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The University of California and its Facilities operate an extensive design, construction, and renovation program. The University makes a substantial investment in each capital project and has instituted policies and procedures to guide project construction. This volume outlines University construction contracting policies and procedures and includes construction documents.
Purpose of This Facilities Manual Volume
Part I of this volume of the University of California Facilities Manual includes policies and procedures for selecting, organizing, preparing, modifying and reviewing construction documents. Content of this volume is not intended as a substitute for detailed Facility contracting procedures. Each Facility is encouraged to develop its own procedures manual that expands on and complements this volume (see Bibliography, RD5.12, suggested reading).
Part II of this volume includes the Long Form Construction Documents, Short Form Construction Documents, and Brief Form Construction Documents. In addition to the text of the agreements, completion instructions and sample models are provided.
CHAPTER 1 CONSTRUCTION CONTRACTING
This chapter describes required modes of contracting, types of construction contracts, types of University construction documents, and the members of the construction team.
The Public Contract Code requires the University to use one of the following contracting modes for entering into a construction contract:
There are two primary types of construction contracts: single contracts and multiple prime contracts. Variations of these types of contracts involve the participation of a construction manager or project manager.
The construction team for University projects consists of four principal entities; University, Contractor, University's Representative, and Design Professional. In certain cases, the University may also choose to contract with a Construction Manager and a Project Manager, which then become members of the construction team.
CHAPTER 2 CONSTRUCTION DOCUMENT ORGANIZATION
The construction documents serve as a means of obtaining bids from contractors and are used by contractors to obtain price quotes from subcontractors. The construction documents define the quantities and qualities of, and relationships among, all materials required to construct a project; they establish the contractual obligations for the University and the contractor, and they define the roles of the construction team members.
Since the construction documents become part of the legal construction contract, it is extremely important to produce complete and accurate documents. When the construction documents are complete, they are subject to code and legal reviews. Upon completion of reviews and approvals, the construction documents are used to solicit bids.
Within the three types of standard University construction documents the Long Form, the Short Form, and the Brief Form individual construction documents are carefully formatted and organized in several ways. Unless specified otherwise, the information in this chapter refers to Long Form construction documents.
CHAPTER 3 SELECTING THE TYPE OF CONSTRUCTION DOCUMENTS
The University uses three types of standard construction documents: the Long Form, Short Form, and Brief Form. Before selecting the type of construction documents, the Facility must determine, at minimum, the following:
In general, the use of a more comprehensive type of construction documents is encouraged whenever it is in the University's best interest to do so. For example, when the construction cost is less than 1 million dollars (thus qualifying for the Short Form), but the work involves particularly complex time requirements, dangerous work, or special risks, it may be in the University's best interest to use the Long Form, where performance requirements are set forth in a more detailed manner.
CHAPTER 4 PREPARING INDIVIDUAL CONSTRUCTION DOCUMENTS
This chapter describes the individual construction documents within the Long Form, Short Form, and Brief Form and gives requirements for document preparation. After selecting the type of construction documents, use the information in this chapter along with the Cover Sheets and Instructions preceding each document in Part II to prepare the individual documents.
The Long Form, Short Form, and Brief Form have been developed assuming the conditions listed below:
The Long Form, Short Form, and Brief Form have been approved for content by the Office of the President and for form (legal matters) by the Office of the General Counsel. If project conditions vary from those listed above, the construction documents must be modified.
CHAPTER 5 MODIFYING THE CONSTRUCTION DOCUMENTS
Requirements for modifying or adding to the University's standard construction documents are set forth in this chapter. Use the information in this chapter along with the Cover Sheets and Instructions preceding each document in Part II to modify the individual documents.
Modifications of the approved construction documents are often required for the following reasons, each of which is described in this chapter:
CHAPTER 6 CONSTRUCTION DOCUMENTS REVIEW PROCEDURES
Certain construction documents are subject to internal review and approval by various University units as well as external review and approval by state or federal agencies.
The construction documents are usually reviewed by one or all of the following Facility units (or their equivalent): facilities management, seismic safety, environmental health and safety, fire marshal, physical plant, telecommunications, energy committee, building advisory committee, crime prevention, campus and community planning, and others as applicable. The facilities management unit usually coordinates all reviews.
Review and approval of the completed construction documents by various external agencies, including the following, are required to meet code requirements:
CHAPTER 7 PROJECT QUALITY MANAGEMENT PROGRAM
This chapter sets forth requirements and procedures for establishing the construction phase portion of a Project Quality Management Program. Quality requirements for construction projects are established first by The Regents, next by the President, and then by the Facilities. Quality is measured by conformance to requirements established by facilities management personnel. Project quality is ultimately appraised by the Facility client.
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