Standard Documents Required for Construction in Illinois
In the state of Illinois, a contractor cannot execute any work without documents bearing Architect or Engineer's (A/E) signed and dated Issued for Construction stamp. Each Contractor requires obtaining construction documents in a quantity as decided by CDB up to a maximum of six sets. The Contractor can buy additional sets for a charge to cover reproduction and handling.
The contract documents required in the state of Illinois are complementary and what is required by any one is expected by all. Specifications govern quality of materials and workmanship. Drawings generally govern dimensions, details and location of the work, and are not intended to mention every item of work in the project manual which can be adequately shown on the drawings or to show on the drawings all items of work described or required by the project manual. When an item appears in either the project manual or the drawings, but not both, it is not considered to be an ambiguity or inconsistency. In the event that an item in the project manual is inconsistent with the same item in drawings, the contractor has to present whichever is the more favorable to the State of Illinois, as determined by Capital Development Board (CDB). When determining is not possible, the drawings should be controlled by the project manual.
The documents offered need interpretations and explanations, hence all requests for interpretation of the contract documents and clarification to facilitate proper execution of the work are to be directed in writing to the A/E, who will supply interpretations and supplemental instructions by means of drawings or otherwise. All such interpretations and instructions which constitute changes should promptly be brought to the attention of CDB.
The Construction Manager (CM) develops and provides a project schedule and other appropriate procedures and methods to ensure that the assigned contractors function harmoniously in accordance with the plans and specifications and meet CDB’s objectives of cost, time and quality. The submittals that CM must coordinate include:
- Shop drawings
- Product data
- Project record documents
- Various other specified submittals by assigned contractors.
The A/E employed by CDB is an authoritative entity performing various responsibilities. The A/E prepares the project manual and drawings for the project. When authorized to act on behalf of CDB, the duties, responsibility and authority of the Architect/Engineer are set forth herein and in the A/E Design and Construction Manual. The A/E reviews and monitors all required Contractor submittals for conformance with the contract documents. Submittals will be returned to the CM for distribution to the contractor. Excessive re-submittals can result in the Contractor being charged for the cost of additional reviews. The A/E also reviews and certifies Contractors' applications for payment.
For Price and Payment Procedures the Contractor may initiate and submit Value Management Proposals (VMPs) for changing contract requirements providing such proposals offer cost savings to CDB or the Using Agency without impairing in any way the required functions of the project. Proposed cost savings may be in the form of a decrease in a contract sum where the proposal has no significant life-cycle-cost impact or a reduction in future ownership costs. Besides, The Contractor requires to submit six copies of the VMP to CDB's Project Manager.
VMPs involving product substitution must meet the requirements of the Article on substitution herein, only the related costs involving the work of others (CDB, A/E, construction manager, or other Contractors) should be completely determined, along with the proposal cost, and deducted from the estimated savings to CDB. VMPs comprises of the following:
- A complete description of the proposed change and the existing contract requirements
- A narrative of the differences between the two
- Comparable advantages and disadvantages of each
- If a function or characteristic of the work is being reduced or deleted, provide justification for such recommendation
- Separate detailed cost estimates for the proposed changes and the existing contract requirements
- A detailed estimate of the net savings to CDB or the using agency when the proposal is accepted
- An architectural/engineering analysis identifying and describing each contract requirement that will be modified when the proposal is accepted
- An analysis of the effect acceptance of the proposal will have on the master construction schedule. The contractor must determine the final date by which CDB can approve the proposal without affecting the master construction schedule adversely
- A formal quotation indicating all required contract modifications, including changes in the contract sum, if the proposal is accepted
- A statement identifying them as being submitted pursuant to this Article.
The Contractor has to incorporate the provisions of this Article in all first tier subcontracts in excess of $25,000, and comprise these provisions in any other subcontract which may have the potential of VMPs. Besides, the Contractor should encourage submission of VMPs and is obligated to submit all subcontractors’ proposals to CDB. The Contractor may comment on subcontractor proposals.
The Contractor should submit complete data expressing compliance of the suggested substitution with contract documents, when requested by CDB or the A/E. Submittal requirements for substitution procedures include:
- An itemized comparison of planned substitution with product or method mentioned.
- Data relating to changes in construction schedule, coordination, and other affected contracts.
- Accurate cost data on proposed substitution in comparison with product or specific method.
- Accepted substitutions will be so stated in the contract.
It is important to note that substitutions will not be considered by shop drawing, informal request or when acceptance will require substantial revision of contract documents.
For the final completion the Contractor should submit written declaration that the work complies with all aspects of contract documents and that all items on substantial completion punch list have been completed. It is essential to certify that all adjustments to materials, systems or equipments as a result of building commissioning, are ready. All tools, construction equipment and surplus materials required to be removed. It is also required to submit the following:
- Project Record Documents
- Certificates of inspection for elevators, boilers, plumbing, and systems which require local government inspection
- Copies of paid utility bills
- Asbestos abatement compliance records
- Warranties for punch list items
The A/E and CM will make final inspection with Contractor to verify completion. When A/E and CM consider that all work is finally complete, contract closeout documents must be developed. Contractor has to submit written notices and submittals to the CM for submittal to A/E.