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The following procedure is to be followed for a single point of contact by the Department of Facilities Development (DFD) with UW-Madison for all construction projects as herein defined with the exception of “Small Projects.”
It is understood that in the construction phase of a project “Time is of the Essence,” and, therefore, both DFD and UW-Madison will cooperate to the fullest extent possible in making timely decisions, providing information as required and without disruption to the schedule.
The University Architect has been designated as the single point of contact. He may delegate another person in his behalf at any time in the project schedule via the DFD Project Manager.
Input can be provided by other UW-Madison contacts but the University Architect will speak for UW-Madison and provide direction.
UW-Madison will require a minimum of 8 weeks between Substantial Completion and Occupancy.
UW-Madison should receive a copy of the Substantial Completion notice.
DFD shall not determine Occupancy. All user occupancy concerns should be directed to the University Architect.
On all major projects of $5M or more, prior to the Preconstruction Meeting, a DFD/UW-Madison kickoff meeting will be held with the Construction Rep, the Architect/Engineer, the Project Manager, the University Architect and the Construction Quality Control Section Chief.
On all major projects of $5M or more, the Substantial Completion Date shall be determined by the Construction Rep, the Architect/Engineer, the Project Manager, the Unversity Architect, and the Construction Quality Control Section Chief.
The following markers should be identified and used as a guide to the schedule:
Design Report – did the schedule slide?
Prior to bid – Should the schedule be adjusted to reflect construction time?
50% complete – are the contractors on schedule?
6 months prior to completion – is Substantial Completion date realistic?
Contractor Required to Complete:
All code-required life safety components
Fire alarm inspected and approved
Elevators inspected and approved
Air balancing complete
Exit lighting tested and approved
Fire lanes operational
Emergency generator tested
All floor finishes complete
All fixed equipment operational.
Telecommunications system operational
Operation & Maintenance Manuals given to Capital Planning & Development
Final finish manual (with samples, manufacturers, catalogue numbers, color, etc. for each room) given to Capital Planning & Development
Physical Plant trade training schedule submitted
All training recorded on video
Control diagrams given to Capital Planning & Development
Landscape plant materials installed
All plumbing fixtures clean and working
All light fixtures clean and free of dust
Floors polished and waxed, scrubbed, or vacuumed as appropriate for floor type
Building should be cleaned and dust-free; new filters installed after cleaning
Windows cleaned both interior and exterior
Final punch list identified as warranty, non-complete, and needs correction, prepared with dates for completion
Walk through by DFD, CPD, and Contractors will confirm substantial completion
Substantial completion certificates issued
University Required to Complete:
Fire extinguishers installed.
4-6 Weeks Prior to Completion
Week 1 – 2 After Substantial Completion:
User training and walk-through completed
Physical Plant trades walk-through completed
Safety Department walk-through completed
Policy and Security walk-through completed
DoIt walk-through completed
Owner furnished equipment installation begins
Other moveable equipment
Snow removal equipment
Punch list items being completed by respective contractors
Week 3 – 6 After Substantial Completion:
Existing owner equipment moved in (files, existing furniture, storage, etc.)
Complete installation of all new moveable equipment
Lab equipment move-in
All punch list items complete except long lead items