PURPOSE
The purpose of this procedure is to define and detail the shop drawing process. Shop drawings are defined as any proposal for the specified products, materials, equipment, including substitutions/or equals, that the Contractor intends to install and/or provide for project use. Shop drawing submittals also include design drawings, detailed design calculations, fabrication and installation drawings, erection drawings, lists, graphs, operating instructions, catalog sheets, data sheets, samples, schedules, and other similar items.
The purpose of the shop drawing submittal process is to ensure that the products, materials, equipment, etc. provided are in compliance with the contract requirements. Therefore, the review and approval of shop drawing submittals is required prior to fabrication, installation and/or use of the submitted product. In addition, the importance of this process cannot be overemphasized due to the fact that a delay in this process could cause a delay to the overall project completion.
The contract documents require shop drawing submittals by the Contractor. Specifications are included in the contract documents for each shop drawing, which includes the quantity and timeframe for processing each submittal. It should be noted that the specifications may require the Contractor to use the City’s standard “Contractor Submittal Transmittal” form for all shop drawing submittals. Comments made on shop drawings by reviewers must be clear and based upon the contract documents. The need for multiple submittals of a single shop drawing should not be due to the reviewer’s failure to clearly identify the deficiency of the shop drawing.
REFERENCES
N/A
RESPONSIBILITIES
Contractor: The Contractor is responsible for producing and submitting the contract required shop drawings for review and approval by the Engineer. It is also the Contractor’s responsibility to distribute rejected submittals back to its subcontractors and suppliers so corrections can be made in the re-submittals. Once the Engineer approves the submittals, the Contractor must distribute them to its subcontractors and suppliers before the related work begins.
Construction Manager (CM): The CM instructs the Contractor, during the Pre-Construction meeting, to follow the City’s format and procedures as outlined in the contract documents for submitting shop drawings; ensures that the submittals are processed as required within the time constraints of the contract; and signs the shop drawing review sheet, when completed by the Project Engineer and/or technical design staff, and sends it to the Contractor.
Project Engineer (PE): The PE is responsible for providing design services during construction. On projects where the PE is the sole designer of record, he/she is responsible for all shop drawing reviews. On projects with multiple design disciplines, the designer of record could include a Technical Support Staff comprised of a civil engineer, electrical engineer, mechanical engineer, structural engineer, etc. In this case, each of the design discipline engineers would perform shop drawing reviews for their respective elements of the design. Depending on the project, the PM, PE, and CM need to determine who will be responsible for reviewing the shop drawings.
Document Control (DC): The Bureau has a web-based Document Control System, e2020, to be utilized for logging, tracking, and communication between the Contractor and CM (see Procedure 16.5 - Construction Document Control).
Bureau of Contract Administration (BCA): BCA is provided with the shop drawings for their review. It is their responsibility to determine whether or not shop inspection will be required. The PE may also request additional shop inspections at his/her discretion based on his/her review of the shop drawings. In either case, BCA may not waive shop inspections requested by the PE, and the PE may not waive BCA’s request for shop inspections. Shop inspections are performed by BCA to ensure work is performed in accordance with the approved shop drawings. The Material Control Section of BCA is the only group that can waive the shop inspection required by the specifications and BCA.
PROCEDURE
The following numerical outline provides a chronological sequence to procedures for processing shop drawings:
The Contractor completes the Contractor’s Submittal Transmittal Form (Attachment 16.1-1), as required, and submits the shop drawing package, on e2020, to the attention of the CM.
The shop drawing submittal is received by the CM and electronically distributes to the technical support staff to perform shop drawing reviews for their respective elements of design. (Attachment 16.1-2)
The Technical Support Staff:
Reviews the submittal for compliance with the requirements and intent of the contract documents and assesses the status of the submittal using the following review criteria:
Review Criteria
No Exceptions Taken
Make Corrections Noted
Rejected / Resubmit
Received and Filed
Status “A” – “No Exceptions taken” is used to indicate that the shop drawing meets the criteria of the contract drawings and/or specifications, and that no revisions to the submittal are required. The Contractor is thereby allowed to begin procurement, fabrication, or construction of the item in review.
Status “B” – “Make Corrections Noted” indicates deficiencies but accepts the submittal and allows procurement, fabrication, or construction to begin if the deficiencies are corrected and noted comments are incorporated. The Contractor may submit the corrected submittal for records. The corrections shall also be incorporated in the As-Built Drawings.
Status “C” – “Rejected / Resubmit” is to be used in those instances where a shop drawing submittal does not meet the requirements of the contract drawings and/or specifications. An assessment of “Rejected / Resubmit” requires the Contractor to make the necessary changes to bring the shop drawing into compliance with the plans and/or specifications. Revised drawings must then be resubmitted for review and an acceptable mark must be received before the Contractor may proceed with procurement, fabrication, or construction. To expedite the process, the reviewer is encouraged to seek the Contractor’s permission to speak directly with the source of the submittal to get questions answered or agree on conditions of approval.
Status “D” – “Received and Filed” is used to indicate that the reviewer reviewed the shop drawing submittal for record purposes only and did not review the shop drawing submittal in regards to compliance with the requirements of the contract drawing and/or specifications.
Documents any review comments.
Sends the review comments back to the CM.
BCA reviews the submittal for shop inspection requirements. If shop inspection is required, the words “SHOP INSPECTION REQUIRED” are entered as part of the review comments. This comment will then be added to the Shop Drawing Review Form (Attachment 16.1-3) completed by the CM.
The CM processes the reviewed submittal as follows:
Reviews, combines all comments, and makes additional comments as necessary on one of the copies from the review, which becomes the master review copy. The comments must be clear and should not require anything that is not in the specifications.
Decides the final rating of the shop drawing. If the comments and corrections noted on the submittal are clear enough to get an acceptable product, then the submittal should be given a “B” rating. If necessary, the CM may require a re-submittal of the corrected document for the record.
Completes and signs the Shop Drawing Review Form (Attachment 16.1- 3), as required, and respond to the Contractor.
For those shop drawing submittals that require shop inspection, see Procedure 17.10 – Shop Inspections.
Comments