OGS Design Procedures Manual

A Guide to Designing Projects for Design & Construction

Chapter 10 – References

10.2 OGS INTERNAL NETWORK PROJECT FILE FOLDER

STRUCTURE

A. PROJECT FOLDERS

1. All digital data associated with projects is kept on the V:\ drive. The main area for
Design and Construction documents is the V:\DesignAndConstr folder.

Construction Phase digital data associated with projects is kept on the Web
Collaboration website so that additional project team members (contractor,
consultant, client and third party inspectors) have access to project documentation.
Backup documentation is located on the V:\DesignAndConstr folder.

2. Inside the DesignAndConstr folder there are filter folders to subdivide the projects.
Each of the filter folders will hold up to one hundred project folders. The filter folder
names start with the letter “p”, followed by the first three characters of the projects
they hold, and end in xx”.

2. Each project folder is named according to the five character project number (e.g.
40225, EC099, J0011, M2035, Q1013, SB019). To ensure consistency, folders for
each project are created through the use of a script.

3. Emergency contracts have their own unique separate file folder structure. See
Section I within this chapter.

B. 40000, M’s, Q’s, S’s, J’s FILE FOLDER STRUCTURE

C. 10_ContractMgt
The Contract Management 10 series subfolders contains documents related to the
overall administration of the project contracts:

1. 11_ConstructionContracts
File a digital copy of the executed contract here. Name the file [project number]
[contract letter]-[Link] (i.e., 46001C-Agreement).

2. 12_ConsultantContracts
File documents here that establish consultant contracts, issuing payments.

3. 13_ConsultantWOs
OPC files final completed project documents here that establish consultant work
orders that authorize assignments. OPC will create subfolders when there are
multiple term consultants involved in a project.
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 Email request from the PM or EIC

 BDC 41 Request for Term Assignment
 BDC 41.1 Request for Modification to a Term Assignment
 BDC 83 Request for Hazardous Materials Testing
 Calculations related to BDC 83
 CP 11.3 Notice to Proceed Letter
 Transmittal

a. ProjectManager
The PM and the EIC file draft work orders and related work order backup
material used in scope/fee negotiations in this subfolder. The PM may
create subfolders when there are multiple term consultants.
 BDC 41 Request for Term Assignment (draft)
 BDC 41.1 Request for Modification to a Term Assignment (draft)
 BDC 65-66 Consultant Fee Breakdown Workbook (draft)
 BDC 83 Request for Hazardous Materials Testing (draft)
 Related consultant transmittal and correspondence

4. 14_ClaimsAndDisputes
CADM and/or DCM will file digital copies or scanned images of correspondence
and other documents related to the following categories:

Claims (create separate “Claims” subfolder for documents related to these):

 Article 4.7 Submittal Re-evaluation Fee
 Article 10 Orders On Contract (Change Orders)
 Article 15 Disputes On Performance of Contract
 Article 17A Delay Claims
 Article 19 Insurance/ Builders Risk

Disputes (create separate “Disputes” subfolder for documents related to these)

 Non-Responsive Bids
 Bid Withdrawals/ Forfeitures
 Responsibility Meetings
 Show Cause Proceedings
 Terminations/ Surety Takeovers
 Litigation
 Other Disputes

5. 15_Payments
Projects use the Electronic Contractor Payment Process (ECP)

a. Construction
This subfolder is where Division of Construction staff file information

b. CPAG

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This subfolder is where Contract Management staff file information

6. 16_Insurance
File proof of insurance coverage here.
a. Name the ACORD insurance coverages in the format YYYYMMDD_FT_rN
where:
b. YYYYMMDD is the date of the expiration of the certificate
c. FT is a two or three letter string denoting:
CGL – ACORD 25 certificates showing proof of commercial general liability
(no pollution or professional liability)
POL – ACORD certificates showing proof of pollution coverage only
GPO – ACORD 25 certificates showing proof of commercial general liability
and pollution coverage
d. rN is an optional string to be used in the event that there are additional
versions of the same certificate (r1 would be the first additional version, r2
the second, etc.). Use of this should be rare and used only when it is unclear
which copy among multiple versions should be retained; in such case, all
copies would be retained.

