MCP

STATE UNIVERSITY
CONSTRUCTION FUND
MANAGEMENT
OF
CONSTRUCTION
PROJECTS
353 Broadway
Albany, New York 12246
518 320-3210
Fax: 518 689-2638
www.sucf.suny.edu
INTRODUCTION
This document describes the State university Construction Fund's modified

procedures during the bidding and construction stages.
Over thirty-five years experience with more than 3,800 completed projects
have led to the development and refinement of the procedures. This
document deals with project participants; responsibilities. It is a guide to, and
explanation of, the Consultant's obligations, construction procedures,
requirements, and key forms required from project prebid through construction
phase.
This document does not supersede any provisions of the Contract.
Philip W. Wood
General manager
July 2004
TABLE OF CONTENTS
PAGE NO.
Construction Document Phase Prologue 4
Construction Prologue 5
Construction Contracts 8
Table 1 – Contract Check List 9
Table 2 – Contract Distribution 10
Construction Phase 11
Payments and Reimbursements 18
Closeout of Construction Contract 25
Publicity and Disclosures 30
Appendix 31
Office of Construction Management Page 3

Management of Construction Projects Construction Prologue
Construction Document Phase Prologue
Construction Prologue
Activities Prior To Bidding
The Bidding Period
Addenda and Amendments to Fund Documents
Bid Tabulation
After Bid Opening
Bid Analysis Meeting
Pre-Award Meeting
Contract Award
Building Permits

Construction Prologue
The Consultant has been guided through the design phases of its project by the State
University Construction Fund’s three objectives – achieving quality architecture, on schedule
and within budget limitations. The product of these efforts will be lost unless it continues to
pursue these objectives during the construction of the project. Final achievement of these
objectives depends not only on the Consultant’s proper involvement during design but on its
continued and proper involvement during construction. This document does not supersede any
provisions of the Contract
In achieving these objectives during design, the Fund has emphasized the Consultant’s
responsibility for project development and management. Therefore, it is imperative that the
responsibility for the management of projects under construction rests with the Consultant.
This manual is devoted to the design and construction phase procedures and requirements
necessary to achieve the Fund’s objectives during construction and to assist the Consultant in
assuming its full responsibilities 1. It is understood the purpose of this manual is to provide
guidance in these procedures and does not supersede any provisions of the contracts.
The Consultant is required to provide proper staffing capacity and resources for taking projects
through design phases. It is equally important to properly organize and staff a project during
construction. The Fund expects the Consultant to provide complete services during the
construction phase with frequent inspections of the work at the job site by its office personnel
and those of its Consultants. In addition, the Fund requires that the Consultant maintain, at
the site, a field staff sufficient to provide for the daily administration of construction. Planning
and organizing for the staffing of this field office should begin well before the project is put on
the construction market. The number and composition of the field staff should be planned in
consideration of the type and complexity of the construction project and with the aim of
organizing the staff to meet the Fund’s major objectives.
ACTIVITIES PRIOR TO BIDDING: During the construction document phase, the Consultant is
to develop a plan of organization for its field staff and submit the proposed plan to the Fund
Assistant General Manager, Office of Construction Management, for approval.
After approval of the plan, the Consultant and its Consultants shall conduct interviews to fill the
authorized positions after bid. The nominations (with the proposed salaries and a resume of
the candidates' experience) are to be sent to the Assistant General Manager,
Office of Construction Management. Final interviews will be arranged and, upon consent of
the Fund, a salary and starting date for employment will be established.
THE BIDDING PERIOD: The most important role the Consultant plays during the bidding
period is in attracting and interesting qualified Contractors to participate in the bidding for
construction of SUCF projects. To best attract and interest qualified Contractors in Fund
projects, the Consultant may have to begin these activities prior to putting a project on the
market. This may require the Consultant to make an inventory of Contractors who have bid or
1
Where Federal funds are involved, the separate Fund bulletin dealing with projects involving Federal Funds should be
followed

might be expected to bid on projects in its area and to seek out those Contractors to determine
their willingness to bid on the project or to attempt to stimulate such interest. An assessment
of Contractor interest is important for developing a final cost estimate for the project.
During the bidding period, the Consultant shall report weekly, in writing, to the Fund’s Design
Project Coordinator 2 the names, addresses and roles of all those requesting plans and
specifications. In addition, the report should indicate its appraisal of the sincerity of potential
bidders. It should describe the activity that it is engaging in to attempt to interest additional
Contractors or subcontractors in bidding the project. The Consultant must also submit a final
report, three days prior to the bid opening, which then currently identifies likely bidders.
ADDENDA AND AMENDMENTS TO FUND DOCUMENTS: No addenda, revisions, deletions

or additions will be made by the Consultant to the Fund’s standard documents without prior
approval by the Fund. All addenda issued by the Consultant during the bid period are to be
approved by the Fund prior to being issued, and only in extreme cases will an addendum be
issued during the last week of the bidding period.
AFTER BID OPENING: With the opening of bids, responsibility for monitoring the bid project
continues within the Design Section of the Office of Design. The Consultant’s primary point of
contact in the Fund remains the designated Design Project Coordinator. The Fund’s Project
Coordinator assignment, from design to construction, will be changed effective with award of
the construction contract.
BID ANALYSIS MEETING: After the bid opening there may be a Bid Analysis Meeting at the
Fund offices with representatives of the Design Section of the Office of Design and
Construction Management for the purpose of analyzing bids. This meeting must be attended
by the Consultant and its principal Consultants. The Consultant chairs the meeting and must
prepare minutes for distribution to the participants.
The Consultant, Design Project Coordinator and Regional Director of Design are provided with
one copy of all bid proposals for use in analyzing bids. There is a Post-Bid Checklist specimen
included in the Appendix, which is to be followed. At the end of this meeting, the original
copies of all bids must be deposited with the Fund for inclusion in the permanent record.
Immediately after the three lowest bids have been identified, the Fund will notify these bidders
via fax, requesting each bidder name its principal subcontractors and provide all other
qualifying data within the 48-hour time limit specified in Information for Bidders, Section 8,
“Submission of Post-Bid Information”. This may be an update of previously filed data in
the case of Contractors who previously submitted this material. The fax also emphasizes that
submission must be prepared in duplicate, one copy to be submitted directly to the
Consultant’s main office and one copy directly to the Fund Assistant General Manager, Office
of Construction Management. The necessary documents must be received no later than 2:00
P.M. of the second business day following opening of bids.
PRE-AWARD MEETING: As soon as possible after the qualifying data has been reviewed, a
Pre-Award Meeting may be scheduled and convened by the Consultant with the concurrence
2
Fund Project Coordinator will be designated for each project.

of the Fund. The purpose of the Pre- Award Meeting is to assess the capacity of the low-bid
Contractor to perform the necessary work. The assessment considers the character and
scope of the Contractor’s past performance, financial capacity, availability of personnel,
equipment, and the capability of the nominated subcontractors. In some instances it may be
desirable to review the qualifications of Contractors other than the lowest bidder at this
meeting to provide the Consultant with information necessary to permit a viable
recommendation for the award of the Contract.
Prior to this meeting the Consultant must review the experience and qualifications of the low
bidder and its designated subcontractors with other Consultants, Contractors, and the Owner
for whom they have previously performed work.
Usually, the Pre-Award Meeting is held at the Fund office. The Consultant chairs the meeting
and prepares the minutes. Attendees at this meeting should include the Consultant and its
Principal Consultants, the low-bidding Contractor with, if special project conditions warrant, its
proposed Principal Subcontractors and Fund representatives.
On the basis of the qualifying data and any other information received and discussed at the
Pre-Award Meeting, the Consultant will submit to the Design Regional Director, in writing, its
recommendation on the award of a Contract.
CONTRACT AWARD: The Bidding Period ends with an affirmative decision by the Fund
regarding the award of the Contract. The successful low bidder will be sent a “Notice of
Award” letter which serves as the Funds’ formal letter of intent. Concurrently, the Fund’s legal
office will assemble the complete formal Contract for execution by the Contractor, the Fund,
the Attorney General’s office and the State Comptroller. The Contract will be forwarded to the
Contractor for execution under cover of a separate Fund letter, as described in the next
section of this manual titled “Construction Contracts”.
It is important that Contractors, Consultants and other involved parties recognize no payments
may be made under the authority of the Notice of Award letter. Full execution of the Contract
is required prior to physical work commencing on the site.
Issue of the “Notice of Award” letter also marks, internal to the Fund, the transition of project
coordination responsibility from the Design Section to the Construction Management Section.
A construction phase Project Coordinator will be assigned who will monitor formal Contract
execution status and, when nearly complete, contact the Consultant and Contractor to
schedule a Pre-construction Orientation Meeting.
BUILDING PERMITS: Building Permits are required on most projects. There are some
exceptions where no building permit is necessary for repairs which do not materially affect
structural, mechanical and electrical systems; alterations to existing buildings costing less than
$20,000; storage buildings containing less than 3,000 cu. ft.; or emergency repairs or
reconstruction required because of a construction emergency.
Building Permits will be issued by the Design Section of the Office of Construction
Management - (Appendix Item 25). Prior to construction, the Fund will mail to the Contractor
the building permit for the project or, if applicable, a waiver of the building permit. This

document must be posted conspicuously on the construction site for the duration of the
project.

Construction Contracts
CONTRACT DOCUMENTS: The Construction Contract is the agreement between the Fund
and the Contractor for the construction of the Project.
By the Bid Opening, the Project Consultant must have delivered to the Fund Assistant General
Manager, Office of Construction Management six (6), unbound copies of the following
documents:
A. Covers and Cover Sheet

B. Table of Contents
C. Notice to Bidders
D. Information for Bidders
E. Agreement
F. List of allowances included in bidding documents
G. List of unit prices included in bidding documents (prices are to be left blank)
H. Performance Bond
I. Labor and Material Bond
J. Division I of the Technical Specifications
K. All Addenda
After the project is awarded, the Fund’s legal office prepares the construction Contract and
forwards the documents to the Contractor for execution. A copy of a letter of transmittal
containing instruction for Contract execution is included as Item 2 of the Appendix.
REFERENCE TABLES:
Table 1 is a Contract checklist indicating the items that must be completed in all Fund
construction Contracts.
Table 2 indicates the distribution of Fund construction Contracts after execution by both parties
and approvals by the necessary governmental agencies.

Management of Construction Projects Construction Contracts
TABLE 1
CONTRACT CHECKLIST
PROPOSAL
PAGE P-1 SCHEDULE II
 Bidder’s Name and Address  Allowances (Type/amounts; if none, so state)
 Full Project Title
 Project Location LABOR AND MATERIAL BOND
 SUCF Project Number
 Completion Date PAGE B-1
 Liquidated Damages (If none, so state)  Contractor’s Name and Address
 Surety Company Name and Address
PAGE P-2  Contract Amount (words/figures)
 Item 5.A: Total Bid (Words and Figures)  Contract Date
 Item 5.B: Alternates (Words and Figures) for  Project Title, including SUCF No.
Proposed Work  Date (On or after Contract Date)
 Item 5.C: Unit Prices  Contractor’s Name
 Item 6: Allowance  Signature of Contractor’s Authorized Officer
 Seal (If Corporation)
PAGE P-3  Surely Name
 Bid Security Amount  Signature of Surety’s “Attorney-in-Fact” or other
 Contractor Name representative
 Signature/Title of Contractor’s Authorized Officer  Seal of Surety (If corporation)
 Seal (If Corporation)
 Item 9: Addenda, with date(s) ACKNOWLEDGEMENT BY PRINCIPAL
PAGE P-4 PAGE B-3

 Bidder’s Official Address. If Bidder is a corporation list  Complete all blanks in Acknowledgement of Principal
of corporate officers, or partners or joint venture, or individual (Contractor), including notary signature, notary seal,
owner, with names and addresses. showing expiration date of notary’s commission.
AGREEMENT  Complete all blanks in Acknowledgement of Surety,

including notary signature, notary seal, date (should be
PAGE A-1 on or after Contract date).
 Contractor’s Name and Address
 Date (Effective Date in Notice of Award) PERFORMANCE BOND
 Full Project Title, including SUCF Number
 Completion Date PAGE B-2
 Liquidated Damages  Contractor’s Name and Address
 Surety Company Name and Address
PAGE A-15  Contract Amount (words/figures)
 4.01: Total Contract Amount (words/figures)  Contract Date
 Project Title, including SUCF No.
PAGE A-28:  Date (on or after Contract date)
 Contractor’s Name  Contractor’s Name
 Signature of Contractor’s Authorized Officer  Signature of Contractor’s Authorized Officer
 Seal (If Corporation)  Seal (If Corporation)
 Surety name
PAGE A-29  Signature of Surety’s “Attorney-in-Fact” or other
 Acknowledgements representative
 Seal of Surety (If Corporation)
SCHEDULE
 Unit Prices (must confirm with those in Notice of
award; if none, so state)

TABLE 2
CONTRACT DISTRIBUTION 3
Document
General Construction Contract: Total Copies Required: 5
Distribution (Executed)
1 To the State Comptroller
2 To the Fund
1 To the Consultant
1 To the Contractor
Federal Contract: Total Copies Required: 6
Distribution (Executed)
1 To the State Comptroller
2 To the Fund
1 To the Consultant
1 To the Contractor
1 To Federal Government
3
The Contractors corporate seal must appear on all papers which it signs.

