Before a construction project is ultimately complete it must be "closed-out." Essentially the process includes three components:
Regulatory close-out - The contractor is required to obtain all regulatory sign-offs to close all open permits and or applications. This is done with the help of the Architect/Engineer of record. Regulatory agencies include NYCDOB, FDNY, DEP, NYC Parks Dept., NYCDOT among others as applicable.
Financial close-outs - The SCA's financial obligations for a project must be finalized. All change orders, purchase orders, claims etc. must be resolved and all final payments to contractors, consultants, vendors etc. contracted or otherwise engaged on the project must be issued.
Administrative close-out - All documentation required by the contract other than that required for regulatory close out must be obtained and submitted to the SCA. This includes, among other things, warrantees, guarantees, training acknowledgements and receipts from school personnel documenting that they have received items required by the contract to be given to the school (i.e. attic stock, keys etc.). All these documents are transferred to DOE for their use.
The contractor is responsible to provide the SCA with the contract deliverables listed below (when applicable) to close out a project. Information pertaining to these requirements are available in the Contract Documents as indicated.
The SCA routinely inspects its construction projects. The type and frequency of the inspections depends on the type and size of the project. For each inspection, a report is filed and forwarded to the Project Officer as well as others involved with the project. The PO's task is to assure resolution of all deficiencies noted on the report. The most common types of inspections are:
The Construction Exhibit is included as part of the bid documentation. These are the 'ground rules' for the construction and are based on meetings with school principals. These ground rules include work hours, field office locations, security and security guard requirements, parking restrictions, milestones, staging areas, entrance requirements, construction activity restrictions, phasing exhibits, etc.
Submittals are drawings, calculations, product data, samples, certifications, test reports, and other similar documents that provide detailed descriptions of the materials, products, equipment, systems, and other items that are to be incorporated into the project by the contractor. This information is submitted by the contractor for the SCA and Architect/Engineer of Record's (AEOR) review. Generally the submittal and review process confirms that all materials to be incorporated into a project conform to the contract requirements.
Construction progress meetings are convened to review the status of the project. They are the forum where the parties coordinate and plan the work as well as discuss issues and resolve problems concerning design, construction, and administration of the project. Usually, the minutes are written by the architect. Common topics raised at progress meetings are safety, school issues, schedule issues, the quality of the work, payments, change orders, subcontractors, and other similar items. Attendance is mandatory for the contractor, the AEOR, and the SCA project officer.
Project schedules are submitted as a management tool for the contractor to schedule the construction activities and to enable the SCA to track progress of the work. The contractor is required to submit scheduled updates to the SCA monthly. These updates are reviewed and compared to previously submitted schedules. Review comments are sent back to the contractor.
As part of the Site Safety Program, the contractor is required to prepare a Site Safety Plan, signed and sealed by a NYC-licensed Site Safety Manager certified by the New York City Department of Buildings. The Site Safety Plan addresses safety aspects of the construction project. It includes details about building interiors and exteriors as well as surrounding areas outside the property line. It is submitted to and reviewed by the SCA Safety Division.
The contractor must obtain all permits necessary to legally perform the work. With certain exceptions, all permits, applications and approvals normally processed through the NYC DOB are processed through the SCA's Building Code Compliance (BCC) Division. In addition, the contractor is responsible for obtaining all documentation necessary to legally use the completed project such as certificates of occupancy, temporary certificates of occupancy, public assembly permits, equipment use permits, boiler permits, and other items requiring permitting. Renewals of permits and any temporary-use documentation are also the responsibility of the contractor.
A change order is initiated by the SCA whenever field conditions, code changes, or program changes are encountered that differ from the bid documents. The process is also initiated when the SCA issues modifications to the bid documents after the bid is opened and the construction award is made. The SCA acknowledges a change by issuing a Notice of Direction (NOD). The contractor submits a proposed cost for the work. Negotiations take place and, after a settlement is reached, a change order is issued and executed. To avoid adversely affecting construction progress and maintain adherence with the contract, the contractor must immediately proceed with the work described by the NOD.
The SCA routinely inspects the construction projects. The type and frequency of the inspections depend on the type and size of the project. For each inspection, a report is filed and forwarded to the Project Officer as well as others involved with the project. The PO's task is to assure resolution of all deficiencies noted on the report.
The SCA solicits construction contractors through two methods: Advertised Bids and Limited Lists Bids.
Advertised Bids are typically used for construction jobs with an estimated construction value between $1 million and $4 million; public notices can be found in the City Record, CDS, Dodge, various other trade publications, and the SCA's website; additionally, emails regarding these bids are sent to qualified contractors.
To view details on advertised bid projects, click the following link: NYCSCA Advertised Bids
Limited List Bids are open only to an invited group of prequalified contractors. This type of bid is typically used for projects estimated at more than $4 million, Capacity projects, Mentor/Graduate Mentor projects. Mentor/Graduate Mentor projects are typically valued at less than $1 million and are restricted to prequalified and certified Minority/Women-Owned or Locally-Based Business Enterprises (MWLBEs) enrolled in the Mentor/Graduate Mentor Programs.
To view details on SCA limited list projects, click the following link: Limited List Bids
To learn more about SCA's Mentor program, select the following link: Mentor Program
To learn more about SCA's MWLBE certification, select the following link: MWLBE Certification
If you want to find out more information about a particular solicitation, you need to know the solicitation number for a project. Select the Bid Information tab on the following page.
