building construction policy manual - 141 w jackson · the chicago board of trade building building...

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REA–6/5/12

Building Construction Policy Manual

THE CHICAGO BOARD OF TRADE BUILDING BUILDING CONSTRUCTION POLICY MANUAL

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CONTENTS

A General Policies 4

B General Contractor Requirements 8

- Electrical, Fire Alarm and Life Safety Notes 13

- HVAC and Piping Notes 14

- Hot Work Policy 16

C Architects and Engineers 18

D Structural Requirements 19

E Scheduling 20

F General Information 22

Policy applies to all outside contractors, vendors, tenants, consultants and service personnel.


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The General Contractor/ Construction Manager must notify the Office of the Building two (2) days prior to starting work on site to have a pre-construction review meeting.

1. Noise-related work or tenant service interruptions must be scheduled during off-hours at their expense. Shutdown will be done at the discretion of property management.

2. Every person working on site must sign in and sign out with the dock security officer daily. Anyone checking in or leaving after 4:00pm must see lobby security. A $100 fee will be charged for any contractor badge or freight elevator badge, not returned at the end of the day. Construction personnel must carry proper identification at all time.

3. Union labor is required for all relevant trades.

4. No radio playing or shouting permitted on job sites.

5. No smoking anywhere in the building.

6. Restrooms are available in select locations to be designated by landlord based on the location of work.

7. Wipe your feet before entering space.

8. Respect that you are working in an occupied building.

9. Construction materials are not to be stored in corridors or stairways, and must be located within the demised space. Unattended items will be discarded.

10. No loitering around the building except for the designated construction area.

12. No removal of any materials from the building unless specifically approved in writing by the Office of the Building.

13. Notify the Office of the Building of any building problem when ceiling or walls are open (plumbing, electric, HVAC, ACM, etc.).

14. Ceilings, convector covers, equipment and access panels that are removed for any reason must be replaced and closed upon completion of the work. Subcontractors are required to complete this work or advise the GC/CM if this is not possible, or the work is not part of their contract.

A. General Policies


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15. All abandoned or unused cabling, raceways, sheet metal ducts, pipes, etc. shall be removed back to the point of origin. Active systems shall be capped appropriately.

16. Inform the Office of the Building of any hazardous conditions (e.g., clay tile structural ceiling damage) or construction-related issues.

17. Building standards must be maintained on all materials. The building locksmith typically needs two (2) weeks for keying. Please contact the Office of the Building to meet with building locksmith at start of project. Keying work must be added to construction work schedules /bar charts. Contact the Office of the Building prior to purchasing locks to determine the proper keyway for the project.

18. Telephone and communication permits must be cleared through the Office of the Building. A list of the vendors working on every project will be listed on the GC/CM’s sublist with name and contact information for after-hour emergencies.

19. Email is not acceptable as the sole form of communication for critical project information (this includes time-sensitive questions, transmission of prints, scheduling, etc.). Direct communication via phone call must be made to ensure the message was received and documented.

20. All tenant telephone service and vendor quote systems must be reviewed and approved by the Office of the Building and its designated riser management company to ensure compatibility.

21. Schedule deliveries with the Office of the Building two (2) days in advance to arrange for a building pass with dock access.

22. Anytime you find or suspect ACM, you must notify the Office of the Building immediately. Do not have it removed without written permission from the Office of the Building.

23. ACM workers certification must be submitted to the Office of the Building for both GC/CM and subcontractors.

GENERAL POLICIES CONTINUED


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24. Contractors are not to use the mail floor lobby to enter or exit the building while carrying tools or construction materials. Contractors are not to enter or exit the lobby turnstiles while wearing a tool belt. At no time should carts or gangboxes be rolled through the lobby. Freight elevators only are to be utilized whenever any materials or tools need to be brought to or from the upper floors.

25. Windows are not to be opened. If circumstances require a window to be opened (painting, strong chemicals, etc.) then you must get permission from the Office of the Building in advance. The GC /CM is responsible for securing all windows at the end of each day.