7. 17_MWBE

8. 18_VendorResponsibility

D. 20_RecordDocuments
The Record Documents 20 series subfolders contain important project documentation
deemed worthy of protection from accidental changes or deletion. Select staff have the
ability to insert and overwrite documents within these folders.

All staff have the ability to view and copy documents from these folders.

1. 21_RecordCorrespondence
OPC files scanned or electronic versions of the following:
 Attachment A or B (Budget Bulletin B1184)
 BDC 153 Client Project Request and the project acceptance letter
 All submission letters (Program, Interim, 100% and Final)
 “100% Bundled” set of .pdf documents which include: request for
approval letter, BDC 35 100% Document Submission Transmittal,
estimate and consultant QA/QC letter (emailed to OPC by the Business
Unit Administration staff)
 Client approvals: (Program, Interim, 100%)
 DOB Authorization to Advertise
 BDC 201 Bidding and Contract Documents Transmittal

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 BDC 203 Notice of Approval and Authorization to Advertise

 BDC 391 Closeout report and signed letter
 BDC 40 Construction Acceleration Incentive Approval

2. 22_BidDocuments
Is the location for digital .pdf copies of the project bid drawings and
specifications. The files are copied from the advertised CD by OPC into this
folder and organized by trade:
 Addendum
 ConstructionDrawings
 ConstructionProjectManual
 ElectricalDrawings
 ElectricalProjectManual
 HVACDrawings
 HVACProjectManual
 PlumbingDrawings
 PlumbingProjectManual

3. 23_CodePermits
Is the location for project code permits, certifications and review forms. File
digital copies or scanned images of the following documents:
 BDC 32 Temporary Approval for Occupancy
 BDC 101 Construction Permit
 BDC 215 Code Compliance Certificate
 BDC 401 Design Compliance Certification
 BDC 401-CS Design Compliance Continuation Sheet
 BDC 401.1 Waiver of Construction Permit
 BDC 402.10 Code Compliance Review Checklist
 BDC 403 Design Compliance Certification
 BDC 405 Construction Compliance Certification
 BDC 405.1 Construction Compliance Certification for
Non-OGS Permitted Work
 BDC 406 Summary of Special Inspections
 BDC 406.1 Statement of Special Inspections
 00105 Certification Page(s) from the Project Manual

File types may include Word documents (.doc, .docx), Acrobat files (.pdf) and
scanned image files (.tif, .jpg).

4. 24_WebCollaboration
Archive location of the project web collaboration submittal tracking log and all
posted documentation that was used during the construction phase.

The initiation of the project archive will begin when there is joint agreement by
the PM and the EIC that the project is complete. The PM will then archive the

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project and contact OPC to file the navigable files into this folder and request that
the project be taken off the web service provider’s server.

E. 30_DesignPhase
The Design Phase 30 series subfolders contain project documents used during the
design phase of the project:

1. 31_Correspondence
File the following project documents in the Correspondence folder:
 Scanned copies of hardcopy correspondence in .pdf format
 Copies of digital correspondence.

a. MeetingMinutes
This subfolder is where the following project design documents are filed:
 Meeting agendas
 BDC 224 Attendance Sheets
 Meeting minutes

2. 32_EnvironPermits
File digital copies or scanned images of non-building code related environmental
permits such as: site, environmental, SEQR, SPDES, DEC/ACOE, APA, DEP,
DOH, EPA, storm, sewer, SWPPP, air quality, boiler, tanks, etc.

3. 33_Photos
This folder is the location for project related photographs from the Design Phase.
Construction Phase related photographs should be located in the Construction
Phase / Photos folder. Subfolders can be created within this folder to further
organize files by date or event.

