Project Performance Report: When requested by CPDC, campus shall submit a Project Performance Report at completion of the project. Submit the Capital Project Management Checklist, completed per the Project Performance Report Instructions.
Forms & Templates:
Project Audit: Audit and Advisory Services (A&AS) may conduct a project audit on the project. CPDC and Campus will be notified when the project is selected for audit. Campus is required to open their project files, and be responsive to auditor's questions. A&AS will issue a preliminary audit report to the campus, and request review and submittal of Management Responses. A final audit report will be presented to the Board of Trustees, and filed on A&AS website.
It is critical to resolve all disputes for cost and time during construction as contemporary as possible to the event(s). Timely resolution simplifies negotiations, is more likely to include individuals involved in the events when memories are fresh, facilitates better understanding with fewer people involved at a lower level, and creates a track record of solutions making future negotiations more successful. Claims for disputed work, contract time delay, and assessment of liquidated damages are common at the completion of a construction project. The Construction Administrator should conduct a final review for Contractor's claim(s) at the completion of the project and attempt to resolve any disputed cost and time impacts and to equitably address the merits of a contractor's claim(s).
The closeout claims negotiation process is as follows:
Claims Review Board: If a contractor’s claim was not resolved through negotiations, then an official hearing may be scheduled following the completion of all work and acceptance of the project. CPDC shall be contacted, who will then organize and chair the hearing. The hearing is scheduled after completion so that only one such hearing will be held for a given project. The hearing shall be relatively formal and structured but without legal counsel. The results will be in writing and transmitted formally to all involved parties.
CPDC has two written procedures for administering a Contractor’s Claims Review Board hearing. Part I describes the process for filing a claim and describes the Claims Review Board process and may be shared with the contractor. Part II is an internal document that describes the duties of the Board participants, and should not be shared with the contractor. It is important to have three members on the Board who have a good working knowledge of construction and the CSU contract general conditions. It is also important to have a neutral board who has not been involved with the project or decisions leading to the claim(s). Written claims review board procedures have been prepared for CPDC application. They propose composing a board with CPDC professional staff and campus staff, as necessary, to result in an appropriately composed, neutral board.
Forms & Templates:
Guarantee Quality & Performance, Form 702.19