Facilities Division Building Department Policy and ...FACILITIES DIVISION BUILDING DEPARTMENT MANUAL...

FACILITIES DIVISION BUILDING DEPARTMENT MANUAL ( W A R N I N G : O N L Y E L E C T R O N I C V E R S I O N S A R E C O N T R O L L E D )

DOC# ISD-M001, Rev H 7-19-10 of 84

CLARK COUNTY SCHOOL DISTRICT

Facilities Division

Building Department

Policy and Procedure Manual


DOC# ISD-M001, Rev H 7-19-10 of 84

Table of Contents 1.0 Purpose 2.0 Applicability 3.0 References 4.0 Definitions 5.0 Responsibilities 6.0 Procedures 6.1 Plans Examiner 6.2 Director/Building Official 6.3 Code Compliance Inspector/Site Manager 6.4 Administrative Clerk 6.5 Construction Documents Clerk 7.0 Supporting Document References 8.0 Record Retention Table 9.0 Document Revision History 10.0 Process Output 11.0 Document Approval


DOC# ISD-M001, Rev H 7-19-10 of 84

1.0 PURPOSE

The purpose of this manual is to define policies, procedures, requirements, responsibilities, and data flow for the daily operations of the Clark County School District Facilities Division Building Department. The mission of Building Department is to protect the health, safety and welfare of the students, faculty, and employees of the Clark County School District and the general public in an accurate, professional and efficient manner. This is done through the issuance of Construction Building Permits and performance of inspections to enforce adopted building, electrical, mechanical, and plumbing codes as well as specifications related to construction, rehabilitation, and maintenance of existing facilities. The various codes and specifications and their enforcement provide a viable means for ensuring the orderly development of facilities while safeguarding life and property.

2.0 APPLICABILITY This procedure manual is applicable to the Building Department Section of the Facilities Division for the administration and enforcement of building codes, and the control of professional services program.


DOC# ISD-M001, Rev H 7-19-10 of 84

3.0 REFERENCES (Latest Adopted Version Typical)

3.1 International Building Code (IBC)

3.2 Uniform Mechanical Code (UMC - IAPMO)

3.3 Uniform Plumbing Code (UPC - IAPMO) 3.4 International Fire Code (IFC)

3.5 National Electric Code (NEC)

3.6 CCSD Design Construction Manual

3.7 Americans with Disabilities Act (ADAAG)

3.8 Occupational Safety and Health Act (OSHA)

3.9 State of Nevada Industrial Codes and Safety Orders

3.10 Clark County Health Regulations

3.11 State of Nevada Health Regulations 3.12 Contract Documents

3.13 Construction Specifications Institute (CSI)

3.14 National Fire Protection Association (NFPA) as referenced 3.15 Nevada Revised Statutes (NRS)

3.16 CCSD Regulation 3312 “Purchasing Authorization and Nepotism” 3.17 Nevada Revised Statutes (NRS) 332 “Procedures for Local Government Purchasing” and

338 “Procedures for Awarding Public Works Contracts”

3.18 Negotiated Agreement between the Clark County School District and the Education Support Employees Association most current published version.


DOC# ISD-M001, Rev H 7-19-10 of 84

4.0 DEFINITIONS

4.1 APPROVED VENDOR LIST – A vendor pre-approved by Facilities Division to bid on construction projects to perform professional services. An SF cannot be awarded unless the vendor is on the approved vendor list.

4.2 ARCHITECT – The principle designer of the construction of buildings or other large

structures.

4.3 BOARD ITEM – A request or an issue requiring an approval from the School Board of Trustees. This Board Item becomes part of the BOT meeting agenda twice a month. BOT by majority vote has the right to either approve or disapprove the Board Item. Board Items will be supported by backup documentation. In this procedure, the Board Item is the Engineering Services Agreement and/or the Change in Service.

4.4 BOT – Clark County School District Board of School Trustees 4.5 CHANGE IN SERVICE - A Change in Service is an agreement between the Owner and

the Professional Testing Services Agency which sets forth a description of the change, the amount of adjustment to the contract price, if any, the extent of adjustment to the contract time, if any, and is valid and binding.

4.6 CHANGE ORDER (CO) - A Change Order is an agreement between the Owner and the

Contractor which sets forth a description of the change, the amount of adjustment to the contract price, if any, the extent of adjustment to the contract time, if any, and is valid and binding.

4.7 CHANGE ORDER AUTHORIZATION (COA) - The Change Order Authorization is

not a formal contract document; it is an interim document used by the Project Manager authorizing increases or decreases in the contract time/amount pending execution of a formal Change Order.

4.8 CHANGE ORDER REQUEST (COR) A Change Order Request is submitted by the

Contractor to the Architect, or Project Manager requesting contract amount and/or time adjustments based on conditions encountered during construction.

4.9 CODE COMPLIANCE INSPECTOR/SITE MANAGER (Inspector/Site Manager) -

under general direction, as a Code Compliance Inspector/Site Manager, provides dual roles to ensure compliance with applicable local and state building codes and ordinances and maintains onsite documentation and provides Quality Assurance.

4.10 CONSTRUCTION CHANGE DIRECTIVE (CCD) - A CCD may be issued to the

Contractor to facilitate immediate action required by the Owner.

4.11 CONSTRUCTION INSPECTION REPORT - A formal document reporting the condition of work requested for verification of compliance or non-compliance with contract documents.

4.12 CONTRACT - A legally enforceable agreement between two or more parties.


DOC# ISD-M001, Rev H 7-19-10 of 84

4.13 CONTRACTORS INSPECTION REQUEST - A request for inspection submitted to the Inspector/Site Manager as a formal request for inspections that are required by the building codes and/or contract documents of a particular piece of the project for the Contractor or any of the Sub-Contractors.

4.14 CONTRACT DOCUMENTS - All written and graphic documents concerning

execution of a particular construction contract.

4.15 DIRECTOR/BUILDING OFFICIAL (BO) - The designated CCSD administrator responsible for the administration and enforcement of building codes and ordinances.

4.16 ENGINEER - A design professional that, by education, experience, and examination, is duly licensed by one or more state agencies for practice in the profession of engineering.

4.17 ENGINEERING SERVICES AGREEMENT – A summary prepared by the

Construction Documents Clerk accompanied by the contract agreement and issued to the Facilities Division Associate Superintendent or BOT for approval. This summary includes the type of work to be performed, the agency performing the work, the total amount of the work, and codes assigned by Facilities Financial Services.

4.18 EVIDENCE OF COMPETITIVE PROCESS – Per NRS 338, CCSD shall provide

evidence of competitive process used on public works projects, such as RFP, RFQ, formal bid, certified bid, phone quote, informal quote, etc.

4.19 IN-HOUSE CONSTRUCTION - Renovation as well as new construction projects that

are planned and constructed by CCSD personnel.

4.20 MINOR CHANGES IN THE WORK (NON-CODE RELATED) - In addition to Change in Service and Construction Change Directives, the construction contract allows the Architect, Engineer, or Project Manager to issue written orders for minor changes in the work. These changes are binding for the Owner and Contractor, and shall be included on the as-built drawings.

4.21 MINOR CHANGES IN THE WORK (CODE RELATED) - In addition to Change in

Service and Construction Change Directives, the construction contract and Building code allows the Architect, Engineer, or Project Manager to issue written orders for minor changes in the work. The Director/Building Official shall be apprised of these changes and must approve these changes prior to the contractor beginning work.

4.22 NOTICE - An informal document putting the Prime Contractor on notice that the

referenced work/materials are not acceptable and/or are non-conforming to the plans and or specifications.

4.23 NOTICE OF CLARIFICATION (NOC) - During the course of construction the

Architect, Engineer or Project Manager may be advised of, or discover items within the contract documents which require clarification. NOCs are used to provide an orderly method for tracking these clarifications when they are issued.

4.24 NOTICE OF NON-COMPLIANCE (NNC) - A formal document notifying the

Contractor of work not meeting contract or code requirements.


DOC# ISD-M001, Rev H 7-19-10 of 84

4.25 PRIME CONTRACTOR (CONTRACTOR) - Person or agency responsible, by contract with Owner, for scheduling, supervising, and quality control of construction work performed on the site, and responsible for Sub-Contractors working on the project.

4.26 PROFESSIONAL TESTING SERVICES AGENCY – A third party firm that provides

(on a Sub-Contractor level) material testing and observation on behalf of the Owner, Engineer, or Contractor.

4.27 QUALITY ASSURANCE (QA) - Projects that are planned and systematic actions

necessary to provide adequate confidence that a structure, system, or component will perform for its intended purpose.

4.28 QUALITY CONTROL (QC) - A system of procedures and standards by which a

Contractor, product manufacturer, materials processor, or the like, may monitor the properties of the finished work.

4.29 REQUEST FOR INFORMATION (RFI) (NON-CODE RELATED) - During the

course of construction the Contractor may encounter items within the contract documents that require clarification. RFIs are used to provide an orderly method for tracking and resolving these questions when they arise. A courtesy copy will be sent to Building Department.

4.30 REQUEST FOR INFORMATION (RFI) (CODE RELATED) - During the course of

construction, the Contractor may encounter items within the contract documents that require clarification. RFI’s are used to provide an orderly method for tracking and resolving these questions when they arise. Building Department must approve all RFI’s code related, prior to commencement of described work.

4.31 REQUEST FOR PROPOSAL – Upon receipt of the verbal RFP, the professional

services agency will prepare a schedule of fees (rates), and total amount of fees for services to be performed. At the time of receipt, the Construction Documents Clerk will prepare a Contract Agreement and a Scope of Work, which will be signed by the Associate Superintendent upon Board Approval.

4.32 SF – Capital Fund Expenditure Authorization.

4.33 SF NUMBER – A “six-digit” number assigned to the SF Requisition by Facilities

Financial Services (FFS).

4.34 SF REQUISITION – A specialized requisition for expenditures related to “School Facilities” projects in the various capital-funded building and modernization programs of CCSD. In this procedure, the SF Routing Sheet serves as the SF Requisition.

4.35 SF ROUTING SHEET – A sheet used to assist in the routing process of a new SF

Requisition requiring approval from upper management. It also identifies the departments that will be receiving a copy of the approved SF Requisition. In a case where professional services are required, this SF Routing Sheet works as an SF Requisition when the Facilities Financial Services (FFS) grants approval prior to issuing an SF number.


DOC# ISD-M001, Rev H 7-19-10 of 84

4.36 SF TRACKING SYSTEM – A data base system designed to provide updated information of an approved SF, Change in Service to that SF, and invoices. The system was developed by Facilities Financial Services (FFS) and is available on-line.

4.37 SOLE SOURCE – On sole source work assigned from a vendor approved list, evidence

of competitive process is not required, however, reference to the list must be noted.

4.38 SUB-CONTRACTOR - An agency that has contracted with the Prime Contractor to perform work/services.

4.39 TESTING - An element of verification that is used to determine the capability of an item

to meet specified requirements by subjecting the item to a set of physical, chemical, environmental, or operating conditions.


DOC# ISD-M001, Rev H 7-19-10 of 84

5.0 RESPONSIBILITIES

5.1 ADMINISTRATIVE CLERK (AC) - Under general supervision, coordinates, manages and supervises document control and a wide variety of clerical duties in support of the Building Official and the department.

5.2 ASSOCIATE SUPERINTENDENT, FACILITIES – Facilities approves all Professional Services. In addition to approval by the Facilities Associate Superintendent, the BOT must also approve Professional Services of $50,000 or more and Change in Service of 10% or more of the awarded amount.

5.3 CODE COMPLIANCE INSPECTOR/SITE MANAGER - Under general direction, as

Code Compliance Inspector, inspects construction projects to ensure compliance with applicable local and state building codes and ordinances. As a Site Manager, creates Construction Inspection Reports, accepts Contractor’s Inspection Requests, and maintains onsite documentation and provides Quality Assurance.

5.4 CONSTRUCTION DOCUMENTS CLERK (CDC) - Under general supervision, performs a wide variety of clerical duties in support of an assigned function and assists in the preparation and dissemination of the bid program.

