Attachment C5 - DTMB465_

DTMB-465 (R 02/2018)

CONSTRUCTION MANAGEMENT CONTRACT PROCEDURES

DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET

STATE FACILITIES ADMINISTRATION

DESIGN & CONSTRUCTION DIVISION

3111 W. St. Joseph Street P.O. Box 30026 Lansing, Michigan 48909 (48917 street address)

AGENCY/DEPARTMENT

PROJECT NAME PROJECT FILE NUMBER

FUNDING TEMPLATE(S) PROGRAM PROJ

CONTRACT NUMBER

Y

AGENCY CODE

ORGANIZATIONAL MEETING DATE PROJECT COMPLETION DATE

REPRESENTATIVES

PROJECT DIRECTOR

E-MAIL/ PHONE NUMBER

FIELD REPRESENTATIVE

CONSTRUCTION MANAGER NAME AND ADDRESS

CONSTRUCTION MANAGER REPRESENTATIVE (Attach Team Contracts)

AGENCY/DEPARTMENT REPRESENTATIVE

PSC DESIGN PROFESSIONAL AME AND ADDRESS

PSC REPRESENTATIVE (Attach Team Contracts)

Every written communication for this project must include the following:

Project File Number Project Name Subject of Communication (Bid Pack #, RFI or Change Issue #, Description, etc.)

PROJECT SCHEDULE

The construction manager must provide a fully developed Critical Path Schedule for the project that at minimum includes and fully integrates remaining design activities, phasing, bid/award processes, key submittals/lead times, mobilizations, fully detailed and coordinated construction activities, start-ups/commissioning, close out and move in. See MICHSPEC 01310 general and minimal requirements; larger more complex projects appropriately demand commensurate schedule detail.

TRADE CONTRACTING PROCEDURES

The Department of Technology, Management and Budget, in order to comply with legislative mandates and/or the State Administrative Board's approved procedures, requires construction managers to conform with standard contracting procedures.

l. Contract Documents Must:

A. Contain and utilize either MICHSPEC bidding, contract, general and supplemental conditions appropriately adjusted for CM issued and held trade contracts OR CM proposed/recommended alternate bidding, trade contract, general and supplemental conditions as approved in writing by DTMB-DCD Project Director.

B. Contain and utilize the up-to-date State of Michigan prevailing wage and fringe benefit rates and, where required, Federal Davis Bacon Wages rates in all bid packages. DTMB-SFA Design & Construction Project Director and DCD Contracting Team will assist CM as necessary in obtaining State prevailing wage rate schedules.

2. Contract Documents May:

A. Include liquidated damages only when approved by the Department of Technology, Management and Budget.

The amounts for damages may be obtained from Table l.08-l in the current edition of Department of Transportation's "Standard Specifications for Construction" or other DTMB approve sources/methods.

B. Include additional supplementary instructions to bidders when necessary. The additional instructions must be unique bidding requirements; such as: examination of premises, inspection of site, prequalification of bidders, inspection of contract documents, permits, substitutions, and omissions, and cannot include subjects contained in the technical divisions of the specifications.

3. Advertisement for Bids:

A. Advertising for bids may be published by the CM via media or other methods proposed by CM and approved by DTMB Project Director.

4. Bidding

A. Not less than 50 percent of the work force must be established Michigan residents pursuant to l979 PA l94.

B. All bid packages must comply with the Michigan Prevailing Wage Act, l965 PA l66. Wage rates, as established by the Department of Labor and Economic Growth, for the location of the project must be included as part of the bid specification.

C. Bidders who have been found to utilize unfair labor practices will not be awarded a contract per l980 PA 278.

E. Bids must not be accepted if received after the time and date set for the receipt of the bids.

F. Bids must remain valid for not less than 60 days.

G. All bids, to be valid, must be signed by an authorized representative of the bidding organization.

J. Other such project specific requirements as developed by the CM and approved by DTMB Project Dirrector.

5. Trade Contracting

A. All trade contracts

1. Construction Manager and/or Trade Contractor(s) must post the Michigan Prevailing Wage Rate Schedules at the job site as required by l965 PA 166 and any required Davis Bacon Wage Schedules.

2. Construction Manager shall be responsible to ensure Trade Contractor(s) comply with Michigan Prevailing

Wage and Davis Bacon Wage (if required) requirements and are contractually bound to maintain records of such wage compliance.

3. CM and all Trade contractors must provide valid certificates for liability and workers' compensation insurances.

4. The CM and all trade contracting organization must provide a certified copy of a resolution authorizing the signature for all signers of the contract.

B. CM shall be responsible for performance and labor & material payment bonds for the full value of CM contract. CM shall include in proposal and have accepted by DTMB Project Director an approach/method to manage trade contract risk and shall implement and utilize same during bidding & award of all trade contracts.

TRADE CONTRACTOR REQUIREMENTS

1. CM shall submit list of subcontractors and suppliers to the Project Director for review and approval.

2. CM shall review and recommend trade contractor Schedule of Values to Project Director for review and approval;

CM shall include all CM fees, staff, reimbursable and other CM direct costs along with each individual trade contract on a complete CM summary schedule of values. Individual trade contractor schedule of values shall be provided as back up to the CM summary SOV for each proposed and final payment request.

3. CM shall prepare overall shop drawing and submittal schedule and shall manage and require trade contractors to submit shop drawings and samples as soon as possible to project PSC Deign Professional for approval. All submittals shall be electronic. No work shall be put in place without approved shop drawings.

4. CM shall provide Project Director name of overall project safety officer and job superintendent and appropriate contact information. CM shall also maintain and distribute to team a complete list of contacts for all trade contractors safety officers and job superintendent.