4. 34_DesCalcs
This folder is the place to file design calculations and analysis specific to the
project. It is recommended that designers create subfolders named by trade to
file their work. Some examples of design calculations:
 Architectural - means of egress/exit capacities, etc.
 Structural - loads. Etc.
 Electric - load and short circuit analysis
 Civil - storm water
 Plumbing - pipe sizing, plumbing fixture counts
 HVAC - heating and cooling loads
File design calculations and specific information / documentation related to
compliance with the energy requirements and green design for the project:

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 Energy Modeling (eQUEST, Trane / TRACE, DOE)

 COMcheck or REScheck
 ASHRAE Standard 90.1documentation
 NYSERDA documentation
 EO88 documentation
 Commissioning documentation
 BDC 188 (DOCCS projects)
 LEED Checklist, LEED Points Templates and LEED Registration
 Green Attributes Table
 Indoor Air Quality (IAQ) documentation

5. 35_CAD
This folder contains design trade CAD subfolders to organize work. This includes
consultant final CAD drawings to be filed by trade:

a. CadArch

b. CadElec

c. CadGen
Folder is intended for files that are used by all trades in the production of
drawings. For example:
 The title block that is referenced to each sheet
 The area plan used as a reference on each coversheet
 The code sheet for multi-trade single contract projects (where
information from more than one trade is placed on the same
sheet)
 Support files submitted by consultants with their final submission -
pentables, line styles, specialized fonts, etc.

d. CadHVAC

e. CadPlum

f. CadSite

g. CadStru

File the vector drawings created for the project here. Documents stored in these
folders are primarily Autocad drawings (.dwg). Non-drawing files that are

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reference files for the drawings are also put in this folder - raster images
(.tif, .jpg, .pdf), Excel spreadsheets (.xls, .xlsx), and Word documents
(.doc, .docx), etc.

6. 36_SpecDevelopment
Is the work area for where in-house specifications that are developed for the
Project Manual. This folder contains the following subfolders:

a. Common
File location for common documents and Appendix items

b. Construction

c. Electric

d. HVAC

e. Plumbing

f. SOS
File location of each prime trade/contract Schedule of Submittals (SOS)
in Excel format.

If a project has an atypical contract, create a subfolder named according to the

contract (i.e., Elevator). Files in these folders are typically Word documents
and .pdf files.

7. 37_Estimates
This folder contains documents associated with the project estimate.
 BDC 40 Construction Acceleration Incentive Approval
 Multi-trade estimates are filed in this folder.

This folder contains the following subfolders:

a. Allowances
This subfolder contains specific allowance information that are negotiated costs
for specific items of work. File the justifications for the work to be performed and
the documentation for the estimate in this folder. This could take the form of

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Word documents, PDF files, or Excel spreadsheets. The PM is encouraged to

create additional subfolders for multiple allowances.

b. Construction
 BDC 177 D&C Estimate Form
 BDC 178 Consultant Estimate Form
 BDC 96 Post Bid Workbook

c. Electric
 BDC 177 D&C Estimate Form
 BDC 178 Consultant Estimate Form
 BDC 96 Post Bid Workbook

d. HVAC
 BDC 177 D&C Estimate Form
 BDC 178 Consultant Estimate Form
 BDC 96 Post Bid Workbook

e. Plumbing
 BDC 177 D&C Estimate Form
 BDC 178 Consultant Estimate Form
 BDC 96 Post Bid Workbook

The subfolders above contain the estimates for the various phases of design and
should be labeled appropriately. Consultant estimate files specific to each
contract - usually Excel spreadsheets (.xls, .xlsx) shall be placed in the
appropriate subfolder.

Cost Control will copy BDC 96 Post Bid Workbook(s) document into the
PreAward folder for use by construction staff.

8. 38_Submissions
This folder has four submission subfolders. The PM is responsible for saving
consultant submission files (presentations, reports, project manuals, drawings)
into the appropriate subfolder which includes the following:

a. 100Pct
This subfolder is where the 100% Submission is filed. Documents
located within this folder is comprised of complete, coordinated
construction documents, including drawings, project manuals, estimates,
checklists, code compliance form, special inspections form, hazmat
information and transmittal forms in Word, Excel, .pdf or .tif format.

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 Drawings: “marked 100%” (each trade)

 Project Manuals: “marked 100%” (each trade)
 Consultant QA/QC Letter
 Other related submission items

PM shall file the BDC 178 Consultant Estimate Form in the

DesignPhase / 37_Estimates / trade folder

The “100% Bundled” set of .pdf documents which include: request for
approval letter, BDC 35 100% Document Submission Transmittal,
estimate and consultant QA/QC letter are emailed to OPC by the
Business Unit Administration staff.