5.5 DIRECTOR/BUILDING OFFICIAL (BO) - The designated CCSD official responsible

for the development, implementation, and review of the Building Department Program and for providing in-service training for inspectors. The Director of Building Department is the CCSD Building Official with final authority and responsibility for the administration and enforcement of building codes and ordinances; authorizes professional services, reviews test results for quality, approves personnel requests and approves invoices. No other appointed or elected official shall interfere with the Building Official in the performance of required duties.

5.6 FACILITIES FINANCIAL SERVICES (FFS) - Is responsible for managing bond fund

money for construction project expenditures and professional services performed in relation to construction.

5.7 MANAGER, ADMINISTRATIVE MANAGEMENT - To oversee and provide

direction for the development and implementation of the CCSD Building Department program.

5.8 PLANS EXAMINER - Under general direction, reviews and ensures that plans and

specifications are in compliance with adopted local, state and federal building codes, ordinances and contract specifications.

5.9 PROJECT MANAGER (PM) - Is responsible for managing the contractual activities of

a given construction project. These activities include administrative and technical responsibilities such as executing and administering the contract and assuring work is completed in accordance with contract documents.


DOC# ISD-M001, Rev H 7-19-10 of 84

6.0 PROCEDURE

6.1 PLANS EXAMINER - The Plans Examiners will divide projects by the type of project. The project types are; high school, middle school, elementary school, rehabilitation, and in-house. The Plans Examiner will be responsible for preliminary review as well as follow-up RFIs’ during the course of construction.

6.1.1 Plan Review

(New Construction) - The CDC logs in plans received for review for compliance with the building codes and distributes to the appropriate Plans Examiner. The Plans Examiner will review new construction plans at the 30%, 60%, and 95% of design completion. During the 30% review, the Plans Examiner will create a checklist of deficiencies contained in the plans. When the review is completed, the Plans Examiner will type the checklist and distribute it to the assigned Project Manager and Architect. Upon receipt of the 60% of design completion plans, the Plans Examiner will review plans against the 30% checklist and verify those deficiencies previously identified have been corrected. Because compliance of one item may cause a discrepancy in another item, the Plans Examiner will repeat the review and create another checklist if necessary.

(Modernization) - Depending on the magnitude of the project, plans of all different sizes and complexity are received in the office. Initially the plans are handled in the same fashion as new construction; checked in by the CDC and distributed to the appropriate Plans Examiner. Should the plans contain only a few sheets or are drawn on 8½ x 11inch sheets, the Project Manager or designer may hand carry plans directly to the Plans Examiner for review. If the plans are more complex, a checklist is generated and handled in the same manner as a new construction checklist.

(In-House) - Special Projects and Maintenance are continually rehabilitating CCSD facilities. On occasion, a Project Manager may hand carry plans for review by a Plans Examiner. These plans are usually for projects that are minor in nature and do not require an in-depth review. The Plans Examiner will make any notes on the plans and make copies for the project files. Should the plans arrive in CCSD mail, the Plans Examiner will review plans, make appropriate notes on the plans, copy plans for file, and send the FSRR (Facility Service Region Representative) and FSR (Facility Service Representative) the plans for execution of project.


DOC# ISD-M001, Rev H 7-19-10 of 84

6.1.2 PLANS EXAMINER DOCUMENT REVIEWS

6.1.2.1 Plans Examiner reviews plans from Architects, Modernization, New

Construction, Site Funded Projects and Special Projects. 6.1.2.2 Plans Examiner prepares plan review as follows:

• Access Plans Review folder in ISD. • Double Click on Plans Review Folder. • Double Click on one of the Plans Examiners Folders by their

name and either choose the last document entered for that project or go to Master Plan Review Doc1 Form in the Plans Review Folder for a template to type a new school not already saved in the file.

• Complete form using notes by Plans Examiner.

6.1.2.3 Save file by project name and percentage of completion.

6.1.2.4 Print one copy and fax or email to Architect requested by Plans Examiner.

6.1.2.5 Email and attach document to Project Manager assigned to that project.

6.1.2.6 Click on Plan-Drawing Log on ISD and enter date of review completion.


DOC# ISD-M001, Rev H 7-19-10 of 84

6.2 Director/Building Official

The designated CCSD official responsible for the development, implementation, and review of the Building Department Program and for providing in-service training for inspectors. The Director of Building Department is the CCSD Building Official with final authority and responsibility for the administration and enforcement of building codes and ordinances; authorizes professional services, reviews test results for quality, approves personnel requests and approves invoices. No other appointed or elected official shall interfere with the Building Official in the performance of required duties.


DOC# ISD-M001, Rev H 7-19-10 of 84

6.3 CODE COMPLIANCE INSPECTOR/SITE MANAGER Conduct on-site observations and checks of the work in progress as a basis for

determining conformance with plans, specifications, and contract documents. Represent CCSD during meetings with Contractors, Architects, Engineers, public utilities, and other government agencies. Observe tests conducted on-site, which are required by contract documents. Conduct, with the assistance of the Architect/Engineer and Project Manager, pre-final inspections when the project is determined to be substantially complete. (See Responsibilities Matrix) [Attachment #2]

6.3.1. CONTRACTORS INSPECTION REQUEST

ATTACHMENT #4 a. New Construction The Contractor shall submit to the

Inspector/Site Manager a request for inspection. This request shall be given to the Inspector/Site Manager at least Forty-eight (48) hours prior to the inspection requested. The inspection request shall contain the following information:

• Project Name • Prime Contractor • Current date • Inspection request date • Requesting contractor or subcontractor • Time requested (AM / PM) • Type of inspection, (Drywall, Elect, Mech., etc.) • Location of inspection, (Area #, Grid line, etc.)

The Contractor’s representative/ superintendent shall sign the request and deliver it to the Inspector/Site Manager. The Inspector/Site Manager shall sign the request in acknowledgement of receipt and return the middle (yellow) copy to Contractor’s representative/superintendent. The original will be sent to the office with the original inspection report stapled to the front and the CSI Division number for the type of inspection performed written at the top. The pink copy shall be filed in the Inspector’s binder on the job site.

b Rehabilitation/Special Projects The Contractor Inspection

Request form is not utilized for these projects. The Contractor shall call in to the Building Department office the day prior to the requested inspection time and schedule the inspection with the Building Department office staff. The office staff will record the requested inspection and provide a computer print out of the Construction Inspection Report or email it to the inspectors in their designated area.


DOC# ISD-M001, Rev H 7-19-10 of 84

6.3.2 CONSTRUCTION INSPECTION REPORTS-ATTACHMENT #5

a New Construction The Construction Inspection Report is utilized for recording code violations, progress of work, work incomplete, etc., witnessed by the Inspector/Site Manager during a requested inspection within a given location. It shall be filled out after inspections regardless of a pass, fail, or cancellation. Upon completion of the inspection, the Inspector/Site Manager shall report the condition of the object or area inspected by indicating a pass, a fail, or cancel.

In the event of a passed inspection, the Inspector/Site Manager shall indicate on the report that all work reviewed complies with the specific plans and building codes applicable to the work. In the event of a failed inspection, the Inspector/Site Manager shall indicate on the report that work reviewed is not in compliance with adopted building codes, plans, etc. When the work observed is not in compliance, the Inspector/Site Manager shall indicate on the report, the code section, and/or the plan page and explain what is causing the failed work.

In the event the Contractor decides to cancel the inspection, the reason shall be written on the Construction Inspection Report.

Upon completion of the Construction Inspection Report, one copy shall be issued to the Contractor for his/her review and records. One copy shall be retained by the Inspector/Site Manager on site for his/her personal files. The remaining copy shall be delivered to Building Department main office for insertion into the master file for that particular job site by the CDC with the Contractors Inspection Request stapled behind it.

b. Rehabilitation/Special Projects The Construction Inspection

Report utilized for recording code violations for Rehabilitation/Special Projects shall follow the same procedure as for new construction except for logging into jobsite log. Generally there is no log maintained on-site due to the size and/or complexity of the project. The Construction Inspection Report shall be filled out after all inspections regardless of a pass, fail, or cancellation. Upon completion of the inspection, the Inspector/Site Manager shall report the condition of the object or area inspected by indicating a pass or fail.

In the event of a passed inspection, the Inspector/Site Manager

shall indicate on the report that all work reviewed complies with the plans and building codes. In the event of a failed inspection, the Inspector/Site Manager shall indicate on the report that work reviewed is not in compliance with the adopted building codes, plans, etc. When the work observed is not in compliance, the Inspector/Site Manager shall indicate on the report, the code


DOC# ISD-M001, Rev H 7-19-10 of 84

section, and/or the plan page with an explanation of what is causing the failed work.

In the event the Contractor decides to cancel the inspection, the reason shall be written on the Construction Inspection Report.

Upon completion of the Construction Inspection Report, one copy shall be returned to the Contractor for review. One copy shall be delivered to the Building Department main office for insertion into the master file for that particular job site by the CDC. The remaining copy should be retained by the Inspector/Site Manager for his/her personal files.

6.3.3 NOTICE [ATTACHMENT #6]

a. SPECIFICATION RELATED

Whenever the Inspector/Site Manager discovers an item and/or work that is not in conformance with specifications and/or plans, he/she shall document the same by initiating a Notice. By doing so, the Inspector/Site Manager is putting the Architect and/or Project Manager on notice that the referenced work/materials are not acceptable and/or are non-conforming to the approved plans and/or specs. It shall be at the discretion of the Architect and/or Project Manager to determine if the work requires change and to inform the Contractor thereof. A log of these Notices is to be kept and presented at the project meeting to formally track resolution of said Notices. Notices for specification violations can only be closed by the Architect or the Project Manager.

b. CODE RELATED

Whenever the Inspector/Site Manager discovers an item and/or work that is not in conformance with any one of the various building codes, he/she shall document the same by initiating a Notice. By doing so, the Inspector/Site Manager is putting the Contractor on notice that the referenced work/materials are not acceptable and/or are non-conforming to the building codes. A log of these Notices is to be kept and presented at the project meeting to formally track resolution of said Notices. Notices for code violations will be closed once work in question is corrected and only by the Inspector/Site Manager or Director/Building Official.

c. THIRD PARTY NOTICE OF NON-COMPLIANCE In the event the third party inspection agency issues a Notice of Non-Compliance, the Inspector/Site Manager shall follow-up the NNC with a Notice which will be included into the Notice Log for submission into the project meetings. A Notice will also be written for backcharges to the Architect on failed 3rd party


DOC# ISD-M001, Rev H 7-19-10 of 84

inspections or waiting time for 3rd party inspectors when Contractor is not ready.

6.3.4 NOTICE OF NON-COMPLIANCE ATTACHMENT #7

a. CODE RELATED

Prior to the issuance of an NNC, the Inspector/Site Manager must discuss the reasons behind the issuance of the NNC with the Director/Building Official. The NNC shall describe the nature of the deficiency (code, plan, drawing, etc.). The description of the item noted must be carefully worded to allow the reader a clear understanding of the problem. The Contractor should sign the NNC and be provided a copy for his/her files. Should the Contractor refuse to sign, the Inspector/Site Manager shall indicate the refusal on the Contractor’s signature line. Only the Director/Building Official can close an NNC. Only the Director/Building Official can accept non-conforming work that does not meet code requirements.

6.3.5 STOP WORK ORDER [ATTACHMENT #8]

a. The Inspector/Site Manager shall request the issuance of a Stop

Work Order to the Director/Building Official. Once agreed upon, the Director/Building Official shall prepare and issue a Stop Work Order to stop work or portions thereof, under the following conditions:

• Unsafe work conditions which could result in serious

bodily harm, injury, or loss of life.

• The Contractor is not complying with the Notice of Non-Compliance or when work is not being performed in accordance with contract documents where a Notice of Noncompliance is not applicable.

