Attachment M - Modified DGS Procedure Manual for Professional Services.pdf

STATE OF MARYLAND

DEPARTMENT OF GENERAL SERVICES

Atif Chaudhry, Secretary

DESIGN, CONSTRUCTION AND ENERGY

PROJECT MANAGEMENT AND DESIGN DIVISION

PROCEDURE MANUAL

FOR

PROFESSIONAL SERVICES

STATE OFFICE BUILDING

301 WEST PRESTON STREET

ROOM 1400

BALTIMORE, MD 21201

JULY 2019

(Interim Revision January 2022)

“Changing DGS for the Better”

DGS Procedure Manual for Professional Services July 2019

This Procedure Manual is incorporated by reference and made a part of the Standard Form of Agreement with Architects and Engineers. In the event of any conflict between the provisions of this Manual and the provisions of the Architect/Engineer agreement, the provisions of the Architect/Engineer agreement shall govern.

This Manual has been prepared to serve as a guide for providing professional services during all phases of design and the preparation of contract documents for capital projects involving the construction, alteration or renovation of State buildings, with an estimated construction cost greater than $2 million. It is intended that the procedures outlined herein shall be followed to the fullest extent practicable for other State public improvements, such as facilities renewal projects, special structures, roads, utilities, site improvements, etc. For projects with an estimated construction cost less than $2 million, the procedures may be relaxed with the authorization of the DGS Assistant Secretary for Facilities, Planning, Design, Construction and Energy.

It is further intended to include all professional services. The term "Architect/Engineer" (A/E) includes architects, engineers, landscape architects, certified interior designers and other qualified professionals who may furnish such services in the development of State public improvements.

This Manual supersedes the DGS Procedure Manual for Professional Services dated November 2015. Please recycle the superseded document.

TABLE OF CONTENTS

DGS Procedures Manual For Professional Services TOC - 1

CHAPTER I - GENERAL REQUIREMENTS PAGE

1 Procurement of Professional Services I-1 2 Phases of A/E Services I-2 3 Available Funds I-2 4 The Program and Design Criteria I-2 5 Construction Cost Estimates I-3 6 Coordination and Correspondence I-5 7 Presentation to the State Board of Architectural Review I-6 8 Value Engineering I-7 9 Building Systems Commissioning I-8 10 Certification of Contract Documents I-8 11 Payments for Professional Services I-9

CHAPTER II – PROCEDURES PAGE

1 Conferences II-1 2 Reports Due With Submissions II-2 3 Areas, Volumes and Efficiencies Tabulation II-3 4 Sub-Surface Exploration and Evaluation II-3 5 Forest Conservation Procedures II-3 6 Department of Natural Resources II-4 7 Construction Drawings II-4 8 Construction Specifications II-8 9 Prevailing Wage Requirements II-10

Design Phases 10 Phase I - Schematics II-10 11 Phase II - Design Development II-11 12 Phase III - Construction Documents II-14 13 Phase IV - Bidding Procedures II-18 14 Phase V – Construction II-20 15 Completion and Acceptance of Project II-24 16 Phase VI - Post Construction Phase II-27 Table II- Basic Submission Requirements for Design Phases

CHAPTER III - CODES AND REGULATIONS PAGE

1 Building Codes and Regulations III-1 2 Other Applicable Regulations III-1

CHAPTER IV - POLICIES AND STANDARDS PAGE

1 Computer Aided Drafting and Design IV-1 2 Drafting Standards IV-1 3 Liquidated Damages IV-2 4 Office Space Standards IV-3 5 Building Efficiency Factors IV-4 6 Equipment and Maintenance Manuals IV-5

TABLE OF CONTENTS

DGS Procedures Manual For Professional Services TOC - 2

CHAPTER V - ENERGY CONSERVATION GUIDELINES PAGE

1 Introduction V-1 2 Building Envelope Requirements V-1 3 Heating, Ventilation and Air Conditioning V-1 4 Electrical Power V-3 5 Lighting V-4 6 HVAC Controls V-4 7 Submission of Energy Model V-5 8 Commissioning Plan Requirements V-6

