Buena Park Fire Station 61

Subcontractor Pre-Construction Meeting

April 19, 2017

Pre-Construction MeetingDiscussion Items

• Project Information & Description• Introductions• Contract documents; plans,

specifications, and addenda• Subcontracts, Insurance, and Certified

Payrolls– How these items affect your monthly

payment request • CPM schedule review and AMG’s

approach to constructing the project• Payment Procedures• Subcontractors will be responsible for

obtaining & paying for required City Business Licenses.

• PROCORE document control for the project

– Submittals– RFI’s– Change Orders• Quality Control and Inspections• Weekly Subcontractor Coordination

Meeting• Safety• Close-out Process• No junior engineers or architects• Lend – Lease Construction Manager• Security • Project Goals• The Final Product

Project Information & Description• Owner

– City of Buena Park

• Architect– LPA, Inc.

• Landscape Architect– Clark & Green Associates

• Civil Engineer– CIVILSOURCE

• Structural Engineer, Mechanical/Plumbing Engineer, & Electrical Engineer– LPA, Inc.

• Construction Manager– Griffin Structures, Inc.

Project Information & Description• Fire station of approximately 18,000 SF with administrative

offices, dormitory, training room, 3 lane apparatus bay. The building consists of Pre-Engineered Metal Building structural frame, with metal stud framing at exterior and interior walls, plaster exterior skin.

• Fire station alerting system. • Trash enclosure• Emergency power generator and fuel station. • General site preparation, underground utilities, relocation of

vents for SCE vault, paved parking, drive aisles, site lighting, CMU perimeter fencing.

• Traffic signal warning light system.

Introductions• The AMG team consists of the following persons both on site and

at our office:– Principle in Charge: Albert M. Giacomazzi, albert@amgassociatesinc.com,

Office: 661-251-7401 or Cell: 661-435-5161• Albert will become involved with issues that are not resolved at the site level. DO NOT

CALL OR E-MAIL ME REGARDING RFI’S, SUBMITTALS, OR THE STATUS OF YOUR PROGRESS PAYMENT.

– Director or Purchasing and Estimating: Tryggvi Helgason, thelgason@amgassociatesinc.com, 661-251-7401

• Tryggvi is responsible for the terms and conditions related to your subcontract agreement. Discuss any contract scope issues with Tryggvi.

– Contracts & Insurance Administrator: Lucy Melkonian, lmelkonian@amgassociatesinc.com, 661-251-7401

• Lucy is responsible for the execution of your contract and Insurance Certificates.

Introductions– Accounts Payable: Jinjer Gregorio: jgregorio@amgassociatesinc.com,

661-251-7401• Jinjer is responsible for your progress payments. You must have your

schedule of values approved, Certificate of Insurance, current certified payrolls, and contract is executed before any payments are released.

– Certified Payrolls: Lori McConnel: lmcconnell@amgassociatesinc.com, 661-251-7401

• Lori is responsible for all certified payrolls for all subcontractors. All Subcontractors must registered with the Department of Industrial Relations. YOUR WILL NOT BE PAID IF YOUR CERTIFIED PAYROLLS ARE NOT CURRENT OR IF A DIR INVESTIGATION OCCURS.

– Project Superintendent: Jon Wright, jwright@amgassociatesinc.com , cell phone: 661-388-8202

• Jon is responsible for all field activities.

Introductions– Project Engineer: Ben Gregory, bgregory@amgassociatesinc.com ,

cell: 661-383-3445• Ben is responsible for all submittals, RFI’s, O & M’s/Warranties. ALL

SUBCONTRACTORS MUST BE ACTIVELY WORKING ON THEIR SUBMITTALS. THERE IS NO COMPELLING REASON FOR YOU TO BE WAITING TO PROVIDE THEM TO US.

– Project Manager: Gabriele Manni, gmanni@amgassociatesinc.com, 661-289-1670

• Gabriele is responsible for Application for Payment and Change Orders. You must begin working on your schedule of values and your change order labor and equipment rates. You will not be paid until both of these items occur.

Contract Documents• The contract documents consist of the plans, specifications,

general/special conditions, State wage determinations, and addenda.