Construction Phase
Pre-Construction Orientation Meeting
Correspondences, Reports, Construction Phase Submittals
Communication between Fund Consultants and Contractor
Communication with Bonding Company
Reports to the Fund
Construction Phase Review of Submittals
Full-Time Superintendent
Job Meetings
Backcharging
Asbestos and Lead Abatement Projects
PCB and Regulated Materials Projects
Sales and Use Taxes and Exemption
Changes to the Contract
Claims and Disputes

Management of Construction Projects Construction Phase
Construction Phase
The Consultant shall furnish general administration for each construction Contract awarded for
the project until final completion and acceptance by the Fund for construction of the project,
including services throughout the guarantee period.
Pre-Construction Orientation Meeting: The Orientation Meeting is held to review the

purpose, goals, organization and Contract requirements as related to the project. The meeting
affords an opportunity for those individuals who will be working together to become familiar
with each other, clarifying the responsibilities of each party.
The meeting will be chaired by the Consultant and is usually held at the project site.
Attendees will include Fund personnel, Consultant’s representative, General Contractor
(designed mechanical, electrical, and other proposed principal subcontractors as required),
and a representative of the University/College if applicable. A representative of the Federal
Government (or any other relevant potential sponsor) may be present if a Federal project is
included.
The purpose of the meeting will be to review:
• The administrative aspects of the construction phase.
• An overview of the project, drawing attention to any particular aspect or special

condition associated with the project, along with a generic discussion of the Contractors
proposed overall construction schedule. Special attention is to be given to contractual
phasing requirements.
This meeting is also for the implementation of solutions to the coordination of issues related to
maintenance and control of pedestrian and vehicular traffic, construction fencing (long and
short duration), safety, Contractor’s control to the site, parking, temporary utilities, etc.
Correspondence, Reports Construction Phase Submittals
COMMUNICATION BETWEEEN FUND, CONSULTANTS, AND CONTRACTOR: The

Consultant and the Contractor will communicate directly with each other unless directed
otherwise. Copies of all correspondence are to be issued to the Fund Project Coordinator on
all matters.
The Consultant, as the Fund’s Representative, will provide determinations of the content/intent
of the technical plans and specifications.
The Consultant has the sole responsibility for receiving and acting upon all technical submittals
of all types, including samples, shop drawings, catalog cuts, brochures, test data, etc. For
interpretation affecting Contract cost and/or material substitution, prior concurrence of the
interpretation must be obtained from the Fund.
It is the Consultant’s responsibility to monitor the Contractor’s scheduling of submissions.

Management of Construction Projects Payments and Reimbursements
There are particular items for which the Consultant should instruct the Contractor to submit,
simultaneously to the Fund Project Coordinator at the time the originals are sent to the
Consultant: These items are as follows:
1. PROJECT SCHEDULE: An initial project schedule in the form of a suitable chart,

diagram or bar graph is required to be submitted for approval within 30 days of Notice
of Award, showing sufficient detailed information to reflect the first 90 days of Contract
activity. Since the Fund strives to hold the initial project orientation meeting as soon as
possible after award, the 90-day schedule should be available for review at this
meeting.
Within 90 days of the Notice of Award, the Contractor shall submit a Working Plan
Schedule, which shall be a critical path method schedule.
The Contractor’s provided schedule is reviewed for constructability and conformity to

the Contract requirements. Therefore, if the Contractor chooses to accelerate the
project’s completion date from the contractual completion date, the Fund realizes that it
is everyone’s benefit to progress a project schedule as efficient and timely as the
Contractor deems appropriate. It should be noted that the Contractor’s schedule does
not change the contractual completion date. The project schedule is to be reviewed by
the Consultant and forwarded to the Fund with comments. The Fund will respond to
the Consultant with the Fund’s review prior to responding to the Contractor. The
Project schedule is not to be approved, only returned to the Contractor with comments.
The project schedule must indicate the Contract completion date. Both of these items
must be submitted and reviewed before the Contractor may receive its initial payment
and that said date should be shown on the project schedule, along with any early
targeted completion date.
2. CONTRACT BREAKDOWN (Fund Form CF-C2): Prior to submitting an initial

payment, the Contractor must obtain an approved Contract breakdown for the purposed
of tracking Contract completion and payment. The breakdown shall provide sufficient
detail on one page, as required by both the Consultant and the Fund, to have a full
understanding of Contract progress. If the scope and size of the project does not allow
enough detail to be provided on the CF-C2 (Appendix Item 6), supplemental details
shall be shown on Fund Form DC-5 (Appendix Item 9).
In general, the Fund only pays for work in place, and the Contract breakdown should
only reflect these types of activities, with the exception of bonds. Bonds should be
listed as Item 1 on the Contract Breakdown Sheet (CF-C2); proper proof of payment of
the bonds as required by the Fund shall be provided before payment of said item. The
guarantee item, if required by the Contract, shall be listed as the last item. Any
deviations to this format as requested by the Contractor, shall have the approval of both
the Consultant and the Fund. The Contract breakdown should be forwarded to the
Fund with recommendations. The Consultant must have the Fund’s concurrence of the
Contract breakdown prior to approval.
After review of the Contractor’s Contract Breakdown and the Consultant’s

recommendation, the Fund will advise, in writing, the Consultant of its decision. This
decision will be communicated, in writing, by the Consultant to the Contractor.

3. LIST OF PROPOSED SUBCONTRACTORS AND VENDORS:
All subcontractors are approved by the Consultant but only with Fund’s concurrence
with the exception of the subcontractors designated by the Fund in the Notice of Award.
The General Contractor is responsible to submit a complete subcontractor’s listing with
qualification within 30 days of Notice of Award.
4. COST PROPOSALS: (See Change Order / Field Order Section for more detailed
information).
5. CLAIMS: (See Claims and Disputes). When a Contractor reserves his rights and
submits a claim, the Consultant must then review the claim and provide comments and
recommendations to the Fund. No copy of this correspondence is sent to the
Contractor or the College. The Fund will review the Consultant’s
recommendations and respond.
COMMUNICATION WITH BONDING COMPANY: No communication should be sent by the

Consultant employed by the Fund to a Contractor’s Bonding Company unless such a letter has
been approved, in writing, by either the Fund’s Counsel or Assistant General Manager, Office
of Design and Construction Management.
REPORTS TO THE FUND: The Consultant must submit the following reports to the Fund:
• Log of shop drawings and sample submittals (Substitutions and equivalents

must be identified) - Monthly
• Daily Field Reports - As Requested
• Open Item Log at Project Meetings
• RFI Log at Project Meetings
• Log of required tests – At onset of project, updated as requested
• O&M Training and Commissioning Requirements – As requested
The format for each respective report shall be submitted by the Consultant within the first 30
days to the Fund for approval.
CONSTRUCTION PHASE REVIEW OF SUBMITTALS: For all Fund projects which include a
liquidated damages clause, every effort is to be made to avoid situations that would stimulate
claims for delay or impact to be made against the Fund. Such claims nullify the effectiveness
of the liquidated damages clause and cause untenable delays in construction.
During the construction phase, shop drawings and other submittals of the Contractor are to be
reviewed and, when acceptable, approved promptly. Shop drawings are to be reviewed as
quickly as possible after their receipt and approval letters sent to the Contractor immediately
when such drawings and other submittals are acceptable.
When shop drawings and other submittals are found unacceptable or incorrect, their rejection
should be prompt, complete and documented. Whenever shop drawings and other submittals

do not meet Contract requirements, the Consultant is to notify the Contractor immediately, in
writing, with a copy of the notification to the Fund.
FULL-TIME SUPERINTENDENT: Section 2.06 of the Contract requires a full-time

superintendent. In his absence, an individual must be named, acceptable to the Consultant
and Fund, having authority to receive and execute instructions given by the Consultant or its
representative. The full-time superintendent with qualifications must be submitted to the
Consultant and the Fund for acceptance.
JOB MEETINGS: Job meetings are to be scheduled and conducted by the Consultant at least
bi-weekly and more frequently, if deemed necessary. The Consultant representative,
subconsultants (as stipulated in the Consultant’s Agreement), the Fund Project Coordinator,
the Contractor and subcontractor or subcontractors (as requested) are to attend. A
representative of the University/College may also participate, as an observer. Meeting
minutes are to be issued by the Consultant.
BACKCHARGE: When a Contractor fails to perform what the Consultant considers Contract
work, the Consultant must direct the Contractor, in writing, to perform the work prior to taking
any other action to complete the work. The Consultant must obtain prior approval from the
Fund before such a letter is transmitted to the Contractor (see Item 20 of Appendix for sample
letter).
ASBESTOS ABATEMENT: The Contractor will be required to provide substantial

documentation, in duplicate, for Asbestos Abatement work. Appendix Item 21 is an Asbestos
Material Removal Fact Sheet that must be completed and submitted to the Fund prior to any
work commencing on asbestos abatement. In addition to this Fact Sheet, the Contractor will
be required to provide documentation relative to the required notification, tests, licenses,
approvals, certifications, etc., that are required by specifications for the project.
Prior to the commencement of work involving asbestos demolition, removal and/or renovation,
the Contractor must submit to the Fund the name of its on-site asbestos supervisor
responsible for such operations, together with documentation that such supervisor has
completed an Environmental Protection Agency approved training course for asbestos
supervisors. A Pre-Abatement Meeting will be held prior to commencement of work.
This information must be recorded on the Asbestos Material Removal Fact Sheet (Appendix
Item 21).
PCB TRANSFORMERS AND CONTAMINATED MATERIAL: Projects that require the

removal and disposal of regulated material such as PCB Transformers, contaminated duct
work, hazardous and non-hazardous contaminated material, etc. will require detailed record
keeping. Appendix Item 22 is a fact sheet for record keeping on these types of projects. The
actual records that should be kept in the project files will vary, depending on the project and
type of material removed. The fact sheet should be completed by the Fund Project
Coordinator from information supplied by the Contractor and the Consultant.
SALES AND USE TAXES AND EXEMPTIONS: Under the Fund’s lump-sum contract, all
supplies and materials incorporated into the project are exempt from all local and State sales
and compensating use taxes.

No sales tax exemption certificate or other certificate is required to be issued by the Fund for
such exemption. However, under the requirements of the New York State Department of
Taxation and Finance (800-462-8100), each Contractor must file a request for Tax Exemption
Certificate (Form ST-201.1) which it will be required to supply to its vendors and
subcontractors.
CHANGE AND FIELD ORDERS: Fund procedures are intended to minimize the number of
change and field orders. All change and field orders must be authorized by the Fund in
writing. No action should be taken by the Consultant to solicit proposals for changed
work from the Contractor without prior approval of the Fund.
Whenever feasible, changes must be priced before work is authorized. In the case of
emergency or under conditions where the scope of work cannot be determined in advance
without causing unacceptable impact to the progress of the work, the Fund will direct the
Consultant to issue an Authorization to Proceed letter. Proceed Orders are issued only when
time is of the essence and proper staffing of an anticipated change will materially impact the
completion of a project or result in additional costs to the Fund. The accepted form for such a
letter appears in the Appendix of this document (Item 19).
Prompt payment for all work satisfactorily completed is Fund policy. Therefore, timely
processing of change and field orders is required so as to not impede job progress.
This necessitates the Contractor to submit a complete package with breakdowns for
processing.
Information copies of all correspondence between the Consultant and the Contractor regarding
change orders and field orders are to be furnished concurrently to the designated Fund Project
Coordinator and the field office. After a change has been authorized in principle by the Fund,
the Consultant must request the Contractor to present a proposal showing a detailed
breakdown of items of work including an overall value for labor and material and the portions
of work to be done by the Contractor and/or Subcontractors. Unsupported lump-sum
quotations are not acceptable. Where appropriate, Contract unit prices should be utilized and
identified as such.
The Consultant must review the Contractor’s proposal for reasonableness of the itemization,
quantities and prices and for Contract compliance. If the proposal is acceptable, the
Consultant should submit the proposal together with their review and recommendations, to the
Fund’s Project Coordinator to obtain authorization to either prepare a formal change order or
to prepare a Field Order approval. The Letter of Recommendation should include the following
items:
a. Statement describing the change.

b. The reason for the change.
c. A copy of the detailed quotation (proposal) submitted by the Contractor, suppliers, and
subcontractors.
d. The Consultant’s stated evaluation of the reasonableness of quantities and price in
accordance with Sections 2.04, 2.05 and 4.02 of the Contract.
e. Attachment of, or reference to, supplementary data such as descriptive literature,
sketches, revised drawings, etc

f. The Consultant’s recommendation for an extension of time (which the Contractor must
have explicitly requested in writing for a specific period).
g. An indication as to whether the change will require work of other trades and if so,
whether work will involve additional costs, changes or credits.
h. Recitation of form, agent and date of advance authorization by the Fund.
i. Any other pertinent data.
The Contractor is not to be copied with the Consultant’s letter of recommendation to the
Fund.
After receiving written Fund approval of its recommendation, the Consultant must initiate a
formal change order. For field orders, the Fund will issue an authorization letter permitting
payment to the Contractor for completed work. Seven (7) copies of the formal change order
(eight [8] copies for Federal projects) must be submitted to the Fund on Form CF-C9.
(Appendix Item 18). For field orders, the Fund will issue approval letters authorizing the
Contractor to request payment for completed work via the Contract allowance.
The change order form contains the cost and a description of the work with reference to
applicable drawings. Necessary deletions from and/or additions to the specifications should
appear in the body of the change order under the “Description of Change” portion or on a
separate attached sheet.
The total amount shown on the body of each change order, including those computed on the
basis of unit prices, is to be a lump sum.
After a change order has been processed by the Fund and the State Comptroller, the Fund will
forward two copies to the Consultant, who, in turn must retain one copy and deliver one to the
Contractor.
The Contractor’s Monthly Application for Payment should list all executed change orders on
SUCF Form CF-C3 with the summation of additive and deductive change orders posted on
Form CF-C2 (see Appendix Items 6 and 7). All approved field orders will be listed on SUCF
Form CF-C11 (see Appendix Item 8).
CLAIMS AND DISPUTES: If a Contractor maintains that any work being performed is extra
work to the Contract and the Consultant does not agree with the Contractor’s position, the
Contractor must follow the procedures outlined in Article 11, Section 2.03 of the Contract. The
Contractor must also follow these procedures if he believes any action by the Consultant or the
Fund is contrary to terms and conditions of the Contract.
When a Contractor fails to perform what the Consultant considers Contract work, the
Consultant must direct the Contractor, in writing, to perform the work prior to taking any other
action to complete the work. The Consultant must obtain prior approval from the Fund before
such a letter is transmitted to the Contractor (see Item 20 of Appendix for sample letter).

