FINAL ENGLISH - From Concept to Classroom_Leading Practices Manual for School Construction in...

F ro m C o n c e p t t o C l a s s ro o m

L e a d i n g P ra c t i c e s M a n u a l fo r

S c h o o l C o n s t r u c t i o n i n O n t a r i o

J u l y 2 0 1 0

P r e p a r e d b y

t h e E x p e r t P a n e l o n C a p i t a l S t a n d a r d s

Preface 3ProjectPlanningCycle 5

Phase 1: Pre-Design 6BoardDevelopsBusinessPlaninContextof

CurrentCapitalPlan 6SiteSelectionandLandPurchase 7SchoolBoardAppointsProjectManager 9BoardDevelopsScopeofCapitalProject 9MinistryProvidesPre-DesignApproval 11BoardApprovesProgramandBudget 12

Phase 2: Pre-Tender 13BoardSelectsArchitect 13BoardApprovesArchitect 15BoardHiresCostConsultant 16TheConsultationProcess 16ArchitectPreparesSchematicDesign 17BoardApprovesSchematicDesign 17ArchitectCompletesDesignDocuments 17MinistryProvidesApprovaltoProceedwithProject 18

Phase 3: Contract Preparation and Tender 19ProcurementPoliciesandProcedures 19PrequalificationofGeneralContractorsandSubcontractors 20SchoolBoardIssuesLumpSumTender 20Post-BidNegotiations 21

Contents

Unepublicationéquivalenteestdisponibleenfrançaissousletitresuivant: Du concept à la salle de classe : Manuel des meilleures pratiques concernant la construction des écoles en Ontario, 2010.

ThispublicationisavailableontheMinistryofEducation’swebsite,atwww.faab.edu.gov.on.ca.

BoardandMinistryApproveAdditionalSourceofFunding 22BoardAwardsContract 22SchoolBoardSignsContractwithGeneralContractor 22

Phase 4: Construction 25ConstructionCommences 25MonitoringConstruction 26Commissioning 28LiensandHoldbacks 29WorkplaceSafetyandInsuranceBoardCertification 30Deficiencies 30WarrantyInspectionandRepairs 31FinalCostReconciliation 31

Appendix A 32MembersoftheExpertPanelonCapitalStandards

Appendix B 33ExpertPanelContacts

Appendix C 34SampleTotalProjectBudget

Appendix D 35SampleBoardPolicyonthePrequalificationofArchitects

Appendix E 38SampleBoardPolicyonChangeOrders

Appendix F 41SampleBoardPracticeforProgressDrawPayment

Preface • 3

THISMANUALAIMSTOASSISTpersonnelatschoolboardsinvolvedincapitalconstructionprojects,fromstaffinplanningandcapitaldepartmentstodirectorsandtrustees,byguidingthemthroughatypicalcapitalconstructionprocess.ThemanualwaswrittenbymembersoftheExpertPanelonCapitalStandards,acommittee,establishedbytheMinistryofEducation,thatrepre-sentsfourteenschoolboardswithconsiderablecapitalconstructionexperience(seeAppendixA).Themanualisdesignedtoprovideanoverview,fromtheperspectiveofschoolboards,ofleadingpracticesintheconstructionandrenovationofschools.

MembersoftheExpertPanelaremindfulthattheneedsandpracticesofschoolboardsacrosstheprovincediffer.Themanualcoversthekeystepsinvolvedintheschoolconstructionprocessandprovideslinkstoadditionalinformationandresources.Inaddition,samplesofrelatedprocessesandpoliciesareprovidedintheappendicestothisdocument.

Eachofthefourmainsectionsofthemanualaddressesoneofthefourkeyphasesinthecapitalconstructionofschools:

Phase1:Pre-DesignPhase2:Pre-TenderPhase3:ContractPreparationandTenderPhase4:Construction

Thefourphasesarebestillustratedwithaflowchart,shownonpage5,whichservesasaframeworkforthedocument.Theflowchartdiagramprovidesanoverviewoftheprototypicalschoolconstructionprocess.Eachoftherowsinthediagramrepresentsoneofthefourphases,andeachpartofthemanualopenswiththediagramfortheappropriatephase.

Theflowchartisnotintendedtobeprescriptiveortoimplythatschoolboardsshouldreplacecurrentpracticesthathaveproved,overtime,tobeeffectiveindeliveringschoolconstructionprojects,includingnew-schoolconstruction,additions,alterations,andrenovations,ontimeandwithinbudget.Rather,the

Preface

4 • From Concept to Classroom

suggestedprocessismeanttoassistthoseboardsthatdonothaveawell-definedprocessinplaceandareinterestedinlearningaboutthebestprac-ticesofboardsthathavesuccessfullyundertakencapitalconstructionprojects.SchoolboardstaffarewelcometocontactmembersoftheExpertPanel(seeAppendixB)todiscussanystepinthecapitalconstructionprocessthatisdescribedinthismanual.

Itishopedthatthismanualwillprovetobeausefulresourceforschoolboards.WewouldliketothanktheMinistryofEducationforestablishingtheExpertPanelonCapitalStandardsandforprovidingaforumtoshare,learn,anddiscussourvariousboardpracticesinanefforttoidentifyleadingpracticesinthecapitalconstructionofschools.

Note:The following information is intended as a practical guide only. It is not a substitute for the expertise and judgement of the professionals required in the undertaking of a capital construction project.

ExpertPanelonCapitalStandardsToronto,2010

Project Planning Cycle • 5

Project Planning Cycle

Pre

-Des

ign Ministry pre-design

approval. Requires completedFacility Space Template

and identificationof Project Manager

Board*approves

program, budget,and hiring of

architect

School boarddevelops

business planin context of

current capital plan

School boardappoints

Project Managerand identifiesproject scope

Ministryconfirms

enrolment

Con

trac

t Pre

para

tion

and

Ten

der

Pre

-Ten

der

Ministry Approvalto Proceed withProject (formerly

Transfer fromReserves Approval)

Architectcompletes

designdevelopment

Hire cost consultant

Consultation process

Board*approvesschematic

design

Architectpreparesschematic

design

Board*approvesarchitect Select architect

Prequalificationof architects

Request forProposal

Con

stru

ctio

n

CommissioningLiens

Holdbacks

Monitoringconstruction

Constructioncommences

Occupancy

Final costreconciliation

Warranty inspectionand repairs

NEW SCHOOL, MAJOR ADDITION, OR RENOVATION PROJECT PLANNING

Schoolboardsigns

agreementwith

generalcontractor

Identify additional fundingto offset higher costs

Prequalificationof general

contractors andsubcontractors

Board*approves additional source of funding

School board issues lump sum tender

Successfulbid within

constructionbudget

All bidsexceed

constructionbudget

Board*awardscontract

Ministryapproval ofadditionalsource offunding

Modify design to remainwithin total construction budget

KEY:

Pre

-Des




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astepintheprocess

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board*approval

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ministryapproval

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anoptionalstepintheprocess

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-Des




Board*approves


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Ministryconfirms

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and

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constructionbudget

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progressionfromonemandatorysteptothenext

Pre

-Des




Board*approves


architect






Ministryconfirms

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Con

trac

t Pre

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and

Ten

der

Pre

-Ten

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Architectcompletes

designdevelopment




design


design



Request forProposal

Con

stru

ctio

n

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Holdbacks



Occupancy




Schoolboardsigns

agreementwith

generalcontractor







constructionbudget

All bidsexceed

constructionbudget




alternativestepsintheprocess

*Thetermboard(asopposedto“schoolboard”)isoftenusedinthismanualtorefertothedesignatedgroupinaschoolboardwithdecision-makingauthorityforaparticularcapitalproject.Thisboardmaybeanappointedcommitteemadeupofstaffand/orothers,asubcommitteeoftheboardoftrustees,ortheboardoftrustees.


1.Thetermboard(asopposedto“schoolboard”)isoftenusedinthismanualtorefertothedesignatedgroupinaschoolboardwithdecision-makingauthorityforaparticularcapitalproject.Thisboardmaybeanappointedcommitteemadeupofstaffand/orothers,asubcommitteeoftheboardoftrustees,ortheboardoftrustees.

Pre-DesignPhase 1

Board Develops Business Plan in Context of Current Capital Plan

Schoolboardswill,furthertoministryrequirements,regularlyupdatetheircapitalplanstoreflectcurrentenrolment,builtcapacity,andprojections.Anyschoolboardundertakingamajorcapitalprojectmustconsideritinthecontextofthecurrentcapitalplanandofavailableministrygrants.Thefirststepforanyboard1responsibleforamajorcapitalproject,whetheritisanewschool,anaddition,oramajorrenovation,istodevelopabusinessplan.Thebusinessplanwillbeusedbyboththeschoolboardandministrytoconfirmtheanticipatedenrolmentrelatedtoaproject,theabsenceofalternatives,andthelong-termneedforthenewpermanentaccommodation.Allministryapprovalsandthesubsequentcalculationofaschoolboard’sfundingallocationwillbebasedontheconfirmedenrolmentfigureprojectedinthebusinessplan.

Allbusinessplansshouldincludethefollowing:

✦✦ anexplanationofwhythenewschool,addition,ormajorrenovationisneeded,usinginformationaboutprojectedenrolmentgrowthfromtheschoolboard’slong-termcapitalplan

Pre

-Des




Board*approves


architect






Ministryconfirms

enrolment

Con

trac

t Pre

para

tion

and

Ten

der

Pre

-Ten

der



Architectcompletes

designdevelopment




design


design



Request forProposal

Con

stru

ctio

n

CommissioningLiens

Holdbacks



Occupancy




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agreementwith

generalcontractor







constructionbudget

All bidsexceed

constructionbudget




Phase 1: Pre-Design • 7

✦✦ anestimateoftheimpactthatthenewschool,addition,ormajorrenova-tionwillhaveontheprojectedenrolmentandonprogramsatsurroundingschools

✦✦ theprojectedtimelineforcompletionoftheproject(e.g.,siteselectionandacquisition,architecturaldesign,commencementofconstruction,schoolopening)

✦✦ alistofallministrygrantfundingbeingrequestedandhowtheeligibilitycriteriawillbesatisfied

✦✦ astatementregardingtheextenttowhichtheboardanticipatesusingotherfundingsources,suchasoperatingfundsorreserves,tosupplementtheministrygrantallocation

✦✦ foranew-schoolproject,anindicationofwhethertheschoolboardwillhavetopurchaseasite,andhowthesitepurchasewillbefinancedandbroughttoaconstruction-readystate

✦✦ astatementdetailingwhetherproceedingwiththeprojectiscontingentontheoutcomeofanAccommodationReviewCommittee(ARC)process

Capitalrequestsshouldbeconsistentwithaschoolboard’sidentifiedcapitalprioritiesasidentifiedinitsCapitalPrioritiesTemplateintheSchoolFacilitiesInventorySystem(SFIS).