• 3 addenda have been issued for the project prior to bid time. The three addenda consist of the following in part: – Addendum A: 88 page addendum. RFI’s, changes to

specifications and changes to drawings. – Addendum B: 25 page addendum. RFI’s, changes to

specifications and changes to drawings. – Addendum 3: 39 page addendum. RFI’s, changes to

specifications and changes to drawings.

Contract Documents• The architect has issued a conformed set of drawings,

which means that all addenda have been incorporated into the final set of drawings, which can be downloaded from our web site: http://www.amgassociatesinc.com/projects/buena-park-fire-station-no-61/

• When questions develop with the contract documents, please utilize the RFI process. You may use your own form or e-mail to Ben Gregory.

Subcontracts• All subcontractors have received a letter of intent. • Lucy will send out the subcontract agreements to the listed

subcontractors by the end of the week. • You may mark-up our contracts, scan, and e-mail back to Lucy if

there are scope or terms that need to be discussed with us. • Tryggvi will resolve scope issues with you. AMG will resolve any

articles of the agreement that are in question. A revised agreement will be issued.

• An unexecuted agreement is no reason to delay the submittal process. You have received an LOI, which gives all of you the authority to move forward with submittals.

• Do not intentionally delay the submittal process due to an unexecuted agreement.

Insurance Requirements• Insurance requirements – Exhibit E of Subcontract

Agreement.• General Liability: $2,000,000 per occurrence.

– General Aggregate must be per project– Additional insured and Waiver of subrogation must apply to

AMG and the City of Buena Park– All endorsements must be attached

• Automobile Liability: $1,000,000 per accident for bodily injury and property damage.– “Any Auto” must be marked on certificate

Insurance Requirements– Additional insured and Waiver of subrogation must apply to

AMG and the City of Buena Park

• Employer’s liability (Workers Comp): $1,000,000 per accident for bodily injury or disease. – Waiver of subrogation must apply to AMG and the City of

Buena Park.

• Umbrella or Excess Liability: $2,000,000 per occurrence.– Additional insured and Waiver of subrogation must apply to

AMG and the City of Buena Park.

• Certificate holder: AMG & Associates, Inc.

Certified Payroll• As per the State of California, Department of Industrial Relations

web site (http://www.dir.ca.gov/Public-Works/Contractors.html) “If you work or bid on a Public Works project, then you are considered a Public Works contractor. The term "Public Works contractor" includes subcontractors. All Public Works contractors must fulfill four key responsibilities.”

• Register as a Public Works contractor• Pay prevailing wages• Follow apprenticeship requirements for projects $30,000 or more• Maintain and submit certified payroll records

Certified Payroll• Lori McConnell is our Certified Payroll Administrator. • Lori diligently reviews all certified payrolls for all

subcontractors. • Lori advises Jinjer and myself of any subcontractor that

has delinquent certified payrolls, is not paying the proper prevailing wage rates, and has not submitted the proper DAS 140 and 142 forms.

• Lori has a packet that she would like to review with each of you.

CPM & Short Interval Schedules (SIS)• Review of project site plan. • The project duration is one year. The NTP will be on or

about May 2nd. • CPM schedule review. • CPM schedule updates occur on a monthly basis. • Short interval schedules are handled by Jon Wright.

They are updated weekly and sent out to all subcontractors every Friday through PROCORE.

• Liquidated damages are $2,000 per day.

Baseline Draft

Laydown Area

Buena Park FS Overall Site Plan

Payment Procedures• All schedule of values need to be submitted to AMG immediately. • Provide sufficient detail for your work. • Percentages due to Gabriele by the 20th of each month. • Gabriele will advise you if your percentages are approved. • Send approved invoices to the AMG main office to the attention of

Jinjer Gregorio. Fax invoices are acceptable. • Provide original lien releases for all vendors and suppliers to the AMG

main office labeled “Jinjer Gregorio; Accounts Payables.” • Payments made to subcontractors within 7 days of receipt from the

owner or sooner. • AMG offers a 3.5% early payment discount if you want to be paid prior

to payments from the owner.

PROCORE & PROLOG• PROCORE is our document control program. Submittal Exchange

is the document control program used by Griffin Structures. Why are we using 2 document control programs.

• www.procore.com• All submittals and RFI’s should be processed through PROCORE

but is not a requirement. • You may send in your documentation via e-mail.