26. When using the building dumpsters, the dock master must be notified of what company is disposing the materials, and where the materials came from (tenant, floor, space number, as much info as possible) every time. Also, it is very important that materials are disposed of into the proper dumpster. All recyclable materials (paper, cardboard, plastic etc.) must be put into the northernmost dumpster while all other materials should go into the other dumpster. If you place recyclables in the regular container, or regular materials in the recyclable container, your company will be charged for the full dumpster. Both dumpsters are clearly marked showing what materials go into which, and if there are any questions at the time, consult the dock master for direction.

27. No parking in the loading dock or LaSalle plaza area. This area is for drop-off and delivery only.

28. All required building system shutdowns – electrical, HVAC, plumbing, fire protection and life safety (Class “E” systems) – must be requested in writing and coordinated with, and approved by, the Office of the Building at least three (3) days in advance of desired shutdown.

29. Slabs in wet areas (e.g., pantries, toilets, etc.) must be waterproofed to 8” up to adjoining walls.



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1. If required, Building Department permits are to be provided to the Office of the Building and placed in a visible area at the job site prior to tenant construction.

2. Any work that is to be performed in any place other than tenant’s premises must be reviewed and scheduled in advance with the Office of the Building.

3. A kickoff meeting is to be held prior to the start of any work to review the particulars of the job. A representative from the tenant, contractor, architect, and engineer’s office should be present for this meeting.

4. Access to base building electrical, telephone, and mechanical rooms shall be by landlord.

5. Any area that is affected outside of the tenant’s demised space must be restored to the original condition at tenant’s expense.

6. All public areas such as elevator lobbies, corridors, toilets, and service halls shall be protected with Masonite and craft paper to the satisfaction of the Office of the Building.

7. Noise, vibrations, odors, etc. generated by construction activities are to be kept to a minimum, as not to disturb existing tenants.

8. Clear access to be provided at all times to stairwells, mechanical/electrical equipment, elevators, fire hoses, valves, fire dampers, and maintenance-sensitive equipment.

9. Construction materials are not to be stored in corridors and must be located within the demised space.

10. Any base building equipment that is damaged in any way must be repaired by the base building contractor at tenant’s expense.

11. Tenant equipment specification sheets are to be submitted to the Office of the Building.

12. Any revisions to drawings and specifications must be resubmitted to the Office of the Building for comments and/or approval.

13. All “as-built” drawings must be submitted to the Office of the Building upon project completion and prior to final payment.

B. General Contractor Requirements


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14. All work will be performed in a safe and lawful manner using union contractors approved by the landlord and complying with applicable laws, OSHA and all requirements and regulations of municipal and other governmental or duly constituted bodies exercising authority.

15. If additional services or facilities (including but without limiting the generality of the foregoing, extra elevator and cleaning services) are required for the performance of the work, tenant shall pay landlord or its agent’s standard charge thereof. All such services or facilities shall be coordinated with the building manager.

16. Landlord to be notified in advance of all ties into building systems, welding, or any work affecting the base building or other tenant spaces unless agreed to otherwise, all tie-ins to base building risers are performed by the landlord and reimbursed by the tenant.

17. Hardware is to be keyed per building standards.

18. Any fail-safe hardware must conform to building standards.

19. Distributing ample hand-extinguishing equipment throughout the premises should provide adequate supplementary fire protection. The 15- to 20-pound multipurpose dry-chemical extinguisher is recommended.

20. If a General Contractor (GC) is not hired for a project, an individual must be assigned to take the responsibility of Construction Manager (CM). The CM will direct subcontractors and to act as a point of contact for the Office of the Building.

21. GC/CM will provide a detailed construction schedule before starting work. GC/CM must schedule a meeting at least two (2) days before starting with Office of the Building management to review the project scope and schedule.

22. GC/CM must get the Office of the Building to review and accept all construction plans & documents before pricing & work begins. Construction plans must be done by the Office of The Building approved architectural & engineering firms. Please contact the office for current list before starting design.

