SECTION 8

SUBMITTALS AND SUBSTITUTIONS

1.0 GENERAL

1.1 DESCRIPTION

Work included: Preparation and submittal of shop drawings, cut sheets, certifications of
compliance, documentation of material types and ratings or other documents or samples as
required by the Contract Documents in order to ensure that the specified products are
furnished and installed in accordance with the design intent.

1.2 QUALITY ASSURANCE

The work is based on the standards of quality established in the Contract Documents. All
products proposed for use, including those specified by required attributes and performance
shall require review by the Consulting Engineer before being incorporated into the work. The
Contractor shall bear ultimate responsibility for providing a complete working system and
shall guarantee that all installed system components are compatible and will provide for the
intended operation of the component and the system of which it is a part. Pre-approved
product substitutions will only be acceptable where it is authorized by the statement “or
approved equal”. All submittals require pre-approval by the Consulting Engineer. All
substitutions require pre-approval by the Consulting Engineer and the City’s Utility Engineer.
Per Section 4: Engineering Services, subsection 1.1.II.C.1, the Consulting Engineer shall
document that all pipeline materials meet approved specifications.

1.3 ADMINISTRATIVE SUBMITTALS

A. Administrative submittals include, but not limited to:

1. Preconstruction Submittals
2. Schedules. Refer to City of Steamboat Springs Engineering Standards, Section
01310.
3. Permits
4. Application for Payments
5. Schedule of Anticipated Payments
6. Schedule of Values
7. Closeout documents, Record Documents
8. Operations and Maintenance Information, Manuals, and Procedures
9. Warranties

B. These submittals are for information and record and do not require action on the
part of the City’s representative except where not in conformity with the Contract
documents. If such non-conformity is observed, the City’s representative will notify
the Contractor. Failure to be observed or to be notified by the City’s representative
does not relieve the Contractor of compliance with Contract Documents.

1
2.0 PRODUCTS

2.1 SUBMITTAL SCHEDULE

A. General: At the pre-construction conference or within 10 days after Notice of

Award, whichever comes first, compile and submit two copies of a complete and
comprehensive schedule of all submittals anticipated to be made during progress of
the work. Include a list of each type of item for which Contractor’s Drawings, Shop
Drawings, Certificates of Compliance, material samples, guarantees, or other types of
submittals are required. Upon approval by the Consulting Engineer, this section will
become part of the Contract and the Contractor will be required to adhere to the
schedule except when specifically permitted otherwise.

B. Coordination: Coordinate the schedule with all necessary subcontractors and

materials suppliers to ensure their understanding of the importance of adhering to
the approved schedule and their ability to so adhere. Coordinate as required to ensure
grouping of submittals as described in Subsection 3.2 below.

C. Revisions: Revise and update the schedule on a monthly basis as necessary to

reflect conditions and sequences. Promptly submit revised schedules to the
Consulting Engineer for review and comment.

2.2 SHOP DRAWINGS AND COORDINATION DRAWINGS

A. Scale and Measurements: Make all shop drawings accurately to a scale sufficiently
large to show all pertinent aspects of the item and its method of connection to the
work

B. Prints required: Submit four copies of all shop drawings. Shop drawings shall not be
made on copies of the Contract Documents.

2.3 MANUFACTURER’S LITERATURE

Submit two copies of manufacturer’s literature. When the submittal literature includes
options or other data that is not pertinent to the work, clearly indicate which items and
options are being supplied.

2.4 SAMPLES

Samples shall be of the precise article proposed to be furnished. Unless otherwise specified,
submit two samples, one of which will be retained by the City’s Utility Engineer. The
Contractor may submit a clarification request requesting that the City’s Utility Engineer’s
retained sample be installed in the project. The City’s Utility Engineer may approve the
request if, in his sole opinion, it is not critical that the sample be retained.

2.5 COLORS AND PATTERNS

Unless the precise color and pattern is specifically described in the Contract Documents, and
whenever a choice of color or pattern is available in a specified product, submit accurate color
and pattern charts to the City’s Utility Engineer for review and selection.

2
 2.6 SUBSTITUTIONS

Submittals for proposed substitutions shall meet the requirements of this section. All
substitutions require pre-approval from the City’s Utility Engineer and the City. The City
requires a minimum of ten working days for review following receipt of the completed
substitution package.

