A Successful Multiple-Prime Contract Project

It was a 12.3 million dollar multiple-contract capital project that included an 800-seat auditorium addition to an existing building. The project included a two-story multi-use addition, new field house structures, extensive sitework and miscellaneous renovations at five other buildings.  The steam heating system at one building was removed and replaced with a hot water system following asbestos abatement.   As the project architect, I was responsible to ensure that the efforts of landscape architects, civil, structural, plumbing, HVAC and electrical engineers were coordinated and construction cost estimates and milestone dates for the work were provided to meet the expectations of the owner.

One of the challenges to the project was the schedule.  The multiple contractors were tasked with completing all the work during the summer with minimum impact on the owner’s fall schedule for the building.  At two buildings, some of the work of several prime contracts could not begin until the work of the asbestos abatement contractor was complete. It was important that the asbestos contractor follow a prescribed phasing plan to allow the other prime contractors access to portions of the work as early as possible.  

Since separate prime contracts are mandated for certain projects in New York State, one of the unfortunate disadvantages is that it takes the control of a building construction project away from a single source and divides it among several with sometimes opposing needs. That creates a situation where there is little or no leverage to compel one contractor to complete his work soon enough to allow the other prime contractors to complete their work.

Instead of phasing the abatement work as required by the contract, the asbestos removal contractor performed each “phase” of his work continuously. Although it was finished ahead of the required overall completion date, some parts of the work scheduled to be finished earlier did not get completed until it was too late for the HVAC contractor to begin his scope of work at the building which shortened their window of opportunity. 

The HVAC scope of work was substantial and there was a state requirement that the heating system for the building be functioning by a certain date in the fall. 

The other building with asbestos removal is a three-story structure with a basement. The existing equipment and piping had to be removed before the new system could be installed. It was a challenge that was met with due diligence by the clerk of the works and the HVAC contractor with success.  We emphasized the importance of completing the HVAC system at every project meeting and worked with the prime contractors to achieve the desired result.

The schematic design of the auditorium addition began at the opposite end of the building. We were able to persuade the owner that it must be located closer to the existing band room after meeting with the departments affected by the project to discover their needs.  The primary use of the auditorium would be band and chorus.  Both activities are located at the southeast end of the building.  There was a challenge to designing the addition where it would be most efficient. An existing through-road would be blocked by the new construction.  We were able to convince the owner that the auditorium must be in that location.  The high water table at the back of the building helped convince them. We worked with the landscape architect consultant to create a turn-around to aid in the flow of traffic had utilized that through road for years.  The addition also eliminated one of the tennis courts. 

The scope of work at the existing smaller auditorium remained in flux until late in the design process. That scope developed into a large instruction space with perimeter storage spaces, a display cove, guidance offices and a lounge.  The existing stage was transformed into a chorus rehearsal space and offices.

Work at several buildings included coating the existing built-up roofing with an aluminized roofing product to extend the expected life.  One building had a foam roof that was recoated with foam.  We were surprised to learn from the owner’s buildings and grounds manager that the foam roof is preferred over the built-up and single ply membrane roofs because it is easier to maintain.

During construction document production, the concerns of the code official were identified and incorporated into the plans..  

After the bidding period, it was decided to pursue the additional funds necessary to include all the alternates with the work.  The initial bids would have prohibited the construction of the auditorium and a new turf field.  The turf specification was difficult to write to satisfy the three-manufacturer requirement.  We were able to satisfy that requirement by bidding each manufacturer as a separate alternate.  The three products were not equal in several aspects.  It was clear which manufacturer was preferred but the decision could not be solidified until the real cost numbers were known.  The preferred manufacturer provided the lowest bid. That meant which system to use became an easy decision.

The General Contractor for the original bid was not the preferred contractor.  Through the vetting process and the time lapse between the original bid and the subsequent bids received after obtaining the additional funds, the owner was able to approve the award of the contract to the preferred General Contractor who did an excellent job constructing the project on schedule and under budget.

A Vestibule Roof Doomed From The Start

Several years ago, I designed a deck and gazebo addition to our two-story cape on the west side of Syracuse, New York.  It was a fun design-build project that consumed most of my "free" time for the better part of a year.  Working with the most demanding client, my wife, each scheme that was presented to her was met with the response, "It's not big enough!"

