DIOCESE OF AUSTIN
INSTRUCTIONS TO THE ARCHITECT
1.
The Project title will include the name and address of the Church, a
project title and “The Diocese of Austin”.
2.
The legal name of the Diocese to be stated in the Contract Documents
and identifying signage and plaques is:
The Most Reverend Joe S. Vasquez
Bishop of the Catholic Diocese of Austin
Name of Parish
City, Texas
3.
The Bishop or his designee must sign all legal documents requiring the
Diocese’s signature including contracts, deeds, and easement
agreements. The Director of Facilities Planning may sign documents
relating to inspections and permitting including SWPPP documents and
change orders. The local Pastor may sign documents regarding
ongoing operations, such as monitoring agreements, but he cannot
sign, approve or modify the construction or design contract.
4.
The Diocese is a non-profit, religious organization.
5.
The Diocese is the owner of the project site.
6.
The Architect will provide Civil, Structural, Mechanical, Electrical and
Plumbing consultants under his contract; the Diocese does not allow
separate contracts. The Architect will provide Acoustical, Sound,
Lighting and Liturgical consultants when appropriate or requested by
the Diocese. The Architect will furnish proof of errors and omissions
insurance as required by the Architect Agreements to the Director of
Facilities Planning in writing.
7.
All worship space design and artwork must have approval of the
Bishop through the Diocesan Worship Office. The Diocese strongly
recommends discussions between the Architect, Parish and Worship
Office early in schematic design.
8.
The Architect will submit all invoices for the project to the Parish and
the Director of Facilities Planning for approval. The Architect will
submit all invoices electronically to the Director of Facilities Planning.
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9.
The Diocese’s representative will be the Diocesan Director of Facilities
Planning.
10.
The local Pastor cannot approve or sign Change Orders.
11.
During the construction, the Architect will be responsible for on-site
field inspection at intervals stated in the Contract. The Architect or his
representative will document in writing all inspections and submit the
reports via email to the Director of Facilities Planning.
12.
The Parish will provide a site survey, geotechnical report and
environmental report to the Architect.
13.
The Diocese will furnish all Contract forms, General Conditions, Bond
forms and Change Order forms.
14.
The Architect is encouraged to reduce the use of paper throughout the
project by using digital and electronic plans, specifications, submittals,
RFI’s and other documents and correspondence whenever possible.
15.
There will not be any items furnished or installed by the Parish not
covered under the Diocese-Contractor Agreement unless approved in
writing by the Diocese.
16.
Prior to commencement of construction, the Architect will insure that
the Contractor will file all appropriate Bonds in the office of the County
Clerk in the county in which the Project is located and that the Diocese
receives a copy of proof of filing.
17.
The Architect shall notify the Director of Facilities Planning when, from
the Architect’s standpoint the project is ready for a Notice to Proceed.
The Director of Facilities Planning will issue the actual Notice.
18.
The Diocese will employee a materials testing firm, preferably the
same firm that provided the geotechnical report. HVAC testing and
balancing services are part of the construction contract.
19.
The Architect, Contractor, Parish and any appropriate additional
stakeholders will conduct a weekly meeting at the construction site.
The parish representative can relay the progress of the project to the
parish as a whole.
20.
The Architect must process the Application for Payment so that the
Parish can make timely payment to the Contractor. Once the Architect
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approves the application, the Architect will electronically submit the
application to the Director of Facilities Planning for approval.
21.
The form of Application for Payment and Certificate for Payment will
be AIA document G702 and AIA document G703 and the Continuation
Sheet for G702 or similar format.
22.
A preliminary copy of the Application for Payment is required for
review by the Diocese and Architect prior to submittal of the first
application.
23.
The Parish will not pay for completed portions of Construction Change
Directives without written approval of the Diocese.
24.
The Contractor’s partial waiver of liens for the Work should accompany
the Applications for Payment.
25.
The Diocese will hold 10% retainage of each progress payment to the
Contractor throughout the project.
26.
The Diocese may reduce the retainage upon Substantial Completion.
27.
The Diocese will assess liquidated damages as stated in the General
Conditions.
28.
The Diocese does not know of any hazardous materials or pollutants at
the existing site or any existing structures. The Parish will test for the
presence of asbestos containing materials in accordance with the law.
29.
The Parish should use Construction Management at Risk (CMR) but
may use Stipulated Sum (CMR is strongly preferred) for their
construction delivery method. If the parish elects to use a Stipulated
Sum contract, they must use competitive sealed proposals to select the
Contractor. The Director of Facilities Planning must approve the list of
contractors that the Parish invites to present proposals.
30.
In all cases, The Parish will invite Contractors to present a proposal.
There will be no open solicitations for bids or proposals. The Parish
will not invite any contractor or subcontractor to bid or present a
proposal if that contractor or subcontractor does not have a legitimate
opportunity for award of the contract.
31.
The Parish will not read the bids or proposals aloud. The selection
process is not public and no person shall discuss the process outside of
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the group making the selection until the Diocese enters into a contract
with the selected contractor.
32.
Although not recommended, if Competitive Sealed Proposals are used
to select The Contractor, the Architect will:
a. Assist the parish in developing a proposal questionnaire, answers of
which will be part of the contractor’s response, which will provide
enough additional information for the parish to make an intelligent
choice between contractors.
b. Assist the parish in developing a list of contractors that best fit the
project. The Director of Facilities Planning must approve the list
before bidding.
c. In conjunction with the Parish, determine the place and time to
receive proposals.
d. Hold a Pre-Bid Conference discussing the particulars of the project
including any site-specific security and safety issues.
e. Issue three sets of paper plans and specifications, one set of plans
in electronic format, and a set of civil engineering drawings in .dwg
format to each prime bidder. Do not issue plans to subcontractors.
f. Remind the contractors that:
i. P & P bonds will be required on all jobs over $100,000 and
that the cost will be included in the base bid.
ii. 5% bid bond will be required.
iii. The cost for all insurances as required by the General
Conditions will be included in the base bid.
iv. Bids must remain open for forty-five calendar days after
receipt of bids.
g. Assist the Parish in evaluating the proposals. Do not select a
contractor based solely upon cost.
33.
If the Parish elects to use the CMR delivery method, the Architect, at
the request of the parish will
a. Assist the parish in developing a proposal questionnaire, which will
provide enough additional information for the parish to make an
intelligent choice between contractors.
b. Assist the parish in developing a list of contractors that best fit the
project. The Director of Facilities Planning must approve the list
before requesting proposal.
c. Assist the parish in short-listing contractors.
d. Assist the parish with interviews and final selection of the CMR.
34.
Once the CMR is selected the Architect will
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a. Cooperate with the CMR to include the CMR’s “front-end”
documentation in the contract documents.
b. Listen and work with the CMR regarding schedule, budget and
constructability.
c. Issue ten sets of paper plans, one set of electronic plans and one
set of civil engineering drawings in dwg format to the CMR for
subcontractor bidding.
d. Assist the parish in the review of the GMP and subcontractor
selection.
35.
The Architect will schedule a preconstruction conference with the
Director of Facilities Planning at the Diocese including representatives
from the parish, major subcontractors and the Contractor to discuss
procedures for Diocesan projects.
36.
Designated parts of the Work may require Substantial Completion in
advance of the rest of the Project. The Architect will identify these
portions on the Drawings.
37.
The Architect shall prepare a Certificate of Substantial Completion. The
Architect will perform a walk through of the entire Project and prepare
a list of deficiencies. The Architect will submit the list to the
Contractor and insure that the Contractor remedies the deficiencies
before releasing remaining retainage. The Architect shall notify the
surety of substantial completion. The Director of Facilities Planning
shall sign the Certificate of Substantial Completion.
38.
The Architect will compile the project summary data including a digital
floor plan in AutoCAD current version, an exterior color digital
photograph, total construction cost, total project cost, name of
Architect, gross area and total acreage and submit the data to the
Director of Facilities Planning.
39.
The Architect will provide the Diocese with as built drawings in
AutoCAD current version. The Architect shall provide the Diocese with
product manuals, warranties and records of equipment demonstration
and training.
40.
The Architect will verify that the Contractor has provided the Diocese
with extra stock of products as called out in the specifications.
41.
The Architect will perform a walk through of the entire Project at least
thirty days before the expiration of the one-year warranty and prepare
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a list of deficiencies. The Architect will submit the list to the
Contractor and insure that the Contractor remedies the deficiencies.
42.
The following is for the Architect’s informational purposes only:
a. The Diocese requires the Contractor to carry the following
insurance:
i. General Liability
ii. Automobile Liability
iii. Workers’ Compensation
iv. Owner’s Protective Liability
v. Umbrella Liability
vi. Builder’s Risk
b. The General Conditions of The Construction Contract and the Small
Job Contract describe the amounts and details of the liability
coverage, which vary based on the size of project.
c. The Diocese requires Performance and Payment Bonds for 100% of
the contract value.
d. The Diocese will provide the Bond Forms.
e. The Director of Facilities Planning may, under certain very specific
circumstances, waive or modify some of insurance and bonding
requirements.
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