CHAPTER VI – RESERVED FOR FUTURE USE

CHAPTER VII – ROOFING STANDARDS AND GUARANTEE REQUIREMENTS

Note: This section is provided as a separate document on the DGS website

APPENDICES

Appendix A Sub-Surface Exploration and Evaluation Appendix B Sediment & Erosion Control, and Stormwater Management Appendix C Floodplain Management Criteria for Flood-Prone Areas Appendix D Measurement of Building Areas, Volumes & Efficiency Factors Appendix E Architectural and Building Standards Appendix F Utility Permits and Connections Appendix G State Field Office Appendix H High Performance Green Building Program Appendix I Green Purchasing Guidelines (added 8/2021) Appendix J Diaper Changing Accessories (added 1/2022)

ATTACHMENTS

Attachment 1 Standard Form of Agreement with Architects and Engineers (see DGS website) Attachment 2 Review Drawing Distribution Attachment 2a Notes for Attachment 2 Attachment 3 Standard Estimating Format/Cost Estimate Worksheet (CEW) Attachment 3a Instructions for Preparation of DGS Cost Estimate Worksheet (CEW) Attachment 4 Summary - Areas, Volume & Efficiency Attachment 5 Monthly Progress Report Attachment 6 Project Description Sheet Attachment 6a Directions for Completing Project Description Sheet Attachment 7 Bill Forms - A/E Full or Partial Services Attachment 8 Bill Form - A/E Services Hourly Rate (Not-to-Exceed) Attachment 9 Request for Determination of Prevailing Wage Rates Attachment 10 Building Code Study Data Attachment 11 CADD Standards Attachment 12 Sample Drawings Attachment 13 Project Manual Cover Attachment 14 Warranty Inspection Report Attachment 15 Project Rendering Standard

GLOSSARY

CHAPTER I

GENERAL REQUIREMENTS

DGS Procedure Manual for Professional Services CHAPTER I – GENERAL REQUIREMENTS - PAGE 1

1.0 PROCEDURES FOR PROCUREMENT OF PROFESSIONAL SERVICES

1.1 THE FOLLOWING PROCEDURES GOVERN THE SELECTION OF ARCHITECTS AND

ENGINEERS (A/E) to provide professional services for both individual projects and Indefinite Quantity Contracts (IQC) with an estimated construction cost greater than $2,000,000.00 (two million dollars). All licensed professionals must be actively licensed in the State of Maryland, by the Maryland Department of Labor, Licensing and Regulation (DLLR), at the time of submission of the proposal. The following procedures are in accordance with the State Finance and Procurement Article, §13-112, Annotated Code of Maryland, and State Procurement Regulations, Title 21, Subtitle 12, Chapters 02 and 03, Code of Maryland Regulations (COMAR) www.procurement.maryland.gov.

1.2 REIMBURSABLE EXPENSES

A. Reimbursable expenses include costs of reproducing and delivering project documents to DGS, and other State agencies that will issue permits for the project, for required review submissions, and for the bid ready documents submission to DGS. An amount shall be estimated for this expense based on estimates of the number of drawings and specification pages for the various submissions, the number of copies required for the review agencies involved, and the unit costs for reproducing drawings and specification pages. Delivery charges should be based on historical data from delivery services companies.

B. Reimbursable expenses include travel costs for trips to meetings included in the negotiated scope of services where the travel distance exceeds a 50 mile radius from the A/E’s office. Mileage will be reimbursed at a rate identified by the DGS Project Manager during the fee negotiations based on prevailing federal mileage rate.

C. Reimbursable expenses do not include miscellaneous office expenses, such as the cost to reproduce and deliver documents, by a courier or the US Postal Service, between the various A/E Team’s offices. Reimbursable expenses do not include the cost of travel between the A/E team’s offices for project related meetings involving only the A/E team members.

D. When an A/E team includes one or more out-of-state consultants, travel expenses to attend required project site visits and other meetings included in the final negotiated scope of services are considered reimbursable. During fee negotiations, the A/E shall provide a per trip estimate, inclusive of transportation and lodging costs, to apply to the number of trips required, for a total amount to include in the negotiated agreement.

