Unified Facilities Guide Specifications (UFGS)

Working Group Meeting

 

  

May 1 -2 , 2007 Washington, DC

 

View Minutes in PDF

Attendees:

 

Frank Der, NASA

Bill Brodt, NASA

Steven P. Freitas, USACE (Sacramento)

Pete Rossbach, USACE (Washington)

Sheron Belcher, USACE (Huntsville)

Carl Kersten, NAVFAC (Norfolk)

Pat Robinson, InDyne

Jim Whitehead, InDyne

Cheryl Fitz-Simon, InDyne

Rick Hatcher, SGS

 

 

Introduction

Carl Kersten , NAVFAC

• Opened the meeting by welcoming everyone.

 

Meeting Objectives:
	Review Action Items
	Building Code Checker
	Interim Updates
		UFC 1-300-02
	CMS vs. Email Review and Approval Process
		MIL-STD-3007
	Unification of UFGS 01 33 00 Submittal Procedures
	Quick Fixes - Policy and Procedures
	UMRL
	Status of 25 Groups of UFGS for Unification by NASA
	CCR Process
	Documenting Disassembled Sections within the Section Header
	Status Regarding Implementing Check In / Check Out Software
	UFGS Tracking Chart
	Instructions for NIBS to Post UFGS Master in PDF
	Rotation of Release Processing
	Cumulative Change List
	Review New Action Items
Discussion Summary:
Subject 1: Review Action Items
	Action Items were reviewed and agreed to
Subject 2: Building Code Checker
	Eunice Lee from the International Code Council, presented the current research in progress for the Building Code Checker. David Hammes and Robert Clarke both from the State Department were present to assist in answering questions.
Subject 3: Interim Updates - Policy and Procedure
	UFC 01-300-02
		Do not add periods after the Titles in the UFC 01-3--02
		2-2.9.1 - Submittal Item Descriptions
			As shown in December 2004 - Change 4 Leave as was, do not incorporate Sherri's changes
	2-2.9.4 - SD-10, Operation and Maintenance Manuals
		Remove SD-10 from the Title
	2-3.1 Mood, Tense and Voice
		Change the term "the Contractor shall"
		Change the term "the Government shall provide" to the "the Government will provide"
	2-3.8 - Proprietary Specifications
		Change "from a Level One Contracting Officer to "from appropriate authority"
		Move second sentence to make it the first sentence
		Delete "When a situations arises in which only a single product will perform the required function, forward a request from the...."
		"no other product will be acceptable" should be consistent with the language used in the FAR
	2-3.9 "Or Equal" Specifications
		Delete - Refer to FAR Clause
	2-3.10 Warranty Clause
		Change ordinarily, do not include warranty clauses in UFGS to Ordinarily, do not include warranty clauses in UFGS
		Change based on the judgment of the designer, to judgment of the author.
		Modify the last sentence to "Reviewed and approved by a Level 1 Contracting Officer" to "by appropriate authority."
	Delete 2-3.11 Unrestricted Bidding and 2-3.12 Contract Parties
	2-3.13 Contract Clauses
			Change first sentence project specifications to UFGS
	2-3.14 Specifying New Items
		In third sentence delete project
		Last Paragraph change project to UFGS
		Last Paragraph Move the following statement to 1st sentence of paragraph 2-3.8. "If there are not two or more manufacturers or suppliers capable of supplying the product specified, the product must be considered proprietary." Change and approval sought for its use in accordance with paragraph "Proprietary Specifications." to ensure the items specified are not proprietary."
	2-5 Changes
		Second sentence delete "or UMRL"
		Second sentence delete "or tagging"
		Delete third sentence
		Fourth sentence add period after "section date"
		Fourth sentence delete "and a change statement in the header".
	Appendix A UFGS Organization Guidance
		Move 1.1 Definitions to 1.3. Definitions
		Modify / correction superseding subpart numbers to reflect the correct numbers.
Subject 4: CMS vs Email Review and Approval Process
	Postpone using CMS until the corrections of the issues associated with this system are fixed.
	Continue using Email along with Adobe Acrobat 6.0 or newer for the review and approval process
		Coordination for the Review and Approval Process:
			Receives comments as a PDF file
			Responds to all comments
			Replies are then implemented in the original file
			After final changes are made, redistribute.
	Pete Rossbach and Carl Kersten will discuss the review and approval process at the upcoming Coordinating Panel meeting.
	MIL-STD-3007F, paragraph 5.2.3.3
		Do not modify this statement
Subject 5: Unification of UFGS 01 33 00 Submittal Procedures
	Rick Hatcher will incorporate the USACE requirements provided by Steve Freitas.
	Rick Hatcher will redistribute the *.sec file, original PDF along with the last draft of the Section for Final review and approval.
	The 01 33 00 Submittal Procedures Sections ill be forwarded to the Construction Management Groups for all three agencies for review and approval.
Subject 6: Quick Fixes - Policy and Procedure
	The following are three types of changes that do not require date changes in the Section Date and Superseded Date. (1-300-02 - paragraph 2.5)
		Updating References
		Administrative (Global Changes - example standardized note)
		Formatting and typographical changes
	The following are three types of changes that require date changes in the Section Date and Superseded Date. (1-300-02 - paragraph 2.5.2 and paragraph 2.5.2)
		Rewriting a UFGS specification (Do not use change tags)