Afterthebusinessplanhasbeenreviewedbyaministryanalyst,theschoolboardwillbenotifiedinwritingastowhethertherequestedcapitalprojecthasbeenapprovedforfunding.

Site Selection and Land Purchase

Goodsiteselectionisthefirststepinthedevelopmentofasuccessfulnew-schoolproject.Theimportanceofagoodsitecannotbeunderestimated–itisthebestguaranteethataschoolboardwillbeabletocontrolcostsandensuretimelycompletionofthenewschool.Conversely,apoorsite,selectedwithoutadequateunderstandingoftheunderlyingsoils,water,grades,andmunicipalservices,canleadtoexcessivecostsandsignificanttimedelays.

Althoughschoolboardsplayaroleinthemunicipalplanningprocess,inthattheyidentifyhowmanyschoolsarerequiredandwheretheschoolsarerequired,theyoftendonothavefinaldecision-makingauthoritywithrespecttotheeventualsite.Thismakesitevenmoreimportantforboardstocarryoutduediligencebeforepurchasingland,byevaluatingthesuitabilityofasiteaccordingtovariousfactors,includingthefollowing:


✦✦ sitesize,siteshape,andbasictopographyandgrading✦✦ locationofallaccessroads,roadfrontage,andflankageforthesite✦✦ locationofallmajorsiteservices,includingwater,sewer,stormsewer,

gas,andhydro✦✦ zoningandmunicipalarchitecturalanddesignguidelines✦✦ potentialgradesandstormwatermanagementfeatures✦✦ anypotentiallyadverseadjacentuses,includingrailwayrightsofway,

hydrocorridors,majorhighwaysandthoroughfares,industrialorcommercialuses

✦✦ basicsoilstructure,includingsoil-bearingcapacity,heightofthewatertable,presenceofbedrockorunsuitablesubstrata

✦✦ whetherthesiteisafarmorbrownfieldorhaseverbeenusedforindustrialpurposes

✦✦ existingvegetation,includingsignificantspeciesofflorathatmayhavetobepreserved

✦✦ theecologicalsensitivityoftheparcelofland,includingon-siteoradjacentwetlands,regulatoryfloodlines,woodlots,ortrees

Ifaboarddoesnothavethenecessaryexpertisetoassessalltheelementsoutlinedabove,professionaladviceisessential.Untilalloftheabovefactorsareknown,offerstopurchaseshouldbeconditional,andmaybedevelopedtocalculatethecoststhatwillbebornebyaschoolboardduringconstruction.SomestandardassessmentsincludeaPhase1environmentalsiteassessmentandanarchaeologicalassessment.

Ifadditionalworkisrequiredtoprepareorremediatethesitetobringittoaconstruction-readystate,boardsshouldundertakeanassessmentofthepotentialcostsofthework.

Aschoolsiteselectedbyaboardshouldaccommodatetheareaofthebuilding,provideadequatefrontageforaccesstoparkingandforadrop-offareaand/orbusloop,andprovideadequateoutdoorplayareasforstudents.Sitesthatdonotallowfortheconstructionofallsuchfacilitiesshouldbeavoidedoradjustedinshapeandsizeasrequired.

Ministryfundingforcapitalconstructionassumessoilconditionsthatwouldresultinstripfoundationsorsimilarandotherroutinesitecosts,suchasfinalgrading,back-filling,landscaping,parkingandcurbs,hardandsoftplayareas,andon-siteservices.


School Board Appoints Project Manager

TheMinistryofEducationrequiresschoolboardstoappointaProjectManager(eitherinternalstafforanexternalresource)foreverycapitalproject(effectiveNovember1,2009;seeMemorandum2009:SB32:“IntroductionofNewAccountabilityMeasuresforCapitalProjectsbasedonPreliminaryFindingsoftheExpertPanel”,datedAugust14,2009).Thisrequirementispartoftheministry’sprocessinconfirmingfundingavailabilitytotheschoolboard.

TheProjectManagerwillserveasthepointofcontactbetweentheschoolboardandtheministry.Duringthedurationoftheproject,theProjectManagerwillalsobethekeyliaisonbetweentheschoolboardandthearchitect/engineer,thegeneralcontractor,andallotherconsultantsinvolvedintheproject.TheProjectManagerwilloverseeallaspectsoftheproject,includingmonitoringthebudgetandprojecttimelinesandensuringthatprocessesareinplaceforeventualitiessuchaschangeordersandotherinternalapprovals.

SomekeyqualificationstolookforinaProjectManagerincludethefollowing:

✦✦ knowledgeofbuildingstandards,includingtheOntario Building Code✦✦ experience,withinthelasttenyears,managingmulti-milliondollarprojects✦✦ proventrackrecord,withreferences,ofcompletingconstructionprojects

ontimeandonbudget✦✦ demonstratedabilitytomanagetheprojectbudgeteffectivelyandtomeet

projectschedules✦✦ goodworkingknowledgeofthevariousmunicipalandbuildingapproval

processes✦✦ knowledgeofandexperienceinundertakingprojectsintheeducationsector✦✦ knowledgeofcontractadministrationandtheabilitytonegotiatecontracts✦✦ knowledgeofvariousconstructionprojectschedulingsoftware✦✦ goodoralandwrittencommunicationskills

Board Develops Scope of Capital Project

Basedontheministry-approvedenrolmentfigure,theboardwillneedtodeveloptheremainingscopeofthecapitalproject.Thescopeoftheprojectincludesthefollowing:

a. developingabuildingprogram(i.e.,determiningtheinstitutionalandoperationalspacesthatneedtobebuilt,theirsize,andhowtheywillbeutilized)

http://faab.edu.gov.on.ca/Memos/SB2009/SB_32.pdf


b. determiningthetotalprojectbudget(constructioncostsplussoftcosts),includingrevenueavailable

c. preparingdetailedtimelinesforundertakingtheprojectd. exploringandaddressinganycoststhatmayfalloutsidetheministry’s

fundingallocation

a. Developing a Bui lding Program

TheElementarySchoolFacilitySpaceTemplateandtheSecondarySchoolFacilitySpaceTemplate(availableontheMinistryofEducationwebsite)aretoolstoassisttheboardincalculatingtherequirednumberofroomsandspecializedteachingareas,basedonenrolment.Byusingtheresultsofthesetemplatestoidentifyaninitialdistributionofrooms,theboardcanthenchoosetoaddorremoverooms,ormodifythesizeofrooms,toaccommodateidentifiedlocallearningprioritieswithintheoverallareacalculated,basedonministrybenchmarks.

b. Determining the Total Project Budget

Thetotalprojectbudgetrepresentstheestimatedcosttodesign,construct,furnish,andequipaschool.Theministryallocationprovidesforsoftcosts,suchasfurnitureandequipment,siteplanfees,buildingpermitandotherassociatedmunicipalfees,inspectioncosts,architectfees,andtaxes,sothetotalprojectbudgetmustalsoaccountforthesecosts.Therefore,thetotalprojectbudgetmustidentifythefollowingcosts:

✦✦ theanticipatedconstructioncost,includingconstructioncontingenciesandallowances

✦✦ theanticipatedsoftcostsassociatedwiththedesign,approvals,andconstructionoftheproject(e.g.,architectfees,costconsultantfees,disbursementsandpermits,furnitureandequipment)

✦✦ anypotentialcostsassociatedwithsite-specificissues✦✦ anycostsrelatedtositeacquisitionorpreparationthatarenoteligible

under“EducationDevelopmentCharges”andthatmustbeaddressedbytheboardundertakingtheproject

✦✦ netHST

Thetotalprojectbudgetmustnotexceedtheapprovedallocationidentifiedbytheministry.SeeAppendixCforasampletotalprojectbudget.

http://faab.edu.gov.on.ca/Capital%20Programs%20Branch/Revised%20Elementary%20School%20Survey%20Dec%2004%2009%20-%20EN.xls

http://faab.edu.gov.on.ca/Capital%20Programs%20Branch/Revised%20Secondary%20School%20Survey%20Dec%2004%2009%20-%20EN.xls



c. Preparing Detai led Timel ines

Apreliminarysetoftimelinesshouldbedevelopedbasedonthefourphasesoutlinedinthismanual,includingkeyconstructionprojectmilestonesandanyconstructioncompletiondeadlinesassociatedwiththeministrygrant.Clickheretoseeasampletimelineforanelementaryschoolconstruction.

d. Exploring and Addressing Costs Outside the Ministry’s Funding Al location

Ifthereareanycoststhatmaynotfallintothecategoriesnormallycoveredbytheministryallocation,theboardmustidentifyanothersourceoffundingorrevenuetoaddresstheseadditionalcostsandinformtheministryofthesourceandavailabilityofthisadditionalfunding.

Ministry Provides Pre-Design Approval

AboardmustcompleteaFacilitySpaceTemplateforanelementary,secondary,orJK–12schoolasthefirstapprovalpointfortheconstructionofanewschooloramajoradditionorretrofitthatcostsmorethan50percentofthevalueoftheexistingschool.Theministrymustapprovethetemplatebeforetheboardcanretaintheservicesofanarchitect.