5. CM shall lead monthly pay request pencil review/approval process with collaboration of PSC Design Professional and DCD Field Representative. CM will provide DTMB-440 Payment Request along with AIA G701/702 Pay Request and overall schedule of values with supporting back up material and individual trade contractor AID G701/701 pay requests and schedule of values and final package will be submitted to Project Director with appropriate sign offs.

A. The PSC Design Professional and DTMB Field Representative will review with CM as noted above. Design

Professional shall certify CM AIA cover invoice; Field Representative shall initial CM AIA or CM DTMB -

440. Upon receipt of package including certifications and FR initial, Project Director will process for payment.

C. CM shall be required for the overall project, and shall require for each trade contractor, final waivers, Guarantees and Indebtedness DMB-437, other guarantees, Consent of Surety, etc., as mandatory for any/all final payment requests.

6. CM shall submit substantial completion request for the overall project in writing to the PSC Design Professional and Project Director once CM has reviewed, performed CM punch and certified project is substantially complete.

PRIOR TO STARTING THE TRADE CONTRACT WORK

l. CM shall ensure that all trade contractor will be required to post the prevailing wage rates on the job site in a conspicuous location.

2. CM shall secure all general building and overall project permits and ensure trade contractor(s) shall secure ALL

REQUIRED SPECIALTY PERMITS necessary for proper execution of the work prior to starting work on the project site. Evidence that the permits have been secured shall be furnished to the SPC Design Professional and Project Director before starting work.

3. CM and/or trade contractor(s) shall pay for all permits. CM will include CM direct paid permit costs as reimbursable project expense per proposal and in the pay requests.

4. The CM shall maintain for CM and all trade contractors, all required paper and electronic files of appropriate Safety

Data Sheets in accordance with the Michigan Right-To-Know Law (paints, solvents, roofing materials, or anything of a chemical nature). An electronic copy of the up to date SDS manual shall be made available to DCD.

PROCEDURE FOR CHANGE ORDERS

Except in an emergency endangering life or property, no deviation from contract documents will be allowed without the issuance and approval of the following documents:

1. A bulletin request, DTMB-485, shall be prepared by the CM & PSC for Project Director & agency authorization.

Bulletin request shall include estimated costs by the CM & PSC

2. PSC prepares Bulletin, CM distributes for trade contractor quotes and requires quotes to include appropriate breakdown of quantities, labor, materials, etc.

3. After review and evaluation, the CM will submit a recommendation signed by both CM and PSC to the Project Director for approval. The project manager should present current financial summary status with each recommendation.

4. If individual letter quote revisions are assembled without bulletin, similar quote breakdown, CM recommendation, CM & PSC signature shall be submitted to the Project Director for approval.

5. If change involves allocation authorization of contingency allowance, CM may proceed upon approval, and issue appropriate trade contract change orders accordingly..

6. If changes involve a change in the total CM contract amount, CMA shall prepare Modification Request documents and submit to Project Director to obtain agenda approval and issue a CM contract modification/change.

TESTING SERVICES

The CM will receive proposals, evaluate and recommend best value consultant and contract as a construction general condition reimbursable expense for quality control testing services for those materials/products required to meet quality control standards specified in the contract. The trade contractors will be responsible for testing required to meet code requirements as promulgated by code inspecting authorities. Copies of the results of either testing methods should be distributed to the project team.

DTMB-0460 (R 12/16)

PROJECT PROCEDURES

DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET

State Facilities Administration Design and Construction Division

Mailing Address: P.O. Box 30026, Lansing, MI 48909 Street Address: 3111 W. St. Joseph Street, Lansing, MI 48917

AGENCY

PROJECT NAME / LOCATION

INDEX NUMBER(S) AGENCY NO. PURCHASE ORDER NO. CONTRACT NO. FILE NUMBER(S)

ORGANIZATIONAL MEETING DATE CONTRACT SUBSTANTIAL COMPLETION DATE

REPRESENTATIVES

STATE FACILITIES ADMINISTRATION REPRESENTATIVE (PROJECT

DIRECTOR OR MANAGER) TELEPHONE NO./CELL NO./FAX/E-MAIL

FIELD REPRESENTATIVE TELEPHONE NO./CELL NO./FAX/E-MAIL

PROFESSIONAL SERVICE CONTRACTOR AND ADDRESS

PROFESSIONAL SERVICE CONTRACTOR REPRESENTATIVE TELEPHONE NO./CELL NO./FAX/E-MAIL

AGENCY ADDRESS

PROJECT AGENCY REPRESENTATIVE TELEPHONE NO./CELL NO./FAX/E-MAIL

AGENCY SAFETY CONTACT

CONTRACTOR AND ADDRESS

OFFICE CONTACT TELEPHONE NO./CELL NO./FAX/E-MAIL

FIELD CONTACT TELEPHONE NO./CELL NO./FAX/E-MAIL

CONTRACTOR SAFETY REPRESENTATIVE – 24 HOUR CONTACT TELEPHONE NO./CELL NO./E-MAIL (MUST list 2 numbers)

DTMB MANAGED / OWNED FACILITY EMERGENCY CONTACT NUMBER: ________________________________________.

EMERGENCY CONTACT NUMBER FOR PROJECT AGENCY / FACILITY: ________________________________________.

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PROFESSIONAL SERVICE CONTRACTOR REQUIREMENTS

The Professional Service Contractor (PSC) is required to submit a project inspection sheet (DTMB- 0452) for all site visits to the project. These sheets shall be submitted to the Project Director or Field Representative for signature, when billing for field hours.

CONTRACTOR REQUIREMENTS

1. Subcontractors and suppliers, if not previously submitted, the Contractor shall submit, within days, to the PSC, the Project Director, and the Field Representative, in accordance with the Contract.

