Montgomery County Public Schools Facilities

DIVISION 1 - GENERAL REQUIREMENTS

SECTION 01781 - PROJECT RECORD DOCUMENTS

PART 1 - GENERAL

1.1 Summary:

A. Throughout progress of Work, maintain an accurate record of changes in Contract

Documents.

B. Upon completion of Work, transfer recorded changes to a set of Final Project Record
Documents.

1.2 Related Sections:

A. Documents affecting Work of this Section include General Conditions and Sections in
Division 1 of these Specifications.

B. Other requirements affecting Project Record Documents may appear in pertinent other
Sections of these Specifications.

1.3 Quality Assurance:

A. Delegate responsibility for maintenance of Record Documents to one person on Contractor's

staff as approved by Architect/Engineer.

B. Accuracy of records:

1. Thoroughly coordinate changes within Record Documents, making adequate and

proper entries on each page of Specifications and each sheet of Drawings and other
Documents where such entry is required to show change properly.

2. Accuracy of records shall be such that a future search for items shown in Contract
Documents may rely reasonably on information obtained from Project Record
Documents.

3. Make entries within 72 hours after receipt of information that change has occurred.

C. Product Handling:

1. Maintain Job Set of Record Documents completely protected from deterioration and
from loss and damage until completion of Work and transfer of recorded data to final
Project Record Documents.

2. In event of loss of recorded data, use means necessary to again secure data to
Architect/Engineer's approval.

3. Such means shall include, if necessary in opinion of Architect/Engineer, removal and

replacement of concealing materials.

4. In such case, provide replacements to standards originally required by Contract

Documents.

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1.4 Submittals:

A. Comply with pertinent provisions of Section 01330.

B. Architect/Engineer's approval of current status of Project Record Documents will be a

prerequisite to Architect/Engineer's approval of requests for progress payment and request
for final payment under Contract.

C. Prior to submitting each request for progress payment, secure Architect/Engineer's approval
of current status of Project Record Documents.

D. Prior to submitting request for final payment, submit final Project Record Documents to
Architect/Engineer and secure approval.

PART 2 - PRODUCTS

2.1 Job Set:

A. Promptly following receipt of Owner's Notice to Proceed, secure from Architect/Engineer at

no charge to Contractor one complete bid set, including addenda, of Contract Documents.

2.2 Final Project Record Documents:

A. The purpose of Final Project Record Documents is to provide factual information regarding
aspects of Work, both concealed and visible, to enable future modifications of Work to
proceed without lengthy and expensive site measurement, investigation, and examination.
The document set shall include:

1. Final Record Drawings: At a time nearing completion of Work, transfer information

from Job Set to Final Record Drawings.

2. Specifications: At a time nearing completion of Work prepare Specification Sections

received from Architect/Engineer with revisions and addenda added.

3. Submittal Set: At a time nearing completion of Work, as per Section 01330, prepare
approved submittal documents for review including revisions if any.

a. Collect approved submittal documents and prepare an index including

following information:

1) Specification Section

2) Date approved

3) Submittal number

4) Brief description

b. Index shall be organized per Specification Section.

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PART 3 - EXECUTION

3.1 Job Set:

A. Immediately upon receipt of conforming set described above, identify each Document with
title, "RECORD DOCUMENTS - JOB SET."

B. Preservation:

1. Consider number of occasions upon which Job Set must be taken out for new entries
and for examination, and conditions under which these activities will be performed,
devise a suitable method for protecting Job Set for approval of Architect/Engineer.

2. Do not use Job Set for any purpose except entry of new data and for review by
Architect/Engineer, until start of transfer of data to Final Project Record Documents.

3. Maintain Job Set at site of Work as that site is designated by Architect/Engineer.

C. Making entries on Drawings:

1. Using an erasable colored pencil (not ink or indelible pencil), clearly describe change
by graphic line and note as required.

2. Date entries.

3. Call attention to entry by a "cloud" drawn around area or areas affected.

4. In event of overlapping changes, use different colors for overlapping changes.

D. Make entries in pertinent other Documents as approved by Architect/Engineer.

E. Conversion of schematic layouts:

1. In some cases on Drawings, arrangements of conduits, circuits, piping, ducts, and

similar items, are shown schematically and are not intended to portray precise
physical layout.

a. Final physical arrangement is determined by Contractor, subject to

Architect/Engineer's approval.

b. However, design of future modifications of facility may require accurate

information as to final physical layout of items which are shown only
schematically on Drawings.

2. Show on Job Set of Record Drawings, by dimension accurate to within one inch, the
centerline of each run of items such as are described in subparagraph 3.1-E-1 above.

a. Clearly identify item by accurate note such as "cast iron drain," "galv. water,"
etc.

b. Show, by symbol or note, vertical location of item ("under slab," "in ceiling
plenum," "exposed," etc).

c. Make identification sufficiently descriptive that it may be related reliably to

Specifications.