Thesetemplateshavebeendesignedbyschoolboardofficialstoassistboardsindevelopingaschoolconfigurationthatallowsthemtoevaluatepotentialsquarefootagemodifications(e.g.,reducingthesizeofagymtoincreasethenumberofregularclassrooms),andsoprovidetheflexibilitytoaddresslocalschoolneedswhileachievingtheministry’sareabenchmarks.

Basedonproposedenrolment,theElementarySchoolFacilitySpaceTemplateandtheSecondarySchoolFacilitySpaceTemplategeneratethegrossfloorareaoftheschool,thetotalnumberofclassrooms,andthefloorareasforallinstructionalandoperationalareasandincludeagross-upareaof38%and42%,respectively.Allboardsshouldsharethisbuildingprograminformationwiththeirarchitectuponhiring,sothatthearchitectclearlyunderstandsthegrossfloorareaassumptionsandfundingassumptionsonwhichtheministryhasagreedtoprovidefunding.

TheministryalsorequirestheschoolboardtoidentifytheappointedProjectManager.

http://faab.edu.gov.on.ca/Capital%20-%20Project%20Design%20Schedule%20(Jul%206%202010).xls

http://faab.edu.gov.on.ca/CapitalPrograms.htm

http://faab.edu.gov.on.ca/Capital%20Programs%20Branch/Revised%20Elementary%20School%20Survey%20Dec%2004%2009%20-%20EN.xls



Board Approves Program and Budget

AftertheministryhasapprovedtheFacilitySpaceTemplate,theboardmayapprovetheprogramandbudgetandproceedwiththeprojectbyhiringanarchitecttoundertakeschematicdesign.Processesacrossschoolboardsdiffer,butaninformeddecisiontoproceedwiththeprojectshouldbebased,ataminimum,onthefollowinginformation:

✦✦ thetotalprojectbudget,brokendownintothevariouscostsidentifiedabove

✦✦ theproposedspaceutilization(e.g.,typeofschool,numberandsizeofregularclassrooms,specializedroomsandtheirsize)

✦✦ thetargetopeningdate

Ifthenecessaryexpertisetoassessthescopeofworkcannotbeprovidedbyboardstaff,theschoolboardmayneedtohireanarchitectoracostconsultanttocompleteafeasibilitystudyforsitingtheschoolandtodevelopaprelimi-narytotalprojectbudget.Insuchcases,theschoolboardcontractswiththearchitectonlyforthefeasibilitystudyandconfirmationofthescopeofworktobedone.Iftheboarddecidestoproceedwiththeproject,acompetitiveprocessisthenundertakentoselectanarchitecttoseetheprojectthroughtocompletion.

Subjecttoanyrequirementforadditionalfunding,asdiscussedbelow,theschoolboardisresponsibleandwillbeheldaccountableforimplementingappropriatemeasurestoensurethatthetotalprojectbudgetremainswithintheministry’sallocation.Theministryrequirestheschoolboardtoobtainpre-designandpre-tenderapprovalsbeforeundertakinganynewmajorcapitalprojects,includingnewschools,additions,andmajorrenovations.Additionalboardfundingsources,aboveandbeyondtheministryallocation,thatmayberequiredtocompletetheprojectmustbeidentifiedtotheministrywhenpre-designandpre-tenderapprovalsaresought.Ministryapprovalalsoappliestotransferoffundsfromcapitalreserves.A board that fails to comply with these requirements may be held responsible for all costs related to the dissolution of contracts.

Phase 2: Pre-Tender • 13

Board Selects Architect

Followingthe“design-bid-build”projectdeliverymodel,theschoolboardretainsanarchitect2todevelopadesignandpreparedrawingsandspecifica-tions.Oncethedesigniscompleted,thedrawingsandspecificationsaredevelopedandpreparedforastipulatedpricetenderpackageforthepurposesofselectingacontractor,whoconstructstheprojectinaccordancewiththedrawingsandspecificationsandschedulespreparedbythearchitect.

Successfulexecutionofcapitalconstructionprojectsrequiresthatcontractsbeawardedtoarchitecturalfirmsthataresuitablyexperiencedinthetypeofworkandconstructiontechnologyinvolved,thatarefinanciallyandmanageriallysound,andthatareabletocompletedeliverablesinatimelymanner.Boardsgenerallyprocuretheservicesofanarchitectusingoneorbothofthefollowingmethods:

✦✦ prequalification✦✦ requestforproposal

Pre-TenderPhase 2

2.Thetermsarchitectandarchitecturalfirmareusedinterchangeablytorefertoanarchitectinindependentpracticeoranarchitecturalfirm.

Pre

-Des




Board*approves


architect






Ministryconfirms

enrolment

Con

trac

t Pre

para

tion

and

Ten

der

Pre

-Ten

der



Architectcompletes

designdevelopment




design


design



Request forProposal

Con

stru

ctio

n

CommissioningLiens

Holdbacks



Occupancy




Schoolboardsigns

agreementwith

generalcontractor







constructionbudget

All bidsexceed

constructionbudget





Prequal if ication

Prequalificationistheprocesswherebyaboardassessesthesuitabilityofafirmtocarryoutaparticularcontractbeforeinvitingthefirmtosubmitabid.Prequalificationmaybefollowedbyaclosedcompetitivebiddingprocedureinwhichonlythosefirmsthatmeetspecifiedprequalificationcriteriaareinvitedtosubmitabidtoprovideprofessionalconsultingservicestotheboard.Alter-natively,afirmmaybeappointedfromthelistofprequalifiedfirms,andfeesmaybenegotiatedaccordingtothescaleandcomplexityoftheproject.

Attheprequalificationstage,aboardshouldknowclearlywhatservicesitrequiresandhowmuchtimeithastocompletetheproject.Prequalificationhasanumberofadvantages,includingthefollowing:

✦✦ Well-qualifiedfirmswillpricetheirbidsintheknowledgethattheyarecompetingagainstotherqualifiedbidderswhomeetrealisticminimumcompetencecriteria,andwiththeassurancethatinadequatelyqualifiedcompetitorswhosubmitunrealisticallylowbidswillbeexcluded.

✦✦ Clientscangaugetheinterestthatthecontractgeneratesamongquali-fiedfirmsand,intheeventthatonlyalimitednumberofapplicationsarereceived,canmakenecessaryadjustmentsintheprocurementprocess.

✦✦ Potentialconflictsofinterestofanapplicantwithotherpartiesinvolvedintheprequalificationprocessmaybeexposed.

✦✦ Theamountofworkandtimeinvolvedinevaluatingbidsfromunqualifiedproponentsisreduced.

How to Prequal ify Architects

Aspartoftheprequalificationprocess,aboardmayrequireawrittensubmis-sionoutliningqualifications,experience,andreferences,aswellasaninterviewprocess,toscreenarchitecturalfirms.Ifaboarddecidestorequiremorethanasubmissionandaninterview,itisstronglyrecommendedthattheschoolboardpayafeetocompensatefirmsforanydesign,costing,orschedulingworkrequestedandthatanylimitsoncompensationbedisclosedattheoutset.

SeeAppendixDforasamplepolicyontheprequalificationofarchitects,“SelectionofArchitects”.

Request for Proposal (RFP)

Aftertheprequalificationprocess,aschoolboardcanissueanRFPrequestingprequalifiedarchitectstosubmitaproposalforservicestodesignandconstructaproject.


Select ion Criteria

Boardsshouldconsiderthefollowingcriteriawhenexaminingthequalifica-tionsofanarchitect:

✦✦ experienceonprojectsofasimilarsizeandtypetotheboard’sproject,andcapacitytohandletheboard’sprojectontopofcurrentworkload

✦✦ demonstratedability(through,forexample,referencesfromotherboards)tocompleteprojectsonbudgetandontime

✦✦ demonstratedcommitmenttoworkwithindefinedbudgetsandtoobserveandmeetprovincialbenchmarks

✦✦ experienceindevelopingenergy-efficientschooldesigns✦✦ confirmationofprofessionalliabilityinsurance

TheOntarioAssociationofArchitectshaspreparedaguideentitledA Client’s Guide to Engaging an Architect in Ontariotoassistclientsinworkingwitharchi-tectstodefineprojectservicesandcompensation.

Consultingwithanotherboardthathasexperienceinselectingarchitectsandnegotiatingcontractswouldbeadvantageousandshouldbeconsideredveryearlyintheprocess.SeeAppendixBforthelistofExpertPanelmembersavailabletoprovideadvice.

Board Approves Architect

Oncetheprequalificationprocessand/orRFPprocesshasbeencompletedandanarchitecthasbeenselected,thefirmselectedshouldbeapprovedbytheboard.Itisveryimportantthatthearchitectknowfromtheoutsetofthecon-tractwhattheconstructionportionofthetotalprojectbudgetis,andcommittoworkingwithinthisbudget.

Developing a Contract

BoththeRoyalArchitecturalInstituteofCanadaandtheOntarioAssociationofArchitectshavetemplatecontractsthatcanbeusedindevelopingacontract:

✦✦ TheRoyalArchitecturalInstituteofCanada,Canadian Standard Form of Contract for Architectural Services, Document Six (2008Edition)

✦✦ OntarioAssociationofArchitects,Standard Form of Contract for Architect’s Services, Document 600 (2008)

http://www.oaa.on.ca/client/oaa/OAAHome.nsf/object/A+Client's+Guide+to+Engaging+an+Architect+in+Ontario/$file/Fees__Services_Guideline+08+2008.pdf

http://www.oaa.on.ca/client/oaa/OAAHome.nsf/object/A+Client's+Guide+to+Engaging+an+Architect+in+Ontario/$file/Fees__Services_Guideline+08+2008.pdf

http://www.raic.org/practice/contract_documents/document6_e.htm

http://www.raic.org/practice/contract_documents/document6_e.htm

http://www.oaa.on.ca/client/oaa/OAAHome.nsf/web/Document+600?OpenDocument

http://www.oaa.on.ca/client/oaa/OAAHome.nsf/web/Document+600?OpenDocument


Board Hires Cost Consultant

EffectiveNovember1,2009,aspartoftherequestforApprovaltoProceedwiththeproject(formerlyTransferfromReserveApproval),theministryrequiresaletterfromaseniorboardofficialconfirmingthattheprojectestimatebyacostconsultantiswithinthetotalprojectbudget.