2. Schedule of values, if not previously submitted, the Contractor shall submit, within days, to the PSC, the Project Director, and the Field Representative, in accordance with the Contract. No progress payments will be made prior to receipt and approval of a schedule of values.

3. Progress schedule, if not previously submitted, the Contractor shall submit, within days, to the PSC, the Project Director, and the Field Representative, in accordance with the Contract.

4. Shop drawings and samples to be submitted to the PSC for review. The number of copies required is . The PSC will distribute as discussed. No work shall be put in place without prior review by the PSC as per the Contract.

5. Pay requests, shall be submitted including purchase order number, to the Project Director, Field

Representative, and the PSC. The State will furnish payment vouchers (DTMB-0440).

Processing sequence will be as follows:

a. Field Representative will review the payment rough draft with the PSC and initial the blue copy of the final payment request.

b. The payment request, which has the Field Representative’s initials, is to be sent to the

PSC.

c. The PSC will review and, if in agreement, will certify and send the payment request to the Project Director.

d. Final payments should not be submitted until all close out documents have been submitted and reviewed. Contract close out requirements are outlined in the contract. A contractor closeout check list is attached to assist the contractor in successfully completing the project.

6. The Contractor shall submit a substantial completion request by letter to the PSC with copies sent to the Project Director and Field Representative. The contractor shall develop a work completion list and finish said work prior to submission of a substantial completion request.

7. Liquidated damages for this project are $ per day after the date of Substantial Completion, and $ per day after the date of Final Completion, .

8. A Builders’ Risk Policy is not provided by the State of Michigan, however it is the Contractor’s responsibility to provide insurance as required by the Bonding Company and per the Contract.

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AGENCY REQUIREMENTS

1. The agency shall mark any and all known locations of utilities in the contract work area. (This does not relieve the Contractor of any contract responsibilities; i.e., calling Miss Dig or specific Contractor locator service requirements.)

2. The agency shall move or relocate furnishings, window coverings, or agency equipment, if so specified, as required for the Contractor to perform their contract duties.

3. The agency shall provide the necessary security oversight and access to the project site as required for the Contractor to perform their contract duties.

4. The agency shall provide “As-Built” information, if available, to the Contractor.

5. The agency shall follow through on Warranty issues as stated on the “Warranty Policy” of the

Department of Technology, Management and Budget.

6. Agency shall provide an asbestos report if one exists.

PRIOR TO STARTING WORK

1. The Contractor must purchase ALL REQUIRED PERMITS from the appropriate agencies, necessary for the proper execution of the work, prior to starting work on the project site. Evidence that the permits have been purchased shall be furnished to the PSC, Project Director, and the Field Representative before starting work.

2. The Contractor is to review with the agency its operating procedures, parking requirements, storage areas, working conditions, etc.

3. The contractor shall submit Safety Data Sheet’s (SDS’s) to the agency in accordance with the Michigan Occupational Safety and Health Act (MIOSHA), General Industry Standard Part 92, Construction Standard Part 42, also General Industry and Construction Health Standard Part 430.

This includes but is not necessarily limited to paints, solvents, roofing materials, or anything of a chemical nature. All SDS Sheets must be submitted prior to the delivery of any of these materials to the project site.

4. Prior to beginning work on site the Contractor shall install all required barricades, signs, and warning devices. The Contractor shall also post the Contract Prevailing Wages, Safety information, and employment notifications on the site.

5. SOIL EROSION / SEDIMENTATION & STORM WATER CONTROL MEASURES -

The Department of Technology, Management and Budget is an Authorized Public Agency per the requirements of PA 451 of 1994, Part 91 as amended and no other local or county SESC permits are required. For projects which include an earth disturbance greater than one acre, or which lie within 500 lineal feet of a lake, stream or wetland area (waters of the State), the contractor must submit an SESC Implementation Plan to the DTMB SESC Unit prior to the initiation of any earth change activities at the site. Upon review of the implementation plan submitted by the Contractor, the DTMB SESC Program representative will issue an “Authorization to Proceed with Earth Change”, which must be posted at the project site. Upon receipt of this authorization, the Contractor may begin earth change activities unless there is an MDEQ NPDES Storm Water Permit required for the project. For projects which include an earth disturbance of 5 acres or more, the Contractor is required to obtain an MDEQ Water Bureau NPDES Storm Water Permit prior to the initiation of any earth change activities. The MDEQ Water Bureau NPDES Storm Water Permit will have an associated fee cost.

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HEALTH AND SAFETY

The Preconstruction Safety Checklist (attached) will be reviewed by the Project Director, Project Agency Rep, the Project Safety Rep and General Contractor. A copy of the Preconstruction Safety Checklist shall be posted in a visible location at the project site.

PROCEDURE FOR PROPOSED CHANGE ORDERS

Except in an emergency endangering life or property, no deviation from the contract documents will be allowed without the issuance and approval of the following documents:

1. The PSC will fill out a bulletin request (DTMB-0485). This bulletin request form shall be addressed to the PSC from the Project Director. After the Project Director and authorized agency representative approves the bulletin request, the PSC shall issue a Contract Bulletin to the Contractor. Copies of the Bulletin shall be sent to the Project Director and the Field Representative.

2. Upon receipt of the bulletin, the Contractor shall promptly (per specifications) prepare and submit a quotation to the PSC with copies sent to the Project Director and the Field representative. The Contractor shall reference the Bulletin number on their quotation. The quotation must be itemized and include:

a. Description of quantities and costs of materials.

b. Hours of labor, rates (including fringe benefits) and total labor cost.

c. Equipment rental charges.

d. Contractor’s overhead and profit (per the specification requirements).

e. Subcontractors to follow the same itemization as above.

f. The Contractor’s signature is required on quotation.