The PM shall create a new subfolder if there is a resubmission of the

100% Submission.

b. Final
This subfolder is where consultants’ final documents (.pdfs, vector
drawings and project manuals) are filed. This is also the area where in-
house design final draft documents can be assembled.

PM shall file the final electronic versions of these documents in the

BidPhase / 41_FinalDocProcessing subfolder:
 Draft Final Letter
 BDC 203 Notice of Approval and Authorization to Advertise
 BDC 402.10 Code Compliance Review Checklist (final version)
 BDC 406 Summary of Special Inspections (final version)
 BDC 406.1 Statement of Special Inspections (final version)
 Final Estimate Summary Page
 Approved Allowance Justification Memo
 BDC 188 Operating Impact Statement (DOCCS projects)

PM shall submit original hard copies to OPC:

 00105 Certification Page(s)
 BDC 201 Bidding and Contract Documents Transmittal
 BDC 401 Design Compliance Certificate
 BDC 401.1 Waiver of Construction Permit (when applicable)
 BDC 403 Design Compliance Certificate (Trades)
 BDC 40 Construction Acceleration Incentive Approval (when
applicable)

PM shall file a copy of the final Word versions of Project Manuals in

the BidPhase / 42_FinalSpecs subfolder:
 Project Manuals of each trade and common documents

PM shall file a copy of the final version of the consultant estimates

(.doc, .docx, .xls, .xlsx) in the DesignPhase / 37_Estimates subfolder

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when revised from the 100% Phase Submission. This includes

removal of design development contingencies:
 BDC 178 Consultant Estimate Form (final)

PM shall file a copy of the SOS final Excel version in the

DesignPhase / 36_SpecDevelopment / SOS subfolder:
 Schedule of Submittals (final versions of each trade)

PM shall file the consultant final vector drawings (.dwg, .dgn) in the
appropriate CADTrade folders.

c. Interim
This subfolder is where to file documents submitted at the close of interim
milestones identified in the Design Project Management Plan (PMP). If a
project is to have multiple interim submissions the PM will create multiple
subfolders and label appropriately (examples: SchematicDesign,
DesignDevelopment or 80Pct). See DPM Chapter 4.3 Design Phase
and Chapter 4.4 Contract Documents Phase.

d. Program
This subfolder is where the following documents in Word and .pdf are
filed:

 Initial Site Visit Meeting Minutes

 Preliminary Draft Program Report
 Draft Program Report
 Final Program Report - file electronic Final Program Report
source documents (Word, Excel, AutoCAD, etc.) and the Final
Program Report document bundled in .pdf format (as the hard
copy delivered to Client).

Name the files similar to YYYYMMDD_FinalProgramReport.pdf where

YYYYMMDD represents the year, month and day of the submission (i.e.,
20160201_FinalProgramReport.pdf). See Chapter 4.2 Program Phase.

File Professional Consultation Reports or Studies produced as the result

of an SA### project in the Program subfolder. Name the file
YYYYMMDD_FinalConsultationReport.pdf or
YYYYMMDD_FinalStudy.pdf. See Chapter 4.1- Professional
Consultation Reports and Studies.

9. 39_ReviewComments
This folder contains four subfolders for review comments and review comment
responses. Reviews can be provided by OGS D&C staff (program review
committee, project manager, design reviewers, constructability review group,

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field check staff), client - main office and facility, construction manager, peer
consultants, etc.:

a. 100Pct
When there is a re-submission it is best practice to create a new
subfolder and label as Resubmission.

1) Responses
Use this subfolder to file all comment responses.

All initiator (person with comments) should be properly labeled to readily identify
the phase and name of initiator (person with comments). See below for the
following examples:

 BDC 35.2 Field Check Review - Response Form (identify phase) (trade
or unit) (initiator name).docm
 BDC 35.3 Document Review - Response Form (identify phased) (trade or
unit) (initiator name).doc

All responder (person with responses) should be properly labeled to readily

identify the responder (person with responses). See below for the following
examples:

 BDC 35.2 Field Check Review - Response Form (identify phase) (initiator
name) (trade or unit) (responders name).docm
 BDC 35.3 Document Review - Response Form (identify phased) (initiator
name) (trade or unit) (responder name).doc

The PM is responsible for verifying proper document naming conventions used.

