PURPOSE
The Notice to Proceed (NTP) is the official approval by the Board of Public Works for the Contractor to start construction on the project. The NTP date is the first day of the contract period. The contract period is defined in the Bid Package and is used by both the Bureau of Contract Administration (BCA) and the Bureau of Engineering (BOE) to monitor the Contractor's progress on the project. The purpose of this procedure is to provide guidelines for issuing the NTP.
REFERENCES
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RESPONSIBILITIES
Board of Public Works: The Executive Officer of the Board of Public Works issues the NTP after the City Administrative Officer’s (CAO) Risk Manager approves the bonds and insurance.
Project Award and Control Division (PAC): PAC is responsible in coordinating with the Board Office staff to issue the NTP when needed.
Project Manager (PM): The PM is responsible for working with the Bureau of Contract Administration (BCA) Inspector, and advising the Board Office about when the NTP should be issued. The PM or Construction manager (CM), depending on the program, is responsible for scheduling a Pre-Construction meeting and inviting all interested parties to attend. The attendees should include the CM, the Contractor, the BCA Inspector assigned to the project, and utility companies with facilities within the project boundaries. The PM is responsible for working with the BCA Inspector and the Board Office if necessary to determine when the NTP for the project should be issued since the PM is responsible for the overall project schedule.
Construction Manager (CM): The CM is responsible for working with the Contractor, and the utility companies to determine if there are any conditions that would delay the issuance of the NTP.
PROCEDURE
Following award of the construction contract by the Board of Public Works, the contractor is required to submit bonds and insurance per the requirements of the contract documents. The bonds are submitted to the Executive Officer of the Board of Public Works, who in turn transmits them to the Risk Manager of the Office of the CAO and the insurance are uploaded via the COS’s track4la website. Following review and approval of the bonds and insurance by the Risk Manager, the Executive Officer is authorized to issue the NTP to the Contractor (Attachment 14.7-1).
The Board of Public Works usually issues the NTP within 5-15 days after Risk Management approves the insurance documents, unless the PM requests a different date.
The PM holds a Pre-Construction meeting with the Contractor, BOE’s construction management team, the BCA Inspector, and any other interested party as soon as possible after the Board awards the project (see Procedure 16.6). The PM or CM should hold the Pre-Construction meeting according to the instructions given in General Requirement Section 01321. The PM has the authority to request a delay of the issuance of the NTP in coordination with the Board Office.
The timing of issuing the NTP should be discussed at the Pre-Construction meeting. This meeting gives the Contractor an opportunity to request a delay in issuing the NTP. The Contractor could have issues that might make it difficult to start construction within 5 to 15 days after receiving the NTP. A typical situation would be a small contractor who is completing work on other projects and would have difficulty mobilizing work crews within the time specified. If the project schedule is not at risk, the PM may decide to delay issuance of the NTP. It is important to note that any work undertaken by the Contractor before issuance of the NTP is done so at the Contractor’s own risk. All parties should discuss their vision of the project and bring up any issues or problems. All parties should agree to a time for issuance of the NTP. It should also be understood that delay of an NTP is a rare event. Most projects have little float in their construction schedules. Therefore, delay of an NTP should be seriously considered in light of the project’s schedule requirements. The CM should never agree to a delay in issuance without consultation with the PM, who is the responsible party for the project schedule.
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