1.3 CHANGES TO THE A/E DESIGN TEAM

A. Once approved by Procurement, changes are not permitted on a design team unless written authorization is granted by the DGS Administrator for A/E Procurement.

B. If it becomes necessary for a prime firm to release a consultant firm on an approved design team, a written request and justification shall be provided for review by DGS Procurement and the Project Manager. A copy of the request and justification shall be sent to the Office of Business Programs divisions within DGS.

(1) Information about the qualifications and experience of the proposed substitute firm shall be included in the written request.

(2) The Project Manager (PM) will reconvene the Qualification Committee from the original A/E Procurement to review the information submitted for the substitute firm.

(3) If the Committee finds the firm acceptable and determines that its inclusion on the design team would have no effect on the order of ranking in the original evaluation, a recommendation

DGS Procedure Manual for Professional Services CHAPTER I – GENERAL REQUIREMENTS - PAGE 2 to approve the substitution will be forwarded to DGS Procurement.

C. A similar procedure will be followed if it becomes necessary to add a consultant to an approved design team. In that case the recommendation to DGS Procurement would also include any additional fees associated with the services to be provided by the added consultant firm.

D. When approved by DGS Procurement, the Administrator will notify the prime firm in writing, authorizing the substitution or addition of a consultant firm.

E. In the case of an addition of a consultant, a contract modification will subsequently be issued to the prime firm to incorporate additional fees to the base contract; the modification shall be signed and resubmitted for approval.

1.4 CONSULTANT AGREEMENTS WITH A/E: Consultants employed by A/E firm under contract with DGS are bound by the terms of the agreement between the A/E firm and DGS and this manual.

2. PHASES OF (A/E) SERVICES

2.1 THE A/E AWARDED A CONTRACT for a project shall provide complete professional services described in the Standard Form of Agreement with Architects/Engineers (Attachment 1 of this Manual) and, where appropriate, in the final accepted fee proposal prepared by DGS.

2.2 THE SIX PHASES OF A/E SERVICES ARE:

A. Phase I - Schematic including Program Verification and Concept Development when negotiated in the A/E Contract

B. Phase II - Design Development

C. Phase III - Construction Documents

D. Phase IV - Bidding and Negotiating

E. Phase V - Construction

F. Phase VI - Post Construction

NOTE: All six phases may not be required for some projects. In those cases, the DGS Project Manager (PM) will define the scope of services to be provided prior to fee negotiation.

3. AVAILABLE FUNDS

3.1 DESIGN BUDGET: The A/E must design to budget. A preliminary budget will be identified during fee negotiations. This budget will be based on available or anticipated construction funds. The budget will include the anticipated base construction costs and current market inflation. A/E fees, construction contingencies, construction inspection and testing expenses, and other incidental costs are excluded from the preliminary budget. The A/E must not exceed the design-to budget throughout the design phases.

3.2 EXCEEDING BUDGET: At any phase of design, if the A/E determines that the program cannot be achieved within the design-to budget, the A/E shall notify the PM immediately to discuss alternatives.

Submission of cost estimates that exceed the design budget, without alternatives, will not be accepted by

DGS.

4. THE PROGRAM AND DESIGN CRITERIA

4.1 THE PROGRAM as delivered to the A/E and the A/E Qualification and Fee Proposals are firm regarding the scope of the project. The A/E is not authorized to make any changes to the program without written consent from the PM.

DGS Procedure Manual for Professional Services CHAPTER I – GENERAL REQUIREMENTS - PAGE 3

NOTE: In addition to DGS approval, the Department of Budget and Management (DBM) must approve any changes to the program that will increase the cost by 7.5% or more or will increase the gross square footage by 5% or more.

4.2 DESIGN CRITERIA shall ensure that all State construction and renovation projects are:

A. Planned, designed and constructed to achieve efficient utilization of space, and sustainable design goals, enhance the health and wellness of building users, and reduce consumption of non-renewable resources.