Payments and Reimbursements
CONTRACTORS’ MONTHLY REQUESTS
Initial Request
Regular Monthly Payment Meetings
Payment Forms
Table 3 – Payment Forms
Review and Payments
Payment for Materials
SUBSTANTIAL COMPLETION
FINAL PAYMENT
WAGE RATE CERTIFICATIONS
GUARANTEE PERIOD
INSPECTIONS
GUARANTEE PAYMENT
LABOR AFFIDAVITS FROM GENERAL CONTRACTOR

Payments and Reimbursements
It is policy of the Fund to ensure prompt action is taken on requests for payment. The
following procedure has been established to expedite Contractor’s Monthly Applications for
Payment:
CONTRACTOR’S MONTHLY REQUESTS: At the joint review sessions, both the Contractor’s
and Consultant’s representative must have authority to commit their firms in reference to
approval of monthly payment applications.
For the review session, the Contractor should prepare the draft requisition in such a way that
all items have necessary backup data and all computations are accurate. A thorough
understanding of Fund procedures and adherence to them will avoid delay in the processing of
requisitions by the Fund Controller, and in subsequent payment by the State Comptroller.
INITIAL REQUEST: Three approvals are required before a Contractor’s first monthly request
for payment may be processed. They are: (1) approval of the Contract by the State
Comptroller, and assignment by it of a Contract number, (2) acceptance by the Fund of the
Contractor’s Contract breakdown and job progress schedule, and (3) MBE/WBE Program.
These should be approved before the first payment meeting. In addition, before a first monthly
request for payment may be processed, proof of required Contractor’s insurance must have
been received and approved by the Fund. The Contract breakdown must include an item for
the one-year guarantee obligation and the amount thereof is to be $5,000 or one-half of one
percent of the original Contract award, whichever is the lesser amount.
REGULAR MONTHLY PAYMENT MEETINGS: In general, monthly payment meetings are

held at approximately the same time each month at the jobsite. It is encouraged that a
payment meeting be held in conjunction with a bi-weekly project meeting.
Approximately five working days prior to the monthly payment meeting the Contractor shall
prepare and review on site a draft copy of the payment application with the Consultant/Site
Representative. Draft copy is to include Contract Breakdown CF-2, listing of Change Orders
and Field Orders, and any appropriate Requisition Work Sheet DC-5’s. Initial comments and
questions by the Consultant should be addressed at this time.
At the ensuing monthly payment meeting a final review of the application will be performed by
the Fund and the Consultant(s). The Contractor will have prepared three copies of its payment
application which is to include all pertinent payment forms.
The Contractor prepares the Monthly Application as follows: The CF-C1, CF-C2; CF-C3, CF-
C8, CF-C11 and DC’5’s where applicable will be filled in and signed, as verification, by the
Consultant and Contractor before the meeting is adjourned. The Fund Project Coordinator
should leave the payment meeting with three executed Payment Forms that will be returned to
the Fund’s main office for processing. It is not the intent for payment applications to be mailed
back and forth from Contractor to Consultant to the Fund, etc.

PAYMENT FORMS: The Contractor’s Monthly Application for Payment is to be made on forms
prescribed by the Fund, samples of which are included in the Appendix and can be found at
www.sucf.suny.edu in PDF Format. These are:
CF-C1 Statement of Account – Contractor’s Monthly Application for Payment (Date of

Contractor’s signature cannot be prior to the work period ending date).
CF-C2 Contract Breakdown - The form should be limited to one page. The Requisition
Worksheet, DC-5 Form, is a backup form which may be used to provide a
detailed breakdown of items listed on CF-C2.
CF-C3 List of Change Orders. This is a supplemental form to the requisition, for listing
of all change orders that have been executed. Only fully executed Change
Orders are to be listed.
CF-C11 List of Field Orders. This is a supplemental form to the requisition, for listing of
all field orders that have been executed. Only fully executed Field Orders are to
be listed.
CF-C4As Wage Rate Certifications. These are payment affidavits required by the New
York State Department of Labor pursuant to Section 220-a of the Labor Law,
and must be completed in duplicate with original signatures. These forms are
required from the General Contractor, all subcontractors and sub-subcontractors
performing work under the Contract. One copy is for the Fund Accounting Unit,
another is for the Office of the State Comptroller, and a third copy must be
placed in the Fund project file. These forms are only required on the final
payment and the guarantee payment when work is performed during the
warranty period.
CF-C5 Verification of subcontractor(s) payment from pervious payment application.

This form is required only for the third set when requested by the Fund Project
Coordinator. Each subcontractor who has received payment from the
previous requisition must file one. The Requisition Number on the form
references the General Contractor’s payment application number.
CF-C7A Summary of Subcontractors and Sub-subcontractors. (Submit in triplicate

with final payment only.)
CF-C8 Minority/Women’s Business Enterprise Program Payment Report. Each

payment application shall include Detail of Payments to MBE/WBE
Subcontractors and Suppliers, Form CF-C8. The Contractor shall transfer all
information to this form relative to MBE/WBE Subcontractors and suppliers.
Form CF-C8 must have an original signature. If no payment is due to one or
more listed subcontractors or suppliers enter “None” in the appropriate space.
C-5 Release. Submit in duplicate with final payment or at a time as determined by

the Fund Project Coordinator.

In summary, five (5) sets of the completed payment forms, with backup, as required, must be
submitted by the contractor, as shown in the table below. The first three sets must have
original signatures and are to be delivered to the Fund Project Coordinator. The fourth set is to
be transmitted to the consultant.
“Foreign Contractors” as defined by Section 4.15 Paragraph (d) of the contract are additionally
required to submit, as part of each initial and final contract payment request, a certificate from
the New York State Tax Commission stating that all New York State taxes have been satisfied.
TABLE 3
PAYMENT FORMS
Set No. 1 Set No. 2 Set No. 3 Set No. 4 Set No. 5
Set No.
Original Signature Original Signature Original Signature Copy Copy
TO State Comptroller Fund Accounting Unit Fund Project File Consultant File Contractor File
CF-C1 CF-C1 CF-C1 CF-C1 CF-C1
CF-C4As CF-C4As CF-C4As
CF-C7A CF-C7A CF-C7A
CF-C8 CF-C8 CF-C8
Backup Data Backup Data Backup Data
Backup data may include DC-5, or approved equivalent, as requested by the consultant or the
Fund. Additional documents may be requested to substantiate a request for payment and any
certifications required for payment of materials stored off the job site.
INSURANCE RENEWALS: If any component of insurance coverage lapses during the

contract, the contractor’s monthly payment will not be processed.
Asbestos Abatement Insurance – The contractor shall notify the consultant when asbestos
abatement work has been completed by the contractor. The consultant reviews work and if
finalized issues letter to Construction Project Coordinator stating asbestos abatement work
has been completed. Copy will be forwarded to SUCF Controller’s Services and SUCF
Counsels Office to eliminate need to renew asbestos abate insurance.
PAYMENT FOR MATERIALS: Payment for materials delivered to site will be in accordance
with Section 4.12 of the Construction Agreement. Payment for materials stored off-site will be
in accordance with Section 4.14. The contractor shall notify in advance, prior to the payment
meeting, that materials stored off site will be requisitioned for. It is the contractor’s
responsibility to coordinate and provide assistance to the consultant for verification of materials
stored off site. For materials stored off-site a “Certificate of Insurance for Material Stored Off-
site” must be completed, appendix item 23.
SUBSTANTIAL COMPLETION: When the project is substantially complete, in accordance

with the provision of Section 4.10 of the Agreement, a final inspection is to be conducted in
accordance with the provisions of the Section entitled “Closeout of Construction Contracts.” At
that time the consultant shall prepare a list of all uncompleted, unaccepted and corrective work
to be performed together with the estimated value thereof. After approval of this list by the
Fund, the contractor’s retainage may be reduced to cost of performing the work on the list plus
an amount necessary, in the Fund’s judgment, to satisfy any claims, liens or judgments against

the contractor which have not been suitably discharged. Before such payment is to be made,
the following items must be addressed, except that a dollar value may be assigned to the
items having an asterisk (*), with such items placed on the punch list. The Checklist for
Substantial Completion, form CF-C6, appendix item 29, may be utilized to expedite this
process.
*KEYS: The Fund Project Coordinator has verification that the door keys, keyboards
and master keys have been received by the campus.
*MONEY DUE TO THE CAMPUS: All water, power, fuel, telephone and other
outstanding bills due to the campus have been satisfied.
*OPERATING INSTRUCTIONS AND SPARE PARTS LISTS: Basic mechanical and

electrical systems of the project and all special equipment, complete operating
instructions and spare parts lists have been formally transmitted to the campus.
*BONDS, WARRANTIES and GUARANTEES: The Construction Project Coordinator

has obtained verification that, as required by the SUCF Agreement, all bonds,
guarantees and warranties exceeding the normal one-year guarantee period have been
received by the campus. All guarantees and warranties shall identify the respective
SUNY campus as the owner.
*CHARTS AND DIAGRAMS: Wiring diagrams, valve charts and other charts or
diagrams required by the specifications must be framed under glass and mounted on
the walls in the mechanical and electrical equipment rooms as required by the contract.
*OPERATING TESTS: All required tests must be been made and the results furnished
to the Fund, the campus and the consultant prior to the turnover of projects. Especially
important are the results of life safety tests and their certification. The consultant is
responsible for turning over to the Fund a testing log and respective test reports at the
completion of the project.
RELEASE: The contractor must provide an executed C-5 Final Release, appendix item
5, which accompanies the final application for payment.
*RECORD INFORMATION FROM THE CONTRACTOR: The consultant has received

from the contractor all record information required by SUCF Agreement Section 2.24 -
Record Drawings and General Requirements.
*CAMPUS PERSONNEL TRAINING / DEMONSTRATIONS: Mechanical, electrical

systems and equipment have been demonstrated to the campus operating personnel,
in the presence of the contractor and under the supervision of the consultant.
Operation and Maintenance Manuals must be submitted by the contractor, reviewed
and approved by the consultant and turned over to the campus prior to scheduling
training/demonstrations.
PUNCH LIST: The consultant, sub-consultants, contractor, Fund Project Coordinator,

and a representative of the campus have verified by inspection that the final punch list

has been established. The punch list must be incorporated into SUCF final
acceptance.
*RECORD OF TRANSMITTALS: The consultant must document, in detail by formal

letter(s) of transmittal, every item that it is required to be transferred to the campus. An
information copy of each transmittal must be furnished to the Fund Project Coordinator
as evidence that the material has been transmitted.
FINAL PAYMENTS: The term “Final Payment” is used for processing an application for
payment when all work has been accepted, excluding guarantee obligations, judgments,
claims or liens against the contractor.
WAGE RATE CERTIFICATIONS: Contractors are required to submit the following prior to or
at final application for payment:
• CF-C4A1 - Prime Contractor’s Certification, appendix item 11

• CF-C4A2 - Subcontractor’s Certification, appendix item 12
• CF-C4A3 - Sub-subcontractor’s Certification, appendix item 13
• CF-C7A - Summary of Wage Rate Certification, appendix item 14
Failure to furnish the required forms will result in SUCF withholding a portion of
the contract sum.
The following outlines the final certification and reporting procedures required to implement
Chapter 698, Laws 1988 (Labor Affidavits) for all public improvement contracts.
1. The prime contractor must provide each subcontractor with a copy of the schedule of
wages and supplements specified in the contract before the subcontractor’s work is
started.
2. The prime contractor must immediately obtain the subcontractor’s certification. Such
certification must be submitted by the prime contractor prior to or with the final payment,
see form CF-C4A2 - Subcontractor’s Certification - appendix item 12.
3. If a sub-subcontractor is involved, it is the subcontractor’s responsibility to obtain the

certification from the sub-subcontractor that he/she has in fact received the wage rates
contained in the subject project. The prime contractor must immediately obtain the sub-
subcontractor’s certification from the subcontractor which must be submitted by the
prime contractor with the final payment. See CF-C4A3 - Subcontractors Certification –
appendix item 13.
4. If revised schedules of wages and supplements are published, the prime contractor
must provide each subcontractor with such revised schedules and obtain a revised
subcontractor’s certification, and the subcontractor must follow the same procedure
with each sub-subcontractor. Revised schedules must be obtained for each updated
wage rate period when the respective contractor is working on site.