23. GC/CM must submit original permits, stamped drawings and CAD drawings to the Office of the Building for permanent filing.

GENERAL CONTRACTOR REQUIREMENTS CONTINUED


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24. If no A&E plans will be produced for a space, the GC /CM must submit a sketch and work letter. The following must also be submitted to the Office of the Building by GC /CM.

a. An engineering appraisal report from an approved MEP provider.

b. An air test & balance report performed by an approved test & balance contractor.

25. GC/CM must submit Sworn Statements, Waivers of Lien, and possibly Hold Harmless Agreements. GC/CM must also provide Waivers of Lien from all subcontractors.

26. GC/CM and all subs must submit a Certificate of Insurance and the COI must be submitted to Office of the Building for review and approval five (5) business days prior to starting any work.

27. GC/CM must provide contact information for all subcontractors, including office phone number, office email contact, on-site contact phone number, as well as an after-hours emergency contact name & phone number. This must be submitted before the project starts. Include all specialty contractors (air & water balancing, temperature control, etc.).

28. All electrical work must be done by a building approved electrical contractor. Contact the Office of the Building for current Approved Contractors list.

29. Air balancing must be done by a building approved contractor. Contact the Office of the Building for current approved contractor.

30. GC/CM is responsible for ensuring all its subs keep within all building policies and procedures for the entire length of project.

31. GC/CM will have their Supervisor here during all hours the subs are working, including after hours. If you need to make special arrangements, please contact the Office of the Building to discuss options.

32. GC/CM will be responsible for handling all communication between the subs and the Office of the Building.

33. If a project will be done primarily off hours and will continue in duration for longer than two (2) weeks, GC/CM will make arrangements with the Office of the Building to use a building two-way radio. This will help communication with building security and engineering staff during any off-hours work.



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34. After all construction projects are completed, all fire detection devices must be cleaned and tested. This cleaning and testing must be coordinated with the Office of the Building.

35. GC/CM is responsible for keeping the construction area locked and secure at night, and for opening the area for the subs each morning. This includes building a temporary door, frame and building lock system if there isn’t a fixed or permanent door in place.

36. At the start of a project, GC to contact the Office of the Building engineers to inspect all fan coil units to ensure proper operation of the units. GC to cover all convectors throughout project to minimize dust and debris accumulation. At no point is anyone to stand, place tools, equipment or supplies on top of fan coil covers.GC is responsible for cleaning the unit and surrounding enclosure at the close of the project. Prior to project completion, GC to notify CBOT Building engineers who will inspect and approve the cleaning. The building engineers will be responsible for changing the filters.

37. An 18" minimum work clearance is required in front of all existing and new perimeter fan coil units for proper operation and maintenance. No equipment walls, raised floor or office furniture shall be installed within this minimum clearance. GC/CM shall contact the Office of the Building if this becomes an issue. Furniture and any other air obstructing devices shall be located away from perimeter induction units, and furniture must be moved at tenant expense when repairs are required. Woodwork, cabinetwork, and furniture/partitions along the perimeter wall of the building at the convector cover locations must be easily removable and maintain a proper distance to ensure adequate air circulation and access for maintenance. Tenant will assume responsibility for the function, maintenance and operations if tenant’s installation causes obstruction and impedes access.

38. GC/CM is responsible for having the construction site cleaned, swept and safe for the workers every morning, as well as throughout the day. Heavy dust should be vacuumed prior to sweeping. Always use a sweeping compound while sweeping.


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39. No eating/drinking in areas other than areas specifically designated by the Office of the Building management and GC/CM. GC/CM is responsible for ensuring this designated area is kept clean from food, food wrappers and other food debris. Construction personnel are not to eat in the lobby or in front of the building.

40. The GC/CM is responsible for notifying the architect and all consulting engineers (electrical, mechanical, plumbing, fire protection, structural etc.) to perform punch lists at the substantial completion of work. Copies will be sent to the Office of the Building for their review. The contractor must complete all items on the punch list and submit a signed copy of the completed list to the Office of the Building prior to project close-out.