The PM is responsible for saving the filled out BDC35.2 Field Check
Review/Response Form and the 35.3 Document Review/Response Form
comments and responses in the subfolders for the appropriate phase.

The PM is also responsible for saving review comments and responses that do
not use BDC forms such as client emails, letters, etc. The naming conventions
should be similar to the examples above.

b. Final
Usually this folder is for a back check submission / review

c. Interim
Use this folder when a SD or DD Phase milestone submissions are used

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d. Program
Scanned Program Review Committee comments, BDC 35.3, notes to file
or correspondence to consultant depicting comments.

F. 40_BidAwardPhase
The Bid and Award Phase 40 series subfolders contain documents related to bid and
award of project:

1. 41_FinalDocProcessing
The PM files all digital final documentation listed below in this folder

From the Final Phase submission:

 Final letter (draft version)
 BDC 203 Notice of Approval and Authorization to Advertise
 BDC 401.1 Waiver of Construction Permit
 BDC 402.10 Code Compliance Review Checklist
 BDC 406 Summary of Special Inspections
 BDC 406.1 Statement of Special Inspections (determined by BDC 406)
 BDC 178 or BDC 177 Final Estimate Summary Page
 Approved Allowance Justification Memo (when applicable)
 BDC 40 Construction Acceleration Incentive (when applicable)

OPC will transfer documents noted above into the 21_RecordCorrespondence

folder or the 23_CodesPermits. OPC will delete the documents after they have
been transferred.

2. 42_FinalSpecs
The PM files final specifications (Project Manual) in Word format for all trades in
this folder. Appendix items such as hazardous materials testing and the SOS(s)
may be in .pdf format.
The PM or OPC will create a subfolder when a project will be rebid.

3. 43_Addenda
The PM files addenda documents in this folder.

4. 44_PreBid
This folder contains the following documents:
 Prebid Meeting minutes and attendance sheets
 BDC 323 Pre Bid Site Visit Agenda
 Bidder questions (external responses / drafts)

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5. 45_PreAward
This folder contains the following pre-award meeting documents:
 BDC 96 Post Bid Workbooks (email notice and copied into folder by Cost
Control to be used by construction)
 BDC 187 Contractors Bid Breakdown
 Pre-award meeting minutes
 BDC 324 Pre Award Interview For Low Bidder
 Contractor references and experience
 Contractor work force and work plan
 Resumes of contractor’s supervisors
 Schedule preparer (when required)
 Submittal coordinator (when required)

G. 50_ConstructionPhase
The Construction Phase 50 series subfolders contain working folders (internal) for draft
documents used during the construction phase of the project.

The Web Collaboration Website should be used to post most documentation for the
entire project team to view and access. The team consists of consultants, client
representatives, contractors, sub-contractors, testing firms, commissioning agents, etc.
Documentation includes the following:
 Bid Documents
 Project Contacts
 Meeting Minutes
 Submittals
 RFIs
 IBs
 Schedules
 Photos
 COs / FOs
 Inspection Reports
 Special Inspections
 Testing Reports
 Deviation Requests
 Commissioning
 Site Visit Observation Reports
 SWPPP

1. 51_Correspondence
File digital copies or scanned images of correspondence documents not
necessary to be shared by the project team.

2. 52_CMP
File digital copies or scanned images of the following documents:
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 BDC 36 Construction Management Plan

 BDC 36.1 Construction Management Plan Revision Form
 BDC 37 Preconstruction Meeting Agenda

3. 53_PhotosInternal
Internal folder used as a holding location for draft documents that are not posted
to the Web Collaboration Website. This internal folder is the location for project
related photographs from the Construction Phase. Subfolders can be created
within this folder to further organize files by date or event.

4. 54_COFOsInternal
Internal folder used as a holding location for draft documents that are not posted
to the Web Collaboration Website. Drawings, cover letters and other digital
backup data for Change Orders and Field Orders should be included.

5. 55_IBsInternal
Internal folder used as a holding location for draft documents that are not posted
to the Web Collaboration Website. Digital backup data for Information Bulletins.
The PM / TL is to review the contents of the bidder questions not addressed by
addendum. File the resulting draft BDC 23 Information Bulletins here.

