District of Columbia

Office of Property Management

Construction Division PROJECT DELIVERY MANUAL

Adrian M. Fenty
Mayor, District of Columbia
Robin-Eve Jasper
Director, Office of Property Management

Gerick T. Smith
Deputy Director, Construction Division
Office of Property Management
 February 4th, 2009

Deputy Director Construction Division

Gerick T. Smith

Prepared By
 February 4th, 2009

Deputy Director Construction Division

Gerick T. Smith

Prepared By
 District of Columbia
Office of Property Management

TABLE OF CONTENTS

Initiation Planning Design Construction Closeout

Table of Contents

1. Executive Summary
2. Introduction
3. Initiation Phase
4. Planning Phase
5. Design Phase
6. Construction Phase
7. Closeout Phase
8. Process Controls
9. Document Control
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Executive Summary:
The Office of Property Management (OPM) implements the Capital Construction
Program for multiple District Agencies. This Project Delivery Manual outlines the
processes and procedures utilized by the Office of Property Management in
administering capital construction programs for facilities construction projects.
This manual includes sections for project initiation, planning, design,
construction, closeout of contracts and process controls.

Some of the challenges OPM faced were years of overlay with numerous non-
standard methodologies for managing and implementing projects. As a result,
Project Managers (PMs) had no consistent processes or guidelines to assist
them in their duties and project management. Typically, the longevity of the PMs
contributed to a project’s success or failure, as they either possessed invaluable
historic knowledge about how projects are initiated and what steps or protocols
are necessary to carry them through to completion, or they had no formal
guidance or minimal historical background to support the success of a project.
The PMs who possessed institutional knowledge typically never documented it,
but if documented, it was not always correct. It was very common to get multiple
answers and guidance for project implementation, depending on who you spoke
with or which legacy documents may have been discovered. As new personnel
joined the organization there were no reference documents or manuals
pertaining to the “correct” way to initiate and manage a project through its life
cycle. There was also no guidance to help new personnel understand the roles
and responsibilities between OPM and other city agencies.

This Project Delivery Manual acts as a roadmap of activities, information,

process flow and controls. It is intended to provide more comprehensive
information than has historically been available in the past. In its most basic
sense, it is a comprehensive “how-to” guide in understanding the steps involved
in each phase of a facilities construction project. This Project Delivery Manual
has been developed as a tool to facilitate communication between OPM, its
customers, and the community. Its goal is to provide a formal, process-oriented,
systematic method for managing and delivering quality capital projects for the
District of Columbia.

The Project Delivery Manual includes five (5) sections and overarching process
controls: initiation, planning, design, construction, and closeout. Each section
includes a detailed description, checklist, flowchart, and a list of pertinent forms
for each stage of project implementation.

Standard tasks and methodologies have been codified in the manual for the
project manager’s use throughout each phase of project delivery. District of
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Columbia clients and partnering agencies will benefit from a manual that clearly
define the tasks that a project manager should consider for every phase of a
project. With greater transparency and standardization created by OPM’s
manual, communication is expected to improve, an enhanced service level
culture within OPM can develop, and the potential for client satisfaction will
increase.

.
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Introduction:

The methodology in developing the Project Delivery Manual consisted of

assessment of OPM’s existing processes and procedures. The assessment
identified key strengths and vulnerabilities of OPM’s project administration,
management, and execution processes. A series of interviews helped map
function and information flows, indentifying the relevant values and challenges.
Gaps were identified that reduced efficiency and required improvement.

Once the current process and procedures were documented and gap analysis
assessed, recommendations were developed to identify and define areas for
improvement to effectively guide program managers through the capital
construction project cycle. Standard business practices were included to
enhance the new project delivery method.

The Project Delivery Manual includes five (5) phases and overarching project
controls. The Project Delivery Manual phases are: 1) initiation, 2) planning, 3)
design, 4) construction and, 5) closeout. Each section includes a detailed
description, checklist, flowchart, and a list of forms required per stage of the
project.

The checklists have been developed to support project implementation and

specifically identify the responsibility for key tasks. It identifies the responsible
party per task, reviews/approvals, deliverables, applicable forms, and specific
activities per phase, for example the different stages within the design process.
The checklists can be adjusted based on the scope of the project. The OPM
Project Manager will consult with the client throughout the project regarding
issues or questions that arise in execution of the project requirements.

The flow charts capture the high level major activities within each phase. This
allows the PM to understand the full spectrum and process per phase. They help
visualize what is going on as a schematic representation of each activity in a
workflow process. The flow charts are a crucial part in understanding the
business and operational step-by-step components and relationship development
of the Project Delivery Manual.

The forms have been consolidated and standardized. There were over 150
existing forms within the OPM directory. A fraction of them were of use and value
and more than half were eliminated in the assessment and development of the
Project Delivery Manual. The forms range from request for payment, request for
a project, daily report logs, contractor evaluation, and cash flow reports, etc.
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Each form is tied to a specific task within the checklists. This will assist the PM in
knowing what form to fill out, why, when, and where it is located.

Based on the scope of the project, the project manager will determine the level of
implementation necessary to facilitate a quality project.
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

1.0 2.0 3.0 4.0 5.0

Initiation Planning Design Construction Close Out

1.1 Project Initiation 2.1 Existing Conditions 3.1 Pre-Design 4.1 Staffing Plan 5.1 Close-Out Checklist
1.2 FCA Report 2.2 Benchmarking 3.2 Concept (15%) 4.2 Pre-Construction 5.2 Deficiencies List /
1.3 Budget/ Estimate 2.3 Site Evaluation 3.3 Schematic Design Conference Substantial Completion/
Financial Feasibility 2.4 Comprehensive Plan (35%) 4.3 Pre-Construction Final Inspection
1.4 Budget Controls Cost 2.5 Financial Feasibility 3.4 Design Development Meeting 5.3 LEED Construction
Structure 2.6 Risk Evaluation (65%) 4.4 Mobilization 5.4 Drawings / As Built
1.5 Document Control 2.7 Outreach Plan 3.5 Construction 4.5 Submittals 5.5 Waivers of Liens
1.6 Project Work Plan/QA 2.8 Concept Design Developments (100%) 4.6 Site Survey 5.6 Final Acceptance
1.7 Project Kick Off 2.9 Contracting Strategy 3.6 Compliance 4.7 Utilities 5.7 Lessons Learned
Meeting 2.10 LEED Planning Submittals 4.8 Daily Reports 5.8 Archiving
4.9 Issues and Rejections 5.9 Warranty Follow-up/
4.10 Construction Meetings Walkthrough
4.11 RFI
4.12 Safety Plan Monitoring
4.13 Stop Work Orders
4.14 Site Visits
4.15 Progress Photos
4.16 Testing

PROCESS CONTROLS
PROCESS
A. Procurement and Contracting I. Monthly Report
B. Funding Approval J. Schedule
C. Codes K. QA / QC Inspections
D. Payment Process L. Permitting
E. Contractor Evaluation M. Move Coordination
F. Stakeholder Engagement N. FF&E Coordination
G. Issues Tracking O. Final Decisions
H. Risk Identification and Evaluation P. Claims
Q. Commissioning

DOCUMENT CONTROL
Master File Index
Archiving

FORMS
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

STAKEHOLDERS
City Client OPM Dir. OPM Dir. Cluster
Procedures/Tasks Congress Mayor Admin Portfolio Agency OCP OFRM DCRA OCTO PSD OPM Fac. (eql) Const PM PM
Initiation (CIP) ; ; ; ; ; ; ; ; ; ;
FCA ; ; ; ; ; ; ;
Justification ; ; ; ; ; ;
Feasibility ; ; ;
Programming ; ; ; ; ; ; ; ;
Contracting ; ;
Change Orders ; ; ;
Permitting ;
Invoices ; ; ;
Acceptance ; ; ; ; ; ; ; ;
Closeout ; ; ; ; ; ;

Stakeholder
A stakeholder is any person or organization who can be positively or negatively affected by or cause an impact to project delivery.
It is important to identify all stakeholders for the purpose of identifying their project interest and objectives.
A stakeholder analysis is performed when there is a need to clarify the consequences of envisioned changes or at the start of new projects.
Stakeholder analysis is a form of analysis that aims to identify the stakeholders that are likely to be affected by the activities and outcomes of a project, and to assess how
those stakeholders are likely to be impacted by the project. Stakeholder analysis has the goal of developing cooperation between the stakeholder and the project team
ultimately, assuring successful outcomes for the project.

Types of Stakeholders
• Primary stakeholders are those ultimately affected, either positively or negatively, by project delivery.
• Secondary stakeholders are the ‘intermediaries’, that is, persons or organizations who are indirectly affected by project delivery.
• Key stakeholders (who can also belong to the first two groups) have significant influence on project delivery or project importance.
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
Construction Division

MASTER FORM INDEX

Forms/Letters Form No.

Project Initiation Phase CD-I-0000

1 Project Request Form CD-I-0001
2 Facility Condition Assessment Report CD-I-0002
3 Request for Facility Condition Assessment Report CD-I-0003
4 Master File Index CD-I-0004
5 Project Work Plan and Quality Assurance Plan CD-I-0005
6 Project Kickoff Meeting Agenda CD-I-0006
7 Letter Template CD-I-0007
8 Memo Template CD-I-0008
9 Transmittal Template CD-I-0009
10 Meeting Sign In Sheet Template CD-I-0010
11 Meeting Notes Template CD-I-0011
Planning Phase CD-P-0000
1 Cash Flow Report CD-P-0001
Design Phase CD-D-0000
1 Pre-Design Agenda CD-D-0001
2 Agency Review Checklist CD-D-0002
Construction Phase CD-C-0000
1 Pre-Construction Conference Checklist CD-C-0001
2 Contact Information for Emergencies CD-C-0002
3 Submittal Register CD-C-0003
4 Submittal Transmittal Form CD-C-0004
5 Contractor’s Daily Report CD-C-0005
6 Rejection Notice (Inspection Failure) CD-C-0006
7 Contractor Notification (Inspection Failure) CD-C-0007
8 Request For Information (RFI) CD-C-0008
9 Request For Information (RFI) Log CD-C-0009
Closeout Phase CD-F-0000
1 Project Closeout Checklist CD-F-0001
2 Contractor Deficiency Notice CD-F-0002
3 Memo to Contractor of Deficiences CD-F-0003
4 Contractor Deficiency List CD-F-0004
5 Memo to Using Agency notifying completion of CD-F-0005
deficiencies
6 Receipt for As Built Drawings CD-F-0006
7 Checklist for Final Acceptance Package CD-F-0007
8 Agency Feedback Survey CD-F-0008
9 Transmittal Form to Facililty CD-F-0009

Page 1
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
Construction Division

MASTER FORM INDEX

Forms/Letters Form No.

Process Controls CD-G-0000

1 Memo to Using Agency to approve list of Contractors CD-G-0001
2 Request to Advertise for Bids CD-G-0002
3 Consultant Criteria List CD-G-0003
4 Tabulation of Scores CD-G-0004
5 Evaluation Team Report to Contracting Officer CD-G-0005
6 Justifucation for Selection CD-G-0006
7 Record of Negotiations CD-G-0007
8 Task Order Document CD-G-0008
9 Authorization for Title II Services CD-G-0009
10 Routing Sheet CD-G-0010
11 Description of Change document for Article 3 Letter CD-G-0011
(BCD)
12 Log of Change Order drawings CD-G-0012
13 MFR of Negotiations for Change Order CD-G-0013
14 Checklist for Change Order Package CD-G-0014
15 MFR on failure to agree on C.O. Costs CD-G-0015
16 Change Order log (PMIS Report) CD-G-0016
17 Article 3 Letter (BCD) Checklist CD-G-0017
18 Reason for Change and Status of Work CD-G-0018
19 Budget Approval Form CD-G-0019
20 Request OFRM to Reallocate Funds CD-G-0020
21 Payment Request Form CD-G-0021
22 Progress Payment Request Rejection Form CD-G-0022
23 Payment Request Receipt from OFRM CD-G-0023
24 Payment Log (in PMIS) CD-G-0024
25 Contractor Evaluation CD-G-0025
26 Communication Guidelines CD-G-0026
27 Contact List (need template) CD-G-0027
28 Action/ Issue Log CD-G-0028
29 Risk Log CD-G-0029
30 Project Performance Report CD-G-0030
31 Sample Milestone Schedule CD-G-0031
32 Surveillance Report CD-G-0032
33 Permit Request Form CD-G-0033
34 Building Permit fee payment form CD-G-0034

Page 2
 District of Columbia
Office of Property Management
Construction Division

INITIATION

INITIATION Planning Design Construction Closeout

 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Initiation
The initiation phase is utilized to identify the need for a project, define
requirements, and obtain approval to be included in the Capital Improvement
Plan. This ensures inclusion of the proposed projects in the budget and formally
authorizes the project or start of a project phase.

As part of the District’s overall budget request, the Office of Budget and Planning
(OBP) has the responsibility to prepare and submit the Capital Improvement Plan
(CIP) that includes all the capital projects.

Capital budgeting is closely connected to the Facility Condition Assessments

(FCA) as the data collected during these annual assessments enable the agency
directors to better estimate their capital needs over multiple years.

OPM provides technical support and FCA Reports to the Using Agencies, and
assists them in submitting their requests for new projects. OPM works with OBP
to evaluate all requests for new projects.

Project Initiation:
OPM plays a major role in enhancing the values of the facilities through
implementation of the Capital Construction Program. OPM has the implied
regulatory authority to be involved in development of capital projects for District
agencies.

In the fall of each year, OBP issues a budget call to all agencies requiring them
to submit their capital project requests. The budget calls require updated
information for ongoing projects (increase or decrease in funding or planned
expenditure) and submittal of new projects. Agencies must submit project
justification, scope, cost estimate, expenditure plans, implementation schedule,
project milestones, operating budget impact and priority if more than one project
is requested.

As the implementing agency responsible for administering most of the facility

capital construction projects, OPM takes the lead in preparing the capital project
requests for the using agencies. OPM validates the project requests and the
budget cost estimates for the projects before they are submitted to OBP.

The Capital Budget Team (CBT), chaired by the City Administrator, reviews all
the capital project requests to assure that there are no duplications of requests
from other agencies and that they meet the established criteria for inclusion in
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

the Capital Improvement Plan (CIP). Upon review, CBT sends its
recommendations to OBP for inclusion in the District’s overall budget request.
OBP submits the budget request to the Chief Financial Officer (CFO). The CFO
transmits the District’s overall budget request by including the CIP to the Mayor.
Upon review and approval the Mayor sends it to the Council (usually during the
month of March). Upon approval by the Council and the Mayor, the budget is
sent (usually during the month of June) to Congress for approval. From
Congress, the budget is sent for Presidential approval.

The CFO notifies all agencies as soon as the budget is approved. OPM starts
developing the contracts and/or task orders that trigger the implementation of the
projects as soon as the funds are actually loaded into the SOAR.

Facility Condition Assessment (FCA) Reports:

To implement the projects approved in the CIP, OPM assigns project managers
to work with each of the using agencies. This is important to maintain continuity
on the projects and to assure the using agencies that they have representatives
in OPM with requisite knowledge and interest about the needs for their facilities.
The PMs strive to maintain consistent communication with the representatives of
the using agencies.

OPM is responsible for maintaining and updating FCA Reports for all District of
Columbia facilities. If any of the facilities do not have FCA Reports, the PMs
shall notify OPM requesting procurement of FCA Reports. If they have a FCA
Report that is more than three years old, they shall request an updated Facility
Condition Assessment and Report (FCA Report). OPM procures an A/E to
prepare an FCA.
.

Budget Controls and Costs Structure:

A Project Request Form formally acknowledges that OPM has the authority and
responsibility to encumber funds and resources to execute the project. Once a
project has been approved for funding OPM prepares a project budget and scope
of work based on the approved project or FCA report.
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Project Setup:
Project setup allows for the establishment and execution of management
procedures and processes for proper project execution. These services may
include, but are not limited to establishing client expectations and objectives;
scopes of service and deliverables; project budget and schedule;
communications procedures; contract administration; project closeout; and safety
and quality assurance.
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
Construction Division

INITIATION

1.1 1.2 1.3

Project Initiation FCA Report Budget/ Estimate/

Financial Feasibility

1.4 1.5 1.6 1.7

Budget Controls/ Document Project Work Plan/ Project Kickoff
Cost Structure Control Quality Assurance Meeting
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Initiation

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys TASKS FORMS
Using Using agency or Deputy Director submits a Project Request Form for consideration. The Project Request is reviewed by Project Request Form CD-
Agency the OPM DD and determined if feasible for further review. I-0001
OPM DD issues a budget call to agencies requesting them to complete a presentation of their budget request in
OPM DD
conformance with the OBP Comprehensive Plan.
OPM DD copies all the submittals from the agencies and sends to the Capital Budget Team (CBT) chaired by the City
OPM DD
Administrator.
CBT evaluates the agency request for funding based on project justification, cost analysis (operating budget impact), and
CBT X financial analysis (useful life). CBT recommends in the form of a Capital Improvement Plan (CIP) and submits to the Chief
Financial Officer (CFO).
CFO X CFO forwards CIP to the Mayor.
Mayor X Mayor submits the CIP budget to City Council. City Council approves the CIP Budget.
City
Council
X Congress adopts the District budget (inclusive of the CIP budget)

Congress X President approves the CIP budget

Facility Condition
Assessment Report CD-I-
OPM identifies the need to update the Facility Condition Assessment (FCA) Report at least every three (3) years or upon 0002
OPM DD X
request of the using agencies through a memo. Request for Facility
Condition Assessment
Report CD-I-0003
PM selects A/E contractor to perform FCA (refer to Procurement and Contracting process) and requests them to submit a
PM X
schedule for delivery.
A/E A/E contractor updates the FCA or creates a new FCA formatted using a template.
A/E X A/E contractor finalizes the report and submits printed copies with CD ROM to PM for review and filing on the file server.

PM updates the list of facilities with Building Identification Number (BIN), address, name, gsf, year built, ward number,
PM X
and name of agency that uses the facility. PM informs the Portfolio division of the updates.
PM prepares the scope of work and estimate, with support from in-house engineering and estimating, for a capital
PM
improvement project based on FCA Report with input from using agency.

PM If the work is of a certain type, PM can assign it as a pool project for separate funding.

PM X PM submits project estimate to Using Agency for transmittal to Office of Budget and Planning (OBP).

CFO notifies all the agencies of the approval of the budget and loads the budget in SOAR. OFRM notifies the Cluster
CFO
Leader as soon as the budget is loaded.
PM obtains project number to project (if not previously assigned). PM enters project into Project Management Information
PM X
System (PMIS).
PM X PM creates project cost structure in PMIS for tracking project cost.
PM X PM establishes preliminary project budget in PMIS and obtains OPM DD approval.
Master File Index
PM X PM establishes electronic and hard-copy project filing system in accordance with OPM standard file index.
CD-I-0004

Letter Template CD-I-

0007,
Memo Template CD-I-
0008,
PM X PM modifies the project templates, as appropriate, to their project.
Transmittal Template CD-I-
0009,
Meeting Sign In Sheet CD-
I-0010
Meeting Notes CD-I-0011
Project Work Plan and
PM X PM prepares a Project Work Plan and Quality Assurance Plan. Quality Assurance Plan
CD-I-0005
Project Kickoff Meeting
Agenda
CD-I-0006,
PM X PM prepares and completes project kickoff meeting and distributes kickoff meeting notes. Meeting Sign In Sheet
CD-I-0010,
Meeting Notes
CD-I-0011

Page 1 of 1
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Project Request Form (Page 1 of 2)

Describe Project, Program and Identify Funding
New Funding Reallocation
Building Name Proposed Project Title

Requesting Agency Contact Agency/Department Phone Number E-Mail Address

Project Description/Goal: (Describe scope of work, including facility demolition, renovation, alteration, architectural,
electrical, mechanical work, or equipment installation, etc.)

Project Justification or Reason for Request:

Proposed Funding Source:

Estimated Cost:

Desired Project Timing:

__________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0001
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Project Request Form (Page 2 of 2)

Disposition of Existing Facilities:

Agency Precedence High Medium Low

Requesting Agency Requesting Department

Signature Date Signature Date

Deputy Director, Construction Division, OPM

Signature of Deputy Director Date

Date:

Received by OPM:

Approved

Rejected __________________

__________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0001
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

FACILITY CONDITION ASSESSMENT (FCA) Report

Scope of Work

GENERAL

The A/E will perform an evaluation at each of the facilities listed in the Scope of Work (SOW)
provided with the Task Order. The evaluation will provide an independent and documented
overview of infrastructure conditions in a simple and concise.

For each FCA, the consultant/contractor shall complete the following formats:

A. A Building Evaluation Form to address major building system. Each system will be
evaluated using a suggested grading system; for example: A, B, C, D, F. Sample grading
descriptions shall be provided to the District. Estimates of remaining useful life span and
costs to correct the deficiencies (“D”s and “F”s) and costs for replacement of each major
system shall be provided. A comparison of the correction cost vs. replacement costs for
each major system with a single number cost ratio may be provided. Total building
correction cost will also be compared with total building replacement cost, providing a total
cost ratio. In addition, brief narrative descriptive comments shall be provided for each
component describing critical deficiencies and/or required upgrades.

B. A Site Evaluation Form similar to the Building Evaluation Form.

C. A Summary form of significant deficiencies and recommendations including individual cost

for each element and totals for each facility. All “D”s and “F”s will be included with a
summary of costs. In addition any identified common problems across the facility shall be
identified. Identify any other significant code or other deficiencies if not already identified in
the “D”s and “F”s.

Facility evaluations shall include a site visit to the facility by an interdisciplinary team. Members
include professional & experienced staff with extensive knowledge in their particular discipline.
Required disciplines will typically include architecture (with fire & safety expertise), mechanical
(with plumbing expertise), electrical, estimating, structural, automatic transport (elevators,
escalators etc.), and site. Staff shall be engineers, architects or equivalent for discipline
evaluated. Much of the data for this report will be gained from personal inspection, from
interviews with the appropriate facility staff and the analysis of their knowledge and familiarity of
facility systems, and from an overview of facility as-built drawings (especially for structural &
site utilities).

The District will provide as-built drawings, if available, facilities personnel with the most
knowledge of the existing systems as tour guides, and any significant maintenance or
engineering studies.
__________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0002
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

DELIVERABLES

After the visit to each facility, the consultant/contractor shall submit three (3) copies of the draft
FCA within five (5) business days or less to the Project Manager along with an electronic copy
in MS Word or other agreed upon format according to the schedule outline in the Task Order.
All comments from the District shall be discussed and resolved. All agreed upon comments
shall be included in a Final FCA Report which is prepared according to the T.O. schedule. The
contractor shall review the Final Report to verify is to verify that the grading of systems is
consistent. Identified discrepancies will be documented, discussed with the Project Manager
and kept in the project records.

The final report will be in color for both electronic and hard copies. Electronic documentation
will be developed using software agreed upon with the Project Manager or directed by the
customer. The contractor will provide editable and printable documentation. The contractor
shall provide the District with four (4) hard copies of the entire report. The contractor shall also
provide the complete electronic versions via email, on CD-ROM, DVD, or other portable media
device.

Specific Scope for each Discipline

Architectural System: The FCA may include, but is not limited to include a physical inspection
of all Architectural components, including roofs, exterior wall assemblies, windows, interior
finishes/doors, life safety requirements, handicapped accessibility features, fixed equipment
and signage. Based on the physical inspection, facility manager’s input, and available data,
existing conditions shall be fully documented. Estimated remaining useful life spans and a
short narrative description for each component shall be also provided.

Heating Ventilating and Air conditioning (HVAC) System(s): The FCA shall include a
physical inspection of all HVAC systems including air-handlers, package equipment, room
terminal units, refrigeration equipment, piping, valves, ductwork, room air distribution, controls,
indoor air quality issues and other equipment and system components essential for the
operation of the HVAC systems. Inspection, testing, calibration data, maintenance and repair
histories shall be reviewed and facility personnel interviewed. Age, condition, capacity
deficiencies, equipment/system efficiency, equipment controls shall be documented.
Anticipated life expectancy, based on sample data from the District and the A/E’s educated
analysis, shall be recorded. This information shall be used to evaluate the equipment’s ability
to support the function that it is currently serving or to determine whether it can support the
proposed design or project. Any identified or known deficiency in capacities, ASHRAE system
deficiencies, and differences from NFPA and other national code requirements shall be
identified. Any identified or known piping flow problems, deteriorated piping problems, pumping
problems, etc. shall also be recorded.
__________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0002
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Chiller Plant and Distribution System: The FCA shall include a physical inspection of the
chiller plant and related systems including refrigeration equipment, cooling towers and
condenser water pumping systems, primary and secondary chilled water pumping systems,
condenser water system, valves, and other equipment and system components essential for
the operation of the Chiller system. Inspection, testing, and calibration data, maintenance and
repair histories shall be reviewed and facility personnel shall be interviewed. Age, condition,
capacity deficiencies, equipment/system efficiency and equipment controls shall be
documented. Projected life expectancy, based on sample data from the District and the A/E’s
educated analysis, shall be determined. This information shall be used to evaluate the
equipment’s ability to support the function that it is currently serving. Any identified or known
deficiency in capacities, ASHRAE system/standards deficiencies, and deviations from NFPA
and other national code requirements shall be included in the FCA report. Any identified or
known piping flow problems deteriorated piping problems; pumping problems etc. shall also be
included in the FCA report.