The description of the item noted must be carefully worded so as to allow the reader a clear understanding of the problem. The Inspector/Site Manager shall indicate on the Stop Work Order, the problem, the code section, the specification section, if applicable, and/or the plan sheet(s) and detail(s) that reference the deficient work. The Stop Work Order must not direct the Contractor as to how to correct the problem.

A copy of the Stop Work Order will be sent via fax and Certified Mail to the Contractor and the Surety Company. A copy will be faxed to the CCSD Project Manager.

For the purpose of this procedure, it should be noted that the Architect, Engineer, or Project Manager can order work to be stopped due to violations of the contract documents and initiate a


DOC# ISD-M001, Rev H 7-19-10 of 84

Stop Work Order through Facilities Division Construction Management using their own forms and procedures.

6.3.6 PROJECT MEETINGS

a. Project meetings are generally held by the Architect weekly (or

bi-weekly) at the project site. The Inspector/Site Manager shall attend. The Inspector/Site Manager should be prepared to address any questions and/or problems that may be brought up at the meeting, such as:

• Problems encountered in the work. • Pending or outstanding RFI’s and Change in Service. • Outstanding Notice’s and NNC’s.

The Inspector/Site Manager should have Notice logs and Notice of Non-Compliance logs listing open and/or closed items.

6.3.7.DAILY CONSTRUCTION REPORTS [ATTACHMENT #14]

a. A Daily Construction Report will be written and maintained on every project where a full-time, on-site Inspector/Site Manager is provided. The Inspector/Site Manager must use the electronic “Daily Construction Report” form. The report must be kept in a folder on a flash drive and kept on the job site. Only one report should be filled out each day for each project, even if more than one Inspector/Site Manager is on the site. The general content of the daily report is as follows:

• Project name and contract number • Name of Architect • Prime Contractors name • Report number, date of report, and day of week • Reports shall be consecutively numbered disregarding

weekends or holidays. • Weather conditions • Contractor’s manpower • Company name of Subcontractor or materials suppliers

and manpower • Field manpower, supervisory and non-supervisory • Number of journeymen and apprentices on site • Number of superintendents and foremen on site • Visitors to the site (include names, affiliations, and time

in and time out) • List and identify the size and type of all major pieces of

construction equipment at the site each day. If idle, give reason (not needed, being serviced, etc.)

• Any delays that are preventing Contractor from performing the work or which are restricting the work to


DOC# ISD-M001, Rev H 7-19-10 of 84

or from a limited area of the site. The cause of the delay will be noted, if known

• Indicate all work being performed, the status of the work in progress and all new work started. Include Change in Service as well as contract work. Identify the location of work as well as its description, and indicate which Contractor or Sub-Contractor performed it

• Make reference to any photographs taken which should be included within the text of the report. (This does not have to be in detail, as the construction photograph log will show that.)

• Sign the report with full name, title, and date.

The Daily Construction Report shall not include any personal thoughts or opinions. Entries made in the Daily Construction Report should contain only what the Inspector/Site Manager actually witnessed. If the Inspector/Site Manager deems it necessary and appropriate to make an entry based upon hearsay, it should be noted as such. (EG: “per job superintendent, Bob Smith, the work was accomplished, but I could not personally verify it.”) When the project is completed, all Daily Construction Reports and Construction Photographs will be copied to a CD and turned in to the Building Department office for entry into Doc DNA.

6.3.8.CONSTRUCTION PHOTOGRAPHS

a. Each Inspector/Site Manager will be provided with a digital

camera for taking construction photographs. A construction photograph log must be maintained for each project. The construction photograph log shall contain the following information:

• The date and time photo was taken. • Identify subject, location, and direction of photograph. • Initials of Inspector/Site Manager.

This information shall also be included on the back of construction photograph if printed out. If photograph is in electronic format it must be time/date stamped.

6.3.9. PROGRESS PAYMENTS

a. As a courtesy to the Contractor, prior to formal submittal to the Architect and Construction Management, the Architect’s Field Representative and the Inspector/Site Manager may review a draft of the proposed progress payment. This is to assist in


DOC# ISD-M001, Rev H 7-19-10 of 84

helping to identify what work has taken place and the materials that have been delivered to the job site.

Following the preliminary review by the Architect and Inspector/Site Manager, the Contractor formally submits signed originals of the Progress Payment Request to verify the actual work performed and to ensure that the necessary submittals have been made in accordance with the pertinent sections of the Contract Documents. The Contract explicitly lists the following grounds for withholding all or part of a progress payment:

• Defective work not remedied. • Third party claims filed or reasonable evidence

indicating probable filing of such claims. • Failure of the Contractor to properly make payments to

Sub-Contractors or suppliers. • Reasonable evidence that the work cannot be completed

for the unpaid balance of the contract sum. • Damage to CCSD or another CCSD contractor. • Reasonable evidence that the work will not be completed

within the contract time, and that the unpaid balance would not be adequate to cover liquidated damages for the anticipated delay.

• Persistent failure to carry out the work in accordance with the contract documents.

• Persistent failure to clean up the work area in accordance with the contract documents.

• Failure to maintain as-built drawings. • Any other reason deemed necessary by the Architect to

protest CCSD.

6.3.10 THIRD PARTY INSPECTION

When third party inspections are requested, the Inspector/Site Manager ensures that the third party inspector has all the pertinent data to perform inspections accurately. The Contractor is responsible for notifying the Inspector/Site Manager at least 48 hours in advance when requesting third party testing. The Inspector/Site Manager will make the necessary arrangements for third party testing. It shall be the responsibility of the Inspector/Site Manager to verify the third party inspector is duly certified within the discipline the inspector is requested to perform.

6.3.10.1 FIELD TESTING

The Inspector/Site Manager will ensure the third party inspector has logged in his/her arrival times as well as the finish time on the Laboratory Log (Attachment #9). When the third party inspector has completed the requested inspection, the Inspector/Site Manager will review the inspection report with the third party inspector. The agency will perform the required test(s) and, if applicable, provide verbal results


DOC# ISD-M001, Rev H 7-19-10 of 84

to Contractors field personnel. The results of all tests must also be submitted in a written test report to the Inspector/Site Manager.

The Contractor must cooperate with the testing agency by providing access to the work requiring testing and provide a safe area for storage of test material requiring field curing time. Any re-testing of failed areas shall be performed by the same independent testing firm. Any re-test due to non-compliance shall be noted on the Inspector/Site Manager daily report and noted on the third party inspectors’ Laboratory Log. [Attachment #9] This information will be transmitted to Building Department office as a Notice for back charge to Contractor. A Notice will also be written for back charge on any 3rd party inspection that was not ready when inspector arrived.

Any NNC’s written by the testing agency shall be followed in the project meeting minutes and shall be used to track the testing agency’s NNC. The Inspector/Site Manager shall follow-up the NNC with a Notice which will also be included in the project meeting minutes.

It is the responsibility of the Inspector/Site Manager to ensure the testing agency provides a timely response to requests for tests and that test results are sent out promptly. The Inspector/Site Manager must also monitor the testing agency personnel to ensure that they do not attempt to exceed their authority by modifying the contract requirements or directing the Contractor’s work. Any of these problems shall be brought to the attention of the Director/Building Official.


DOC# ISD-M001, Rev H 7-19-10 of 84

6.4. ADMINISTRATIVE CLERK (AC) DOCUMENTATION

The multi-function role of the Administrative Clerk (AC) includes assistance to the Director/Building Official by screening, reviewing and disbursement of mail, email, phone messages and memos. Other duties include:

• Supervise Office Support Staff. • Assist Inspector/Site Managers with any personnel,

inventory, travel, equipment and training issues. • Prepare & maintain gas and power utility letters requested

by Inspectors/Site Managers including meter tags and meter tag log. Also report billing errors involving the lack of exemption of the Universal Energy Charge to Public Utilities Commission of Nevada.

• Purchase supplies and equipment for all office and field personnel including cost comparisons for all products purchased. Report all credit card transactions to Facilities Financial Services.

• Maintain Building Department employee personnel files, including Daily Attendance Verification Form (CCF-101), Overtime/Comp Time form(CCF-74) and database, monthly and annual mileage reports of all company vehicles, travel expenses, employee evaluations and database of evaluation dates, employee certifications, and posting of open positions available within Building Department.

• Receive site plans from Facility Planning Engineers, prepare and distribute requests for review and approval of site plans to the State Fire Marshal.

• Maintain and control inventory of all site equipment, code books and supplies.

• Process Facility Work Orders for repairs of equipment within Building Department office.

• Provide communication to all Building Department employees through the department newsletter.

• Coordinate and enroll employees in various classes, seminars, workshops and certification programs.

• Schedule training class rooms and create attendance reports and training calendars for all inspector code class training.

• Assist Building Official • Prepare Temporary Certificates of Occupancy (TCO) and

Certificates of Occupancy. • Coordinate and maintain Policy and Procedure Manual

changes. • Prepare ISO presentations and reports • Supervise preparation of DocDNA paperwork • Maintain Employee Information Handbook • Crosstrain with CDC for job coverage


DOC# ISD-M001, Rev H 7-19-10 of 84

6.4.1. UTILITY LETTERS

6.4.1.1 NV ENERGY (ATTACHMENT #20) Prior to issuing a Utility Letter,

an Inspector/ Site Manager’s inspection is required and all information will be supplied. a. Issue a Meter Tag and take note of sequence number.

6.4.1.2 ACCESS UTILITY LETTERS VIA ISD COMMON DRIVE

a. My Documents b. ISD (Q) drive c. Utility Letters Folder d. Nevada Power Folder e. File named NV Energy Meter Set Form CCSD

(PDF document) is used for the master. 1. Click on Date and fill in current date 2. Click on the Account Name line and type in after CCSD,

School name, Loc# and project #. 3. Click on Mailing Address and type in Contractor’s name

and mailing address including City, ST and zip. 4. Under Service Type, click the Commercial box for

permanent power, but if temp power is required, the Temp Pole box must only be checked.

5. The Inspector/Site Manager must provide the Service Feed Information and the appropriate boxes must be checked for UG or overhead, voltage, phase and the Breaker Size line must be completed.

6. NPC Project ID- Log onto http://www.nvenergy.com/business/newconstruction/newconstructionS/developerdashboard.cfm

Developer ID – C90928C462 User ID – dalevasseur Password- 70279976055031 Click Search

Locate project requesting meter tag and note Project ID.

7. Type new meter tag number on Etag # line. 8. Type inspection date on Etag Date line.

9. Type in cross street names 10. Type in school address under Service Address

Information. 11. Save as School Name, letter type and date in the Nevada

Power Letters folder. 6.4.1.3 ROUTING

a. Email copies to: 1. Pam Willingham – New Construction 2. Project Manager – New Construction


DOC# ISD-M001, Rev H 7-19-10 of 84

3. NV Energy – Sherry Holman - [email protected] 4. Accounting – Margot Suarez 5. Financial Management – Judy Surowiec 6. Dick Cuppett – Energy Management 7. Chuck McQuerry – New Construction

6.4.1.4 FILING

a. Master document, file in New Construction File labeled Utilities 01012.

b. Copy for AC’s file labeled Nevada Power.

6.4.1.5 SOUTHWEST GAS (ATTACHMENT #10) Prior to issuing a Utility Letter an Inspector/ Site Manager’s inspection is required and all information will be supplied.

a. Issue a Meter Tag and take note of sequence number.

6.4.1.6 ACCESS UTILITY LETTERS VIA ISD COMMON DRIVE

a. My Documents b. ISD (Q) drive c. Utility Letters Folder d. Southwest Gas Folder e. File named Southwest Gas Master (Word document) is used for

the master.