CHANGE ORDERS• AMG’s company policy towards change order is quite simple: “The intent of a change order

is to compensate contractor’s for scopes of work by the owner that was missed or added by the design team or requested by AMG internally at a reasonable cost as required by the contract documents. Change orders are not designed to unjustly increase profits due to missed scopes of work by the Contractor/Subcontractors.”

• AMG & Associates utilizes the following change order terminologies: – Proposed change order (PCO): Change order between AMG and the owner. – Internal change order (ICO): Change order between AMG and subcontractors with no

owner costs. • Type of Owner change orders per general conditions. • Change Orders:

– Construction change directive: Used in the absence of a total agreement (force account).

– Methods used in determining contract adjustments: 1) Lump sum that is properly itemized with back-up, 2) By cost properly itemized (time and materials).

CHANGE ORDERS• Do not proceed on any change order without written

authorization by AMG & Associates. • All change orders are priced with the subcontractors documents

as back-up. AMG will not price the subcontractors work nor will we modify your pricing.

• No lump sum pricing. AMG needs substantiated breakdown. Any lump sum quotes will be returned with no action.

• E-mail all change order pricing to gabriele@amgassociatesinc.com• Change orders must be signed and returned to AMG for our

signature. Change Order Invoices will not be processed if they are not signed by all parties.

AMG Quality Control Program• The City of Buena Park will provide inspections

for the project. • AMG Quality Control program

– AMG has its own QC program that we utilize on all of our projects.

– We follow the Corps of Engineers 3 phases of inspection:

• Preparatory phase• Initial phase• Follow-up phase

Subcontractor Coordination Meetings• We conduct weekly subcontractor meetings at the job site for the subcontractors

currently working on site. Day and time to be determined by Jon Wright. • The weekly subcontractor coordination meeting consist of the following topics:

– Sign-in Attendance Sheet– Schedule/Coordination Between Trades– Quality Control Check List– Safety– Subcontractor SKIPR report– Submittals– RFI’s– Change Orders– Billings – As-Built Drawing Updates– Pre-punch Lists

Safety• Our goal on each of our projects is to have zero accidents. • We want all personnel to go home safely each day. • We have not had one accident on any project in 4 years. • Our EMR is 0.84• Travelers Insurance handles our general liability, workers

compensation, and auto liability. They conduct random site visits to keep our projects safe.

• AMG & Associates has a daily safety meeting at the job site for all subcontractors on site working that are required to attend. The meeting lasts about 5-10 minutes.

• Our safety site inspections occur each week.

Project Close-out & Punch Lists• AMG & Associates does not believe in waiting for the end of

the project to start the close-out process. We start the O & M’s during the submittal process. We request that all subcontractors provide the O & M information with your submittals once they have been approved. This alleviates a prolonged close-out process to the project.

• As-Built Drawings require weekly updates. The updates are handled electronically on site.

No Junior Engineers or Architects• Unless you are providing a design-build aspect to the

project, please do not offer design recommendations. • Any input is a suggestion and is not a recommendation. • Keep sketches or generated drawings to RFI’s as suggestions. • A recommendation can be inferred that you are providing

advice. • A suggestion is a thought for the design team to consider

and act upon. • The design team carries professional liability and

errors/omissions insurance.

Griffin Structures as Construction Managers

• Griffin is a seasoned CM firm. • They are no nonsense and quite direct. • Griffin wants exactly what’s shown on the

contract documents; no more and no less. • Griffin does not have the authority to direct

any subcontractor on our project.

Job Site Security• Due to the project location, security should

be easily maintained. • Each subcontractor is responsible for their

materials, equipment, and tools. • Research show that thefts usually occur

from individuals that once worked on the project or is familiar with the project.

Project Goals• AMG project goals:

– Not one single accident on the project. – We successfully complete the project within the project duration or earlier. – The quality of construction meet or exceeds project requirements. – Any non-conformance notice is cleared in 10 days. – We meet our anticipated margins (profit) for the project. – We do not have any legal disputes on the project between AMG, City of Buena

Park, and/or Subcontractors; essentially NO CLAIMS. – Subcontractors are paid within 7 days (or less) of AMG’s payment from the owner. – All submittals are turned in 30 days from today. – All O & M’s and sample warranties are turned in during the submittal process. – All punch list work is completed within 30 days of issuance from AMG. – We receive a positive referral from the District.