Automatic Transport Systems: The FCA may include, but is not limited to include a physical
inspection of all vertical transport systems. Inspection, testing and calibration data,
maintenance and repair histories shall be reviewed and facility personnel shall be interviewed.
Age, condition, capacity deficiencies, speed, travel controls, etc. shall be documented.
Projected life expectancy, based on sample data from the District and the A/E’s educated
analysis, shall be determined. This information shall be used to evaluate the equipment’s
ability to support current and short-term peak traffic loads or new requirements based on scope
of the project. The condition of traveling cables, controllers, control systems, hydraulic jack
units, pump units, guiderails, all operating devices, independent and fire service functions, car
frames, car platforms, car enclosures electric interlocks, intercom or telephone operations,
motors and handicap accessibility shall be reviewed. Any identified deviations from NFPA 13,
and ASME 17.1 and 17.2, or other applicable codes shall also be reported.

Plumbing, Gas, and Fire Sprinkler Systems: The FCA may include, but is not limited to
inspection of storm water, domestic cold water, domestic hot water and domestic hot water
recirculation systems, domestic hot water heaters, vacuum systems and sprinkler systems.
Inspection, testing, and calibration data, maintenance and repair histories shall be reviewed
and facility personnel shall be interviewed. Age, condition, capacity deficiencies,
equipment/system efficiency, control of equipment shall be documented. Life expectancy,
based on the A/E’s educated analysis, shall be determined. This information shall be used to
evaluate the equipment’s ability to support the function that it is currently serving. Any
deficiency in capacities, national plumbing code deficiencies, and other national code
requirements shall also be identified.

Electrical, Lighting and Communications Systems: The FCA may include, but is not limited
to a physical inspection of all electrical, lighting and communications systems including
__________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0002
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

incoming electrical service and switchgear, incoming telephone service and switch, main facility
fire alarm system, site lighting and security systems, secondary distribution system
(transformer, secondary service equipment, risers, panel boards and branch circuit wiring),
essential electrical system (all related equipment including fuel oil tanks), interior lighting and
power, interior fire alarm system, interior telephone, data and communications systems,
lightning protection system and electrical, signal and telephone closets. Recent maintenance
and testing reports and repair histories on electrical equipment if available shall be reviewed
and any deficiencies documented. Age, condition and any capacity deficiencies for all systems
shall be documented. Life expectancies, based on the consultant's educated analysis, shall be
determined. All equipment's capability to continue to function in the future shall be evaluated.
Any National Electrical Code (NFPA 70), any other national code deviations or violations shall
be identified. The major portion of the above data shall be collected by personal inspection of
the equipment or systems with the assistance of the appropriate Facility staff.

Structural Systems: The FCA shall include a visual inspection of the building to detect any
settlement or cracks in the masonry etc. The type of foundation, structural floor system
(including vertical members) shall be documented. Any deficiencies in the structural system
that can cause life-threatening situations shall be identified. Any settlement cracks in the
stairs, sidewalls, basement walls or retaining walls, damaged floor systems and vertical
members (especially if they are wood buildings) shall be inspected and evaluated.

Site Access: The FCA shall include a physical inspection of all site features including roads,
parking, curb and gutters, walks, exterior accessibility (including exterior steps), exterior
signage, fencing, and landscaping. Deficiencies or deterioration of site features and the
remaining life expectancy shall be documented. The costs of replacement or repairs that are
necessary to correct site features shall be determined. All underground site utilities such as
water, storm water, sanitary, and natural gas systems shall be evaluated. The source(s) of the
utilities, the age and condition of the pipe mains, inlets, and fire hydrants, outflow of storm and
sanitary lines and remaining life expectancy shall be documented. Site electrical and steam
distribution (including heating oil system) shall be included under their specific headings.
Processes involving hazardous materials including asbestos, waste material, and hazardous
waste shall be evaluated and documented.

Steam Generation Systems: The FCA shall include a physical inspection of all boiler plant
equipment including boilers, burners, energy recovery devices, burner controls, combustion
controls, instruments, condensate storage tank, deaerating feed water heater, water and oil
pumps, chemical treatment systems, water softeners, make-up water system, blow off tank,
stacks or chimney and breeching, piping system, fuel oil tanks. Boiler inspector’s reports on the
boilers and deaerator shall be reviewed. The contractor shall verify that the District’s
requirement on boiler plant boiler and deaerator inspections is being followed and that the
professional inspectors have judged the boilers and deaerator to be in good condition. Reports
of burner performance resulting from periodic burner calibration procedures shall be reviewed.
__________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0002
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

The contractor shall interview facility personnel and shall document the age, condition, capacity
and turndown deficiencies, equipment/system efficiencies. Boiler and burner safety controls
shall be reviewed for compliance with current NFPA and ASME requirements and
recommendations. Flame safety programmers shall be verified for code approval. Burner
compliance with local and national emissions limits shall be verified. Instrumentation systems
shall be reviewed to determine if boiler/burner performance and plant output are being properly
monitored. Fuel oil tanks and piping shall be evaluated for proper design and for protection
against spills and leaks. Fuel oil installations shall be reviewed for compliance with local and
state EPA requirements. Any piping flow problems, deteriorated piping, and/or pumping
problems shall be identified. Life expectancy, based on sample data from District and the A/E’s
educated analysis, shall be determined. This information shall be used to evaluate the
equipment’s ability to support the function that it is currently serving as well as any programmed
change in functions.

Outside Steam Distribution Systems: The FCA may include, but is not limited to an
evaluation of these systems by means of interviews with the District personnel who maintain the
systems and with the aid of system plot plans furnished by the District. Condition and life
expectancy of the steam supply and condensate return piping, along with the steam traps, main
isolation valves and the protective enclosures of the systems, shall be evaluated. This
information shall be used to evaluate the ability of the system to support the functions that are
being currently served as well as any programmed change in functions.

__________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0002
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Request for Facility Condition Assessment Report

Date: ________________

Project Number: ________________________

Project Name: __________________________

TO:

A review of the list of the facilities for which OPM has Facility Condition Assessment Reports
indicates that OPM does not have the FCA Report for ________________________ located at
_______________________, Washington DC. The Building Identification Number (BIN) for this
facility is __________.

Please take necessary action to procure the FCA Report as soon as possible and advise me
when this Report has been retrieved and is available for use.

OPM Project Manager: ____________________

Telephone #: ____________________

__________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0003
 Government of the District of Columbia
Office of Property Management
Construction Division

Master File Index

# Division Description # Section Description # Subsection Description Contents

1 Program Information 1.1 Project Directory, Communication Plan and Emergency 1.1.1 Project Directory, Communication Plan and Emergency Project Directory, Communication Plan and Emergency Repsonse Plans
Repsonse Plans Repsonse Plans
1.2 Procedures, Templates and Flow Charts 1.2.1 Procedures, Templates and Flow Charts Procedures, Templates and Flow Charts
1.3 Presentations 1.3.1 Presentations Presentations
Program Contract Files (Originals filed
2 2.1 Construction Contracts 2.1.1 RFP RFP, Responses and Evaluations
with OPM Central Filing)
2.1.2 Contracts and Changes Orders A121, A131, General Conditions, Amendments and GMP Amendments
2.1.3 Construction Invoices Construction Invoices
2.2 AE Contracts with Owner 2.2.1 RFP RFP, Responses and Evaluations
2.2.2 Contracts and Changes Orders Contracts, certifications, change orders, etc.
2.2.3 AE Invoices AE Invoices
2.3 Other Contracts with Owner 2.3.1 RFP RFP, Responses and Evaluations
2.3.2 Contracts and Changes Orders Contracts, certifications, change orders, etc.
2.3.3 Other Invoices Other Invoices
3 Project Control 3.1 Project Work Plan and QA/QC Surveillances 3.1.1 Project Work Plan and QA/QC Surveillances Project Work Plan and QA/QC Surveillances
3.2 Monthly Report 3.2.1 Monthly Report Monthly reports
3.3 PMIS Reports 3.3.1 PMIS Reports PMIS Reports
3.4 Schedule 3.4.1 Schedule Original and published schedules
3.5 Budget, Funding and Project Approval 3.5.1 Budget, Funding and Project Approval Budget Approval, Project Request Forms, Funding Reallocation forms
3.6 Risk Logs, Claims and Final Decisions 3.6.1 Risk Logs, Claims and Final Decisions Risk Logs, Claims and Final Decisions
3.7 Safety Program 3.7.1 Safety Program Safety program, plan, reports, inspections, etc.
3.8 CBE Program 3.8.1 CBE Program and Certificates CBE Program and Certificates
Program Closeout, Contractor Evaluation and Final Program Closeout, Contractor Evaluation and Final
3.9 3.9.1 Program Closeout, Contractor Evaluation and Final Acceptance
Acceptance Acceptance
4 Correspondence 4.1 Consultants 4.1.1 Architectural Consultant correspondence
4.1.2 Construction Consultant correspondence
4.1.3 Misc. Correspondence Consultant correspondence
4.2 Public Agencies, Utilities 4.2.1 Public Agencies, Utilities Correspondence
4.3 Internal 4.3.1 Internal Team Internal team correspondence
4.4 Meeting Minutes 4.4.1 Kickoff Meetings Meeting agenda and minutes
4.4.2 Design Meetings Meeting agenda and minutes
4.4.3 Contractor Meetings Meeting agenda and minutes
4.4.4 Internal Meetings Meeting agenda and minutes
4.4.5 Misc. Meetings Meeting agenda and minutes
Procurement Procurement, RFP, General Conditions 5.1.1 Procurement Activities Procurement strategy, schedules, pre-bid conference, advertisements for bid,
5 5.1
prospective bidders list, contractor forum, etc.
5.1.2 Construction Contract Selection Selection criteria, bid sheets, schedules, notice of award, etc
5.1.3 Architect/Engineer Contract Selection Selection criteria, bid sheets, schedules, notice of award, etc
5.1.4 Other Vendor Selection Selection criteria, bid sheets, schedules, notice of award, etc
5.1.5 General Conditions and other Contracting General conditions, client requirements for bidding and contracting, municipal codes,
Requirements etc.
6 Bidding 6.1 Bid Documents 6.1.1 Bid Documents Bid Documents
6.2 Pre-bid Correspondence 6.2.1 Pre-bid Correspondence Pre-bid Correspondence
6.3 Pre-bid Meeting 6.3.1 Pre-bid Meeting Pre-bid Meeting
6.4 Addenda 6.4.1 Addenda Addenda
6.5 Bid Results 6.5.1 Bid Results Bid Results
7 Planning 7.1 Facility Condition Assessment 7.1.1 Facility Condition Assessment Facility Condition Assessment
7.2 Site Analysis Reports 7.2.1 Site Analysis Reports Site Analysis Reports
7.3 Comprehensive Plan 7.3.1 Comprehensive Plan Comprehensive Plan
7.4 Sustainability and LEED 7.4.1 Sustainability and LEED Sustainability and LEED
8 Studies, Design 8.1 Programming 8.1.1 Programming Programming
8.2 Studies, Reviews 8.2.1 Studies Permit review, code review, needs assessment, feasibility study, parking study,
zoning review, etc
8.3 Design Submissions 8.3.1 Concept Design Design submittals
8.3.2 Schematic Design Design submittals
8.3.3 Design Development Design submittals
8.3.4 Construction Documents Design submittals
8.4 Construction Cost Estimates 8.4.1 Concept Design Cost estimates
8.4.2 Schematic Design Cost estimates
8.4.3 Design Development Cost estimates
8.4.4 Construction Documents Cost estimates
8.5 Design Review 8.5.1 Design Review Owner, user group, agency comments from Design Reviews

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
CD-I-0004 (202) 671-2214 FAX: (202) 671-0648
 Government of the District of Columbia
Office of Property Management
Construction Division

Master File Index

# Division Description # Section Description # Subsection Description Contents

9 CAD Drawings 9.1 CAD Drawings (see drawing file drawers and electronic 9.1.1 CAD drawings CAD drawing files (see drawing file drawers and electronic files)
files)
10 Preconstruction 10.1 Pre Construction Information 10.1.1 Pre Construction Information Pre Construction Information
10.2 Permits 10.2.1 Permits Permit reviews, permit collection plans, deferred permit collection plans, etc
10.3 Start-Up and Move In Plans 10.2.3 Start-up and Move In Management Plans Start-up and Move In Management Plans
11 Construction Administration 11.1 Pre-Construction Estimate Reconciliation 11.1.1 Estimates: Conceptual / Program Level Benchmarking, budget development estimates
11.1.2 Estimates: Schematic Level Estimates and Reconciliations
11.1.3 Estimates: Design Development Level Estimates and Reconciliations
11.1.4 Estimates: Construction Document Level Estimates and Reconciliations
11.2 Project Testing 11.2.1 Geotechnical Borings and Testing Reports and finding
11.2.2 Site Survey Reports and finding
11.2.3 Construction Testing Reports and finding
11.2.4 Air Balancing and Testing Reports and finding
11.2.5 Electrical Testing Reports and finding
11.3 Submittals 11.3.1 Submittals Submittals For Approval
11.4 RFI’s 11.4.1 RFI’s RFI's log, status tracking
11.5 Construction Schedules 11.5.1 Construction Schedules Construction Schedules, updates and Lookahead schedules
11.6 Construction Status Reports 11.6.1 Construction Status Reports Construction Status Reports
11.7 Stop Work Orders 11.7.1 Stop Work Orders Stop Work Orders
11.8 Progress Photos 11.8.1 Progress Photos Progress Photos
11.9 Furniture, Fixtures and Equipment 11.9.1 Furniture, Fixtures and Equipment FF&E plans, drawings, estimates, purchasing agreements, asset tracking, etc.
11.10 Move Coordination 11.10.1 Move Coordination Move Coordination
11.11 Commissioning 11.11.1 Commissioning Commissioning plans, schedules, testing, inspections, deficiency lists, etc.
11.12
Construction Close Out 11.12.1 Construction Deficiency List Construction Deficiency List, Punch List, Substantial Completion and Final Inspection
11.12.2 Submittal -As Built Submittal -As Built
11.12.3 Submittal - Warranty Submittal - Warranty
11.12.4 Submittal - Operations and Maintenance Manuals Submittal - Operations and Maintenance Manuals (O&M)
(O&M)
11.12.5 Certifications and Tests Certifications and Tests
11.13 Approvals 11.13.1 Final Acceptance Notice of partial utilization, beneficial occupancy approval, final acceptance, etc.
12 Post Construction Data 12.1 Warranty Inspections 12.1.1 Warranty Inspections Warranty Inspections
12.2 Post Occupancy Evaluation 12.2.1 Post Occupancy Evaluation Post Occupancy Evaluation
12.3 Lessons Learned 12.3.1 Lessons Learned Lessons Learned
12.4 Project Closeout Checklist 12.4.1 Project Closeout Checklists Project closeout checklists, notice of completion, final payment certification, etc.

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
CD-I-0004 (202) 671-2214 FAX: (202) 671-0648
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Project Work Plan and Quality Assurance Plan (Page 1 of 2)

Project Name: Project Number:
Prepared Date: Estimate Project Start Date: ________________
End Date: ________________
Prepared by:

Sign:

Project Manager Date:

Print:

Approvals:

Sign: Sign:

Cluster Leader Date: Deputy Director: Date:

Print: Print:

Using Agency Decision-Maker Name: Contact List: (Insert Contract List)

Project Description: Project Budget: (Insert Project Budget Sheet)

Construction Budget:

Project Delivery Method: Schedule: (Insert Project Schedule)

Design/Bid/Build

Design/Build

Construction Administration

Project Work Plan and Quality Assurance Plan

Program/Construction Management at Risk

Negotiated Contract

Other:

_________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0005
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Project Work Plan and Quality Assurance Plan (Page 2 of 2)

OPM Team Responsibilities: (Insert Roles and Responsibilities Matrix)

Communications Guidelines:
Building Codes: (Insert Permit Checklist)
Change Methodology: (Change order approvals authority for changes to scope
schedule and contract)
Sustainability:
Conflict Resolution:
Using Agency Expectations:
OPM Goals:
Project Quality Assurance Plan: (Identify the method being used to inspect the
project)
• Frequency of Site Visits:
• Frequency of Progress Meeting:
• Frequency of Project Surveillances:
• Frequency of meeting with using Agency:

_________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0005
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Project Kick-Off Meeting Agenda

Project Overview/Agenda
• Introduction of project staff
• Brief project description
• Purpose and goal of project
• Challenges/rewards
• Scope of work review, by discipline
• Roles and Responsibilities (attachment)
• Meeting Minutes
Project Administration
• Project work plan
• Project organization
• Authorized communication channels
• Project filing requirements
Project Schedule and Deliverables
• List of deliverables
• Project schedule
• Submittal deadlines
• Submittal dates for QA/QC reviews
• Submittal deadlines for subconsultants
Technical Information
• Applicable codes, standards, regulations, and owner constraints
• Unique project features
• CADD coordination issues
• Specification coordination
• Drawing coordination
• Other technical information
Project-Specific Quality Assurance Plan
• Project quality requirements
• Established QA review milestones
• Assigned QA staff
• Issuance of controlled documents
• Applicability of client QA requirements
Safety Requirements (if applicable)

Project Risk Mitigation Issues

Project Budget Information

• Man-hour budget breakdowns by discipline
• Subconsultant budget breakdown
• Project time-charge breakdown
• Allowable direct and non-chargeable expenses

Lessons Learned from Previous Similar Projects

NOTE: Project managers may limit general project information given to subconsultants, on
a need-to-know basis.

_________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0006
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

(Letter Template)

Date:

Name of Addressee
Name of Business
Street Address
City, State and Zip Code

Subject:

Dear ___________,

Sincerely,

Project Number: ______________________

Project Name: ________________________

________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0007
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

(MEMORANDUM Template)

MEMORANDUM

To:

From:

Date:

Subject:

________________________________________________________________

Project Number: ________________________

Project Name: __________________________

_________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0008
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

(Transmittal Template)

[INSERT DATE]

LETTER OF TRANSMITTAL

[INSERT NAME AND ADDRESS]

xxxxxxxxxxxxxxx
xxxxxxxxxxxx, xx xxxxx

Re: Submittal Review – Section: [INSERT SECTION NUMBER AND NAME]

Dear [INSERT NAME] :

The above referenced submittal is incomplete and is being returned with no action
taken.

Please ask the contractor to review the submittal requirements described in [insert
reference to specific submittal requirements such as, Section 05310 – xxxxxxx
xxxxxxxxxxxxxxxxx xxxxxx paragraph 1.3 Submittals] and resubmit.

Sincerely,
[INSERT NAME]
[INSERT TITLE]

cc: [INSERT PROJECT NUMBER]

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0009
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Meeting Sign-In Sheet Template

Insert Project Name:
Meeting Title:
Date: Time: Location:

Meeting Attendees
Name Company Title / Role Phone # Email

__________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0010
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Meeting Minutes Template (Page 1 of 2)

Meeting Name Here:

Meeting Number:
Meeting Subject:
Scribe:
Facilitator:
Date:
Time:
Location:
Purpose

Invitees/Attendees: (* in attendance, # absent, + substitute)

Name Project Role

Optional Invitees/Attendees: (* in attendance, # absent, + substitute)

Name Project Role

Agenda
Time Agenda Item Presenter
Allocated

Minutes (clarification / comments in blue font…)

Agenda
Item Main Points, Conclusions/Discussions, Decisions, Next Steps

Action Items/Issues/Risks (Red font = high priority; Blue Font = text changes; Cells with blue
shade = complete – see table on last page)

___________________________________________________________________________________________
2000 14TH STREET, NW., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0011
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Meeting Notes Template (Page 2 of 2)

Due
Brief Description Owner Date Status

Next Meeting Date:

Next Meeting Location:
Facilitator:
Scribe:

Please provide comments and suggested changes to the scribe within 7 days of issue.

__________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-I-0011
 District of Columbia
Office of Property Management
Construction Division

PLANNING

Initiation PLANNING Design Construction Closeout

 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Planning
The planning phase defines the programmatic, physical, financial, and
scheduling aspects of a capital project prior to funding and initiation of design
work. This process facilitates informed decision-making by identifying and
compiling information required within each phase. Officially the process begins
when the capital oversight group authorizes the Office of Property Management
to initiate a capital project. During the planning process a common understanding
by all participants on the proposed project is discussed, thereby avoiding
uncertainty about program requirements, costs, timing, and expected outcomes.

It involves creating of a set of plans to help guide the team through the execution
and closure phases of the project. Planning documentation is necessary to
provide detailed project information before the project is authorized to proceed. It
guides the project team throughout the phases of the project and gives a clear
understanding of the statutory requirements for the funded project. The plans
created during this phase will help manage time, cost, quality, change, risk and
issues.

At the beginning stages the project manager will meet with the using agency to
confirm the goal and programming requirements. During the planning phase
there is a review of existing conditions/operational review, bench marking (when
applicable), site evaluation, financial feasibility, risk evaluation, environmental
assessment, outreach plan, community and neighborhood impact, and LEED
planning.
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
Construction Division

PLANNING

2.1
2.2 2.3 2.4
Existing Condition/ Comprehensive
Operational Review Benchmarking Site Evaluation Plan/CIP

2.5 2.6 2.7 2.8

Financial Risk Evaluation Outreach Plan Concept Design
Feasibility

2.9 2.10
Contracting LEED Planning
Strategy
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Planning

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys TASKS FORMS
Review FCA to confirm the scope; Determine if the project is worth investment of funds, will not significantly increase the
PM X cost of maintaining and operating the facility, addresses code compliance issues and does not cause a permanent
negative impact on adjacent space/facilities.
Based upon information developed in the FCA, OPM DD provides professional opinion regarding project as described
OPM DD
within the long term facility plans and funding.
PM X PM develops benchmark budget for each option and involves outside cost consultants, if necessary.
PM submits benchmark budget to OPM DD and Cluster Leader for review (refer to Funding Approval process if budget
PM
changes required).
PM X If new construction, PM identifies potential sites and requisite adjacencies while working with Portfolio Division.
PM confirms that initial environmental site assessment has been completed. PM prepares scoping statement for
PM
additional environmental site assessment (if initial assessment has determined it to be necessary).
PM PM identifies logistical issues with regard to construction and/or operation.
PM PM reviews possible program adjacency requirements.
PM reviews parking at proposed site and vehicular, pedestrian, bicycle, mass transit, and building service access (i.e.
PM
loading dock, etc.), and performs a review of safety issues.
PM PM reviews site boundary, topographic surveys, and building orientation.
PM PM reviews special occupant safety requirements.
PM PM conducts assessment of air emissions sources, including proposed emergency generators.
PM PM assesses subsurface hydrology and storm-water management requirements for the site.
PM X PM includes a site analysis as part of the program documents.
PM consolidates Statement of Need, objectives, goals, space requirements, and operational plan into a programming
PM
report.
PM PM reviews the physical and functional opportunities/constraints for this project.
PM X PM conducts preliminary architectural and engineering review with either internal staff or external firm.
PM reviews applicable guidelines for the proposed project; e.g. sustainable use, historical preservation, DCRA, master
PM X
plan, and determines compliance and approval.
PM X PM meets with using agency and other stakeholders to discuss project goals. Meeting Notes CD-I-0011

PM determines whether the facility will need the capacity to expand for possible future growth: Identifies elements subject
PM X
to change and makes an assessment of short-term and long-term requirements.
PM distributes predesign document for review and written comment by using agency and consolidates all review
PM X
comments received into a single document.
PM X PM develops financial study for all options and makes recommendations.
PM PM reviews funding sources and account for funds according to grant requirements (refer to Budget Approval process)
PM X PM updates budget in PMIS.
Cash Flow Report CD-P-
PM X PM develops cash flow projections based on the approved schedule (refer to schedule process)
0001
PM X PM creates and updates project risk log with planning issues (refer to Risk Management process). Risk Log CD-G-0032
PM X PM develops a business outreach approach to consultants & contractors and reviews with OPM DD.
PM develops conceptual plans for each option under consideration with sufficient detail to illustrate project scope, test
PM
adequacy of space allocation, and provide basis for preliminary cost estimates.
PM PM identifies contracting strategies for construction and reviews with cluster leader and OPM DD.
PM X PM establishes LEED planning and monitoring approach.