1. Click on School Facility – fill in school name 2. Click on Address – fill in address information 3. Click on Crossroad – fill in cross streets 4. Click on Location and fill in location number 5. Click on Project number – fill in 6. Click on Project Manager – fill in name 7. Click on phone – fill in project manager phone number 8. Type in Contractors address for billing 9. Fill in Meter Tag # 10. Fill in initials of person typing letter next to Building

Officials 11. Type in Project Manager’s name in cc area 12. Print on CCSD Letterhead. 13. Get signature of Director/Building Official

6.4.1.7 ROUTING

a. Email copies to:

1. Pam Willingham – New Construction 2. Project Manager – New Construction 3. Southwest Gas - [email protected]

[email protected] 4. Accounting – Margot Suarez 5. Financial Management – Judy Surowiec


DOC# ISD-M001, Rev H 7-19-10 of 84

6. Dick Cuppett – Energy Management 7. Chuck McQuerry – New Construction

6.4.1.8. FILING a. Master document, file in New Construction File labeled Utilities

01012. b. Copy for AC’s file labeled Southwest Gas.

6.4.1.9 METER TAG DATA BASE

a. My Computer/ISD (Q drive)/Utility Letters/Power and Gas Meter Tag Log

1. Input the following information from Power/Gas letter:

• Meter Tag Number • Facility/School name • Gas or Power • Date of action • Save document

6.4.2 DAILY ATTENDANCE VERIFICATION-CCF 101

6.4.2.1 Employees prepare the CCF 101 and submit to Building Department Office a. Submit to AC b. AC will submit to Director/Building Official for signature

approval. c. Upon approval, employee receives yellow copy for personal

record. d. AC will copy original. e. File copy of CCF 101 in desk file by absence date(s). f. Enter absence on calendar by name, if partial day, record hours

1. Blue = Personal Illness(01),Illness in Immediate Family(02), Bereavement (3)

2. Green = Vacation(11),Flex(17),Comp(16) 3. Red = Seminars, Conventions, Activity w/o students (8)

and Jury Duty (4) g. Send original to Facilities Division-Facilities Operations Analyst

1. Facilities Operations Analyst will route an attendance variance at end of pay period to Building Department – to AC’s attention for verification.AC will notify Facilities Operations Analyst of any discrepancies.

2. AC will attach CCF 101’s behind attendance variance for pay period, and file in file cabinet.


DOC# ISD-M001, Rev H 7-19-10 of 84

6.4.3 FLYING A NEW POSITION FOR BUILDING DEPARTMENT

6.4.3.1 Via Interact, (See Login Passwords) access District Link, then Online Forms

a. Select SSS 168 – Support Staff Requisition/Replacement of Staff

[attachment #11] b. Input required information. c. Via Interact, e-mail copy to Facilities Division – Facilities

Operations Analyst. d. Contact OS II/Support Staff Personnel Dept./Human Resources,

if needed.

6.4.3.2 Support Staff Applicant Log a. Located in file cabinet in AC’s office. b. When receiving a call from an interested applicant:

• Record full name • Social Security Number • Home telephone number • Work telephone number • Work location and location # • Current position

c. On date the job closes submit log to Director/Building Official

for review.

6.4.3.3 Request for Review of Folder

a. Via Interact, access District Link, then Online Forms. b. Select SSS 21 – Request for Review of Folder c. Input required information. d. Confirm date and time files may be reviewed at Personnel Office

with Director/Building Official. e. Print copy, attach to Support Staff Applicant Log. f. Per Director/Building Official’s decision, contact chosen

applicants for an agreeable interview date and time.

6.4.3.4 Final Notification

a. Decision is made, per Director/Building Official on chosen applicant for hire/transfer.

b. Via Interact, access District Link, then Online Forms c. Select SSS 22 – Final Notification d. Input required information. e. Upon notification of start date, notify chosen applicant. f. Print copy for personnel file. (See below) g. Via Interact, notify Facilities Division-Facilities Operations

Analyst of new employee start date. h. Director/Building Official signs Support Staff Applicant Log

copy.


DOC# ISD-M001, Rev H 7-19-10 of 84

i. Send original to Support Staff Personnel. j. Maintain copy for Building Department Records. k. Create two blue Personnel Files and labels, for Building

Department information only and place in yellow hanging folder.

1. Label #1 – Evaluations (blue file folders) 2. Label #2 – Miscellaneous (blue file folders)

Include the following: • Staff Data Card – employee will complete upon

arrival. • Copy of SSS 22 – Final Notification. • Personnel Files located in AC’s file cabinet. • New Employee Checklist.

6.4.4 ISSUE EQUIPMENT:

6.4.4.1 CCSD Vehicle

a. Open file: My Documents/ISD(Q drive)/Inventory/Vehicles b. Locate CCSD vehicle not in use and insert new employees name

for issue. Save file and close. c. Distribute keys.

6.4.4.2 CCSD Laptop/Printer/Digital Camera

a. Open file: My Documents/ISD (Q drive)/Inventory/On-site

equipment. b. Insert new line for new employee and record serial numbers in

columns provided. c. Distribute items. d. Print receipt for Inspector to sign and file.

6.4.4.3 CCSD Cellular Phone

a. New employee to report to AC for issuance of cellular phone. b. AC will place new number on Building Department cellular

phone list.

6.4.4.4 Basic Equipment – issue as needed

6.4.5 GRAPHICS ARTS

6.4.5.1 Complete CCSD Graphic Arts Center Work Request. [Attachment #12]

a. Attach original document to be printed to work request.

6.4.5.2 Business Cards [Attachment #13]

a. Complete business card form located in AC’s office file cabinet. b. Director/Building Official signs work request.


DOC# ISD-M001, Rev H 7-19-10 of 84

c. File goldenrod copy in the file labeled Graphic Arts. d. Forward work request to Administrative Clerk in Financial

Services for coding (unit & account number.) e. Administrative Clerk in Financial Services will forward work

request to Graphic Arts.

6.4.6 ORDERING SUPPLIES

6.4.6.1 Supplies are ordered from various vendors. When possible, all supplies will be researched for cost effectiveness by comparing prices of various vendors.

6.4.6.2 Complete Supply Requisition Form

a. Information needed to complete order form: • Supply order number (from Office Depot website) • Quantity • Description – if needed • Price • Who requested the supply

6.4.6.3 Limit of $1000.00 per order if paying by credit card. Approval required

by Director of Building Department and Financial Services for ERP orders.

6.4.6.4 ERP Instructions

a. Click on the Internet Explorer icon. b. Type in URL https://erp-portal.ccsd.net/irj/portal c. Login in using User ID and password d. Click on the Work tab e. Click on Shop tab f. Click on Shopping Cart (Requisition) g. Scroll down to Add Items tab and click on CCSD Catalog

General. h. Click on the Office Supplies category. i. Type first Office Depot item number in the find box and press

enter. If the item appears, type quantity in the quantity box and then horizontal scroll to the right and click the shopping cart icon to add this item to the shopping cart. Continue until all items are entered. If an item does not appear, a search by name can be done or that item must be ordered through the Office Depot website with a credit card.

j. After all items are entered, scroll to bottom of page and click the refresh box and check order one final time. If complete, click the Order button.

k. Display will show the order was successfully placed. Click print shopping cart. A pdf file will appear also giving the order a shopping cart number. Print this report and file in ERP folder.


DOC# ISD-M001, Rev H 7-19-10 of 84

l. Once the shopping cart is created, it will go to the next level of approval which is the Director/Building Official and then the Director of Financial Services.

m. Refer to ERP Manual for Held orders, Declined orders and Non-catalog items.

6.4.7 OVERTIME/COMP TIME [See Attachment #15]

6.4.7.1 Inspector/Site Manager will submit a completed Overtime/Comp Time

Authorization Slip (CCF 74) to the Building Department office. All Overtime must be pre-approved by either the Administrative Manager or Associate Superintendent of Facilities.

a. Submit to AC for Director/Building Official signature of

approval. b. AC will submit to Director/Building Official for signature. c. Record in Overtime File located in my

Computer/ISD/Overtime d. Choose report of week recording. e. Open file/form. f. Locate Inspector’s name requesting Overtime/Comp Time. g. Record location. h. Time (to-from) of requested Overtime/Comp Time. i. Record total hours of Overtime/Comp Time. j. Print report and place in Overtime Binder for reference k. AC will copy CCF 74 and place in Inspector’s Personnel File. l. Forward Overtime/Comp Time Authorization Slip CCF 74 to

Facilities Division-Facilities Operations Analyst via school mail.

6.4.8 FACILITY WORK ORDERS

6.4.8.1 Access Maximo via Internet Explorer at http://maintenance.ccsd.net a. Click on Maximo Work Order System b. Enter User Name and Password c. Click on New Service Request:

1. Click on Caps lock! 2. Click in Summary Field-Type in All Caps, the problem

and location of the problem. Ex> COPIER JAMMED,ROOM 52

3. Click in Details – Type more detailed information regarding the problem and the equipment’s ID numbers.

4. Enter Asset number if known. 5. Enter Reported Priority – (Usually 3 or higher) 6. Click Submit 7. E-mail or call FSR or FSRR to report the request.

6.4.8.2 Verifying Status of Work Order via First Class/Interact.

a. Facilities Division Icon b. Location Inboxes c. Inbox 574 d. Print Work Order


DOC# ISD-M001, Rev H 7-19-10 of 84

e. File in Work Order Binder located on AC’s desk.

6.4.9 EMPLOYEE EVALUATIONS

6.4.9.1 Building Official creates all evaluation forms CCF-70 for all staff. AC notifies Director/Building Official a few weeks prior to evaluation due date via email.

6.4.9.2 Code Compliance Inspector/Office Staff – Building Official will

review evaluation with employee. Both will sign and date. Building Official will give to AC. AC will make a copy and send original to Facilities Division Administrative Manager for signature. He will sign and original will be sent to Human Resources – Support Staff Personnel. Facilities Operations Analyst will send 2 copies back to AC. AC will give 1 copy to employee and file one in employees file folder. AC will destroy original copy.

6.4.10 CELL PHONE BILLS

6.4.10.1 Cell phone bills are received from Verizon Wireless on a monthly basis.

AC writes purchase order number on front of bill, circles correct amount to be paid, and gets the Building Official’s approval, signature and date. AC makes 2 copies of billing page, front and back and summary page. AC files one copy in file cabinet under Verizon, one copy is sent to Financial Management and the entire original phone bill is sent to Accounts Payable.

6.4.10.2 Cell Phone Summary Reports

a. Open ISD Drive, click on 12 Month Telephone Bills. b. Fill in monthly charges by phone number under the appropriate

month. c. Save and Close d. Open ISD Drive, click on Cell Phone Minutes e. Fill in Plan Minutes Used and In Minutes Used for each cell

phone number. f. Save and Close

6.4.11 AIR CARD BILLS

6.4.11.1 Air Card bills are received from Verizon Wireless on a monthly basis. AC writes purchase order number on front of bill, circles correct amount to be paid, and gets the Building Official’s approval, signature and date. AC makes 2 copies of billing page, front and back and summary page. AC files one copy in file cabinet under Verizon, one copy is sent to Financial Management and the entire original phone bill is sent to Accounts Payable.


DOC# ISD-M001, Rev H 7-19-10 of 84

6.4.11.2 Air Card Summary Reports

a. Open ISD Drive, click on Inventory/ Air Cards/ Click on the current year and chose the Verizon Air Card Numbers file with the most current date.

b. Fill in monthly usage by phone number under the appropriate month.

c. Save As with new date and Close d. To issue or re-issue an air card, open the same file copy the

information from the inspector who is returning the air card and paste it at the bottom and add the name of the new inspector along with the date of the exchange.

e. Save and Close

6.4.12 Building Department Database Information

6.4.12.1 This will be a step by step document for changing all forms, tables, and queries necessary for any other school. It is crucial that all information in the table and forms and queries match any information that you are inputting. For example, if you have to input the Project Name in a form and a table, be sure to put in Chaparral High School in both areas, NOT Chaparral HS and Chaparral High School. Be consistent!

a. CREATING A NEW DATABASE

1. From the computer drive that the template is sitting on, such as My Documents, right click on the database called Building Department Database 2 TEMPLATE.mdb and click Copy.

