Required Submittal List Utility
Overview
The Required Submittal List Utility (RSLU) works with the Dormitory Authority Project Managment System (Expedition). The Design Professional uses the RSLU to create the list of submission items needed to be submitted by contractors in order to insure the Design Intent will be satisfied. Each item on this list is then assigned to a specific contract placeholder (or multiple placeholders) and imported into the Expedition project.
The Design Professional may forward the URL for this application to any other members of their design team, so as to allow the appropriate individuals to identify the submissions required for their specific areas of expertice. The RSLU utilizes Expedition usernames and passwords, and Design Professionals are encouraged to request Expedition user accounts for every member of their design team so they are able to participate in both the Expedition and the RSLU systems.
Any number of users can enter submission requirements in the RSLU concurrently, and the application will allow users to save their entries and return at any time to finish their work.
Once all project submission requirements have been imported into the Expedition project, Expedition is then used to print the Contractors Submission Schedule report for inclusion in the Bid Documents.
Following the contractor selection process, Expedition is then used as the project Submittal Log to track all project submissions and project close out items.
Accessing the Required Submittal List Utility
The RSLU is accessed via the Internet at http://daexpweb.dasny.org/submittalimport/.
When prompted, enter your Expedition username and password.
If you have not been assigned an Expedition user account, or if your Expedition user account has expired, contact your Dormitory Authority Project Manager to request assistance.
Help
If technical difficulties are encountered when using the RSLU contact the CTG Help Desk at (518)257-3700.
Using the Required Submittal List Utility
Logging In
Using your Internet browser, go to http://daexpweb.dasny.org/submittalimport/. A splash screen will appear that will direct you to the RSLU log on screen.
Enter your Expedition username and password. Click the "Login" button.
Basic Steps for Using the RSLU
Once logged into the RSLU the process of entering the project submission requirements can begin.
The basic steps to using the RSLU are as follows:
Click on Submission Definition to open the Submittal Definition page.
- Select the Database/Group containing your project (usually EXPPROD).
- Select your project.
- Select a Spec Section.
- Select the Reviewer for that Spec Section.
- Enter all submittals and close out items needed for that Spec Section. Click Apply.
- Repeat the previous four (4) steps for all Spec Sections used in the design.
- Click "Done".
Click on Submission Assignment to open the Submittal Assignment page.
- Select the Database/Group containing your project (usually EXPPROD).
- Select your project.
- Assign the Spec Sections to the appropriate Contract Placeholders.
- Click "Commit and Close"
All entries will be written from the RSLU into the Expedition project. Expedition is then used to print the Contractors Submission Schedule, and following the contractor selection process, Expedition is then used as the project Submittal Log to track all project submissions and close out items.
Detailed instructions expanding on the above are available in following sections.
Submittal Definition
The Submittal Definition page is used to define all submissions required by the project design.
To access the Submittal Definition page, click on "Submittal Definition", located in the upper left-hand corner of the RSLU opening screen.
Enter all project submission requirements and close out items as follows:
Step 1: In the Database/Group field, select the group containing your project (in most cases your project will be located in EXPPROD). Click "Go".
Step 2: In the Project field, select your project. Click "Go".
Note: If you do not see your project , contact your DASNY Project Manager and request access to that project.
Step 3: Select a Spec Section used in the design. If the desired Spec Section does not exist, click "Add New" and create a custom Spec Section. Click "Go".
Step 4: Select the Reviewer for that Spec Section. The listing of Companies having a Role value equal to "Design Professional" in Expedition is available in the drop down pick list.
Step 5: Enter the project specification Subparagraph identifier for a submission requirement in the Sub Paragraph fields (the RSLU will automatically punctuate the entry based upon accepted CSI MasterSpec 2005 paragraph structure). Enter a description for the submittal in the Title field (35 characters maximum). Scroll to the right and click "Add".
Step 6: Repeating Step 5, add all other technical submission and Close Out requirements needed for the Spec Section in focus. If the item is a special close out item, click in the "Closeout?" checkbox. Be sure to enter the items with adaquate granularity to differentiate all elements that are to be provided by the contractor. Click "Apply".
Step 7: Continue selecting other (or add new custom) Spec Sections, repeating Steps 5 and 6, until all Spec Sections used in the design are completed. It may be helpful to Print a progress listing of your work at any time during this process.
Step 8: When all submission requirements have been defined, click "Done" (located in upper right-hand corner of the screen) to signify that all submission items needed to be submitted by contractors in order to insure the Design Intent will be satisfied have been defined.
Step 9: Proceed to the Submittal Assignment page.
Submittal Assignment
The Submittal Assignment page is used to assign all submissions required by the project design to the contractor (or contractors) who will be required to submit them.
To access the Submittal Assignment page, click on "Submittal Assignment", located in the upper left-hand corner of the RSLU opening screen.
Assign the Spec Sections requirements and close out items as follows:
Step 1: If the project will have only one prime contractor click in the "Select a single contractor for all project submittals?" checkbox. Select the contractor from the drop down list in the "Contractor selected is the only contractor submitting items in this project." field. Click "Go".
Step 1: If the project will have multiple prime contractors click the "Assign Contractor(s)" button.
In the dialogue box that appears, select a Spec Section and click "Go".
Select one contractor responsible for that Spec Section in the "Contractor" field and click "Add". Repeat to Add any other contractors responsible for that Spec Section.
Continue selecting Spec Sections and assigning the contractors responsible for each until all Spec Sections have been assigned.
Step 2: click on the Print button to display a listing of all Spec Sections and the contractor assignments made to each. Check to verify all assignments have been made.
Step 3: When certain that all assignments are complete, click "Commit and Close". If comfortable with the warning message that appears, click "Continue" and the process that writes the project submission requirements entered in the RSLU to the Expedition project will proceed.
Note: The "Commit and Close" process may take some time to complete, so be patient! A rule of thumb is that the process will take aproximately 1 minute for each two hundred submittal records to be created in Expedition.
Contractors Submission Schedule
As mentioned earlier, the RSLU is used to identify all project submission and closeout requirements, and to import those requrements into Expedition. Expedition is then used to print the Contractors Submission Schedule report for inclusion in the Bid Documents.
All Bid Packages must include a Contractors Submission Schedule report printed from Expedition.
To print the Contractors Submission Schedule report:
Step 1: Log into Expedition. Go to your project, open the Logs folder, and then open the Submittal Packages module.
Step 2: Select the "Advanced Print" action (located in the left-hand margin of the screen.
Step 3: Select the "Contractors Submission Schedule" report. Click "Print".
Spec Section
In the RSLU the term "Spec Section" refers to the design Technical Specification sections.
As of 2007 the Dormitory Authority adopted CSI Masterspec 2005 for all project design documents, and consequently the RSLU provides CSI Masterspec 2005 values for specification sections in the Spec Section field pick list.
Often the design will include custom specification sections. If so, the RSLU provides a feature that allows custom Spec Section values and titles to be added to the Spec Section drop down pick list.
To add a custom Spec Section value to the Spec Section drop down pick list:
Step 1: In the Submittal Definition page, click the "add new" hotspot.
Step 2: An "Add New Spec Section" dialogue box will appear. Enter the custom Spec Section number and the Title. Click "Save".
The custom Spec Section will be added to the Spec Section field drop down pick list and be available until the project submission requirements have been written to Expedition.
Once the "Commit and Close" has been initiated, the custom Spec Section values added will be deleted from the Spec Section field drop down pick list.
Reviewer
The "Reviewer" is the firm who will be responsible for reviewing a given Spec Section.
The firms displayed in the "Reviewer" field drop down pick list originate in Expedition. When a Future Commitment is created to procure design services and a "To Vendor" is selected, the system will create a Company having a "Role" equal to "Design Professional" (reference the DASNY Expedition User Guide for more information).
Often a design subconsultant will be involved in the design who will be involved with reviewing one or more Spec Sections.
Should this be the case, and if that firm is not displayed on the RSLU "Reviewer" drop down pick list, that company must be added to the Expedition project.
Contact your DASNY Project Manager and request that the design subconsultant be added to the Expedition project. The Expedition company must have a "Role" equal to "Design Professional" in order to be displayed in the RSLU "Reviewer" field drop down pick list (reference the DASNY Expedition User Guide for more information).
Contract Placeholders
The term Contract Placeholders refers to future contractors who will be selected to perform work on the project.
The Contract Placeholders that are associated with a project and appear on the Submittal Assignment page in the "Contractor" fields originate in Expedition. When a Future Commitment is created to procure construction Work and a "To Vendor" selected, the system will create a Company having a "Role" equal to "Contractor" (reference the DASNY Expedition User Guide for more information).
If when attempting to assign submittals in the RSLU the desired Contractor Placeholder is not available, contact the DASNY Project Manager to have the necessary Future Commitment documents created in Expedition.
Close Out Submissions
While defining project technical submission requirements, all special close out requirements also need to be added. These close out requirements are to be added individually, and in the Spec Section to which they apply.
Examples of close out requirements:
Operation and Maintenance Manuals
Material quantities for turnover
As-built drawings
Warranties
Instructional sessions for owner
Special Tools
Systems performance test reporting
Certifications
Printing from the RSLU
The RSLU provides functionality to print tabular reports of the data entered.
A "Print" button is located at the bottom of both the Submittal Definition and Submittal Assigment pages.
The Submittal Definition print function displays a listing of submittal requirements entered for each Spec Section.
The Submittal Assignment print function displays a listing of the Spec Sections that have been identified as requiring submittals, along with the placeholder Contracts each Spec Section has been assigned to.
To print tabular reports from the RSLU:
Step 1: With either the Submittal Definition or Submittal Assignment page open, click the "Print" button. The corresponding tabular report will display.
Step 2: In the tool bar of the dialogue box that appears, select Tools>Print.
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