Contractors can download bid solicitation documents online at the Bid Set Website.
To learn more about navigating the Bid Set Website and/or bid solicitation documents contractors can download the NYC SCA's Bid Set Website External User Guide. Bids must be submitted in accordance with established SCA procedures.
A change order is initiated by the SCA whenever field conditions are encountered which differ from what is shown by or can be reasonably inferred from the documents issued for bid. The process is also initiated when the SCA issues modifications to the bid documents after the bid is opened and the construction award is made. The SCA acknowledges a change by issuing a Notice of Direction (NOD). The contractor submits a proposed cost for the work, negotiations take place and after a settlement is reached, a change order is issued and executed. It is important to note that in accordance with the contract, to avoid adversely affecting construction progress, the contractor must immediately proceed with the work described by the NOD.
Click on the following link to access the Contractor / Subcontractor Change Order Report.
The Contract Payment Report provides payment information for a specific Contract. This information can be retrieved by the General Contractor and/or the Subcontractor(s). For all payments made after January 1, 2014 the report will show the Payment Requisition Number and the corresponding date the payment was issued to the General Contractor. Some payments may be issued on multiple checks with multiple dates. This information can be retrieved by entering the SCA Contract Number below. For additional information, please contact your project officer.
Click on the following link to access the Contract Payment Report.
Before any SCA construction project begins in an occupied school, the project support manager schedules a health and safety protocol meeting with the building representatives. School participants include the principal, network leader, United Federation of Teachers (UFT) chapter representative, parent representative, and custodian. Also present are the SCA project officer, industrial environmental hygiene representative, architect, safety officer, and contractor.
At the meeting, the scope of work is discussed and the attached checklist is reviewed and completed. Participants have an opportunity to ask questions and express any concerns they have about the project.
Throughout the course of construction, regular job meetings are held every two weeks, the school representatives are welcome to discuss schools issues at the beginning of each job meeting.
Construction Progress Meetings are held throughout the duration of the construction on projects in occupied school buildings. This meeting is mandatory for the designer, project officer, and general contractor. The principal and custodial engineer are invited to attend as well. The meetings provide opportunities for school related issues and concerns to be discussed and construction progress reports are provided to the participants. Attendee are given schedules for upcoming construction activity and related coordination issues are addressed. The school participants are adjourned and the meetings are continued with the project officer, general contractor, and architect to discuss construction issues. Requests for information, change orders, payments and any subcontractor items are also discussed. Minutes are taken and participation is mandatory for the general contractor and designer.
There are different requirements for working on an SCA project:
To bid on a construction project, a firm must be prequalified with the SCA at the time of bid opening. To begin the prequalification process, please go to the Vendor Access System and fill out the online application. To bid on a project, a firm must have the requisite trade-specific experience, qualifications, and financial capacity to support the project. After winning a bid, a firm must show a good-faith effort to subcontract 10 percent of its work to firms that are certified Locally-Based Enterprises (LBEs) and 20 percent of the work to certified Minority or Woman-Owned Business Enterprises (MWBEs) to comply with the SCA's goals. To learn more about MWLBE certification, click the following link: NYCSCA MWLBE Certification
Select here to read the SCA's General Conditions for Construction Projects.
All subcontractors must complete and submit a Prequalification Application prior to doing business with the SCA. Subcontractors must also complete and submit a log into the Vendor Access System (VAS) and submit a Subcontractor Approval Form (SAF). Consult the SAF Guide for help completing an SAF. The form is only available to firms that have been awarded an SCA contract. SAFs are project-specific, and one must be submitted for each project on which a subcontractor works. The SAF identifies the subcontractor, the estimated value of the work, the type of work the subcontractor will perform and the expected start/end dates of that work. Approval of an SAF is specific to the scope identified in the SAF. Additional work awarded to a subcontractor by a General Contractor (GC) during the life of a project requires the submission of a separate SAF for that extra work.
After a SAF is submitted in VAS, each subcontractor receives an email indicating whether the SAF is approved, pended, or denied. If denied, the subcontractor may be required to provide additional information before resubmitting the SAF.
Mentor subcontractor firms should contact their respective Construction Managers for SAF submission information.
All subcontractors working on SCA projects under the Owner Control Insurance Program (OCIP) must complete an SAF prior to working at the project site. Certificates of insurance are sent to contractors as confirmation of enrollment in the OCIP at a particular project site. On occasion, a subcontractor including a Mentor subcontractor may be required to perform an emergency job before completing an SAF. In such a case, the form must be completed and filed within five business days of starting work at the project site to avoid any lapse in insurance coverage.
All Wicks subcontractors proposed by a GC in the bid documents must be prequalified with the SCA prior to the bid opening.
Construction projects are funded by the SCA's Five-Year Capital Plan.
There are three types of construction programs:
CIP projects maintain and upgrade existing school facilities. They are generally smaller than Capacity projects and involve work such as interior/exterior building upgrades, roof and boiler replacements, electrical work, security systems, room conversions and transportable classrooms. Their estimated construction value typically ranges from $1 million to $15 million.
Capacity projects are large-scale construction jobs that create additional seating capacity to the system. They are typically new school construction, major modernization, and additions. All major capacity projects must follow the requirements of the SCA's NYC Green Schools Guide to ensure sustainability and compliance with NYC sustainability laws. Their estimated construction is more than $15 million.