Theroleofthecostconsultantistoreviewthedesign,provideobjectivecost-inganalysisandadvice,andreporttotheboardonoptionstoensurethattheproposedcapitalexpenditureiswithintheapprovedprojectbudget.Itisrec-ommendedthatthecostconsultantbehiredsimultaneouslywiththearchitectsothatthecostconsultant’sreviewformspartofthematerialsthatgototheboardforapproval.Itisimportanttonote,however,thatthecostconsultantmustberetainedbytheschoolboardandnot bythearchitect,toensureinde-pendentevaluations.

Thecostconsultant’sconfirmationshouldbebasedonareviewattwopoints–thefirst,afterthearchitecthascompletedtheschematicdesigndocuments,andthesecond,afterthearchitecthascompleted80percentoftheconstructiontenderdocuments.Aschoolboardusingarepeatdesignisexemptfromthisre-quirement.Ifthecostconsultantidentifiesthatthecostofconstructionexceedsallocatedfunding,theboardmaywishtoidentifyvariablefeaturesforcostingwithinthetender(e.g.,brickexteriorversusmasonryblock)ratherthantrytonegotiatesavingswiththegeneralcontractorafterthetendercloses.Alterna-tively,theschoolboardmayuseitsownfundingtofinancetheshortfall.Thisinformationmustbeincludedinthebusinessplanandpre-tenderapprovalsubmissionstotheministry.

The Consultation Process

Schoolboardsuseavarietyofconsultationmethodstoobtainfeedbackfromeducationstakeholdersonanewschoolormajoraddition.Someboardsestab-lishausercommitteecomposedofsomeorallofthefollowing:

✦✦ ProjectManager✦✦ schoolsuperintendent✦✦ facilityservicessupervisor✦✦ principal✦✦ trustees✦✦ schoolcouncilrepresentatives✦✦ studentrepresentatives


AusercommitteecanprovideinitialfeedbacktotheProjectManagerinadvanceofthedevelopmentoftheschematicdesignorinresponsetothedraftschematicdesign.Thecommittee’smandateistime-limitedand,oncetheschematicdesignhasbeenapproved,itcanbedisbandedorengagedtocommunicatesubsequentdevelopments.

Architect Prepares Schematic Design

Onceaclient-architectagreementisinplace,thearchitectandcostconsul-tantmayworkwithmembersoftheusercommitteetodeveloptheschematicdesigndocuments.Thesedocumentscanincludethefollowing:

✦✦ siteplan✦✦ spatialrelationshipdiagrams✦✦ principalfloorplans✦✦ buildingsections✦✦ elevations✦✦ generalspecifications

Attheschematicdesignphase,thearchitectshoulddiscussalternativedesignapproachesand,underthedirectionoftheProjectManager,boththearchitectandthecostconsultantshouldconfirmthatthepreferreddesigniswithintheministry-approvedandschoolboard–approvedgrossfloorareaandtotalprojectbudget.

Board Approves Schematic Design

Beforethearchitectproceedstopreparemoredetaileddesigndocuments,theboardmaywanttoconfirmitsacceptanceoftheschematicdesigndocuments.Inreachingadecision,theboardwillconfirmthatthedesigniswithintheministry-approvedgrossfloorareaandtheconstructionportionofthetotalprojectbudget.

Architect Completes Design Documents

AftertheschematicdesigndocumentsarecompletedandbeforeApprovaltoProceedwiththeprojectisrequestedfromtheministry,thearchitectwillworkwithboardstaffonavarietyoftasks,includingthefollowing:

✦✦ finalizingdrawingsandspecifications,includingtenderandinstructiontobiddersthatarecompliantwiththeOntariogovernment’sSupply Chain Guideline (April2009)

http://www.fin.gov.on.ca/en/ontariobuys/documents/scg.pdf



✦✦ makingapplicationformunicipalsiteplanapprovalandabuildingpermitandassistingtheschoolboardinacquiringaSitePlanAgreementwiththemunicipality

✦✦ assistingwithpreparationoftenderinginformationandconstructioncontractconditions

Whileitistheresponsibilityofthearchitecttocross-checkandcoordinatethedetaileddesigndrawingsagainsttheexactspecifications,someschoolboardshavefounditcost-effectivetocontracta“plansexaminer”toundertakethetaskofconfirmingthecompletenessofthesedocumentsbyensuringthateveryelementinthespecificationsanddrawingsisreflectedandconsistentinthetenderdocuments.Thisadditionallevelofreviewhasthebenefitofreducingthenumberoferrorsandomissionsandtheriskofcostoverruns.

Ministry Provides Approval to Proceed with Project

Ministryapprovalisrequiredbeforeaschoolboardcanenterintoanynewcapitalfinancialcommitments,tenderacapitalproject,ortransferfundsfromitscapitalreserves.

Therequesttoproceedshouldincludethefollowing:

✦✦ theschoolboard’scapitalfinancialtemplate✦✦ aletterfromaseniorboardofficialconfirmingthatthecostconsultant’s

estimateofthetotalcostofconstructioniswithintheboard’sapprovedallocation,or,ifitisnot,identifyingtheothersourcesoffundsthattheboardwillusetocoverthecosts.

Oncetheministryhasgivenapprovaltoproceedwiththeproject,theschoolboardcanproceedtoissuethetender.

Phase 3: Contract Preparation and Tender • 19

Procurement Policies and Procedures

TheOntarioSupply Chain Guideline (April2009)identifiesacommonsetofprocurementpoliciesandproceduresformanagingtheprocurementofgoods,services,andconstructionacrossthebroaderpublicsector,whichincludesschoolboards.EffectiveMarch2010,allschoolboardsmustadoptthesepoliciesandprocedureswithintheirexistingpractices.Thethresholdforcompetitivepro-curementofgoods,services,andconstructionis$100,000.Whilecompetitiveprocurementappliestoprocurementoverthresholds,boardsareencouragedtoconsideropenorataminimuminvitationalcompetitiveprocurementtomaximizetheirchancesofsecuringmorefavourablepricingforcontractsbelowthresholds.Section5.3.8.2.2oftheSupply Chain Guideline,“CompetitiveDocuments”,setsoutalistofrequirementsthatmustbeincludedinaRequestforTender.

ContractPreparation and Tender

Phase 3 P

re-D

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Facility Space Templateand identification

of Project Manager

Board*approves


architect






Ministryconfirms

enrolment

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http://www.fin.gov.on.ca/en/ontariobuys/documents/scg.html#sec53822


Prequalification of General Contractors and Subcontractors

Boardsoftenundertakeprequalificationofgeneralcontractorsandmajorsub-contractorstoensurethatonlycontractorswhomeettheboard’sexpectationswithrespecttoexpertise,financialsecurity,experienceconstructingschools,andabilitytocompletedeliverablesontimecansubmitabid.Thecallforprequalificationofcontractorsmustbepubliclyadvertised.

UsefulreferencesinpreparingaRequestforPrequalificationinclude:

✦✦ Supply Chain Guideline(April2009),s.5.3.8.1.3(RequestforSupplierQualifications)and5.3.8.2.1(VendorsofRecordSuppliersList)

✦✦ CCDC [CanadianConstructionDocumentsCommittee]11–Contractor’s Qualification Statement

Theaboveresourcesprovideinformationonthegeneral,financial,andhealthandsafetyrequirementsoftenincludedinRequestsforPrequalification,aswellasprovincialrequirementsrelatedtoregisteringsuppliersonalist.

School Board Issues Lump Sum Tender

Tenderdocuments(lumpsumtenders)areprovidedonlytotheapprovedlistofprequalifiedcontractorsforbidding.Afterthecloseofthetender,thebidsarereviewedandageneralcontractorisrecommended.UseofthestandardcontractformanddocumentsprovidedinCCDC 2 – Stipulated Price Contract (2008)foreachaspectofthetenderingprocessisrecommended.MembersfromtheschoolboardsectorhavedevelopedSupplementaryConditionstoCCDC 2thatmoreaccuratelyreflecttheinterestsofschoolboards;therefore,itisstronglyrecommendedthatboardsreviewbothdocuments andappendappro-priateSupplementaryConditionprovisionsinpreparingtheirowncontracts.

Beforeadvertisingthetenderpackage,itisusefultoreviewCCDC 23 – A Guide to Calling Bids and Awarding Contracts (2005)toensurethatthebiddocumentsprovidebidderswithalltheavailableinformationabouttheproject.Itisalsohelpfultohaveacostconsultantreviewthetenderpackageforclarity,timeliness,andcompleteness.

Evaluating Tenders

TendersmaybeevaluatedinaccordancewithCCDC 23, andtherequirementsrespectingsignature,seal,securitydeposit,andbondingshouldbestrictlyenforced.SchoolboardsmustcomplywiththeSupply Chain Guidelinewhenprojectsexceed$100,000inconstructioncosts.Aspartofthetenderevaluation

http://www.fin.gov.on.ca/en/ontariobuys/documents/scg.html#sec53813

http://www.portmetrovancouver.com/Libraries/OPPORTUNITIES_RFPs_Tenders/RFQ_Q100122-01_Form_CCDC_11.sflb.ashx

http://www.portmetrovancouver.com/Libraries/OPPORTUNITIES_RFPs_Tenders/RFQ_Q100122-01_Form_CCDC_11.sflb.ashx

http://www.ccdc.org/downloads/index.html


http://faab.edu.gov.on.ca/CCDC%202%20supplementary%20provisions%20-%20ENGLISH%20-%20CLEAN%20-%20Jul8_10.doc




process,thearchitectmustanalyseallopenedtendersforcompliancewiththespecificrequirements.Thearchitectshouldalsoprovidetheschoolboardwithaletteradvisingthatthefirmhasreviewedthetendersandfoundthemtobecompliant,andthatitrecommendsawardingacontract.