2. Select the new location for the database, right click in the blank area and select paste.

3. Name the database according to the site location, such as Basic High School Version 2.

4. This new database still needs to be adjusted using the CHANGE THE TABLES directions.

b. CHANGE THE TABLES

Contractor Table 1. Open the contractor table and enter the contractor

company and contact person. Daily Information Table 1. Open the Daily Information Table in Design View 2. Change the Default Value for the following fields to

their appropriate values: a. Bond Fund # b. Inspector c. Contact

Inspection Site Information Table 1. Open the Inspection Site Information Table in Datasheet

View a. Input the proper information for that site


DOC# ISD-M001, Rev H 7-19-10 of 84

Inspections Table 1. Open the Inspections Table in Design View 2. Change the Default Value for the following fields to

their appropriate values: a. Bond Fund No b. Contact c. Inspector

Inspector Table 1. Open the Inspector Table in Datasheet View

a. Input the proper information for that site regarding which Inspector is assigned to that site. It is important not to erase an inspector from this list. All inspectors should be in the table.

Copy database onto a flash drive and give to Inspector/Site Manager.

6.4.13 State Fire Marshal Plan Review Plans and Letters Scan copy of letter received by mail or save as from email.

6.4.13.1 Modernization Projects: a. Save as the name of the school, what plan it’s for (fire

sprinkler, fire alarm, etc.) and the date of the letter and save it on the ISD Drive in the State Fire Marshal Correspondence folder under Plan Review Responses.

b. Look up the Project Manager’s name on the Modernization Monthly status report write their name at the bottom of the letter and email a copy to that person.

c. Stamp the letter with the SCANNED stamp and the Emailed stamp and write in the date emailed on the line underneath the stamp.

d. File the original letter in the Modernization file folder for that project.

6.4.13.2 New Construction Projects:

a. Save as the name of the school, what plan it’s for (fire sprinkler, fire alarm, etc.) and the date of the letter and save it on the ISD Drive in the State Fire Marshal Correspondence folder under Plan Review Responses.

b. Look up the Project Manager’s name and the Inspectors names on the Assignment List and write their names at the bottom of the letter and email a copy to each person.

c. Stamp the letter with the SCANNED stamp and the Emailed stamp and write in the date emailed on the line underneath the stamp.

d. Give the original letter to BO to file in the project folder in her office.


DOC# ISD-M001, Rev H 7-19-10 of 84

6.4.13.3 Portable Plan Review Responses: Portable site plans are received via email from CCSD plans

drafter. The email is then forwarded to the State Fire Marshal for plan review. Open the site plan and save as the name it has on it and add school name and date and save it on the ISD Drive in the Portable Relocation folder, then the State Fire Marshal folder, then the Portable Plans folder. In the same State Fire Marshal folder, open the State Fire Marshal Tracking spreadsheet and enter the school name and location number and the date the plans were sent to the State Fire Marshal. Highlight the School name in red and save. a. Save as the name of the school, school location number,

Portable Site Plan and the date of the letter and save it on the ISD Drive in the Portable Relocation folder under State Fire Marshal in the Portable Plan Review Response folder.

b. Email it to the Portable Site Plan List. c. Stamp the letter with the SCANNED stamp and the

Emailed stamp and write in the date emailed on the line underneath the stamp.

d. File the original letter in the Portable Site Plan folder. e. On the ISD Drive, open the Portable Relocation folder

and then the State Fire Marshal folder and then the State Fire Marshal Tracking spreadsheet and type in the date the approval or denial was received and change the school name color back to black and save.


DOC# ISD-M001, Rev H 7-19-10 of 84

6.5 CONSTRUCTION DOCUMENTS CLERK (CDC) DOCUMENTATION The multi-function role of the Construction Documents Clerk (CDC) is primarily

responsible for the accounting and Board of Trustee functions of the Building Department office.

Duties Include: • Prepare Engineering Services Agreements. • Prepare process, approve and track SF Requisitions. • Prepare and process Change in Service. • Prepare, review and process Professional Testing

Services Agency contracts and invoices for materials testing and 1701 Special Inspections.

• Maintain Construction Projects Log. • Prepare proposals for Board of Trustee approval. • Prepare monthly calendar for TCO expiration dates. • Prepare and maintain all inspection files for all New

Construction, Additions, Modernizations, Special Projects, Site Funded projects and Portable Relocations.

• Enter inspection information generated from the Building Department into DocDNA program.

• Prepare and process Construction Inspection Reports. • Process, copy and file Special Projects work orders and

print inspection requests for Building Department review, prepare and maintain logs.

• Prepare and issue Building Permits to all Contractors involved in any CCSD building projects.

• Update Plans - Drawing Log as needed • Prepare and process Inspector/ Site Manager Time

Tickets. • Maintain Building Department Equipment Inventory and

prepare Requests for Purchase as needed. • Greet visitors and answer phones. • DocDNA Quality Control • Cross train with AC for job coverage.

6.5.1 ENGINEERING SERVICES AGREEMENT

[See attachment#16]

6.5.1.1 The administration of professional testing services such as laboratory testing for soils, concrete, masonry, steel, welding and fireproofing are essential to the construction process of school facilities. This testing is mainly originated by the Building Department in order to verify/measure the quality control, quality assurance and strength of materials that are pertinent in the construction process of a building/facility.

6.5.1.2 When a complete set of plans becomes available (noted on project

timeline), the Building Department requests a schedule of fees and total proposal amount in writing from the Professional Testing Services


DOC# ISD-M001, Rev H 7-19-10 of 84

Agency or laboratory agency selected by the Construction Management Director from the approved vendor list to perform the work. The Professional Testing Services Agency provides a proposal amount with the itemized schedule of fees (rates), which includes an additional 10% of the total fee charges for unforeseen events rising during the work performance.

6.5.1.3 Upon Director/Building Official’s approval of the proposal amount, the

CDC proceeds by preparing an Engineering Services Agreement (attachment #16) and a Professional Materials Testing and Building Department Contract Agreement (attachment #23) from the templates placed in the Geotechnical Engineer Contracts in the ISD Drive and issues copies to the Facilities Division – Facilities Operations Analyst for review.

6.5.1.4 The Facilities Division – Facilities Operations Analyst reviews the

Engineering Services Agreement with the attached proposal, submits it to the Facilities Financial Services (FFS) to assign the required fund codes, and upon receipt from Facilities Financial Services includes the Engineering Services Agreement as a Board Item in the BOT meeting agenda, if approval is required. The Facilities Operations Analyst forwards the Board Item to the Business & Finance Services Division (Business Office) and to the BOT meeting. If the Engineering Services Agreement is disapproved, it is forwarded to the agency for proposal re-write and re-submittal. If the Engineering Services Agreement is approved, an SF is prepared and the Contract Agreement is signed by the Facilities Division Associate Superintendent and returned to the CDC. (Flowchart - attachment #17)

6.5.2 SF REQUISITION (SF ROUTING SHEET) REQUIREMENTS AND

PROCESS

6.5.2.1 The “SF” (Capital Fund Expenditure Authorization) is a specialized requisition for expenditures related to capital funded construction projects. An SF will be processed to set aside (encumber) funds for professional testing services such as consulting and laboratory testing that are directly related to the construction projects. Generally accepted accounting rules and CCSD policy and regulation, dictate that financial obligations are reflected accurately as soon as a contractual agreement is completed.

6.5.2.2 The “SF” will be processed by the Facilities Financial Services’ “SF

Tracking System”, when a contract to perform services is made. Work will not commence until the Engineering Services Agreement and/or the Board Item is either, approved by the Facilities Division Associate Superintendent or Board of Trustees.

6.5.2.3 This procedure documents the requirements and process of SF

Requisitions and Change in Service to the SF in accordance with references 3.16 and 3.17 of this procedure.


DOC# ISD-M001, Rev H 7-19-10 of 84

6.5.2.4 SF’s can be issued only to established vendors on the approved vendor

list. The following are required to add a new vendor:

• A copy of the W-9 form. • A copy of a valid business license. • A copy of a valid contractor’s license for construction

companies. • A complete public Disclosure Form.

6.5.2.5 SF Requests for “professional testing services” will require the following

to be forwarded with the request:

• Complete project details, including scope of work and schedule of fees on each measurable project section.

• Evidence of the competitive process used, such as RFP, RFQ, formal bid, certified bid, phone quote, informal quote, as required by NRS 338, or board approval of sole source selection. If the work is being assigned from an Approved Vendor List, evidence of the competitive process is not required; however, it will be referenced on the list.

• A signed contract agreement or accepted proposal by the Facilities Associate Superintendent.

• For SF requests valued at $50,000 or greater, to be BOT approved.

• For SF requests valued under $50,000, to be approved by the Facilities Division Associate Superintendent.

6.5.2.6 Each SF must have the ability to “stand alone” to explain and backup the

expenditures associated with the SF. It should be able to withstand the scrutiny of internal or external audits, and public review. The backup documentation should show that applicable laws, statutes and policies were followed. Documents shall be signed, by both the vendor and the CCSD designated authority.

6.5.2.7 Ancillary documentation such as contract, proposal, estimate, invoice,

letter of agreement and acceptance of agreement, RFQ/RFP documentation, bid – formal, sealed & phone quote, statement or work/services, quote, proposal, Engineering Services Agreement, Board Agenda Item, and other documents supporting documents should be part of this SF.

6.5.2.8 As a rule of thumb, always ask and assure that the documentation can

answer the following:

• Who did we enter into contract with, to perform the work? • What is the basis that we are using to “award” the work? • What are they going to do? Can a “layman” understand the

description of the work? • Where are they going to perform the work?


DOC# ISD-M001, Rev H 7-19-10 of 84

• Why are they going to perform the work? • How/why is it a part of the capital program? • Did we follow all applicable statutes and policies?

6.5.2.9 Upon receipt of the approved Engineering Services Agreement, the CDC

completes the information required on the SF Tracking System, prints the SF Routing Sheet (SF Requests) and forwards it to AC for approval. It is then forwarded to FFS for approval and SF number. The FFS receives the SF Routing Sheet, approves, and issues an SF number. The CDC prints the SF (Capital Fund Expenditure Authorization) and submits it along with the approved Engineering Services Agreement, and the original Contract Agreement to the Building Official and Facilities Division, Associate Superintendent for signature

6.5.2.10 Upon receipt of signatures, the CDC forwards the original and 1 copy of

SF with back-up records to FFS, keeps one copy for the files, and one copy to the agency(s).

6.5.3 CHANGE IN SERVICE (TO AN ESTABLISHED SF) REQUIREMENTS AND PROCESS [see attachment #18]

6.5.3.1 Change In Service to an established SF for Professional Testing Services

contracts will be processed as follows:

• Change in Service on any SF with a cumulative value under $50,000, will require a memo from the Professional Testing Services Agency providing a full description of the change requested, including cost justification for the change and approval by the Associate Superintendent.

• An SF initiated under $50,000 cannot be increased to a cumulative value of $50,000 or greater, without the approval of the School Board of Trustees.

• Cumulative Change in Service on any SF under 10% of the board approved awarded value, will require the approval of the Facilities Division Associate Superintendent.

• Cumulative Change in Service of any SF of 10% or greater of the Board approved awarded value, will require the School Board of Trustees’ approval.

6.5.3.2 Based on unforeseen events the Professional Testing Services Agency

encountered and/or additional work requested by CCSD Construction Management, the Professional Testing Services Agency will issue a proposal giving expanded scope of work and reasons requesting additional money.

6.5.3.3 The Change in Service process for Professional Testing Services such as

laboratory testing requires the CDC to complete a Change in Service (attachment #18) to the Facilities Division – Facilities Operations Analyst requesting an increase encumbrance to the existing SF. The proposal shall include extended scope of work and justification for the


DOC# ISD-M001, Rev H 7-19-10 of 84

increase. The Change in Service, which serves as a Board Item, shall be accompanied with the extended “scope of work” proposal, original proposal and a copy of the original Board Approved “stamped board item”.

6.5.3.4 This Board Item will be prepared, BOT meeting date scheduled, and

approval be issued from the Associate Superintendent or BOT prior to commencing with the work. Upon Associate Superintendent’s or BOT approval, the CDC will make necessary copies for Building Department and the agency, and forward original with Change in Service Memo and 2 copies to the FFS for processing.

