Construction Policies

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.

1. 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.
2. Input can be provided by other UW-Madison contacts but the University Architect will speak for UW-Madison and provide direction.
3. UW-Madison will require a minimum of 8 weeks between Substantial Completion and Occupancy.
4. UW-Madison should receive a copy of the Substantial Completion notice.
5. DFD shall not determine Occupancy. All user occupancy concerns should be directed to the University Architect.
6. 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.
7.  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.
8.  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:

1. All code-required life safety components
2. Fire alarm inspected and approved
3. Elevators inspected and approved
4. Air balancing complete
5. Exit lighting tested and approved
6. Sprinkler system
7. Fire lanes operational
8. Emergency generator tested
9. Painting complete
10. All floor finishes complete
11. All fixed equipment operational.
12. Fire caulking
13. Telecommunications system operational
14. Casework installed.
15. Operation & Maintenance Manuals given to Capital Planning & Development
16. Final finish manual (with samples, manufacturers, catalogue numbers, color, etc. for each room) given to Capital Planning & Development
17. Physical Plant trade training schedule submitted
18. All training recorded on video
19. Control diagrams given to Capital Planning & Development
20. Landscape plant materials installed
21. All plumbing fixtures clean and working
22. All light fixtures clean and free of dust
23. Floors polished and waxed, scrubbed, or vacuumed as appropriate for floor type
24. Building should be cleaned and dust-free; new filters installed after cleaning
25. Signage installed
26. Windows cleaned both interior and exterior
27. Final punch list identified as warranty, non-complete, and needs correction, prepared with dates for completion
28. Walk through by DFD, CPD, and Contractors will confirm substantial completion
29. Substantial completion certificates issued

University Required to Complete:

1. Fire extinguishers installed.
2. Locks installed.

Week 1 – 2 After Substantial Completion:

1. User training and walk-through completed
2. Physical Plant trades walk-through completed
3. Safety Department walk-through completed
4. Policy and Security walk-through completed
5. DoIt walk-through completed
6. Owner furnished equipment installation begins
7. Furniture
8. Telecommunications
9. Custodial supplies
10. Other moveable equipment
11. Dumpsters
12. Snow removal equipment
13. Punch list items being completed by respective contractors

Week 3 – 6 After Substantial Completion:

1. Existing owner equipment moved in (files, existing furniture, storage, etc.)
2. Complete installation of all new moveable equipment
3. Lab equipment move-in
4. All punch list items complete except long lead items
5. Record drawings submitted to DFD
6. Occupants move in during Week 5 or after

Items NOT to be Included:

1. Any odor producing work
2. Any excessively noisy work
3. Any dust producing work
4. Any work above ceilings

Items Allowed in Isolated Locations:

1. Calibration of thermostats
2. Touch-up painting
3. Light bulb replacement
4. Replacing isolated control valves
5. Isolated ceiling tile replacement
6. Minimal trim and finish replacement/repair
7. Seasonal plantings
8. Door and hardware adjustments
9. Motion sensor adjustments