Itisadvisablethataschoolboardseeklegaladviceshoulditdecidetonotawardtheconstructioncontracttoeitherthelowesttendereroranytenderer.

Ifthetenderedamountandsoftcostsarewithinthetotalprojectbudgetapprovedbytheministry,theschoolboardmayproceedtoacceptthetender.IfthetenderedamountexceedstheamountapprovedbytheministrywhenitprovidedApprovaltoProceed,theboardwillneedtopursueoneofthefollowingtwooptions:

✦✦ modifythedesignsothatitfallswithinthetotalprojectbudget,or✦✦ identifyadditionalschoolboardfundsthatwillbeusedtooffsetthe

highercosts

Shouldalltendersexceedtheministry-approvedfunding,aschoolboardhastheoptionofreviewingallbidstoseewhatfeaturescanbemodifiedinordertobringthecostwithintheministry’sallocation.Forthisreason,ifaboardisconcernedthataprojectmayexceeditscostestimate,itcanaskbidderstoprovideseparatepricesforspecificitems.Separatepricingallowstheboard,whenawardingacontracttothesuccessfulbidder,todeleteoradditemsbasedonthestatedpricesinordertoachievetheoptimaloutcomefortheprojectwithoutexceedingthefundingallocation.

Identifying Addit ional Funding to Offset Higher Costs

IfthetenderedamountforthecapitalprojectishigherthantheamountonwhichtheApprovaltoProceedwasbased,theschoolboardwillberequiredtoidentifyasourceoffundingtooffsetthehighercostsandwillneedaddition-alministryapprovalforthehigheramountbeforethecontractcanbeawarded.Itiswithinthediscretionoftheministrynottoaccepttheadditionalsourceoffundingiftheadditionalfundingisnotintendedtofundpupilplaces.

Post-Bid Negotiations

Ifafterthecloseofthetenderthelowestbidreceivedexceedsthetotalprojectbudgetandtheschoolboarddoesnothaveadditionalfundingtocontributetotheproject,itmayselectfromamongarangeofoptions,eachwithitsownrisksandadvantages.Therearemanyconsiderationsthatneedtobetakenintoaccount,andnouniformpracticeamongschoolboards.Aboardmaywishto


refertoCCDC 23 – A Guide to Calling Bids and Awarding Contracts, inwhichvariousoptionsareidentified.ItisalsoadvisablethatboardstaffcontactoneoftheExpertPanelmemberslistedinAppendixBand/orconsultwithlegalcounselinthecourseofdecidingwhichoptiontopursue.

Board and Ministry Approve Additional Source of Funding

Assumingthat boththeboardandtheministryapprovetheadditionalsourceoffunding,theschoolboardwouldproceedasusualtoawardthecontractandsignacontract(CCDC 2)withthegeneralcontractor.

Board Awards Contract

Whenadditionalapprovalforthehighercostisrequired,theschoolboardshallnotsignacontractbeforereceivingministryapproval.Ifitproceedswithoutapproval,theministrycanholdtheschoolboardresponsibleforallcostsrelatedtothedissolutionofcontracts.

Thefollowingdocumentshouldbeusedindevelopingacontract:

CCDC 2 – Stipulated Price Contract (2008)

School Board Signs Contract with General Contractor

Oncetheschoolboardhasawardedthecontract,theformalcontracthasbeensigned,anddocumentsconfirmingallmandatoryrequirementsofthetender(bonding,insurances,healthandsafetydata,buildingpermits,siteplanagree-ments,etc.)havebeenobtained,constructioncanbegin.ConstructionoftheprojectisthesoleresponsibilityofthegeneralcontractorandistobecarriedoutinaccordancewiththetermsofthecontractandadministeredbythearchitectandtheProjectManagerthroughtocompletion.

Immediatelyafterthecontractisawarded,theProjectManager,throughthearchitect,shouldaskthegeneralcontractorforthefollowingmaterials:

✦✦ adetailedprojectschedulethathasbeenreviewedandapprovedbythearchitect

✦✦ ascheduleofvalues,showingthetotalprojectcostdividedintovariouscomponentsoftheworkbreakdownstructure(e.g.,mechanical,electrical,foundation,sitework).Thisschedulewillassistinconfirmingprogressdraws(paymentstothegeneralcontractorduringthecourseofconstruc-tion).Thearchitectreviewsandapprovesthisscheduleaswell.




✦✦ detailedshopdrawingsandothersubmittals,certifiedbythearchitectand/orengineerasconfirmationthattheyareinaccordancewithwhatwasrequestedinthetender(e.g.,steelshopdrawings).Thedrawingshelptoensurethatthecorrectequipment/materialsareorderedandreceivedontime.Forcomponentsthatcannotbedrawn,actualsampleswillbeprovided(e.g.,brick,flooring,windows).

Itisstronglyrecommendedthatapreconstructionmeetingbeheld.Topicsfordiscussionshouldincludetheauthority,roles,responsibilities,practice,andproceduresofallparties,toensurethesmoothadministrationofthecon-tract.Participantsshoulddecidewhensitemeetingswilloccur,whoisexpectedtoattend,andwhowillberesponsiblefortheminutesofmeetings,aswellasforthedocumentationandworkingtimelinesrequiredforprogresspaymentsandchangeorders.

Bonds

Whiletheschoolboardisnotresponsibleforobtainingbonding,itisrespon-sibleforensuringreceiptofbonding.Itistheresponsibilityofthegeneralcontractortoobtainbondingasspecifiedinthecontractdocuments.Abondprovidesownerswithperformancesecurityinthatitensuresacompletedprojectintheeventofdefaultandpaymentprotectiontosub-tradesandsuppliers.Varioustypesofbondsareroutinelyrequiredaspartofthecapitalconstructionprocess.Themostfrequentlyrequestedbondsarethefollowing:

✦✦ Bid bond–Intendedtoprotecttheschoolboardfromthe“lowestirresponsiblebidder”byprovidingassurancethatthecontractorwillenterintoacontractandprovidetherequiredsecurity.Typically,10percentofthetenderamountisrequired.Ifthecontractordefaults,thesuretypaysthedifferencebetweenthesuccessfulbidandthesecondbidder.

✦✦ Performance bond–Intendedtoprotectperformanceofthecontractinaccordancewithitstermsandconditionsintheeventthatthecontractorisindefaultandthedefaultisdeclared.

✦✦ Labour and materials bond–Intendedtoensurethatthecontractorwillpayalldirectsubcontractorsandsuppliersofmaterialsandservicesprovidedtothebondedproject.

Schoolboardsshouldonlyacceptbondsissuedbydulylicensedsuretyfirms.Itisbesttospecifythisrequirementinthetenderspecificationsandcontract.


Toconfirmasuretycompany’sstatusorforclarificationregardingthevarioussuretyproducts,contacttheSuretyAssociationofCanada.Additionalinforma-tiononbondscanbefoundinCCDC 22 – A Guide to Construction Surety Bonds.

Insurance

Aboardshouldsatisfyitselfthatexistinginsurancepoliciesincludeconstruc-tioninsuranceuptoaspecifiedamount.Theboardmaywanttoincludecon-structioninsuranceinthebidformasaseparatepriceandcomparethecostofpurchasinganyadditionalconstructioninsurancedirectly.Purchasingaddition-alinsuranceinnowayremovesthegeneralcontractor’sriskandliability,butidentifyingtheschoolboardasco-insuredonthepolicyaddsextraprotection.

Commontypesofinsuranceinclude:

✦✦ generalliabilityinsurance✦✦ broadformpropertyinsurance✦✦ automobileliabilityinsurance✦✦ builder’sriskinsurance

Nopaymentsshouldbemadebytheschoolboarduntilithasbeenprovidedwithwrittenconfirmationthatbondingandinsuranceareinplace.

Foradditionalinformationoninsurance,refertoCCDC 21 – A Guide to Construction Insurance (2000).

http://www.surety-canada.com/servlets/sfs?t=/contentManager/selectCatalog&e=UTF-8&i=1195065711813&l=0&ParentID=1195587509627




Phase 4: Construction • 25

Construction Commences

Thearchitectwilloverseetheconstructionprocesstoensurethatallthedesignplansareadheredtoandthatprogressismadeonatimelybasis.Thearchitect’srolealsoincludesadministeringthebuildingcontract,submittingfinancialreports,andgivingadviceonmaintenanceregimes.Particularresponsibilitiesofthearchitectwithrespecttoconstructionincludethefollowing:

✦✦ Payment certification:Assessingtheeligibilityforandcertifyingentitle-menttoprogresspaymentsthataretobepaidtothebuilderoverthecourseofconstruction

✦✦ Change orders:Providing,inwriting,anexplanationtotheProjectManagerofwhyachangeorderisnecessaryorwhyavariationtothecontractisbeingprocessed,whetherthechangeisrequiredtodealwithsuchunforeseencircumstancesasmayariseduringthebuildingprocessortomeetchangingrequirementsinrelationtothebuildingthatareidentifiedonlyafterthecontracthasbeensigned

✦✦ Supervision:Ensuringthattheprojectisconstructedinaccordancewiththecontractdocuments,determiningpracticalcompletion,andcertifyingthe“substantialperformance”ofthecontractandfinalcompletionofwork.

Allcapitalprojectsmustbecarefullymonitoredtoavoidasituationwhereasignificantnumberofchangeorderscausescoststoexceedthetotalproject

ConstructionPhase 4P

re-D

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n Ministry pre-designapproval. Requires completed

Facility Space Templateand identification

of Project Manager

Board*approves


architect






Ministryconfirms

enrolment

Con

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and

Ten

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Pre

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Architectcompletes

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design


design



Request forProposal

Con

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Holdbacks



Occupancy




Schoolboardsigns

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generalcontractor







constructionbudget

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budget.Ifthecapitalprojecthasbeenwellplanned,changeordersshouldnotpresentasignificantissue.Schoolboardsarestronglyencouragedtodevelopapolicyorprocedureonhowchangeorderswillbehandledtoallowthecon-tinuationofworkwithinprojectedtimelines.AsamplechangeorderpolicyisincludedinAppendixEofthisdocument.