5. Sub-subcontractor’s certification, subcontractor’s certification, and prime contractor’s
certification must be submitted to the Office of State Comptrollers prior to or with the
prime contractor’s final payment request. Failure to obtain and provide the required
certifications will impact the contractor’s final payment.
6. Updated wage rates are to be obtained by the general contractor at the time they
become effective from the Department of Labor. Wage rates will be posted at the
Department of Labor’s website:
www.sucf.suny.edu/design/wage.shtml
It is the prime contractor’s responsibility to provide the wage rate updates to every
subcontractor and obtain all certifications as described in paragraph 4 above. The
Fund is not responsible for issuing wage rate updates after the project is bid.
Additionally, the prime contractor is responsible for obtaining and collecting the certifications.
Prior to or for the final payment, a CF-C7A - Summary of Wage Rate Certification will be
required and the certifications from the subcontractors and sub-subcontractors listed must be
attached.
Final payment will not be made without these certifications and it is recommended that three
originals be obtained promptly by the prime contractor at the time a subcontract is executed.
Please note that sending the Fund a copy at the time of certification does not relieve the prime
contractor from the responsibility of attaching all original certifications to the final payment.
GUARANTEE PAYMENT: The term “Guarantee Payment” is the last payment application
processed once the punch list and warranty items are completed and the guarantee period
expires.
When project completion has been verified, the contractor must submit to the consultant the
guarantee application for payment on forms CF-C1, CF-C2, CF-C3, CF-C4A1, CF-C8 and CF-
C11 accompanied by C-5 - Release Form. C-5 Release Form is only required if changes in
the final value of the contract occurred between final acceptance and the end of guarantee
period.
PRIME CONTRACTOR’S CERTIFICATION FROM GENERAL CONTRACTOR: The general

contractor must submit a Prime Contractor’s Certification (Ref. CF-C4A1 Item 11) for its work
on both the final and guarantee payments. The payroll period ending date must cover the time
period of the payment.

Closeout of Construction Contract
GENERAL
COMPLETION AND ACCEPTANCE

Substantially Complete
Facility Ready
Punch List Development
Contact Requirements
Project Delays
Partial Turnover
Certificates of Occupancy
Turnover to the Campus
END OF ONE-YEAR GUARANTEE PERIOD

Management of Construction Projects Closeout of Construction Contract
GENERAL
Except where the campus requires partial acceptance or possession prior to completion of the
contract, the steps detailed in this section of this manual entitled “Final Payment” and “End of
Guarantee Period” will apply.
The following guidelines are intended to standardize Fund procedures for closeout of
construction contracts and are published for the information and guidance of campuses
consultants, contractors and the Fund.
“Final Inspections” are made before turning over a project to campus control. Guarantee
inspections are made near the end of the guarantee period, normally just prior to one full year
after formal acceptance of the project by the Fund and project turnover to campus control.
COMPLETION AND ACCEPTANCE

SUBSTANTIALLY COMPLETE: When all contract work is substantially complete and the
project can be utilized for its intended purpose the contractor must submit a letter to the
Director of Construction, copied to the consultant, stating that the project is ready for
inspection. If a building permit has been issued on the project, see section Certificates of
Occupancy below for required documentation.
FACILITY READY: The consultant and the Fund Project Coordinator have jointly determined
that the facility is prepared for final inspection.
INSPECTION AND PUNCH LIST DEVELOPMENT: The process of developing and issuing
the punch list will vary depending on the scope, value and type of project. Projects with limited
scope and value may condense process into fewer phases. Projects with vast scope and
value may expand process into several phases. The following provides an outline for
developing the punch list:
1. The consultant must prepare a complete list with explicit descriptions of all uncompleted
work for the project. Concurrently, the consultant shall have all sub-consultants
prepare a complete list with explicit descriptions of all uncompleted work for the project.
The list must be issued as a single uniform document from the prime consultant
incorporating items provided by all sub-consultants. The list of deficiencies will be
utilized for a final inspection walk through by the Fund, Campus, Consultant, Sub-
consultants and Contractor.
2. The Campus, Consultant, Contractor and Fund must review the list independently or as
a group prior to or while physically inspecting the project.
3. The inspection shall be performed as follows:
• Roof
• Interior space
• Mechanical and electrical systems

• Exterior
• Site work
4. After the inspection has been completed, any new items discovered during the
inspection will be added to the list. The uncompleted work list, as amended during the
inspection, should be reproduced by the Consultant and furnished to the Contractor, the
Campus and the Fund. If necessary, the Campus, Consultant, Sub-consultants,
Contractor, and Mechanical and Electrical Subcontractors will assemble for a meeting
conducted by the Fund representatives. Questions will be addressed concerning
incomplete or missing items and punch list completion schedule. The Fund will utilize
the list of items as the basis for the final acceptance punch list. It shall be the
prerogative of the Fund as the result of the inspection to make the decision to accept
the facility from the contractor. Additional punch list items shall not be added after the
Fund has issued the punch list with the “Final Inspection and Acceptance” letters. The
contractor must complete the punch list prior to the end of guarantee and before
receiving final payment.
Items will not be added to the punch list after final inspection. In the event a defect develops
or is discovered subsequent to final acceptance, the issue will be identified as a guarantee
item. Guarantee items are to be resolved as soon as possible, during the guarantee period.
The heating, ventilating and air conditioning systems of a building may not be effectively
balanced until the building is fully occupied. Preliminary balancing may be required ahead of
the final inspection, may be required. Final balancing of these systems may be considered to
be a contract requirement to be met after final acceptance. All equipment in the building must
be running during the walk-through.
The Campus will be given the opportunity to acknowledge the Final Inspection and
Acceptance, but concurrence by the Campus is not required to close out a project.
This procedure will be modified, as required, depending on scope and size of project.
CONTRACT REQUIREMENTS: Conditional to the scope and value of the project, the
contract documents will require various forms of documentation and inspections required for
final acceptance of a project. Therefore, each project will entail development of a unique
process leading to final acceptance. The process may include, and not be limited to:
• Demonstration of equipment
• Development and review of operation manuals
• Testing
• Development and review of record drawings
• As built drawings
• Warranties
• Commissioning electrical, mechanical and plumbing systems
• Coordination of commissioning agent requirements
PARTIAL ACCEPTANCE: Contracts which include multiple buildings, phased construction,

rehabilitation of limited areas of buildings, or site utility work may be partially accepted using

the procedure described above for each building, phase, building segment or specific utility
individually.
When a project is ready for final inspection in the winter and the exterior and site work cannot
be properly inspected. The Fund will follow the above procedure, excluding exterior and site
work for later inspection and turnover.
CERTIFICATES OF COMPLETION OR OCCUPANCY: A project for which a building permit

has been issued requires a Certificate of Completion or Certificate of Occupancy to be issued
by the Office of Design and Construction Management - appendix item 30. A Temporary
Certificate of Completion or Occupancy may be issued for a partial acceptance – appendix
item 31.
Prior to issuance of a Certificate of Occupancy, the following forms and letters must be
completed:
• Completion letter from the Contractor – appendix item A-27

• Acceptance letter from the Consultant with uncompleted work list – appendix item A-28
• The Construction Inspection Report – appendix item A-32
• The Final Inspection Report – appendix item A-33
• The Fact Sheet – appendix item A-34
A project for which a Building Permit Waiver has been issued will not require a Certificate of
Completion or Occupancy. The Construction Inspection Report, Final Inspection Report, and
Fact Sheet are not required for projects with Building Permit Waivers.
PROJECT DELAYS: Timely acceptance and turnover to the Campus and timely execution of
project documentation is important. A memo must be included in the project close out
documentation for any project which has been accepted more than 6 months after the contract
completion date as indicated in the bid documents. Likewise, a memo must be included in the
project close out documentation for any project which is being accepted effective more than 6
months prior to the date of the Final Inspection and Acceptance letters. The Project Delay
Memo should detail the extent of and reasons for the delay.
TURNOVER TO THE CAMPUS: The turnover is documented by formal letters of “Final

Inspection and Acceptance,” to the campus president and the contractor from the Assistant
General Manager, Office of Design and Construction Management or the Director of
Construction. Turnover of a portion of the project shall be documented similarly. Prior to
issuing formal letters of Final Inspection and Acceptance, all projects require the following
documents to be completed and submitted for inclusion in the Contract file.
• Completion letter from the Contractor – appendix item A-27

• Acceptance letter from the Consultant with uncompleted work list – appendix item A-28
• Campus Sign-off – appendix item A-35
• Building Permit Waiver as previously issued or Certificate of Completion or Occupancy
and related documents
• Project Delay Memo, if required

END OF ONE-YEAR GUARANTEE PERIOD
The one-year guarantee normally starts with the jointly agreed upon date of turnover for each
portion of a facility. Approximately, thirty days prior to end of the one-year guarantee period,
the Fund shall request the campus to submit a list of items, in writing, to be considered for
inclusion in the consultant’s formal “guarantee list” to be transmitted to the contractor. The
Fund will provide this listing to the consultant who in turn will notify the campus and the Fund
of items that are not considered covered by the guarantee and issue the final list to the
contractor. Additional items will not be added once the final consultant/campus guarantee list
has been generated. The Campus will be given the opportunity to acknowledge the End of
One Year Guarantee Period, but concurrence by the Campus is not required to execute an
End of One Year Guarantee Period.
The consultant or the Fund will, after the contractor corrects all guarantee deficiencies,
schedule the End of Guarantee inspection after coordinating with the campus and the Fund. If
any guarantee items are still not completed at the time of inspection, the contractor will have to
complete all guarantee items before a guarantee payment is made.
Timely completion of work and timely execution of project documentation is important. A

memo must be included in the project close out documentation for any project for which End of
One Year Guarantee Period letters are dated more than 18 months after the effective date of
project acceptance. The Project Delay Memo should detail the extent of and reasons for the
delay.
The end of the one year guarantee period will be documented by formal letters to the Campus
and the Contractor. Prior to issuing formal End of One Year Guarantee letters, all projects
require the following documents to be completed and submitted for inclusion in the Contract
file.
• Campus Sign-off – appendix item A-38

• End of One Year Guarantee Period letter to Campus – appendix item A-39
• End of One Year Guarantee Period letter to Contractor – appendix item A-40
• Delay Memo, if required

Publicity and Disclosures
Fund projects frequently are newsworthy. The Fund is interested, not only in cooperating with
various news media, but also in utilizing any available material to communicate with the public.
Each Fund project is related to other similar projects, to the entire Campus and to the general
construction program of the University. Coordination of information to be disseminated to the
public is required, regardless of the media to be employed. This dictates careful review of any
releases, statements, statistics, estimates, utterances, etc. to verify their accuracy and to
insure their compatibility with other information.
There may be no disclosure of information regarding Fund plans, Contracts, related matters,
etc. without written permission from the Fund. All releases, regardless of their form (news
release, photograph, article, speech, press interview, schemes, maps, etc.) must be
transmitted to the Fund’s main office, via the Fund’s Project Coordinator, to assure appropriate
and rapid approval by the Fund.

Management of Construction Projects Publicity and Disclosures
APPENDIXES
APPENDIX A -- Forms
APPENDIX B – Process Flow Charts

Management of Construction Projects Appendix A -- Forms
APPENDIX A -- FORMS
TABLE OF CONTENTS
ITEM
Post Bid Checklist (DC-1) ..................................................................................... A-1
Construction Contract Transmittal Letter (to Contractor)....................................... A-2
Project Administrative Activity Schedule ............................................................... A-3
Listing of Project Reports Required During Construction Period ........................... A-4
Contractor’s Monthly Application for Payment (CF-C1)......................................... A-5
Contractor’s Monthly Application for Payment (Contract Breakdown) (CF-C2) ..... A-6
Listing of Change Orders (CF-C3) ........................................................................ A-7
Listing of Field Orders (CF-C11) ........................................................................... A-8
Requisition Work Sheet (DC-5) ............................................................................. A-9
Certification of Monthly Payment (CF-C5)........................................................... A-10
Prime Contractor’s Certification (CF-C4AI) (2 pages) ......................................... A-11
Subcontractor’s Certification (CF-C4A2) ............................................................. A-12
Sub-subcontractor’s Certification (CF-C4A3) ...................................................... A-13
Summary of Subcontractors Wage Rate Certifications (CF-C7A) ....................... A-14
M/WBE – Payment Report (CF-C8) .................................................................... A-15
Release (C-5) ..................................................................................................... A-16
Certificate of Insurance (C-10) ............................................................................ A-17
Contract Change Order (CF-C9). ........................................................................ A-18
Sample Authorization-To-Proceed Letter ............................................................ A-19
Form of Backcharge Letter ................................................................................. A-20
Asbestos Material Removal Fact Sheet (2 Pages) .............................................. A-21
Regulated Materials Disposal Fact Sheet ........................................................... A-22
Materials Stored Off-Site Certificate of Insurance ............................................... A-23
Request for Federal Tax Identification Number................................................... A-24
Building Permit.................................................................................................... A-25
Waiver of Building Permit.................................................................................... A-26
Letter from Contractor Advising Contract Complete ............................................ A-27
Letter from Consultant Recommending Acceptance and Occupancy ................. A-28
Checklist for Substantial Completion Payments (CF-C6) .................................... A-29
Certificate of Occupancy ..................................................................................... A-30
Temporary Certificate of Occupancy................................................................... A-31
Construction Inspection Report ........................................................................... A-32
Final Inspection Report ....................................................................................... A-33
Fact Sheet for Projects with Building Permit/Certificate of Occupancy ............... A-34
Final Inspection Acceptance Sign-off .................................................................. A-35
Final Inspection Acceptance Letter (to Campus) ................................................ A-36
Final Inspection Acceptance Letter (to Contractor) ............................................. A-37
End of One Year Guarantee Sign-off .................................................................. A-38
End of One Year Guarantee Letter (to Campus)................................................. A-39
End of One Year Guarantee Letter (to Contractor) ............................................. A-40
Labor Rate Breakdown (CF-C10) ....................................................................... A-41