3. After review and evaluation, the PSC will submit a recommendation letter (accompanied by signed copy of the quotation, bulletin, and bulletin request) to the Project Director with a copy to the Field Representative and the Contractor.

4. Upon completing a review, the Project Director and/or the Field Representative will draft a contract change order that will be processed by the DTMB. The DTMB will issue a Contract Change Order to the Contractor.

TESTS

The Owner may provide testing services for those materials required to meet quality control standards specified in the contract. The Contractor will be responsible for testing required to meet code requirements of code inspecting authorities. Copies of the results of either testing methods to be distributed to the PSC and the Project Director with a copy to the Field Representative.

PROGRESS MEETINGS

Progress meetings will be held on the (first, second, third, or fourth)/(Monday, Tuesday, Wednesday, Thursday, or Friday) of each month at a.m./p.m., unless otherwise notified.

Rev 12/16

DMB-PRECON_SAFETY

PRE-CONSTRUCTION SAFETY CHECKLIST

DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET

STATE FACILITIES ADMINISTRATION

Design and Construction Division

Mailing Address: P.O. Box 30026, Lansing, MI 48909

PROJECT NAME

DATE

INDEX NUMBER(S)

AGENCY NUMBER

FILE NUMBER

DEPARTMENT/UNIVERSITY/COLLEGE

STATE FACILITIES ADMINISTRATION REPRESENTATIVE (PROJECT DIRECTOR OR MANAGER)

PHONE

CELLULAR PHONE

E-MAIL

FAX

PROJECT AGENCY REPRESENTATIVE

CONTRACTOR

CONTRACTOR SAFETY REPRESENTATIVE *

ADDRESS

* The Contractor Safety Representative must be available at all times (24 hours, 7 days) to respond to safety and health-related issues at the project site.

1. Will this project take place inside or adjacent to an occupied State of Michigan building or facility?

_____Yes _____No

If yes, the project agency representative should be present at the pre-construction meeting and should be copied on all project information pertinent to the health and safety of the building occupants.

2. Does the contractor have in place a comprehensive employee safety and health program consistent with Michigan Occupational Safety and Health Act (MIOSHA-P.A.154 of 1974) standards?

If yes, a copy must be on site while the contractor is on site.

If no, prior to starting work, the contractor must develop a written comprehensive health and safety program for his/her employees according to MIOSHA standards.

3. Does the project require utility or facility tie-ins or shut downs?

If yes, review the responsibilities of the contractor and the project agency representative. Review lock-out/tag-out requirements if needed and document the procedures. (Attach a report if needed)

Pre-Construction Safety Checklist

4. Will this project involve the use of chemicals or materials which may potentially pose an exposure risk to employees and/or building occupants (i.e., solvents, adhesives, epoxies, roofing compounds, etc.)?

If yes:

The contractor will submit copies of all Safety Data Sheets (SDS’s) to the project agency representative.

The contractor will review with the project director, professional, and project agency representative the project schedule; address the need for temporary shutdown of ventilation, temporary evacuation of employees or building occupants; installation of temporary critical barriers or other processes which may be necessary to prevent exposure to chemicals or materials which may potentially pose an exposure risk.

Notes: _______________________________________________________________________

5. What potential health & safety hazards may currently exist that the agency is aware of on this project site?

_____Yes _____No _____N/A

If yes:

Chemicals or materials governed by MIOSHA that require a Safety Data Sheet (SDS)

Asbestos containing building materials

*Is there an Asbestos Containing Building Materials report available? ____Yes _____No *If yes, has the report been shared with the contractor? ____Yes _____No

*Has the state agency notified their staff of the potential danger/hazard per MIOSHA General Industry Health Standard Part 305 (Asbestos for General Industry) and MIOSHA Construction Health Standard Part 602 (Asbestos for Construction)? ____Yes _____No

Lead containing materials

Mold within the project scope area limits

Other: _______________________________________________________________________

6. Additional safety items for review:

Construction noise and dust

Shut down of the fire protection systems

Hot work, welding, torch activities, etc… (Fire Watch)

Confined space entry

7. Signatures: By signing this checklist, I am acknowledging that I have read this document thoroughly and understand its contents.

STATE FACILITIES ADMINISTRATION REPRESENTATIVE

PROJECT AGENCY REPRESENTATIVE

CONTRACTOR SAFETY REPRESENTATIVE DATE

This completed checklist will be posted on the project work site.

DTMB‐440 (Rev 12/17) Construction Electronic

Firm's ID No. *****‐

DATE DATE

Amount

a. Original Contract Amount:

b. Approved Contract Change Orders to date:

c. Current Contract Amount:

d. Amount Completed & Stored on Site:

e. Less Previous Payment:

f. Amount Due this Request:

g. Balance to Complete:

h. Percent to Complete:

TOTAL DUE $0.00

Firm's City, ST Zip

CONTRACTOR'S CERTIFICATION: I CERTIFY THAT THE SERVICES LISTED BELOW ARE PROPER CHARGES AGAINST THE STATE OF

MICHIGAN

Firm's Address 1

NAME AND ADDRESS OF PSC/CONTRACTOR

LAST 4 DIGITS of FEDERAL ID NUMBER (IF NONE, SOCIAL SECURITY NUMBER). THIS IS REQUIRED FOR BILLING AND TAX PURPOSES. PAYMENTS WILL NOT BE PROCESSED WITHOUT THIS INFORMATION:

Firm's Address 2

SIGNATURE OF CONTRACTOR

PO Number File NumberFirm's Name

DEPARTMENT CERTIFICATION: I CERTIFY THAT THE SERVICES REPRESENTED BY THIS PAYMENT REQUEST

WERE PROPERLY AUTHORIZED AND ARE FOR A PURPOSE INCLUDED WITHIN THE APPROPRIATION OR AS

OTHERWISE PROVIDED BY LAW. THE AMOUNTS ARE CORRECT AND PROPER AND ARE APPROVED FOR

PAYMENT.