Page 1 of 1
 GOVERNMENT OF THE DISTRICT OF COLUMBIA Page 1 of 2
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Sample Cash Flow

SD Bid and CD Bid and CD NC - Const NC - Const NC - Const NC - Const Ren - Const Ren - Const Ren - Const
2008 2009 2009 2009 2009 2010 2010 2010 2010 2011
Budget Schedule Total Budget Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1
Sitework (even spread during preconstruction) $1,300,000 $433,333 $433,333 $433,333
New Construction (percentage based bell curve per scheduled months) $19,381,187 $484,530 $969,059 $2,519,554 $4,845,297 $4,845,297 $2,907,178 $1,938,119 $484,530 $387,624
Renovation (percentage based bell curve per scheduled months) $28,336,094 $56,672 $56,672 $56,672 $56,672 $56,672 $283,361 $850,083 $2,266,888 $3,400,331 $5,667,219
Contingencies, GC, Escalation, Bonds (spread even over constuction) $17,182,027 $1,562,002 $1,562,002 $1,562,002 $1,562,002 $1,562,002 $1,562,002 $1,562,002
Hard Cost $66,199,308 $974,535 $1,459,065 $3,009,560 $6,463,971 $6,463,971 $4,752,541 $4,350,204 $4,313,420 $5,349,957 $7,229,221

Consultants $15,000,000 $1,071,429 $1,071,429 $1,071,429 $1,071,429 $1,071,429 $1,071,429 $1,071,429 $1,071,429 $1,071,429 $1,071,429
FF&E (66% for NC and 34% for Ren) $5,000,000 $1,650,000 $1,650,000 $283,333 $283,333 $283,333
IT (even during construction) $2,000,000 $200,000 $200,000 $200,000 $200,000 $200,000 $200,000 $200,000
Moving (50% NC, 50% Ren) $650,000 $325,000
Landscaping (50% NC, 50% Ren) $450,000 $225,000
Environmental $506,000 $168,667 $168,667 $168,667
Owner Cost $2,000,000 $142,857 $142,857 $142,857 $142,857 $142,857 $142,857 $142,857 $142,857 $142,857 $142,857

Total $91,805,308 $2,357,488 $2,842,017 $4,392,512 $7,878,257 $7,878,257 $7,816,827 $7,964,490 $6,011,039 $7,047,577 $8,926,840

2009 FY $9,592,017
2010 FY $31,537,831
2011 FY $32,329,101
2012 FY $18,346,359
$91,805,308

__________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-P-0001
 GOVERNMENT OF THE DISTRICT OF COLUMBIA Page 2 of 2
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Sample Cash Flow

Ren - Const Ren - Const Ren - Const Closeout
2011 2011 2011 2012
Budget Schedule Total Budget Q2 Q3 Q4 Q1
Sitework (even spread during preconstruction) $1,300,000
New Construction (percentage based bell curve per scheduled months) $19,381,187
Renovation (percentage based bell curve per scheduled months) $28,336,094 $7,084,024 $5,100,497 $2,833,609 $566,722
Contingencies, GC, Escalation, Bonds (spread even over constuction) $17,182,027 $1,562,002 $1,562,002 $1,562,002 $1,562,002
Hard Cost $66,199,308 $8,646,026 $6,662,499 $4,395,612 $2,128,724

Consultants $15,000,000 $1,071,429 $1,071,429 $1,071,429 $1,071,429

FF&E (66% for NC and 34% for Ren) $5,000,000 $283,333 $283,333 $283,333
IT (even during construction) $2,000,000 $200,000 $200,000 $200,000
Moving (50% NC, 50% Ren) $650,000 $325,000
Landscaping (50% NC, 50% Ren) $450,000 $225,000
Environmental $506,000
Owner Cost $2,000,000 $142,857 $142,857 $142,857 $142,857

Total $91,805,308 $10,343,645 $8,360,118 $6,643,231 $3,343,010

2009 FY $9,592,017
2010 FY $31,537,831
2011 FY $32,329,101
2012 FY $18,346,359
$91,805,308

__________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-P-0001
 District of Columbia
Office of Property Management
Construction Division

DESIGN

Initiation Planning DESIGN Construction Closeout

 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Design

Design is broken down into six (6) phases: pre-design, conceptual design,
schematic design, design development, construction documents, and compliance
submittal.

Pre-design starts the kick-off with the selected architectural and engineering firm
(A/E). A Notice to Proceed (NTP) has been issued to an A/E firm. The project
manager, using agency, and selected A/E have a kick-off meeting. Items
discussed are programming requirements, contractual obligation, payment
schedule, communication plan, and the pre-design checklist. The PM, using
agency and A/E will mutually agree upon project quality, scope, total project
budget, and schedule.

The primary goal of conceptual design (15%) is to gather and analyze

information and perform all the work necessary prior to actually designing. During
the conceptual design phase the project program will be reviewed in detail and
other critical information such as site survey; geotechnical and utility; code
summary and permitting issues; sustainability components; constructability;
building and engineering design requirements; commissioning; and other
jurisdictional preliminary required reviews are collected. The project program is
reviewed in detail and alternative design solutions discussed, thereby providing a
reasonable basis for developing a cost analysis of the project. This deliverable
includes data gathering, program definition, goals, budget, site requirements
(including building code, zoning, and accessibility issues), and design
expectations.

The schematic design phase (35%) begins with the creation of concept
diagrams and rough sketches. During this time the general layout, form and
overall appearance of both the building and the site are developed. Sketches,
drawings, and study models are prepared to help evaluate the ideas and
concepts and set the final direction for refining the design. The deliverable
includes review of the owner’s program and budget, conceptual site and building
plans, preliminary sections and elevations, preliminary selection of building
systems and materials, development of approximate dimensions, areas and
volumes, perspective sketches, and study models.

The design development phase (65%) continues to develop and refine the
design. Structural and mechanical solutions must be evaluated and material
selections recorded. The key objective during this phase is to integrate all design
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

elements in order to provide the general contractor and/or construction manager

with sufficient information to support a project design development estimate and
guaranteed maximum price for the scope of work. Inconsistencies between the
budget developed during pre-design or revisions in subsequent phases should
be reconciled for scope and budgetary adjustments. While the using agency may
provide design input during the phase, any changes in a project scope during
design development can impact the budget and schedule. The deliverable
includes plans, sections and elevations; typical construction details; three-
dimensional sketches; study models; final material selection; equipment layout;
and preliminary estimates of construction costs. The design is finalized and the
client's approval is required at mid-point of design development.

Construction documents (100%) is the final design phase within the project
delivery manual. This phase focuses on finalizing the drawing package and
specifications for building systems, site utilities, and components. A final set of
comprehensive construction documents provides specifications and drawings
sufficient to support the contractor, obtain necessary permits and construct the
project. Working drawings and specifications are prepared that define in detail all
of the materials that are to be incorporated into the building, where they are to be
located and how they are to be installed. Specifications are detailed written
requirements describing the standards for materials, equipment, and systems.
Changes to scope or program in this phase will significantly impact the budget
and schedule.

Compliance submittal is the last step in assuring the drawings are ready for bid.
It consists of in house final approval, organizing and handling the bidding
documents for coordination, reproduction, completeness review, distribution,
recording, and retrieval.
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
Construction Division

DESIGN

3.1 3.2 3.3

Pre-Design Concept Design Schematic Design
(15%) (35%)

3.4 3.5 3.6

Design Development Construction Compliance
( 65%) Documents Submittal
(100%)
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Design

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
PM X PM enters design contract information and NTP date into PMIS.
PM PM arranges and conducts pre-design conference.
Pre-Design Agenda CD-D-
PM X PM provides pre-design checklist to all participants for review and signature.
0001
PM PM sets up meeting with applicable regulatory agencies for initial project discussion and review.
PM X PM, using agency and A/E meet to review program requirements. Meeting Notes CD-I-0011
A/E A/E investigates existing conditions at the project location.
PM X A/E arranges for site survey and/or geotechnical investigation, if appropriate.
PM PM to provide utility location to A/E.
A/E X A/E prepares concept design(s) and appropriate cost estimates for each alternative.
A/E labels drawings "Concept Design Submittal (15% Design)" and submits copies or drawings and CD ROM to the PM for
A/E X
review.
Agency Review Checklist
PM X PM forwards submittal to required using agencies and reviewing agencies.
CD-D-0002
PM PM sets up 15% comment review meeting with using agency or A/E.
A/E X A/E prepares meeting minutes after 15% comment review meeting and submits to PM within five (5) calendar days. Meeting Notes CD-I-0011
PM PM evaluates program requirements and construction schedule and budget
PM sets up meeting with A/E, using agency, Facilities and Portfolio Division to analyze operating costs and expected
PM
useful life.
A/E If concept design is rejected, A/E resubmits additional concept with incorporated comments.
PM X PM obtains sign-off of acceptance from using agency and provides copy of sign-off to them.
OPM DD OPM starts process to get CM on board for schematic design phase as needed.
PM PM approves A/E to move onto schematic design.
A/E A/E prepares Schematic Design submittal drawings (35% design), specifications, and cost estimate.
A/E A/E follows LEED guidelines and to see that it is being incorporated into the design for LEED compliance.
A/E labels drawings "Schematic Design Submittal (35% Design)" and submits copies or drawings and CD ROM to the PM
A/E X
for review.
A/E includes letter with submittal certifying review comments have been incorporated, from Schematic Concept 15%
A/E X
review.
PM PM reviews submittal to assure comments from last phase were incorporated.
Agency Review Checklist
PM PM forwards submittal to required using agencies and reviewing agencies.
CD-D-0002
PM PM sets up 35% comment review meeting with using agency, CM and A/E.

A/E X A/E prepares meeting minutes after 35% comment review meeting and submits to PM within five (5) calendar days.

PM review communications/data/security systems with OCTO (Officer of Chief Technology) and PSD (Protective Service
PM
Division).
PM X PM arranges for a independent estimate with CM (QC) team.
PM X PM arranges for value engineering with CM (QC) team and A/E (if budget needs to reviewed).
PM X PM arranges for constructability review with CM (QC) team and A/E.
A/E If schematic design is rejected A/E resubmits it by incorporating the comments for further review.
PM PM obtains sign-off of acceptance from using agency and provides copy of sign-off to them.
PM PM and cluster leader approves AE to move onto design development.

A/E A/E prepares design development submittal drawings (65% design), specifications and cost estimate, studies, reports.

A/E labels drawings "Design Development Submittal (65% Design)" and submits copies or drawings and CD ROM to the
A/E
PM for review.
A/E A/E includes letter with submittal certifying review comments have been incorporated.
PM PM reviews submittal to assure comments from last phase were incorporated.
Agency Review Checklist
PM PM forwards submittal to required using agency and reviewing agencies.
CD-D-0002
PM PM sets up 65% comment review meeting with using agency, CM (QC) or A/E.

A/E A/E prepares meeting minutes after 65% comment review meeting and submits to PM within five (5) calendar days. Meeting Notes CD-I-0011

PM X PM forwards submittal to CM (QC) for review and independent estimate.

Page 1 of 2
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Design

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
CM (QC) X CM (QC) submits comments to PM.
PM reconciles A/E and CM (QC) estimates and if project is over budget PM and cluster leader determine how to bring
PM
project back into budget.
Agency Review Checklist
PM X PM coordinates with A/E for regulatory agencies approvals. (i.e. DCRA)
CD-D-0002
PM X PM reviews FF&E Requirements with using agency.
PM reviews communications/data/security systems with OCTO (Officer of Chief Technology) and PSD (Protective Service
PM
Division).
PM PM, CM and A/E to develop forecasting of list of long-lead items.
PM X PM arranges for value engineering with CM (QC) team and A/E.
PM X PM arranges for constructability review with CM (QC) team and A/E.
PM PM, CM, and OCP to develop the contract conditions for construction.
A/E If design development is rejected A/E resubmits it by incorporating the comments for further review.
PM X PM obtains sign-off of acceptance from using agency and provides copy of sign-off to them.
PM PM and cluster leader approves A/E to move onto construction documents.
A/E A/E prepares construction document submittal drawings (100% design), specifications and cost estimate.
A/E labels drawings "Construction Document Submittal (100% Design)" and submits copies or drawings on CD ROM to
A/E X
the PM for review.
A/E X A/E includes letter with submittal certifying review comments have been incorporated.
PM PM or CM reviews submittal to assure comments from last phase were incorporated.
PM PM forwards submittal to using agency for review.
PM PM forwards submittal to CM (QC) for review.
CM (QC) CM (QC) submits comments to PM.
PM PM sets up 100% comment review meeting with using agency or A/E.

A/E A/E prepares meeting minutes after 100% comment review meeting and submits to PM within five (5) calendar days. Meeting Notes CD-I-0011

PM PM arranges for value engineering with CM (QC) team and A/E (if there are budget concerns).
PM PM arranges for constructability review with CM (QC) team and A/E.
PM PM arranges for independent commissioning (refer to Commissioning process)
A/E X A/E signs, dates and stamps the drawings with registered architect or professional engineer seal.
PM PM and cluster leader approves A/E to move onto Compliance Submittal.
PM PM sends compliance submittal to cluster leader for approval and OCP and regulatory agencies.
using
agency
X Agencies and OCP return comments to PM.
PM PM sends comments and recommendations to CM (QC) and A/E for inclusion into compliance submittal.
A/E prepares the compliance submittal (includes, final construction drawings, technical specifications and detailed
A/E X
construction cost estimate).
A/E X A/E includes letter with submittal certifying he has incorporated all compliance comments agreed from review.
PM PM forwards info to CM (QC) for final acceptance.
PM X PM receives final approval from CM (QC) for A/E compliance submittal.
PM PM stamps each drawing "Issued for Bid" and date in revision area of title block.
OPM DD OPM DD signs mylars for DCRA use.
PM X PM enters design complete date into PMIS.

Page 2 of 2
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Pre-Design Agenda
GOVERNMENT OF THE DISTRICT OF COLUMBIA PROJECT NO.:
OFFICE OF PROPERTY MANAGEMENT NAME AND LOCATION:
PRE-DESIGN CONFERENCE CHECK LIST
CONTRACT NO. A-E CONTRACTOR CONFERENCE HELD AT: DATE:

TASK ORDER NO.:

A-E CONTRACTOR’S REPRESENTATIVE (NAME, TITLE, ORGANIZATION)

PLACE “X” IN RIGHT COLUMN IF ITEM IS DISCUSSED WITH CONTRACTOR

A. PROJECT MANAGER, COTR
B. ADMINISTRATOR, CCSA
1. GOVERNMENT REPRESENTATIVES C. CONTRACT SPECIALIST
D. AGENCY CHIEF CONTRACTING OFFICER
E. OFFICE ENGINEER
2. STATUS A. COMMENCEMENT, PROGRESS AND COMPLETION OF WORK
A. SUBMISSION REQUIREMENTS FOR APPROVAL
3. PROGRESS CHART
B. ITEMS TO BE INCLUDED ON SCHEDULE
4. CHANGES A. AUTHORITY – CONTRACTING OFFICER ONLY
A. ALL CORRESPONDENCE WILL BE ADDRESSED TO THE ADMINISTRATOR
5. CORRESPONDENCE
OF, OPM, ATTN: COTR
6. A-E CONTRACTOR A. REPRESENTATIVE:
A. LIST OF SUB-CONTRACTORS (CONSULTANTS)
7. SUBCONTRATORS A. NO CONTRACTUAL RELATIONS BETWEEN SUBCONSULTANT AND
GOVERNMENT
8. PAYMENTS A. REVIEWED WITH PROJECT MANAGER
9. COORDINATION OF WORK A. A-E CONTRACTOR TO COORDINATE WITH HIS STAFF AND CONSULTANTS
A. EQUAL EMPLOYMENT OPPORTUNITY – AFFIRMATIVE ACTION
B. CONTRACT WORK HOURS STANDARD - OVERTIME COMPENSATION
C. APPRENTICE - TRAINING PROGRAM
10. LABOR CONSIDERATION
D. PAYROLLS
E. COPELAND ACT
F. WITHHOLDING OF FUNDS TO ASSURE WAGE PAYMENT
A. BRIEFING ON DESIGN CRITERIA AND CRITICAL AREA
11. TECHNICAL REQUIREMENTS B. SAMPLING AND TESTING
C. TECHNICAL PROBLEMS (A-E CONTRACTOR OR GOVERNMENT)
A. A-E CONTRACTOR TO OBTAIN BUILDING PERMIT ONLY, EXCEPT FOR
DESIGN AND BUILD CONTRACTS. A-E IS ALSO REQUIRED TO OBTAIN
12. PERMITS AND APPROVALS APPROVAL FROM ALL REGULATORY AUTHORITIES FOR CONSTRUCTION
OF THE FACILITY AS DESIGNED.
B. DISTRICT WILL PAY THE PERMIT FEE TO DCRA
13. GRATUITIES A. OPM POLICY REGARDING GIFTS AND GRATUITIES
14. OTHER ITEMS (AND AS NECESSARY) (KEY TO A. TITLE II SERVICES
PREVIOUS ITEM, IF APPLICABLE) B. GUARANTEE OF CONTRACT WORK
A. BUILDING ID NUMBER
B. PARTIAL PAYMENT REQUEST FORMS
15. ITEMS FURNISHED BY DISTRICT IN THE MEETING C. TELEPHONE LISTING OF GOVERNMENT EMPLOYEES.
D. FACILITY CONDITION ASSESSMENT REPORT
E. INFORMATION FOR EMERGENCIES
CERTIFICATION: THE PRECEDING ITEMS MARKED “X” HAVE BEEN DISCUSSED
REMARKS (CONTINUE ON ATTACHED SHEETS IF NECESSARY)

SIGNATURE (A-E CONTRACTOR) SIGNATURE (OPM)

_________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-D-0001
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Agency Review Checklist

Date: Project Manager:
Project Approval Project Name:

Date Received
Not Required
Number: Stage

Required
AGENCY

PERMITS
DCRA 3 Plumbing
DCRA 3 Electrical
DCRA 3 Mechanical Engineer
DCRA 2 Zoning
DCRA 3 Fire Safety
DCRA 3 Structural
DCRA 5 Wall Closeout
DCRA 5 Elevator
3 Fire Marshall
2 ADA (American Disability Act)
3 Utilities (Pepco, Washington Gas, Verizon)
BZA 1 Board of Zoning Adjustment
DPW 1 Department of Public Works
DPH 1 Department of Public Health
DDOE 2 Department of Environmental
WASA 2 Water and Sewer Association
WMTA 2 Washington Metropolitan Transit Authority
DDOT 2 Department of Transportation
NCPC 2 National Capital Planning Commission
HPB 1 Historical Preservation Building
CFA 1 Commission of Fine Arts
Other Comments:
Project Manager Approval: Date:

Notes:
1 Planning
2 Design
3 Permitting
4 Construction
5 Close Out

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-D-0002
 District of Columbia
Office of Property Management
Construction Division

CONSTRUCTION

Initiation Planning Design CONSTRUCTION Closeout

 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Construction
The objective of the construction phase is to build the project according to the
drawings and specifications in construction documents within the budget,
schedule, and scope defined and approved. The construction manager (CM) is
responsible for facilitating delivery, installation, and construction of the capital
project in coordination with the Office of Property Management, the using agency
requesting the project, and the architect-engineer.

Prior to the start of construction, a preconstruction meeting agenda is developed

and distributed to the project team clearly specifying the roles and responsibilities
of the OPM, general contractor, CM and A/E for the duration of construction. It is
the responsibility of the CM to review with the project team and clarify
outstanding issues prior to construction.

During construction, the contractor should facilitate weekly progress meetings

and provide written copies of minutes with the OPM project manager, using
agency and A/E. At these meetings, outstanding issues, construction progress,
client concerns, budget, schedule, and safety will be monitored and discussed. In
addition, the change order and request logs will be presented and reviewed in
efforts to resolve outstanding issues that may arise during construction. The
general contractor’s pay application will be reviewed monthly.
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
Construction Division

CONSTRUCTION

4.1 4.5 4.9

4.13
Staffing Plan Submittals Issues and
Stop Work Orders
Rejections

4.2 4.10
4.6 4.14
Preconstruction Construction
Site Survey Site Visits
Conference Meetings

4.3 4.7 4.11 4.15

Preconstruction Utilities RFI Progress Photos
Meeting

4.4 4.8 4.12 4.16

Mobilization Daily Reports Safety Plan Testing
Monitoring
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Construction

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
PM PM estimates staffing needs and meets with cluster leader to review staffing plan.
If there is a delay in the start of construction or pre-construction conference, the PM notifies the cluster leader and OPM
PM
DD as to why (refer to schedule process).
PM X PM updates PMIS with "current date" based on schedule (refer to schedule process).
PM obtains all the information to conduct a pre-construction conference checklist. PM provides copies of the materials for Pre-Construction
PM X
the using agency A/E, CM and OCP representative. Conference CD-C-0001

Pre-Construction
PM conducts the pre-construction conference and completes attendee list, pre-construction conference agenda and Conference CD-C-0001
PM X
checklist, contact list, emergency contact list request. Contact Information for
Emergencies CD-C-0002

PM X The contractor pays for and arranges temporary utility expenses in accordance with their contract.
PM provides a copy of the permit drawings, original permit, specifications, bid-set (only if permit set was not bid set)
PM
drawings and addenda and confirms receipt from the contractor.
PM requests a copy of the construction progress schedule and cost breakdown for payments in 14 days (per the Contract
PM
requirements deliverable list) from the Contractor (refer to payment and schedule process).
PM PM requests contractor safety plan (refer to safety plan monitoring process).
PM sends a blank submittal register form to the contractor who submits the completed form to the A/E including all items Submittal Register CD-C-
PM X
to request approval. 0003
A/E reviews and approves the submittal register and provides recommendation to PM. The PM signs and sends it back to
A/E X
the contractor (approved register becomes part of the baseline schedule).
If the contractor fails to deliver completed register, PM sends a notification of failure to perform. PM sends a (cure notice)
PM X X to the OCP representative to follow-up. The issue is logged (refer to issues tracking and risk management process). PMIS
is flagged with the issue.
Contractor sends submittals using the submittal transmittal Form to the A/E. If the Contractor fails to submit on schedule, Submittal Transmittal
Contractor X
the PM sends a notification warning that delays will be charged to the ontractor. Form CD-C-0004
A/E X A/E reviews submittals for compliance and sends copies with recommendations to the PM within 14 calendar days.

Contractor maintains official submittal log with status and A/E maintains separate log for review. Contractor provides logs Submittal Register CD-C-
Contractor X
to PM in the progress meetings. 0003
If a site survey is needed, the contractor obtains a copy of the plate survey from the office of the surveyor and performs a
Contractor X
survey of the site. If there are discrepancies between the surveys, he notifies the PM in writing.

The PM provides clarification with consultation from the A/E. The Contractor starts work after establishing control points
PM X
and elevations from the actual survey conducted by a licensed surveyor. Contractor submits stamped survey to PM.

Contractor Contractor outlines all utility infrastructure requirements location, capacity, and condition.

Contractor Contractor reviews information technology and telecommunications infrastructure availability requirements at the site.

Contractor Contractor determines emergency/temporary power and other utility requirements for the facility during construction.
PM X PM submits a utility use documentation form to OPM Asset Management division.
PM ensures the contractor notifies the utility companies in advance of service needed to the site. PM requires sufficient
PM X
notice (21 days) to arrange payment with the OFRM.
Contractor Contractor establishes permanent utilities connection availability date and identified as project milestone.
Contractor's Daily Report
Contractor Contractor prepares contractor's daily report.
CD-C-0005
PM arranges daily review of progress on site and PM prepares a daily report before the close of business each day (refer
PM X
to monthly report process).
PM obtains existing condition photos from the contractor prior to start of construction. If requires tor restore site to existing
PM
condition, additional photos are required.
PM develops site walk-through schedule for both the OPM team and user agency. Construction photos should be taken
PM X
and filed to document the progress and findings.
PM PM reviews daily report for discrepancies and contract conformance.
Rejection Notice
PM X PM observes the contractor performance and issues rejection notices if not in compliance with the contract. (Inspection Failure) CD-C-
0006
Contractor Notification
The PM confirms the rejection notice in writing after consulting with the A/E and log in the issue log (refer to issues
PM X X (Inspection Failure) CD-C-
tracking and risk management process). PMIS is flagged with the issue.
0007
PM and cluster leader estimate probable costs which would be applied towards retainage and or additional holding if issue
PM X prevails and submits to OPM DD for internal purposes. PM updates Risk Log with impact (refer to Risk Management
process).

