Tenant Construction and Alteration Process Manual

1 Tenant Construction and Alteration Process ManualMarch 2017 Tenant Construction and Alteration Process ManualPage iMarch 2017 TABLE OF CONTENTSA cronyms iiiList of Tables iiiList of Figures iiiChange Log ivNote to Users: Application and Browser Requirements ivDefined Terms vSection 1: Introduction Purpose How to Use This Manual Overview of the Tenant Construction and Alteration Process 3 Tenant Alteration Application (TAA) 4 Minor Works Application (MWA) Governing Codes and Standards Sustainable Design Roadway Access Management Business Diversity and Civil Rights 6 M/WBE Participation 6 Labor Force Goals Submittal Requirements 7 Tenant Construction and Alteration Process Submissions 7 Document Submittal Format 9 Record Documents Tenant Alteration Application Fees Performance Management 10 Section 2.

2 Roles and Responsibilities Tenant Team Responsibilities 13 Tenant 13 Architect of Record/ Engineer of Record (A/EOR) 14 Contractor Port Authority Roles 16 Tenant Coordinator (TC) 16 Resident Engineer s Office (REO) 16 Port Authority Review Groups External Agencies 18 Section 3: Project Initiation Project Initiation Overview New Tenants or Existing Tenant Expanding Leasehold 21 Due Diligence During Lease Negotiations 21 Agreements Existing Tenant with Work in Current Leasehold Project Initiation Form Submittal Project Determination 24 Section 4: Tenant Alteration Application Process Phase 1: Design 25 Design Phase Overview 25 Design Phase Activities Phase 2: Construction 37 Construction Overview 37 Construction Phase Activities 38 Tenant Construction and Alteration Process ManualPage iiMarch Phase 3: Close-out & occupancy 43 Close-Out & occupancy Overview 43 Close-Out & occupancy Activities 43 Section 5: Minor Works Process Minor Works Overview Phase 1: Design 47 Minor Works Application Submittal 47 Approval to Install Phase 2: Installation 48 Pre-Installation Meeting 48 Installation Phase 3: Close-Out 48 Minor Works Completion Form 48 PA Close-out of Minor Works 48 Section 6.

3 Other Port Authority Procedures Asbestos Abatement Procedure Phased Construction and occupancy Procedure 50 Phasing Plan Submittal 51 Temporary Certificate of Authorization to Occupy or Use 51 Final Certificate of Authorization to Occupy or Use Emergency Works Procedure 53 Emergency Works Notice 53 Emergency Works Pre- Construction Meeting 54 Special Inspections 55 Inspections for Temporary Certificate of Authorization to Occupy or Use or Close-Out 55 Final Certificate of Authorization to Occupy or Use Code Determination Procedure 55 Code Determination Request Procedure 56 Anticipated Timing 56 Section 7: Reference Material Contacts Forms Checklists Permits & Certificates References 62 Port Authority (All Facilities)

4 62 Aviation Facilities 63 Port Facilities 65 PATH Facilities 65 Real Estate Facilities 65 Tunnels, Bridges and Terminals FAQ 67 Tenant Construction and Alteration Process ManualPage iiiMarch 2017 AcronymsAAO Affirmative Action OfficeADA Americans With Disabilities ActA/EOR Architect or Engineer of RecordBIM Building Information ManagementC of A Certificate of Authorization to Occupy or Use CBP Customs and Border ProtectionDEP Department of Environmental ProtectionEMP Environmental Management PlanEPA Environmental Protection AgencyFAA Federal Aviation AdministrationFRA Federal Rail AdministrationFTA Federal Transit AdministrationMOA - Memorandum of AgreementMWA Minor Works ApplicationM/WBE Minority / Women-Owned Business EnterpriseNCR - Non-Conformance ReportNFC

5 No Further CommentsNJDEP New Jersey Department of Environmental ProtectionNJDOCA New Jersey Department of Community AffairsNYCDEP New York City Department of Environmental ProtectionNYSDEC New York State Department of Environmental ConservationNYSDOL New York State Department of LaborOBDCR Office of Business Diversity and Civil RightsOEEP Office of Energy and Environmental ProgramsPA / PANYNJ / Authority Port Authority of New York and New JerseyPAPD Port Authority Police DepartmentQAD Quality Assurance DivisionREO Resident Engineer s OfficeROE Right of EntrySDG Sustainable Design GuidelinesTAA Tenant Alteration ApplicationTB&T Tunnels, Bridges & TerminalsTC Tenant Coordinator TC of A Temporary Certificate of Authorization to Occupy or UseTCAP Tenant Construction and Alteration ProcessTCRM Tenant Construction Review ManualTSA Transportation Security AdministrationTSD Technology Services DepartmentWTC World Trade CenterList of TablesTable 1: Tenant Construction and Alteration Process Submission QuantitiesTable 2: Tenant Alteration Application Review Time EstimatesTable 3: PA Response Time Performance TargetsTable 4: Tenant Alteration Application Roles and ResponsibilitiesTable 5: Minor Works Application Roles and ResponsibilitiesTable 6: Project Determination GuidanceList of FiguresFigure 1.