Management of Construction Projects Appendix A -- Forms
ITEM A-1
STATE OF NEW YORK

STATE UNIVERSITY CONSTRUCTION FUND
POST BID CHECKLIST
Present at Post Bid Meeting:

SUCF No. ______________________________
Campus ________________________________
NAME FIRM Project Title ___________________________
_______________________ _______________________________________________________________________
_______________________ _______________________________________________________________________
_______________________ _______________________________________________________________________
_______________________ _______________________________________________________________________
ACTIONS YES NO REMARKS

•All participants informed as to confidential nature of discussions.
•Proposals checked for possible information (addenda
acknowledged, corporate seal, all blanks filled)
•Fax sent for 48-hour data
•Appendix ‘A’ requested in Fax
•Bid deposit checks returned to other than “low 3”
•Time and place set for Pre-Award Meetings:
Place Date Hour
__________ _________ _________
•Consultant requested to tabulate and analyze unit prices from all

bidders prior to Pre-Award Meeting
•Consultant requested to review alternates and recommend selection
to SUCF
•Consultant furnished Contract checklist (copy attached), and
requested to start assembly of 6 copies of contract, (7 copies if
assigned-sub, or a Federal Grant is involved)
•Consultant furnished copy of “Management of SUCF Projects”
•Consultant furnished copy of Federal Grant Check List (when
applicable)
ADDITIONAL REMARKS:
Signed:________________________________ Date: __________________
DC-1
ITEM A-2

State University Plaza • 353 Broadway
Albany, NY 12246
www.sucf.suny.edu
Date
Re: SUCF Project No.

Project Title
Campus
Contractor
Contractor Address
Subject:
Dear Sirs/Mesdames:
You are the apparent low bidder for the referenced Project and your proposal is being
evaluated for acceptance and Contract award. In order to expedite the Contract award process,
please execute all of the five enclosed copies of the Contract Documents in the following
manner:
1. On the signature page of the Agreement (page A-32), have an authorized officer or
principal of your firm sign on the line below the name of the firm. If a corporation, also
affix the corporate seal. On the acknowledgements page (A-33), see the enclosed
“Instructions for Execution of Acknowledgements”.
2. On the Labor and Material Bond (page B-1) and the Performance Bond (page B-2), see
the enclosed “Instructions for Execution of Labor and Material Bond and Performance
Bond”. On the Acknowledgements page (B-3), see the enclosed “Instructions for
Execution of Acknowledgements”.
After the Contract Documents have been executed in accordance with the above Directions,
kindly return all of the enclosed documents to the Fund by . If the Fund
accepts your Proposal and awards the Contract to you, it will issue a Notice of Award to you
and execute the copies of the Contract Documents you have returned, as well as obtaining
any necessary governmental approvals thereof. It will then return to you a fully executed
copy of the Contract Documents.
We also enclose copies of the following forms, to be filled out and returned to the Fund with
the Contract Documents:
a. Certificate of Insurance
b. Builder’s Risk Insurance Breakdown
c. Request for Federal Tax Identification Number.
-2-
Foreign Contractors (i.e. entities not organized under the laws of the State of New York) must
also furnish, with their initial and final payment applications, a certificate from the New York
State Department of Taxation and Finance, Tax Compliance Division, to the effect that all of
the Contractors’ taxes have been paid.
Unless these forms are promptly furnished by you, properly filled out, it will not be possible for
the Fund to fully process your Contract and no payments may be made there under.
This letter does not constitute an award of the Contract and you are not to begin work until you
have received a Notice of Award and filed the necessary certificates of insurance with the
Fund. Without proof of all required insurance coverage, no payment can be made.
Very truly yours,
William K. Barczak
General Counsel
Enclosures
PLEASE NOTE: In the even that this Contract requires asbestos abatement work, it is your
responsibility, under Section 5.06, subdivision e of the Agreement, to obtain asbestos
abatement insurance.
ITEM A-3
PROJECT ADMINISTRATIVE ACTIVITY SCHEDULE
BIDDING DOCUMENTS (NB, IB)

CONTRACT DOCUMENTS (A, PB, LMB)
DATA / REPORT FULFILLMENT DATE ROUTING FROM / TO
REFERENCE
Shop drawings and sample In accordance with shop drawing and sample
Contractor / Consultant A, Section 2.19
Submission Schedule (for approval) schedule
Approval of Shop Drawings Within 15 days after receipt Consultant / Contractor A, Section 2.19
Submission of one copy of all approved Shop Drawings At project completion Contractor / Consultant A, Section 2.19
Names of subcontractors (other than those named in A, Section 2.18 (Consultant must have Fund
Within 30 days after Notice of Award Contractor / Consultant
48-hour information) concurrence of their approval of subcontractors)
Approval of Subcontractors Within 10 days of submission Consultant / Contractor A, Section 2.18
Within 10 days of date Contractor receives

Payment of Subcontractors by Contractor Contractor / Subcontractors A, Section 2.18
payment
Submission of Record Drawings Prior to acceptance of work by Fund Contractor / Consultant A, Section 2.24
Guarantee Period One Year (minimum) or longer if so agreed Fund / Contractor A, Section 2.25
Proof of Contractor’s Compensation and liability

Prior to commencing work Contractor / Fund A, Section 5.06
insurance coverage
Builders Risk Insurance coverage provided by Prior to approval of progress payment covering
Contractor / Fund A, Section 5.07
Contractor insurable work
Owners Liability Insurance Prior to commencement of work at site Contractor / Fund A, Section 5.06
Approval of products other than specified Prior to incorporation into the project Contractor / Consultant A, Section 2.20
Notice of Award 45 days after bid opening Fund / Contractor, Consultant IB, Section 9
Performance, Labor, and Material Bonds 10 days after Notice of Award Contractor / Fund, Consultant IB, Section 10
Formal Contract signing 10 days after Notice of Award Contractor / Fund, Consultant P, Section 10
Work Commencement 10 days after Notice of Award Contractor A, Section 3.01
Time Progress Schedule 30 days after Notice of Award Contractor / Consultant A, Section 3.02
Within 10 days after commencement of

Notice of Conditions Causing Delay (in writing) Contractor / Fund, Consultant A, Section 3.04
condition(s) causing delay
Appeal from Consultant’s decision (verified) Within 10 days of decision date Contractor / Fund (cc Consultant) A, Section 2.02
Dispute based on Fund or Consultant determination (in Within 10 days after Fund or Consultant
Contractor / Fund, Consultant A, Section 2.02
writing) determination
Within 30 days after being required to perform
Claim for disputed work (documented statement) Contractor / Consultant A, Section 2.03
disputed work
Right to Default Contractor (written notice) 3 days’ notice (anytime) Fund / Contractor, Consultant A, Section 2.26
Requests for Progress Payments Monthly Contractor / Fund, Consultant A, Sections 4.10, 4.11
Prior to submission of first partial payment

Billing Breakdown of Contract amount Contractor / Fund A, Section 4.08
request
Final requisition and final payment (written notices) Acceptance of Contract work Contractor / Fund, Consultant A, Section 4.18
One year following acceptance of work by Fund

Guarantee Payment Contr. Contractor / Consultant, Fund A, Section 4.20
and request by Contractor
A = Agreement IB = Information for Bidders PB = Performance Bond LMB = Labor of Material Bond NB = Notice to Bidders
ITEM A-4
LISTING OF PROJECT REPORTS REQUIRED DURING CONSTRUCTION PERIOD
TITLE PERIOD COVERED PREPARED BY DISTRIBUTION FORMAT
Field Report Monthly Consultant Fund (1 copy) Developed by Consultant
Shop Drawing Log Bi-Weekly Consultant Fund (1 copy) Developed by Consultant
RFI Log Bi-Weekly Consultant Fund, Contractor Fund Standard
Open Item Log Bi-Weekly Consultant Fund, Contractor Fund Standard
Pre-award Meeting
Ad hoc Consultant Minutes to Attendees Developed by Consultant
Report
Pre-Construction Orientation
Ad hoc Consultant Minutes to Attendees Developed by Consultant
Meeting Report
Consultant (2 copies)
(1 field office,1
Periodically (as
Testing Lab Reports Testing Lab Consultant) Consultant/Lab.
required)
Contractor (1 copy)
Fund (when requested)
Fund Coordinator – (1
Progress Photos –Digital Monthly Contractor Fund Standard
copy)
Substantial Completion Attendees (3 copies)

Ad hoc Contractor Fund Standard
Payment (Item 27 Appendix) At inspection
As required by
Accident Reports Ad hoc Contractor Consultant, Fund
circumstances
Fund (1 copy)
Asbestos/Reports,
Ad hoc Contractor SUNY (1 copy) As required
Regulated Materials
Consultant (1 copy)
ITEM A-5
STATE OF NEW YORK

CONTRACTOR’S MONTHLY APPLICATION FOR PAYMENT
SUCF PROJ NO. Location Campus ___________________

__________________________________________________________________________________________________________________________________________
PAYEE (Name and Address) FOR SUCF USE ONLY
Comptroller’s
Contract No.
Certificate
Number
Date Checked
As to
Calculations
Work Period Ending 20 (NOT DATE OF APPLICATION)
Auditor
Contract Completion Date
Attach Labor Affidavits for Payroll Period to Conform to New York State Labor Law Sec. 220a
SCHEDULE 1 STATEMENT OF ACCOUNT
Work Included in Previous Estimates ............................................................................................................................................. $__________________
Present Estimate ............................................................................................................................................................................ __________________

Work executed to date ................................................................................................................................................................... __________________
Retained Amount ............................................................................................................................................................................ __________________
Work Executed to Date, Less Retained Amount ............................................................................................................................ __________________
Previously Certified ........................................................................................................................................................................ __________________
Amount of this Payment ................................................................................................................................................................. __________________
% of this Contract is completed
% of time has elapsed
SCHEDULE II CERTIFICATION BY CONTRACTOR
I do hereby certify that I am

(Name) (Title)
of the Company/Corporation herein referenced and Contractor for the work described in the foregoing application; that I am the person in whose name the foregoing account against the State of New York
is rendered; that I certify that this payment estimate is correct and just and that payment therefor has not been received. I further certify that the Contractor has complied with the application provisions of
the Tax Law of the State of New York. I further certify that all bills for labor and for materials used in connection with this Contract work have been paid to and including the full amount of all previously
certified payments.
Date: Signature
SCHEDULE III CERTIFICATION BY CONSULTANT
I certify that I am the furnishing general

administration of the work described in the attached Contractor’s Application for Payment; that, to the best of my knowledge and belief the material and labor stated therein have been furnished and the
work properly performed in accordance with the specifications, and that payment of this application can be made on this Contract without detriment to the interests of the Fund.
Date: Signature ____________________________________________________________________
SCHEDULE IV ENDORSEMENT BY SUCF CONSTRUCTION DIVISION
Examined and found correct:

Project Project
Coordinator Coordinator
Or Director of Or Director of
_ Construction _________ Construction
Date Signature Date Signature
For Progress Payments (When required)

At the present time, the Fund believes it has sufficient monies retained to pay any liquidated damages that may be assessed after review of any requests for extensions of time that may have been, and
may be, submitted in the future by the Contractor.
Date:
Director of Construction
For Final Payments:

The within application represents a final payment on this project. The State University Construction Fund certifies that this project has been satisfactorily completed and approves this final payment to the
Contractor. No liquidated damages will be assessed against the Contractor.
Date: Director of Construction: _______________________________________________________________________________
CF-C1
ITEM A-6
STATE OF NEW YORK Contract No.
STATE UNIVERSITY CONSTRUCTION FUND Location:
Application No.
CONTRACTOR’S MONTHLY APPLICATION FOR PAYMENT Date:
(Contract Breakdown)
(Contractor)
I hereby make application for a payment upon my Contract with the State University Construction Fund for materials and labor furnished for
at
Materials and labor, for which payment has been made, have been furnished and incorporated in the work since the date of last preceding certificate for payment upon said contract, for
work to and including , 20 .
CONTRACT PREVIOUS % UNCOMPLETED

ITEM WORK BREAKDOWN ESTIMATES COMP PRESENT ESTIMATE BALANCE
Contract Price
A. Change Orders to Contract $ $ $ $
B. Contract Plus COs $ $ $ $
C. Less Deductions $ $ $ $
D. Bonus Amount $ $ $ $
E. Grand Total (F minus G) $ $ $ $
Change Orders to be listed on Form CF-C3 For Statement of Account, see attached Form CF-C1.
Field Orders to be listed on Form CF-C11
CF-C2
ITEM A-7
STATE OF NEW YORK
LISTING OF CHANGE ORDERS
ADDITION OR % PREVIOUS PRESENT UNCOMPLETED

CO # DESCRIPTION DEDUCTION COMP ESTIMATE ESTIMATE BALANCE
TOTALS $ $ $ $
Totals to be inserted on Form CF-C2 Show all deductions in parentheses.
CF-C3
ITEM A-8
STATE OF NEW YORK
FIELD ORDERS
Field Addition or Previous Present

