Facility Contractor Guidelines
All contractors, independent consultants, movers, and vendors (hereafter referred to collectively as contractors) working in CSC-occupied facilities must comply with these Facility Contractor Guidelines, which provides a specific standard of performance for all contractors. This document does not limit or supersede specific obligations or guidelines that may be set forth in your performance contract. Any contractor who deviates from these guidelines will be subject to removal from the facility and termination of their agreement. No additional enforcement notifications will be given.
Subcontractors. For the purpose of these guidelines the term contractor means general contractor as well as its subcontractors and suppliers working in a CSC-occupied facility. The contractor will be held responsible for its subcontractors' actions. CSC facility management will not be responsible for directing subcontractors nor will they be responsible for any acts or omissions of a subcontractor in the event direction is given by someone other than CSC facility management.
The following rules apply to all contractors in CSC-occupied facilities:
- No smoking inside the facility.
- No eating or drinking (meals or coffee breaks) in public areas or occupied tenant space. The only approved area for eating or drinking is within the contracted work area (if not otherwise occupied) or another space designated by CSC facility management.
- No congregating in public areas within the facility or on facility premises. Meetings, meals, and breaks may be held only within the contracted specified work areas.
- Contractors are required to utilize designated restroom facilities.
- Contractors are required to utilize health and Safety Equipment accurately to OSHA standards.
- Professional behavior is required at all times. Appearance and professionalism are important to our customers, visitors, and tenants. Congregating in public areas reflects unfavorably on the entire job, CSC facility management, and the contractor. The following serious offenses will result in immediate dismissal from the premises and/or closing down of the job:
- Drinking on the job or reporting to work in an intoxicated condition.
- Possessing or consuming drugs or illegal substances while on the property.
- Gambling, sleeping, or using vulgar language while on the property.
- Violating local, state, or federal statutes or regulations while on the property.
- Behaving in a disorderly manner, or physically or verbally abusing any individual who works in or visits the building.
- Duplicating keys or gaining illegal entrance into any restricted space within the property.
- Performing core drilling, hammer drilling, shooting track, or work resulting in excessive noise between the hours of 7:00 a.m. and 6:00 p.m.
- No Playing radios/music loud enough to be heard in the common areas or any occupied tenant space.
In addition, the contractor is responsible for any expense incurred in any of the following circumstances:
- Parking for contractor's and contractor employees' vehicles, if required. Parking will be designated by project manager prior to the job.
- After-hours elevator service
- Security service that may be required to perform work. (Any additional security must be coordinated through the existing security services.)
- Protection (and restoration, if necessary) of all finished surfaces (including such items as carpeting, glass, aluminum, ceilings, wall coverings, paint, hardware)
The contractor should obtain a copy of the building Information Sheet for the facility in which the work will be performed to become familiar with the facility's operation (such as CSC facility management point of contact, normal business hours, etc.).
The contractor must hold weekly progress meetings with CSC facility management and provide written meeting minutes to all attendees.
Before beginning any work at any CSC-occupied facility, the contractor must adhere to the following guidelines:
- All contractor and subcontractor firms must be approved by CSC project manager and senior locations manager prior to work commencement.
- All contractors must sign a work/construction agreement or must be party to a CSC construction agreement (subcontractor) through the prime contractor. If a conflict arises between these guidelines and the signed work/construction agreement, the work/construction agreement will prevail.
- All contractors must sign in and have a CSC facility management point of contact within the facility who is aware of what work is being done. No work can take place without an assigned point of contact and a CSC-approved scope of work.
- The contractor shall arrange a pre-job walk-through (loading dock, halls, elevators, and work areas) with CSC facility management to inspect all areas for any pre-existing damage to facility surfaces.
- CSC facility management must approve all on-site staging areas in writing.
- All space plans, final drawings, and engineering or design/build drawings must have the expressed written approval of CSC prior to beginning construction. (NOTE: any existing as-built, backgrounds, or suite documentation issued by CSC facility management are indeed to assist only and are not to be relied on solely without verification by the contractor. Architects must field-verify.)
- A copy of the construction permit, the construction schedule, and a list of subcontractors must be submitted to the CSC facility management prior to construction.
- Certificate of insurance showing general liability and workman's compensation for each subcontractor and for the general contractor, listing as additional insureds, shall be delivered to the CSC facility management prior commencement of work.
- All activities and changes that may result in a cost to CSC must be approved in writing by CSC prior to cost being incurred. Claims for additional costs for activities or changes not previously approved by CSC will be disqualified and rejected without payment.
- All contractors, subcontractors, and suppliers must submit release a of liens using the unaltered, CSC standard form with each request for payment. Payments will not be made until all complete and accurate releases of liens are received, and retention will not be released until all contractors, subcontractors, and suppliers have submitted final unconditional releases of liens to CSC facility management.
The contractor is responsible for ensuring job site safety. This includes safety for the work force as well as anyone entering the work area. The contractor shall provide protection and barricades as required to ensure personnel safety and shall strictly comply with the Occupational Safety and Health Administration (OSHA) regulations at a minimum.
