​​Construction Start

Notice to Proceed / Notices of Award

Description:

Notice to Proceed: CA shall issue the Notice to Proceed (NTP) to the contractor and copy the project team within 15 days of University Counsel signing the construction agreement. When completing the NTP, the CA shall exercise caution when inserting the start or completion date, as these dates shall not fall on a Saturday, Sunday, or a holiday. The NTP provides the contractor with the official start and end dates, duration of project, liquidated damages, and the DIR Project Identification Number.

Note:

1. The Division of Apprenticeship Standards in the Division of Labor Standards Enforcement must be notified of the project start using the PWC-100. A small project exemption for filing a PWC-100 applies to all public works that do not exceed $25,000 for new construction, alteration, installation, demolition or repair projects, and $15,000 for maintenance projects. Campus submits a PWC-100 form on the DIR website within 30 days of award, and receives a project identification number, which is to be provided to the contractor and to all subcontractors using the Notice to Proceed, so the contractor and all subcontractors may upload certified payroll records to the DIR website. 
2. Fair Employment and Housing, Contract Award Report form STD 16 shall be submitted for contracts over $5,000 and within 10 days of award and as directed on the form.

Site Survey & Acceptance: Prior to start of construction, Contractor conducts a site survey of the contract work area with the project manager/construction inspector and the campus representative. The purpose of this survey is to note the exact condition of the site and adjacent developments. The inspector or contractor are encouraged to take photos.​

References:

• SUAM sections 9710​, 9781
  
• CM Procedures Manual, Section 16, Notice to Proceed

Forms & Templates:

• Notice to Proceed
  
• Dept. of Fair Employment & Housing Contract Award Report (STD 16)
  
• DIR Public Works Project Registration (PWC-100, DIR online form)
  
• Fair Employment Practices Compliance Report (702.18)
  
• Site Survey and Acceptance (702.08)
  

Preconstruction Meeting

Description:

The preconstruction meeting is to be scheduled prior to the construction start date identified in the Notice To Proceed. The Construction Administrator will send notification of the preconstruction meeting to the Contractor, Architect and other attendees (refer sample letter). 

The Preconstruction Packages include: Preconstruction Meeting Agenda, the Contractor’s Payment Request form 702.12, the meeting Sign-In Sheet. Four contract set labels should also be prepared for attachment to two sets of contract drawings and specifications, including all addenda. 

The Contractor and the Construction Administrator shall sign these labels and affix them to the drawings and specifications, thereby making those signed sets the official contract documents. Half-sized plans may be used for the signature set. The Construction Administrator is to conduct the preconstruction meeting following the standard preconstruction meeting agenda. The Construction Administrator should take as much time as appropriate to achieve common understanding of all topics: the roles of the parties; document workflow; site access; safety; submittals; change orders; payment; prevailing wage requirements; certified payroll records; and all other relevant information and processes. 

The Form Number CSU.LC-00A: Checklist of Labor Law Requirements for use on projects for which the DIR monitors labor compliance contains a certification which all contractors at the preconstruction meeting must sign, and campus must retain in files. The Construction Administrator shall maintain a positive tone and encourage the principles of partnering by all parties for the mutual success of the project.

References:

• SUAM section 9791
  
• CM Procedures Manual, Section 15, Preconstruction Meeting

Forms & Templates:

• Preconstruction Meeting: Preconstruction Mtg Letter
  
• Preconstruction Sign-In Sheet, Preconstruction Mtg Agenda
  
• Checklist of Labor Law Requirements
  
• Preconstruction Mtg Package Contents
  
• Contract Set Labels

Retention

Description:

To ensure performance under a contract, the Trustees shall retain no less than five (5%) percent of the contract price, including change orders, until final completion and acceptance of the project by the Trustees (Public Contract Code, Section 10851). The Trustees shall process the Contractor’s partial payment requests, retaining not less than five (5%) percent of each partial payment request, and hold the retention funds in the contract account. After the project is 100% complete, and if there are no stop payment notices, labor commissioner withholds or claims against the Contractor or the project, the Trustees may process the final retention payment request to the Contractor.

References:

• SUAM sections 9805

Forms & Templates:

• Procedures for Placing of Securities in lieu of Contract Retentions (form 704.00)
  
• Escrow Agreement (form 704.01)​
  
• Escrow Fee Schedule (form 704.02)
  
• New Account Request Form (form 704.03)
  
• Trustees' Authorized Signature Letter to STO (form 704.04)
  
• Trustees' Contact Sheet (form 704.05)
  
• Request for ​Securities Transaction (form 704.06)
• Request for Payment of Retention to Contractor (form 702.21R)​