Page 1 of 2
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Construction

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
Contractor PM schedules and arranges for weekly project meetings.

A/E X The A/E or CM writes the minutes in accordance with the provided format and transmits them within 3 days of the meeting. Meeting Notes CD-I-0011

PM X The PM reviews and provides comments before final distribution.

Request For Information
(RFI) CD-C-0008
Contractor X Contractor issues Request for Information (RFI) to the PM and A/E for review and response with complete information.
Request For Information
(RFI) Log CD-C-0009
Request For Information
A/E X The RFI log is updated by the PM or A/E accordingly.
(RFI) Log CD-C-0009
A/E AE responds to RFI and submits to PM.
PM If design issue arises, the PM reviews the A/E recommendations with CM before transmitting to the contractor.
A/E RFI response provided to contractor.
Contractor Contractor informs PM of ongoing issues.

Contractor Contractor informs PM is a cost or schedule impact arises that may result in a change order.
PM evaluates potential change condition and determines if agreeable to pursue a change order (refer to contract and
PM
procurement change order process).
Contracting The contracting officer can issue a final decision when appropriate (refer to final decisions process) The contractor has 90
Officer days to appeal with the Contracts Appeal Board.
Contractor Contractor submits safety plan to PM during preconstruction or if any safety conditions change throughout construction.

PM reviews contractor safety plan, safety items listed, crane requirements, emergency shutdowns and contacts, fencing
PM X location, hardhat locations, hazardous materials protocols, hot works program, limits to site and delivery path / sign
locations.
PM PM reviews safety issues with using agency and approves Contractor Safety Plan.
PM notifies cluster leader of partial stop work order. PM notifies cluster leader, OPM DD and contracting officer of full stop
PM
work order (refer to final decisions process when necessary).
PM X PM issues stop work orders when activity isn't in compliance with critical issues.
PM X PM requests Cure Notice from contracting officer. Contracting officer issues Cure Notice to contractor.
PM performs weekly (at minimum) Job-site visits and documents findings in action/issue log (refer to issues tracking
PM X
process).
PM X PM takes photographs and files them in file server to show progress.
PM PM secures/coordinates Testing Service (refer to procurement and contracting process if issuing the contract).
A/E and/or PM attends tests conducted and communicates with CM findings. If test fails, the PM may need to refer to the
A/E X
issues and rejection, stop work orders or final decisions processes.
PM X PM obtains test reports from vendor and files on the file server.

Page 2 of 2
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Pre-Construction Conference Checklist (Page 1 of 2)

Project No.: ____________________

Contract No.: ____________________
Contract Name: ____________________
Contractor: ____________________
Project Manager: ____________________
Contract Specialist: ____________________

ITEM NO YES
Review the contract document for completeness:
• Contractor has signed contract
• Contracting Officer has signed the contract
• Contract is dated
• Contract number is correct
• Contract description (scope of work) is correct
• Contract award amount is correct
• Number of Addenda issued are identified
• Payment Bond for 50% of contract amount enclosed
• Performance Bond for 100% of the contract enclosed
• Surety Certifications enclosed
• Insurance Certificate is enclosed
Documents needed:
• Required ___ Sets of Contract Drawings, are available
(Refer to Specification Section H for the number required
for the Contractor and add six (6) sets for the District’s
representatives)
• Required ___ Sets of Contract Specifications are available
• Two sets are permit drawings are available
• Original building permit is available
Name of the Office Engineer:
Names of the on-site inspection staff member (Project
Inspector):
Title II Services:
_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-C-0001
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Pre-Construction Conference Checklist (Page 2 of 2)

Name of Firm providing Title II Services, name of the
Representative, Address, Phone No. and e-mail address

CM Service:
Name of CM Firm, name of the Representative, Address, Phone
No. and e-mail address

Name of the Using Agency,

Name of the Representative, Address, Phone No., and e-mail
address

Blank copy of Construction Progress Chart on (1)

Blank copies of Progress Payment Request Forms on (1)
Blank copy of Cost breakdown for Progress Payment Request on (1)
Submittal Register on (1)
Submittal Transmittal Form on (1)
EEO Forms on (1)
Blank RFI Form on (1)

_______________________________ __________________
Name of the Project Manager Date

_______________________________ ___________________
Name of Contractor Date

_____________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-C-0001
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

CONTACT INFORMATION FOR EMERGENCIES

Provide the following information for use in emergencies by the District staff:

1. Name, Title and 24-hour contact telephone number of the official of the firm who
has independent authority to act during emergencies associated with the project.

2. Name and 24-hour telephone number of the Project Manager who has
comprehensive knowledge about the project and the work in progress. PM/POC
should have access to all work areas and should be able to report to the project
site within (shortest period of time) upon notification of an emergency.

3. Name and 24-hour telephone number of the project Superintendent who has the
working knowledge of all equipment located at the project site. The POC should
be able to report to the site within upon notification of an emergency.

Contract shall submit the aforementioned information immediately after conclusion of

Kick-off and/or Pre-Construction conference.

_________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-C-0002
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

SUBMITTAL REGISTER
Project No.: _________________
Project Name: ___________________________
Invitation/Contract No.: ___________________
Contractor Name: ________________________

No. Specification Description of the Type: Manufacturer Submittal Requested Approval Type of Remarks
Section No. Item Material, Date Approval Date Action
Equipment, Date
etc.

Note to A-E: Complete only first five (5) columns.

Note to Contractor: Complete A-E has to complete first seven (7) columns.

_____________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-C-0003
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

__________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-C-0004
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

CONTRACTOR’S DAILY REPORT

Report #: _____________

Date:_________________ Weather/(Description):_________________________

Project No.:___________________ Temperature:_________________________

Project Name:______________________________________________________

Project Location:____________________________________________________

Name of Contractor: Number of Contractor Personnel

Working on Site:
Name(s) of Subcontractor(s): Number of Personnel Working on
Site:

Time of Day: Description of Work Performed:

Materials/Equipment Deliveries on Site; Construction Equipment Used:

Information Received or Transmitted(from whom/to whom-indicate name and organization of

individual(s)):

Problems/Unusual Conditions or Circumstances/Latent Conditions Discovered, names of visitors, etc.:

Additional Comments:

Report Prepared by: Signature:_____________________________ Date:________________

__________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-C-0005
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Rejection Notice (Inspection Failure)

Date ____________

Name of the Person

Name of the Contractor
Street Address
City, State and Zip Code

Subject:

Contract No. ________________________

Contract Name: ______________________
Rejection Notice No.__________________

Dear ___________,

Due to defective material/workmanship/noncompliance with the contract drawings(s)

__________________________/ specifications, the following item(s) is/are rejected:

________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
__________________________________________.

Your immediate action to correct this (these) deficiency (ies) is essential. If you have
questions you may contact me at __________.

________________________________
Signature

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-C-0006
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Contractor Notification of Rejection (Inspection Failure)

Date:__________________

Subject: Contract No ______________

Contract Name ________________________________
Rejection Notice No. _______________

Transmitted herewith is a copy of Rejection Notice as identified above, issued by our

inspection staff. The work is not in compliance with contract requirements Section ____
Paragraph ____ and Contract Drawing No. ____. Please refer to the attached report for
specific reference to the contract requirements and reasons for rejection).

You are urged to take immediate corrective measures to ensure that the work performed
under the contract complies with the contract requirements. Failure to comply may be
deemed sufficient cause for invoices to be retained as outstanding and in return, monies
may be withheld from your monthly Progress Payment Requisitions.

Please contact the OPM Project Manager at 202-671-_______ with any question you
have concerning this matter.

_______________________
Signature

cc: Project File #: _________________

______________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-C-0007
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Request for Information (RFI)

Office Address Here: RFI Tracking #:
Office Phone:

Office Fax:

OPM Project Manager: Project Name:

Contractor: Project Address:

Contractor’s #: OPM Project #:

SUBJECT:

Drawing: Spec. Section:

Information Requested:

Response:

Attachments:

Response By: Response Date:

Issued By: Date Originated:

Status: Date to Architect:

Cost Impact: Date Response Requested:

Schedule Impact: Date Returned:

__________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-C-0008
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Request for Information (RFI) Log

Date
Response RFI Category
Complete Date Date to Requested Date (Proper/
? RFI # Subject Originated Architect By Returned Status Improper)

OPM Project Manager: Project Name:

Contractor: Project Address:
Contractor’s #: OPM Project #:

_________________________________________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-C-0009
 District of Columbia
Office of Property Management
Construction Division

CLOSEOUT

Initiation Planning Design Construction CLOSEOUT

 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Close-out

The close-out phase of the Project Delivery is to facilitate and coordinate

occupancy turnover of the building to the using agency. It includes services that
will be critical to the end user throughout the life cycle of the building. As the
construction phase nears its end, the commissioning plan as developed in
construction documents, will be reconfirmed and executed. The project manager
will facilitate completion of the punch list.

The operations and maintenance of the building is turned over to the facility
management group of OPM. Project close-out consists of a complete punch list
of project deficiency and agreed upon final acceptance elements. The contractor
is responsible for submitting a close out package that includes all warranties,
training and operation manuals, any operation and maintenance instruction for
equipment, product care guidelines for all finished surfaces, and as-built
drawings. All waivers and liens, lessons learned and a final warranty walk-
through are provided to facilitate final acceptance of the building. A keying plan
and surplus of material is turned over to OPM facilities. A certificate of
occupancy is issued and all project information is archived. Within a year of post
occupancy the OPM DD follows up with a walk through to confirm outstanding
warranty issues are addressed.
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
Construction Division

CLOSE OUT

5.1 5.2
5.3
Closeout Checklist Deficiencies List
LEED
Substantial Completion
Certification
Final Inspection

5.4 5.5 5.6

Drawings/As Built Waivers of Liens Final Acceptance

5.7 5.8 5.9

Lessons Learned Archiving Warranty Follow-up
Walkthrough
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Closeout

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
PM identifies and informs all vendors of closeout. All contracts must be closed out contractually and financially before
PM X
proceeding to project closeout (refer to invoice process for final payment).
Project Closeout Checklist
PM X PM completes the project closeout checklist.
CD-F-0001

Contracto
r Contractor requests inspection for beneficial occupancy in writing at least two (2) weeks prior to scheduled inspection.

Contracto Contractor Deficiency

r
X PM and contractor prepare a deficiency list.
Notice CD-F-0002

Memo to Contractor of
PM X PM sends memo to contractor notifying them of deficiencies list.
Deficiencies CD-F-0003

PM determines when ready for re-inspection. PM sends a letter as to the date and time of inspection to the A/E, using
PM X
agency and contractor.

When facility is ready for occupancy, (upon issuance of temporary or final certificate of occupancy from DCRA), the PM
Contractor Deficiency List
PM X signs off on the beneficial occupancy form. PM sends a letter of acceptance to the contractor and using agency along with
CD-F-0004
final contractor deficiency list.

PM X If the facility is not ready, the PM sends a letter notifying using agency the building is not ready.

Contracto
r
X If disputes from punch list become irresolvable, the contractor sends a written claim to the PM (refer to claims process).

Memo to the using agency

PM ensures the contractor corrects all deficiencies and sends a letter (CCSA-F-145) to the using agency that they are
PM X notifying completion of
corrected. The using agency has seven (7) days to respond.
deficiencies CD-F-0005

PM sends a letter (after the seven (7) days given to the using agency) to the contractor stating all construction deficiencies
PM X
are completed.

If deficiencies remain beyond the intended completion date, the PM sends a letter requesting a schedule to be sent to
PM X
correct the remaining issues.

If the contractor doesn't respond, the PM requests CM to provide a estimate for remaining items. PM prepares a letter to
PM X
be sent by the contracting officer informing the contractor that the cost will be deducted from contract.

OCP
PM review's contractor's response to outstanding deficiencies with the A/E and OCP representative. The OCP
Represen X
tative representative writes a final decision letter for issuance by the contracting officer (refer to Final Decisions process).

After the expiration of the timeframe designated for issue resolution, the PM and OCP Representative prepare a final
PM X
decision change order by the contracting officer (refer to the change order process)

PM tracks deferred commissioning items on the deficiencies list. PM identifies person(s) responsible for tracking and
PM X
resolving deferred commissioning items.

PM to assure that all close out documents are submitted at same time. Closeout binder shall be provided in four (4)
PM
copies.

PM X PM obtains sign offs to date of punch list items deferred for testing.

PM X PM determines requirements for building opening and confirms with using agency (refer to move coordination process).

Checklist for Final

PM X PM completes checklist for final acceptance and files on file server. Acceptance Package CD-
F-0007

Within a reasonable time subsequent to move-in, PM conducts a post-occupancy review and prepares a final inspection
PM X
report.
PM X PM obtains LEED Certification
PM X PM obtains warranties and guarantees from the contractor in accordance with contract specifications.
Contracto
r The contractor provides substantial completion dates.

Page 1 of 2
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Closeout

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
PM PM should review all warranty and maintenance provisions and follow required procedurals for activation.
Contracto
r
X Contractor provides operating and maintenance manuals to PM and arranges for training.
Contracto
r Contractor must submit two (2) sets of the preliminary as built drawings with a transmittal to the PM.
The drawings are reviewed by the A/E and PM. Any discrepancies are sent back to the Contractor requiring them to
A/E
resubmit.
PM requires the Contactor to submit final As Built drawings on CD and one final set on Mylar within 15 days. If found not
PM X
acceptable, the Contractor is asked to resubmit within seven (7) days.
If the Contractor fails to submit, a letter is sent requiring the contractor to submit. If there is no response, the PM and A/E
PM X
estimate what it would cost to obtain them by another source.
PM prepares a letter to be sent by the contracting officer informing the contractor that the estimated amount will be
PM X
deducted if not completed by a specified period.
Receipt for As Built
PM X PM sends the CD and mylar to the engineering library and receives a receipt of delivery.
Drawings CD-F-0006
PM X PM obtains lien waivers, if necessary.
PM X PM prepares a final acceptance letter and delivers the package to the cluster leader for review.
PM PM signs the final acceptance letter and sends to the cluster leader.
cluster cluster leader initials the package and sends to the contracting officer. The PM prepares a transmittal and receipt for the Receipt for As Built
X
leader contracting officer to sign. Drawings CD-F-0006
Contracti
ng Officer Contracting Officer sign the final acceptance letter and mails the original to the contractor with a copy to the cluster leader.

Contracto Contractor signs the release document sent with the final acceptance letter and submits it with request for final payment to
r the PM.
Agency Feedback Survey
PM X PM requests that using agency fill out customer survey in order to identify strengths and weaknesses on the project.
CD-F-0008
PM X PM arranges for a meeting, if appropriate, to discuss what could have been done different for lessons learned. Meeting Notes CD-I-0011
PM PM summarizes “lessons learned” from project for project file.
PM X PM saves final project e-files or hard copy files such as:
PM saves in document control system programming documents, 100% schematic design documents, 100% design
PM X
development documents, 100% construction documents, permit documents, punch list report.
PM saves in document control system temporary certificates of occupancy, certificate of substantial completion, certificate
PM X
of final completion, turnover letter to using agency, final review comments and responses.

PM saves in document control system O&M manuals, warranties, equipment commissioning reports, change order logs,
PM X
submittals, material test results, inspections, RFIs, as-built record documents, red-line documents (Field Set).

PM saves in document control system payment applications, financial closeout documents, completed project closeout
PM X
checklist, completed final acceptance.
PM saves in document control system final certificate of occupancy, warranty report, commissioning report, final keys and
PM X
keying plan and any other contract documents.
Transmittal Form to
PM X PM provides transmittal form to facilities.
Facility CD-F-0009

Page 2 of 2
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Project Closeout Plan

Date:
Project Number
Project Title

Element Responsible Party Planned Actual Comments

Close Contracts

Confirm all contracts recorded

as closed out in PMIS
Verify unconditional waivers of
lien are on file
Reconcile to make sure that the
contract and invoiced are equal
in PMIS
Obtain Documents from GC
Calculations, as applicable
Record documents
Operating manuals
Submittals
Deficiency List Completed and
Signed Off

Contract Closeout Checklist

Complete GC Contract
Closeout Checklist
Complete AE Contract Closeout
Checklist
Archive Project Files

Prepare final record documents

Review/clean up/archive files
Copy all electronic files to
CD/DVD
Contractor Evaluation
Complete Contractor
Evaluations
Project Successes
What were they?
Were they recognized?
Project Failures
What were they?
Were they recognized?

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-F-0001
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Contractor Deficiencies Notice

Contract No. Project Name

ITEMS INSPECTION DATES

Initiated Date
Contractor is required to correct the following
deficiencies before project will be considered 100%
complete.

A = Action NC = Not Trade:____________________, Page _______of ___________Page

Complete (s)

C= Complete NA = No Action Report prepared by:

_________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-F-0002
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Memo to Contractor of Deficiencies

Date: __________________

Name of the Person

Name of the Contractor
Street Address
City, State and Zip code

Subject: Contract No. _________________, Record #: ____________

Contract Name: ________________
Completion of Construction Deficiencies

Dear Mr. _________________,

Reference is made to the beneficial occupancy inspection conducted on ___________

for the subject contract. A letter confirming the acceptance of the facility for beneficial
use was sent to you on ________ with a list of deficiencies to be corrected within 30
calendar days of the acceptance.

An inspection of the facility was conducted by our staff, your representative and the
Using Agency representative on ___________ to verify the completion of the
deficiencies.

This letter is to advise you that all the construction deficiencies noted in the construction
deficiency report provided to you on _________ are corrected and accepted as of
___________.

If have questions you may contact me.

Sincerely,

______________________
Project Manager

Copy to: __________________, Cluster Leader

__________________, OCP Representative
__________________, A/E
__________________, Using Agency
Project file

________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-F-0003
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Contractor Deficiency List

Contract No. Project Name

ITEMS INSPECTION DATES

Initiated Date
Contractor is required to correct the following
deficiencies before project will be considered 100%
complete.

A = Action NC = Not Trade:____________________, Page _______of ___________Page

Complete (s)

C= Complete NA = No Action Report prepared by:

_________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-F0004
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Memo to Using Agency Notifying Completion of Deficiencies

MEMORANDUM

To: Mr. ______________

Facility Manager
Department of Health

From: Project Manager

Date: ___________________

Subject: Completion of Deficiencies

Project #: __________________
Project Name: ______________

________________________________________________________________

Reference is made to the beneficial occupancy inspection conducted on _________.

During the inspection, we identified a number of deficiencies in construction. A letter
was sent to the Contractor on ___________ requiring the completion of noted
deficiencies within ____ calendar days.

On _____________ we conducted an inspection to verify the completion of the

identified noted deficiencies as outline in the construction deficiencies reports
__________________. Your representative Mr. ________ was in attendance. Upon
completion of our inspection, it was determined that all deficiencies have been corrected
as of ___________.

I intend to issue a letter to the Contractor notifying him of completion of all the
construction deficiencies. If you have concerns or questions in this regard, please send
me a letter within 15 calendar days. If I do not receive any response from you, I
consider that you have no objection in issuing the completion letter.

Copy to: OCP Representative

_________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-F-0005
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Receipt for As-built Drawings

Building ID No.:_______________

Project No.: ______________________

Project Name: _____________________

Contract No.: ___________________________________

Contract Name:
______________________________________________________________

Project Manager: _______________________________________________

I have received from _______________________ on ____________ electronic

copy(ies) and set(s) of As-built drawings on Mylar for the aforementioned
contract.

___________________________ _________________
Name: Date

_________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-F-0006
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Check for Final Acceptance Letter Package

CHECKLIST FOR FINAL ACCEPTANCE LETTER PACKAGE

PROJECT NO.:
CONTRACT NAME:
CONTRACT NO.:
CONTRACTOR NAME:
PROJECT MANAGER:
OCP REPRESENTATIVE:
CONTRACT COMPL. DATE (ORIGINAL) :
CONTRACT COMPL. DATE (REVISED)
CONTRACT AMOUNT (ORIGINAL):
CONTRACT AMOUNT (REVISED):

NO. ITEM YES NO

1 FINAL ACCEPTANCE LETTER
2 COPY OF DEFICIENCIES COMPLETION LETTER
3 RESOLUTION OF ALL CHANGES AND CLAIMS
4 RESOLUTION OF TIME OVERRUN
5 AS-BUILT DRAWINGS
6 WARRANTIES
7 EVALUATION OF CONTRACTOR'S PERFORMANCE
8 EVALUATION A-E'S TITLE II PERFORMANCE
9
10
11
12

APPROVED BY:
NAME: DATE
TITLE: PROJECT MANAGER

APPROVED BY:
NAME: DATE
TITLE: CLUSTER LEADER

________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
CD-F-0007 (202) 671-2214 FAX: (202) 671-0648
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Agency Feedback Survey

Agency:
Project Manager:

Needs Improvement
Project Name:

Met Expectations
Project #:

Unsatisfactory
Expectations
Period of Performance: through

Exceeded
ELEMENT EVALUATION CRITERIA
Technical Quality Completeness, accuracy, relevance

Documents Clarity of reports, drawings, and other documents

Timeliness On-time delivery, expeditious completion of tasks

Value Value received based on actual cost of service

Consistency, promises kept, credibility,
Dependability
trustworthiness
Creativity Development of innovative, cost-effective solutions
Responsiveness, flexibility, approachability,
Cooperativeness
courtesy
Highest priority given to solving client’s problems
Attitude
cost-effectively
Did our team conduct themselves in a professional
Professionalism
and ethical manner?

Other Comments:

Evaluator’s name (optional): Date:

_________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-F-0008
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Transmittal Form to Facility

FROM: OPM Construction Division DATE PREPARED
PROJECT/JOBNUMBER CONTRACT NUMBER(S)
TO OPM Facilities Division

TRANFER DETAILS

NEW CONST. EXISTING FAC. BENF/O

CAPITAL IMP. OTHER (Specify)

DESCRIPTION

STATEMENT OF COMPLETION.
The project herein listed is transferred to ________________________, including all documentation, (i.e. site maps, drawings, and specifications
and change orders, warranties and certificates, approved by the authorized representative of OPM Construction Division.

a. ACCEPTED BY TITLE
b. DATE SIGNED

a. TRANSFERRED AND TRANSMITTED BY (Typed Name and Signature)

b. TITLE
c. DATE SIGNED

_________________________________________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-F-0009
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Process Controls
The process controls sections encompass procedures that are touch points
within each of the five (5) phases (initiation, planning, design, construction, and
closeout). These checklists apply consistently across each phase.

Procurement/Bidding/Selection/Negotiation: The process of obtaining

construction services for a general contractor is through OCP. The method of
bidding such as 1) fixed fee 2) Guaranteed Maximum Price (GMP) 3) Design
Build 4) CM or 5) CM at risk is determined by DC OPM. A pre-bid conference is
held. If changes are made to the drawings, the PM issues an addendum to the
bidders. The cluster leader determines the selection board to evaluate and rank
the candidates. Once selected, the PM negotiates the contract and issues a task
order.

IDIQ Contracting/Title II/Task Order Issuance: OCP executes the Indefinite

Delivery/Indefinite Quality (IDIQ) contracts to contractors such as A/E and CM.
The PM prepares the task order package. The PM is responsible preparing the
task order and entering the information into PASS once the cluster leader
approves.

Change Order Process: This procedure starts once there is an agreed upon
change order. When a change order has been agreed upon, the PM issues a
request for change order to the contractor so they can prepare their documents.
The contractor provides a description of the change and resolution with costs.
The cluster leader determines if the change should be a Basic Change Directive
(BCD) or change order. The PM is responsible for negotiation and Change Order
package to be submitted to OFRM for budget reallocation. The PM is responsible
to enter all information into PASS and PMIS.

Funding approval from OFRM: Before a notice to proceed (NTP) can be

provided, OFRM must validate there are sufficient funds available per the bid
negotiation and budget approval. The cluster leader and OPM Deputy Director
need to approve before the funds can be encumbered and approved in PASS.

Codes: Code review is reviewed and approved under the direction of DCRA. The
A/E is responsible for assuring that the design goes through the proper agency
reviews.

Payment Process: The payment process is based upon the payment breakdown
and cost loaded schedules from the contractor or A/E. Any changes to the
agreed upon cost breakdown may result in rejection of payment application. The
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

PM is responsible for reviewing the payment application against the schedule of

values. The cluster leader confirms there is money on PASS to pay the invoice
and the PM logs in the information for payment. OFRM issues payment to the
contractor.

Contractor Performance Evaluation: At the end of each contract (A/E, CM or

general contractor) the PM is required to submit a performance evaluation form
with final invoice. The cluster leader must approve evaluation before payment is
issued.