In addition the contractor must adhere the following:
- Hazardous Material. Before any hazardous materials are used or introduced into a facility, the contractor must notify CSC facility management in writing and submit the required paper work, which will be kept on file at the facility. Storage locations must be approved by facility management in advance of delivery. The contractor is also responsible for providing information (MSDS) to workers regarding all hazardous materials and substances used or introduced by the contractor, including any potential hazards from the materials.
- Welding. Contractor will be required to complete Hot Work Permit and Fire watch for a minimum of 2 hours. Welding and burning with an open flame are not permitted without prior approval of facility management. When welding or burning is approved, it must comply with all applicable codes, all necessary permits must be acquired, and a fire extinguisher must be available with 75 feet of any welding or burning.
- Building Life Safety Systems
- All work (including demolition and fire panel tie-ins) on building life safety systems (smoke detectors, sprinklers, fire pull stations, and fire doors) must be completed by a CSC-approved contractor and monitored by the building engineer. Prior to occupancy, the contractor will demonstrate to CSC facility management's satisfaction that the life safety systems are functioning properly.
- All work that may activate, deactivate, or alter any smoke detectors, fire doors, sprinklers, electronics, fire protection, or other life safety systems shall require prior written approval of the CSC facility management. Under no circumstance shall such work commence without prior written approval of CSC facility management with respect to both timing and scope of work.
The contractor is responsible for controlling noise and keeping noise levels to a minimum so as not to disturb employees in adjacent occupied spaces. All such activities may be suspended at the sole discretion of the CSC facility management.
In addition, the following guidelines must be followed when working in an occupied facility:
- CSC facility management must be notified 48 hours prior to commencing any work that may cause objectionable noise or odors (even if the work is to be performed after regular business hours). Such prior notifications provide adequate time for facility management to notify all surrounding tenants of the proposed work.
- No odor-causing or noisy activities, or activities causing excessive vibrations, may be performed during normal work hour. Such activities include drilling, shooting track, spray painting, or painting using oil-based or lacquer paint. After-hours work may be permitted with prior consent of the CSC facility management.
- When using ladders above an occupied suite, either attach proper noise-dampening padding to the feet or pick up the ladder to move from position to another.
- Coordinate the timing of installation of common area finishes with CSC facility management. Due respect must be given to the convenience of employees on the floor.
The contractor must provide utility services (electrical, HVAC, etc.) to each separate work area. The contractor must notify the CSC facility management in writing and obtain written approval at least 48 hours prior to any interruption of building services. The contractor will be responsible for damages arising out of loss of building services, including power, due to its actions and the actions of its subcontractors.
- Heating, Ventilation, and Air Conditioning (HVAC)
- Contractor must be licensed to work with gas fittings in the commonwealth of Virginia.
- All HVAC work must be inspected by CSC facility management.
- All HVAC units within the construction site must be turned off during construction.
- Contractors must not sit or stand on building equipment.
- Contractors must cover the main HVAC return with filter material.
- Contractor will reimburse the landlord for filter changes and evaporator cleaning at the end of the job. Cost for filter changes is $70. Cost to clean the evaporator is $25.
- A preliminary inspection of the HVAC work in process must be schedule through the CSC facility management prior to the installation or re-installation of the ceiling grid.
- A second inspection of the HVAC work in progress must be scheduled through CSC facility management and must take place with the attendance HVAC contractor's air balance engineer and CSC facility management. This inspection will take place when the suite in question is ready to be air-balanced. All diffusers must be balanced within 10 percent of design criteria.
- CSC facility management will inspect the construction on a periodic basis.
- The location of all thermostats and diffusers shall be verified with CSC facility management prior to installation.
- The contractor must verify furniture plans and is responsible for mounting thermostats away from such items as file cabinets and bookshelves to allow good airflow.
- Supply and return air must be balances by the contractor and must not affect entry or interior door operation.
- All electrical work must be supervised by a licensed electrician in the state where the work is being performed.
- Electrical panel schedules must be completely replaces and dated, indentifying all new circuits. All new panel schedules must be typewritten.
- All electrical outlets and lighting circuits must be properly identified. Outlets must be labeled on the backside of the cover plate.
- Doors to suites, equipment, and electrical room must be closed when the contractor is not present. No door is to be propped open or detached at any time. Any electrical closet that is open with the panel exposed must have qualified contractor personnel present at all times.
- The contractor must contact CSC facility management to identify any unused conduit that must be removed as a part of work.
Protecting Existing Structures
The contractor must protect and, if necessary, clean existing finishes in common areas and freight elevators tot eh satisfaction of CSC facility management. The contractor must provide adequate matting/protection for all building finishes. The contractor must also provide (and periodically clean) walk-off mats. Methods and times of protection must be submitted in writing to CSC facility management for approval.
In addition, the following guidelines must be followed to minimize damage to the facility's structural integrity:
- Nothing can be screwed into existing metal building components without prior approval of CSC facility management.
