Construction Documentation Essentials

ENVI 3138 Module 6: Phase V & VI Site Assessments

• The module covers Phase V (Implementation) and Phase VI (Closure and Signoff) of environmental site assessments (ESAs).

Phase I Environmental Site Assessments

• This phase involves a review of existing information, including records reviews (multiple sources), aerial photography, site visits, and interviews.
• The goal is to determine if there is likely a problem at the site.
• Phase 1 outcome: Is it likely or not that there is a problem at the site?

Phase II Environmental Site Assessments

• This phase entails field work, characterizing the site's physical aspects, and potentially contaminated media.
• Sampling of site media is part of this phase.
• The phase determines pathways and receptors.
• A good assessment outlines where contaminants are located and at what levels.
• Phase II outcome: Location, concentration, phase, and types of contaminants. What contaminants are likely problematic on the site?

Phase III Environmental Site Assessments

• This is the fine-tuning phase.
• Phase III involves a detailed assessment of the site, characterizing all known contaminants and their spatial relationships.
• Pathways and receptors are outlined, and inputs for remediation and risk assessment are determined.
• Phase III outcome: All inputs are available for determining the remedial plan.
• If more information is required, going out to obtain it is needed.

Phase IV Environmental Site Assessments

• This phase involves developing a Remedial Action Plan (RAP).
• It defines remediation to bring site media to regulatory levels.
• A remedial design phase identifies, evaluates, and selects best options.
• Considerations include implementability, climate, costs, and timeframes.
• Phase IV or V or VI outcome: The job is finished, and the site is clean to present standards.
• The term Phase IV is outdated terminology.

Phase V - Implementation

• This phase involves putting the plans and specifications into action, addressing health and safety concerns.
• The term Phase V is outdated terminology.

Phase VI - Closure and Signoff

• The project closure is the culmination of the project.
• Completing the sign-off process includes the engineer's stamp, client signatures, and other required elements.
• The term Phase VI is outdated terminology.

Types of Documents

• RFP (Request for Proposal): A procurement document used to request proposals from prospective sellers of products or services.
• RFQ (Request for Quotation): A procurement document used to request price quotations from prospective sellers of common or standard products or services.

Construction Documents

• Tenders are proposals to undertake or manage a construction project.

Bidding Documents

• Various sources (newspapers, social media, websites) are used to post bidding documents.
• Examples of specific sources include Nova Scotia Tender Notices, MERX - Canadian Public Tenders, and the Construction Association of Nova Scotia as posting locations.

Contract Specifications

• National Master Specification (NMS): A comprehensive text providing descriptions of all procedures, products, or methods encountered.
• NMS is created within the National Master Specification Secretariat (NMSS).
• NMS is used for consultations on design and construction.
• NMS ensures the inclusion of environmentally responsible material and work practices.

Instruction to Bidders

• The instructions are very specific.
• Requirements are in terms of how, when, where, and what conditions need to be met.

Questions and Clarifications

• Addenda are singular form addendums.
• Revisions or modifications of key information.
• Site visits
• Mandatory Bidder briefings
• Non-mandatory Bidder briefings
• Bid submission instructions (forms, envelopes) are specific to each project.

Bidding Forms

• List of forms for the bidding process; includes details like Trade Contractors/Suppliers, Special Prices, Local Economic Benefits, agency forms, certificates of insurance, bid certification, form of agreement, general conditions, and more.

General Conditions

• Clauses describing owner, contractor, authority, site engineer, work, substantial vs. total completion
• Lists of documents and how they are ordered with respect to each other (e.g., specifications governing over drawings)
• General Conditions governing over specifications.
• Supplementary specifications governing general specifications.
• Executed agreements governing everything in the contract and tender documents.

General Conditions (cont'd)

• Detailed descriptions of responsibilities for owner, contracting authority, site engineer, contractor, and subcontractors.
• Payment terms and hold-backs.
• Compliance with laws, statutes, and regulations.
• Procedures for resolving disputes about work alterations, extras, and quality assurance on defective work or materials.
• Rights to suspension, extension of time, warranties, insurance, indemnification, and bonds.

Supplementary General Conditions

• General instructions for work, including drawings, documents, project cooperation, measuring unit items, handling utility encounters, progress meetings, examination and intent of specifications, permits, contractor insurance, and security.

Supplementary General Conditions (cont'd)

• Site-specific instructions on managing materials, debris control, site access, quality of workmanship, and issues related to fossils or artifacts.

Bonding

• Security Requirements
• Bid deposit in the tender package.
• Certified cheque, returning after approval.
• Performance bond.
• Guarantee/indemnity bond to be submitted 1 year before substantial completion, generally.

Insurance Requirements

• Insurance certificates for impairments, general liability protection (including property damage, bodily injury, contractor's policy, etc.), automobile liability, all risks, site-specific clauses, and more.

General Requirements

• General descriptions about the requirements of division 01, including work restrictions, measurement, substitutions, payment procedures, construction progress, submittal procedures, health and safety, and environmental procedures, and more.

Drawings

• Correct drawings must be followed for construction.
• This includes IFR (for review) and IFT (for tendering price-based actions).
• Drawings that have modifications are used for construction.

General Comments

• Specifications are reasonably similar to other construction contracts.
• Emphasizing environmental measures, such as an Environmental Management Plan (EMP), Environmental Protection Plan (EPP), and Air Monitoring Plan (AMP), differentiates this from typical construction contracts.
• Bidding information, relevant documentation, borehole logs, laboratory analysis, certificates, and pre-existing Environmental Site Assessment (ESA) reports must be included in the bids, as well as contingency costing.

Role of Site Professional

• Observing activities; ensuring compliance; reporting daily; taking pictures/videos (moderately) of incident reports; collecting samples of verified work; and liaison.

Closure

• Summary of remedial activities, including verification results.
• Indication of whether remedial objectives were achieved—variances from the initial project plan (RAP)—as-built drawings, performance monitoring plan, certificates, final completion, and letters.