Communication Plan/Emergency Response: The PM is responsible for

establishing a communication plan, project directory, and contractors and using
agency’s single point of contact. The PM also establishes weekly meetings to
assure there is consistent communication throughout the project.

Stakeholder Engagement: The PM is responsible for the inclusion of stakeholder

involvement during each phase of a project as applicable. Stakeholders include
but are not limited to OFRM, OBP, Facilities, using agency, DCRA, Physical
Security Division (PSD), Portfolio, Facilities and OCTO.

Issues Tracking: The PM is responsible for keeping track of and managing all
action items and risk issues throughout the project. This will assist PM, cluster
leader and contractor on items that need oversight or action.

Program Schedule: A critical control in successful project management is the

development and maintenance of a project schedule. The schedule organizes a
series of project critical tasks into a sequence of events throughout the project
lifecycle. The PM will utilize the schedule to establish goals, timelines, and
expectations for the project team. Combined with the design and contractor
schedules, the project management schedules as a whole can be an effective
communication and performance tool for the project manage throughout the
project duration.

Quality Assurance/Quality Control Inspection (QA/QC): PM or designated person

shall review the performance adherence to the project work plan set-up at the
project initiation phase.

Permitting: The A/E is responsible for coordination of building plans by the

designated government agency, Department of Consumer and Regulatory Affairs
(DCRA), as meeting the requirement of prescribed codes. The A/E should
engage DCRA during the pre-design stage. If an environmental impact statement
is needed it is reviewed by DOH, DWSA, DOT, DPW and DCRA. DCRA is the
governing body that issues notice to proceed for construction or reconfiguration
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

of a specific structure at a particular site in accordance with the approved

drawings and specifications. DCRA arranges for plan reviews when appropriate
with zoning reviewer, electrical reviewer, plumbing reviewer, mechanical
engineering reviewer, fire safety reviewer, elevator reviewer, structural reviewer,
Department of Health, Department of Water and Sewer Authority, Department of
Transportation, WMATA, utility companies (Verizon, Washington Gas, PEPCO).
The A/E must also:
1. Determine if zoning Commission needs to review in meeting and public
hearing
2. Determine if Board of Zoning Adjustment needs to review in meeting and
hold public hearing
3. HPB (Historic Preservation Building): File CD review with HPRB 30 days
before application
4. File application month before the hearing
5. Attend HPRB meeting
6. Zoning administrator reviews and makes decision
7. Apply for building permit at DCRA.
8. Other permits potentially required:
- DDOE (Department of Environment)
- WASA (Water and Sewer Authority)
- DDOT (Department of Transportation)
- NCPC (National Planning Council)
- COA (Community of Art)

Move Coordination: The PM can provide the using agency with move
management assistance if required. Move management addresses the need and
identification of swing space, temporary space, and schedule precise schedule
coordination for per move in date.

FF&E Coordination: The PM should identify with the using agency responsibility
for furniture fixtures and equipment coordination. The PM coordinates FF&E
purchases (if required) and installation with the contracting officer or other
designated furniture or equipment planners.

Final Decisions: When issues or risks become a potential liability, the PM, cluster
leader and OPM DD issue final decisions. If potential claims may result, the
claims management process proceeds engaging the contracting officer.

Claims Management: Claims are the compensation, payment or reimbursement

for a loss under a contract, or an injury due to negligence. It is the responsibility
of the contracting officer to understand and issue a written decision on all claims
within 60 days of receipt of claim. All contractor appeals go forward to The
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Contract Appeals Board and are handled by Office of Corporation Counsel

(OCC). The PM is responsible for reviewing any outstanding claims quarterly.

Commissioning: The A/E schedules inspections for equipment and facility when
a project is complete or nearing completion. Systems are tested to verify if they
are functioning according to design and objective specifications. Additional items
such as keying, phone activation and A/V equipment should also be tested. PM
reviews action log deficiencies status of equipment tested and confirms response
and resolution taken.
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
Construction Division

PROCESS CONTROL

A B C D
Procurement & Funding Approval
Contracting Codes Payment Process

E F
G H
Contractor Evaluation Stakeholder
Issues Tracking Risk Identification
Engagement
and Evaluation

I K L
J
Monthly Report QA/QC Permitting
Schedule
Inspections

M N O P Q

Move Coordination FF&E Coordination Final Decisions Claims Commissioning

 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Procurement & Contracting

Initials &
Doc
Date or Resp Person PMIS
NA
Sys Task Forms
PM to consider project delivery method and impact on selection of design consultant and review with contracting officer
PM
and OCP representative.

PM PM reviews method of selection for consultant or contractor.

PM PM to validate procurement strategies with OCP, OPM DD and supervisor.

PM PM validates the general conditions, any changes are approved by OCP, OPM DD and supervisor.

PM
PM to develop bid package strategies to attract appropriate CBE participation. If the CBE requirements are adjusted, PM
to prepare a memo to the CBE team explaining justification.

PM X PM obtains a list of specialized ID/IQ contractors as listed.

PM X X
PM verifies the amount of money available on the ID/IQ available for funding the project in PMIS. The PM to recommend Memo to approve list of
three (3) for approval by the cluster leader. Contractors CD-G-0001

PM X PM sends a memo and drawing package to the CM (QC) and a letter to the A/E with two (2) sets for review and response.

CM (QC) X CM (QC) sends letter to PM giving approval of bid documents.

PM X PM obtains signature from cluster leader on title sheet of design documents approving the release for bid.

PM X PM stamps each drawing "Issued for Bid" and date in revision area of title block.

PM sends memo with one set of approved drawings, technical specification, construction cost estimate, recommended
Request to Advertise for
PM X rate for liquidated damages, time for construction and funding approval form to OCP to advertise for bid. PM makes sure
Bid CD-G-0002
the cost to print documents is covered.

PM X PM retains original set of signed drawings and electronic versions.

PM PM arranges for printing and delivery of 10 sets (dwgs and specs) to bid room.

PM sends letters to the invited bidders with the scope of services requesting their proposed team and cost proposal. PM
PM X
and OCP representative answer any questions and request response within seven (7) days.
PM arranges for a pre-bid conference and prepares a memo of the conference notes. The PM and A/E participate in the
PM X Meeting Notes CD-I-0011
conference.

PM X If changes are made to the bid documents, PM arranges for A/E to process an addendum.

PM X
PM reviews the questions received and works with the A/E to determine merit and proper response time. They issue the
responses to the OCP.
OCP
Representativ X OCP representative issues an addendum to the bid documents. The addendum is distributed to bidders.
e

Consultant Criteria List

cluster leader The cluster leader determines the bid evaluation team and provides the consultant criteria list.
CD-G-0003
Tabulation of Scores CD-
G-0004
Evaluation
Team
X The evaluation team reviews the proposal and tabulates the scores and issues a report to contracting officer. Evaluation Team Report
to Contracting Officer CD-
G-0005
Justification for Selection
PM PM prepares a memo that explains the reason for selection.
CD-G-0006
PM meets with the selected contractor to discuss the team and negotiate. He prepares a record of negotiation of the Record of Negotiations
PM
meeting. CD-G-0007

PM PM notifies OCP of the consultant of selection.

OCP X OCP informs contractor of selection.

PM PM obtains the contingency formula based on the OPM standards.

Record of Negotiations
PM X PM negotiates cost of the task order and sends record of negotiations (CCSA-F-034).
CD-G-0007
Task Order Document CD-
PM X X PM writes task order.
G-0008

Page 1 of 3
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Procurement & Contracting

Initials &
Doc
Date or Resp Person PMIS
NA
Sys Task Forms
Contractor X Contractor submit subcontractor list to PM and OCP for review before going out to bid for subcontractors.

Contracting
Officer
X X OCP executes Indefinite Delivery/Indefinite Quantity (ID/IQ) contracts with contractors.

Authorization for Title II

PM X X If staff not available to support the project, the PM will issue a NTP to A/E for providing Title II service.
Services CD-G-0009

PM PM prepares the task order package.

PM PM obtains items based on the task order checklist including the government cost estimate signed by the estimator.

PM PM obtains a list of prior task orders to include in package and a signed task order letter with contractor's signature.

PM prepares task order including; ID/IQ contract, cost estimate on bldg type & gsf, To letter signed, Record of Negotiations
PM X
scope/fee/timeframe/deliverables, list of approved task orders, record of negotiation and cost proposal. CD-G-0007

PM PM signs and dates the checklist and initials task order to send to cluster leader with routing sheet. Routing Sheet CD-G-0010

cluster leader Cluster leader signs and dates checklist and initials task order and sends back to PM.

PM X PM scans and files into PASS. PM approves in PASS.

cluster leader Cluster leader approves the task order in PASS.

Contracting Contracting officer prints, signs, scans back into PASS, files complete package with OCP, and sends confirming email to
X
Officer PM.

PM X X
PM sends the electronic task order letter and scope of work to the contractor. PM loads the contract in PMIS and makes
sure OCP saved it in PASS.
Contracting
Officer Contracting officer sends the PM an executed copy of the construction contract package.

OCP OCP reviews the package for completeness including; signed contract form, copy of the payment and performance bonds
Representativ with affidavits and certifications and insurance certificates. If the information can't be obtained, the OCP sends an email to
e
the PM and cluster leader to help obtain.

PM X PM scans and stores on the file server the completed package and distributes copies to OCP.

PM X
PM issues a request for change order to the contractor to prepare documentation. PM confirms the scope of the change
order with the change initiator.

Description of Change
document for Article 3
Contractor provides a description of change including change order drawings, specifications and detailed estimate to PM.
Contractor X Letter (BCD) CD-G-0011
PM reviews with the CM (QC). The drawings are logged and stamped/signed by the A/E.
Log of Change Order
drawings CD-G-0012

PM
PM and cluster leader determines which change order process to take: direct change or Article 3 letter - Basic Change
Directive (BCD).
PM X PM directs the contractor to start work immediately if BCD.

Change Order log (PMIS

PM X PM records the BCD or change order in PMIS.
Report) CD-G-0016

PM X PM prepares a request for cost proposal Letter and sends to the Contractor.

PM PM receives the cost proposal and meets with the cost estimator and cluster leader to discuss strategy for negotiation.

PM PM schedules a negotiation meeting with the contractor and includes OCP, cost estimator and cluster leader and A/E.

MFR of Negotiations for

Change Order CD-G-0013
PM prepares a record of negotiations, preparation of a change order package (CCSA-F-121), negotiates the budget and
PM X Checklist for Change
requests approval for budget reallocation to OFRM when needed (refer to budget approval process).
Order Package CD-G-
0014

MFR on failure to agree

PM X If there is a failure to agree during negotiations, the PM sends a memo to contracting officer.
on CO Cost CD-G-0015

Page 2 of 3
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Procurement & Contracting

Initials &
Doc
Date or Resp Person PMIS
NA
Sys Task Forms
Article 3 Letter (BCD)
PM X PM assembles change documentation per checklist including; Article 3 letter
Checklist CD-G-0017
Reason for Change and
PM assembles change documentation per checklist including; description of work, reason for change completed by the
PM X Status of Work CD-G-
PM.
0018

PM X
PM assembles change documentation per checklist including; government cost estimate, funding availability from OFRM, Change Order log (PMIS
list of prior changes (change order log) and base contract. Report) CD-G-0016

PM PM signs and dates the checklist and initials change order to send to cluster leader with a routing sheet. Routing Sheet CD-G-0010

cluster leader X Cluster leader signs and dates checklist and initials change order and sends to PM.
PM PM scans, uploads and approves the change order in PASS.
cluster leader Cluster leader approve the change order in PASS.
Contracting Contracting officer prints, signs, scans back into PASS, files complete package with OCP and send confirming email to
Officer PM.
PM X PM sends copies of the completed scope of work to the contractor and using agency. PM confirms uploaded to PASS.

Change Order log (PMIS

PM X PM updates log of change orders in PMIS.
Report) CD-G-0016

Page 3 of 3
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Funding Approval

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms

PM PM obtains a funding status report from OFRM to validate if funding is available in the current phase.

Budget Approval Form CD-

If funding increases are required, the PM submits a budget approval form with routing sheet to the cluster leader to G-0019
PM X approve. The cluster leader requires the approval of the OPM DD. PM tracks it in PMIS. Routing Sheet CD-G-0010
PM X If the bids are over the Government cost estimate OCP requests PM to increase funding.
PM X If the bids are over 10% of the estimate, the OCP requires written justification for the discrepancy.
PM X X If funds are available in other phases, PM gets approval from cluster leader and OPM DD. PM updates in PMIS.
Request OFRM to
Reallocate Funds CD-G-
PM X PM sends a memo to OFRM requesting reallocation of funds after obtaining approval from OPM DD. 0020
OFRM OFRM encumber the funds and send to contracting officer for approval in PASS.
PM If funds are not available to cover the bid prices, the PM notifies OPM DD to determine action.

Page 1 of 1
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Codes

Initials
Resp Doc
& Date
Person
PMIS
Sys
Task Forms
or NA

A/E A/E identifies extraordinary or atypical code requirements for PM review.

PM PM reviews existing FCA and necessary extensions, upgrades, replacements, and required code improvements.
A/E A/E identifies accessibility (ADA) issues and notifies PM of findings.
Agency Review Checklist
PM PM reviews the design and plan with DCRA per the agency review checklist. CD-D-0002

A/E A/E assesses building code hazard classification and exhaust and filtration requirements and notifies PM of findings.
A/E identifies, evaluates, and documents historic resource preservation status, treatment requirements, and proposed
A/E project treatment responses and notifies PM of findings.

Page 1 of 1
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Payment Process

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms

PM X
PM obtains a cost breakdown/cost loaded schedule from the contractor, A/E or other vendor (no payments are made until
it is approved). Any changes to the agreed upon cost breakdown results in rejection of the payment application.

PM X
If the contractor fails to submit cost breakdown, the PM sends a letter. If they fail to meet the deadline an email is sent to
the OCP to follow-up (refer to final decisions process).
PM
PM meets with the contractor to review the pay application in advance of submission (pencil copy). The PM walks the job
to confirm percent complete.
Contractor
Contractor submits for payment using the standard payment request form. The contractor sends to the invoice processor Payment Request Form
to receive and log. CD-G-0021or AIA G703
PM PM or receiver signs a receipts of delivery for the invoice and sends to the invoice processor to receive and log.
PM
PM secures all releases, affidavits, bonds, waivers & warranties, certified payroll from contractor. PM is not allowed to
drop retention below 10% without DD approval.
PM
If final payment, PM receives the invoice and evaluates that all the documentation is in place (refer to the closeout
process).
Invoice OPM Invoice processing staff to stamp "Received". Invoice processor dates and initials it, logs it in payment request Log Payment Log (in PMIS)
Processor maintained on the PMIS and sends to the PM for review (in one day). CD-G-0024

Progress Payment
PM reviews against the SOV reviewed prior to final submission. If there are any discrepancies, the pay application is
Request Rejection Form
PM rejected. PM notifies contractor of rejection. If approved PM sends to cluster leader for approval. If final payment, refer to
CD-G-0022
closeout process and stamp the invoice "Final Payment".
Routing Sheet CD-G-0010

Cluster
Leader Cluster leader reviews and sends to operations manager for review and verification of funds on the contract in PASS.
Operations
Manager Operations manager sends to OPM DD for review and approval.

OPM DD
OPM DD signs it and delivers to the invoice processor, who delivers the documents to PM for PASS processing (in two
days).
PM OPM invoice processor scans invoice, sends hard copy to OFRM for payment and sends scanned copy to PM.
Payment Log (in PMIS)
PM X X PM enters the 'PMIS' invoice tracking number in PASS and inserts the 'PASS' receipt number in PMIS.
CD-G-0021
OFRM
OFRM receives payment application and processes for payment. OFRM sends payment receipt to PM. If OFRM pays
final payment, the contract is considered closed and remaining funds are released on the purchase order.
Invoice
Processor Invoice processor sends approved payment copy to PM.
Invoice
X
Invoice processor scans in receipt into the same folder where the payment request was stored and sends hard copy to
Processor project file.

Payment Request Receipt

from OFRM CD-G-0023
PM X X PM enters payment receipt from OFRM into payment log in PMIS with date and amount is confirmed.
Payment Log (in PMIS)
CD-G-0024

Page 1 of 1
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Contractor Evaluation

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
PM prepares a contractor evaluation form and attaches to the final acceptance letter or final invoice. Cluster leader Contractor Evaluation
PM X concurs with evaluation. Form CD-G-0025

Page 1 of 1
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Stakeholder Engagement

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
Communication
PM X PM adapts or edits (with approval of cluster leader) communication guidelines and project dictionary.
Guidelines CD-G-0026
PM creates contact list (also referred to as project directory). PM identifies single point of contact for project with using
PM X Contact List CD-G-0027
agency.

PM X PM sets up project team meeting schedule and schedules QA/QC reviews (refer to the QA/QC plan process).

PM X PM to discuss their procedures for emergency notification to and from the impacted neighborhood with using agency.

PM X PM confirms using agency expectations for success of the project during the planning phase.

PM
PM schedule workshop meetings with stakeholders (including PSD, Portfolio, Facilities Division and OCTO) to review the
planning and design (at each stage of design) updates.
PM X PM conducts pre-construction meeting with stakeholders. PM record/distribute meeting minutes to stakeholders. Meeting Notes CD-I-0011

PM X PM invites stakeholders (including OCTO) to the construction meetings. Meeting Notes CD-I-0011

Page 1 of 1
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Issues Tracking

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
Action/ Issue Logs CD-G-
PM X PM tracks and managing Issues in an action/issue log.
0028
PM X
PM discusses outstanding items with cluster leader; determine responsible party and plan of action to clear items in
progress meetings.

PM monitors actions till closed out, typically reviewed in weekly progress meetings (refer to construction meetings
PM
process). Outstanding action items and issues are recorded in the monthly report (refer to monthly report process).

PM PM identifies actions that are appropriate for lessons learned in closeout (refer to lessons learned process).

Page 1 of 1
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Risk Management

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
PM to identify exposures/risks and update them monthly in a risk log. Risks can be identifies in all stages of the project by
PM X all parties (A/E, CM, using agency, etc). Risk Log CD-G-0029
PM quantifies the risks after reviewing with the cluster leader. The risks are tracked through till closure at the end of the
PM project. Risks are noted in the monthly report (refer to the monthly report process).

Page 1 of 1
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Monthly Report

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
PM PM to issue monthly internal status report to cluster leader and OPM DD.
Project Performance
PM X PM to provide monthly project performance report to OPM DD and using agency from PMIS.
Report CD-G-0030
PM X PM reviews monthly construction reports from contractor.

Page 1 of 1
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Schedule

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
PM PM establishes milestones for progress review (25%, 50%, 75% and 95% standard).
Sample Milestone
PM X PM reviews milestone schedule with the OPM DD and using agency during planning.
Schedule CD-G-0031
PM obtains preliminary schedule from contractor and reviews it. If contractor fails to submit, the PM send a letter. If they
PM X
fail to meet the deadline, an email is sent to OCP to follow-up.
PM obtains final CPM (critical path method) electronic schedule from contractor. If contractor fails to submit, the PM
PM X
sends a letter. If they fail to meet the deadline, an email is sent to OCP to follow-up.
PM PM sends accepted schedule and cost break down to CM (QC) for review.

CM (QC) team evaluates the construction schedule against progress at each milestone and prepare a report outlining
CM (QC)
deficiencies, % complete, work in progress, unacceptable work and other issues around meeting schedule.
PM X PM reviews and verifies schedule monthly with A/E and contractor.
PM PM sets the schedule for construction progress meetings.
PM X If the contract is behind schedule, the PM sends a letter requesting explanation of delay and need for a recovery schedule.

If no response to schedule request, contracting officer sends a cure letter. If no response, PM discusses with cluster
PM X
leader and OPM DD.
PM evaluates contractor reason for delay with A/E and OCP. If acceptable, PM sends memo approving time extension to
PM X
the contractor.
PM PM requests a revised schedule (CCSA-F-133) for approval if the contractor chooses to accelerate.

Page 1 of 1
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
QA QC Plan

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms

PM PM schedules for the QA/QC activities according to the quality assurance plan.
Surveillance Report CD-G-
OPM DD X OPM DD to determine who performs project surveillances to verify compliance with quality assurance plan. 0032

Page 1 of 1
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Permitting

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
The contractor is required to send copies of all contractor permits, approvals from DCRA and verifications prior to Agency Review Checklist
Contractor proceeding with work. PM confirms the permits required, refer to the agency review checklist. CD-D-0002
A/E submits 100% complete drawings with prescribed permit request form to department of consumer and regulatory Permit Request Form CD-
A/E X Affairs (DCRA). G-0033
A/E A/E requests DCRA to defer any filing cost requirements until the final permit costs are determined.
A/E X A/E provides copy of permit application and permit number filed with DCRA to PM.

A/E X A/E meet weekly with DCRA on permitting issues and provides PM meeting notes. Meeting Notes CD-I-0011

A/E A/E will notify PM in writing if A/E finds the permit will not be received within 30 calendar days of filing for the application.
DCRA DCRA notifies A/E when permit is ready.
A/E A/E obtains a faxed copy of permit from DCRA with permit fee.
A/E A/E delivers permit to PM to pay all required costs to obtain permit.
PM X PM prepares building permit fee payment form to DCRA requesting OFRM transfer funds to DCRA.
PM X PM provides copy of the approved funding document to A/E to pick up permit.
A/E A/E keeps one (1) copy of permit and forwards original and two (2) sets for approved drawings to PM.
PM X PM makes copies of permit and places on in the project file server.
PM PM files original permit with two (2) approved sets of drawings.
Contractor obtains the construction permits in accordance with specifications. Copies of all permits must be given to the
Contractor PM prior to starting work. Inspections are scheduled with the DCRA and confirmed.

Page 1 of 1
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Move Coordination

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
PM X PM provides coordination plan for move management or obtains external consultant to do so.
PM PM determines swing space requirements.
PM PM confirms temporary space, if necessary.
PM PM confirms that movers have been scheduled for the using agency.
PM X PM confirms move-in schedule with using agency.

Page 1 of 1
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
FF&E Coordination

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
PM X PM reviews and confirms that any items requiring specialty handling have been addressed with using agency.
PM X PM clears any security items with PSD that remain outstanding.
PM coordinates FFE purchases (if required) and installation with contracting officer or other designated furniture or
PM X equipment planners.

Page 1 of 1
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Final Decisions

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
During the course of construction, it is recommended that issues and potential claims are evaluated by an expert to
PM X analyze the pros and cons of the District's position. The PM reviews the risk log and claims status.
The PM and OCP representative would prepare letter to the effect of the position of the District if a dispute arises and
PM X request the contractor to submit additional information for final decision.
PM reviews submittal of information from contractor regarding potential dispute. If there isn't sufficient justification for
change order, the PM prepares a final decision letter and supporting documentation for contracting officer. If legal action
PM X could result, refer to the claims process.

Page 1 of 1
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Claims

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
Contracting
Officer X Contracting officer meets with the District's representatives to understand their portion of the claim.
Contracting Contracting Officer issues a written decision on the claim within 60 days of receipt of the claim. It is sent by mail with a
Officer copy sent to the PM and file.
Contractor appeals the final decision to the Contract Appeals Board and it is handled through the Office of Corporation
Contractor Counsel (OCC).
OCC The OCC meets with the appropriate parties to obtain information.
OCP The OCP and Office of Implementing Agency (OIA) submit the appeal file.
OCC OCC sends to the Board.

OCC will engage the team in informal meetings and discussions. This may include depositions. All contract documents
OCC X must be made available to the OCC. Funding is issued through the project by the PM (refer to budget approval process).

PM PM issues a purchase order to procure services for claim resolution (refer to the contract and budget approval process).
Cluster
Leader Cluster leader provides technical representatives during any hearings scheduled by the OCC.
PM PM reviews status of outstanding claims quarterly.
Any issue irresolvable between the contracting officer and contractor will become a claim. Accordingly to the DCMR 27,
OCC the District will resolve such disputes.
Contracting
Officer X Contracting officer responds to written claims submitted by the contractor in closeout.

Page 1 of 1
 Government of the District of Columbia
Office of Property Management
Procedural Checklist
Commissioning

Initials
Resp Doc
& Date
or NA
Person
PMIS
Sys Task Forms
A/E schedules inspections for the following: A/E, elevator, high-pressure steam, commissioning agent, fire inspector,
A/E building code inspectors.
PM PM confirms key/lock plan and procedures with using agency.

Contractor Contractor confirms phone activation schedule with PM and using agency.

Contractor Contractor confirms A/V equipment installation with using agency and PM.