Project Name: Insert Project Name as it appears in the Contract Order

SIGNATURE OF AUTHORIZED DEPARTMENTAL AGENT

NOTE: MUST ATTACH SCHEDULE OF VALUES &/OR OTHER SUPPORTING DOCS

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00 0%

PAYMENT REQUEST

SUBMIT REQUEST TO: DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET

DESIGN AND CONSTRUCTION DIVISION

Mailing Address: P.O. Box 30026, Lansing, MI 48909

Street Address: 3111 W. St. Joseph Street, Lansing, MI 48917

VOUCHER NO.

THIS FORM IS REQUIRED FOR USE BY PROFESSIONAL SERVICE AND CONSTRUCTION CONTRACTORS

ON CAPITAL OUTLAY AND MISCELLANEOUS OPERATING PROJECTS TO RECEIVE PAYMENT. AUTHORITY: 1984 PA 431

INSTRUCTIONS TO CONTRACTOR: 1) USE SEPARATE REQUEST FORM FOR EACH CONTRACT ORDER. 2) FILL IN ALL APPROPRIATE FIELDS, ORIGINAL CONTRACT AMOUNT, APPROVED CONTRACT CHANGE ORDERS, AMOUNT COMPLETED, LESS PREVIOUS PAYMENTS. ALL OTHER FIELDS ARE CALCULABLE. 3) AUTHORIZED SIGNATURE MUST APPEAR ON ALL PAYMENT REQUESTS. 4) FORWARD PAYMENT REQUEST AND ALL BACKUP TO PROFESSIONAL SERVICES CONTRACTOR

(PSC) OR PROJECT DIRECTOR IF NO PSC.

DATE CONTRACT NUMBER

PURCHASE ORDER NUMBER FILE NUMBER

DEPARTMENT OR AGENCY

Department or Agency Contract NumberToday's Date

DTMB-0489 (R 6/16)

STATE FACILITIES ADMINISTRATION

Design and Construction Division

INSTRUCTIONS TO CONTRACTORS FOR PREPARATION OF BULLETIN

COST QUOTATIONS FOR CONTRACT CHANGE ORDERS

1. Upon receipt of the bulletin, the contractor has the responsibility to:

a. Submit detailed cost quotation as promptly as possible. It must be dated and signed. Lump sum proposals will not be accepted and will be returned to the contractor for resubmittal by the professional service contractor.

b. Prepare the cost breakdown for each item covered in the bulletin, in detail, (in accordance with the following guidelines) setting forth the material, labor, labor fringes, equipment costs with overhead, profit and/or handling fees.

2. Following are sample guidelines for use in preparing detailed cost breakdown for each item in the bulletin being quoted:

a. Material Cost:

List material giving unit cost x number of units = cost __________ Add 6% sales tax __________ Add applicable shipping costs __________ Subtotal Material Costs $__________

b. Labor Cost - List for each trade the:

Hourly rate x number of hours = labor cost __________

Add Labor Fringes as applicable:

F.I.C.A __________ M.E.S.C. __________ Pension Contribution __________ Vacation Contribution __________ H.E.W. Insurance __________ Add total fringes labor __________ (This is not mandatory, but is helpful if presented labor costs are excessive.)

Labor Cost __________ Subtotal Labor Cost $__________

c. Equipment (heavy, i.e., cranes, earth moving, hoists, etc.):

Rental charge or equivalent per day of week, including operating costs except labor. __________ Subtotal Equipment Cost $__________

d. Overhead & Profit - Suggested Percentages

(1) Work performed by prime contractor, up to 15% total for overhead and profit.

(2) On work performed by subcontractor, the prime contractor is allowed up to 5% handling charge, unless otherwise stated in the contract documents.

(3) Work performed by subcontractor up to 15% total for overhead and profit.

Subtotal Overhead and Profit $__________

e. Time Impact and General Conditions Costs __________

TOTAL COST ITEM $__________

NOTE: When contract documents stipulate unit prices, the following procedure will be used. Unit price costs based on those established in contract documents times the number of actual or measured units. $__________

This is an instructional form for use in the preparation of contract changes. Authority: 1984 PA 431

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INSTRUCTIONS TO PROFESSIONAL SERVICES CONTRACTOR FOR

REVIEW OF CONTRACTORS BULLETIN COST QUOTATION AND

RECOMMENDATION FOR CONTRACT CHANGE ORDER

The professional has the responsibility to see that the contractor submits quotation on time and upon receipt to carefully review the Contractor's cost quotations promptly before submitting to State Facilities Administration with their recommendation.

The Professional Services Contractor shall:

1. Ensure the contractor has prepared the cost breakdown for each item in accordance with the sample and guidelines as outlined in instruction to contractor. If the breakdown is not complete, the quotation will be returned to contractor for resubmittal.

2. Carefully evaluate all quantities and costs submitted by the contractor and, if necessary, check proposed quantities with the State field representative before submitting the recommendation to State Facilities Administration for processing the contract change order.

3. With each recommendation for a contract change order, the Professional Services Contractor shall submit an updated financial statement showing the:

a. "B" construction funds in the work order.

b. The current "B" contract amounts.

c. The resultant contingency balance (original contract amount plus aggregate of all change orders).