6.5.4 INVOICE PROCESS

6.5.4.1 When invoicing, the Professional Testing Services Agency shall attach to the invoice their report with the type of service performed, findings and/or recommendations, and time of arrival and departure, (start time and finish time). The time is checked with the time billed on the invoice. On his daily log, the Inspector/Site Manager will include the services performed and the time the Professional Service Testing Agency spent on site.

6.5.4.2 The CDC checks the invoice against the Inspector/Site Manager’s daily

log, agency’s schedule of fees, and written reports and corrects “over billed” invoice amounts by reducing the amount of the invoice. The CDC is not responsible for correcting invoices that reflect “under-billed” amounts. Payment cannot be increased on an invoice, only decreased. Prior to forwarding the invoice for approval from the Director/Building Official and to FFS for payment, the CDC will forward the report and invoice to the Inspector/Site Manager for his/her final review and approval only if there are any discrepancies.

6.5.4.3 The CDC forwards original invoice and two copies to the FFS for

payments and keeps a copy for the files.

6.5.4.4 At final billing the CDC verifies with the Professional Testing Services Agency and Coordinator III/Project Manager that all outstanding work has been completed and recommends the SF be closed.

6.5.5 SF TRACKING SYSTEM

6.5.5.1 Capital Fund Expenditure Authorizations (SF’s) are created and tracked

through an electronic database program called the “SF Tracking System”, managed by the Facilities Financial Services (FFS). Because the system is a database program, it allows the one-time entry of information to create the SF Routing Sheet (SF Request) and to establish tracking information records simultaneously.

6.5.5.2 To issue a new SF, the requesting department, Building Department, and

the Facilities Financial Services (FFS) complete the first six pages in the


DOC# ISD-M001, Rev H 7-19-10 of 84

SF Tracking system which include; Project Information, Vendor, Description of Work, Line Items, Comments, Note, SF Routing, SF Preparation, and Requesting Department as follows:

Click on Summary Tab

a. Short description is SOILS AND MATERIAL TESTING b. Requested by is Lisa Conner c. Project Manager – get off the Timeline d. Contract Admin is Dave Broxterman e. SF Approver is J P Gerner f. Doc type check off contract g. Invoice to Inspection Services Click on Vendor Tab a. Use arrow down to bring vendors up b. Choose vendor Click on Description Tab a. Provide technical services to perform soils, material testing and

1701 special inspections. b. Per proposal date (get date from proposal) c. Approved by Board of Trustees (approval date is Board Action

date) d. Contract date (date contract signed) Click on Line Items Tab a. Chose location (name of school or possible various locations) b. Input dollar amount of contract Click on Comments Tab a. Substantial completion date b. Project number Click on SF Routing Tab a. Make sure Vendor, Financial and Inspection are checked off b. Post To Complete: a. Print Route Sheet, give to AC to look over and approve

After approval, print route sheet and send everything to Financial for approval

b. After receive back from Financial and all is ok c. Print SF out d. Get Lisa Conner’s signature and JP Gerner’s signature e. Financial receives original SF with all of backup plus 1 copy of

SF paperwork f. Fax and send 1 copy to the contractor


DOC# ISD-M001, Rev H 7-19-10 of 84

6.5.6 Lab Invoices Database

6.5.6.1 Lab invoices are tracked through a database called” Lab invoices”. Each lab has a database assigned to it. This database is located on the ISD Drive. The date of the Invoice, Invoice #, name of school, SF #, Date submitted to Financial Services for payment, comments, and the date the invoice was paid must be completed in the database. Financial Services sends an “Accounts Payable Transmittal Report” weekly via inter-office mail which will give the date the invoice will be paid. This date must also be entered on the database.

6.5.7 BUILDING DEPARTMENT FILING PROCESS

6.5.7.1 A new file is created after a permit is issued. 6.5.7.2 Go to the ISD Drive and open the Label file. In the Label file choose one

of the following based on permit type: Modernization labels, New Construction labels, Special Project labels, and Site Funded labels. Each label has a template created, once label type is chosen, complete each label by typing the new name of school and MPID number or S number if known. One side of the template is for 01400’s and the other is side is for lab numbers.

6.5.7.3 Before printing the labels for Portable Relocations, Site Funded Projects

and Special Projects, check the files first, there may be a file already made. These types of files do not require a specific project number.

6.5.7.4 The labels are stored in the Copy room. Yellow labels are for

Modernization projects, Blue labels are for New Construction, Green labels are for Special Projects and White are for Site Funded and Portable Relocation files.

6.5.7.5 All files are filed by school name. 6.5.7.6 Modernization projects require two hanging files. One file for inspection

tickets & reports (dark green hanging file) and one file for all lab work. (light green hanging file).


DOC# ISD-M001, Rev H 7-19-10 of 84

6.5.9 CONSTRUCTION TELEPHONE INSPECTION REQUESTS [ATTACHMENT #21]

6.5.9.1 The Construction Telephone Inspection Requests are done as follows: a. Contractor will call for inspections requesting for the next day.

No calls should be taken by Sub -Contractors. These requests are emailed to Inspector/Site Managers based on area or to a third party inspector known as Lab Agencies.

b. Requests by the Contractor are generally Modernizations, Additions and Special Projects that do not have an Inspector/Site Manager present on-site.

c. Construction Telephone Inspection Request Forms are to be used to process daily requests from the Contractor. A confirmation number must be given to the Contractor for billing purposes. Complete form as follows:

• Initials of person completing form • Requested inspection date • Time of day (AM or PM) If 3rd party inspections is

requested, must have actual appointment time. • Project Name • Project Number (if known) • Contractor name • Contractor Phone Number • Contractor Contact Name • Area of Inspection • Type of Inspection Requested

d. If a third party is requested, there is a list of labs supplied by the

CDC. New Schools and Additions will have a lab already assigned. Modernizations, Site-Funded Projects and Special Projects will also need to assign a third party lab throughout the project. The CDC will determine which lab to use.

6.5.9.2 After recording and confirming Construction Telephone Inspection

Request, open Access to complete the Construction Inspection Report. (Attachment #19)

6.5.9.3 Directions to open Inspection Daily Request database:

a. Double click on icon named Short Cut Inspect. b. Click on Daily Request c. Click OK on Parameter Value which opens the form. d. Click on star at bottom of page for a new form. e. Complete Construction Inspection Report as follows (All Caps):

• School Name • Project Number or Work order


DOC# ISD-M001, Rev H 7-19-10 of 84

• Contractor name • Contact name and phone number • Date • Time • Confirmation Number • Description of area and work to be inspected • Print – Select Adobe pdf and selected record. Save as

confirmation number and Senior Inspectors initials.

6.5.9.4 Email to Inspector/Site Manager for inspection. For 3rd party inspections, the Construction Inspection Report must not be printed but notify the Inspector/Site Manager that there will be a lab inspection. The 3rd Party Lab will use their own inspection forms and submit with their invoice to the CDC. Email a note to the Inspector/Site Manager as a notification only. File the Contractor’s Telephone Inspection Request Form in binders on CDC’s desk by date. There are 2 binders, one for CCSD Inspections and one for 3rd party inspections.

6.5.9.5 Inspector/Site Manager will bring the Construction Inspection Report

back to the office when inspections are completed. They are stamped with Master File and filed in designated file. The Construction Telephone Inspection Request form must be attached to the completed Construction Inspection Report. The Construction Telephone Inspection Request form for the 3rd Party Labs must be given to CDC for billing purposes.

6.5.10 INSPECTION PERMIT [ATTACHMENT #3]

Prior to the start of construction, the contractor shall make a request to the Building Department for an Inspection Permit for the project for which the Contractor has been awarded. The Inspection Permit shall include the following information: • Project – A brief description of work to be performed. • Permit Number - Assigned from previous Inspection Permit

number. • Facility – Name of Facility where work will be performed. • Contractor – Name of construction firm performing work. • SF # - Either SF # as assigned by Facilities Financial Services or

WOST # (Work Order #) as assigned by department performing work.

• Start/finish Date – This date is acquired from Contractors Notice to Proceed.

• Signature of Director/Building Official • Current Date. The above information must be entered on Inspection Permit Form in ISD. Open the Inspection Permit Log in ISD to get the next consecutive permit number. Print one official Inspection Permit on yellow card stock.


DOC# ISD-M001, Rev H 7-19-10 of 84

Hold for Contractor pickup. Inspection Permit will be dated and signed by Contractor upon pickup. Two copies will be made at time of pickup. Contractor receives the official Inspection Permit and one copy, one copy is distributed to CDC, to be filed in Master File. Prior to filing the Master File copy, it must be entered in ISD; file name Inspection Permit Log with all permit information as listed above. This information must also be entered on the Construction Projects Report.

6.5.11 SPECIAL PROJECTS/PORTABLES INSPECTIONS

6.5.11.1 Work orders are sent over from Special Projects Department once or twice a month.

6.5.11.2 Building Official reviews and stamps with one of 2 stamps, requiring inspection or not.

6.5.11.3 AC receives all work orders from Building Official. Work Orders not requiring inspection are returned to Special Projects and the work order number is recorded in the Work Orders Not Requiring Inspection Database. For Work Orders requiring inspection, AC will make a copy of the top page of Work Order and send to Special Projects. Original Work Orders and attachments will be filed in Work Order binders alphabetically by Project Name.

6.5.11.4 AC will separate Work Orders into 2 groups: Special Projects and Portable relocation. AC will enter Work Order information into Access logs found on ISD Drive as follows:

a. In ISD Drive, click on Special Projects Log and Portable Log Folder.

b. Click on Special Projects Log or Portable Log c. Click on Work order Log Table. d. Enter Project ID (S number), Location Number, Project Name,

Inspector/Site Manager Initials, Project Description, Date Reviewed.

6.5.11.5 Once or twice a month, the AC will receive a Completed Work Order list from Special Projects for projects ready for inspection. The list is compared to the logs and the Work Orders that are on the list will have Inspection Requests prepared for them. The CDC will print these requests on 3-part forms, pull any previous inspections that were done for that project, attach them to the inspection request and will distribute to the Inspector/Site Manager by area. She will then enter the date the inspections were prepared on the logs and file the handwritten request in the Special Projects pending binder.

6.5.11.6 Once the inspections are completed, the Inspector/Site Manager will return the paperwork to the CDC. She will enter pass or fail in the respective log. If the inspection passed, the inspection ticket is scanned and sent via email to the Special Projects Dept. The paperwork will then be stamped with Master File and filed in the Special Projects files. If the inspection fails, the failed ticket is scanned and sent via email to the Special Projects Dept for correction. The failed ticket will then be placed in either the Special Projects or Portables Failed binder. Special Projects will notify the Building Official when Special Projects is


DOC# ISD-M001, Rev H 7-19-10 of 84

ready for re-inspection. Special Projects Clerk will notify the AC via email when failed tickets are ready for re-inspection.

6.5.11.7 Upon notification of re-inspection, the CDC will remove failed inspection from binder, attach any pertinent information, stamp with Ready for Re-Inspection stamp with date and distribute to the Inspector/Site Manager by area. She will then enter the re-inspection date on the proper log.

6.5.11.8 Approximately every 30 days, AC will remove passed inspections over 30 days old.

6.5.11.9 AC will email copies of Special Projects and Portable Work Order lists to Special Projects personnel on a weekly basis.

6.5.12 PROCEDURE FOR E-TIME CARD ENTRY

a. Go to M2-Labor icon on your computer. b. Go to Labor on tool bar, will get more options, choose “time cards, and

choose “inspections”. c. Choose “add time by employee” in the time card entry window. d. Make sure employee name is same as employee time card you are

working on.

1. Input date of time card. 2. Input work order number off of time card. 3. Make sure work order school name (off computer) matches with

time card information. 4. Input regular hours or overtime hours. 5. Make sure all hours are accounted for. 6. Post time. 7. Go on to next employee.

e. If work order number comes up “work order not found”. There are a

couple reasons that this could be true.