3. Architect/Engineer may waive requirements for conversion of schematic layouts

where, in Architect/Engineer's judgment, conversion serves no useful purpose.

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 However, do not rely upon waivers being issued except as specifically issued in
writing by Architect/Engineer.

3.2 Final Project Record Documents:

A. Approval of recorded data prior to transfer:

1. Following receipt of transparencies described above, and prior to start of transfer of

recorded data thereto, secure Architect/Engineer's approval of recorded data.

2. Make required revisions.

B. Transfer of data to Drawings:

1. Carefully transfer change data shown on Job Set of Record Drawings to

corresponding final record drawings, coordinating changes as required.

2. Clearly indicate at each affected detail and other Drawing a full description of
changes made during construction, and actual location of items described above.

3. Call attention to each entry by drawing a "cloud" around area or areas affected.

4. Make changes neatly, consistently, and with proper media to assure longevity and
clear reproduction.

C. Transfer of data to other Documents:

1. If Documents other than Drawings have been kept clean during progress of Work,
and if entries thereon have been orderly to approval of Architect/Engineer, Job Set of
those Documents other than Drawings will be accepted as final Record Documents.

2. If any such Document is not approved by Architect/Engineer, secure a new copy of

that Document from Architect/Engineer at Architect/Engineer's usual charge for
reproduction and handling, and carefully transfer change data to new copy to
approval of Architect/Engineer.

D. Review and submittal:

1. Submit completed set of Final Project Record Documents to Architect/Engineer as

described above.

2. Participate in review meetings as required.

3. Make required changes and deliver Final Project Record Documents to

Architect/Engineer within 30 calendar days of substantial completion.

4. Submittal of Final Project Record Documents shall be in following formats:

a. Final record drawings: One copy final record drawings in bond paper, and
two in scanned digital format. The original pre-scanned documents shall be
black print on bond paper.

b. Specifications: One copy 20 lb bond white paper and scanned digital format.

c. Submittal documents: Scanned digital format.

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 d. O & M manual Two copies 20lb. bond white paper and two copies in
scanned digital format.

e. Mechanical video demonstration: three copies in DVD format.

5. Scanned digital formats shall comply with following:

a. For drawings:

1) File type: TIFF Version 6.0 with LZW Compression

2) Automatic despeckling at 7 pixel settings, unless other settings

provide better legibility with prior approval by MCPS.

3) Deskewing, cropping and rotation (landscape view optimum right

angles)

4) Attended scanning with maximized readability adjustments

performed per sheet.

b. For specifications, submittals, and operating, maintenance and product data:

1) File type: PDF version 1.7 (ISO 32000-1:2008) compatible with

Adobe Acrobat 8.0 or higher

2) Invert to be upright.

c. Scanned images are to be stored in CD ROM disk (ISO 9660). Provide two
copies.

d. Prior to scanning, provide sample image of a typical sheet for approval by

MCPS. Scanning service shall notify MCPS, Division of Construction of any
probable illegible scans. Final file name format to be approved by MCPS,
Division of Construction. For quantity, Contractor shall assume total number
of Contract Drawings plus 10%. The final acceptable quality of scans shall
be at the discretion of MCPS. It is intended that information on scans be
legible.

e. Electronic directory structure shall include root directory with school name
and subdirectories as follows:

1) school name\drawings\ (each drawing shall be a separate file and file

name shall be named to match sheet number -with sheet title - i.e.
C1 Site Plan.)

2) school name\specifications\ (entire specification shall be a single

PDF file with a table of contents included with bookmarks to each
specification section)

3) school name\submittals\ Division # (all submittals shall be separate

files organized by CSI 16 division format. Each division, shall be a
single PDF with a table of contents included, with bookmarks to each
individual submittal).

4) school name\om_manual\ (entire O&M manual shall be a single PDF

file with a table of contents included with bookmarks to each
specification section)

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 f. Organize specifications, submittals, and O&M manual documents as follows:

(1) Specifications - set up with a table of contents in same order as CSI

master format using specification section number and name in table
of contents. (ie. Section 08520 - Aluminum Windows).

(2) Submittals - set up with a table of contents in same order as CSI

master format using specification section number, title of submittal,
and submittal number in table of contents. (ie. Section 08520 -
Aluminum Windows - Submittal No. 1).

(3) O&M Manuals - set up with a table of contents in same order as CSI
master format using specification section number and title of item
described in table of contents. Also, list name of subcontractor (ie
Section 08520 - Aluminum Windows - Frames, Subcontractor "Great
Window Co.").

E. Retention Reduction:

1. Retention reduction from 5 percent will not be made until all of Record Documents
have been received.

F. Changes Subsequent to Acceptance:

1. Changes to the Record Documents, including those resulting from Work performed
under Warranty shall be provided in a Supplemental Submission. Contractor has no
responsibility for recording changes in Work subsequent to Final Completion.

END OF SECTION

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