Contractor Guidelines

The contractor is responsible for designating a point of contact to be on call and available by phone and/or in‐person on an immediate basis to respond on behalf of the contractor in the event of an emergency or, as necessary, in the normal course of basis.

Accidents – Personal/Property Damage: The safety of any employee, agent, consultants, student, staff member or guest of the University or the contractor is a primary obligation of the contractor. The contractor is responsible for ensuring that any construction, renovation, maintenance or other work is managed in a safe and effective manner.

If an accident occurs that results in personal injury or property damage, the contractor shall immediately contact: For situations where people or property are at immediate risk, first:

• Drew University Public Safety at (973)‐408‐4444, which will determine if 911 should be called; and then
• Facilities Management at (973)‐408‐3510

• The Contractor/Consultant must provide Drew University Facilities Management advance notice of work in order to allow time to schedule the work with the affected area of the campus.
• The Contractor/Consultant must report to the Facilities Services Office to obtain permission to begin work, schedule the work, and access to the building.

• Facilities Services reserves the right to determine actual work schedules to accommodate residential and academic schedules.
• Normal working hours are between 9:00 am and 5:00 pm, Monday through Friday.
• Special arrangements must be made for any work occurring outside of normal working hours.
• When student residences/dormitories, graduate student housing (Copper Beach), or other University property are occupied, contractors must be accompanied by Drew staff, and cannot enter until after 9:00 am.

• Access to buildings and rooms is an important security matter. Improper use of keys, combinations or other means of access to both common and private areas on campus can result in a risk of harm to the safety and security of students and staff. As a result, contractors and their employees must strictly safeguard keys and adhere to any requirements related to building access.
• Keys will be issued only at the Facilities Services office Monday through Friday from 7:30 a.m. to 5 p.m. Identification will be required and left in Facilities office for the duration that key is issued. Contractor must provide necessary information in the Access Log Book located within the Facilities office.
• Keys must be returned to Facilities Service office at the end of each workday and picked up each morning; unless long‐term check out is approved by a Facilities Services Project Manager. If work is starting earlier, or ending later, or on weekends or holidays, this transaction may be completed at the Security Office, located in the Pepin Services Building, which is staffed 24 hours per day. This must be arranged ahead of time with the project manager.
• Keys issued to the contractor are the responsibility of the contractor. The cost of replacing locking hardware due to key loss will be charged to the contractor. Contractors are advised that the cost of changing multiple locks accessible off of one key can be significant.
• The keys should never be loaned to another individual, as they are the responsibility of the person who has signed for them. A record of the chain of custody for each key provided to the contractor must be maintained.
• Do not prop exterior doors in work area.
• Student room doors in all residence halls should remain locked at all times when the university is not in session or students are in residence. Workers who need access will be issued a key to access the room. Each contractor who accesses a room to do work should ensure that the door is locked each time he/she leaves the room.
• No existing building security or fire detection system shall disturbed, altered, disarmed, rendered inoperable, or relocated without the express written consent of the University.

Areas, materials, and tools should always be secured when leaving the area at any time during the day or at the end of the day. Contractor is responsible for loss of tools or materials.

• Work should never commence without a Drew University purchase order number being issued to the contractor/consultant. Current certificates of insurance must meet University requirements and be on file in the Purchasing Department.
• If you are planning to dig on campus, your company is responsible for following the necessary procedures required by the State of New Jersey.
• Before beginning work in the campus area, please determine what services will be affected for that area and the staff. Advance Notification of Customers is imperative, so we must be aware of any service disruptions and the lengths of these disruptions. Contact the Facilities Services Office at (973) 408‐3510 for this notification and coordination of service disruptions. These disruptions include, but are not limited to, noise, vibrations, dust, and interruptions of electric, water, sewer, or gas services. However, do not make any of these decisions without first discussing them with the Facilities Services Project Manager. These decisions must be made with sufficient time to notify Departments and allow adequate time to receive replies, questions, or concerns.
• Never enter an area to work without notifying Facilities Services that contractor staff will be working there. Contractor staff must wear uniforms, appropriate protective gear, and/or nametags identifying the contracting company for which they work at all times when on campus.

• Driving on pathways and sidewalks should be avoided if at all possible. If you must use a pathway or sidewalk, speed cannot exceed 5 mph and pedestrians always have the right‐of‐way. If you have difficulty finding access to a worksite at a campus building, please contact the Facilities Services Office to talk with someone who can show you the safest, most accessible route.
• The Contractor/Consultant shall comply with NJ Law “Control and Prohibition of Air Pollution From Diesel‐Powered Motor Vehicles”, N.J.A.C. 7:27‐14 and “Control and Prohibition of Air Pollution From Gasoline‐Fueled Motor Vehicles”, N.J.A.C. 7:27‐15 which states that diesel and gasoline vehicles will not idle for more than 3 minutes.

• Arrangements will be made with the Facilities Services Office at (973) 408‐ 3510 to secure a proper area in which to stage equipment and materials for construction.
• The Facilities Services Project Manager needs to be involved in arrangements for locating roll‐off dumpsters needed for construction. It is requested that the roll‐off be emptied before the trash pile exceeds the top of the roll‐off, and that the dumpster be removed immediately upon completion of the project.

• It is expected that Contractors will take every necessary precaution to protect the property of the University. (e.g., cover carpeting, floors, workstations, computers, personal belongings, etc.). In situations where valuables or personal belongings (e.g., wallets, keys, electronic devices) have been left by building occupants within or adjacent to the work area, Facilities Management should be contacted to have items removed and secured before work is initiated or resumed.
• Any temporary construction fencing shall be in accordance with State and local law and approved by the University prior to installation.
• The contractor shall not use any University waste and recycling containers when disposing unwanted materials. The contractor is responsible for securing and locking the work area at the end of each day and shall ensure that the work area is not left unattended unless it is secured.
• The contractor is responsible for cleaning up the work area after completion of the work to the satisfaction of the University. Contractors will be held financially responsible for any damages to University furnishings, equipment, building or other property.

Fencing will be used to protect trees in construction areas. No activity, traffic, or storage of materials under the “drip line” of trees will be allowed without approval of Facilities Services. Specific tree protection guidelines are available for those projects which may encroach on trees.

The contractor shall keep the premises and surrounding area free from accumulation of waste materials or rubbish. All Drew and local, state and federal recycling guidelines must be followed.

• Drew University requires that all work be conducted in compliance with applicable Drew University, municipal, county, State, and federal safety regulations and code requirements. If you have questions or concerns regarding these regulations or codes, you may contact the Facilities Services Project Manager or Facilities Services Office, (973) 408‐3510.
• Any hazardous or regulated materials must be maintained or disposed of properly. Proper disposal of hazardous or toxic materials is a matter of critical concern to the University and will be strictly enforced. Paint cans, paint related materials and other containers of chemicals, solvents or other regulated or hazardous materials are the responsibility of the contractor and must be maintained or disposed of properly on an immediate ongoing basis.
• Failure to comply will result in suspension or cancellation of the Contractors’ permit and result in withdrawal of permission to enter or work in the Facilities.
• Any fines, costs or administrative charges imposed on the University as a result of any action by the contractor or contractor’s employees that violate State, federal or local law are the responsibility of the contractor.