41. When a construction job requires work that will affect a tenant not in the original scope of work, all coordination with that tenant must be done through the Office of the Building. Do not go directly to the tenant without first talking to an Office of the Building agent about the work that needs to be done. We will then arrange for a representative from the Office of the Building to liaison with that tenant and make arrangements for access.

42. At no time shall a tenant do or permit any work to be done, whereby our property may be subject to any mechanic’s lien or other liens or encumbrances arising out of the work; and our consent herein shall not be deemed to constitute any consent or permission to do anything which may create or be the basis of any lien or charge against the estate of the landlord in the demised premises or the real estate of which they are a part. Ongoing partial general release and final Waiver of Lien to be obtained with progress payments.



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Electrical, Fire Alarm and Life Safety Notes:

1. Coordinate any Fire Protection and Life Safety work in advance.

2. All Fire Protection, sprinkler, speaker, strobes and smoke detector work must be engineered by a building approved engineering firm and installed by approved contractors. For every project, the FA/LS contractor must submit a full size as-built drawing documenting all changes made to the fire alarm and life safety devices.

3. South Building Only: Current heads and covers are obsolete; new sprinkler heads and covers must be installed. See Design Engineer specifications for details. Any heads or covers not being reused must be turned over to the building engineers.

4. Before starting demolition, coordinate with the Office of the Building to determine if fire alarm devices must be bagged to protect from dust and debris. Daily bagging and unbagging will be decided at this time.

5. During all construction, the sprinkler and fire alarm smoke detector systems must be taken offline every day. You must contact a building engineer via the main lobby desk at the beginning of each day to have the systems taken offline. At the end of each day, you must again contact an engineer to have the system put back online. Failure to notify the engineers may result in a fine.

6. Tie-ins and modifications to the base building fire and life safety system (Class “E”) shall be the responsibility of the tenant’s electrical contractor, and shall be completed at tenant’s expense.

7. Tenant must use landlord’s contracted fire alarm service personnel as the only personnel to test and perform final tie-ins for the Class “E” system.

8. The Fire Alarm System is to be tested before occupancy. A Letter of Certification is to be given to landlord stating that Class “E” system is fully tested and operational by a licensed electrical contractor to furnish.

9. No emergency power is available for tenants lighting and power.


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10. Remove all abandoned cabling from existing floor cells. Remove all abandoned electrical and telecommunication cabling and conduit back to the source.

11. All telecommunication cabling in common areas, mechanical equipment rooms, etc. shall be installed in an enclosed raceway and shall be identified.

12. Repair or replace all missing fireproofing. Provide required fire stopping at conduits, bus ducts, pipes, ducts, etc. at all slab and wall penetrations.

HVAC and Piping Notes:

1. Hot taps and pipe freezing (typically weekend work) for water systems must be done by a building-approved specialized hot tapping firm. GC/CM is responsible to coordinate all subcontractors to complete the hot tap. Contact the Office of the Building or the Chief Building Engineer to walk the area of work with the contractor to determine safe existing conditions prior to work being scheduled. Contact the Office of the Building for current approved hot tapping contractor.

2. When fixtures are removed, even temporarily, a test plug or other proper item must be used to cover the drain and vent lines. No rags, paper towels etc. will be used to plug lines.

3. All water lines must have caps on them before leaving the worksite for the day.

4. All piping and fittings installations must be copper or copper tubing. This includes lines to appliances (refrigerators, ice machines, etc.). No saddle or needle-type clamp valves allowed. If there is a question regarding a particular install, the Office of the Building will make the final decision for what type of pipe or fitting will be installed.

5. Individual shutoff valves must be supplied and installed for each new fixture including water coolers.

6. All plumbing connections shall be performed at times least inconvenient to other tenant population. Schedule all tie-in to the base building system with the building manager. If ACM abatement is required, abatement will be performed by landlord at tenant’s cost.



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7. All piping systems shall be adequately supported from “building” structure and be provided with identification labels every 20 feet.

