Archdiocese of San Francisco Building Construction, Renovation & Maintenance Policy

Introduction #

The Archdiocese of San Francisco Real Property Support Corporation (RPSC), through its Board of Directors, authorizes the Corporation’s Building Committee to consider and make recommendations on construction, remodeling and improvements of buildings either currently owned or intended to be purchased or built. The Building Committee assists the RPSC Board in establishing policies and procedures to be followed in the construction and maintenance projects of the RPSC. The Policies and Procedures set forth in this document apply to all RPSC owned parishes, primary schools and high schools. The Building Committee also provides assistance to the RCA Corporation Sole upon request.
(Periodic updates and changes are made to the Policies and Procedures. Please call the RPSC Building and Construction Office if you have any questions. Thank you.)

Building Committee Roles and Responsibilities #

The purpose of the Building Committee is to provide an unbiased review and advice to help ensure the successful completion of projects. The Committee includes pastors as well as professionals with extensive experience in the areas of construction, renovation and

maintenance. The Building Committee serves the RPSC’s Board of Directors do Steve Kalpakoff, Director of Building and Construction (hereafter referred to as ‘Director), and the parishes and schools owned by the RPSC by:

• Assisting in the planning of projects
• Encouraging quality workmanship
• Ensuring appropriate allocation of legal and insurance risks
• Promoting the most efficient utilization of financial resources.

Building Committee meetings are generally held quarterly or as needed at the RPSC’s office at 1301 Post Street, Suite 102 in San Francisco. Emergency meetings may be called when necessary. Parish and School representatives may present projects at these

meetings by contacting the RPSC’s office at least one month before the meeting to be placed on the Building Committee’s Agenda. Call 415-292-0800 Ext. 4.

General Policies and Procedures #

All projects that exceed $15,000, regardless of whether the project components are undertaken concurrently or phased, must be submitted and presented to the RPSC, do the Director, for approval. In addition, all electrical and roofing projects exceeding $10,000 must be submitted and presented to the Director for approval. If a project involves volunteer work, the value of the volunteer work must be included in the total value of the project. Even though a project may be under $15,000 it is recommended that ALL projects operate under these general policies.

• All work involving hazardous waste material (e.g,, lead, asbestos) must be coordinated through the RPSC’s Office.
• All projects involving the demolition, remodeling and renovation of buildings, regardless of dollar amount must be referred to the RPSC’s office for prior inspection and approval.

‘Volunteer Laboecan often be a creative and effective element for some projects. At the same time, offers by volunteers within the parish and community to assist in the completion of a project must be approached with caution. The use of volunteers to perform certain tasks may create undue risks. Numerous claims have been made due to injuries to or poor workmanship by, volunteers. Whenever possible, volunteers should work on ground level. Contractors who donate services must be treated in the same manner, from an insurance point of view, and must sign the same contract, as contractors who are being paid for their services.

After the Director has secured from the Archbishop, (when necessary, and generally through the Moderator of the Curia’s office) conceptual approval of the project, but prior to making any agreements or arrangements (even verbal) with any architect, contractor, representatives, government agency, or real estate firm, a formal request for review of the project must be made to the Building

Committee, do the Director. When applicable, review and approval of other committees (e.g. Finance, Worship, Real Estate, and Office of Catholic Schools) must be obtained. The Building Committee then submits its recommendations to the Director. Written approval from the RPSC’s Officers and/or Board of Directors, do the Director, must be obtained before proceeding with formal bid proposals,

etc. Contractors, architects, engineers and project managers that are approved by the RPSC, do the Director, must perform all work on the project. (Refer to J-7 et seq. for Criteria for approval and qualifications of these professionals) All contracts for such services must be signed by an authorized officer(s) of the RPSC.