1. Not a valid number. 2. Possible data entry error, or written incorrectly on time card. 3. Work order number is valid, but needs to be set up by Financial

Services. (Highlight work order on time ticket, e-mail Peggy Moon in Financial to set up work order number. She will let you know when you can enter)

6.5.13 PROCEDURE FOR DOC DNA QUALITY CONTROL

a. Click on Document DNA Icon b. Enter Login ID c. Enter Password d. Click Enter e. Click on Construction, click Enter f. Input bar code number, click Enter g. Using the wild card “*”, will bring up a list of bar code numbers.


DOC# ISD-M001, Rev H 7-19-10 of 84

h. Slide bottom bar code over to bar code number column. If numbers do not appear in number order, double click on the words bar code, and it will arrange in number order.

i. Verify correct school name. j. Verify that all of the pages are listed and are in place. k. If any pages appear to be missing, return all documents related to the bar

code back to Records Management Department, Facilities Division.

6.5.14 INVENTORY PROCEDURE

a. To add an item or make a change to inventory:

1. Go to ISD Drive 2. Click on Inventory folder 3. Open folder “update list for inventory” 4. Add item information, or make any changes 5. Save

b. To Print Inventory: 1. Go to CCSD ERP – Portal 2. Sign in 3. Click on Work Tab 4. Click on Fixed Asset Tab 5. Click on Inventory list 6. Click on Get variant 7. Choose CCSD-then click green check mark at bottom of page 8. Asset class is AUCINV23-enter twice 9. Cost center is 10000I10574 – enter twice 10. Click Execute 11. Click Menu 12. Choose List 13. Choose Print then click on green check mark to continue 14. Choose printer to print to. 15. Click red X in top right corner to close 16. Click Logoff

c. Vehicle Inventory – 3 Documents to update:

1. Go to ISD drive 2. Open Inventory folder 3. Open Vehicle Form 3 Building Department – Make Changes 4. Open Building Department vehicles – Make Changes 5. Open Vehicles – Make Changes 6. Change date on top of report to reflect current day. 7. Change any highlighted information (take off highlight) 8. Make necessary changes, highlighting any new changes, Save. 9. E-mail Building Department Vehicles report with explanation of

changes to: Transportation Dept Director - Jon Howard Sr. Building Official


DOC# ISD-M001, Rev H 7-19-10 of 84

Administrative Clerk

6.5.15 PROCEDURE FOR UPDATING PLANS-DRAWING LOG

a. After signing in plans; 1. Go to ISD drive. 2. Go to Plan-Drawing log. 3. Go to bottom of page, column A. 4. Input the following information off of signed plans distribution

sheet; • Project number or MPID number • Project name (school name) • Work description • Who distributed to • Date received • Who plans are from • Contact name • Due date • Date returned • Comments • Save and close

5. Distribute plans to appropriate person. 6. Place distribution sheet in file basket to be filed alphabetically by

project in blue Plans Transmittal Binder.


DOC# ISD-M001, Rev H 7-19-10 of 84

7.0 SUPPORTING DOCUMENT REFERENCES Attachments: 1. CCF-101 Employee Absence Request Form 2. CCSD Construction Management Responsibility Matrix 3. Inspection Permit 4. Contractor’s Inspection Request 5. CCSD Inspection Report 6. CCSD Notice 7. CCSD Notice of Non-Compliance Report 8. CCSD Stop Work Order 9. CCSD Laboratory Log 10. Utility Connection Request 11. SSS-168 Support Staff Requisition/Replacement Request 12. CCSD Graphic Arts Center Work Request 13. CCSD Graphic Arts Center Business Card Order Form 14. CCSD Daily Field Report 15. CCF-74 CCSD Overtime/Compensatory Time Authorization 16. Engineering Services Agreement Template 17. Process Flow chart for Professional Services 18. Engineering Services Board Request Template 19.CCSD Roving Construction Inspection Report 20. NV Energy Application for Electric Meter Installation 21. Contractor’s Telephone Inspection Request form 22. ISD-F004, Rev. A New Employee Orientation Form for Inspectors 23.Building Department Contract Agreement- Document 00500 24.ISD-F002 Suggestion Form 8.0 RECORD RETENTION TABLE Identification Storage Retention Disposition Protection

Manual Hard copy on file in office and Electronic version on line

Kept Indefinitely Changes are archived and stored in office file

Electronic Back-Up

9.0 DOCUMENT REVISION HISTORY:

Date: Rev. Description of Revision:

22-Jun-05 A Initial Release

10-Nov-05 B Correction of typos, grammar, job descriptions and divided OSII and SDC into individual job duties for 4 separate positions.

28-Feb-06 C Reclassification of OSII, SDC 2 to CDC and SDC 1 to AC. Also updated Nevada Power instructions to reflect new form for issuing a meter tag.

18-Aug-08 D New logo, WIPO name change to Notice, ERP purchasing system, SF amount changed to $50,000 for Board Approval updated forms

20-Apr-09 E Addition of procedures for CDC-2 and AC and updated instructions for plan review.

30-Sept-09 F Removal of Senior Inspector/Site Manager positions, reassignment of duties for CDC-2 due to reduction in force, change name from Inspection Services to Building Department and add new procedure for new database under AC.


DOC# ISD-M001, Rev H 7-19-10 of 84

5-Apr-10 G Corrected issues with Table of Contents matching Sections 7-11 to include Process Output and list all attachments. Replaced Attachment#3 with updated permit.

19-Jul-10 H Update the Mission Statement. Eliminate CDC-1 and 2 positions and merge with CDC and AC. Add State Fire Marshal letter instructions. Remove Sections 6.56 Proposal Listing and 6.6.8 Seniority List Instructions. Add to Sections 6.5.5.2-SF Instructions and 6.5.14 Inventory Procedure. Add Attachments 23 and 24.

10.0 PROCESS OUTPUT The output of this manual describes the daily policies, procedures, requirements, responsibilities

and data flow for the operation of the Clark County School District Building Department to ensure the safety of the students, faculty and employees in the construction of all school projects.

11.0 THIS DOCUMENT APPROVED BY (Reference Document Control Form):

Director of Building Department


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #1


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #2


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #2 Continued


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #3


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #4


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #5


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #6


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment# 7


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #8


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #9


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #10


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #11


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #12


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #13


DOC# ISD-M001, Rev H 7-19-10 of 84



DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #14


DOC# ISD-M001, Rev H 7-19-10 of 84



DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #15


DOC# ISD-M001, Rev H 7-19-10 of 84

ENGINEERING SERVICES AGREEMENT

GEOTECHNICAL SERVICES NAME OF SCHOOL

The 1998 Capital Improvement Program includes the construction of new schools, replacement of identified existing schools, bus yards, and various additions. Geotechnical services are required for materials testing and special inspections. These services include testing of soils, masonry, grout, concrete, welding, and fireproofing applications in support of the construction of the Name of School. The current construction budget for this project is $__________. The associate superintendent concurs with staff and recommends the firm of Name of Company to provide geotechnical services. Name of Company is on the board-approved Engineer Selection List and has submitted a proposal for these services that includes the hourly rates per fee schedule, not to exceed $___________.00, ___% of the current construction budget. Discussion and possible action on approval to enter into an engineering services agreement with Name of Company for geotechnical services in support of the Name of School in the amount of $_________.00, to be paid from the 1998 Capital Improvement Program, Fund XXXXXXXXXX, Project XXXXXXXX; and for J. P. Gerner, Facilities Division, to act as the Board of School Trustees’ designee for all project documents, is recommended. J. P. Gerner Date of Board Meeting

Attachment #16


DOC# ISD-M001, Rev H 7-19-10 of 84

PROCESS FLOW CHART FOR PROFESSIONAL SERVICES

NO YES

Attachment #17

The CM Director selects PTSA

CDC Requests for Proposal via telephone or in writing

Is ESA $50,000 or greater?

CDC prepares ESA

Administrative Management reviews ESA with attachments & has FFS assign bond fund

codes

Associate Superintendent

reviews ESA with attachments &

approves

PTSA prepares & submits proposal to Building

Department

BOT reviews & approves ESA

Facilities Operations Analyst reviews ESA with attachments, and prepares meeting

agenda for scheduled BOT meeting

ESA is forwarded to Business Office


DOC# ISD-M001, Rev H 7-19-10 of 84

Increase to an existing SF of under $50,000 to greater than $50,000 NO YES


Facilities Operations Analyst reviews CIS with attachments, and prepares meeting agenda for

BOT meeting

The CDC receives approved ESA, completes SF Routing Sheet, forwards to FFS for approval

FFS reviews SF Routing Sheet, approves, & issues an SF number

CDC processes the Capital Fund Expenditure Authorization (SF), submits for Associate Superintendent’s signature, & forwards original SF with attachments and 2 copies to FFS

PTSA receives 1 copy of SF, performs services and invoices

CDC prepares CIS for increase encumbrance to the existing SF

Administrative Management reviews CIS and forwards to FFS for their review

The Associate Superintendent

reviews & approves CIS

Cumulative CISs of 10% or

greater

PTSA requests proposal increase, prepares & submits revised proposal, & Director/ Building Official signs


DOC# ISD-M001, Rev H 7-19-10 of 84


The CDC receives approved CIS and distributes copies. Original, Interoffice Memo & 2 copies to FFS

CIS is forwarded to the Business Office

PTSA receives copy of CIS continues the work and invoices

The CDC reviews invoices, makes required corrections, forwards to the inspectors for their review & approval if

there are any discrepancies

FFS processes invoice for payment

BO signs invoice & submits to FFS

BOT reviews & approves CIS

CDC receives invoices from PTSA for services performed


DOC# ISD-M001, Rev H 7-19-10 of 84

Turn OFF the automatic numbered lists: On the Bubble menu, click Word Options, click Proofing, click Auto Correct Options, click AutoFormat As You Type. Under Apply as you type, clear the Automatic numbered lists check box, click OK to leave Word Options. ENGINEERING SERVICES – Official School Name (Testing Lab Name – 1998 Bond) On Date, Year, the District entered into an agreement with Testing Lab Name to provide engineering services for the Official School Name. Change in Service #1 is for a net increase of $000.00 to the engineering services agreement. This change in service covers the following item: Government Caused/Levied: 1. Please provide an expanded summary (in layman's terms) to include a short story that involves the

"Who, What, Where, and Why." (Add/Deduct $___ plus __ days). (Building Department – add $000.00).

TOTAL CHANGE IN SERVICE(S): $_______.00. This represents a net (increase or decrease) of ___% to the original contract amount of $__________.00.

CATEGORY AMOUNT PERCENT Unforeseen Conditions -0- -0- Government Caused/Levied -0- -0- Construction Deficiencies (Additional Design Required)

-0- -0-

Construction Deficiencies (Extended Hours)

-0- -0-

Reimbursable Expenses -0- -0- CCSD Requested -0- -0-

TOTAL $ % J. P. Gerner (Board Date)

Attachment #18


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #19


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #20


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #21


DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #22


DOC# ISD-M001, Rev H 7-19-10 of 84

CONTRACT AGREEMENT

Professional Materials Testing and Inspection Services

This Agreement made and entered into in duplicate original the «Day_of_Contract» day of «Month_of_Contract» in the year of Two Thousand Ten (2010), between the CLARK COUNTY SCHOOL DISTRICT, Board of School Trustees, hereinafter referred to as Owner, and «Engineering_Company_Name» hereinafter referred to as Engineer. The Project is: «Name_of_School_Project» «Address_of_School» «School_City», «School_State», «School_Zip»

CCSD Project Number «CCSD_Project_Number»

The Parties agree that the Engineer will provide certain professional services to the Owner for consideration and upon the terms set forth below:

ARTICLE 1 THE WORK OF THIS CONTRACT

The Engineer shall perform the professional services of this contract as follows: Provide professional materials testing and inspection services as designated in the Scope of Work attached hereto in order to ensure the requirements of specifications and drawings for the designated project are being met. Services to include quality assurance, materials testing and IBC 1701 Special Inspection services. All sampling and testing frequencies are to be based upon the International Building Code (IBC 2006) or CCSD most current adopted edition, Project Specifications, Clark County School District’s requirements or as requested and directed by Clark County School District personnel. Qualified personnel, under supervision of a registered professional engineer, shall perform all work and the report(s) submitted shall bear his/her certification with seal. The Engineer represents that his services will be of professional quality and technically accurate and shall, without additional compensation, correct or revise any errors or deficiencies in its testing and services. Neither the Owner’s review, approval or acceptance of, nor payment for the services required under the Contract shall be construed to operate as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Contract, and the Engineer shall be liable to the Owner in accordance with applicable law for all damages caused by the Engineer’s negligent performance of any of the services furnished under this Contract. Attachment #23


DOC# ISD-M001, Rev H 7-19-10 of 84

ARTICLE 2 DATE OF COMMENCEMENT AND COMPLETION

2.1 The date of commencement is the date from which the Contract Time is measured, and

shall be the date fixed in the Notice to Proceed letter issued by the Owner. 2.2 The Engineer will complete the materials testing and inspection services work

no later than the designated project’s substantial completion date which the Owner will provide to the Engineer, subject to adjustments to this Contract otherwise specified. Engineer will not be held responsible for delays caused by factors beyond its reasonable control.