6. 56_RFIsInternal
Internal folder used as a holding location for draft documents that are not posted
to the Web Collaboration Website including drafts of BDC 22 Requests For
Information.

7. 57_SchedulesInternal
Internal folder used as a holding location for draft documents that are not posted
to the Web Collaboration project site. This folder may also contain schedules that
where developed during the Design Phase.
 Preliminary Critical Path schedule developed at the Project Construction
Duration Meeting

The following documents are mirrored on the Web Collaboration project site:
 Meetings Minutes
 PDF files for schedule iterations
 .xer (P6) files
 The BDC 43 Project Schedule Analysis form
 The Schedule Analysis Checklist

The Scheduling Department posts a separate file sub-folder and structure for use
with the Scheduling program and document control and management for items

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related to 013113 Project Schedule and 013200 Construction Progress

Documentation.

8. 58_Permits
File digital copies or scanned images of non-OGS permits such as local permits,
controlling agency permits, railroad permits, NYC scaffolding permit, etc.

This area is also a working location for the following permits:

 BDC 401.1 Waiver of Construction Permit
 BDC 405 Construction Compliance Certification
 BDC 405.1 Construction Compliance Certification for Non-OGS Permitted
Work
EIC shall scan the final signed versions into this folder. OPC will electronically
transfer these documents into the 20 RecordDocuments/Permits subfolder.
EIC shall mail the signed hard copies to OPC to file the originals.

9. 59_Closeout
File digital copies or scanned images of Closeout documents.

H. 60_UnitPriceWOs
The Unit Price Work Order 60 series subfolders contain documents for JOCS projects.

1. 61_Construction

a. WO_001_Jxxx

01_RecordDocuments

02_Funding
File digital copies or scanned images of the following documents:
 Requests for funding to client-base job order
 Client funding provided- base job order
 Encumbrance requests- base job order
 Funding documentation for subsequent mods

03_Scope_RFP_NTP
File digital copies or scanned images of the following documents:
 Complete, signed NTP package for base job order.
 Complete, signed NTP package for subsequent mods.

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 Complete RFP package for base job order

 Complete RFP package for subsequent modifications

04_Correspondence
Subfolders will be created for categorizing specific
correspondence.

MeetingMinutes

05_Specifications

06_PermitsDesign

07_InspectionsReports

08_PhotosInternal

09_DocumentsOther

10_Submittals

11_Hazmat

12_Closeout

2. 62_HVAC
Similar file folder structure as the Construction folder.

3. 63_Plumbing
Similar file folder structure as the Construction folder.

4. 64_Electric
Similar file folder structure as the Construction folder.

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5. 65_Roofing
Similar file folder structure as the Construction folder.

I. FILE FOLDER OGANIZATION

1. Project File Hierarchy

File folder organization for 40,000 series, Qs, Ms, and JOCS is organized into six
(6) major categories and arrangement as illustrated below:

2. ContractMgt - 10 Series Category:

3. RecordDocuments - 20 Series Category:

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4. DesignPhase - 30 Series Category:

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5. BidAwardPhase - 40 Series Category:

6. ConstructionPhase - 50 Series Category:

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7. UnitPriceWOs - 60 Series Category:

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A Guide to Designing Projects for Design & Construction

J. EMERGENCY PROJECTS FILE FOLDER STRUCTURE

K. Exxxx
The Emergency project numbers contain two letter characters followed by three
numerical characters. These project types have a unique file folder structure.

1. 01_RecordDocuments
 NTP Letter
 Cancellation Letters
 BDC 46 Bid Tabulation
 BDC 318 Declaration of Emergency
 BDC 318 Reverse
 BDC 319 Request to Increase funds
 BDC 320 Three Bid Waiver requests with corresponding approval Letter.
 BDC 391 Contract Closeout Report
 BDC 401 or BDC 401.1 Code Compliance Certification
 BDC 402 Code Compliance Review Checklist
 BDC 405 Construction Compliance Certification

