Date: April 2013 Bulletin Number: 18

Design & Construction

(!J au LLETI N Authorized

THIS MONTH'S TOPICS:

1. PS Construction Phase Services (CPS) (Updated March 1, 2013)

2. DPS Permit Requirements

3. NFPA 130 "Shy Zone" Requirement

4. Excavated Material Specification

5. MBTA D&C Qualifications Based Selection (QBS) ACEC 2013 Award

6. Resident Engineer Bi-Monthly Meeting Requirements

7. Pay Requisition Documentation

PS Construction Phase Services (CPS) (Updated March 1, 2013)

Please be advised the CPS language for contracts and

amendments has been updated to include more detail relating to

DPS inspection and close-out. The updated language is attached

for your use in developing scopes of work for base contracts and

contract amendments.

DPS Permit Requirements

Please see attached memo regarding issues on design plans.

Also please be aware the signature of the MBTA Project Manager

shall be deleted on each design plan.

NFPA 130 "Shy Zone" Requirement

Please be advised that the 2010 edition of the NFPA 130

Standard for Fixed Guideway Transit and Passenger Rail

Systems, as part of Edition 8 of the Massachusetts State Building

Date: April 2013 Bulletin Number: 18

Code, which is the current edition of NFPA 130, contains a new

Section 5.5.6.3.1.2 that states: "In computing the means of

egress capacity available on platforms, corridors and ramps, 12

in. shall be deducted at each sidewall and 18 in. at open platform

edges." (These uncounted zones are sometimes referred to as

"shy zones").

Since the minimum clear width for platforms, corridors and

ramps serving as a means of egress is 44 in. (Section 5.5.6.3.1.1),

the new section is not to be misunderstood to mean that each

corridor and ramp has to be physically widened by 12 in. on each

side, and each platform widened by 18 in. to the edge and 12 in.

to the back side in order to maintain the 44 in. minimum clear

width. Instead, it means that in computing the egress flow

capacity of each, the clear width must be reduced by the stated

amount, for calculations only.

For example, if a ramp is 44 in. wide, its egress capacity is no

longer 44 in. X 2.08 pim (people per inch per minute) = 91 ppm

(people per minute) as per Section 5.5.6.3.1.3 where the width is

inches multiplied by 2.08 pim to get the flow rate capacity. The

new capacity is now deducts12 in. on each side of the ramp so it

becomes (44 in. -12 in. -12 in. x 2.08 pim) equal to 41 ppm.

Please understand that the width is reduced by 12 in. on each

side of the ramp for calculation purposes only. Hence the ramp

egress capacity is reduced from 91 ppm to 41 ppm under the new

section. The ramp can and must still be built to a minimum of 44

in. clear width, but it now has less egress capacity. This only

applies to ramps, corridors and platforms that are used as station

egress elements for fire exit calculations as per NFPA 130.

Please take note of this potential misunderstanding of the code

and be sure that those performing egress calculations take this

2

Date: April 2013 Bulletin Number: 18

correction into account when developing egress elements at

transit and commuter rail stations. The potential

misunderstanding is that ramps, corridors and platforms may be

mistakenly designed to be wider than necessary just for egress

calculation purposes. The design of egresses shall be to the

minimum calculation for egress and ADA requirements.

Excavated Material Specification

A new Specification - 02282 - Handling, Transportation, and

Disposal of Excavated Material will be uploaded to the MBTA's

Spec. Web Library. All Project Managers should confirm their

designers are aware of the revised specification. Also a reminder

that Project Managers need to ensure consultants are using the

most up to date specifications that are online as stated in their

contracts.

MBTA D&C Qualifications Based Selection (QBS) ACEC 2013

Award

ACEC honored the Design & Construction Department with the

2013 Award for Qualifications Based Selection. Thank you to all

D&C Directors, Project Managers, Operations and ODCR staff for

committing your time and effort during the selection of our

design consultants.