Somechangeorderscouldpresentamaterialchangetothedesign.Shouldthisbethecase,theboardmayneedtoconfirmwiththegeneralcontractorthattheexistingbondingandinsurancearestillappropriate.

Monitoring Construction

Generally,weeklyorbi-weeklymeetingswillbeheldduringtheconstructionphase.ParticipantsoftenincludetheProjectManager,thearchitect,thegeneralcontractor,andappropriatesub-consultants.Minutesofallmeetingsshouldbekept;ideally,theyshouldbepreparedbythearchitectforthebenefitofboththeschoolboardandthegeneralcontractor.

Progress Payments

Asthejobprogresses,thegeneralcontractorwillgenerallyapplyforprogresspayments,or“draws”,onamonthlybasis.Theprogressdrawsarebasedonthevalueoftheworkdoneinthepaymentperiod.Thevalueofthisworkisjudgedinrelationtothecontractworkbreakdownstructure.TheprogressrequestistypicallyacceptedbytheProjectManagerandtheschoolboardonlyaftercertificationbyeitherthearchitectortheengineerthroughaCertificateofPayment.

Duringtheconstructionphaseandforthespecifiedstatutoryperiod(i.e.,45daysafterwards),theschoolboardmaysafelymakeprogresspaymentstothegeneralcontractorforallamountsexceptthestatutoryholdback.However,iftheboardreceivesnoticefromsubcontractorsorsuppliersthatliensareoutstandingandunlikelytobepaidbythegeneralcontractor,theschoolboardwillneedtoreviewitscontractwiththegeneralcontractortodeterminewhatstepsitcanlegallytake.

Itistheschoolboard’sresponsibilitytoknowiflienshavebeenregisteredagainstitsproperty.Sub-searchesonpropertytitleshouldbecompletedtoreducetheriskofalienbeingregisteredunknowinglybyasubcontractor,supplier,orotherserviceprovider.Itisimperativethatpaymentbemadeasquicklyaspossibleafteranacceptableliensub-searchhasbeenperformed,


preferablyonthesameday,tominimizetheriskofalienbeingplacedonthepropertyafterthesub-searchbutbeforethegeneralcontractorreceivespayment.

Generalcontractorsmustsubmitastatutorydeclarationwhensubmittingaprogressdraw,declaringthatthesubcontractorsandsupplierstothecontractorhavebeenpaid.Thestatutorydeclarationprovideslimitedprotectionfortheschoolboardbecauseitspecifiesthatonlythosepartieswithwhomthecontractorhasadirectrelationshiphavebeenpaidforsupplies/servicesrendered.Itdoesnotapplytootherpartieswhoprovidesupplies/servicestothesubcontractorsandsuppliers.

Arecentsurveyofschoolboardsreflectsavarietyofpracticeswithrespecttoperformingsub-searches.Someboardsconductasub-searchforeveryprogressdraw,someforeveryotherpayment,andsomeonlyifproblemsaresuspected.Someschoolboardssetaminimumdollarvalue(rangingfrom$100,000to$500,000)forperformingasub-searchandsomerelyonthestatutorydeclara-tionthatissubmittedwitheachprogressdrawrequest.

Itisrecommendedthatallschoolboardsestablishadollarthreshold(e.g.,$0,$100,000,$250,000)forconductingsub-searchesandthattheyconductasub-searchforeveryprogressdrawthatmeetsthiscriterion.(SeeAppendixFforasampleschoolboardprogressdrawpolicy.)Asub-searchgenerallycostsbetween$50and$125.

Outlinedbelowaresomeadditionalgoodpracticesandtasksthatboardsoftenundertakeduringtheconstructionphase.ThesetasksaregenerallyundertakenbytheProjectManageroradesignate:

✦✦ Obtainsitereviewsofconstructionandreportsofallsitevisitsfromarchitect/consultant(e.g.,engineer).

✦✦ ReviewwithconsultantsthatthegeneralcontractoriscarryingoutworkinasafemannerthatmeetstherequirementsoftheOccupationalHealthandSafetyActandregulationsmadeundertheact.

✦✦ Communicatedecisionsthroughthearchitecttothegeneralcontractor.✦✦ Reviewworkandconstructionscheduleregularly,andensureremedial

actionbythegeneralcontractorasrequired.✦✦ Coordinateparticipationofschoolboardmaintenancetechniciansin

operationalreviewofsystemmock-ups/installation.✦✦ Provideongoingadviceandinformationtoarchitect,consultants,and

generalcontractorrelatingtospecificschoolboardrequirements.✦✦ Review,evaluate,andapprovechangeordersafteradequatereviewby

architectandconsultants.


✦✦ Reviewandapproveallpaymentstoarchitect.✦✦ Providekeyingschedule(policy),lockernumbering,andotheroperational

requirements,suchasinteriorandexteriorschoolsignage,schoolname,andschoolcolours,toarchitectandgeneralcontractor.

✦✦ Approvematerialsselectionandcolourschemeandcoordinatepurchaseoffurnitureandequipment.

✦✦ ProvideSuperintendentofSchoolsandprincipalwithfurnitureandequipmentbudget.

✦✦ Provideperiodicprogressreportstoboard.✦✦ Assignheadcaretakertothenewschoolsufficientlyinadvanceof

completionthatheorshemaybecomefamiliarwiththebuildingsystemsandorganization.

Commissioning

Commissioningistheprocesswherebyanindependentconsultant(a“com-missioningagent”)verifies,throughtesting,thatallofthenewschool’soperat-ingsystemsperforminaccordancewithdesignspecificationsandoperationalneeds.Thisprocessofverificationincludesbutisnotlimitedtoallmechanicalsystems,airandwaterbalancing,controlsystems,energymonitoringandcontrolsystems(EMCS),equipmentstart-upandsequencing,emergencygenerator,andlifesafetysystems(e.g.,sprinklers,kitchenhoodsuppressionsystems,firealarmsystem,extinguishers,elevators,securitysystems,andPAsystems).Takeoverofthenewlyconstructedschoolandcommissioningareasimportantastageforoverallprojectsuccessasthedesignandconstructionofthecapitalproject.Asmoothtransitioninpassingtheschoolfromitsconstruc-tionphasetoitsfinaluseisalsorelevanttoschoolboardassessmentandthesuccessoftheproject.Keyareasofconcernduringthetakeoverandoccupancyphaseincludethefollowing:safetyplanning;resourceplanning;communica-tion;movingofstaff,furniture,andfiles;stafforientationandtrainingonalloperatingsystemsandequipment;andstaging.

ItisrecommendedthatboardsincludeproceduresoutlinedinthedocumentOAA/OGCA Take-Over Procedures,whichclearlysetsouttheproceduresrequiredtofacilitatetheclosingstagesofaconstructioncontractandthetake-overoftheprojectbytheboard,intheircontractwiththegeneralcontractor.

Thecommissioningprocessoftenfocusesonbuildingsystems(e.g.,boiler,HVAC),butitcanbecustomizedforeachproject.

http://www.oaa.on.ca/client/oaa/OAAHome.nsf/object/OGCA/$file/Document100Jan04.pdf


Foradditionalinformationoncommissioning,refertothe Canadian Handbook of Practice for Architects, Volume 2, subsection2.3.12,“Take-overProcedures,Commissioning,andPost-occupancyEvaluation”.

Liens and Holdbacks

Anypersonorcorporationthatprovideslabour,services,orsuppliestoim-proverealpropertycanplacealien.Alienisalegalholdagainsttheowner’s(i.e.,theschoolboard’s)propertyandallowsunpaidcontractors,labourers,suppliers,andevenarchitectsandengineerstoclaimagainsttheowner’spropertyuntiltheyarepaid.Tomakealienlegallyactionable,thelienholdermustregisteritontitle.Alienmayberegisteredduringtheperformanceoftheworkorservicesorsupplyofmaterialsorwithin45daysofcompletionorabandonmentofperformance.Ifalienisnotregisteredwithinthestatutoryperioditceasestoexist.Registrationgivesalienholder90daysaftertheworkhasbeencompletedorthematerialshavebeenplacedorfurnishedtocommencealegalaction.

Asnotedearlier,thegeneralcontractorwilltypicallyapplyformonthlyprog-ressdrawsthroughthecourseofconstruction,basedonthevalueofworkdoneduringtheparticularmonth.Aftertheprogressdrawrequestisacceptedbytheboardand/orcertifiedbythearchitectorengineer,theschoolboardmakesthepayment.However,theConstructionLienActrequiresthattheschoolboard,asowner,retaina“statutoryholdback”atalltimesofatleast10percentofthevalueoftheworkdone.Theholdbackwillbehelduntilreleasedtothegeneralcontractorontheexpirationoflienrights.

Shouldalienberegisteredagainsttheschoolboard’sproperty,a“noticeholdback”ofanamountequaltothevalueofanyregisteredlienplus25percentmayberetainedbytheboardfromsubsequentpaymentsuntilthelienisdischarged.Optionsotherthanretaininganoticeholdbackarealsoavailable,soitisadvisablethattheschoolboardconsultalawyer.