2. 02_BidSolicitation
 Proceed letter
 BDC 46 Tabulation Bids – Verbal
 BDC 316 Emergency Declaration
 BDC 310 Cost Plus Percent Fee Emergency Contract Notice to Bidders
 BDC 310.1 Cost Plus Percent Fee Emergency Contract Scope of Work
 BDC 310.2 Cost Plus Percent Fee Emergency Contract Bid Quote
 BDC 308 Emergency Contract Transmittal
 BDC 309 Fixed Price Emergency Contract Notice to Bidders
 BDC 309.1 Fixed Price Emergency contract Scope of Work
 BDC 309.2 Fixed Price Emergency Contract Bid Quote
 DCA-3 Offerer Disclosure of Prior Non-Responsibility Determinations
 Copies of Faxes to Contractors

3. 03_ConsultantContract
This folder is the location for documents that establish consultant contracts,
authorize assignments and issuing payments.
 BDC 41 Request for Term Assignment
 BDC 83 Request for Hazardous Materials Testing
 CP11 Acceptances

4. 04_Correspondence
This folder is where to file day-to-day project correspondence.

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Folder Structure
OGS Design Procedures Manual
A Guide to Designing Projects for Design & Construction

a. MeetingMinutes
 Meeting minutes
 BDC 224 Attendance sheets

5. 05_SubContractorsSupplies
This folder is where to file sub-contractor/supplier bid solicitations, sub-
contractor/supplier response(s) and bid tabulations, sub-contractor/supplier
authorization to proceed letters.

6. 06_PermitsDesign
This folder is the location for Code review forms and special inspection forms.
 BDC 101 Construction Permit
 BDC 215 Code Compliance Certificate
 BDC 403 Design Compliance Certification
 Environmental permits, sewer, storm, etc.

File types include Word documents (.doc), Acrobat files (.pdf) and scanned
image files (.tif, .jpg).

Also, the location for drawings, cover letters and other electronic backup data for
Field Orders or Change Orders – raster images (.tif, .jpg), Excel spreadsheets
(.xls), Word documents (.doc), etc.

7. 07_InspectionReports
 BDC 268 Daily Labor Report
 BDC 269 Daily Material and Equipment Report
 BDC 346 Field Inspection Report
 BDC 346.1 Inspector’s Daily Inspection Report
 BDC 380 Activation Inspection
 BDC 381 Benchmark Inspections
 BDC 382 Notice of Deficiency
 BDC 383 Pre-Activity Meetings
 BDC 384 Mock-Up Inspections
 BDC 385 First Delivery Inspections
 BDC 386 Acceptance Test
 BDC 387 Concealed Space Enclosure Inspection
 BDC 388 Contract Completion ListBDC 406.1 Statement of Special
Inspections

8. 08_PhotosInternal
This folder is where electronic photographs are filed.

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OGS Design Procedures Manual
A Guide to Designing Projects for Design & Construction

9. 09_COFOInternal
This folder is the location for drawings, cover letters and other electronic backup
data for Field Orders or Change Orders – raster images (.tif, .jpg), Excel
spreadsheets (.xls), Word documents (.doc), etc.

10. 10_Submittals
This folder is where to file the Schedule of Submittals and backup data for
DCNet entries.

11. 11_PaymentsEstimate
This folder is where to file place a copy of the following:
• BDC 187 Detailed Estimate
• BDC 271 Emergency Contractor Labor Expense Report
• BDC 271.1 Emergency Subcontractor Labor Expense Report
• BDC 272 Emergency Contractor Material Expense Report
• BDC 272.1 Emergency Subcontractor Material Expense Report
• BDC 274 Emergency Contractor Expense and Fee Summary
• BDC 274.1 Emergency Subcontractor Expense and Fee Summary
• BDC 275 Emergency Contractor Travel Expense Report
• BDC 275.1 Emergency Subcontractor Travel Expense Report

12. 12_Closeout
This folder is the location to file electronic copies of warranties

Revision History:
Reviewed
Rev Date Description Approved by:
by:
0 12/18/12 Last revised date

Revised the entire chapter to reflect the new file folder

1 08/12/15 Benjamin Parnett
structure

2 08/19/15 Added 391 to RecordCorrespondence Parnett Parnett

3 9/15/15 Minor changes to F 1 Parnett Parnett

4 10/27/15 Minor revisions Parnett Parnett

5 01/03/23 Review Wood Sherlock

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10.2 OGS Network Project File
Folder Structure