8. Supplemental air conditioning systems fed from the base building condenser water system shall be selected to operate on a temperature differential of 10°F. Minimum supply temperature 40°F. Units must have condenser water thermometers and gauges.

9. Supplemental or replacement air conditioning units shall be provided with automatic shutoff valves on the supply and return lines, and a drip pan with leak detection to automatically shut the water valves serving the unit, and provide a remote alarm to a continuously manned location. All air water balancing must be performed by an independent testing and balancing agency approved by the Office of the Building. Provide landlord with two (2) copies of the final balancing report.

10. Window baseboard heat units are to be protected prior to commencement of tenant work and cleaned by tenant after completion of tenant improvement.

11. All perimeter HVAC units are to be cleaned and vacuumed prior to painting.

12. All air balancing to be witnessed by the Chief Engineer of the building or his representative with a certified report performed by a third party and provided to the building manager.

13. All mechanical and electrical equipment shall have permanent identification labels affixed.


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Hot Work Policy:

1. Approval from the Office of the Building must be obtained at least two (2) days prior to scheduling any torch cutting, welding, soldering, brazing or burning of any kind. Coordinate with the Office of the Building to issue a burn notice.

2. Notify the building engineers when burning in enclosed spaces (ceiling, shafts, under floors, crawl areas, etc.). GC/CM must have a person stand fire watch with a fully charged fire extinguisher for the entire duration of the hot work.

3. GC/CM must contact the building engineers the morning of any scheduled burning to notify them of the area and duration of work.

4. The GC/CM must notify the engineers to take the fire alarm / life safety systems offline just before the start of work, and immediately after the work completed put the system back online.


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1. New A&E firms, and firms that haven’t done work at the Office of the Building within a year, must meet with building management for orientation prior to plan development.

2. New A&E firms, and firms that haven’t done work at the building within a year, must contact the Office of the Building for a current copy of the ‘plan standard’ prior to developing plans.

3. Peer Review Requirements: If plans are developed by firm that is not a preferred A&E firm, plans will be subject to a peer review by the building-preferred A&E firm. Below are the procedures for the peer review process.

4. The design and installation of all tenant improvements shall permit adequate accessibility to all new and existing equipment for proper maintenance.

5. The project-engineering firm shall review as early as possible the design intent with the building management team. As part of this effort, 50% engineering drawings shall be issued for preliminary building review at least two (2) weeks prior to 100% engineering drawings being completed and issued for final building review. Final engineering drawings should be reviewed and approved by building management prior to issuing for bid, permit or construction.

6. The project-engineering firm shall field survey and identify on the design drawings all existing systems to be used to support the area of work (e.g., building electrical panels, chilled water risers, plumbing risers, supply/return air shafts, FP/FA systems, BAS connections points, tel/data risers, CATV service, etc.).

7. Proposed routing of new plumbing piping, chilled/condenser water piping, tel/data and electrical conduits (2” and larger) outside the area of work shall be field verified by the project-engineering firm and approved by building management.

8. Once plans are completed, a full set of drawings should be sent electronically to the Office of the Building. A half-size (24”x18”) bound hard copy should be sent to the Office of the Building. Once the hard copy has been received, we require ten (10) business days to review. If you haven’t heard back in that time, A&E firm must contact the Office of the Building via phone call to check the status of the review. This process must take place prior to plans being released to tenants or GC/CMs for pricing.

9. Throughout the project, any changes made to the originally accepted drawings must be reviewed and accepted by an Office of the building manager prior to any of the revised work being done.

C. Architects and Engineers


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1. A building-approved Structural Engineer (SE) must inspect and issue a report before installing or moving any heavy load items (e.g., safes, ATMs, heavy electrical, mechanical data center equipment, etc.). Please contact the Office of the Building for approved structural contractors.

2. Provide layout drawings indicating the weight, location and dimensions of heavy equipment in excess of 200 lbs. (vaults, rolling files, batteries, transformers, storage react, A/C units, pumps, etc.) supported on floors or hung from buildings structure. Provide layout drawings and details of all structural slab and wall openings, chasing of floor slabs and beam penetrations. All such equipment installations and structural modifications are subject to approval of, and must be installed in accordance with, the recommendations of the Owner’s Structural Engineer.

