Record Document Requirements

RECORD DOCUMENT SUBMISSION REQUIREMENTS

Updated: Monday, July 21, 2008 08:44 AM

UVA RESOURCE CENTER REQUIREMENTS

Project Managers please review and send on to your A/E's.

At the end of each project, the Resource Center should receive:

A full set of printed Record Drawings with stamps and signatures. Vellum is the preferred material, paper is acceptable.

CAD files for the drawings. We are presently using AutoCAD 2008. Each CAD file should correspond to a single drawing sheet and should have all of the x-refs bound to the file. The CAD file name should be the same as the sheet name.

One copy of the Record Project Manual, printed and bound, with electronic files in Word or PDF format supplied with the CAD files.

Project Managers should be aware that:

Shop Drawings for life-safety topics and building automation should be forwarded to the Resource Center where they will be archived, scanned and kept in the collection.

Submittals for all disciplines including paint, ceiling tiles, HVAC equipment, etc, should be sent to the Resource Center to be scanned and saved instead of being sent to Fontana for long-term storage.

O&M Manuals for all equipment should be sent to the Resource Center to be archived, scanned, and given to Facilities Operations or Health System Physical Plant to pass on to the appropriate individuals.

HECOM REQUIREMENTS

Section 7H.7.5.3 - Provide the University Review Unit with two copies of the approved complete fire suppression sprinkler shop drawings. One copy will be forwarded by the University Review Unit to the responsible State Fire Marshal Office for applicable inspection and/or record purposes.

Section 8.2.4.1 - Drafting Media: All drawings will be done in AutoCAD version currently in use by Facilities Management. Completed computer generated working drawing files shall be provided to the University for printing and distribution. Record drawings showing the As Built conditions shall be provided to the University on vellum.

Section 604.1 - Phases of Work: ... The proportioning of the fee should account for and show the negotiated amount for the following phases or facets of work: ... • Project Closeout: 1) Maintenance & Operations Manuals; and 2) Record Drawings

FACILITIES DESIGN GUIDELINES REQUIREMENTS

GR.10.19 Record Document Keeping - All projects for the University require record documents based upon Contractor provided as-built conditions (drawings and specifications) by the Architect/Engineer of record. (See Higher Education Capital Outlay Manual or Construction and Professional Services Manual.) Waivers of this requirement are prohibited without documented written approval of the Director Of Facilities Planning and Construction. Record Documents shall include automatic fire suppression system drawings as approved by the Bureau of Capital Outlay Management or Regional State Fire Marshal’s office as applicable. These documents shall indicate any changes during construction as approved in the final inspection.

CO-7 / GENERAL CONDITIONS REQUIREMENTS

Section 23 - Plans and Specifications

(g) As-Built Drawings: The Contractor shall maintain at the Site for the Owner one copy of all drawings, specifications, addenda, approved shop or setting drawings, Change Orders and other modifications (collectively referred to herein as "As-Built Drawings") in good order and marked to record all changes as they occur during construction. These shall be available to the Architect/Engineer, the Owner, the Project Inspector, the Owner's other inspectors and to the Owner's testing personnel. The drawings shall be neatly and clearly marked in color during construction to record all variations made during construction. The representation of such variations shall include such supplementary notes, symbols, legends, and details as may be necessary to clearly show the as-built construction.

(h) Record Drawings: Upon completion of the Work and prior to the final inspection, the Contractor shall deliver to the Architect/Engineer, for preparation of the Record Drawings, one complete set of "As-Built Drawings" referred to in the preceding subsection.