		Technical updates (Use change tags)
		Section References and Section Reference Title
	Continue to update the statement in the banner "References are in agreement with UMRL dated 19 March 2007.
		Agreed to change the date format in the UMRL and the Section Banner to only use Mmmmm/YYYY
Subject 7: UMRL
	The current UMRL updated by IHS reflected updates to the reference
	Carl Kersten will direct IHS to include the exact verbiage into the Reference Titles as indicated by the Reference Organizations as published on the IHS site.
		Tara is in the process of reviewing the Compare List generated through the UFGS Database Maintenance Program. She flags the references with the incorrect title so IHS can delete it from the UMRL, this way the correct title will appear.
		When a reference standard changes, it may not get updated in the UMRL for up to one year.
	All agencies will implement the Reference IDs used by IHS.
	Once IHS has finished the cleanup of the UMRL the Master.ref file will be generated through SpecsIntact to produce the UMRL.
	Use the UMRL that is redlined by IHS to update the Agencies Database for the October release.
	Discussion took place regarding the latest Master.ref file distributed with the UFGS Master and the UMRL posted on the WBDG web site (dated April 2007):
		The current Master.ref and the UMRL do not include NASA References.
		The UFGS Working Group agreed to regenerate the Master.ref file on the UFGS to include all agencies and publish it as soon as possible.
		The UFGS Working Group agreed to regenerate the Master.ref file and the UMRL .pdf document using the current UFGS database.
Subject 8: Status of 25 Groups of UFGS for Unification by NASA
	All agencies were in agreement not to proceed with the disassembly of short sections at this time.
	Agreed the following Sections will not be merged, and defined as unified.
		01 45 01		USACE QUALITY CONTROL
		01 45 01.10		USACE QUALITY CONTROL SYSTEM (QCS)
		01 45 02		NAVFAC QUALITY CONTROL
		01 45 02.20		NAVFAC QUALITY CONTROL FOR MINOR CONSTRUCTION
		01 45 04		NASA QUALITY CONTROL
	Agreed the following Sections will not be merged. The following sections will become unified:
		01 45 01		USACE Quality Control
		01 45 02		NAVFAC Quality Control
		01 45 04		NASA Quality Control
	01 50 00 TEMPORARY FACILITIES
		Division 1 requires regional requirements therefore; tailoring options will be required to be placed back into the Section.
		Unify but do not disassemble.
	05 21 00 STEEL JOIST
		Pete Rossbach's comments were withdrawn
		Approved for disassembly.
	14 21 00 ELEVATORS, ELECTRIC
		Send copy to Rudy Perkey at NAVFAC
	All groups requiring notice to proceed have been granted to those pending, except the following:
		Group 7 - Not Approved.
			Replaced with 07 61 15.00 20
		Group 18 - Not Approved
			Replaced with 11 40 00.00 20
Subject 9: Discuss CCR Process
	Bill Brodt will schedule a teleconference between Rick Hatcher and CMS to discuss issues he has discovered while using the system.
	Until the CMS System is corrected, it was agreed to use email for the review and approval process.
Subject 10: Documenting Disassembled Section within the Section Header
	Reviewed the two samples of how the header should be documented when a specification is disassembled.
	It was agreed to use Sample #1 and do not indicate the word Disassembled in the header of each specification.
	The following is Sample #1 indicating how the header would be documented:
Subject 11: Status Regarding Implementing Check In / Check Out Software
	NIBS has expressed some interest in hosting such a tool if it were deemed worthwhile, but acquiring, implementing, and using a centralized check in / check out tool is probably not worthwhile.
	Implementing a check in / check out process would be a substantial undertaking.
	Such a tool would provide limited protection against overwriting UFGS Sections updated by another agency. With perhaps on exception, however, such file overwriting has not occurred with the current UFGS updating system.
	Implementing, maintaining, learning to use, and using such a tool would be time-consuming and would require significant changes to existing procedures.
	The protections provided by such a tool could easily be circumvented through careless or overt acts.
Subject 12: UFGS Tracking Chart
	The UFGS Tracking Chart provided by SGS will be used as an additional mechanism to track changes. The UFGS Change List will continue to be published during the quarterly release.
	UFGS Working Group agreed to make the UFGS Tracking Chart available on the WBDG Web Site.
	Rick Hatcher will continue to update the UFGS Tracking Chart, then forward to NIBS for quarterly posting at the time of the database release.
Subject 13: Instructions for NIBS to Post UFGS Master in PDF
	Sheron Belcher stated she will publish the UFGS Database to PDF for posting on the WBDG Web Site.
Subject 14: Rotation of Release Processing
	UFGS Database
		The UFGS Database will remain with Army
	UMRL
		The UFGS Working Groups stated that the UMRL would remain with NAVFAC since they administer the contract with IHS
Subject 15: Cumulative Change List
	Prior to posting the Cumulative Change List, the columns that deal with detailed information will be hidden.
	Agreed to drop references to the MasterFormat 1995 Section Numbers and Titles from the Quarterly Change List document.