As the University of Illinois at Urbana-Champaign faces the many challenges associated with the COVID-19 pandemic, Facilities & Services’ (F&S) Capital Programs division will continue to direct the planning, design, bid/award, and construction of capital improvement projects for the customers we serve. The Urbana campus must remain open to support the research and residential aspect of university operations, and active projects are moving forward.
Following the recommendations of Chancellor Jones and the Centers for Disease Control and Prevention (CDC) for implementing social-distancing strategies, the majority of Capital Programs staff are already working remotely to facilitate day-to-day tasks. Effective immediately, contractors are directed to host their required Construction Progress-Owner/Architect/Contractors meetings remotely via teleconference. To facilitate these meetings, contractors should email the meeting agenda and any other pertinent meeting documentation to all attendees by 4:30 p.m. the day prior to the conference call.
Professional Service Consultants (PSC) are still expected to meet their contractual obligations for site observations and reports, as required by their Professional Service Agreement. However, some processes will change:
- PSC Kickoff/Design Review/Working Design Meetings:
Meetings should be done remotely. PSC’s shall work with the assigned PM/Planner to determine who sets up these meetings and what methods will be used for call-in and/or screen sharing. Files that may be used during meetings should be made available to all participants before the start of the meeting.
- PSC visits for surveys, verification of field conditions for design, site observations, and testing required for construction quality assurance:
During design, the consultant shall coordinate with the PM/Planner to confirm access to the required spaces. During construction, on-site presence for field observations and testing may be made on a day of the PSC’s preference, in coordination with the PM/Planner, contractor, and the latest federal, state, and university guidelines.
- Design Review Submittals for Design & Construction Submittal Receiving, Campus Code Compliance Officer, and F&S Planner/PM:
- Paper copies of drawings, project manuals, and other required submittals –
FOR BID PHASE SET ONLY – Check with the PM/Planner to confirm if prints are required. Prints, if required, would only be for PM/Planner and include a copy Project Manual and a ½ size set of Drawings. Please include a transmittal to the PM/Planner.
FOR ALL OTHER PHASES - DO NOT PRINT OR DELIVER.
- Digital copies of drawings, project manuals, and other required submittals – DELIVER DIGITALLY through your remote transfer software (do not send a CD) to fandssubmittalrev@mx.uillinois.edu. Include the transmittal digitally as well.
- EXCEPTION FOR RECORD DOCUMENTS: Record documents should still be delivered in a paper format, but digital copies can be delivered through a company’s remote transfer software, as above (doing so will allow the university to be able to close out projects and provide payments promptly). If payment is not required immediately, the shipping record documents may be delayed until a later date.
- Samples:
- During Construction:Physical samples will be reviewed by request only. If the Architectural Review Committee or the Design Review team needs to verify a sample’s quality or color matching, samples can be physically viewed on-site at the contractor’s trailer or designated location (the contractor does not need duplicate samples for construction review).
- At project closeout:Physical samples are required for an archive of the project. Contractors and consultants should visit the F&S website (https://www.fs.illinois.edu/) for future updates on closeout requirements.
The contractor shall contact the F&S project representative a minimum of 24 hours before backfilling any underground utility installation exterior to the building, including excavation for maintenance and/or repair of an existing utility for GPS data collection. For Direct Bore Applications, the contractor should mark horizontal alignment at grade and note depth of pipe in inches at 10 ft. intervals. GPS data collection coordination is conducted by Roseline Batcha, rbatcha@illinois.edu, (cell) 217-552-7085. Due to COVID-19 precautions, GIS staff are working remotely. Please coordinate your GPS data collection requests a minimum of 24 hours in advance. This timeframe will allow our GIS staff time to plan and schedule on-site arrivals and prevent delays in completing the installation.
We encourage everyone to follow the latest CDC guidelines and recommendations for COVID-19 during their activities. For more information, please visit the CDC website. University-related COVID-19 information can be found at covid19.illinois.edu.
As the response to this public health crisis progresses, any updates and additional information regarding work adjustments will be provided as necessary. Thanks for helping to protect the safety and well-being of the campus community through your efforts.