Description % Comp Uncompleted Balance
Order # Deduction Estimate Estimate
TOTALS $ $ $ $
Totals to be inserted on Form CF-C2 - Allowance Show all deductions in parentheses
CF-C11
ITEM A-9
REQUISITION WORK SHEET Sheet Of Sheets
353 Broadway ALBANY, NY 12246
CONTRACTOR: ___________________________________________________________ REQUISITION NO. _________________ DATE ENDING _____________

PROJECT NO. TITLE: LOCATION: ________________________
% Compl. Amt Compl. % Total Amt Amt Added

Unit Total Last Last Compl. Complete to to This Amt Left to
No. Description Quantity Unit Price Price Request Request to Date Date Request Complete
1 2 3 4 5 6 7 8 9 10 11 12
DC-5
ITEM A-10

353 Broadway Albany, New York 12246
CERTIFICATION OF MONTHLY PAYMENT
SUCF Project No. ___________________ Date: ___________________
Project Title: _________________________________________________________________
This is to certify that the General Contractor ______________________________________ has

made payment of $ for work performed by this subcontractor as covered by
Requisition No. , for the period from ______________ to ________________ inclusive.
____________________________________________________ __________
Name of Subcontractor Date
___________________________________________________________________________________________________
Signature
General Contractor to complete all blanks at top of sheet and forward to subcontractor with payment.
Subcontractor to execute and immediately return to General Contractor for inclusion with next requisition.
CF-C5
ITEM A-11
OFFICE OF THE STATE COMPTROLLER
DIVISION OF PRE-AUDIT AND ACCOUNTING RECORDS
BUREAU OF STATE EXPENDITURES
New York State Labor Law, Section 220-a

Prime Contractor’s Certification
1. That I am an officer of
and am duly authorized to make this affidavit on behalf of the prime Contractor on Public
Contract No.
2. That I fully comprehend the terms and provisions of Section 220-a of the Labor Law.
3. That, except as herein stated, there are no amounts due and owing to or on behalf of laborers
employed on the project by the Contractor. (Set forth any unpaid wages and supplements, if
none, so state).
Name Amount
4. That the Contractor hereby files every verified statement required to be obtained by the
Contractor from the subcontractors.
5. That, upon information and belief, except as stated herein, all laborers (exclusive of executive or
supervisory employees) employed on the project have been paid the prevailing wages and
supplements for their services through , the last day worked on the project by
their subcontractor. [Set forth any unpaid wages and supplements, if none, so state and utilize
clause 5 (A)].
Name Amount
(5A) That the Contractor has no knowledge of amounts owing to or on behalf of any laborers of
its subcontractors.
( continued )
CF-C4A1
Prime Contractor’s Certification
(Page 2)
6. In the event it is determined by the Commissioner of Labor that the wages or supplements or both
of any such subcontractors have not been paid or provided pursuant to the appropriate schedule
of wages and supplements, then the Contractor shall be responsible for payment of such wages
and supplements pursuant to the provision of Section 223 of the Labor Law.
Signature
Print Name
Title
ACKNOWLEDGEMENT:
STATE OF NEW YORK }

COUNTY OF } SS
On this day of 20_____________
before me personally came __________________________________________

to me known and known to me to be the person described in and who executed the foregoing
instrument and he/she acknowledged that he/she executed the same.
____________________________________
Notary Public
If this affidavit is verified by an oath administered by a notary public in a foreign country other than Canada, it
must be accompanied by a certificate authenticating the authority of the notary who administers the oath. (See
CPLR § 2309(c); Real Property Law, § 311,312).
CF-C4A1
ITEM A-12

Subcontractor’s Certification
1. That I am an officer of _________________________________________________

a subcontractor on Public Contract No. and I am duly authorized to make
this affidavit on behalf of the firm.
2. That I make this affidavit in order to comply with the provisions of Section 220-a of the Labor
Law.
3. That on , we received from (the

prime Contractor) a copy of the initial/revised schedule of wages and supplements Prevailing Rate
Schedule Case Number (PRC) specified in the public improvement
contract.
4. That I have reviewed such schedule(s), and agree to pay the applicable prevailing wages and to
pay or provide the supplements specified therein.
Signature
Print Name
Title
ACKNOWLEDGEMENT:
STATE OF NEW YORK }

COUNTY OF } SS
On this day of 20
before me personally came _____________________________________________

to me known and known to me to be the person described in and who executed the foregoing
instrument and he/she acknowledged that he/she executed the same.
Notary Public
If this affidavit is verified by an oath administered by a notary public in a foreign country other than Canada, it must be
accompanied by a certificate authenticating the authority of the notary who administers the oath. (See CPLR § 2309(c); Real
Property Law, § 311,312).
CF-C4A2
ITEM 13

Sub-subcontractor’s Certification
1. That I am an officer of a subcontractor to _____________, a

subcontractor of the prime Contractor on Public Improvement
Contract No. and I am duly authorized to make this affidavit on behalf
of the firm.
2. That I make this affidavit in order to comply with the provisions of Section
220-a of the Labor Law.
3. That on , we received from (the subcontractor

of the ) (Contractor) a copy of the initial/revised schedule of wages and supplements
Prevailing Rate Schedule Case Number (PRC) specified
in the public improvement contract.
4. That I have reviewed such schedule(s), and agree to pay the applicable prevailing wages and
to pay or provide the supplements specified therein.
Signature
Print Name
Title
ACKNOWLEDGEMENT:
STATE OF NEW YORK }
COUNTY OF } SS
On this day of 20 before me

personally came to me known and
known to me to be the person described in and who executed the foregoing instrument and he/she
acknowledged that he/she executed the same.
Notary Public
County
If this affidavit is verified by an oath administered by a notary public in a foreign country other than Canada, it must be accompanied by
a certificate authenticating the authority of the notary who administers the oath. (See CPLR § 2309(c); Real Property Law, § 311,312).
CF-C4A3
ITEM 14
STATE UNIVERSITY OF NEW YORK
SUMMARY OF WAGE RATE CERTIFICATION(S)
INSTRUCTIONS: List each subcontractor and/or sub-subcontractor used on this Contract and their last day of work. When
submitting your Final and End-of-Guarantee payment applications, attach this form (in triplicate) along with the latest Wage Rate
Certifications, in triplicate, for your own firm and each subcontractor and/or sub-subcontractor.
*NOTE: Last day or work must be within the time frame of the latest Wage Rate Certification.
CONTRACTOR CAMPUS
SUCF NO. CONTRACT NO. PROJECT TITLE
SUBCONTRACTOR OR SUB- DATE OF LATEST WAGE RATE

LAST DAY OF WORK
SUBCONTRACTOR CERTIFICATION
The foregoing is a true and accurate listing of all subcontractors and sub-subcontractors employed on this Contract to date of
completion.
______________________________________________ By ______________________________________________
Legal name of person, partnership or corporation Signature
_______________________________________________ _________________________________________________
Address (Street, City) Name, Title
(State, Zip Code)
CF-C7A
ITEM A-15
Construction Contract Payment Request
Detail of Prime Contractor Payments
To MBE/WBE Subcontractors or Suppliers
SUCF Project No. ______________________ Project Title: ____________________________________________________________________________________
Contract Number ______________________ Campus: ________________________________________________________________________________________
Requisition Number ____________________ General Contractor ________________________________________________________________________________
Subcontractor or Supplier (Do not include Prime Contractor)

TOTAL
NAME FEDERAL ID SUBCONTRACT VALUE AMOUNT TO BE PAID CUMULATIVE
THIS REQUISTION PAYMENTS
I hereby certify that the information provided on this form is true, accurate and complete. I understand that the information provided
is to be used to comply with the reporting requirements of Article 15-A of the Executive Law. TOTAL
__________________________________________________ ___________________
Signature (Officer of Company or Designee) Date
CF-C8
ITEM A-16
STATE OF NEW YORK

RELEASE
KNOW ALL PERSONS BY THESE PRESENTS, that the undersigned hereby acknowledges that pursuant to a
contract dated the __________day of _______________________________, wherein the undersigned agreed
to furnish for the State University Construction Fund all the work necessary to complete the construction of
the Fund has paid or will pay the undersigned, or a person, firm or corporation claiming by or through the
undersigned, the sum of _________________________________________________________________
dollars ($_______________________), said amount being the full and entire sum due from the Fund to the
undersigned under said contract, except for monies being retained by the Fund pursuant to the provisions of the
aforesaid contract, including, but not limited to, money, if any, due to the undersigned by reason of extra work,
labor or materials furnished or performed in connection with, relating to, or arising out of the subject matter of
said contract. In consideration of such payment, the undersigned hereby releases and discharges the Fund, its
officers, agents and employees, of and from all claims of liability to the undersigned for anything furnished or
performed in connection with, relating to or arising out of the contract or out of the work covered by said
contract, including but not limited to, all claims for extra work, labor or materials and for any prior act, neglect or
default on the part of the Fund or any of its officers, agents, or employees in connection therewith, except for the
aforesaid retained monies.
The undersigned further acknowledges that neither the aforesaid payment nor acceptance by the Fund of the
work covered by the aforementioned contract shall in any way or manner operate as, or constitute a release or
waiver of the undersigned's obligations, undertakings or liabilities under said contract or in any way affect or limit
the same.
IN WITNESS WHEREOF, the undersigned has caused its name to be hereunto subscribed and its seal to be
hereunto affixed this __________ day of ________________________________.
_______________________________________________________
Name of Contractor
By _____________________________________________________
Affix Seal here
C5
ITEM A-17
CONTRACTOR’S CERTIFICATE OF INSURANCE
TO: State University Construction Fund

State University Plaza
353 Broadway
Albany NY 12246
This is to certify that the insurance policy listed below has been issued by the undersigned and is in full force and effect on the date borne by this Certificate.
Name/Address of Insured Contractor __________________________________________________________

__________________________________________________________
__________________________________________________________
Title/Proj Number to which this Certificate applies __________________________________________________________
Insurance Type Limits of Liability Policy No. Effective Expiration
Workers’ Compensation As required by law
$ ___________ Each Occurrence

Contractor’s Comprehensive General
$ ___________ Aggregate
Bodily Injury Liability and
Property Damage Liability $ ___________ Combined Single Limit
Contractor’s Automobile Liability $ ___________ Each Accident or Occurrence

Bodily Injury Liability and
Property Damage Liability $ ___________ Combined Single Limit
$ ___________ Each Occurrence

Owner’s Protective Liability
Bodily Injury Liability and $ ___________ Aggregate

Property Damage Liability
$ ___________ Combined Single Limit
Builder’s Risk
Excess or Umbrella
As an inducement to the Fund to approve the undersigned as an insurance company issuing the policies listed above, and this Certificate as being in
compliance with the construction Contract between the Fund and _______________________________________________________the undersigned
insurance company, duly licensed to do business in the State of New York, hereby agrees as follows:
1. That the insurance policies listed above conform, in all respects, with the requirements set forth in Sections 5.06 and 5.07 of Article V of the Agreement
been the Fund and Contractor.
2. That the insurance policies listed above shall not be changed or cancelled and that they will automatically be renewed upon expiration and continued in
force until final acceptance by the Fund of all the work covered by the aforesaid construction Contract unless the Fund is given thirty (30) days’ written
notice to the contrary.
3. That the Fund shall not be liable for the payment of the premium on any of the insurance policies listed above and that such premium shall be payable
by the Contractor named above who shall also receive any dividends or other refunds due under the above-listed insurance policies.
4. The Insurer certifies that there is no inconsistency or conflict with or between any of the terms, provisions and conditions hereof and any of the terms,
provisions and conditions of the policies listed above except for the following:
________________________________________________________________________________________________________________
5. That without the undersigned’s foregoing agreements neither it nor this Certificate of Insurance would be approved by the Fund.
Name of Insurance Company Phone
Authorized Representative (Original Signature Required) Date
C10
ITEM A-18
STATE OF NEW YORK  ADDITIVE
STATE UNIVERSITY CONSTRUCTION FUND  DEDUCTIVE
CONSTRUCTION DIVISION  NO COST
CONTRACT CHANGE ORDER

List Contractor name/address below
Date:
SUCF Project No.

Attention:
Location:
Consultant:
Contract No. D
Project:
Change Order No.
In accordance with the terms and conditions of your Contract and the plans and specifications relative thereto, you are hereby authorized and
directed to make changes and modifications as follows: (Description of Contract Modification)
This work is to be done in strict accordance with the terms of the Contract except as herein modified or hereinbefore modified by a previous
change order. It is further understood and agreed that, unless otherwise expressly stated herein, the work herein authorized will not extend the
time of completion of the work to be performed under the Contract and that the amount of this change order includes full payment or credit, as
the case may be, for the extra or deleted work covered hereby, all work covered in Architect’s Bulletin No. , all items included in Proposal No.
of the Contractor and any damage or expense caused the Contractor by any delays to or interference with other work to be done under the
Contract resulting from or on account of said extra or deleted work.
Extension of Contract Time: Calendar Days Revised Completion Date:
Amount of Contract including Contract Completion Date:

Change Order No. $
Amount of this Change Order: $
Revised Contract Total
including this change $
THE TERMS AND CONDITIONS OF THE ABOVE ARE HEREBY ACCEPTED:
___________________________________________________________________________________________________________
Contractor's Authorized Representative Date of Acceptance
Recommended by: ____________________________________________________________________________________________

Consultant Date
Approved: ___________________________________________________________________________________________________
State University Construction Fund Date
Approved: ___________________________________________________________________________________________________
For the State Comptroller Date
CF-C9
ITEM A-19

Albany, NY 12246
www.sucf.suny.edu
Date

Project Title
Campus
Consultant
Consultant Address
Attention:
SUBJECT: PROCEED ORDER AUTHORIZATION
Gentlemen:
You are hereby authorized to have the following work performed:
Proposal No.
Not to Exceed, Not Less Than $ (Additive / Credit)
A detailed proposal must be obtained from the Contractor and submitted promptly with your review
and recommendation in order that a Change Order can be issued.
Very truly yours,
John K. Hagen, Jr., P.E.