After several redesigns to incorporate the desires of the client, it was time to take delivery of the required materials from the Home Depot.  The interval of time required to arrive home from work to meet the driver is much more desirable than the cable guy.  Their eighteen wheeler delivery trucks are equipped with a forklift that enables them to place the materials that have been strapped together just about anywhere you desire on your property.

Once the materials were stacked and the invoice was paid, it was time to rent the auger and electric cement mixer made of lightweight plastic.  The equipment that is available for use by the do-it-yourself homeowner has come a long way in the last twenty years.  When I built my garage, I remember getting a trailer hitch installed on the back of my car to allow me to transport the heavy-duty construction grade mortar mixer to my house so I could lay the concrete block foundation.

Back to the deck, with my batter boards and layout lines in place, i went to work installing the numerous concrete piers that would be the foundation for the deck and gazebo.  After fighting with the rocks with the post hole digger after achieving the proper depth of each hole below frost with the auger I placed the sonotubes in each excavation and contacted the local code official for his blessing.  I had already met with him to go over the plans and paid the required fee.

The progress of my efforts took me from the late fall through the following winter.  I left the roof of the vestibule and the gazebo until the spring.  The gazebo roof has the appropriate slope to allow the installation of asphalt shingles.  The vestibule roof is another story.

There were numerous discussions with my "client" concerning the vestibule.  The original rear entrance of the house was to the side near what looks like a rear porch in the original plans.  When the appraiser looked at that "porch" which was built with  full exterior walls including windows, the appraisal form had no place for such a space.  It is an over-sized transition space with a second basement stair near the rear door and a short stair making the transition from the grade entrance to the first floor level off the same landing as that basement stair.

The phased renovation plan calls for the elimination of the wall separating that transition space and the kitchen. that will widen the kitchen and remove the oversized vestibule that we have used that transition space for since moving in years ago.

the controversy over the vestibule between the designer (me) and the client (my wife) arose from her seeing a blotch on the plan that took up so much of her deck space.  That was the primary force between the constant "it's not big enough" comments.  The designer won the argument.

After the deck was complete and the designer/builder asked the critical client what she thought, the response this time was, "WOW - this is big!" I am not making this up (apologies to Dave Barry).

When I detailed the roof of the vestibule, a decision was made to take a chance and provide a low-slope from with a single-ply modified bitumen roofing material instead of removing the the roof of the existing enclosed "porch " and  installing a gable roof with the appropriate slope.  There was not enough space to provide the proper flashing but the designer figured if a problem occurred it could be dealt with.

The problem surfaced during the second winter after completing the vestibule.  The expected ice dam caused a leak when the conditions right for such an occurrence.  The roof did not leak long but the damage was done.

When faced with what to do and considering the amount of work to build the gable roof over the back of the house, this designer decided to try a different approach.

When the rear door that would lead out onto the deck was installed during the siding projects several years before building the deck, some of the existing header had to be chiseled away to allow for the door height.  After the leak occurred, it was clear that some of the problem was caused by the deflection produced from the weight of the ice damn.  The first part of the solution was to provide the proper structural support to make up for the header material that had been sacrificed for the rear door.  A 2 x 8  ripped to fit and lagged to the existing header provided an additional inch to the original depth of the structural member and would ensure that no further deflection would occur.

The second part of the solution was the installation of an ice melting system across the existing roof edge and gutter above the vestibule.  This required installing a new circuit breaker in the panel and running romex from the full basement through the crawl space under the "transition" space and up to the underside of the rear cornice. This provided the power to an exterior GFI receptacle into which the ice melting system could be plugged.  The control of that receptacle is required by code to be a lighted switch.  After some study, it was decided that the logical place for that switch was in the kitchen where the red light is visible every time we leave the house or return.

Since this work was completed before the last winter, it could be reasoned that the measures proved successful.  The winter of 2011 - 2012 was so mild, that it remains to be seen if these measures will perform as expected.

There is always the roof demolition to allow for that gable roof.  I shudder to think of the effort that will be required to make that a reality.