Contractor X Contractor determines operating condition of commissioned systems at the end of functional testing.
Contractor Deficiency List
PM X PM reviews deficiencies list identified by contractor and confirms response and resolutions taken. CD-F-0004
PM documents any unresolved deficiencies that were accepted and obtain appropriate signature for acceptance (refer to
PM X deficiencies list process).
Contractor Deficiency List
PM X PM reviews Deficiency List for status of equipment tested and confirms response and resolutions taken. CD-F-0004
PM PM reviews estimated schedule for required deferred (off-season) testing.
A/E A/E reviews draft O&M manuals and provides comments to contractor.
PM schedules meeting with contractors, design consultant, emergency management, and appropriate personnel to
PM discuss equipment maintenance forms and format.
PM PM ensures training of facilities team.
PM provides agenda topics and certificates of satisfactory completion for sign off and for specified training developed in
PM design phases.
Using
Agency Using agency decides if training should be taped for future use and PM arranges for it to be provided.

Page 1 of 1
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Memo to Using Agency to Approve List of Contractors

MEMORANDUM

TO: NAME
TITLE

FROM: NAME
TITLE

DATE:

SUBJECT: Request for approval of Architect-Engineer Selection List to perform

Facility Condition Assessment
Project No.:
Project Name:

We require the need to procurement of A-E Services to perform Facility Condition

Assessment and submit a Report for LOCATION NAME located at ADDRESS. I
have reviewed the list of the A-E Contracts for procuring the required service.
Based on my review I am forwarding for your review and approval the following
three Architect-Engineers for this project

Please review, sign and return this memo to me indicating your approval of the
Architect-Engineers as listed for the project. If you make changes to the order in
which they are listed, please include justification for your change. Upon receipt
of approval, I will contact the A-E firm which is first on the list for developing the
scope of work of their services and negotiation of a Task Order. If the
negotiations fail, I will be recommending to the Contracting Officer to approve the
termination of negotiations with the 1st A-E and initiate negotiations with the next
A-E on the list approved by you.

Name of the A/E As recommended As approved

_____________________________ [1] [ ]
_____________________________ [2] [ ]
_____________________________ [3] [ ]

Comments:

_______________________________ _________________
Cluster Leader Date

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0001
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Request to Advertise for Bids “Page 1 of 2”

MEMORANDUM

To: Name
Title

From: Name
Project Manager

Date:

Subject: Project Name:

Project No.:
Request for Advertising the Project for Bids
________________________________________________________________

Attached are the following documents for your office to take necessary action to
advertise the project for bids, obtain the bids and award a construction contract:

1. One copy of the technical specifications. As soon as your office makes a request
we will e-mail a copy of these specifications.

2. One copy of construction drawings. As soon as you notify us the number of

copies of these drawings you need to issue for bids, we will have the copies
printed in three working days.

3. Copy of the construction cost estimate.

4. Copy of the funding document approved in PASS.

5. Copy of justification for the amount of liquidated damages

Time for completion of the construction is ## calendar days. Liquidated Damages for
each day of inexcusable delay in completing the project is $#,### dollars ($###.##).

Your expeditious action in this regard will be appreciated.

Attachments as stated

_________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0002
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

___________________________ _____________
Cluster Leader Date

Request to Advertise for Bids “Page 2 of 2”

SAMPLE
JUSTIFICATION FOR THE AMOUNT OF LIQUIDATED DAMAGES

Project No. _________

Project Name: ____________________________
____________________________________________________________

Item Hours Rate Amount

Project Manager: ## hours ##.## ###.##

Project Inspector ## hours ##.## ###.## *
Elect / Mech / Insp ## hours ##.## ###.## *
Office Overhead LS LS ###.##

TOTAL: ###.##

* If the Inspectors are employees of the District and are not contract employees use
their actual salary and multiply X 1.45 to determine the hourly rate.

_________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0002
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

CONSULTANT CRITERIA LIST

for
ARCHITECT-ENGINEER EVALUATION CRITERIA
1. Professional qualifications, specialized experience and technical
competence necessary for satisfactory performance of specified services.

2. Professional capacity of the firm to perform the work within the time
limitations.

3. Past record of performance on contracts with the District, other

governmental entities and private industry in terms of cost control, quality
of work and compliance with the performance schedule.

4. Location of the firm in general geographical area of the projects and

knowledge of the locality in which the projects are located.

5. Understanding of the applicable Federal and District of Columbia

regulations, Orders, criteria, standards and procedures with respect to
planning, design, construction, and approval of the project by DCRA.

6. Demonstrated specialized experience in working on renovation of

historical preservation projects.

7. Experience in energy conservation, pollution prevention, waste reduction

and use of recovered material.

(Add and or delete criteria to meet the requirements of specific project. The
determination has to be made jointly by Implementing Agency, User and OCP)

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0003
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Tabulation of Score

Tabulated by:

TABULATION OF A-E EVALUATION BOARD MEMBER’S

TOTAL SCORE FOR ID/IQ CONTRACTS

No. Name of Firm Score Score Score Score Total

from from from from Score of
Evaluator Evaluator Evaluator Evaluator all the
No.1 No. 2 No. 3 No. 4 Evaluators

1 0
2 0
3 0
4 0
5 0
6 0
7 0
8 0
9 0
10 0
11 0
12 0
13 0
14 0
15 0
16 0
17 0
18 0
19 0
20 0
Note: Do not enter/delete information in areas highlighted in light turquoise
color.
Name: Date:

_________________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0004
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Evaluation Team Report to Contracting Officer (Page 1 of 2)

MEMORANDUM

TO: NAME
TITLE

FROM: NAME
TITLE

DATE:

SUBJECT: Evaluation Board’s Selection Report for awarding Indefinite Delivery, Indefinite Quantity Contracts

Office of Contracting and Procurement (OCP) had issued a Request for Proposals (RFP) on ____________ (Attachment
No.1) soliciting Expression of Interest from NAME to enter in to Indefinite Delivery, Indefinite Quantity contracts for
providing NAME Services to various District Agencies in architecture, engineering and related areas. The receipt for
responses to be considered in the initial screening date was _________. OCP had received ______ responses to this
RFP.

In accordance with the DCMR 27 Chapter 26, an Evaluation Board was appointed to evaluate all the proposals received
in response to the RFP and recommend awarding ID/IQ contracts to most qualified and experienced NAME for providing
services stated in the RFP. As required by DCMR 27, the board was provided with evaluation criteria to be used for rating
the firms (Attachment No. 2).

Upon review the proposals received from the A/Es, the board members rated each of the A-Es for the listed evaluation
factors using a scale of 0 to 4, 4 being the highest rating. All the evaluations from each of the members (Attachment No.
3) were tabulated and added to arrive at a total numerical score (Attachment No. 4). Based on the tabulation, a rating list
has been prepared with the first firm on the list being the top scorer (Attachment No. 5).

Please select required number of firms to award ID/IQ contracts in the same order as provided in the rating list. The
regulations require that if you choose not to select as recommended by the board, you have to provide justification
and select the firm next on the rating list. Upon completing the selection please send a copy for files of the Board.

_________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0005
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Evaluation Team Report to Contracting Officer “Page 2 of 2”

SUBJECT: Evaluation Board’s report for awarding Indefinite Delivery, Indefinite Quantity Contracts

Rating by
No. Name of the Firm Rating by the
Contracting
Board
Officer
1
2
3
4
5

Comments:

_____________________________ __________________
NAME, TITLE Date

_________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0005
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Justification for Selection

Date: ___________

Subject: Project No: ______________

Construction Contract No.: ______________
Contract Name: ______________

Cluster Leader had approved the list of three Contractors to negotiate the services and the
cost. Meetings were held with all the three Contractors. They were provided with the scope
for their services. All the Contractors were requested to submit their recommended team and
the cost proposal no later than 2.00 PM on _________. The proposals were received and
tabulated.

All the members reviewed the team proposed by each of the Contractors and their cost
proposal. Upon discussion, it was determined that _________________ Contractors Firm was
to be contacted for further negotiation. If the negotiations fail, the next Contractors to be
selected for negotiation will be _______________. This determination was based on the
following:

1.
2.
3.

Prepared by: _____________________

_____________________

Concurred by: _____________________

_____________________

Concurred by: _____________________

_____________________

_________________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0006
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

RECORD OF NEGOTIATION
Date: __________

SUBJECT: Contract No.: _________________________

Project No.: _________________________
Task Order No. _________________________
Contract Name: _________________________

A meeting was held with the ______________ on ____________. Mr./Ms.

______________, Contract Specialist, Mr./Ms. _________________, Chief of
Construction management and Mr./Ms _________________, Administrator of CCSA
also participated in the meeting. In the meeting the proposal submitted by the CM
contractor on __________ was discussed.

At the conclusion of the meeting, it was mutually agreed for $____________ as the
compensation for the ___________Services. It was agreed that the Contractor will
provide the required services within seven calendar days of approval of the Task Order
by the Contracting Officer or on the date specified in the Task Order. It was also agreed
that he will provide additional services only if such services are requested in writing by
the Contracting Officer.

Contractor was advised that a Task Order will be prepared for the Contracting Officer’s
approval and he could start the work only after receiving an approved copy of the Task
Order signed by the Contracting Officer.

Prepared by: _____________________________________________

Project Manager, CCSA, OPM

Concur by: _____________________________________________

Contract Specialist, OCP

Agreed by: _____________________________________________

Name of the Representative, Name of the Firm

_________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0007
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Task Order Document (Page 1 of 2)

Name of the Person

Name of the Company
Street Address
City, State and Zip code

Subject: Contract No.: ___________________________

Project No.: ___________________________
Project Name: ___________________________
Task Order No.: ___________________________

Dear ___________,

This Task Order is issued in accordance with the subject contract. The work to be performed
under the task order is delineated in the attached Appendix A dated ___________________ /
Description of Work dated ______________.

The work for the services required under Title I shall begin within seven (7) calendar days of
the date of this task order and shall be completed within _____ calendar days thereafter. This
timeframe includes the time required by the District to review the design submittals and
provide the comments.

For the services provided under the task order, the District will pay an agreed amount of --------
----------------------Dollars ($---------------) for Title I Services and __________Dollars
($________) totaling to __________________Dollars ($____________).

No work under Title II services shall be started until written receipt of authorization from the
Contracting Officer’s. If this work is authorized, the services will be required for the duration of
the construction contract.

Partial payments under this task order will be made in accordance with the contract and the
payment schedule approved by the Project Manager for the acceptable work accomplished.

____________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0008
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Task Order Document (Page 1 of 2)

Subject: Contract No.: ___________________________

Project No.: ___________________________
Project Name: ___________________________
Task Order No.: ___________________________

The total negotiated amount of __________ Dollars ($________) is based on unaudited

overhead rate of ___%. As agreed on ____________, the rate as well as the total task order
amount will be adjusted upon receipt of acceptable audited report for the overhead rate.
Requests for payment under this task order shall be made after submitting the aforementioned
report.

All other conditions as applicable to the subject contract remain unchanged.

Sincerely,

Contracting Officer

____________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0008
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Authorization for Title II Services

Name of the Person

Name of the A/E Firm
Steer Address
City, State and Zip Code

SUBJECT: A-E Contract No.: ____________________

Task Order No.: ____________________
Project No.: ____________________
Project Name: ____________________

Renovation of Chief Medical Examiner’s Office

Authorization for Title II Services

Dear ____________,

Reference is made to the subject Task Order that was issued by the Contracting Officer on
_______________.

As stated in the Task order, I am hereby authorizing you to provide all the services required by
the Title II services for the project. It should be noted that the Title II Services can only be
provided up to the amount authorized in the Task Order. Additional services, if required, shall
be provided only after receiving written authorization from the Contracting Officer for such
services.

If you have questions or need additional information you may call me at (202) ###-####.

Sincerely,

Name of the Project Manager

Project Manager

Attachments as stated

Copy to Cluster Leader ____________________

OCP Representative ____________________

_________________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0009
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

ROUTING SHEET
PROJECT MANAGER

DATE:
VENDOR NAME:
$$ AMOUNT:
CONTRACT/CO/INVOICE#

PROJECT NUMBER

Check appropriate boxes:

Date and initial INITIALS

appropriate box(es): & DATE PROJECT BUDGET BID CONTRACT CHANGE INVOICE PERMIT DESIGN

DC OPM RECEIVED APPROVAL REALLOCATION ORDER PAYMENT APPROVAL REVIEW

Project Manager INITIAL INITIAL INITIAL INITIAL INITIAL INITIAL INITIAL INITIAL

Cluster Leader INITIAL INITIAL INITIAL INITIAL INITIAL INITIAL N/A N/A

Deputy Director INITIAL N/A INITIAL INITIAL INITIAL INITIAL N/A N/A

Invoice Processor N/A N/A N/A N/A N/A INITIAL N/A N/A

Bid Evaluation Team N/A N/A INITIAL N/A N/A N/A N/A N/A

N/A N/A N/A N/A N/A N/A N/A N/A

Project Manager handoff N/A INITIAL N/A INITIAL INITIAL INITIAL N/A INITIAL

Contractor (if applicable) N/A N/A N/A INITIAL INITIAL INITIAL N/A N/A

Architect (if applicable) N/A N/A N/A N/A N/A INITIAL N/A N/A

N/A N/A N/A N/A N/A N/A N/A N/A

DC OCP N/A N/A N/A N/A N/A N/A N/A N/A

Contract Specialist N/A N/A INITIAL INITIAL INITIAL N/A N/A N/A

Contracting Officer N/A N/A INITIAL INITIAL INITIAL N/A N/A N/A

N/A N/A N/A N/A N/A N/A N/A N/A

DC OFRM N/A N/A N/A N/A N/A N/A N/A N/A

OFRM Representative INITIAL INITIAL N/A N/A N/A INITIAL N/A N/A

N/A N/A N/A N/A N/A N/A N/A N/A

DC Permit Dept N/A N/A N/A N/A N/A N/A N/A N/A

Permit Expeditor N/A N/A N/A N/A N/A N/A INITIAL N/A

N/A N/A N/A N/A N/A N/A N/A N/A

Design Reviewers N/A N/A N/A N/A N/A N/A N/A N/A

CM (QC) N/A N/A N/A N/A N/A N/A N/A INITIAL

N/A N/A N/A N/A N/A N/A N/A N/A

Using Agency N/A N/A N/A N/A N/A N/A N/A N/A

UA Representative INITIAL N/A N/A N/A N/A N/A N/A INITIAL

N/A N/A N/A N/A N/A N/A N/A N/A

____________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
CD-G-0010 (202) 671-2214 FAX: (202) 671-0648
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Description of Change Document for Article 3 Letter (BCD)

Date: ________________

Name of the Person

Name of the Contractor
Street Address
City, State, and Zip Code

Subject: BCD No.: _______________________, Article 3 Letter

Contract No.: ____________________
Project No.: _____________________
Project Name: _________________________________

Dear _________,

Immediately upon receipt of this document and in accordance with Article 3 of the contract, you are
directed to proceed with the enclosed Description of Change dated ______________.

If a request for an increase in contract amount or time is to be made, or if a credit is due the District of
Columbia, your written request or statement of credit should be promptly made to the Contracting
Officer.

Your request for an increase or statement of credit should include details on cost of labor, material,
equipment, overhead, profit, and any pertinent data which affect the subject change. Should extension
of the period of contract performance be a consideration, a complete justification is also required,
explaining the time involved and how this change affects the contract as a whole. You should also
describe the activity or activities affected and the number of days each activity(s) duration has to be
increased or decreased. However, all items of work not affected by this change shall be completed
within the time specified in the contract.

It is requested that you submit your complete proposal within twenty (20) days from receipt of this letter.

Sincerely,

Contracting Officer

Enclosures as stated

_________________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0011
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

LOG OF CHANGE ORDER DRAWINGS

Project No.: _________________________________

Name of the A-E: _________________________________
A-E Contract No.: _________________________________
Task Order No.: _________________________________
Change Order No.: ________________________________
Construction Contractor Name: _____________________
Contract No.: _________________________________
Contract Name: _________________________________

C.O. Drawing Issue BCD No./

Dwg. No. Description of Drawing Date date D.C No.

_________________________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0012
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

MFR OF NEGOTIATION FOR CHANGE ORDER

Date: __________

SUBJECT: Contract No.: ____________________

Project No.: ____________________
Contract Name: ____________________
Change Order No.: ____________________
BCD No.: ____________________

The contractor, __________________, was requested on ____________ to submit a cost

proposal for performing additional change order work. He submitted his cost proposal on
__________ in the amount of $ ________________.

A negotiation meeting was held with Mr. / Ms. ______________ of ____________________

on _____________. In attendance were: __________________, _________________,
___________________, and __________________ representing the District.

Upon conclusion of the meeting it was mutually agreed for $____________ as the
compensation for the added work identified in the scope of work. It was also agreed that
contract time be extended by _________ calendar days. Details for the time extension are
provided in the attached time extension justification memo.

Contractor was advised that a Change Order as agreed for added costs and time will be
prepared for the Contracting Officer’s approval and he will start the work only after receiving an
approved copy of the change order signed by the Contracting Officer.

Prepared by: _____________________________________________

__________________, Office Engineer, CCSA, OPM

Concurred by: ______________________________________________

___________________, Project Manager, CCSA, OPM

Concur by: _______________________________________________

________________, Contract Specialist, OCP

Agreed by: _________________________

Name of the Contractor

Enclosure(s): _________________

_________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0013
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Checklist for Change Order Package

CHANGE ORDER NO.:

ARTICLE 3 LETTER NO.:
PROJECT NO.:
CONTRACT NAME:
CONTRACT NO.:
CONTRACT NAME:
PROJECT MANAGER:
CONTRACT SPECIALIST:

NO. ITEM YES NO

1 CHANGE ORDER SIGNED BY THE CONTRACTOR
2 SCOPE OF WORK
3 MEMORANDUM OF NEGOTIATIONS
4 GOVERNMENT COST ESTIMATE
5 CONTRACTOR COST PROPOSAL
ARTICLE 3 LETTER, FWA
6 LIST OF PAST CHANGE ORDERS
7 COPY OF THE CONTRACT
9 FUNDING DOCUMENT
10
11
12

PREPARED BY:
NAME: DATE
TITLE: PROJECT MANAGER

APPROVED BY:
NAME: DATE
TITLE: CLUSTER LEADER

APPROVED BY:
NAME: DATE
TITLE: ADMINISTRATOR

I COMPLETED SCANNING THE CHANGE ORDER PACKAGE TO THE PASS

NAME: DATE:

2000, 14th Street NW, 8th Floor, Washington DC 20009

CCSA-G-0014 202-671-2214 Fax: 202-671-0648
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

MFR of Failure to Agree on CO Costs

Date: __________

SUBJECT: Contract No.: ____________________

Project No.: ____________________
Contract Name: ____________________
Change Order No.: ____________________
BCD No.: ____________________

The contractor, __________________, was requested on ____________ to submit a cost proposal for
performing additional change order work. He submitted his cost proposal on __________ in the
amount of $ ________________.

A negotiation meeting was held with Mr. ______________ of ____________________ on

_____________. In attendance were: __________________, _________________,
___________________, and __________________ representing the District.

After extensive discussions no agreement could be reached for fair and reasonable costs for the
change.

*In view of this, as the contractor has already accomplished the work under Article 3 Directive (BCD
NO. ___ dated ________), in order for him to be paid, it was mutually agreed that the District will issue
a final decision for the amount the District considers as fair and reasonable. It was also agreed that
the District will state in the decision letter that the following items were agreed for the costs noted
against each of these items and these items are not in dispute:

*In view of this, as time is of essence, the contractor was advised that the District will issue an Article 3
Letter directing him to proceed with the work immediately pending settlement of costs and time for the
work.

Prepared by: _____________________________________________

__________________, Office Engineer, CCSA, OPM

Concurred by: ________________________________________________

__________________, Project Manager, CCSA, OPM

Concurred by: ________________________________________________

________________, Contract Specialist, OCP

Concurred by: ________________________________________________

Name of the Contractor
*Note: Use one of the two

_________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0015
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

PMIS REPORT

Change Order Log (PMIS) Report

CD-G-0016

_________________________________________________________________________________________________
2000 14TH STREET, NW, 5TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0016
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Article 3 Letter (BCD) Checklist

Subject: BCD No. _________, Article 3 Letter Date: ___________

Contract No.: ___________________________
Project No.: ___________________________
Project Name: ___________________________

Sample:

• Refer to Contract drawing Nos.____ through ______ dated_________.

• Delete the requirement of providing (describe the work shown or identified in the drawing) as shown on _______________.

• Delete all the drawings listed above in their entirety.

• Provide (describe the work shown or identified in the drawing) in accordance with the details provided in the Change Order
Drawing Nos. ____through ____ dated________.

• Replace the deleted drawings with the drawings identified above.

• Refer to Contract specifications Section _____ paragraph ______. Delete this paragraph in its entirety

• Provide the (describe the work required in the change order specification) as delineated in the attached specifications title
__________ dated ______________.

___________________________ _____________
Project Manager Date

____________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0017
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Reason for Change and Status of Work

Subject: Subject: BCD No. 00 (Article 3) Date: ____________

Contract No.: ______________
Title: ____________________

STATUS OF AFFECTED WORK

The Contractor is awaiting this directive to proceed with work. The contract work is approximately
___% complete. This change does not affect the items that are on critical path of work and can
be accomplished concurrently with the contract work.

The following contract work activities related to this change order work are not being
performed and are on critical path as such the contract work is being delayed:

_________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0018
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Budget Approval Request (Page 1 of 2)

First Paragraph (Choose one)

1) New Project Approval: I am requesting administrative approval for the Name of

Project (project number 9XXXXX).

2) Augmentation of Existing Project: I am requesting administrative approval for a

budget increase and change of scope for the Name of Project (project number 9XXXXX).

Second Paragraph (if applicable)

History of prior approvals for this project &/or history relating to this project.

Third Paragraph

Description of the project or use your executive summary from your PPG in brief.

Fourth Paragraph (if applicable, need for the budget increase and a detail
description)

Example of detail description:

“Net project budget increases of $800,000 have been experienced due to the following:

Net Construction Cost Increases Attributable to Original Scope (+$400,000)

Net construction cost increases attributable to the original scope include higher
foundation costs due to poor soil conditions ($200,000), higher than anticipated costs for
vertical structure ($100,000), increased costs for fire separation between X building and
the adjacent Y building per the Fire Marshal ($100,000), and increased site utility costs
due to the unanticipated complexity of existing conditions ($100,000). These increased
costs were offset by (-$100,000) reduction in construction management fees.

Construction Cost Increase Attributable to New Scope (+$300,000)

Explanation

Soft Cost Increase (+200,000)

Explanation

__________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0019
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Budget Approval Request (Page 2 of 2)

Special Items Decreased (-$100,000)

Explanation

Fifth Paragraph (Final)

The revised (if applicable) total project cost of $15,000,000 would be funded from gift
funds
($5,000,000), campus funds ($5,000,000), and external financing ($5,000,000).