2.7 AVAILABILITY OF SPECIFIED ITEMS

A. Verification: The Contractor shall be responsible for verifying to his satisfaction that
all specified items will be available in time to allow orderly and timely progress of
work.

B. Notification: In the event specified items will not be available, the Contractor shall
notify the Consulting Engineer prior to receipt of bids.

C. Delays: The costs of delays resulting from non-availability of specified items, when
the Contractor could have avoided delays, will be the Contractor’s liability and shall
not be borne by the Owner.

3.0 EXECUTION

3.1 IDENTIFICATION OF SUBMITTALS

A. General: Consecutively number all submittals. Accompany each submittal with a

letter of transmittal containing all pertinent information required for identification
and checking of submittals.

B. Internal Identification: On each copy of each submittal, and elsewhere as required

for positive identification, clearly indicate the submittal number in which the item
was included.

C. Re-submittals: When material is re-submitted for any reason, transmit under a new
letter of transmittal.

D. Submittal Log: Maintain an accurate submittal log for the duration of the Contract,
showing current status of all submittals at all times. Make the submittal log available
for the City’s Utility Engineer’s review upon request.

3.2 COORDINATION OF SUBMITTALS

A. Prior to submittal for approval, use all means necessary to fully coordinate all
material including, but not limited to:

1. Determine and verify all interface conditions, catalog numbers, and similar
data.

2. Coordinate with other trades as required.

3. Clearly indicate all deviations from requirements of the Contract

Documents.

B. Grouping of submittals: Unless otherwise specified, make all submittals in groups

containing all associated items to ensure that information is available for checking
each item when it is received. Partial submittals may be rejected as not complying

3
 with the provisions of the Contract Documents and the Contractor shall be strictly
liable for all delays so occasioned.

3.3 SHOP DRAWINGS

A. Submit newly prepared information, drawn to accurate scale. Highlight, encircle, or

otherwise indicate deviations from the Contract Documents. Do not reproduce
Contract Documents or copy standard information as the basis of the shop drawings.
Shop Drawings include fabrication and installation drawings, setting diagrams,
schedules, patterns, templates, and similar drawings. Include the following
information:

1. Dimensions

2. Identification of products and materials include compliance with

specified standards.

3. Notation of coordination requirements

4. Notation of dimensions established by field measurement

B. The Contractor shall not perform any portion of the Work for which the Contract
documents require submittal and review of Shop Drawings, Product Data or similar
submittals until the respective submittal has been approved by the Owner.

C. The Contractor shall submit each shop drawing individually by email to the City.

3.4 TIMING OF SUBMITTALS

A. General: Make all submittals far enough in advance of scheduled dates for
installation to provide all time required for reviews, for securing necessary approvals,
for possible revisions and re-submittals, and for placing orders and securing delivery.

B. Consulting Engineer’s Review Time: In scheduling, allow at least 10 calendar days

for review by the Consulting Engineer following receipt of the submittal.

C. Delays: Delays caused by tardiness in receipt of submittals will not be an acceptable

basis for extensions of the contract completion date.

3.5 CITY UTILITY ENGINEER’S REVIEW

A. General: Review by the Consulting Engineer or the City’s Utility Engineer shall not
be construed as a complete check, but only that the general method of construction
and detailing is satisfactory. Review shall not relieve the Contractor from the
responsibility for errors that may exist.

B. Authority to Proceed: The notations “NO EXCEPTION TAKEN”, “MAKE

CORRECTIONS NOTED”, and others, authorize the Contractor to proceed with
fabrication, purchase, or both, of the items as noted, subject to the revisions, if any,
required by the Consulting Engineer’s or the City’s Utility Engineer review comments.

C. Revisions: Make all revisions required by the Consulting Engineer or the City’s Utility
Engineer. If the Contractor considers any required revisions to be a change, he shall
so notify the Consulting Engineer as provided for under “Changes” in the General
Conditions. Show each drawing revision number, date and subject in a revision block

4
 on the drawing. Make only those revisions directed or approved by the Consulting
Engineer or the City’s Utility Engineer.

D. Revisions after Approval: When a submittal has been reviewed by the Consulting
Engineer, resubmittals for substitution of material or equipment will not be
considered unless accompanied by an acceptable explanation as to why the
substitution is necessary. All substitutions require pre-approval by the Consulting
Engineer and the City’s Utility Engineer.

4.0 MEASUREMENT AND PAYMENT No separate measurement for payment will be made for
the work under this section. Its cost shall be considered incidental to the project.