Resident Engineer Bi-Monthly Meeting Requirements

The MBTA Resident Engineer Manual, Section 2 contains the

requirements to properly hold, and record construction project

meetings. Attached is the required meeting outline as contained

in the manual to be followed. Recent Resident Engineer Audits

have identified project meeting minutes that do not meet the RE

3

Date: April 2013 Bulletin Number: 18

Manual requirements. It is the responsibility of the engineering

consultant under Construction Phase Services to attend, assign

responsibilities, prepare and distribute minutes for each project

meeting. After items/issues on a meeting agenda are completed

or closed, they should be documented as closed and removed

from future project agendas and meeting minutes unless they are

reopened. Only open and current meeting topics should be

discussed and recorded on meeting minutes.

Pay Requisition Documentation

Project Managers need to inform Wanda Hubbard from ODCR of

all Pre-bid, Pre-award and Pre-construction meetings. Also

Resident Engineers please notify the appropriate compliance

officer when a DBE company is to begin work on a job site.

ODCR will make arrangements to visit the site to comply with

their compliance obligations.

For new contracts going forward the project office is to provide

the attached workforce utilization form with all payment

requisitions. These forms are to be completed by the General

Contractor as well as all sub contractors. These forms have

been required as back up for all ARRA payments. Please make

sure that this new requirement is followed on payments.

4

PS Sample 041 CONSTRUCTION PHASE SERVICES

A. Office Engineering

1. analysis of

cons

a. Once process is construction contract has awarded, I provide a complete conformed set of drawings and specifications, which updates all design changes made during the bid phase period, to the MBTA Project Manager and the MBTA Manager of Document Control.

b. The Engineer must certify that any changes/addenda made during the bid phase period that result in cost implications are recorded and updated within the Estimated Construction Cost by the Engineer's Professional Cost Estimator. This update shall be at no cost to the Authority, unless the changes/ addenda are made as a direct result of the Authority's request.

2. Consult with and advise the MBTA on specific problems as they arise during construction.

3. Prepare elementary and supplementary sketches required to resolve problems due to actual field conditions encountered.

4. Review detailed construction drawings, shop and erection drawings and material submittals by the Contractors, for compliance with the approved design, drawings and specifications, and all applicable laws, statutes, ordinances, codes, orders, rules and regulations; and when completed, will be in compliance with the requirements of the contract documents as follows:

a. th construction contrac I approve it.

I note

5.

PS Sample 041

ew Construct ect schedules tted by contractor

a. - ( Ini al Cons truc on Schedul e the MBTA ect Controls

ify layouts and reports routine ews of schedule submittals. Independently assess the

ect scope to establish compl of" iminary" As-Planned Construction Schedule. Compare Schedule and Scope against Contract Times. Review schedule for contract required sequencing, phasing and time allowances for submittal reviews and other owner responsibilities. Review schedule logic completeness, feasibility and proper predecessor and successor relationships to submittals, procurement, permitting and ties to proper access restraints, milestones and interfaces. Ensure that all interfaces are practical and confirmed by appropriate agencies, parties and subcontractors. Review Contract accesses and milestones to ensure proper constraints are reflected. Identify preferential logic that could be removed if necessary. Review durations for reasonableness and identify if greater than 30 days. Review cost/resource loadings for reasonableness. Review schedule for reasonableness of critical path, float management and float utilization. Confirm submittals meet contract technical requirements. Confirm that reasonable allowances are included for uncertain events such a repeat submittals and normal weather effects on weather sensitive work. Confirm that schedule allows for actual project conditions. Prepare schedule review report along with recommendation.

b. Update Schedule Review In accordance with the validate progress with compliance to contract updates and compare to

ti 1

- (Regular Monthly Schedule Updates) MBTA's Project Controls Manual, MBTA team Project Manager and confirm times. Identify changes between the bas Identify/review

and

e

contractor. 1 tlement.

resources, cost on.

PS Sample 041 t

TIA.

6. comment on of contractor's t of Values (Lump ) that was from

ect construction cost and resource loaded schedule.

