Correspondence Letters for Construction Project Work MIAMI DADE AVIATION DEPARTMENT PROJECT PROCEDURES CONSTRUCTION INSPECTION SERVICES by pjx11396

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									                         MIAMI DADE AVIATION DEPARTMENT
                               PROJECT PROCEDURES
                         CONSTRUCTION INSPECTION SERVICES


TITLE: PROJECT CORRESPONDENCE AND                                             NO. CIS-5
      THE FLOW OF COMMUNICATION                                               REV. 1
                                                                              DATE: 8/02

1.0     PURPOSE

        To identify the types of project correspondence to be utilized in the conduct of Contract
        business, define the format for each form, establish the guidelines and practices for when and
        how to use them, and define the flow of communications

2.0     SCOPE

         Three (3) forms of correspondence shall be utilized to conduct the daily business in the
        construction phase: (1) the transmittal, (2) the business letter and (3) the memorandum.

3.0     INSTRUCTION

        3.1     Transmittal. The Transmittal shall be the primary and basic form for sending data
                and information. The CISC shall use MDAD Facilities Division Form FD0-005.

                3.1.1 The Transmittal shall be used to send project participants the following types
                      of information and data:

                           •   Any statistical data having an organized format, i.e., matrix,
                               schedule, log, etc.

                           •   Performance, payment and bid bonds.

                           •   Insurance certificates

                           •   Instructions such as procedures.

                           •   Bid documents and construction documents.

                           •   Sketches and supplementary drawings.

                           •   Contracts and subcontracts including amendments and exhibits.

                           •   External letters such as those from MDAD, DAC, A/E, other
                               consultants, vendors and suppliers and governmental

CIS-5, Rev. 1                                                                               Page 1 of 6
                               agencies/governing authorities.

                           •   Meeting minutes, reports, studies, etc.

                           •   Costs and time records.

                           •   Progress payment requisitions.

                           •   Schedules.

                           •   Certificates, affidavits and permits.

                           •   Contract closeout documentation, etc.

                           •   Contractor’s shop drawings, submittals and samples.

                           •   Requests for change.

                           •   Requests for proposal.

                           •   Contractor’s proposal/quotation.

                           •   Work orders.

                           •   Change orders.

                           •   Requests for additional compensation.

                           •   Claims.

                           •   Notices to Contractor where a Facilities Division form is used.

                3.1.2 Transmittals shall not be used to issue directions.

        3.2     The Business Letter. Business letters shall be prepared on company letterhead
                and shall be used to address the following types of actions:

                •   Recommendations on changed work, claims, etc.

                •   Notice(s) to proceed with the contract work (except where a designated Facilities
                    Division Form is used; then the form with a Transmittal will be used).

                •   Notices of nonperformance (except where a designated Facilities Division
                    Form is used; then the form with a Transmittal will be used.)

CIS-5, Rev. 1                                                                              Page 2 of 6
                •   Notice(s) of deficiencies in project deliverables (except where a designated
                    Facilities Division Form is used; then the form with a Transmittal will be
                    used).

                •   Recognition of causes leading to claims.

                •   Interpretation of the contract documents.

                •   Stop Work Orders.

                •   Notices of constructive change.

        3.3     The Memorandum – The Memorandum shall be used to communicate those matters
                that are advisory and informative, should be remembered in the conduct of contract
                business and yet not directly address issues and third party owed duties.

                The Memorandum shall be applied to the following types of communication:

                       •   A brief communication written for interoffice circulation.

                       •   An informal record that documents to the file as to state of affairs.
                           Distribution is specific and limited.

                       •   A written reminder to project participants.

        3.4     Correspondence Identification – All correspondence shall be sequentially numbered
                and identify the project, the project number, and the specific subject that the
                correspondence addresses. Each piece of correspondence shall deal with only one
                subject.

        3.5     Correspondence Log – All outgoing and incoming Transmittals, Business Letters and
                Memoranda shall be recorded in a Project Correspondence Log (Facilities Division
                Form FD0-007). A separate Log shall be maintained for each type of correspondence
                (see form).


                3.5.1 The Project Correspondence Log(s) shall be maintained on the field
                      computer. The log(s) shall be backed up to floppy disc or compact disc (CD)
                      on a daily basis.

                3.5.2 Each piece of correspondence shall be assigned a unique number in
                      consecutive order. The log(s) shall be maintained in both chronological and
                      numerical order.


CIS-5, Rev. 1                                                                              Page 3 of 6
        3.6     Lines of Communication – The lines of communication between the primary project
                participants are delineated in Attachments 1 and 2 of this procedure.

                3.6.1   All communication with the Contractor, including that originated by the A/E,
                        the Project Manager, and/or the Owner, or that is originated by the Contractor
                        to any of these persons/entities, shall be through the CISC to provide a single
                        source of direction relevant to the execution of the work.

                        Additionally, routine, coordinating correspondence that is a third party owed
                        duty of the A/E to the Contractor is coordinated and communicated through
                        the CISC.

                        The PM shall be copied by the CISC on all correspondence to/from the
                        Contractor.

                3.6.3 The CISC communicates and reports all project matters relating to the work,
                      performance, progress, costs and time to the PM, and seeks direction when
                      conditions warrant.

4.0     REFERENCES

        None

5.0     ATTACHMENTS

        Attachment 1 - C.E.P Projects Communication Flow Diagram

        Attachment 2 - F.I.P. Projects Communication Flow Diagram

6.0     ASSOCIATED FORMS

        Facilities Division Form FD0-005, Transmittal

        Facilities Division Form FD0-007, Project Correspondence Log




CIS-5, Rev. 1                                                                                Page 4 of 6
        DAC MANAGED PROJECTS

COMMUNICATION FLOW DIAGRAM

                                                            MDAD


                                                                DAC



                                                  Construction Inspection
    Contractor                                                                          A/E of Record
                                                   Services Consultant




 Subcontractors            Contractor
                           Testing Lab               Owner’s Project Testing
                                                                                          Subconsultants
                          and Surveyor               Laboratory & Surveyor



LEGEND

                Project Direction, Coordination and Decisions
                                                                                      ATTACHMENT NO. 1
                Contractual and Performance Issues                                    CIS-5, REV. 1



CIS-5, Rev. 1                                                           Page 5 of 6
        MDAD MANAGED. PROJECTS

COMMUNICATION FLOW DIAGRAM

                                                            MDAD




                                                  Construction Inspection
    Contractor                                                                          A/E of Record
                                                   Services Consultant




 Subcontractors            Contractor
                           Testing Lab               Owner’s Project Testing
                                                                                          Subconsultants
                          and Surveyor               Laboratory & Surveyor



LEGEND

                Project Direction, Coordination and Decisions
                                                                                      ATTACHMENT NO. 2
                Contractual and Performance Issues                                    CIS-5, REV. 1



CIS-5, Rev. 1                                                           Page 6 of 6

								
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