Subjecttocertainpublicationnoticesandtimelines,theConstructionLienActpermitsthereleaseofholdbacksonceaprojectis“substantiallycomplete”.Substantialperformanceisachievedwhentheprojectisreadyforitsintendeduseandthecostoffinishingtheworkorrectifyingdeficienciesisnotmorethan3%ofthefirst$500,000ofthecontractprice,2%ofthenext$500,000,and1%ofthebalance.Atthispoint,aCertificateofSubstantialPerformancemaybeissuedbythearchitect.Oncethecertificatehasbeenissued,thecon-tractorwillpublishanoticeattestingtosubstantialperformanceandinforming

http://www.raic.org/practice/chop/index_e.htm

http://www.raic.org/practice/chop/index_e.htm

http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_90c30_e.htm


anyinterestedpartiesthattheyhave45daysfromthedateofpublicationtoregisteralienorforgoprotectionoftheConstructionLienAct.Afterthispoint,toprotectagainstthecompletionofoutstandingworkanddeficiencies,theschoolboardmayretainanyfurtherpaymentsuntilthearchitectissuesaCertificateofTotalCompletion(whencosttocompletealloutstandingworkanddeficienciesisdeemedtobethelesserof1%or$1,000)andtheexpirationofallremaininglienrightsisdetermined.

Workplace Safety and Insurance Board Certification

AWorkplaceSafetyandInsuranceBoard(WSIB)StatutoryDeclarationlistingoutstandingaccountsandmoniespaidandaWSIBCertificateofClearanceshallbesubmittedbythegeneralcontractortothearchitect/boardwitheachmonthlyprogressdrawandbeforethereleaseofthestatutoryholdback.

Deficiencies

Throughouttheentireconstructionprocess,thearchitect/engineerwillmoni-torforanydeficienciesduringsitevisitsandbringthesetotheattentionofthegeneralcontractorforfollow-up.Whenthearchitectandthegeneralcontrac-toraresatisfiedthatsufficientprogresshasoccurredtoconfirmsubstantialperformance,thearchitect,consultants,generalcontractor,andboardrepre-sentativewillconductafinalinspectionoftheproject.IfthearchitectissuesaCertificateofSubstantialCompletion,thenthegeneralcontractormaypublishnotificationofsubstantialperformanceintheDailyCommercialNews(DCN)tostartthe45-daylienperiod.

Followingsubstantialperformance,whenalloutstandingand/ordeficientworkhasbeencorrected,theprojectiscertifiedascompleted.Totalperformanceusuallyoccurswhenthelesserof$1,000or1percentofthecontractamountisoutstanding.

Aspartofthedeterminationofsubstantialperformance,acommissioningagentmaybeaskedintheprocessoftestingthemajorschoolequipment(e.g.,boilers,humidifiers,chillers)toprepareasummaryreportofdeficiencies.Thecommissioningagent’sreportwillalsobeprovidedtothegeneralcontrac-torforfollow-upandcorrectionofdeficiencies.

Althoughcommissioningagentsmaynotbereadilyavailableatalltimes,schoolboardsthatregularlyundertakesignificantcapitalconstructionprojectsrecommendinvestingtheadditionaltimeandexpensetohireacommissioning


agent,becausetheagentworksindependentlyofthegeneralcontractorandmayuncoverdeficienciesthatmightotherwisegoundetected.

Warranty Inspection and Repairs

Elevenmonthsafter“substantialcompletion”,ameetingwillbeorganizedbytheschoolboardwiththearchitect,thegeneralcontractor,andotherconsul-tants,asrequired,toidentifyallrepairsandwarrantyadjustments.Thewarrantyinspectionwillresultinareportoutlininganyoutstandingwarrantyitemsorlatentdeficiencies.Acopyofthereportwillbeprovidedtothegeneralcon-tractortomakethenecessaryrepairswithinanagreedtimeschedule.

Thewarrantyperiodforroofs,windows,andsoon,areoftenlongerthanayear,sosimilarmeetingswilltakeplacebeforesubsequentanniversarydatesfrom“substantialcompletion”toidentifyanyrepairtoextendedwarrantyitems.Extendedwarrantiesdoexistforsomefeatures,includingwindows,roofs,andHVACsystems.

Final Cost Reconciliation

Asafinalaccountabilitymeasure,schoolboardswillundertakeafinalsummaryofaccountingwhentheprojectis100percentcompleteandallbillsandinvoiceshavebeenpaid.Mostschoolboardswillpresentthefinalsummaryofaccount-ingtotheirboardoftrustees,especiallyifthetotalprojectcostexceedstheprojectbudget.

Inadditiontocostreconciliation,boardstaffshouldundertakeapost-constructionreviewtoassesstheoverallcapitalconstructionprocessandtoinformfutureprojects.Someofthethingsboardscommonlyreviewincludethefollowing:

✦✦ contractorandsub-tradesperformance✦✦ architectandconsultantperformance,includinganalysisofthecostand

reasonsforchangeorders✦✦ listofwarranties(reviewwithmaintenancedepartmentandcustodialstaff)✦✦ compliancewithministrySFISreportingrequirements(byupdatingcapital

constructioninformation)


Ralph Benson, Chair SuperintendentofCorporatePlanning,YorkDistrictSchoolBoard

Sandi Ackroyd AssistantManager,PlantDepartment,RainbowDistrictSchoolBoard

Kevin Bushell ExecutiveOfficer,FacilityServicesandCapitalPlanning,ThamesValleyDistrictSchoolBoard

Glenn Clarke ControllerofPlant,SimcoeMuskokaCatholicDistrictSchoolBoard

Giacomo Corbacio Superintendent,FacilityManagementServices,HaltonCatholicDistrictSchoolBoard

Fred Chrystal Superintendent,PlanningandFacilities,OttawaCatholicDistrictSchoolBoard

Gerry Cullen SuperintendentofFacilityServices,HaltonDistrictSchoolBoard

Bryce Eldridge SuperintendentofPlant,YorkCatholicDistrictBoard

Suzanne Labrecque Directricedusecteurdel’immobilisationdel’entretienetdelaplanification,CSDduCentre-Sud-Ouest

Lewis Morgulis ManagerofFacilityPlanning,YorkDistrictSchoolBoard

Luc Poulin DirecteurduServicedesimmobilisations,CSDcatholiqueduCentre-Est

Paul Scinocca ManagerofCapital/RenewalProjects,UpperGrandDistrictSchoolBoard

Wolfgang Stumpf ManagerofDesign,Dufferin-PeelCatholicDistrictSchoolBoard

Arnie Wohlgemut SeniorManagerFacilityServices,WaterlooCatholicDistrictSchoolBoard

Randy Wright Controller,Planning&Accommodation,PeelDistrictSchoolBoard

Members of the Expert Panel on Capital Standards

Appendix A

Appendix B • 33

Name E-mail Address Board Phone Number

Sandi Ackroyd [email protected] Rainbow DSB 705-674-3171 Ext 7260

Ralph Benson [email protected] York DSB 905-727-3141 Ext 2225

Kevin Bushell [email protected] Thames Valley DSB 519-452-2000 Ext 21025

Glenn Clarke [email protected] Simcoe Muskoka Catholic DSB 705-722-3555

Giacomo Corbacio [email protected] Halton Catholic DSB 905-632-6300

Fred Chrystal [email protected] Ottawa Catholic DSB 613-224-4455

Ext 2322

Gerry Cullen [email protected] Halton DSB 905-335-3663 Ext 3357

Bryce Eldridge [email protected] York Catholic DSB 905-713-1211 Ext 2340

Suzanne Labrecque [email protected] CSD du

Centre-Sud-Ouest 416-614-5917

Lewis Morgulis [email protected] York DSB 905-727-3141 Ext 2419

Luc Poulin [email protected] CSD catholique du Centre-Est 613-746-3686

Paul Scinocca [email protected] Upper Grand DSB 519-822-4420 Ext 847

Wolfgang Stumpf [email protected] Dufferin-Peel Catholic DSB

905-890-0708 Ext 23213

Arnie Wohlgemut [email protected] Waterloo Catholic DSB

519-578-3660 Ext 2272

Randy Wright [email protected] Peel DSB 905-890-1010 Ext 2203

Expert Panel Contacts

Appendix B


Sample Total Project Budget

Appendix C

Total Project Budget (Elementary School)

Date:

Estimated Costs Estimated Subtotals

Construction/Site Development

Construction Estimate $6,950,000.00

Building Permit $69,500.00

Design Contingency $173,750.00

Project Coordination $40,000.00

net HST $119,887.50

$7,353,137.50

Architects/Consultants Architect $520,000.00

Other Consultants $20,000.00

Survey/Testing/Permits $25,000.00

net HST $9,416.67

$574,416.67

Furniture and Equipment F&E Total $320,000.00

$320,000.00

Construction and Soft Cost Subtotal

$8,247,554.17

Project Contingency $206,188.85

Total $8,453,743.02

Note:Figuresareforpurposesofillustrationonly.

Appendix D • 35

SELECTION OF ARCHITECTS

Statement of PolicyItisthepolicyofthisBoardthatarchitectsoncapitalprojectsinitiatedbytheschoolboardberecommendedforBoardapprovalbythePhysicalPlanningandBuildingCommittee,asaresultofinterviewsandinaccordancewiththeproceduresestablishedbytheBoard.

Procedure for SelectionOutoftheBoard’sfileofarchitectsexpressingwritteninterestinacommissionwiththeBoard,aPreselectionCommittee,comprisingaSuperintendentofEducation,theControllerofPlanningandAccommodationSupportServices,andtheManagerofPlanningandNewSchoolAccommodation,willreviewallsubmissionsandchooseasignificant*numberofarchitecturalfirms,basedontheCriteria for the Selection of Architects(attachedasAppendixNo.1).3

ThesefirmswillbenotifiedthattheyhavebeenchosenbythePrequalificationCommitteeandtheywillberequestedtoprepareaspecificproposalfortheCommittee’sreview.ThisproposalshallincludethecompletionoftheArchitect’s Qualification Statement(attachedasAppendixNo.2)andshallincludepictures,descriptionsofpreviouswork,designstatements,andotherinformationchosenbythefirmstodescribetheirwork.

OncetheArchitect’s Qualification Statements,andotherpertinentdatathatthearchitectselecttopreparearereceived,thePrequalificationCommitteeshallexpandtoincludetheChairofthePhysicalPlanningandBuildingCommitteeandtheChairoftheBoard(ortheirdesignates).ThisCommitteewillbeknownastheArchitectSelectionCommittee.

Sample Board Policy on the Prequalification of Architects

Appendix D

3.Theappendicesarenotincludedinthissample.