Attached
SOW
Project Budget Estimate
Contract or Amended Contract
Schedule or Revised Schedule (if applicable)

__________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0019
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Request OFRM to Reallocate Funds

Office of Finance and Resource Management
Account and Reporting Fixed Assets (Real Property)

Building ID No. _______________ Date______________

Building Name: ________________________________________________________________
Building Location/Address: _____________________________________________________
Purchase Order No.: __________________ Project No.:_____________ Phase: _________
Contract Number: __________________________________Task Order No.: ____________
Contractor’s Name: ___________________________________________________________
Contractor’s Address: _____________________________________________________________________
Partial Payment No: _______Date: _________ Payment Amount: $_____________________
Received in OFRM by: _________________________________Date:____________________
Program Funding Code _______ Title: ____________________________________________
_____________________________________________________________________________________________
______________________________________________________________________________________
PROGRAM FUNDING CODES
01) Exterior Doors and Frames 19) Fire Suppression
02) Windows and Frames 20) Emergency System
03) Exterior Finishing –other 21) Lighting
04) Exterior Walls 22) Electrical System
05) Roofing 23) Interior Finishing –other
06) Interior Door and Frames 24) Underground Storage Tanks
07) Ceilings 25) Elevator Renovations
08) Floors 26) Equipment purchase
09) Interior Walls 27) Information Technology (IT)
10) Life Safe Code Compliance 28) Storage Tanks
11) ADA Compliance 29) Site Acquisition
12) Kitchen Equipment 30) Security Systems
13) Asbestos Abatement 31) Project Manager Services, Title I & II
14) Foundation / Site Condition 32) Project Closeout
15) Heating Plants- Boilers 33) New Building /Additions
16) Cooling Plants –HVAC 34) Site Preparation
17) Plumbing Fixtures 35) Environmental Cleanup
18) Plumbing Facilities 36) Structural Work
19) Other: _____________________________________________________________
_____________________________________________________________
Submit an Account and Reporting of Fixed Assets (Real Property) data sheet for all capital
construction projects_____________________________

_________________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0020
 GOVERNEMNT OF DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

BREAKDOWN FOR PROGRESS PAYMENT REQUEST

ARCHITECT-ENGINEER DESIGN TASK ORDERS
Date submitted:

Project Name: Project No.:

Task Order No.: P.O. No.:

A-E Contract No.:
Title I Services:
Change Order No. 1
Change Order No. 2
Change Order No. 3
Change Order No. 4
Total for Change Orders $ -
Total for Title I Services: $ -

Title I Services Completed:

Original Title I work completed % $ -
Change Order 1 work compl. %: $ -
Change Order 2 work compl. %: $ -
Change Order 3 work compl. %: $ -
Change Order 4 work compl. %: $ -
Total Change Order compl.: $ -
Total Title I Service work completed: $ -

Title II Services:
Attend pre-con. Conf. LS
Review submittals LS
Attend ___ Progress Meetings @ 12
Inspect construction, ___ @
Respond to RFI docs. LS
Attend Testing LS
Attend BO Inspection LS
Attend Final inspection LS
Review As-Built drawings LS
Total for Title II Services $ -

Title II Services Completed:

Attend pre-con. Conf LS
Review submittals: LS
Attend __ Progress Meetings @
Inspect construction, ___ @
Respond to RFI docs. LS
Attend 10 Testing LS
Attend BO Inspection LS
Attend Final inspection LS
Review As-Built drawings LS
Total work completed for Title II Services $ -
Total work completed for Title I & Title II Services $ -

CD-G-0021
 GOVERNEMNT OF DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

PROGRESS PAYMENT REQUEST FORM FOR WORK PERFORMED

ARCHITECT-ENGINEER DESIGN TASK ORDERS

Date submitted: January 0, 1900

Project Name: 0 Project No.: 0

A-E Contractor: Contract No.: 0

A-E Address: Task Order No.: 0
P.O. No.: January 0, 1900
A-E Phone No.:
Payment Request No.: For period from: To:

1. Original Task Order Amount for Title I Services $ -

2. Net Amount of Modifications to Title I Servies $ -
3. Revised Task Order Amount for Title I (1+2) $ -
4. Original Task Order Amount for Title II Services $ -
5. Net Amount of Modifications to Title II Services
6. Revised Amount for Title II (5+6) $ -
7. Total Task Order Amount for Title I & Title II $ -

5. Total Amount Completed % $ -

6.Less Percentage Retained 10% $ -
7.Less Previous Payments
8. TOTAL AMOUNT DUE THIS PAYMENT (5-6-7) $ -

CONTRACTOR'S CERTIFICATE: I Certify that all items, quantities and prices of work shown in the requisition are correct to the best
knowledge and belief.

CERTIFICATION OF TIMELY PAYMENTS TO SUBCONTRACTORS AND SUPPLIES: I will make timely payments from the proceed
payment to all subcontractors and suppliers in accordance with my contractual arrangements with them. I have made payment from p
payments to all subcontractors and suppliers in accordance with my contractual arrangements with them.

_______________________________
A-E CONTRACTOR'S SIGNATURE

By:
Printed name
________________________________
TITLE

DC CERTIFICATE: I certify that to the best of my knowledge and belief, this requisition is a true and correct statement of work perfor
contractor and that the work comply with the requirements of the contract.

CONSTRUCTION. REPRESENTATIVE.: DATE:________

PROJECT MANAGER: DATE:________

EXEC. PROGRAM MANAGER.: DATE:________

OPERATIONS MANAGER.: DATE:________

DEPUTY DIRECTOR:___________________________________________ DATE:________

______________________________________________________________________________________________________________
2000 14th Street NW, 5th Floor, Washington DC 20009
CCSA-F-060 202-671-2214 Fax : 202-671-0648
______________________________________________________________________________________________________________
2000 14th Street NW, 5th Floor, Washington DC 20009
CCSA-F-060 202-671-2214 Fax : 202-671-0648
0

Inclusive

t of my

ds of this
proceeds of prior

DATE

rmed by the

____________
____________

____________

____________

____________
______________________________________________________________________________________________________________
2000 14th Street NW, 5th Floor, Washington DC 20009
CCSA-F-060 202-671-2214 Fax : 202-671-0648
______________________________________________________________________________________________________________
2000 14th Street NW, 5th Floor, Washington DC 20009
CCSA-F-060 202-671-2214 Fax : 202-671-0648
 GOVERNEMNT OF DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

PROGRESS PAYMENT REQUEST FORM FOR WORK PERFORMED

Date submitted: January 0, 1900

Project No. Contract No.: 0 Purchase Order No.:

Contract Name: 0 Contract Starting Date:

Contractor: 0 Contract Compl. Date:

Payment Request No.: 0 For period from: To: Inclusive

1. Original Total Contract Amount

2. Net Amount of Change Orders Executed
3. Adjusted Total Contract Amount (1+2) $ -
4. Scheduled For Completion % 0.00%
5. Total Amount Completed % 0.00% $ -
6. Stored Material $ -
7. TOTAL (4+6) $ -
8.Less Percentage Retained 10% $ -
9.Less Previous Payments $ -
TOTAL AMOUNT DUE THIS PAYMENT (7-8-9) $ -

CONTRACTOR'S CERTIFICATE: I Certify that all items, quantities and prices of work and material shown in the requisition are correct to the best of my knowledge
and belief.

CERTIFICATION OF TIMELY PAYMENTS TO SUBCONTRACTORS AND SUPPLIES: I will make timely payments from the proceeds of this payment to all
subcontractors and suppliers in accordance with my contractual arrangements with them. I have made payment from proceeds of prior payments to all
subcontractors and suppliers in accordance with my contractual arrangements with them.

_______________________________
CONTRACTOR'S SIGNATURE

By:
Printed name
________________________________
TITLE DATE

DC CERTIFICATE: I certify that o the best of my knowledge and belief, this requisition is a true and correct statement of work performed and materials supplied by
the contractor and that the work and materials comply with the requirements of the contract. I also certify that all of the required certified payroll affidavits have
been received.

CONSTRUCTION. REPRESENTATIVE.: DATE:___________________

PROJECT MANAGER: DATE:___________________
EXEC. PROGRAM MANAGER.: DATE:___________________

OPERATIONS MANAGER.: DATE:___________________

DEPUTY DIRECTOR:___________________________________________ DATE:___________________

2000 14th Street NW, 8th Floor, Washington DC 20009

CD-G-0021a 202-671-2214 Fax : 202-671-0648
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

PAYMENT REQUEST FOR WORK PERFORMED

SUMMARY SHEET

Project No.: Date:

Contract Name:
Contract No.
Payment Request No.: Contractor:

CONTRACT %THIS %LAST MATERIAL

ITEM AMOUNT REPORT REPORT VALUE ON SITE

1. General Expenses $ -

2. Existing Conditions $ -

3. Concrete $ -

4. Masonry $ -

5. Metals $ -

6. Woods, Plastic, and Composites $ -

7. Thermal & Moisture Protection $ -

8. Openings $ -

9. Finishes $ -

10. Specialties $ -

11. Equipment $ -

12. Furnishings $ -

13. Special Construciton $ -

14. Conveying Equipment $ -

21. Fire Suppression $ -

22. Plumbing $ -

23. Heating, Ventilating, Air Cond. $ -

25. Integrated Automation $ -

26. Electrical $ -

27. Communicaitons $ -

28. Electronic Safety, Security $ -

31. Earthwork $ -

32. Exterior Improvements $ -

33. Utilities $ -
34. Transportation $ -
Total $ - #DIV/0! $ - $ -

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
CD-G-0022 (202) 671-2214 FAX: (202) 671-0648
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Payment Request Receipt from OFRM

Office of Finance and Resource Management

Account and Reporting Fixed Assets (Real Property)

Building ID No. _______________ Date______________

Building Name: ________________________________________________________________
Building Location/Address: _____________________________________________________
Purchase Order No.: __________________ Project No.:_____________ Phase: _________
Contract Number: __________________________________Task Order No.: ____________
Contractor’s Name: ___________________________________________________________
Contractor’s Address: _____________________________________________________________________
Partial Payment No: _______Date: _________ Payment Amount: $_____________________
Received in OFRM by: _________________________________Date:____________________
Program Funding Code _______ Title: ____________________________________________
_____________________________________________________________________________________________
______________________________________________________________________________________
PROGRAM FUNDING CODES
01) Exterior Doors and Frames 19) Fire Suppression
02) Windows and Frames 20) Emergency System
03) Exterior Finishing –other 21) Lighting
04) Exterior Walls 22) Electrical System
05) Roofing 23) Interior Finishing –other
06) Interior Door and Frames 24) Underground Storage Tanks
07) Ceilings 25) Elevator Renovations
08) Floors 26) Equipment purchase
09) Interior Walls 27) Information Technology (IT)
10) Life Safe Code Compliance 28) Storage Tanks
11) ADA Compliance 29) Site Acquisition
12) Kitchen Equipment 30) Security Systems
13) Asbestos Abatement 31) Project Manager Services, Title I & II
14) Foundation / Site Condition 32) Project Closeout
15) Heating Plants- Boilers 33) New Building /Additions
16) Cooling Plants –HVAC 34) Site Preparation
17) Plumbing Fixtures 35) Environmental Cleanup
18) Plumbing Facilities 36) Structural Work
19) Other: _____________________________________________________________
_____________________________________________________________
Submit an Account and Reporting of Fixed Assets (Real Property) data sheet for all capital
construction projects

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0023
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Project Invoice Report (PMIS)

CD-G-0024

_________________________________________________________________________________________________
2000 14TH STREET, NW, 5TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0024
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Contractor Evaluation
1. INTRODUCTION

[Adapted from the Commonwealth of Pennsylvania Department of General Services… Review Draft: June
14, 2005]

DEFINITIONS

The term “Contractor” means the Construction General Contractor.

The term “Administrator” means the Administrator of Construction in the Office of Property Management’s
Construction Division.

The term “Deputy Director” means the Deputy Director of Construction in the Office of Property
Management’s Construction Division.

The term “Project Manager” means the Property Manager assigned to the Project by the Office of
Property Management’s Construction Division.

The term “Client” means the District agency for which the Office of Property Management is managing the
Project.

The term “Project” means an Office of Property Management managed construction project.

The term “Representatives” means OPM’s third party professionals, such as architects and engineers.

The acronym “QA/QC” means Quality Assurance/Quality Control.

The acronym “SOV” means Schedule of Values.

The Contractor Performance Evaluation System has been developed to evaluate the performance of
contractors on current construction projects. This system makes it possible for the Office of Property
Management (OPM) to review the Contractor’s performance on OPM managed construction projects.

OPM will conduct construction contractor performance evaluations for all construction projects managed
by OPM regardless of the method of procurement.

2. SCHEDULE OF EVALUATION

(A) OPM will evaluate a Contractor’s performance during the course of each Project. The minimum
frequency of evaluations will be based on the percent of physical work completed, as shown in the
following table:

_________________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0025
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

MINIMUM FREQUENCIES OF PERFORMANCE EVALUATIONS

Contract Duration Evaluation Frequency
Up to 4 months One: at final completion
Between 4 to 12 months Two: at 50% and final completion
Beyond 12 months Five: at 15%, 30%, 50%, 75% and final completion

(B) In addition to the above, OPM reserves the right to evaluate a Contractor’s performance at any time
during a Project provided that no less than thirty (30) calendar days has elapsed since the last
performance evaluation.

3. PERFORMANCE EVALUATION

The OPM Project Manager (PM) will be responsible for ensuring that the Contractor Performance
Evaluation Form (Exhibit A) is completed and submitted to the Administrator in accordance with the above
Section 2. The Contractor Performance Evaluation Form consists of two parts: Part 1 Summary Report,
and Part 2 OPM Project Manager Report. Upon completing Part 2, the PM will complete Part 1 Summary
Report and calculate the Contractor’s overall performance rating for the project to-date. The PM will be
responsible for completing and submitting its evaluation to the OPM Senior Project Manager (Senior PM)
within 5 business days of Contractor’s completion of an evaluation milestone as set forth in the table in
Section 2(A) above, and additionally will be responsible for completing and submitting its evaluation to the
Senior PM at such other times as OPM deems appropriate, in its sole discretion, in accordance with
Section 2(B) above.

The Senior PM will be responsible for submitting the completed Contractor Performance Evaluation Form
to the Administrator for review approval. The Administrator will review the Contractor Performance
Evaluation Form to ensure that ratings are fair, consistent, and accurate based on the underlying facts
and supporting documentation.

Upon approval, the Administrator will forward the Contractor Performance Evaluation Form to the Deputy
Director for approval and signature. The final evaluation form will be sent to the Contractor per Section 6
of these guidelines.

4. EVALUATION CRITERIA

As identified on the Contractor Performance Evaluation Form, the evaluation criteria and sub-factors of
each criteria are:

QUALITY OF WORK
● Quality of Workmanship
● Quality of Subcontractors’ Work
● Compliance with Plans and Specifications
● Adequacy of the QA/QC Plan
● Adequacy of the QA/QC Testing
● Implementation of the QA/QC Plan
_________________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0025
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

● Quality of QA/QC Documentation

● Storage of Materials
● Adequacy of Materials
● Use of Specified Materials
● Quality of Submittals
● Timely Correction of Deficient Work

COST CONTROL
● Practices Change Order Avoidance and Minimization
● Change Order Documentation
● Change Order Pricing (based on the percentage calculated by dividing the total value of the
change orders since the last evaluation by the total Project budget applicable to the same
period, the rating for this sub-factor shall be:≤ 3% = 100, ≤ 10% = 90, ≤ 15% = 80, ≤ 20% =
70, > 20% = 60)
● Timely Performs Change Order Work

SCHEDULE/TIME MANAGEMENT
● Adequacy of Initial Project Schedule
● Adherence to Approved Schedule
● Schedule Update Timeliness and Accuracy (Monthly)
● Timely Submittal of and Adherence to Recovery Schedule (If Applicable)
● Timely Notification of Conditions Impacting Schedule (such as, inspectors, material lead
times, coordination with other city agencies)
● Timely Submission of Shop Drawings
● Timely Payments to Subcontractors and Vendors
● Timely Conducting of all Inspections, including, for example, inspections for permits
(materials, mechanical systems, close-out, etc.)

MANAGEMENT
● Cooperation/Responsiveness with OPM Project Staff, Client and Representatives
● Coordination with Other Primes
● Coordination and Control of Subcontractors
● Professional Conduct
● Management of Personnel/Resources
● Adequate Amount of Workforce, Materials and Equipment to Meet Schedule
● Job-site Supervision
● Adequacy of Daily Work Log
● Review/Resolution of Subcontractor’s Issues
● Compliance with Laws, Regulations, Permits, Inspections, Testing
● Housekeeping (i.e. cleanliness of job site, trailer, etc.)
● Invoices adhere to approved S.O.V./% Complete
● Prompt Correction of Deficiencies
● Certified Payrolls Properly Completed and Submitted
● Trained and Skilled Workforce
_________________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0025
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

SAFETY STANDARDS
● Adequacy of Safety Plan
● Implementation of Safety Plan
● Minimizes Job-site Accidents
● On-site Safety Maintenance
● Compliance with Worker Exposure Requirements
● Compliance with Drug/Alcohol Abuse Requirements
● Adequacy of Regulatory Compliance Documentation

CLOSE-OUT
● Prompt Completion of Punch List
● Promptness of submitting As-built Drawings, O&M Manuals, Warranties, etc.
● Quality of As-built Drawings, O&M Manuals, Warranties, etc.
● Adequacy of User Training
● Supports Building Commissioning
● Demobilization and Site Clean-up

5. PERFORMANCE EVALUATION RATING SYSTEM

In evaluating and rating each criteria and sub factor on the Contractor Performance Evaluation Form, the
evaluator will use the following rating systems. The ratings reflect the District’s satisfaction with the
Contractor’s performance of the requirements of the Project from the date of the last evaluation (or from
Project commencement if it is a first Project evaluation) to the date of the current evaluation.

Excellent (100)
When applied to the individual evaluation sub-factor, a rating of excellent should be given if the contractor
work far exceeds the contract requirements by consistently exhibiting excellent performance typically
meets and regularly exceeds the contract requirements.

Good (90)
When applied to the individual evaluation sub-factor, a rating of good should be given if the Contractor
often exceeds the contract requirements and frequently provides a high level of performance, typically
meets, and often exceeds the contract requirements.

Satisfactory (80)
When applied to the individual evaluation sub-factor, a rating of satisfactory should be given if the
Contractor provides an acceptable level of performance consistently meeting the contract requirements.

Marginal (70)
When applied to the individual evaluation sub-factor, a rating of satisfactory should be given if the
Contractor performs slightly below the requirements of the contract, meeting the contract requirements on
an intermittent basis.

Unsatisfactory (60)
_________________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0025
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

When applied to the individual evaluation sub-factor, a rating of unsatisfactory should be given if the
Contractor fails to meet important contract requirements, resulting in a negative impact on the entire
project.

For any performance evaluation rating value below Satisfactory (80.0), the evaluator must provide written
comments with specific explanations of how and when a Contractor failed to meet the contract
requirements.

6. NOTIFICATION TO CONTRACTOR

OPM will notify the Contractor of the results of the most recent performance evaluation. The notification
will include a cover letter, and a copy of the Contractor Performance Evaluation Form with supporting
documents, if any. If the overall Performance Rating is below Satisfactory (80.0), the cover letter will set
forth a timeframe in which the Contractor must correct deficiencies to achieve an overall performance
rating of at least satisfactory (80.0). If the Contractor fails to remedy the deficiencies within this
timeframe, OPM will input results into the OPM database and submit a copy of evaluation and supporting
documents to OCP for inclusion in the Contractor’s OCP file.

7. CONTRACTOR CHALLENGES

A Contractor who wishes to challenge a performance evaluation shall submit its challenge in writing to the
Deputy Director, with a copy to the Administrator, postmarked within fifteen (15) calendar days of date of
notice.

The written challenge must include a detailed explanation, and documentation, if any, of the specific
grounds for the challenge.

Failure to timely challenge a performance evaluation in the manner required will be deemed to be a
waiver of Contractor’s right to challenge that performance evaluation.

If a challenge, in accordance with this Section 7, is given by a Contractor, the results of the Contractor’s
performance evaluation will not be final (entered into the OPM database) until the Deputy Director renders
a final written decision. Upon arriving at a final decision, the Deputy Director, or his designee, will forward
said decision to the Contractor. If the Deputy Director’s final decision is to maintain the overall
Performance Rating, the Deputy Director will forward a copy of the decision to OCP and the Contractor
shall be added to the OPM database and a copy of evaluation and supporting documents will be provided
to OCP for inclusion in the Contractor’s OCP file.

8. FINAL PERFORMANCE EVALUATION RATING

At the completion of a Project, the Contractor will be given a Final Performance Evaluation Rating which
will be calculated by averaging all Performance Ratings given in the course of the Project.

_________________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0025
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Exhibit A
CONTRACTOR PERFORMANCE EVALUATION FORM

Part 1
Summary Report

DATE ____________________
CONTRACTOR __________________________________________________
CONTACT NAME __________________________________________________
PROJECT NUMBER ____________________
PROJECT NAME __________________________________________________
PROJECT ADDRESS __________________________________________________

EVALUATION SCHEDULE (based on physical work):

Circle One: 15% 30% 50% 75% Final Other_________

EVALUATOR _____________________________ DATE ____________

INSTRUCTIONS:

The Office of Property Management (OPM) should complete a performance

evaluation form for each prime contract according to the evaluation schedule set
forth above. It is important to use the point ranking system specified on this form.

SUMMARY RATING N/A

QUALITY OF WORK
COST CONTROL
SCHEDULE/TIME MANAGEMENT
MANAGEMENT
COMPLIANCE WITH SAFETY STANDARDS
CLOSEOUT (Final Only)
OVERALL PERFORMANCE RATING*
*Sum of Summary Ratings divided by number of categories evaluated.

______________________________ ______________________________
PROJECT MANAGER/DATE SR. PROJECT MANAGER/DATE

______________________________ ______________________________
ADMINISTRATOR/DATE DEPUTY DIRECTOR/DATE

_________________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0025
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Exhibit A
CONTRACTOR PERFORMANCE EVALUATION FORM
Part 2
Construction Inspection Supervisor Detailed Report
DATE ____________________
CONTRACTOR __________________________________________________
CONTACT NAME __________________________________________________
PROJECT NUMBER ____________________
PROJECT NAME __________________________________________________
PROJECT ADDRESS __________________________________________________

EVALUATION SCHEDULE
Circle One: 15% 30% 50% 75% Final Other_________

EVALUATOR ______________________________ DATE __________________

QUALITY OF WORK N/A Excellen Good Satisfactor Marginal Unsatis-

t y factory
Quality of Workmanship 100 90 80 70 60
Quality of Subcontractor’s Work 100 90 80 70 60
Compliance with Plans and 100 90 80 70 60
Specifications
Implementation of the QA/QC 100 90 80 70 60
Plan
Adequacy of the QA/QC Plan 100 90 80 70 60
Adequacy of QA/QC Testing 100 90 80 70 60
Quality of QA/QC 100 90 80 70 60
Documentation
Storage of Materials 100 90 80 70 60
Adequacy of Materials 100 90 80 70 60
Use of Specified Materials 100 90 80 70 60
Quality of Submittals 100 90 80 70 60
Identification and Timely 100 90 80 70 60
Correction of Deficient Work
Summary Rating
(Sum of values circled divided by number of sub-factors evaluated)
Comments for Individual or Summary Ratings less than 80: __________________________________________

COST CONTROL N/A Excellent Good Satisfactory Marginal Unsatisfactory

Practices Change 100 90 80 70 60
Order Avoidance and
Minimization
Change Order 100 90 80 70 60
Documentation
Change Order Pricing 100 90 80 70 60
Timely Performs 100 90 80 70 60
Change Order Work
Subcontractor 100 90 80 70 60
Change Order
_________________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0025
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Review and Approval

Summary Rating
(Sum of values circled divided by number of sub-factors evaluated)
Comments for Individual or Summary Ratings less than 80: __________________________________________
__________________________________________________________________________________________

Exhibit A
CONTRACTOR PERFORMANCE EVALUATION FORM
Part 2
SCHEDULE/TIME N/A Excellent Good Satisfactor Marginal Unsatis-
MANAGEMENT y factory
Adequacy of Initial Project 100 90 80 70 60
Schedule
Adherence to Approved 100 90 80 70 60
Schedule
Schedule Update Timeliness 100 90 80 70 60
and Accuracy
Timely Submittal and 100 90 80 70 60
Adherence to Recovery
Schedule
Timely Notification of 100 90 80 70 60
Conditions Impacting
Schedule, Tie-ins, Shut-
downs, etc.
Time Submission of Shop 100 90 80 70 60
Drawings
Timely Payments to 100 90 80 70 60
Subcontractors and Vendors
(Compliance with Prompt
Payment Act)
Timely in Obtaining Permits, 100 90 80 70 60
Conducting Inspections, etc.
Summary Rating
(Sum of values circled divided by number of sub-factors evaluated)
Comments for Individual or Summary Ratings less than 80:___________________________________________
__________________________________________________________________________________________

MANAGEMENT N/A Excellent Good Satisfactory Marginal Unsatisfactory

Cooperation/Responsiveness 100 90 80 70 60
with OPM Project Staff,
Client and Representatives
Coordination with Other 100 90 80 70 60
Primes
Coordination and Control of 100 90 80 70 60
Subcontractors
Professional Conduct 100 90 80 70 60
Management of 100 90 80 70 60
Personnel/Resources
Provides Adequate Amount 100 90 80 70 60
of Workforce, Materials and
_________________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0025
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Equipment to Meet Schedule

Job-Site Supervision 100 90 80 70 60
Adequacy of Daily Work Log 100 90 80 70 60
Review/Resolution of 100 90 80 70 60
Subcontractor’s Issues
Practices Claim Avoidance 100 90 80 70 60
and Minimization
Compliance with Laws, 100 90 80 70 60
Regulations, Permits,
Inspections, Testing
Housekeeping 100 90 80 70 60
Summary Rating
(Sum of values circled divided by number of sub-factors evaluated)
Comments for Individual or Summary Ratings less than 80:___________________________________________
__________________________________________________________________________________________

Exhibit A
CONTRACTOR PERFORMANCE EVALUATION FORM
Part 2
LABOR STANDARDS N/A Excellent Good Satisfactor Marginal Unsatisfactory
y
Correction of Noted 100 90 80 70 60
Deficiencies
Payrolls Properly 100 90 80 70 60
Completed and Submitted
Compliance with Labor 100 90 80 70 60
Laws
Compliance with 100 90 80 70 60
Prevailing Wage Law
Trained and Skilled 100 90 80 70 60
Workforce
Summary Rating
(Sum of values circled divided by number of sub-factors evaluated)
Comments for Individual or Summary Ratings less than 80:___________________________________________
__________________________________________________________________________________________

SAFETY STANDARDS N/A Excellent Good Satisfactor Marginal Unsatisfactory

y
Adequacy of Safety Plan 100 90 80 70 60
Implementation of Safety 100 90 80 70 60
Plan
Minimizes Job-site 100 90 80 70 60
Accidents
On-site Safety 100 90 80 70 60
Maintenance
Compliance with Worker 100 90 80 70 60
Exposure Requirements
Compliance with 100 90 80 70 60
Drug/Alcohol Abuse
Requirements
_________________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0025
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Adequacy of Regulatory 100 90 80 70 60

Compliance
Documentation
Summary Rating
(Sum of values circled divided by number of sub-factors evaluated)
Comments for Individual or Summary Ratings less than 80:___________________________________________
__________________________________________________________________________________________

Exhibit A
CONTRACTOR PERFORMANCE EVALUATION FORM
Part 2

CLOSE-OUT N/A Excellent Good Satisfactor Marginal Unsatisfactory

y
Prompt Completion of 100 90 80 70 60
Punch List
Promptness/Quality of As- 100 90 80 70 60
built Drawings, O&M
Manuals, Warranties,
etc…
Adequacy of User 100 90 80 70 60
Training
Supports Building 100 90 80 70 60
Commissioning
Demobilization and Site 100 90 80 70 60
Clean-up
Summary Rating
(Sum of values circled divided by number of sub-factors evaluated)
Comments for Individual or Summary Ratings less than 80:___________________________________________
__________________________________________________________________________________________

_________________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0025
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Exhibit A
CONTRACTOR PERFORMANCE EVALUATION FORM

INSTRUCTIONS:
In the space provided below, if applicable, provide additional text to identify and to describe how
specific individuals or firms exerted a positive or negative impact on the contractor’s performance on
this project. The text provided below is for informational purposes only and should already be factored
into the evaluation ratings.