6 Overview of the Tenant Construction and Alteration ProcessFigure 2: Project Initiation OverviewFigure 3: Design Phase 1 OverviewFigure 4: Construction Phase 2 OverviewFigure 5: Close-Out & occupancy Phase 3 OverviewFigure 6: Minor Works Application Process OverviewTenant Construction and Alteration Process ManualPage ivMarch 2017 Change Log Note to Users: Application and Browser Requirements The functionality of the TCAP Manual , forms, checklists, and permits was successfully tested using the following technology:PC: Internet ExplorerMacintosh: Safari In order to utilize the available functionality, to fill in and save data, in any of the forms, checklists and permits that are provided in Adobe Acrobat, Adobe Acrobat Reader Version 8 or later is required at a 2012 Change of Permit to Occupy or Use to Certificate of Authorization to Occupy or Use (no change in Process )January 2012 Sustainable Design references modifiedJanuary 2012 Special Inspection Report revisionJanuary 2012M/WBE form revision, PA3749 DJanuary 2012 Tenant Construction Statement of M/W/DBE Payments Report (PA 3968A)

7 January 2012 TEB Fire Watch guidelines updated to 2007 January 2012 Revised Minimum Insurance requirementsJanuary 2013 TAA Form PA 531 revisionJuly 2013 Revised Real Estate Facilities Contacts Section Management GuidelinesNovember 2015 Edits to reference Port Authority Roadway Access Management GuidelinesMarch 2017 Edits to the following: (i) Section - Table 1 (ii) Section - Project Initiation Form Submittal(iii) Section - Sustainable Design Review(iv) Section - Construction Submittal Requirements(v) Section - Contacts (vi) Section - Tenant Alteration Application(vii) Section ReferencesTenant Construction and Alteration Process ManualPage vMarch 2017 Defined TermsApproval to Construct Construction of the TAA processPA approval for a project to commence the Phase 2 Approval to Install Installation of the MWA processPA approval for a project to commence the Phase 2 Asbestos or HAZMAT SurveyA survey conducted by the Tenant in accordance with current local, state and national code and regulations to identify asbestos or HAZMAT materials within the project DrawingDrawings produced at the end of Construction showing changes to the original Construction of Design Typically a description and set of preliminary drawings, equipment lists, etc.

8 Forming the basis of inspection and test acceptance criteria. The basis of design documentation identifies how the design provides the performance and operational requirements of the project and its systemsClose-Out Letter Notification provided by the Tenant Coordinator to the Tenant that an MWA is closed outCode Determination Process for resolution of code issues not resolved during normal discussions and review of Contract Documents by the PAConcept of Operations Document describing how a space will operate, compiled by a Tenant for review by the PA. Includes a description of flow or circulation of materials or people. Conceptual Review An optional preliminary review of a Tenant s design for guidance on code conformance or Full DesignLetter issued by the PA providing a form of approval of the Contract Documents submitted.

9 Approval LetterConstruction Phase Phase 2 of the TAA Process during which Construction takes place and is certified as completed by the Tenant s A/EORC ontract Documents The Phase 1 Design submission made consisting of the completed design documents and all other necessary documents for review by the The firm or company providing and coordinating the use of materials, labor and equipment for the Construction of the project. See Section The key Tenant or PA staff who verify that TCAP submissions are complete. Refer to Tables 4 and Phase Phase 1 of the TAA Process during which the design is developed by the Tenant and submitted as Contract Documents to the PA for review. Emergency Works Notice Notice provided by the PA that work can follow the Emergency Works Construction and Alteration Process ManualPage viMarch 2017 Defined Terms (continued)Enabler The key Tenant or PA staff who enable or help facilitate TCAP activities, the Contractor enables the Partial or Final inspections to proceed through provision of access, information and attendance, etc.

10 Refer to Tables 4 and ConsultantProfessional Architect or Engineer, licensed in the state of New York or New Jersey, hired by the Tenant to provide environmental consulting Management Plan Document defining the management of all environmental aspects of a project. See Reference Section Work Permit Permit to be approved by the PA prior to any hot work activities at PA MeetingA meeting between attendees representing the Tenant and PA prior to commencement of TAA. Format and agenda to be determined by the Tenant Coordinator based upon scope and complexity of the project. See Section Participation Plan PA form completed by the Tenant to detail the percentage participation of PA-certified M/WBE firms on a project.