- No wiring may be laid on ceiling grid. All wiring, including communications, must be strapped or wore tied to the deck above in compliance with the applicable code. Under no circumstances may wire tied to the deck above in compliance with the applicable code. Under no circumstances may wire be strapped to sprinkler piping.
- No wiring of any kind shall penetrate fire dampers in demising partitions.
- All building standards must be adhered to when shown or indicated on the working drawings.
- No improvements will be accepted that would alter the building's appearance from the exterior or from the building common areas.
- The lamps in all fluorescent fixtures must follow the building standard for color and wattage unless previously approved by CSC facility management.
- No changes to the window coverings on the perimeter will be accepted.
- All new, existing and relocated equipment and devices must be easily accessible (that is, not blocked by new or existing construction) as per code.
The contractor must repair any damage caused to the building by the contractor including, but not limited t, the doors and freight elevators. CSC facility management reserves the right to remedy the defects at the contractor's expense if the work is not acceptably corrected within 2 weeks of written notification. The entrance to the building and the work site, elevators, halls, and work space will be inspected by the contractor and CSC facility management before the work begins when work is completed.
The contractor must provide CSC facility management with written notifications 48 hours prior to needing access to an occupied area. CSC will notify the tenant and then provide direction for access to the contractor. Access will be allowed only to the floor in the building is prohibited without the CSC prior written approval of CSC facility management.
The following guidelines must be adhered to when accessing a CSC-occupied facility:
- After Hours Work. The contractor shall verify in advance that after-hour work is permissible. All requests for after-hour authorizations that affect building systems and equipment must be submitted in writing to CSC facility management at least 8 hours in advance. No – "call-in" authorizations will be permitted.
- Locks. All lock changes require prior written notification by end user and must comply with established building standard specifications. (See the area chief engineer for lockset specifications.)
- Loading Docks. Use of the loading dock will be limited to the building hours of operation as shown on the Building Information Sheet.
- Use of freight elevators will be limited to the building hours of operation and will be restricted by the scheduling restraints placed by CSC facility management.
- Passenger elevators cannot be used without prior written approval of CSC facility management.
The Following guidelines must be adhered to with respect to equipment storage:
- Construction materials and equipment must not be staged or stored in any area without prior written approval of CSC facility management.
- Cleaning construction tools and equipment will be confined only to the janitor closet. All janitorial, electrical, and telephone closets used by construction contractors should be cleaned and made free from construction debris after the construction is complete. No paints, thinners, or hazardous materials may be poured down the drain.
- The construction work space must be left completely clean at the end of construction, including but not limited to the cleaning of the inside of all exterior windows and sills. Interior windows and sills, light fixture lenses, HVAC grills, cabinets, and sinks. The contractor must also vacuum the floor, including edge vacuuming, as part of its work.
Construction Debris and Trash Removal
The following guidelines must be adhered to with respect to construction debris and trash removal:
- The contractor shall maintain cleanliness throughout the building without cluttering or blocking of hallways, exist, elevator lobbies, electrical closets, or loading docks. All carpets are to be kept clean at all times, especially carpet in common lobbies and corridors. The contractor will be required to reimburse the building management for a thorough carpet cleaning at the completion of the construction job, if such cleaning is deemed necessary in the sole judgment of the building management.
- All areas accessed by the contractor or its subcontractors must be kept clean. All suites that contractors work in shall have construction dirt, dust, and debris removes prior to completion inspection. This final cleaning includes cleaning of all carpet, windowsills, inside of perimeter windows, light diffuser, HVAC grilles, cabinets, sinks, etc.
- The contractor must provide for the daily removal of all trash and debris created during the course of construction:
- The contractor must schedule the delivery of trash containers with CSC facility management. At no time are the building trash compactors and/or dumpsters to be used by the contractor. CSC facility management assumes no responsibility for the contractor's trash containers. The contractor's trash containers must be emptied regularly and never allowed to overflow otherwise place trash outside of the required container.
- Debris removal shall proceed according to the information contained in the Building Information Sheet.
- Debris boxes shall be identified with the contractor's name to eliminate contractor confusion.
The following steps must be followed at the completion of the project:
- The contractor shall notify CSC facility management at least 48 hours in advance of completion of construction.
- A final walk-through to inspect all facility surfaces must be conducted at project completion to determine any construction-related damage to the facility for which the contractor may be liable. A punch list will be made on each project before final payment is considered.
- The permit set of drawings must be delivered to CSC facility management at the completion of the job. A copy of the tenant's certificate of occupancy must be sent to CSC facility management at job conclusion.
- Architectural, mechanical, plumbing, sprinkler, and electrical as-built drawings must be forwarded to the property CSC at the completion of the project. As-built must be accompanied by an air balance report, confirming the HVAC system is balanced within 10 percent of design criteria, a copy of the re-labeled panel schedule, and any other record documents required by the contract.
Download the Facility Contractor Guidelines (PDF).