Construction Filing Guide
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Construction Administration Documents
|[left tab] |[center tab] |[right tab] |
|1 [White] |2 [Gold] |3 [Green] |
|Preliminary Project File |Original Bid File |Contract File |
|All Correspondence Prior to Bid |Left Hand Side: |Approval to Award package |
|Soils Report |Bid Proposal Registry |Award letter |
|Approval to Advertise w/ Back-up |Copies: bid pkg transmittals with |Agreement |
|Letter to Architect w/Front-end Docs, including |tracking receipts |Prevailing wage rates issued at bid |
|Notice to Contractors |Original copy of bid package |Insurance documents - for General only |
|Bid Proposal Form | |Expanded Subcontractor List |
|Letters to Newspapers |Right Hand Side: |Preconstr meeting agenda, sign-in, letter |
|Advertisements & Funding Requests for the ads |Bids (sorted high to low, high on top) |Notice to Proceed |
|Addenda |Abstract of Bids |STD 16 Form for Dept of Fair Emp/Hsg |
| | |DAS 13 Form for Dept of Ind. Relations |
| |2.5 |Requests for Notice of Completion |
| |DVBE Good Faith Effort Review |Notice of Completion |
| | |Project Authorizations |
| | |Bonding Company Inquiries w/ Envelope |
| | | |
|4 [Blue] |5 [Yellow] |6 [Pink] |
|Service Agreement File |Change Order File |Billing File |
|4.1 All Service Agreements- |5.1 Change Orders for Contractor with |6.1 Contractor's Billings |
|Separate File for each vendor |Change Order Log, Contingency Rept. |Left Hand Side: Stop Notices, Releases, |
|Service Agreement Amendments |5.2 Change Proposals |Withholding Notices, Stop Notice Log |
|Service Agreement Invoices |5.3 Cost Request Bulletins |6.5 Escrow Agreement (Separate File) |
|4.5 Separate file folders for Plan Check agencies|5.4 Field Instructions |Escrow Agreement |
|billings i.e. SFM |5.5 Chg Order Correspondence |Payments of Retention |
| | | |
|7 [White] |8 [Gold] |9 [Salmon] |
|Preliminary Notices |Correspondence |Project Mgr/Inspector Reports |
|Preliminary Notices for project with envelopes |8.1 Correspondence: Letters/ |9.1 Project Manager Weekly Reports |
|attached |Miscellaneous |Left Hand Side: Monthly Reports, |
| |8.3 Partnering |Correspondence from Project Mgr |
| |8.5 Weekly Meeting Minutes File |Contingency Status Reports |
| |8.7 Subcontractor Substitutions |9.5 Inspector Weekly Reports |
| | |Left Hand Side: Monthly Reports, |
| | |Correspondence from Inspector |
| | |9.7 Punch Lists |
| | | |
|10 [Blue] |11 [White] |12 [White] |
|Testing File |Insurance Documents |Photographs File |
|Testing Co. Inspection Reports |Ins. Documents for Subcontractors only |Photos |
| | | |
|13 [Salmon] |14 [Green] |15 [White] |
|Schedule File |Certified Payroll File |Claims File |
|Schedules from Contractor |Copies of Certified Payroll |Claims Filed on Project |
|Correspondence re: Scheduling | | |
| | | |
|16 [Pink] | | |
|Legal Correspondence File | | |
|Confidential CSU Attorney-Client Privileged | | |
|Correspondence | | |
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