B. Field Engineering

1. Make periodic visits to the project site to observe the progress at intervals appropriate to the various stages of construction and the quality of the executed work in order to determine if the work is proceeding in accordance with all requirements of the contract documents and all applicable laws, statutes, ordinances, codes, orders, rules and regulations. The Engineer shall promptly submit to the Authority a detailed written report subsequent to each on-site project visit.

2. Attend the regular project progress meetings.

3. At the request of the Authority, issue necessary interpretations and clarifications of contract documents, require special inspections and testing of the work, and make recommendations as to the acceptability of the work.

4. During the course of construction, Request for Information (RFI) Forms, as specified in Section 01300 of the Construction Contract Specifications will be submitted by the General Contractor requesting clarification of the design. The Engineer will respond to each RFI within 14 calendar days unless an extension to the response date is mutually agreed to between the Engineer and the MBTA Project Manager. In addition, the Engineer will maintain a database/list of each submitted RFI, e to the status of each.

PS Sample 041

6. Des Consultant's Cost Estimate (ICE) Responsibilities: At request of the Authority, the Design

tant 11 prepare an Cost Estimate (ICE) for to plans and specifications. ICE should be

completed and to Authori within 7 days of ties request. The ICE is to be prior to receipt

of Contractor's (when possibly) and shall be provided in same 1 as requi MBTA's l

Change Order Guidelines (Recapitulation Sheet and Labor, Equipment and Material Sheet and profit calculation only) . (Note: The ICE is not an analysis of the Contractor's proposal. It is an independent estimate done prior to viewing the Contractor's proposal.)

a. Independent Cost Estimate (ICE) - The ICE is to be provided to the Resident Engineer and the Project Manager in electronic excel format, in enough detail to be useful as a cost analysis and negotiating tool, and linked so that adjustments to Rates, Labor, Equipment or Material details will result in a corresponding price modification on the Recapitulation section of the spread sheet. Labor, fringe and other variable rates must be applicable to the Contractor and Trade Union doing the job and the time frame when the work will be done. The Consultant will use an Excel Spread sheet format that is available at MBTA, Contract Administration.

7. Observe initial operation of the project, or performance tests required by the specifications as appropriate to determine if the work is in accordance with all requirements of the contract documents and all applicable laws, statutes, ordinances, codes, orders, rules and regulations, and approved Structural & Inspection Plan as required by the State Building Code.

8. Participate in semi final and final inspections and report on the completion of the project, including recommendations

f assist resolving ect terns

project. MBTA Project

of required to obtain a

9. ewer of

PS Sample 041 oseout Notice

contractor

Deva/ L. Patrick. Govemor Timothy F' Murray. U . Governor filF:,massDOT Richard A Davey. MassDOT Secretary & CEO Beverly A Scott. PhD . General Manager and Rail & Transit Administrator

, _ Massachusetts Department of Transportation

_ Raif & Transit Division

MEMORANDUM

To: Project Managers & Directors

From: Jack Donovan, Quality Assurance

Re: DPS Permit Requirements

Date; February 22, 2013

cc; E Hunter, J. Allegro

As a follow-up to the November, 20' 2 DPS permit training you received on Construction Permits, the following tasks need to be completed on every MBTA design project:

1. A set of 30% design plans need to be submitted to MBT A Quality Assurance to my attention for a Project Permit Review. If the 30% design is skipped, the 60% design plans need to be submitted. If the 30% and 60% designs are skipped, the 100% design plans need to be submitted. Following our review, you will be issued a written decision within 30 days on the permits that you will be required to be applied for. This decision should be forwarded to the engineering consultant

2. All design plans will require a code compliance sheet to follow the cover sheet and index of plans, that outlines how the project design meets the State Building Code, local Fire Department requirements, ADA requirements, etc.

If you have any questions, please contact me at X 1822.

Leading the Nation in Transportation Excellence

Massachusetts Bay Transportation Authority Ten Park Plaza. Suite 3910. Boston, MA 021 16

www.mbta.com

MEETING MINUTES

Progress Meeting Minutes Template

MBT A Contract No:

Contract Description:

Agenda:

Time:

location:

Item . Mtg#,

(J 1. GENERAUWEEKl Y WORK TOPICS

1.1

1.2

1.3

1.2.1

1.2.2.