4. Time and General Conditions Evaluations

DTMB-0452 (Rev 6/16)

PROFESSIONAL'S INSPECTION RECORD

DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET

State Facilities Administration

Design and Construction Division

This form is required to verify visits by the professional service contractor on the job site. Complete this form and attach it to the appropriate payment voucher for services rendered. (Authority: 1984 PA 431)

PROFESSIONAL SERVICE CONTRACTOR

DEPARTMENT/AGENCY

PROFESSIONAL

PURPOSE OF VISIT

TRAVEL

TIME

SITE TIME

FIELD REPRESENTATIVE OR CONTRACT ADMINISTRATOR DATE

PROFESSIONAL SERVICE CONTRACTOR DATE

DTMB-0437 (R 6/16)

GUARANTEE AND INDEBTEDNESS STATEMENT

RETURN TO: DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET

State Facilities Administration

Design and Construction Division Mailing Address: P.O. Box 30026, Lansing, MI 48909

Street Address: 3111 W. St. Joseph Street, Lansing, MI 48917

This form is required to receive final payment for the contract. Upon completion, submit a completed form to the address above. Authority: 1984 PA 431

The undersigned provides the following statements covering the work defined in the contract dated:

INDEX NUMBER

GUARANTEE

We guarantee that all labor and materials furnished and the Work performed by us in connection with the subject work are in accordance with the plans and specifications, authorized alterations and additions that should any defects develop or become apparent for a period of __________ year(s) from date of acceptance ______________________________ the same shall, upon written notice, be made good by us without expense to the Owner, and that any other Work, affected in correcting such defects shall also be made good. In addition to the above guarantee, the following additional items are guaranteed as noted:

INDEBTEDNESS STATEMENT

We certify that all payrolls, material bills, and other indebtedness connected with the work on the subject project have been paid in full.

COMPANY NAME AND CONTRACTOR'S SIGNATURE DATE

WITNESS SIGNATURE DATE

cc: Agency

Designer

DTMB-0434 (R 6/16)

CERTIFICATION OF OFF-SITE MATERIAL STORAGE

RETURN TO: DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET

State Facilities Administration Design and Construction Division

INDEX NUMBER

AGENCY NUMBER FILE NUMBER CONTRACT NUMBER

CONTRACTOR NAME AND ADDRESS

1. The materials are stored on property owned or leased by the Contractor or owned by the agency.

2. The materials are insured against loss by fire, theft, flood or other hazards.

3. The materials are properly stored and are protected against loss or damage.

4. The materials are in accordance with the plans and specifications and would normally, in the opinion of the Contractor, entitle him/her to payment upon delivery to the project site.

5. The materials are specifically allotted, identified, and reserved for the project.

6. Each item and its cost is listed in the request for payment together with the location of the storage facilities.

7. The foregoing conditions will be continued in force until the items have been delivered to the project site.

APPROVALS

I certify that the above-listed items are true and correct.

CONTRACTOR'S SIGNATURE DATE

We agree that this certification concerning the subject Contract will not relieve us of any responsibility as surety for the Contractor.

SURETY COMPANY REPRESENTATIVE'S SIGNATURE DATE

SURETY COMPANY'S NAME AND ADDRESS

DTMB-0485 (R 4/17)

State Facilities Administration Design and Construction Division

BULLETIN REQUEST NO.

The purpose of this form is to document proposed changes to the construction contract and assure that the project team is aware of the impact of the proposed change to the overall project cost and schedule. Professional to complete this form and obtain authorization from the Project Director at a regular project meeting or via email.

LOCATION

PROFESSIONAL (Firm and Individual)

CONSTRUCTION CONTRACTOR and CONTRACT ‘Y’ NUMBER

Describe the proposed construction contract change (reference the letter quotes, correspondence, RFIs etc. prompting the requested contract change):

Reason(s) for construction contract change:

Categorize the total estimated construction cost change (add/deduct):

Design Omission Design Error Scope Change Field Condition

Estimated total construction cost change: $ (Add / Deduct )

Estimated construction contract time adjustment: calendar days (Add / Deduct )

Estimated Bulletin release date for pricing:

Estimated additional PSC fee: $ (only if Scope Change or Unknown Field Condition)

The PSC’s services will be compensated according to the contract terms (see following notes):

Design Omission: No increase in the PSC’s total contract.

Design Error: No compensation. The Professional is obligated for design cost.

Scope Change or Field Conditions: Additional work required by previously unknown building or site factors or Owner's request for scope change. Compensation will be at the hourly rate and requires a PSC contract modification.

Do not prepare a Bulletin unless the DTMB DCD Project Director authorizes the change.

Authorized: Date: Concur: Date:

Project Director Agency Point of Contact

Approved Copy to: File, DCD Field Representative, Agency POC, PSC

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DTMB-0413 (R 6/16)

GENERAL RELEASE - VISITORS

STATE OF MICHIGAN

DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET

State Facilities Administration

PROJECT NUMBER FILE NUMBER DATE

DEPARTMENT/AGENCY/LOCATION

In consideration of permission granted to the undersigned to enter and inspect the premises owned by the State of Michigan and/or operated by the above named agency, upon which property the identified project is being constructed, which permission is given as a courtesy to me (us) and for my (our) benefit only, I (we) herewith agree for myself (ourselves) and for my (our) heirs, executors and administrators that I (we) will do and release and forever discharge the State of Michigan and/or the above named agency and/or the contractors or subcontractors who may be performing work on the said premises from all manner of claims, actions or causes of action which I (we) may suffer while on the said premises, whether the said injury or damage may be due to the act or negligence of the said State of Michigan or of the above named agency or of any contractor or subcontractor or otherwise, it is understood that I (we) accept full responsibility for the above mentioned risk.

In witness whereof, I (we) have hereunto set my (our) hand this _______ day of _______________ , 201__.

