFIs so that all parties understand and agree to their roles and responsibilities.

The CMa reviews RFIs and determines whether a response can be drafted based on a review of the contract documents. The CMa may refer the RFI to the A/Es for technical clarifications or to GSA for clarifications of general conditions. The CMa shall also assist in providing responses to RFIs related to general conditions. All RFIs relating to fire protection shall be routed to the A/E and the GSA fire protection engineers for review and response.

The CMa shall develop procedures to notify all parties (the GC and GSA) of RFI responses, fully document all RFI responses, and confirm that all parties agree with the contract interpretation.

The CMa shall review all RFI responses to determine whether the response will result in a change order to the GC contract. If the RFI will result in a change order to the GC contract, the CMa shall notify the GSA CO and COR to coordinate the proper response.

The CMa shall assist the CO in administration of changes to construction contracts. The CMa must not take any action that commits the Government to funds and should avoid any instruction to the contractor that could be interpreted as authorizing modifications to the contract. All modifications to the contract must be processed as formal contract modifications by the GSA CO. The GSA CO has the sole authority for authorizing contract modifications.

a. Change Order Requests: The CMa shall evaluate all potential modifications to determine whether they are justified and within the scope of the GC contract, consulting as necessary with the Design-Bid-Build team on technical issues or with the GSA general conditions. The CMa may also assist in developing customer driven changes to the SOW.

b. Requests for Proposals: If the CMa find a change order request justifiable