Director of Construction Management
C: Contractor
John K. Hagen, Jr., P.E., Director of Construction, Office of Construction Management

(518) 320-3210 ♦ Fax: (518) 689-2638 ♦ E-Mail: “john.hagen@suny.edu”
ITEM A-20
FORM OF BACKCHARGE LETTER
DATE

Title
Campus
Contractor Name
Address
Gentlemen:
You are hereby directed to perform the following work:
(Describe work and location thereof)
In the event that you fail to comply with this directive within three (3) working days of the
receipt hereof, the Fund, under Section 4.06 of the Agreement, will omit said work from your
Contract, may have the same performed by another Contractor and will backcharge your
Company by the issuance of a credit change order for all costs and expenses it incurs in
connection with your failure to comply with this directive. Such work is preliminarily
estimated to be valued at (amount in words) dollars ($numeric value) but this amount is
not firm and in no way limits the amount of the credit change order(s).
This direction or the issuance of the aforesaid credit change order(s) are without prejudice
to any other rights, remedies or claims of the Fund under the Contract.
Very truly yours,
Signed by Consultant or SUCF

ITEM A-21
STATE OF NEW YORK

ASBESTOS MATERIAL REMOVAL FACT SHEET
_____________ _________________________________________ __________

SUCF PROJ NO. PROJECT TITLE DATE
SCOPE OF WORK: ______________________________________________________________________
ASBESTOS CONTRACTOR: GENERAL CONTRACTOR:
Name/Address (if applicable)

_________________________________________ ________________________________
_________________________________________ ________________________________
_________________________________________ ________________________________
Phone # ____________________________ Phone # _______________________________

Contract Awd Amt: ____________________ Asbestos Lic #: ________________________________
Contract Completion Date: ______________ Expiration Date: _______________________________
ASBESTOS ABATEMENT PERSONNEL: (Attach Additional Sheets as Required)
Social Certificate
Name Title/Function Sec. # Number Expiration Date
1. ___________________________________________________________________________________
2. ___________________________________________________________________________________
3. ___________________________________________________________________________________
4. ___________________________________________________________________________________
5. ___________________________________________________________________________________
ASBESTOS ABATEMENT WORK : (Attach Additional Sheets as Required)
Bldg. (1) Removal Location Material (2) Methods of

Usage (Bldg./Room) Removed Quantity (3) Removal
1. __________________________________________________________________________________
2. __________________________________________________________________________________
3. __________________________________________________________________________________
4. __________________________________________________________________________________
5. __________________________________________________________________________________
Date Removal Begins: ________________________ Ends: ___________________________
Asbestos Carrier: ___________________________ Disposal Site: ____________________

__________________________________________ ________________________________
__________________________________________
Phone No.: ______________________________ Phone No.: _______________________
Hauler Permit No(s).:__________________________________________________________________

__________________________________________________________________________________________
NOTE: In addition to the above information, the Contractor shall submit all required documentation as stipulated by the New York State
Labor Law Article 30; Part 56, 12NYCRR, which includes a copy of the asbestos contractor license and all asbestos handling
certificates, waste transporter permits, disposal receipt acknowledgement, and air test reports (prior, during, and after abatement).
STATE OF NEW YORK
ASBESTOS MATERIAL REMOVAL FACT SHEET KEY
1. BUILDING USAGE
A. Administration
B. Academic
C. Library
D. Health/Physical Education
E. Dining Halls
F. Dormitory
G. Mechanical Room
H. Steam Tunnel
I. Other
2. MATERIAL REMOVED
A. Acoustical/Decorative Plasters ADP

B. Fireproofing Materials FM
C. Troweled Wall/Ceiling Plasters TCP
D. Mud Joints/Tees MJT
E. Pipe Covering (List Size Pipe) PC
F. Boiler/Hot Water Tank Insulations BHTI
G. Panels/Ceiling Tiles . PCT
H. Transite Panels TP
I. Vent/Drain Pipes (List Size) VDP
J. In-Place Gaskets IPG
K. Vinyl Asbestos Siding VAS
L. Vinyl Asbestos Tile . VAT
M. Vinyl Asbestos Roofing VAR
N. Other (Describe) O
3. QUANTITY OF MATERIAL
S.F. Square Feet (i.e. walls, ceiling, structural members, etc.)

L.F. Linear Feet (i.e. pipe, etc.)
4. REMOVAL METHODS
A. Wet
B. Dry
C. Glovebag
D. Tent
E. Other
ITEM A-22
State University Construction Fund
Regulated Materials Disposal Fact Sheet
________________________ ______________________________________________________________________
SUCF Project No./Campus Project Title Date
Scope of Work: ______________________________________________________________________
Campus’ Generator No.: _________________________________________________________
General Contractor: Subcontractor:
Name / Address: _____________________________ (if applicable) _____________________

_____________________________ _________________________________
___________________________________ ________________________________________
Telephone No. _____________________________ Telephone No. ____________________
Contract Award Amount: _____________________________________

Contract Completion Date: _____________________________________
Contract No.: _____________________________________
Listing of Regulated Materials Removed: (attach additional sheets as required)
Description: Qty/Units Method of Disposal Classification

1. ________________________ ________ __________________________ ____________
2. ________________________ ________ __________________________ ____________
3. ________________________ ________ __________________________ ____________
4. ________________________ ________ __________________________ ____________
5. ________________________ ________ __________________________ ____________
Date Removal Began: _____________ Date Disposal Complete: ________________
Location of Disposal Site(s): Transportation:
Name/Address ____________________ Name/Address __________________________

_________________________________ _______________________________________
_________________________________ _______________________________________
________________________________________ _______________________________________________
Telephone No. _________________ Telephone No. __________________________

Facility Permit No. _________________ Hauler Permit No. ________________________
Expiration Date: ___________________ Expiration Date: _________________________
Material Testing
Required: _________________________ Not Required: ___________________________

ITEM A-23
CERTIFICATE OF INSURANCE
FOR MATERIALS STORED OFF-SITE
To: State University Construction Fund

State University Plaza
353 Broadway
This is to certify that the insurance policies listed below have been issued by the undersigned and are in full force and effect on the
date borne by this Certificate.
Name and Address ______________________________________________________________

of Insured Contractor ______________________________________________________________
______________________________________________________________
Title and Number of ______________________________________________________________

Project to which this ______________________________________________________________
Certificate applies: ______________________________________________________________
KIND OF INSURANCE LIMITS OF LIABILITY POLICY NO. EFFECTIVE EXPIRATION

Builder's Risk
w/ broad form extended $ _______________________________
coverage endorsement
As an inducement to the Fund to approve the undersigned as an insurance company issuing the policies listed above and this
Certificate as being in compliance with the construction contract between the Fund and
_____________________________________
_________________________________________, the undersigned insurance company, duly licensed to do business in the State
of New York, hereby agrees as follows:
1. That the insurance policies listed above conform, in all respects, with the requirements set forth in Section 4.14(1)(c) of
Article IV of the Agreement between the Fund and the Contractors.
2. That the insurance policies listed above shall not be changed or cancelled and that they will automatically be renewed
upon expiration and continued in force until final acceptance by the Fund of all the work covered by the aforesaid
construction contract unless the Fund is given fifteen (15) days' written notice to the contrary.
3. That the Fund shall not be liable for the payment of the premium on any of the insurance policies listed above and that
such premium shall be payable by the Contractor named above who shall also receive any dividends or other refunds due
under the above-listed insurance policies.
4. The Insurer certifies that there is no inconsistency or conflict with or between any of the terms, provisions and conditions
hereof and any of the terms, provisions and conditions of the policies listed above except for the following:
_________________________________________________________________________________________________
Name of Insurance Company Phone
Authorized Representative (Original Signature Required) Date
CISM
5/04
ITEM A-24

Albany, NY 12246
www.sucf.suny.edu
Date

Project Title
Campus
Contractor
Contractor Address
SUBJECT: Request for Federal Tax Identification Number for

SUCF Project No. Contract No. D
Gentlemen:
Effective immediately, the Office of State Comptroller requires the Federal Employer
Identification number or Social Security number of payees before processing payments.
To comply with this requirement we will need the social security numbers for individuals or
the employer identification number for partnerships or corporations.
To set up our file of tax identification numbers, we are forwarding this form letter. Will you
please enter in the box after your name above the tax identification number that will apply to
the State University Construction Fund project listed under “subject”.
Please return a completed copy of this letter to the State University Construction Fund, to my
attention as promptly as possible.
Very truly yours,
SUCF Controller
ITEM A-25
Rev. 6/02
CONSTRUCTION BUILDING PERMIT
Consultant of Record:
Project Title:
SUNY Campus:
SUCF Project No.:
Effective Date of Permit:
Expiration Date of Permit:
Attached are copies of the code analysis and code conformance drawings (required for all new buildings and major rehabs), if
available, prepared by the Architect and the Fund Code Review Comments for each phase.
BASIC INFORMATION
New Code (Codes of New York State, Title 19 Dept of State)
Nature of Work: _______________________________________________
_______________________________________________
Gross Area by Floor: Basement: ______ sq.ft.

First: ______ sq.ft.
Second: ______ sq.ft.
Third: ______ sq.ft.
Building Occupancy Classification: ______________________
Construction Type: ______________________
Project fully sprinklered  Yes  No
Based upon the code conformance reviews documented in the attached material, the Fund to the best of its knowledge and belief,
has determined the project is substantially in compliance with the requirements of the New York State Uniform Fire Protection
and Building Code. Permission is granted to proceed with construction subject to the periodic inspections required by the
Certificate of Occupancy.
_______________________________________
Christopher P. Marcella, Director of Design
Offices of Preconstruction Services & Design
______________________________________
Code Compliance Manager
cc: To P. McSorley - attached to Notice of Award

ITEM A-26

WAIVER OF BUILDING PERMIT REQUIREMENT
Project Title:
SUNY Campus:
SUCF Project No.
 Based on a review of the program this project consists of necessary repairs and/or replacement in
kind which will not materially change the structural elements and/or the plumbing, electrical or
heating/ventilation systems of the building in which it will be constructed.
OR
 Based on a review of the program this project consists of sitework such as roads, parking lots,
landscape or site utilities and does not involve work inside a building except for utility connections.
Christopher P. Marcella, Director of Design

TO: Christopher P. Marcella
FROM: (Coordinator)
DATE:
No changes have been made to the above project during design that would effect the determination that a
Building Permit is not required.
cc: P. McSorley - attached to Notice of Award

ITEM A-27
(CONTRACTOR LETTERHEAD)
Date

Project Title
Campus

353 Broadway
Attention: Mr. John K. Hagen, Jr.

Subject: COMPLETION OF PROJECT
Gentlemen:
Please be advised that the captioned project has been completed in accordance with the
Contract Documents and is ready for acceptance and occupancy.
Very truly yours,
(Officer of the Company)
cc: Consultant
Project Coordinator
ITEM A-28
(CONSULTANT LETTERHEAD)
Date

(Project Title)
State University

353 Broadway
Attention: Mr. John K. Hagen, Jr.

Subject: ACCEPTANCE OF PROJECT
Gentlemen:
Please be advised that to the best of our knowledge and belief, the captioned project has
been completed in accord with our Contract Documents, and the project conforms to all
requirements of the New York State Uniform Fire Prevention and Building Code.
It is our recommendation that the project be occupied, and that a Certificate of

Occupancy be issued for the project.
Very truly yours,
(Consultant of Record)
ITEM A-29
STATE OF NEW YORK

CHECKLIST FOR SUBSTANTIAL COMPLETION
SUCF Project No. Campus:
Project Title:
INITIALS REMARKS
Keys
Money due Campus
Operating Instructions
Spare Parts Lists
Shop Drawings
Cuts and Brochures
Bonds, Guarantees, etc.
Record Information to Architect
Punch List Established
Campus Personnel Instructed
Release
Notes:
Approved by:
Date:
CF-C6
ITEM A-30
STATE UNIVERSITY CONSTRUCTION

FUND
CERTIFICATE OF OCCUPANCY
Project Title:
SUNY Campus:
SUCF Project No.:
Effective Date of Occupancy:
To the best of our knowledge and belief, the captioned project has been substantially
completed in accordance with the Contract Documents, the Building Permit issued for the
Project, and with Change Order Nos. 1 through *.
Based on periodic inspections that have been made during the construction of the project and
the Final Inspection on XXX, permission is granted to occupy the project.
___________________________________
John K. Hagen, Jr., Director of Construction
__________________________________
Code Compliance Officer
*See final Change Order for final cost and Change Order file for changes relating to this project
ITEM A-31
STATE UNIVERSITY CONSTRUCTION

FUND
TEMPORARY CERTIFICATE OF
OCCUPANCY
Project Title:
SUNY Campus:
SUCF Project No.:
Effective Date of Occupancy:
To the best of our knowledge and belief, the captioned project has been substantially
completed in accordance with the Contract Documents, the Building Permit issued for the
Project, and with Change Order Nos. 1 through *.
Based on periodic inspections that have been made during the construction of the project and
the Final Inspection on XXX, permission is granted to occupy the following portion of the
project.
LIST OF SPACES TO BE OCCUPIED
Until the Contract has been substantially completed, the remainder of the project should not be
used until a permanent Certificate of Occupancy is issued.
______________________________
_______________________________
Code Compliance Officer
ITEM A-32
CONSTRUCTION INSPECTION REPORT
Consultant:
Project Title:
SUNY Campus:
SUCF Project No.
DATE DATE INSPECTED CHANGE ORDER

ITEM STARTED COMPLETE BY RE: ITEM
Foundations
Super Structure
Electrical
Plumbing
HVAC
Fire Protection
Fire Detection
Exits
ITEM A-33
FINAL INSPECTION REPORT
Project Title:
SUNY Campus:
SUCF Project No.:
On (Date), a Final Inspection of the captioned project was made by the following:
Represented by:
Fund
SUNY
Consultant
Engineer(s)
General Contractor
Subcontractor(s)
The project was found to be substantially completed in accordance with the Contract
Documents, the Building Permit issued for the project, and with Change Order Nos. 1 through
X, except for the attached Punch List.*
The Contractor, by letter dated X, stated that the project has been completed
in accordance with the Contract.
The Consultant, by letter dated X, has recommended to SUCF acceptance of the project.
_____________________________
Fund Project Coordinator Regional Director of Construction
ITEM A-34
FACT SHEET FOR PROJECTS

REQUIRING BUILDING PERMIT AND CERTIFICATE OF OCCUPANCY
1. SUCF Project No. .................................................................................................................
2. Project Title: ..........................................................................................................................

