PURPOSE
The purpose of this section is to document procedures for the preparation and delivery of Record Drawings and As-Built Plans. Record Drawings are full size drawings (plans) which are marked up by the Contractor during construction to delineate the actual in-place construction conditions. As-Built Plans are full size drawings prepared by the Bureau of Engineering’s Construction Manager, which have Contractor’s Record Drawing mark ups incorporated.
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RESPONSIBILITIES
Construction Manager (CM): The CM is responsible to work with the Contractor, Bureau of Contract Administration (BCA), Survey Division (SD), and Project Engineer (PE) to ensure that Record Drawings and As-Built Plans are created and maintained. The CM is also responsible for keeping a set of marked up plans showing the changes in conditions from the original plans as well as a log of the approved changes, for verification.
Contractor: The Contractor is responsible for the creation and continual updating of the Record Drawings and Record Project Manual. All changes to the original plans should be noted on the Record Drawings.
Project Inspector (PI): The Contractor shall submit a signed certification with each monthly payment request stating that all Record Drawings and Record Project Manual are complete and accurate as of the date of payment request. The PI shall verify the inclusion of Contractor’s signed Record Drawings and Record Project Manual certification with monthly payments.
PROCEDURE
Record Drawings should include all changes in the plans, including those issued as change orders, plan clarifications, addenda, notices to bidders, responses to requests for information, jobsite memos, and any additional details needed for the construction of the project but not shown on the “as-bid” plans. Any substructures encountered while excavating that are left in place, should be located by survey and shown on the Record Drawings. All substructures including, but not limited to, concrete structures, electrical conduit and duct banks, drains and sanitary sewer pipelines, process piping, water lines, etc. whose installed location differs from that shown on the original plans, should be precisely located by survey and recorded on the As Built Drawings before backfilling.
The CM is responsible for reviewing the Record Drawings on a regular basis (monthly or more often) to ensure that the Contractor meets all contractual obligations. The CM should advise the Contractor early in the project (at the preconstruction meeting) that progress payments may be withheld if the Record Drawings are not kept up to date. A late review that could ultimately result in a delay of payment to the Contractor should be avoided.
The following techniques will assist the CM in monitoring the status and preparation of the Record Drawings:
Maintain a current in-house reference set of full-size prints by marking the information pertaining to changes near the affected items on the appropriate sheets. The information for each change should include the change order or plan clarification number, the initiation date, and a brief description of the change.
Maintain a log of changes that must be made on the Record Drawings. Each log item should be initialed and dated after checking that the pertinent item is drawn completely and accurately in the official set of Record Drawings.
Consult the reference set of prints for interfacing with previous changes when preparing new change orders and plan clarifications.
Jointly review the Record Drawings with the BCA Lead Inspector (LI) and the SD at least once each month prior to approval of the Contractor's progress payment request. Obtain the Contractor's certification that the Record Drawings are up-to-date before approving the progress payment requests. Discuss the status of the Record Drawings at the regular weekly construction meetings between the Contractor and Construction Management Team.
Review the surveys of all underground utilities and substructures to ensure that they are properly recorded on the Record Drawings.
At the completion of construction, the CM and the LI should review the final Record Drawings and return their comments to the Contractor.
The CM is also responsible for preparing the As-Built Plans (See Special Order 03-0292). Upon receipt of the Record Drawings from the Contractor and at the conclusion of the final inspection, the changes marked on the Record Drawings must be drafted onto the original plan tracings or changed in the electronic file if used. The Project Engineer should arrange for personnel, office space, the original plan tracings, Record Drawings and all materials and equipment needed to accomplish the drafting or electronic changes. The As-Built plans can be prepared by the Contractor, a consultant, or City forces depending on how the contract specifications are worded.
RELATED PROCEDURES
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