SIGNATURE(S) OF VISITOR(S) AUTHORIZING RELEASE

Print Name Signature

DTMB-0445 (R 6/16)

CERTIFICATE OF SUBSTANTIAL COMPLETION

DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET

State Facilities Administration

Design and Construction Division

DATE OF SUBSTANTIAL COMPLETION:________________________

FINAL COMPLETION DATE:________________________

The work performed under the subject contract between the State of Michigan and the contractor named at the location listed, has been inspected and found to be in compliance with the contract documents, including duly authorized changes, except for the list of the exceptions noted. The Contractor agrees to complete or correct these items on or before (date):

CONTRACT PRICE

CONTRACTOR NAME AND ADDRESS

PROFESSIONAL

1. SCOPE: This Certificate of Substantial Completion is for the entire Work or the parts of the Work listed in Attachment A .

2. DIVISION OF RESPONSIBILITIES: The responsibilities between the Owner and Contractor for security, operation, safety, maintenance, heat and utilities, insurance and warranties and guarantees, pending final payment (or Substantial Completion of the entire Work), shall be as shown on Attachment B.

3. DOCUMENTS ATTACHED: The following documents are attached to and made a part of this Certificate:

PUNCH LIST

APPROVALS

AGENCY REPRESENTATIVE DATE

CONTRACTOR DATE

STATE FACILITIES ADMINISTRATION DATE

PROFESSIONAL DATE

White - Contract Green - Project Manager Canary - Professional Service Contractor Pink - Contractor Goldenrod - Agency

Items of work must be completed before final payment can be made and the contract close out. Authority: 1984 PA 431.

Rev 1/17

CHECKLIST FOR CONTRACTOR’S SOIL EROSION

AND SEDIMENTATION CONTROL IMPLEMENTATION PLAN

For projects that include earth changes or disturb existing vegetation.

DEPARTMENT OF TECHNOLOGY, MANAGEMENT & BUDGET

STATE FACILITIES ADMINISTRATION, DESIGN AND CONSTRUCTION DIVISION

SOIL EROSION & SEDIMENTATION CONTROL PROGRAM

PROJECT NAME: Click or tap here to enter text.

PROJECT LOCATION: Click or tap here to enter text.

PROJECT FILE NUMBER: Click or tap here to enter text.

Prior to the start of earthwork, the Contractor must submit a Soil Erosion and Sedimentation Control (SESC) Implementation Plan to the Department of Technology, Management and Budget, Soil Erosion and Sedimentation Control Program. The intent of this plan is to ensure that the Contractor has reviewed and understands the SESC provisions within the plans and specifications. The following checklist will provide Contractors with assistance in creating the SESC Implementation Plan.

The SESC Implementation Plan must include:

1. ☐ A written plan or letter demonstrating:

☐ The Contractor’s means and methods for the implementation of SESC provisions included within the plans and specifications and compliance with the provisions of Part 91 of PA 451 of 1994, as amended

☐ The Contractors plan for dust control

☐ The Contractor’s plan for inspection and maintenance of temporary soil erosion and sedimentation controls

☐ Contractor contact and mailing information: Click or tap here to enter text.

2. ☐ A map, location plan, drawing, or amended copy of the project SESC or grading plan showing:

☐ The locations of any stockpiles of soil associated with the project

☐ The temporary SESC controls associated with stockpiles of soil

☐ The Contractor’s suggested or proposed additions or relocations of any temporary or permanent SESC controls associated with the project plans and specifications (subject to approval by engineer and DTMB)

☐ Location of site entrances, exits and vehicle routes

☐ Location of site superintendent’s/project manager’s site trailer or office (for SESC Inspector check-in)

3. ☐ A schedule for the installation and removal of temporary controls and the installation of permanent soil erosion and sedimentation controls in relation to the overall construction schedule.

Submit the above items to: SESC Program Manager State of Michigan - DTMB, State Facilities Administration Design and Construction Division

Lansing, MI 48909

Upon approval of the contractor’s plan, an “Authorization to Proceed with Earth Change” will be issued by the DTMB SESC Unit.

Rev 6/16

Design and Construction Division

Sample Progress Meeting Format

Date:

Progress Mtg. No.:

Location:

Project: Department:

Agency:

Project Name:

File No.:

Index No.:

Contract No.:

Project Completion Date Anticipated Completion Date

Attendance:

1. Corrections to Previous meeting minutes.

2. Contractors Submittals

A. List of Subs and Suppliers B. Schedule of Values C. Construction Schedule D. Comments

3. Shop Drawing Status

A. CSI Division and % complete.

1. 9.

2. 10.

3. 11.

4. 12.

5. 13.

6. 14.

7. 15.

8. 16.

B. Comments

4. Safety

A. Accidents:

B. Citations:

C. Site Conditions:

D. Comments:

Rev 6/16

5. Payment Requests Status

A. Draft Requests B. Previous Requests C. Comments

6. Builders Risk Claims

A. New Claims B. Old Claims

7. Permits & Code Inspections

A. General Building B. Site and Utility C. Plumbing D. Mechanical E. Electrical F. Certificate of Occupancy G. Comments

8. Bulletins & Change Orders

A. Bulletin Log

1. Bulletin no.

2. Bulletin authorization date

3. Bulletin issue date

4. Bulletin quotation date

5. Bulletin review date

6. Bulletin recommendation date

7. Draft change order date

8. Change order approval date

B. Comments:

9. Material Safety Data Sheets A. Submittals B. Comments:

10. Material Testing

A. Reports B. Quality of Work C. Comments:

11. Progress of Work

A. Schedule B. Contractors comments:

C. Owners comments:

D. Coordination required

12. Problems Old (Status)

13. Problems New (Status)

14. Are Building Occupants/Users affected by items discussed today?

15. Next Meeting(s) Scheduled

DTMB-0499 (Rev 10/17)

DEFECTIVE WORK/NON-COMPLIANCE NOTICE

Professional, Project Director, or Owner’s Field Representative may complete the first section to identify portions of the Work considered defective/non-compliant.