Campus: ................................................................................................................................
3. Award Value: ....................................................................................................................... $
4. Final Value: ......................................................................................................................... $
5. Consultant of Record: ............................................................................................................
6. Date of Building Permit ..........................................................................................................
7. Expiration Date of Building Permit .........................................................................................
8. Date of Extension of Building Permit: .............................................................................. N/A
9. Expiration Date of Extended Building Permit ................................................................... N/A
10. Date of Partial Acceptance Inspection: ............................................................................ N/A
11. Date of Temporary Certificate of Occupancy: .................................................................. N/A
12. Date of Letter to President regarding Partial Acceptance of Project

and Transmitting Temporary Certificate of Occupancy .................................................... N/A
13. Date of Contractor's Letter of Project Completion ..................................................................
14. Date of Consultant’s Letter Recommending Acceptance: ......................................................
15. Date of Final Inspection Report: ............................................................................................
16. Date of Certificate of Occupancy: ..........................................................................................
17. Date of Letter to President regarding Final Acceptance of Project

and Transmitting Certificate of Occupancy: ...........................................................................
18. Code Compliance Manager issuing Permit ............................................................................
19. Code Compliance Manager issuing Temporary Certificate of Occupancy: ...................... N/A
20. Code Compliance Manager issuing Certificate of Occupancy: ..............................................

ITEM A-35

Albany, NY 12246
www.sucf.suny.edu
Date

Project Title
Campus

353 Broadway
Attention: Director of Construction
Subject: FINAL INSPECTION AND ACCEPTANCE (FINAL)
Gentlemen:
On X, an inspection of the above-referenced project was made by representatives of the

Campus, State University Construction Fund, the Consultant, and the Contractor.
The project is accepted, subject to the attached Punch List, as of 8:00 a.m. on X, at which time
the College will be solely responsible for the operation, maintenance and security of the
facility. This marks the start of the one-year guarantee period.
ACKNOWLEDGED:
For the Campus: State University Construction Fund:
___________________________________
Designated Campus Officer Fund Project Coordinator
Title
ITEM A-36

Albany, NY 12246
www.sucf.suny.edu
Date

Project Title
Campus
President
Campus
Address
SUBJECT: FINAL INSPECTION AND ACCEPTANCE (FINAL)
Dear President :
On XXX, an inspection of the above-referenced project was made by representatives of the College (),
State University Construction Fund («coordinator»); the Consultant, and the Contractor ( ).
The project is accepted, subject to the attached Punch List, as of 8:00 a.m. on XXX, at which time the
College will be solely responsible for the operation, maintenance, and security of the facility. This marks
the start of the one-year general guarantee period.
During the one-year general guarantee period, all contractual construction defects are required to be
corrected by the Contractor without any additional cost. In order to ensure that this requirement is fully
complied with by the Contractor, it is imperative that your authorized Campus representative or
representatives promptly notify the undersigned in writing of any contractual construction defects of which
they may become aware. It is essential that this notification be given promptly, and that it not be deferred
until the end of the one-year general guarantee period, in order for the Fund to timely notify the Contractor
and have the defect corrected.
Very truly yours,

cc: Facilities
Information Services

ITEM A-37

Albany, NY 12246
www.sucf.suny.edu
Date

Project Title
Campus
Contractor
Address
SUBJECT: FINAL INSPECTION AND ACCEPTANCE (FINAL)
Gentlemen:
On XXX, an inspection of the above-referenced project was made by representatives

of the College (), State University Construction Fund («coordinator»); the Consultant
(); and the Contractor ( ).
The project is accepted, subject to the attached Punch List, as of 8:00 a.m. on XXX, at
which time the College will be solely responsible for the operation, maintenance and
security of the facility. This marks the start of the one-year general guarantee period.
Very truly yours,

cc: Consultant
Information Services

ITEM A-38

Albany, NY 12246
www.sucf.suny.edu
Date

Project Title
Campus

353 Broadway
Attention: Director of Construction
SUBJECT: END OF ONE-YEAR GUARANTEE PERIOD
Gentlemen:
As the result of the inspection made on XXX of the above-referenced project at the Campus by
representatives of the Campus and State University Construction Fund, the Contractor was found to
have complied with all requirements of its one-year guarantee.
ACKNOWLEDGED:
For the College: For State University Construction Fund:
__________________________________
Designated Campus Officer Fund Project Coordinator

ITEM A-39

Albany, NY 12246
www.sucf.suny.edu
Date

Project Title
Campus
President
Campus
Address
SUBJECT: END OF ONE-YEAR-GUARANTEE PERIOD
Dear President XXXX:
On X, an inspection of the referenced project was made by representatives of the

Fund ( ), and the Campus ( ).
The Contractor was found to have complied with all requirements of its one-year
guarantee.
Very truly yours,

cc: Facilities

ITEM A-40

Albany, NY 12246
www.sucf.suny.edu
Date

Project Title
Campus
Contractor
Address
SUBJECT: END OF ONE-YEAR-GUARANTEE PERIOD
Gentlemen:
On X, an inspection of the referenced project was made by representatives of the Fund ( ),

and the Campus ( ).
The Contractor was found to have complied with all requirements of its one-year guarantee.
Very truly yours,

cc: Consultant

ITEM A-41
LABOR RATE BREAKDOWN
SUCF Project No.: Project Location:

Contractor: Date: _____________
Trade: ________________________________________________
Effective Date: Expiration Date: __________________
*Base Hourly Rate: $________
Payroll Taxes and Insurance % Hour

F.I.C.A. ______
Federal Unemployment ______
State Unemployment ______
**Workman’s Compensation ______
***B.I. & P.D. ______
Disability ______
TOTAL %
Payroll Taxes and Insurance Rates: Base Rate (X) Total % = $_________
Supplemental Benefits $ Hour

Vacation ______
Health & Welfare ______
Pension ______
Annuity ______
Education/App. Training ______
Industry ______
______
______
______
Total Hourly Fringe Benefits $______
Hourly Labor Rate: Base Rate, Taxes/Insurance and Fringe Benefits $______
*If any supplemental benefits are paid in the hourly rate, submit two (2) separate weekly copies of a certified payroll.
**Workman’s Compensation, B.I. and P.D. rates are net Contractor cost after premium discounts, experience modification and
assessments have been applied against the manual rate.
***In accordance with Sections 4.02 and 5.06 of the Contract Documents, only payroll related liability insurances are reimbursable.
CF-C10
APPENDIX B – FLOW CHARTS
TABLE OF CONTENTS
ITEM
Final Inspection and Acceptance Flow Chart ........................................................ B-1
End of One Year Guarantee Flow Chart ............................................................... B-2

Management of Construction Projects Appendix B – Processing Flow Charts
ITEM B-1
FINAL INSPECTION and ACCEPTANCE

SUCF
Contractor Consultant Campus
Construction
Receipt of Letter
Letter Advising Advising Contract
Contract Complete (27)
Complete (27) Receipt of Letter
Advising Contract
Complete (copy 27)
Confirmation of Project Substantial Completion
Uncompleted
Work Items List
Project
Final Inspection Walk Through
Checklist for
Acceptance
Substantial
Letter and
Completion,
Punch List (28)
CF-C6 (29)
Final Inspection Sign & Return

Acceptance Final Inspection
Sign-Off (35) Acceptance
(35)
Construction
Inspection
Report (32)
(if required)
Final Inspection
Report (33)
(if required)
Fact Sheet for
Certificate of
Occupancy (34)
(if required)
Certificate of
Occupancy (30)
(if required)
Receipt of
Receipt of Final Final Final Inspection
Inspection Inspection Acceptance
Acceptance Acceptance Letter (36)
Letter (37) Letters (36
Receipt of Final
Inspection and 37)
Acceptance Letter
(copy 37)
ITEM B-2
END OF ONE YEAR GUARANTEE
SUCF
Contractor Consultant Campus
Construction
Receipt of Guarantee Guarantee Guarantee

Guarantee List List Issues Issues
Deficiencies Corrections
Final Balancing
of
HVAC
Systems
End of Guarantee Inspection
Completion of Corrections
End of Sign & Return

Guarantee Sign- End of Guarantee
Off Letter (38) Sign-Off Letter 38)
Receipt of End End of Receipt of End

of Guarantee Guarantee of Guarantee
Letter (40) Period Letters Letter (39)
Receipt of End of (39 and 40)
Guarantee Letter
(copy 40)

MCP

Diunggah oleh

Informasi Dokumen

Deskripsi Asli:

Judul Asli

Hak Cipta

Format Tersedia

Bagikan dokumen Ini

Bagikan atau Tanam Dokumen

Opsi Berbagi

Apakah menurut Anda dokumen ini bermanfaat?

Apakah konten ini tidak pantas?

Hak Cipta:

Format Tersedia

MCP

Diunggah oleh

Hak Cipta:

Format Tersedia

STATE UNIVERSITY

This document describes the State university Construction Fund's modified

This document does not supersede any provisions of the Contract.

Table 1 – Contract Check List 9

Table 2 – Contract Distribution 10

Payments and Reimbursements 18

Closeout of Construction Contract 25

Publicity and Disclosures 30

Office of Construction Management Page 3

Activities Prior To Bidding

The Bidding Period

Addenda and Amendments to Fund Documents

After Bid Opening

Bid Analysis Meeting

Office of Construction Management Page 4

Office of Construction Management Page 5

ADDENDA AND AMENDMENTS TO FUND DOCUMENTS: No addenda, revisions, deletions

Office of Construction Management Page 6

Office of Construction Management Page 7

Office of Construction Management Page 8

A. Covers and Cover Sheet

Office of Construction Management Page 9

PAGE P-4 PAGE B-3

AGREEMENT  Complete all blanks in Acknowledgement of Surety,

Office of Construction Management Page 10

General Construction Contract: Total Copies Required: 5

Federal Contract: Total Copies Required: 6

Office of Construction Management Page 11

Pre-Construction Orientation Meeting

Correspondences, Reports, Construction Phase Submittals

Communication between Fund Consultants and Contractor

Communication with Bonding Company

Reports to the Fund

Construction Phase Review of Submittals

Asbestos and Lead Abatement Projects

PCB and Regulated Materials Projects

Sales and Use Taxes and Exemption

Changes to the Contract

Claims and Disputes

Office of Construction Management Page 12

Pre-Construction Orientation Meeting: The Orientation Meeting is held to review the

The purpose of the meeting will be to review:

• The administrative aspects of the construction phase.

• An overview of the project, drawing attention to any particular aspect or special

Correspondence, Reports Construction Phase Submittals

COMMUNICATION BETWEEEN FUND, CONSULTANTS, AND CONTRACTOR: The

It is the Consultant’s responsibility to monitor the Contractor’s scheduling of submissions.

Office of Construction Management Page 13

1. PROJECT SCHEDULE: An initial project schedule in the form of a suitable chart,

The Contractor’s provided schedule is reviewed for constructability and conformity to

2. CONTRACT BREAKDOWN (Fund Form CF-C2): Prior to submitting an initial

After review of the Contractor’s Contract Breakdown and the Consultant’s

Office of Construction Management Page 14

COMMUNICATION WITH BONDING COMPANY: No communication should be sent by the

• Log of shop drawings and sample submittals (Substitutions and equivalents

Office of Construction Management Page 15

FULL-TIME SUPERINTENDENT: Section 2.06 of the Contract requires a full-time

ASBESTOS ABATEMENT: The Contractor will be required to provide substantial

PCB TRANSFORMERS AND CONTAMINATED MATERIAL: Projects that require the

Office of Construction Management Page 16

a. Statement describing the change.

Office of Construction Management Page 17

______ _ _____

Signed:______________ Date: