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Multi-Family Build-It-Back Program Master Guide Specification for Rehabilitation Projects

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Multi-Family Build-It-Back Program
Master Guide Specification for Rehabilitation Projects
SCOPE OF WORK

March 2014

DIVISION 01 - GENERAL REQUIREMENTS

SECTION 017419 - CONSTRUCTION WASTE MANAGEMENT

1. Salvage and recycle all non-hazardous demolition and construction waste including the following materials:

Demolition Waste:

a. Concrete, Concrete paving, and Concrete cellar slab.

b. Wood joists, wood studs and Wood trim.

c. Miscellaneous steel.

d. Doors and frames, rough hardware, door hardware.

e. Windows and glazing.

f. Plumbing fixtures, piping, supports & hangers and valves.

g. Mechanical equipment, electrical conduit, copper wiring, light fixtures, electrical devices, panelboards and fuse-boxes

Construction Waste:

a. Masonry, CMU, piping and conduit

b. Untreated wood, wood sheet materials, and wood trim.

c. Gypsum board, insulation and uncontaminated packaging materials

DIVISION 02 - EXISTING CONDITIONS

SECTION 024119 – SELECTIVE STRUCTURE DEMOLITION

1. All building utilities shall be disconnected before any removal and or demolition is commenced by all mechanical trades.

2. Perform all demolition required for installation of new work.

3. Remove from the building site and dispose of in a legal manner all existing debris. See SECTION 017419 – Construction Waste Management and Disposal.

4. Provide temporary sidewalk shed for the duration of construction contract work. Refer to Specific Requirements, Section 015000 Temporary Facilities and Controls, Article 3.3, Paragraph B.

SECTION 030130 - MAINTENANCE OF CAST-IN-PLACE CONCTETE

1. Repair concrete foundation walls with Hydrophilic Polyurethane Chemical Grout (HPCG) wall crack system, approximately linear feet.

SECTION 033000 - CAST-IN-PLACE CONCTETE

1. Provide and install new concrete slab at all courts and Rear Yard.

2. Provide and install new concrete ramp.

SECTION 040120 - MAINTENANCE OF UNIT MASONRY

1. Re-point brick mortar joints of entire street façade(s).

SECTION 047200 – CAST STONE MASONRY

2. Provide and install new cast stone window surrounds to match existing, approximately linear feet.

DIVISION 05 - METALS

SECTION 055000 - METAL FABRICATIONS

16. Repair existing sheet metal cornices, approximately linear feet.

DIVISION 06 – WOOD, PLASTICS AND COMPOSITES

SECTION 061600 – SHEATHING

1. Provide and install new 3/4" thick plywood CD - Exposure 1 grade agency certified roof sheathing for entire roof approximately square feet.

DIVISION 07 – THERMAL AND MOISTURE PROTECTION

SECTION 075216 – SBS MODIFIED BITUMINOUS MEMBRANE ROOFING

1. Provide and install new bituminous membrane roofing for entire main roof area and bulkhead roofs, approximately square feet.

SECTION 079200 – JOINT SEALANTS

1. Caulk all exterior windows and door frames apartment’s .

DIVISION 08 – OPENINGS

SECTION 081113 – HOLLOW METAL DOORS AND FRAMES

1. Provide and install new hollow metal apartment entrance doors and welded frames for apartments’ .

SECTION 085113 – ALUMINUM WINDOWS

1. Provide and install new light commercial, side-loaded double-hung, casement or awning windows. Apartment’s .

DIVISION 09 – FINISHES

SECTION 092900 – GYPSUM BOARD

1. Provide and install 5/8" type III grade X gypsum board at all walls, ceilings, window returns, and drop arches in kitchens of apartments , public spaces and commercial spaces.

SECTION 093000 – TILING

1. Provide and install 4-1/4" x 4-1/4" ceramic floor tile for bathrooms, apartments’ .

SECTION 099123 – INTERIOR PAINTING

1. Provide and apply new prime and paint for all walls and ceilings in apartments’ according to specification.

DIVISION 10 – SPECIALTIES

SECTION 102800 – TOILET, BATH, AND LAUNDRY ACCESSORIES

1. Provide and install new toilet tissue dispenser unit(s).

DIVISION 11 – EQUIPMENT

SECTION 113100 – RESIDENTIAL APPLIANCES

1. Provide and install new electric Energy-Star qualified refrigerators for kitchens, apartments’ .

DIVISION 12 – FURNISHINGS

SECTION 123530 – RESIDENTIAL CASEWORK

1. Provide and install new solid polyethylene kitchen cabinets.

DIVISION 14 – CONVEYING EQUIPMENT

SECTION 142100 – ELECTRIC TRACTION ELEVATORS

NOTE: CONTRACTOR SHALL SUBMIT SHOP DRAWINGS FOR APPROVAL SHOWING INTENDED INSTALLATION PRIOR TO PROCEEDING WITH THE WORK.

1. Provide and install new controller/selector with active fire recall. Total of .

2. Provide and install new drive unit. Total of .

DIVISION 21 - FIRE SUPPRESSION

SECTION 211100 – FACILITY FIRE SUPPRESSION WATER SERVICE PIPING

1. Provide a new complete water service for building Fire Suppression System from street main to building interior complete with tapping, all piping, fittings, couplings, sidewalk control valve with box, meters, fire department connections and all required earthwork.

DIVISION 22 – PLUMBING

SECTION 221113 - FACILITY WATER DISTRIBUTION PIPING

1. Provide complete new water service for building from City Street main to two feet inside building line complete with curb shut-off valve and box.

DIVISION 23 - HEATING VENTILATING AND AIR CONDITIONING

SECTION 235223 - CAST IRON BOILERS

1. Provide new MBH gross output heating plant(s) complete with burner assembly.

DIVISION 26 – ELECTRICAL

SECTION 260519- LOW VOLTAGE ELECTRICAL POWER CONDUCTORS AND CABLES

1. Provide a complete new volt, phase, wire system for building lighting and power.

DIVISION 27 – COMMUNICATIONS

SECTION 274133 - MASTER ANTENNA TELEVISION SYSTEM

1. Provide a complete new master television distribution system as detailed in the specifications.

DIVISION 28 - ELECTRONIC SAFETY AND SECURITY

SECTION 283111 – DIGITAL, ADDRESSABLE FIRE-ALARM SYSTEM

1. Provide a complete and NYFD approved fire alarm system with the capability of transmitting status to a central monitoring station.

DIVISION 31 – EARTHWORK

SECTION 312000- EARTH MOVING

1. Excavate to proper grade level as shown on drawings for installation of new footings, new concrete stairs, new metal stairs, and new retaining walls.

DIVISION 32 - EXTERIOR IMPROVEMENTS

SECTION 323113 – CHAIN LINK FENCES AND GATES

1. Provide and install new chain link fencing 6'-0" high.

DIVISION 33 – UTILITIES

SECTION 330500 – COMMON WORK RESULTS UTILITIES

SECTION 334100 – STORM UTILITY DRAINAGE PIPING

SECTION 334600 – SUBDRAINAGE

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What this Master Guide Specification Covers

The Multi-Family Build-It-Back Program Master Guide Specification for Rehabilitation Projects is a consolidated, project-level specification and procedural reference intended for use by owners, program administrators, design professionals, and contractors managing multi-family rehabilitation work. It organizes scope elements, materials quality standards, accessibility and building-code references, inspection and closeout checklists, and contract administration procedures so that rehabilitation projects funded through coordinated programs follow consistent technical, procurement, and compliance protocols across project phases.

Why a Master Guide Specification Matters for Rehabilitation Projects

A master guide specification centralizes technical requirements, reduces interpretation gaps between stakeholders, and improves consistency across multiple rehabilitation projects within a program.

Why a Master Guide Specification Matters for Rehabilitation Projects

Primary users and contributors

Intended users include program managers, property owners, architects/engineers, general contractors, and compliance officers involved in multi-family rehabilitation projects.

  • Program Managers and Administrators: Oversee specification adoption, project prioritization, and funding compliance across sites.
  • Design Professionals: Adapt standard clauses to local code, produce drawings, and confirm materials and workmanship standards.
  • Contractors and Subcontractors: Implement construction work to specified materials, testing, and inspection criteria.

Each user group relies on the guide for different deliverables—procurement packages, technical submittals, inspection checklists, and final closeout documentation.

Signatory roles and responsibilities

Owner / Authorized Rep

A corporate officer or designated agent who signs on behalf of the property owner. This person must have authority to commit funds, accept change orders, and authorize final acceptance; provide business registration and proof of authority when requested.

General Contractor

The licensed contractor who signs the construction contract and is responsible for performance, subcontractor oversight, lien waivers, and warranty obligations. The contractor must provide insurance certificates, license numbers, and bonding where required.

Core components included in the Master Guide Specification

This master guide assembles technical and administrative elements required for consistent multi-family rehabilitation delivery across projects and vendors.

Scope Matrix

Detailed work items and measurable acceptance criteria for each trade, organized by priority and applicable to unit-level and building-level interventions, reducing scope ambiguity during bidding.

Materials & Standards

Approved product lists, minimum performance specifications, and testing/inspection standards tied to manufacturer installation instructions and applicable building code references.

Accessibility & Safety

Requirements for ADA/UFAS compliance where applicable, fire protection and egress details, and mandatory safety control measures for occupied rehabilitation sites.

Procurement & Contract Clauses

Standard contract language including warranty terms, change order procedures, progress payment schedules, insurance requirements, and lien waiver expectations.

Quality Assurance

Inspection checklists, testing protocols, punchlist workflow, and roles for third-party inspections or agency verification during key milestones.

Closeout & Documentation

Submittal requirements for final as-built drawings, O&M manuals, lien waivers, warranties, and certificate of substantial completion for program record retention.

Step-by-step: completing the Master Guide Specification

Follow this ordered sequence to prepare a compliant specification package for a rehabilitation project.

  • 01
    Gather documentation: Collect grant agreements, property records, code citations, and prior inspection reports.
  • 02
    Define scope: Map unit- and building-level work items and prioritize by health and safety.
  • 03
    Populate specification: Enter materials, performance criteria, testing, and acceptance thresholds.
  • 04
    Review and sign: Obtain signatures from owner, contractor, and program administrator before procurement.

Typical administrative workflow for specification issuance

This simplified flow shows how the master guide moves from preparation to signed contract and closeout.

  • Drafting: Author consolidates technical sections and lists deliverables.
  • Internal Review: Program compliance and design teams validate scope and cost estimates.
  • Contract Issuance: Signed contract released to awarded contractor with specification attachments.
  • Closeout: Final inspections, document submittals, and warranty activation completed.

Digital workflow settings to support e-submission and approvals

Recommended configuration options when creating a digital workflow for specification approval and signature routing.

Field Configuration
Signer Order Sequential routing: Owner → Contractor → Program Admin
Authentication Email + SMS code for external signers
Conditional Fields Show change-order fields only after 'Change Order' checkbox
Audit Trail Enable time-stamped event log and signed PDF certificate

Digital submission and signing requirements

Use e-submission and eSignature platforms that meet legal and security baselines for program records.

  • File formats: PDF/A or PDF (ISO 32000) and DOCX accepted for templates
  • Integrations: Connectors for cloud storage (Box, Google Drive) and project systems (Procore) reduce manual uploads
  • Authentication: Support for email, SMS, and advanced signer verification where required

Ensure the chosen platform supports secure storage, an immutable audit trail, and exportable signed artifacts for retention and audit purposes.

Security and compliance controls to require for electronic workflows

Encryption in transit: TLS 1.2/1.3
Encryption at rest: AES-256
Audit logging: Comprehensive timestamped trail
Privacy framework: GDPR and CCPA compliant
Certified controls: SOC 2 Type II
Healthcare BAA: HIPAA (BAA required)

Penalties and risks from incorrect or incomplete specifications

Funding Recapture: Loss of program funding eligibility
Contract Claims: Change orders and disputes increase costs
Permit Delays: Work stoppage or rework required
Safety Violations: Potential citations and liability
Tax Consequences: Withheld or adjusted invoicing risks
Record Deficiencies: Failed audits and corrective actions

Common preparation and submission mistakes to avoid

  • Incomplete scope definitions that force extensive change orders and budget overruns during construction.
  • Missing license, insurance, or bonding data causing disqualification at procurement or delayed contract execution.
  • Using ambiguous material descriptions instead of specified product standards and manufacturer model numbers.
  • Failing to capture and retain signed change orders, inspection logs, and final waivers for program audits.

Typical deadlines and processing expectations

Timelines vary by program and funding source; the following items are commonly time-sensitive during procurement and execution.

Bid Submission Window:

Typically 2–6 weeks from RFP issuance

Contract Award Notice:

Often within 30 days after bid opening

Notice to Proceed:

Issued after contract and insurance are verified

Draw Request Frequency:

Monthly or milestone-based per contract

Final Closeout:

Final inspections and documents due within 30–90 days of completion

Key project milestones from specification to closeout

A sequential milestone view helps teams track approvals, procurement, construction, and final documentation.

01

Specification Approval

Review and sign-off by owner and program admin before bidding

02

Procurement & Award

Issue RFP, receive bids, and execute contract

03

Construction Execution

Mobilize crews, perform work per scope, and manage inspections

04

Final Acceptance

Complete punchlist, collect closeout documents, and release final payment

Representative eSignature pricing and capability comparison

Comparison of starting prices, trial availability, bulk-send capability, audit trail presence, HIPAA support, and envelope caps for major eSignature vendors; signNow is listed first per this comparison.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Real-world examples of e-signature use in property operations

The following real customer examples illustrate how digital signing and standardized specs reduce friction in property workflows.

Martin Properties (Tim Martin, Founder)

Martin Properties standardized online execution for project contracts to eliminate in-person meetings.

  • The interface enabled full compliance and mobile signing.
  • Tim Martin reports faster turnaround and consistent security across mobile and offline workflows while maintaining required documentation for audits.

Optica Ventures (Brian Fitzgibbons, COO)

Optica Ventures used digital signatures to streamline customer-facing contract execution.

  • Simple interface improved adoption by staff and customers.
  • Brian Fitzgibbons notes the platform is easy for both internal teams and external clients, which reduced administrative overhead on transactions.

Practical tips for accurate and efficient specification management

Adopt these practices to reduce errors, shorten procurement cycles, and support audit readiness.

Use standardized templates
Start with the master guide templates and adapt only the project-specific fields to avoid inconsistency across sites.
Require verification documents
Collect contractor license, insurance certificates, and bonding before contract award to prevent execution delays.
Lock critical fields
Make scope, contract value, and effective date read-only after approval to prevent inadvertent changes.
Maintain audit-ready files
Store signed PDFs, certificates of completion, inspection reports, and receipts in a secure repository with access logs.

Frequently asked questions and answers

Answers to common legal, technical, and procedural questions about executing and managing the Master Guide Specification.


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