3. CORING AND CHANNELING PROCEDURES: GC/CM must notify the Office of the Building to coordinate procedures five (5) days prior to scheduling any coring (typically weekend work) or channeling (note: no channeling allowed in South Building). The building approved SE and the Office of the Building agent must review and accept the locations. SE will submit their acceptance in writing. The continuity method must be used for all coring and channeling floors, etc.

4. You will also be required to perform the following safety protocols without exception:

a. Non-destructive testing (floor x-ray or scanning). b. Before coring, each core must have a ¼” pilot hole drilled

first to confirm the location is correct on the floor below.

5. GC/CM / SC must contact the SE at the appropriate time for a final inspection of all cores, channeling and SE will submit an acceptance report to the Office of the Building.

6. Special scheduling must be arranged with the Office of the Building prior to any drilling, grinding, electric hammering, etc. in the walls or decks.

7. Anything that is to be hung from the building structural ceiling systems (particularly the clay tile arch system) must have the building-approved SE and GlenStar Asset Management approve the installation methods before starting work. If you have any questions regarding this policy, please call the Office of the Building.

D. Structural Requirements


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The following must be scheduled with the Office of the Building at least two (2) days ahead of time. NO EXCEPTIONS.

1. An access pass request must be submitted for approval at least 48 hours prior to any work performed outside of regular business hours. These requests must be addressed to the Office of the Building through the form link provided http://www.jotform.us/CBOT/Building_Work_Pass_Request

Request form requires the company names of all contractors and subcontractor working, how many workers for each will be in, the hours they will be in the building, whether elevator or dock access will be necessary, size and quantity of materials being delivered, and a short description of work to be done. Weekend work access passes must be submitted by Thursday at 1pm, at the latest.

2. Arrangements for a dumpster in the loading dock should be made for delivery after 4:30pm and to be removed by 6:00am the following morning.

3. All HVAC, plumbing and electrical shut downs or tie-ins. Electrical work that requires a ComEd shut down is recommended to be scheduled with ComEd at least eight (8) weeks in advance to accommodate their project scheduling.

4. Drywall deliveries: Due to the weight of drywall and its affect on the balance of the elevators, sheet count must be restricted as follow (based on 4x9 sheets):

a. 3A car can accommodate 10-15 sheets, but the delivery must be split to both the east/west sides of the car to retain balance in the cab.

b. Car 23 can accommodate up 10 sheets at most due to the weight of the materials.

c. Car 5A can accommodate 10-12 sheets, but the delivery must be split to both the north/south sides of the car to retain the balance of the cab.

E. Scheduling


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Depending on the location being delivered to, schedule the elevators according to the following time estimates: a. North Building – 30 minutes per 10 sheets b. South Building (A-11) – 15 minutes per 10 sheets c. South Building (12-23) – 30 minutes per 10 sheets Drywall deliveries are not allowed during regular construction hours. Deliveries of 50 sheets or more must be done after hours. For morning deliveries, the time frame from 6:30am-7:00am must not be included in the ‘delivery’ time, as this time needs to be spent cleaning the dock, elevators and delivery route of any and all dust and debris accumulated during the delivery.

SCHEDULING CONTINUED


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MANAGEMENT AGENTGlenStar Asset Management, LLC141 W. Jackson Blvd., Ste. 950Chicago, IL 60604(312) 435-7180 phone(312) 605-9195 fax

OFFICE HOURSOffice hours are 8:00am to 5:00pm, Monday through Friday.

CONSTRUCTION HOURSDock, freight and standard construction hours are 7:00am to 4:00pm, Monday through Friday. Any work outside of these hours must be pre-approved and have a building work pass issued by the Office of the Building.

F. General Information


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141 West Jackson Boulevard, Chicago, Illinois 60604 P (312) 435-7180www.cbotbuilding.com

building construction policy manual - 141 w jackson · the chicago board of trade building building...

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