Subcontractor Procedures and Forms

Table of Contents

Subcontractor Forms

Administration, Roles and Responsibilities

Genesis Building is basically organized as follows:

1. The President, Mark Sands manages the pre-construction and the purchasing of all major subcontracts. He also conducts weekly conference calls with the Project Manager and Superintendent for each project. The Superintendent manages the day to day affairs of the project, coordinating the subcontractors, processing submittals and RFI’s, and ensuring that the site is clean and safe. He is responsible for performing the work according to the schedule and the quality standards set forth in the contract documents. The Project Manager handles the day to day financial concerns, including the processing of change orders and payment applications. He also supports that Superintendent by helping address issues that occur that require more intensive dealings with the Customer, the Architect/Engineers, Subcontractors and/or governing authorities. The Accountant, Sarah Rossell, processes all accounts payable and related documents such as insurance certificates and waivers, and is also responsible for local and state taxes and related filings.
2. The Office Manager, Mary Ottenwess, supports the office activities as well as keeping the management and supervisory people equipped with current and effective computer and office tools, software and internet connectivity. She also administers the Website and the Paper Free Business Environment that Genesis adheres to.

The subcontractor’s first, second, and third line of communication is as follows:

• Document Issues: 1. Superintendent, 2. Project Manager, 3. President
• Field Issues: 1. Superintendent, 2. Project Manager, 3. President
• Changes: 1. Project Manager, 2. Accountant, 3. President
• Payments: 1. Project Manager, 2. Accountant, 3. President

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Subcontract Agreement

All Genesis Subcontracts include the Subcontract Agreement and the Standard Subcontract Terms and Conditions dated November 1, 2004. The Standard Subcontract Terms and Conditions is typically incorporated into the bidding documents and included by reference in the Subcontract Agreement. The Subcontract Agreement execution process is as follows:

1. Genesis President prepares the Subcontract Agreement, prints to .pdf and signs electronically.
2. Typically, Genesis then emails the Agreement to the Subcontractor who may review and sign electronically and return to Genesis by email. Alternatively, the Subcontractor may print, then sign and fax the agreement. There is no need for a hard copy to be returned to Genesis. The Subcontractor may also email or fax the Certificate of Insurance on a form similar to the Accord form, naming Genesis Building Systems and the customer as additionally insured.
3. Once the executed Subcontract and Certificates are returned, they are filed on the Genesis Server for internal access.

Note: The President will issue most subcontracts, but the Project Manager may also issue smaller Subcontracts as well as Purchase Orders.

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Subcontract Change Orders

The Change Order execution process is as follows:

1. Genesis Project Manager prepares the Subcontract Change Order, prints to .pdf and signs electronically.
2. Typically, Genesis then emails the Change Order to the Subcontractor who may review and sign electronically and return to Genesis by email. Alternatively, the Subcontractor may print, then sign and fax the Changer Order. There is no need for a hard copy to be returned to Genesis.
3. Once the executed Change Order is returned, they are filed on the Genesis Server for internal access.

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Submittals

All "paper" submittals (shop drawings, product data, catalog cut sheets, test reports, affidavits, etc.) are to be processed via email, preferably in a .pdf format (on an interim basis until the Genesis Website Document Library is activated). Samples and Color Charts are to be transmitted through the traditional mailing procedure. The following is the procedure for processing "paper" submittals:

1. Subcontractor (or Vendor) is to approve one copy of submittals and forward as a .pdf or scan and upload the submittal onto the Genesis Website. When uploading any submittal, the file name shall be as follows:
   • yymmdd – Year, Month, Day (May 13, 2004 would be 040513)
   • aaaaa – Name of Subcontractor
   • bbbbb – 5 digit specification section number
   • ccccc – Description of Product or Component
2. Subcontractor (or Vendor) to notify Genesis by email, using transmittal form, that Submittal has been posted.
3. Genesis to review, comment, and electronically signs submittal and then notify the Architect that submittal is ready for their review.
4. Architect will review, comment and electronically sign submittal. If the submittal relates to Structural, Mechanical or Electrical, the Architect will make sure that the appropriate engineers or consultants review and sign, likewise and notify the Architect upon completion.
5. The Architect will notify Genesis by email, who will so notify the submitting Subcontractor/Vendor, and all other team members that need to be aware of the approved submittal.

Note: If at any time the submittal is rejected, it will be so noted in the above chain of communication and then repeated when the submittal is corrected and re-transmitted.

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Application for Payment

All subcontractors are to submit applications for payment. The cover sheet shall be similar to the AIA G702 form, and the extension sheet shall be similar to the AIA G703. As an alternative, the sub pay application form may be used.

Subcontractors are urged to not send hard copy payment applications or invoices. Our first preference is for payment applications to be emailed to the Genesis project manager. If possible, these payment applications should have a .pdf (Adobe Acrobat) format. In email is not an option, then payment applications may be facsimiled to the Genesis project manager.

The Genesis project manager will review, and when approved forward to the Genesis accountant. Upon receipt of payment from the customer, the Genesis accountant will authorize Macatawa Bank to issue checks.The Genesis Accountant will email Partial Unconditional Waivers of Lien to subcontractors, who may electronically sign and return by email, or print and facsimile back to Genesis.

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Requests for Information

All conflicts or questions on the drawings or specifications are to be submitted electronically to the Genesis superintendent on this Request for Information form. In submitting the form, the subcontractor is to state the issue, and also propose at least one solution. The intention would be that there would be no additional cost, and the solution proposed should be a no-cost change. Alternatives that may add or deduct costs to the contract that would have value to the customer should also be proposed. The Genesis superintendent will then submit to the appropriate customer contact or design professional, and upon receiving the response, will properly distribute to affected subcontractors.

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Safety Program

All subcontractors are to comply with the Genesis Safety Program, including weekly tool box talks, and shall report all unsafe practices that are observed and safety incidences that may occur using the Safety Incident Report. A copy of the safety rules are available on line.

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Completion and Final Payment

In order to process final payment, all terms and conditions to the agreement must be satisfied, including the completion of the Punchlist items, submittal of As Built Documents (as applicable), In-Service Training obligations, Maintenance and Operation Manuals, Extra or Attic Stock, Guarantees and Warrantees, and execution of the Final Conditional Waiver of Lien.

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