*AnumberthatwillaffordtheArchitectSelectionCommitteeawideselection,butnomorethantwenty.


Outoftheoriginalprequalifiedsubmissions,theArchitectSelectionCommitteewillselectuptosevenarchitecturalfirmsforeachcategoryofwork.Areport,includingabriefresumeoneachofthearchitecturalfirmstobeinterviewedbythePhysicalPlanningandBuildingCommitteeoftheBoard,willbeprepared.ThesearchitectsshallbeinterviewedbythePhysicalPlanningandBuildingCommittee.Theorderofarchitectinterviewswillbeestablishedbyadraw.

ThePhysicalPlanningandBuildingCommitteewillmakeitsrecommendationtotheBoard,choosingonearchitecturalfirmforeachcategoryofwork.

CRITERIA FOR THE SELECTION OF ARCHITECTS

Professional QualificationsTheconsultantsmustholdprofessionalqualificationsandberegisteredbytheirprofessionalorganizationsandlicensedtopracticeinOntario.

ExperiencePreferencewillbegiventofirmswithrecentsatisfactoryexperienceinschoolconstructioninSouthernOntario.However,considerationwillbegiventofirmsthathavedesignedothertypesofbuildingsandindicatepotentialabilitytointroducesuperiordesignorachieveeconomiesinschoolconstruction.

Control of CostsTobeselected,architectsmustproduceevidenceoftheirabilitytocontrolcostsandtodesignschoolswithintheestimatesapprovedbytheBoard.Thefinalistsmustindicate,inwriting,thattheyagreetosigntheBoard/Architect Agreement,whichstipulatesthattheywillredesignanyoftheirprojects,attheirownex-pense,tobringthecostwithintheapprovedestimates.

Size of FirmPreferencewillbegiventofirmsinwhichthesupervisionofconstructionisconductedbyaprincipalofthefirm.Theabilityofthefirmtoproducesketchplansandpreparecontractdocumentswithinthespecifiedperiodswillalsobeaconsiderationforselection.

Quality ControlPreferencewillbegiventoarchitecturalfirmsthathaveaprovenrecordofmaintainingqualitycontrolthroughouttheconstructionoftheproject.

Appendix D • 37

FeeTheconsultantsmustbepreparedtoacceptthefeescheduleasapprovedbytheBoardandpreparealldocumentationonthepercentagesasoutlinedintheBoard/Architect Agreement.

Location of OfficeOtherfactorsbeingequal,preferencewillbegiventofirmslocatedwithin50kmofthe[municipality/region]


Purpose

Thispolicyoutlinestheprocedurebywhichallconstructionprojectchangeswillbeimplemented.Theprocedureisbasedonaphilosophythatallchangeswillbeheldtoanabsoluteminimum,andonlynecessarychangeswillbeapproved.Thisprocedurecloselyalignswithproceduresoutlinedinconstructionindus-trystandardcontractformatCCDC 2 – Stipulated Price Contract (2008).

Definitions

(i) Change Directive and Contemplated Change Order –Achangedirective(exampleattached)4isawritteninstruction,preparedbythearchitect andsignedbytheBoard,directingachangeinthework[asspecifiedinthecontractdocuments]thatmaybeoutsidethegeneralscopeofthecontractdocuments.Achangedirectiveisinitiatedasaresultofworkrequiringimmediateattention(notstoppingworkinprogress).AContemplatedChangeOrderformisthencompletedassoonaspossible.

(ii) Change Order –Achangeorder(exampleattached)isawrittenamendmenttothecontract,preparedbythearchitect andsignedbytheBoardandthegeneralcontractor, statingtheiragreementon:achangeinthework;thefinancialamountoftheadjustmentinthecontractprice,ifany;andtheextentoftheadjustmentintheconstructioncompletiondate,ifany.

(iii) Site Instruction–Siteinstruction(exampleattached)isawritteninstruc-tion,preparedandsignedbythearchitect,providingdirectionintheworkwithinthegeneralscopeofthecontractdocuments.Asiteinstructionshallnotbeconstruedasanauthorizedchangetothecontractprice and/ortheconstructioncompletiondate.

Sample Board Policy on Change Orders

Appendix E

4.Theexamplesarenotincludedinthissample.

Appendix E • 39

Procedure Withrespecttochangeorders,thefollowingprovisionsmustbeobserved:

1. TheconstructioncontractapprovedbytheBoardshouldbesuchthattheBoardwillnotrequiremodificationtothefloorplan,equipment,componentsystems,finishes,oranyothersignificantdetails.

2. Thearchitecturalfirm,initsagreementwiththeBoard,agreesthatnofeesorreimbursableexpensesshallbepaidtothearchitectorthesub-consultantsthatrelatetoerrorsoromissionsofthearchitectorthesub-consultantsresultinginextracostorchangestothecontract.

3. AllContemplatedChangeOrderformsandchangeorderswillbeevalu-atedbyBoardrepresentativesandmustbecost-estimatedaccurately.Thefollowingchartidentifiessigning-levelapprovals:

$ Level Project Manager

Manager,Design and Construction

Controller,Planning andAccommodation

Associate Director, Operational Support Services

1. Change orders<$5,000

2. Change orders<$10,000

3. Change orders$10,000–$100,000

4. Change orders>$100,000

=signaturerequiredAdministration=ProjectManager;Manager,DesignandConstruction;Controller,PlanningandAccommodation;AssociateDirector,OperationalSupportServices

4. Anyrequiredchanges,suchasthoserelatedtothecorrectionofpreviouslyundetectedproblemsinsiteconditions,directionsfromauthoritieswithjurisdictionoverthesite,orchangesincodes,willbeapprovedonlyafterathoroughevaluationoftheirprospectivecosts.

5. Allchangesprocessedandapprovedwillidentifyanyimpactonconstruc-tioncompletionandoccupancydates,thebudget,thecontingencyormis-cellaneousaccount,andsoon,andwillincludereferencetooutstandingorremainingcontractfunds;


6. TheBoardwillnotpayforthearchitect’sorsub-consultant’sfeesrelatingtoContemplatedChangeOrderformsorchangeorderstoeasetheflowofwork(unlessotherwisenegotiatedbytheBoardandthearchitectasacost-reductionmeasure);

7. TheBoardwillavoidapprovingchangesfornewitemsorequipmentthatmaybedesirablebutunnecessary.

8. TheBoardwillnotdelegateanyauthoritytothearchitecttoissuechangesunilaterally.

9. TheBoardwillaggressivelyseekjustificationfromthegeneralcontractorforanyconstructiondelayandwillpursuealternativemethodstominimizetheimpactonthescheduleforprojectcompletion.

10. ChangeordersrelatedtorequestsfromprincipalsofschoolswillbekepttoanabsoluteminimumandwillrequireauthorizationfromtheSuperin-tendentofEducationandtheControllerofPlanningandAccommodationbeforetheycanbeundertaken.Nochangeorderswillbeapprovedunlesstheyarerelatedtohealthandsafety,regulatoryrequirements,orsysteminstructionalprogramneeds.

11. Whenachangeintheworkisproposedorrequired,thearchitectshallprovideanoticedescribingtheproposedchangeintheworktothegen-eralcontractor.ThiswillrequirecompletionofaContemplatedChangeOrderform(exampleattached).Thegeneralcontractorshallpresent,inaformacceptabletothearchitectandtheBoard,thecontractpriceadjustment,ifany,andtheconstructioncompletionadjustment,ifany,fortheproposedchangeinthework.

12. WhentheBoardandgeneralcontractoragreetotheadjustmentsinthecontractpriceandconstructioncompletionschedule,suchagreementshallbeeffectiveimmediatelyandshallberecordedinaChangeOrderform(exampleattached),signedbythearchitect,theBoard,andgeneralcontractor.Thevalueoftheworkperformedastheresultofachangeordershallbeincludedinapplicationsforprogresspayment.

13. TheConstructionChangeOrderTrackingform(exampleattached)mustbecompletedandupdatedforallapprovedchangeorders.

14. NoContemplatedChangeOrderformsorchangeordersthatcausethecontractpricetoexceedtheboard-approvedtotalprojectcostwillbeapproved.

Appendix F • 41

✦✦ Thearchitectsubmitsaninvoiceforaprogressdrawtotheplantdepart-ment,whereitisreviewedtoensurethatitaccuratelyreflectstheamountofworkperformedandthattherearenoerrors.

✦✦ Ifapproved,theinvoiceiscodedandforwardedtothebudgetdepartmentforchecking(coding,approvals,contract,etc).

✦✦ Thebudgetdepartmentsendsane-mailtothelawyer,usuallyonetotwodayspriortovendorpayment,providingthesitename,thesitedescription,andthedatebywhichasub-searchisrequired.

✦✦ Theprogressdrawinvoiceisforwardedtotheaccountingdepartmentforprocessing.Thechequeispreparedanddatedforthesub-searchdate,thenforwardedbacktothebudgetdepartmentalongwithaninvoicebackup.

✦✦ Onthemorningofthepayment,thelawyer(whohasbeenaskedtorespondbeforenoon)e-mailsbudgetdepartmentstaffwiththeresultsofthesub-searchandconfirmsreleaseofpaymentorinformsoflien(s).

✦✦ Thelawyer’se-mailisprintedandattachedtothevendorinvoice.✦✦ Iftitleisclear,approvalforreleaseofpaymentisindicatedonbackup

documentationandthechequeandinvoicearesentbacktotheaccountingdepartment,whichcallsthevendortopickupthepayment(pick-uppriorto4:00pm)onthesamedayasthetitlesearch.

✦✦ Ifalienisfound,thechequeiscancelledandtheplantdepartmentisadvisedofthelien.

✦✦ Thecontractorisnotifiedthatpaymentisbeingheldpendingclearanceofthelien.

✦✦ Whenthecontractoradvisesthatthelienhasbeencleared,theprocessisrepeated.

Sample Board Practice for Progress Draw Payment

Appendix F

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