1.2.3

1

1.3.2

1.4

RE Manual - Revision 2 May 2012

Acceptance of progress meeting # minutes

Safety

Safety Briefing

Safety Walk Update

Safety Issues

Items Distributed during Meeting for Discussion

Schedules

Due, Date

Next Meeting:

Time:

location:

Recorded By:

Attendees:

Exhibit 2.1

Page 12 of 76

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1.4.1 3 Week Schedule Look-Ahead

Status of Monthly Update 1.4.2

Requests for Information 1.5 (RFls)

1.5.1 Review RFI Log

1.6 SUBMITTALS

1.6.1 Review Submittal Log

1.7 NON CONFORMANCE

Review Non-Conformance 1.7.1 Log

1.8 OPERATIONS

1.8.1

COMMUNITY/CITYITOWN 1.9 ISSUES

1.9.1

2 OLD BUSINESS

2.1

2.2

3 NEW BUSINESS

1

3.2

4 CHANGE ORDERS

RE Manual - Revision 2 May 2012 Page 13 of 76

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5

4.1

ENVIRONMENTAL

5.1

ATTACHMENTS

A

8

NOTES:

RE Manual Revision 2 May2012 Page 14 of 76

o Exhibit 2.2

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April 2013 1 PS Construction Phase Services (CPS) (Updated Feb. 11 J 2013)

April 2013 2 DPS Permit Requirements

April 2013 3 NFPA 130 "Shy Zone" Requirement

April 2013 4 Dirt Specification

April 2013 5 MBTA D&C Qualifications Based Selection (QBS) ACEC 2013 Award

April 2013 6 Resident Engineer Bi-Monthly Meeting Requirements

April 2013 7 Pay Requisition Documentation

January 2013 1 Updated AGM Reports

January 2013 2 Termination/Substitution of DBE Subcontractors

January 2013 3 PI Agreement Procedures

January 2013 4 Contract Close-Out "Final Construction Control Document"

January 2013 5 As-Built Preparation

January 2013 6 Expired ROW Cards

January 2013 7 2013 Diversion Look Ahead

January 2013 8 Safety Checklist

January 2013 9 Contractor Performance Record

January 2013 10 Construction Pay Estimates

January 2013 11 PRCS (Pre Bid Control Sheets)