Contractor’s Personnel

Subcontractor’s Personnel

_________________________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0025
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Comunciations Guideline

DC OPM Logo Center Top

Date and confidential or draft lower right
File and Path in left footer
Page # in center footer
Type font Arial 10pt
File Name:
ProjectName_Subject_Version_Initials_Date
DC OPM_Schedule_V1_JFS_062707

_________________________________________________________________________________________________
2000 14TH STREET, NW, 5TH FLOOR, WASHINGTON, D.C. 20009
CD-G-0026 (202) 671-2214 FAX: (202) 671-0648
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Contact List
District of Columbia
OPM
Last First Title Phone Cell Fax Other Email Notes

OFRM
Last First Title Phone Cell Fax Other Email Notes

OCP
Last First Title Phone Cell Fax Other Email Notes

Architect
Architect XXX
Address
Address
Last First Title Phone Cell Fax Other Email Notes

Engineer XXX
Address
Address
Last First Title Phone Cell Fax Other Email Notes

Construction Manager
GC XXXX
Address
Address
Last First Title Phone Cell Fax Other Email Notes

Consultants
Consultant XXX
_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
CD-G-0027 (202) 671-2214 FAX: (202) 671-0648
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Contact List
Address
Address
Last First Title Phone Cell Fax Other Email Notes

Regulatory Agencies
City XXX
Address
Address
Last First Title Phone Cell Fax Other Email Notes

DCRA
Address
Address
Last First Title Phone Cell Fax Other Email Notes

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
CD-G-0027 (202) 671-2214 FAX: (202) 671-0648
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Action Items
Project Name: Priority Key: 1= Critical Path Item / Due within 2 weeks
Distribution List: 2= Critical Path Item / Due within 4 weeks
OPM: 3= Critical Path Item / Due within 8 weeks
4= Non Critical Path Item
Wednesday, October 01, 2008
Action Item Project Agency Priority Description Status Started Due Responsible Party Remarks

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
CD-G-0028a (202) 671-2214 FAX: (202) 671-0648
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Action Items
Project Name: Priority Key: 1= Critical Path Item / Due within 2 weeks
Distribution List: 2= Critical Path Item / Due within 4 weeks
OPM: 3= Critical Path Item / Due within 8 weeks
4= Non Critical Path Item
Wednesday, October 01, 2008
Action Item Project Agency Priority Description Status Started Due Responsible Party Remarks

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
CD-G-0028a (202) 671-2214 FAX: (202) 671-0648
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Risk Log
Risk Profile and Mitigation Plan: Updated July 18, 2007

# Probability Severity (L, Type Strategy

(L, M, H) M, H) Schedule, Accept,
Risk Issue Cost, Transfer, Potential Mitigation Strategy Comments
Technical Mitigate,
Reject

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
CD-G-0029 (202) 671-2214 FAX: (202) 671-0648
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Project Performance Report

CD-G-0030

_________________________________________________________________________________________________
2000 14TH STREET, NW, 5TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0030
 Master Project Schedule
Issued: October 9, 2007
ID Task Name Start Date 2007 2008 2009 2010 2011

1 PROJECT NAME Thu 1/4/07 Mon 12/21/09

2 DCOPM Thu 1/4/07 Thu 3/1/07
3 Facility Condition Assessment Submission Thu 1/4/07 Thu 1/4/07 /4 Facility Condition Assessment Submission
4 Project Request Form Approval Thu 2/1/07 Thu 2/1/07 2/1 Project Request Form Approval
5 Funding Approval Thu 3/1/07 Thu 3/1/07 3/1 Funding Approval
6 Architect / Engineer Tue 5/15/07 Tue 4/1/08
7 Schematic Design Tue 5/15/07 Thu 7/19/07 5/15 Schematic Design
8 Design Development: Complete Wed 7/11/07 Fri 10/12/07 7/11 Design Development: Complete
9 Schematic Design Estimate Fri 7/20/07 Fri 7/20/07 7/20 Schematic Design Estimate
14 Estimate Reconciliation Complete Mon 8/13/07 Mon 8/13/07 8/13 Estimate Reconciliation Complete
15 Schematic Design: MEP Infrastructure Wed 10/3/07 Wed 10/3/07 10/3 Schematic Design: MEP Infrastructure
10 Construction Documents Bid Pack Fri 10/12/07 Fri 10/12/07 10/12 Construction Documents Bid Pack
11 Construction Documents Bid Pack 2 Wed 10/31/07 Wed 10/31/07 10/31 Construction Documents Bid Pack 2
16 Design Development Fri 11/2/07 Fri 11/2/07 11/2 Design Development
12 Construction Documents Bid Pack 3 Mon 11/26/07 Mon 11/26/07 11/26 Construction Documents Bid Pack 3
13 Construction Documents Bid Pack 4 Tue 4/1/08 Tue 4/1/08 4/1 Construction Documents Bid Pack
36 Geotechnical Engineering or Survey Work Mon 6/25/07 Fri 8/10/07
37 Bid Geotechnical Soil Borings Mon 6/25/07 Mon 6/25/07 6/25 Bid Geotechnical Soil Borings
38 Contract Soil Borings Mon 7/16/07 Mon 7/16/07 7/16 Contract Soil Borings
40 Borings: 2nd Visit Mon 8/6/07 Mon 8/6/07 8/6 Borings: 2nd Visit
39 Soil Borings Reports Complete Fri 8/10/07 Fri 8/10/07 8/10 Soil Borings Reports Complete
31 Move In Planning Services Tue 6/26/07 Fri 10/19/07
32 Move In Planning Final Recommendations and Budget Presentation Tue 6/26/07 Fri 10/19/07 6/26 Move In Planning Final Recommendation
41 Construction Testing and Inspection Services Mon 10/15/07 Mon 12/3/07
42 RFP And Bid Mon 10/15/07 Fri 11/9/07 10/15 RFP And Bid
43 Bid Evaluation And Award Mon 11/12/07 Mon 12/3/07 11/12 Bid Evaluation And Award
44 Asbestos Testing and Abatement Mon 10/15/07 Thu 11/15/07
45 Testing and Abatement Mon 10/15/07 Thu 11/15/07 10/15 Testing and Abatement
17 Construction Mon 12/3/07 Mon 12/21/09

Task Rolled Up Task External Tasks

Progress Rolled Up Milestone Project Summary

Milestone Rolled Up Progress Group By Summary

Summary Split Deadline

Page 1 pf 2 Updated Tue 2/3/09

 Master Project Schedule
Issued: October 9, 2007
ID Task Name Start Date 2007 2008 2009 2010 2011

18 GMP Contract Mon 12/3/07 Mon 12/3/07 12/3 GMP Contract

19 Mobilize Tue 12/18/07 Wed 1/2/08 12/18 Mobilize
20 Decel / Sitework, Foundations Wed 12/26/07 Thu 6/5/08 12/26 Decel / Sitework, Foundations
30 MEP Infrastructure Thu 5/8/08 Thu 4/16/09 5/8 MEP Infrastructure
21 Structure Thu 5/15/08 Thu 6/5/08 5/15 Structure
22 Enclosure Fri 8/29/08 Wed 1/7/09 8/29 Enclosure
25 Mechanical / Electrical Fri 10/3/08 Tue 2/24/09 10/3 Mechanical / Electrical
23 Building Enclosed Wed 1/7/09 Wed 1/7/09 1/7 Building Enclosed
24 Prep / Recovery / Waiting Wed 4/8/09 Mon 12/21/09 4/8 Prep / Recovery /
26 Punch List Wed 4/8/09 Wed 4/22/09 4/8 Punch List
27 Ready for Occupancy Wed 4/22/09 Wed 4/22/09 4/22 Ready for Occupancy
28 Pre/Recovery Inspections: Punch List Fri 8/28/09 Mon 9/21/09 8/28 Pre/Recovery Inspecti
29 Pre/Recovery Ready for Occupancy Mon 9/21/09 Mon 9/21/09 9/21 Pre/Recovery Ready
33 FF&E Tue 1/1/08 Mon 9/1/08
34 Furniture Systems (Procurement) Tue 1/1/08 Tue 7/1/08 1/1 Furniture Systems (Procurement)
35 Furniture Systems (Installation) Tue 7/1/08 Mon 9/1/08 7/1 Furniture Systems (Installation)

Task Rolled Up Task External Tasks

Progress Rolled Up Milestone Project Summary

Milestone Rolled Up Progress Group By Summary

Summary Split Deadline

Page 2 pf 2 Updated Tue 2/3/09

 Master Project Schedule
Issued: October 9, 2007
ID Task Name Start Date 2007 2008 2009 2010 2011 2012
Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1
1 PROJECT NAME Thu 1/4/07 Thu 5/20/10
2 DCOPM Thu 1/4/07 Thu 3/1/07
3 Facility Condition Assessment Submission Thu 1/4/07 Thu 1/4/07 1/4 Facility Condition Assessment Submission
4 Project Request Form Approval Thu 2/1/07 Thu 2/1/07 2/1 Project Request Form Approval
5 Funding Approval Thu 3/1/07 Thu 3/1/07 3/1 Funding Approval
6 Architect / Engineer Tue 5/15/07 Tue 4/1/08
7 Schematic Design: Surgery Tue 5/15/07 Thu 7/19/07 5/15 Schematic Design: Surgery
8 Design Development: Complete Wed 7/11/07 Fri 10/12/07 7/11 Design Development: Complete
9 Schematic Design Estimate: HKS Fri 7/20/07 Fri 7/20/07 7/20 Schematic Design Estimate: HKS
14 Estimate Reconciliation Complete with HKS and CM: 10:00AM - Noon Mon 8/13/07 Mon 8/13/07 8/13 Estimate Reconciliation Complete with HKS and CM: 10:00AM - Noon
15 Schematic Design: MEP Infrastructure Wed 10/3/07 Wed 10/3/07 10/3 Schematic Design: MEP Infrastructure
10 Construction Documents Bid Pack 1: MDOT Decel/Site/Civil Fri 10/12/07 Fri 10/12/07 10/12 Construction Documents Bid Pack 1: MDOT Decel/Site/Civil
11 Construction Documents Bid Pack 2:Site Prep/Demo/MEP Reroutes Wed 10/31/07 Wed 10/31/07 10/31 Construction Documents Bid Pack 2:Site Prep/Demo/MEP Reroutes
16 Design Development: MEP Infrastructure Fri 11/2/07 Fri 11/2/07 11/2 Design Development: MEP Infrastructure
12 Construction Documents Bid Pack 3: Foundations/Structure/Skin Mon 11/26/07 Mon 11/26/07 11/26 Construction Documents Bid Pack 3: Foundations/Structure/Skin
13 Construction Documents Bid Pack 4: Interior Fit-Out Tue 4/1/08 Tue 4/1/08 4/1 Construction Documents Bid Pack 4: Interior Fit-Out
44 Geotechnical Engineering or Survey Work Mon 6/25/07 Fri 8/10/07
45 Bid Geotechnical Soil Borings Mon 6/25/07 Mon 6/25/07 6/25 Bid Geotechnical Soil Borings
46 Contract Soil Borings Mon 7/16/07 Mon 7/16/07 7/16 Contract Soil Borings
48 Borings: 2nd Visit Mon 8/6/07 Mon 8/6/07 8/6 Borings: 2nd Visit
47 Soil Borings Reports Complete Fri 8/10/07 Fri 8/10/07 8/10 Soil Borings Reports Complete
39 Move In Planning Services Tue 6/26/07 Fri 10/19/07
40 Move In Planning Final Recommendations and Budget Presentation Tue 6/26/07 Fri 10/19/07 6/26 Move In Planning Final Recommendations and Budget Presentation
49 Construction Testing and Inspection Services Mon 10/15/07 Mon 12/3/07
50 RFP And Bid Mon 10/15/07 Fri 11/9/07 10/15 RFP And Bid
51 Bid Evaluation And Award Mon 11/12/07 Mon 12/3/07 11/12 Bid Evaluation And Award
52 Asbestos Testing and Abatement Mon 10/15/07 Thu 11/15/07
53 Testing and Abatement Mon 10/15/07 Thu 11/15/07 10/15 Testing and Abatement
17 Construction Mon 12/3/07 Thu 5/20/10
18 GMP Contract Mon 12/3/07 Mon 12/3/07 12/3 GMP Contract

Task Summary Rolled Up Progress Project Summary

Progress Rolled Up Task Split Group By Summary

Milestone Rolled Up Milestone External Tasks Deadline

Page 1 pf 2 Updated Thu 9/25/08

 Master Project Schedule
Issued: October 9, 2007
ID Task Name Start Date 2007 2008 2009 2010 2011 2012
Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1
19 Mobilize Tue 12/18/07 Wed 1/2/08 12/18 Mobilize
20 Decel / Sitework, Foundations Wed 12/26/07 Thu 6/5/08 12/26 Decel / Sitework, Foundations
38 MEP Infrastructure Thu 5/8/08 Thu 4/16/09 5/8 MEP Infrastructure
21 Structure Thu 5/15/08 Thu 6/5/08 5/15 Structure
22 Enclosure Fri 8/29/08 Wed 1/7/09 8/29 Enclosure
24 Surgery & CSR Build Out (A & B) Wed 10/1/08 Tue 4/7/09 10/1 Surgery & CSR Build Out (A & B)
27 Mechanical / Electrical: Basement Fri 10/3/08 Tue 2/24/09 10/3 Mechanical / Electrical: Basement
23 Building Enclosed Wed 1/7/09 Wed 1/7/09 1/7 Building Enclosed
25 Prep / Recovery / Waiting (C & D) Wed 4/8/09 Mon 12/21/09 4/8 Prep / Recovery / Waiting (C & D)
28 Surgery & CSR Inspections / Punch List/ MDCIS Survey (A & B) Wed 4/8/09 Wed 4/22/09 4/8 Surgery & CSR Inspections / Punch List/ MDCIS Survey (A & B)
29 Surgery & CSR Ready for Occupancy Wed 4/22/09 Wed 4/22/09 4/22 Surgery & CSR Ready for Occupancy
30 Pre/Recovery Inspections: Punch List / MDCIS ( C ) Fri 8/28/09 Mon 9/21/09 8/28 Pre/Recovery Inspections: Punch List / MDCIS ( C )
31 Pre/Recovery Ready for Occupancy Mon 9/21/09 Mon 9/21/09 9/21 Pre/Recovery Ready for Occupancy
26 Lockers / Waiting (E & F) Tue 12/22/09 Wed 5/5/10 12/22 Lockers / Waiting (E & F)
32 Lockers / Waiting: Inspections / Punch List / MDCIS ( D ) Tue 12/22/09 Thu 1/14/10 12/22 Lockers / Waiting: Inspections / Punch List /
33 Lockers / Waiting: Ready for Occupancy Fri 1/15/10 Fri 1/15/10 1/15 Lockers / Waiting: Ready for Occupancy
34 PACU / Admin: Inspection / Punch List / MDCIS ( E ) Thu 3/4/10 Thu 3/18/10 3/4 PACU / Admin: Inspection / Punch List / M
35 PACU / Admin: Ready for Occupancy Thu 3/18/10 Thu 3/18/10 3/18 PACU / Admin: Ready for Occupancy
36 New Waiting Area: Inspection / Punch List / MDCIS ( F ) Fri 5/7/10 Thu 5/20/10 5/7 New Waiting Area: Inspection / Punch
37 New Waiting Area: Ready for Occupancy Thu 5/20/10 Thu 5/20/10 5/20 New Waiting Area: Ready for Occupa
41 FF&E Tue 1/1/08 Mon 9/1/08
42 Furniture Systems (Procurement) Tue 1/1/08 Tue 7/1/08 1/1 Furniture Systems (Procurement)
43 Furniture Systems (Installation) Tue 7/1/08 Mon 9/1/08 7/1 Furniture Systems (Installation)

Task Summary Rolled Up Progress Project Summary

Progress Rolled Up Task Split Group By Summary

Milestone Rolled Up Milestone External Tasks Deadline

Page 2 pf 2 Updated Thu 9/25/08

 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Surveillance Report (Page 1 of 3)

Attention: Deputy Director of OPM

Date of Report: 11/7/07

Report No: SR #

Surveillance Activity
To determine if the Project XXXX is in compliance with the DC OPM Procedure
Manual

Location:

Performed By: Date:

Attendees:

Surveillance Summary
Initiation Phase
• Are you in compliance with the checklist?
Planning Phase
• Are you in compliance with the checklist?
Design Phase
• Are you in compliance with the checklist?
Construction Phase
• Are you in compliance with the checklist?
Closeout Phase
• Are you in compliance with the checklist?
Process Controls: Procurement/Bidding/Selection/Negotiation
• Are you in compliance with the checklist?
Process Controls: Funding Approval from OFRM
• Are you in compliance with the checklist?

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0032
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Surveillance Report (Page 2 of 3)

Process Controls: Codes

• Are you in compliance with the checklist?
Process Controls: Payment Process
• Are you in compliance with the checklist?
Process Controls: Contractor Performance Evaluation
• Are you in compliance with the checklist?
Process Controls: Stakeholder Engagement
• Are you in compliance with the checklist?
Process Controls: Issues Tracking
• Are you in compliance with the checklist?
Process Controls: Risk Identification and Evaluation
• Are you in compliance with the checklist?
Process Controls: Monthly Report
• Are you in compliance with the checklist?
Process Controls: Program Schedule
• Are you in compliance with the checklist?
Process Controls: QA / QC Plan / Inspections
• Are you in compliance with the checklist?
Process Controls: Permitting
• Are you in compliance with the checklist?
Process Controls: Move Coordination
• Are you in compliance with the checklist?
Process Controls: FF&E Coordination
• Are you in compliance with the checklist?

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0032
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Surveillance Report (Page 3 of 3)

Process Controls: Final Decisions

• Are you in compliance with the checklist?
Process Controls: Claims Management
• Are you in compliance with the checklist?
Process Controls: Commissioning
• Are you in compliance with the checklist?

Corrective Action Response Required

Yes No

If Yes, Submit Resolution Report to the DC OPM Deputy Director

Corrective Action Response
Leave this area blank until the surveillance report is prepared and provided to the
PM. The responsible party for the findings will need to complete this section and
return to you as the quality rep.

Response Submitted By: Date:

Verification of Corrective Actions (explain what was verified):

Verified By: Date:

_________________________________________________________________________________________________
2000 14TH STREET, NW, 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0032
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Permit Request Form (Page 1 of 4)

MEMORANDUM OF UNDERSTANDING

FOR

DIRECT CHARGE JOURNAL ENTRY

This Memorandum of Understanding (“MOU”) is made as of this ____day of _______, 200__, by and
between Office of Property Management (“Buyer”) and the Department of Consumer and Regulatory
Affairs (“Seller”).

WHEREAS, the implementation of the project and specific services (referred to in the attached Scope of
Work (SOW) dated _____________) for Building Permit for Capital Construction Project is provided by
Seller to the Buyer and budgeted under Direct Charge Journal Entry or Capital funding; and

WHEREAS, the Seller and Buyer agencies must budget for the same amount by project to ensure that
such agencies are reflecting the agreed upon costs for the proposed project or services; and

WHEREAS, the Seller will be funded through Direct Charge Journal Entry for services provided to the
buyer for the issuance of permits; and

WHEREAS, the Seller reserves the right to charge a fee in support of processing the building permit.

For and in consideration of the mutual premises contained herein, the Seller and Buyer agencies
(hereafter the “Parties”) agree as follows:

Capital construction Building Permits Review Fees. The Purpose of the MOU is to establish a mechanism
for funds transfer for payment of Building Permit Review Fees.

Monthly Review: Pursuant to the Financial Review Process (FRP) mandated by the Office of the Chief
Financial Office of the District of Columbia, all services provided through Direct Charge Journal Entry
funding shall be reported monthly in the Buyers, FRP submission to the Office of Budget and Planning.

Resolution of disputes: The D.C. Office of Financial Operation and Systems shall resolve all adjustments
and/or disputes arising from services provided under this MOU.

Obligations of the Seller

1. The Seller agency will make sure that the revenues for this project are reflected in the budget entry
budget line item detail screen and the appropriate accumulators.

Permit Request Form (Page 2 of 4)

__________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0033
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

2. The Seller must establish an agency internal service fund with a corresponding index that ties to the
fund and agency organization structure.

3. The Seller must provide the projected costs of providing the services under this MOU.

Obligations of the Buyer

1. The Buyer agrees to the terms, projected cost and fund availability associated with MOU.

2. The Buyer processes the projected costs to the Seller on an agreed upon frequency (monthly,
quarterly or annually).

IN WITNESS WHEREOF, the Parties hereto have signed this MOU as of the day and year first written
above.

Seller____________________________________________ __________
Department of Consumer and Regulatory Affairs Date

Seller: ___________________________________________ __________

________________________, CFO for OPM Date

Buyer ___________________________________________ __________

Office of Property Management Date

Buyer: ___________________________________________ __________

______________________, CFO for DCRA Date

__________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0033
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

Permit Request Form (Page 3 of 4)

SCOPE OF WORK
Date: ________________

Subject:

Project No:

Review construction documents for the subject project and issue Building Permit for the same. Total

amount for this service is _____________________________.

Permit Request Form (Page 4 of 4):

__________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0033
 GOVERNMENT OF THE DISTRICT OF COLUMBIA
OFFICE OF PROPERTY MANAGEMENT
CONSTRUCTION DIVISION

BUILDING PERMIT FUNDING REQUEST FORM

MOU NUMBER:
SERVICE INFORMATION AND FUNDING CODES

GOOD/ SERVICE: BUIDING PERMIT REVIEW #856-B

REQUESTED DATE: ____/____ /____ TOTAL:

AGY INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3

SELLER

BUYER

GOOD/ SERVICE: PROJECT MANAGEMENT

REQUEST DATE: ____/ ____ / ____ TOTAL:

AGY INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3

SELLER

BUYER

GOOD/ SERVICE: CONSTRUCTION

REQUEST DATE: ____ / ____ / ____ TOTAL:

AGY INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3

SELLER

BUYER

GOOD/ SERVICE: EQUIPMENT

REQUEST DATE: ____/ ____/ ____ TOTAL:

AGY INDEX PCA OBJ AOBJ GRANT/PH PROJ/PH AG1 AG2 AG3

SELLER

BUYER

__________________________________________________________________________________________________________
2000 14TH STREET, N.W., 8TH FLOOR, WASHINGTON, D.C. 20009
(202) 671-2214 FAX: (202) 671-0648
CD-G-0033