After obtaining the Building Committee’s permission to proceed, three °Competitive Bids” from qualified union contractors will be required. Any proposed deviation from the competitive bidding and/or union contractor requirements must involve exceptional circumstances (eg. small project by a parishioner’s owner/operator company, union labor not available or economically feasible for the area/project involved etc.) and must be approved in writing by the RPSC, do Director prior to seeking bids. In the event an exception is granted, prevailing wage procedures may be imposed depending on the nature and extent of the project. The Building Committee also expects that the lowest qualified bidding contractor will be awarded the contract. If the RPSC determines that it is not feasible to use the competitive bid process then the Pastor has the option to choose the ‘Negotiated Contract’ procedures. A minimum of three General Contractors will be required to submit proposals for Fee and General Conditions. After selection of a General Contractor, all subcontracts will be competitively bid

PLEASE NOTE!

Contracts not exceeding $15,000 can be signed by the Pastor or Principal, though it is recommended that they first be sent to the Director for review. Contractual agreements between $15,000 – $100,000 must be signed by the RPSC’s Executive Director. Contractual agreements over $100,000, but not exceeding $250,000 may be signed by the Executive Director so long as counter signed by the RPSC’s President, Treasurer or Secretary. Contractual agreements in excess of $250,000 must be signed by both the President and Treasurer.

Deferred Maintenance #

Each Parish or School is required to have a Deferred Maintenance Assessment Survey completed for buildings PRIOR to any consideration and/or approval of any MAJOR capital improvements, construction or renovation projects. Permission to proceed on Capital Improvements will not be granted until AFTER a survey report is completed and approved by the Building Committee and the R.P.S.C.’s office. A representative from the Parish or School must contact the RPSC’s office to coordinate a survey of the site and all buildings. The survey will include but not limited to:

v’ An inspection of all building systems (plumbing, mechanical and electrical) V Site work (paving, concrete and retaining walls)

V Exterior inspection of the buildings (roofs, windows, doors, walls, stairs and painting, etc.)

Once the survey is completed and approved by the RPSC’s office, (including the Building Committee for major capital improvement projects), it will, where applicable, be forwarded to the Archdiocesan Capital Assets Support Corporation, (e.g. its Deposit and Loan Chairperson) for final approval. A survey report will also be sent to the Pastor.

Routine Maintenance Projects #

Contact the RPSC’s office to discuss what the work is and the reason needed. A presentation by the Pastor normally will not be required. In general, Project Manager and/or RPSC Director can develop plans and specifications and scope of work for most types of routine maintenance projects in lieu of an architect or engineer (e.g. roofing, paving painting, new flooring, minor mechanical and electrical etc.). Project manager and/or RPSC Director can coordinate the bidding process. Project Manager and/or RPSC Director will coordinate the work. The RPSC Director can assist in troubleshooting. Plans and Specification must be complete enough for bidding purposes. Contractor selection (bidding /contract) procedures are the same as for new construction

Procedures and Sequence (For New Construction and Remodel Projects Over $15,994)

1. Send written request to the RPSC do the Director of Building & Construction requesting conceptual approval for the project.
2. An initial presentation is made by the Pastor the Building Committee (herein referred to as the “Committee’). Depending on the nature and scope of the proposed project the Committee may defer to the Director alone.
3. Request to be scheduled and placed on the meeting agenda must be sent at least one month prior to the next Committee meeting. The Committee currently meets on a quarterly basis or as needed. The Committee will review the presentation and the parish will be notified of the Committee’s requirements, recommendations, and any additional information that is required. Any contract agreement including those valued under $15,000 must adhere to the policies and must include the signature of the Contractor and Owner’s representative.

*SEE ALSO the Nine Step Process on pages J•12 & 13 applicable to New Building Construction, Renovation or Repair Profects in excess of $100,000 and the Six Step Process on page J.14 for Building, Renovation or Repair Projects between $15,000  $100,000.

Construction #

1. Regular meetings will be required at construction site with Parish Representative, Contractors(s) Architect/Engineer and RPSC’s Director.
2. RPSC, Director and/or Project Manager will have access to all construction areas and shall be kept informed of all major developments.
3. Change Order (If the project is planned correctly, and procedures followed, the parish can anticipate a minimal number of changes). Collectively the Architect, Pastor, Project Manager and RPSC Director will sign ALL change orders up to $10,000 aggregate. When the aggregate of change orders exceeds $10,000 all further change orders shall be submitted to the RPSC’s Of