January 2013 12 Career Opportunities

January 2013 13 Project Files

January 2013 14 Staff Summary and Reference to EWOLs

January 2013 15 Field Staff Active Email Accounts

December 2012 1 Use of Gypsum-Based Grouts and Mortars On MBTA Projects

December 2012 2 ICE Format

December 2012 3 PS Effective Dates

December 2012 4 MBTA E&M Facility Design Guidelines

December 2012 5 Consultant Fixed Fee/Profit Calculation Table

2012 Shutdown Workzones December 21st

December 2012 7 Closeouts

November 2012 1 Senior Staff Directory

November 2012 2 How to add a Subcontractor/Subconsultant to Contracts

November 2012 3 Quality Assurance Plan

November 2012 4 River Ahead of Schedule

November 2012 5 Closeouts

October

October

October

October

September

September

September

September

September

September

September

August

August

July

July

July

June

June

June

June

June

June

June

June

June

June

June

June

May

May

May

May

May

2012 2012 2012 2012

2012 2012 2012 2012 2012 2012 2012

2012

2012 2012 2012

2012 2012 2012 2012 2012 2012 2012 2012

2012

2012 2012

2012

2012 2012 2012 2012 2012 2012 2012

1 Safety Flash and Good Faith Safety Challenge

2 Engineering & Maintenance Organization Chart

3 Contracts Awarded

4 Closeouts

1 PC Manual and Existing Contracts

2 Project Management Plan Template For All Projects

3 Ruggles Station Open House

4 Fixed Fee Matrix

5 Revised PBCS (Pre-Bid Control Sheet)

6 R.O.W. Access Forms Day/Night Orders

7 Bulletin Distribution

1 Enhancement of the Value Engineering Process

Contractor Performance Evaluation Updated

1 P.l. Process

2 Contract Administration Flow Charts

3 AGM Reports

1 Purchasing Process

2 Staff Summary Changes

3 PI Agreement and Staff Summary

4 Task Order Proposal and EWO for Design Changes

5 T&M Time Sheets

6 MBTA Fire Alarm Approval Process

7 TESS (The Electronic Staff Summary)

8 CQV vs. Balancing Change Order

Allowance Item/Unit Price Item/Time and Material CO Supporting

9 Documentation

Final- Allowance Item/Unit Price Item/ Time and Material CO Supporting

10 Documentation

11 Payment for Materials Stored or On Hand

13 All Hands on Meeting

1 Consultant Final Payment

2 DPS Certificates of Occupancy Requirements

3 PI Agreement Standard Process

4 How to Check the Status of a Contract Action in CMS

5 FTA Triennial Audit - Procurement Review

RE Manual

7 Lessons Learned

May 2012 8 Heating of Shelters

May 2012 9 Compo Time Policy

May 2012 10 Director's Consulting Authority and Sig. Process

Board of Directors Staff Summary Format Change

April 2012 1 ANF 14- Women and Minority Workforce

April 2012 2 Construction Procurement- Internal Advertising Process Change April 2012 3 Contractor Performance Rating Sheet

April 2012 4 Excavation Work in the City of Boston- Permit Requirements

April 2012 5 Stainless Steel

April 2012 6 CQV Documentation- Explain What Changed

April 2012 7 ODeR Attendance at Pre-Award and Pre-Construction Meetings

DBE

March 2012 1 Staff Summary Documentation

March 2012 2 Project Information Updates to the Website

March 2012 3 Use of Stainless Steel on MBTA Projects

March 2012 4 Foreman Rate Waiver Procedural Change

March 2012 5 Ngrid Support on Construction Projects

March 2012 6 Change Order Analysis Check-off List for MBTA Staff

March 2012 7 Extra Work Order Request

March 2012 8 Extra Work Order letter Process

March 2012 9 COMTO Boston Press Release

Februrary 2012 Construction Work Involving Sheet Metal and Related HVAC Work

Februrary 2012 MBTA Design and Construction Project Manager's Manual

Project Controls Manual

January 2012 1 Contract Authority/Extra Work Order letters

January 2012 2 Professional Services Partial NTPs

January 2012 3 Construction Contract Close-Out

January 2012 Design & Construction Manuals

December 2011 1 Consultant Authorization & Payment

December 2011 2 Extra Work Order letter (EWOl) Process

December 2011 3 Construction Invoices

Measurement and Payment Policy

November 2011 1 New location for Third Party Procurement Questions & Answers

November 2011 2 Updated Construction Phase Services language

November 2011 3 Contract Administration Cost Analysis Review Comments

November 2011 4 Updated Prebid Review Control Sheet (PRCS)

November 2011 5 Changes to Construction Payments Following the E & Y Audit

of

October 2011 1 Independent Cost Estimates (ICE)

October 2011 2 Pre Bid Control Sheets (PRCS)

October 2011 3 Payment Supporting Documentation

October 2011 4 Allowance Payments

October 2011 5 Overhead, Profit and Bond

October 2011 6 Police Detail Fee

October 2011 7 Lump Sum Payments

October 2011 8 Retainage Retention

October 2011 9 Release of Retainage

October 2011 10 Color Selection

October 2011 11 Project Controls Manual ( PC Manual)

October 2011 12 Plan Distribution to System-wide Accessibility Development

October 2011 13 Accessibilty and State Building Codes

October 2011 14 COMTO Boston Press Release

September 2011 1 New Bulletin

September 2011 2 Record of Negotiations

September 2011 3 Independent Cost Estimates (ICE)

September 2011 4 Time and Materials Requirements

September 2011 5 Cost Estimator's Change Order Copy

September 2011 6 Audits