The Professional will then make a determination.

TO: CONTRACTOR

Click or tap here to enter text.

DATE

Click or tap to enter a date.

TIME

Click or tap here to enter text. AM/PM.

DEFECTIVE WORK/NON-COMPLIANCE NOTICE NO.

Click or tap here to enter text.

PROJECT NAME

Click or tap here to enter text.

FILE NUMBER

Click or tap here to enter text.

PROFESSIONAL

Click or tap here to enter text.

PROJECT DIRECTOR

Click or tap here to enter text.

OWNER’S FIELD REPRESENTATIVE

Click or tap here to enter text.

You are hereby notified that ☐ test ☐ inspection indicates that the portion of the Work described below:

Click or tap here to enter text.

is Defective/Non-Compliant. This Work does not conform to the Contract Documents, and/or does not meet the requirements of inspection, test, or approval.

The requirements for the work involved are located on Drawing Page Click or tap here to enter text., DetailClick or tap here to enter text., and/or Project Manual Division Click or tap here to enter text. , Paragraph Click or tap here to enter text.

The Professional must complete the second section, issue the Defective Work Notice, and direct the Contractor.

☐ You are directed to take immediate corrective action to bring this Work into conformance with the Contract Documents promptly. This Defective Work/Non-Compliance Notice is NOT a Stop Work Order. Defective Work/Non-Compliance may be required to be removed and replaced at no cost to the Owner. The Contractor shall bear responsibility for the proportionate share of any Delay and costs resulting from the correction and/or the removal and replacement of Defective Work/Non-Compliance.

☐ The Owner, with the advice of the Professional, has determined to accept the Defective Work/Non-Compliance. The Contractor shall bear responsibility for the proportionate share of any Delay and costs associated with the Owner’s determination to accept the Defective Work/Non- Compliance. A Change Order will be issued incorporating the necessary revisions in the Contract Documents and the Contract Price shall be adjusted accordingly.

DETAILED INFORMATION: (attach photographs, test results, written instructions as necessary):

Click or tap here to enter text.

PROFESSIONAL’S SIGNATURE

Click or tap here to enter text.

DATE

Click or tap to enter a date.

DATE DEFECTIVE WORK/NON-COMPLIANCE NOTICE WAS DELIVERED TO THE CONTRACTOR: Click or tap to enter a date.

CONTRACTOR'S PROJECT REPRESENTATIVE SIGNATURE/TITLE DATE

Click or tap here to enter text. Click or tap to enter a date.

Revised 6/16

CONTRACTOR PROJECT CLOSE OUT – CHECK LIST

DEPARTMENT OF TECHNOLOGY, MANAGEMENT & BUDGET

State Facilities Administration, Design and Construction Division

Lansing, Michigan 48909

Substantial Completion - Items Check List for of a project.

Certifications of Fire Alarm System and Sprinkler System. (Vendor Certifications) Permit certifications, including all applicable permits. This may include but not limited to general building permit, mechanical permit, HVAC permit, electrical permit, site work permit, or any other miscellaneous permits.

Certificate of Occupancy from the applicable permitting agency.

Fire Marshal, Fire Department, or agency fire Inspection final approval.

Heating, ventilation, cooling balance reports and equipment start up reports.

Water test and balance reports. Including anti-bacteriology reports.

Keys – submit any and all keys required to operate the facility, to the DTMB or the operating agency. (An agency sign off is required for transmitted keys.) All remaining specified keys required by the project specifications must be submitted prior to final project close out.

(Including but not limited to; fire extinguisher cabinets, fire alarm panel, access doors, cabinets or case work, electrical panels, computer systems, HVAC controls panels or security systems.)

Agency training to be completed to the extent required to properly operate the new facility.

(An agency sign off is required.) Remainder of agency training specified must be complete prior to final project close out.

O & M Manuals – a minimum of at least one (1) copy of all O & M Manuals must be submitted at the time of Substantial Completion. The remaining specified number of copies must be submitted prior to final project close out.

Special Tool and Equipment – any special tools, spare parts, accessories, or equipment required to operate the facility must be turned over to the DTMB or operating agency before substantial completion. The remainder of same is to be turned over prior to project close out.

(An agency sign off is required.)

Project Close Out - Items Check List. (Items in addition to above substantial completion requirements).

Final Pay Request (DMB-440) Guarantee and Statement (DMB-437) Extended guarantees as specified. (Including but not limited to the roof warranties including flashing, and sheet metal work, windows, including glass seal, and manufacture warranties, doors, equipment Warranties which extend beyond the normal contract guarantees, and including any service agreements for elevators, air conditioning units, kitchen equipment, computer systems, or other special equipment.)

Submit bond/surety company release for final payment. (Power of Attorney if required) Submit AS-BUILTS as specified.

O & M Manuals - submit balance of the specified copies that where not submitted previously.

Turn Over Items - submit balance of specified items that where not submitted previously.

Keys - submit balance of specified copies that where not submitted previously.

Extra Materials – submit all specified items including but not limited to; ceiling tile, paint/ varnish, carpet/VA tile/other finish materials, filters, and fuses.

Resolve all outstanding contract change order issues. (Including time extensions.)

Resolve all claims and unsolved disagreements.

Submit copies of all disposal records and manifests for contaminated waste if applicable.

Agency or department training on use of all new equipment if not completed previously.

Finalize SESC & Storm Water, measures & notify DTMB, SESC Section. (Termination of Cover).