ARTICLE 3

CONTRACT SUM 3.1 The Owner shall pay to the Engineer, in consideration for the Engineer’s performance of

the Contract the Contract Sum of: «Contract_Amount» subject to additions and deductions as provided in the Contract Documents.

ARTICLE 4 PAYMENTS

4.1 Payments on account - of - services rendered and/or a Change in Services or for

Reimbursable Expenses incurred shall be made monthly upon the presentation of the Engineer’s statement of services and where applicable shall be in proportion to services performed and deemed acceptable by the Owner within each phase of service. No deductions shall be made from the Engineer’s compensation on account of changes in the Work other than those for which the Engineer has been adjudged to be liable.

ARTICLE 5

CHANGES IN SERVICE

5.1 Change in Services of the Engineer may be accomplished after execution of this Agreement, without invalidating the Agreement, if mutually agreed in writing, if required by circumstances beyond the Engineer’s control. Changes in Services shall only be provided if authorized in advance in writing by the Owner. If in the opinion of the Engineer, services are required due to circumstances beyond the Engineer’s control, the Engineer shall advise the Owner of the need for those services and shall notify the Owner in writing by submitting a completed Change in Service Request (CSR) prior to commencing those services. If the Owner deems that such services described by the Engineer are not required, the Owner shall give prompt written notice to the Engineer. If the Owner deems that all or a part of such Change in Services is not required, the Owner shall give prompt written notice to the Engineer, and the Engineer shall have no obligation to provide those services. If however, services are required due to circumstances within the control of the Engineer, such services shall be provided at no additional cost to the Owner.



DOC# ISD-M001, Rev H 7-19-10 of 84

ARTICLE 6 ENUMERATION OF CONTRACT DOCUMENTS

6.1 The Contract Documents, except for Modifications issued after execution of this

Agreement are numerated as follows: 6.2 The Agreement is this executed Document 00500 – Contract Agreement – Professional

Materials Testing and Inspection Services. 6.3 The Specifications are those contained in the designated «Name_of_School_Project»,

«CCSD_Project_Number» Project Manual and dated: «Project_Manual_Date»

6.4 The Drawings are dated: «Date_of_Drawings» 6.5 The Addenda, if any, are dated as follows: «List_of_Addenda_and_Dates» 6.6 Other documents, forming part of these Contract Documents are as follows:

Scope of Work for the Materials Testing and Special Inspection Services dated, 11/23/09 attached hereto.

Materials Testing and Special Inspection Services Schedule of Fees dated, «Schedule_of_Fees_Date» attached hereto.

Materials Testing and Special Inspection Services Proposal dated, 02/11/10 attached hereto.

ARTICLE 7

PROTECTION OF PERSONS AND PROPERTY 7.1 The Engineer shall be responsible for initiating and maintaining reasonable safety

precautions related to Engineers staff and programs in connection with the performance of the Contract, including OSHA required programs.

7.2 The Engineer shall take reasonable precautions for safety of, and shall provide

reasonable protection to prevent damage, injury or loss to: .1 Engineers employees on the Work, and

.2 the Work, materials and equipment to be incorporated therein, which is in control of the Engineer.

7.3 The Engineer shall comply with applicable laws, ordinances, rules, regulations and

lawful orders of public authorities bearing on safety of persons or property or their protection from damage, injury or loss, including but not limited to compliance with: Applicable federal, state, local and any other legally required safety and health standards, orders, rules, regulations or other laws which shall be considered as minimum requirements and requirements of Project Documents which exceed code and ordinance shall take precedence.



DOC# ISD-M001, Rev H 7-19-10 of 84

7.4 In an emergency affecting safety of persons or property, the Engineer shall act, at the Engineer’s discretion, to prevent damage, injury or loss of Engineer’s employees.

ARTICLE 8

TERMINATION FOR CONVENIENCE 8.1 The Owner reserves the right at any time to terminate the services of the Engineer and

the Work for its own convenience, by giving written notice to the Engineer. 8.2 Upon receipt of written notice from the CCSD of such termination for the CCSD’s

convenience, the Engineer shall:

Cease operations as directed by the CCSD in the notice; Take actions necessary, or that the CCSD may direct, for the protection and preservation of the Work; and be entitled to receive payment for Work executed, and costs incurred by reason of such termination.

ARTICLE 9 INSURANCE AND BONDS

9.1 Engineer shall maintain, at his own expense, the following insurance coverage listed

below, insuring the Engineer, his employees, designees and the Indemnitee as required herein, which insurance shall be placed with insurance companies reasonably acceptable to Owner and shall incorporate a provision requiring the giving of written notice to Owner at least thirty (30) days prior to the cancellation of any such policies. In addition, the Engineer shall notify the Owner regarding any material modifications in or non-renewal of any such policies in the same manner as set forth above. The insurance coverage should include:

A. Professional Liability Insurance, also known as Errors and Omissions Policy, in an amount no less than One Million Dollars ($1,000,000.00) each claim and annual aggregate for «Name_of_School_Project» and CCSD Project Number «CCSD_Project_Number».

B. Commercial general liability for bodily injury, personal injury and property

damage of One Million Dollars ($1,000,000.00) each occurrence for «Name_of_School_Project» and CCSD Project Number «CCSD_Project_Number».

C. Comprehensive Automobile Liability Insurance, including owned, hired and

non-owned vehicles, if any, in the amount of One Million Dollars ($1,000,000.00) covering bodily injury and property damage with no material limitations of exclusions which would adversely affect the availability of coverage to Owner for «Name_of_School_Project» and CCSD Project Number «CCSD_Project_Number».



DOC# ISD-M001, Rev H 7-19-10 of 84

D. Umbrella liability of a minimum limit of $2,000,000.00 each occurrence for this Project only.

9.2 The types of insurance to be obtained, as required by this Agreement, shall be from a

Property- Casualty Carrier(s) admitted or otherwise licensed and approved to do business in Nevada rated at least “A-“ or better and at least Class VIII or higher of financial size category in the current issue of Best’s Key Rating Guide. General, Auto and Umbrella liability shall name the Owner as additional insured. Workmen’s Compensation shall provide the Owner with a waiver of subrogation. Award shall be subject to providing evidence of insurance satisfactory to the Owner.

9.3 The Owner reserves the right to have the Engineer furnish the actual insurance policy

(ies) for review and examination by the Owner.

ARTICLE 10 INDEMNIFICATION

10.1 The Engineer agrees that it will protect, indemnify and hold the Owner harmless from

and against claims, demands, actions, suits, judgments, losses, damages, costs, reasonable attorneys’ fees or expenses incurred as a result of personal injury, property damage, civil penalties or fines to the extent caused by the negligent acts or omissions of the Engineer or its authorized subcontractors and employees in conducting the activities under this Contract.

10.2 In claims against any person or entity indemnified under this Article by an employee of

the Engineer or anyone directly or indirectly employed by them or anyone for whose acts they may be liable, the indemnification obligation under this Article shall not be limited by a limitation on amount or type of damages, compensation or benefits payable by or for the Engineer under workers' compensation acts, disability benefit acts or other employee benefit acts.

10.3 The Owner, its officers and employees shall be immune for any breach of this contract

caused by an incorrect date being produced, calculated or generated by a computer or other information system that is owned or operated by the Owner, its officers or employees, regardless of the cause of the error.

ARTICLE 11 MISCELLANEOUS PROVISIONS

11.1 The Owner’s designated contact shall be Lisa Conner, Clark County School District

Building Official. 11.2 For the purpose of Formal Notice requirements the Owner’s Designated Representative

and the Engineer’s Designated Representative as follows: Attachment #23 Continued


DOC# ISD-M001, Rev H 7-19-10 of 84

OWNER ENGINEER Clark County School District «Engineering_Company_Name» 4170 McLeod Drive, 1st Flr «Engineer_Address_Line_1» Las Vegas, Nevada 89121 «Engineer_City», «Engineer_State» «Engineer_ZIP_Code» Attention: J.P. Gerner, Assoc. Supt., Facilities Attention: «Principal_Name» 11.3 This Contract is made for the benefit of the parties to the Contract and not for any

outside party. 11.4 This Contract and the rights and obligation of the parties shall be governed by and

construed according to the laws of the State of Nevada. 11.5 The Engineer shall neither assign, transfer nor delegate any rights, obligations or duties

under this Contract without the prior written consent of the Owner. 11.6 The Owner and Engineer shall endeavor to resolve claims, disputes, and other matters

regarding the Contract by agreeing to mediate. Each party agrees to use its good faith efforts to reach resolution. If through good faith efforts the matter is not resolved within fourteen (14) working day after the parties meet, the parties may agree to continue mediation or may decide to proceed with a more formal resolution process which may include private arbitration by mutual agreement. The parties further agree that in the event of a dispute, each party will bear its own costs and attorneys’ fees in the

dispute resolution process. 11.7 Pursuant to Regulation 3310, the Owner will not enter into a Contract in an amount in

excess of $1,000.00 with any person related within the third degree of consanguinity or affinity to a member of the Board of School Trustees, or to a person acting as the Authorizing Official for the Owner, except as fully disclosed and authorized in advance. Authorizing official means a person who has final authority to administer budgets, or his designee.

The Engineer is hereby put on notice, that it is his responsibility to disclose any relationship or affinity with a member of the Board of School Trustees or an authorizing official in writing to the Assistant Superintendent, Facilities Division. Failure to properly disclose a relationship will result in termination of the Contract and may jeopardize the Engineer’s future business with the Owner.

11.8 The Owner may not enter into any contract directly or indirectly with any employee or

former employee for a period of one year from the date of termination of employment other than as a member of a recognized bargaining unit or as a substitute employee, unless there is full disclosure of the nature and extent of the employee or former employee’s interest in the matter, and the contract is noticed and acted upon in an open session before the Trustees and approved by the majority of the Trustees.

11.9 If any provision of the Contract is held unenforceable by a court of law or equity, the

Contract shall



DOC# ISD-M001, Rev H 7-19-10 of 84

be construed as if such provision did not exist and the non-enforceability of such provision shall not be held to render any provision or provisions of this Contract unenforceable.

This Agreement is entered into as of the day and year first written above and is executed in two original copies of which one is to be delivered to the Engineer and the remainder to the Owner. OWNER ENGINEER _________________________ ______________________________ (Signature) (Signature) J.P. Gerner, Assoc. Supt., Facilities «Principal_Name», «Principal_Title» Clark County School District «Engineering_Company_Name» ________________________ ___________________________ Dated Dated



DOC# ISD-M001, Rev H 7-19-10 of 84

Attachment #24

Facilities Division Building Department Policy and ...FACILITIES DIVISION BUILDING DEPARTMENT MANUAL...

Documents

Transcript of Facilities Division Building Department Policy and ...FACILITIES DIVISION BUILDING DEPARTMENT MANUAL...