B. Economical to construct, operate and maintain.

C. Designed as sound structures of conventional shapes that are attractive and functional.

Special attention will be given to the economics of the interrelationship of architectural, structural, mechanical and electrical systems.

D. To achieve efficient site utilization

E. With consideration for adjacent structures and neighborhood fabric

F. With logical and safe pedestrian and vehicular circulation patterns

G To clearly identify the main entrance

H. With efficient and well organized floor plans

I. Consideration of flexibility for future use

J. To accommodate intended use

K. With a sense of permanence

L. To reflect community values

M. To prevent the unnecessary removal of vegetation during the land development process.

N. To promote energy conservation through the cooling and wind buffering effects of trees

NOTE: The A/E shall investigate the availability of energy incentive/rebate programs offered by the local utility company. Appropriate features will be incorporated into the lighting design to accrue the maximum benefit of such programs for the State.

NOTE: The A/E will comply with the National Energy Policy Act (DOE) prohibiting the manufacture of certain light sources.

5. CONSTRUCTION COST ESTIMATES

5.1 SUBMISSIONS: Cost estimates must be furnished by the A/E, in accordance with the Standard Estimating Format, Attachment 3 of this Manual, at each of the following phases of work:

A. When the Schematic Design Phase is complete and submitted for review.

B. When the Design Development Phase is complete and submitted for review.

C. When Contract Documents are 50% complete and submitted for review.

D. When Contract Documents Are 95% complete and submitted for review.

E. A Cost Estimate shall be fully developed for all projects with an estimated construction bid cost in excess of $1.0 M or as otherwise directed by DGS. This requirement may only be waived by the DGS PM, in consultation with the Chief of the DGS Project Cost Center (PCC).

DGS Procedure Manual for Professional Services CHAPTER I – GENERAL REQUIREMENTS - PAGE 4

F. For specific projects, as identified in the Request for Proposal, a fully developed cost estimate will be required at the preliminary, conceptual level of design. Additionally, if the 95% CDs are not complete or substantially accurate, as defined by the DGS PM, a 100% CD cost estimate, fully developed, will have to be submitted by the A/E. Additionally, for specific projects, as identified in the Request for Proposal, a fully developed cost estimate will be required for post-bid analysis.

5.2 ESTIMATE QUALIFICATIONS: As it is essential that accurate estimates be provided, it is recommended that the A/E obtain certified, professional detailed takeoff estimates as soon as the drawings are sufficiently developed to realistically obtain such an estimate. On large, complicated projects, DGS may require such an estimate as part of basic services.

5.3 ESTIMATE SCHEDULE: The estimate must be based on the relevant design submission. The cost estimate shall be submitted within two (2) weeks following the submission of the current design phase documents package.

5.4 ESTIMATE FORMAT & CONTENT: All levels of estimates shall consider the project quality, whether material or assurance. The estimator, when appropriate, and acting in the best interest of the company, client or owner should apply value engineering techniques.

A. Estimate levels for various sections (structural, mechanical, electrical) of a project in development may not be equal. State the variation of section levels in the status evaluation portion of the estimate narrative.

B. The term Defined Area or System is the equivalent of terminology such as work breakdown structure, owner's special division of specified work, or syntax area. Prepare all levels of estimates by assigning defined areas or systems and state the costs for those defined areas or systems. Maintain the integrity of the Construction Specification Institute (CSI) numbering system within each of the defined areas or systems. The estimate should follow the current CSI Master Format 35 Division format for construction specifications.

C. The estimate should be produced independent of any prior estimate and should be based only on the documents (drawings, specifications, etc.) for the current stage of design. A new estimate should not be created by editing the old estimate based on "marked up/red lined" drawings.

D. Estimate should be submitted in spreadsheet format, preferably in a Microsoft Excel file. Use of electronic estimating program software is strongly encouraged. It shall contain a summary of estimated costs, alternates and notes (if any), a soft copy of the estimate spreadsheet file (via email or agreed electronic medium), and a hard copy of the estimate (for verification purposes).

E. The estimate spreadsheet formatting criteria should include columns for the item of work, the unit of measurement of an item, the quantity of an item, the unit cost of an item, and the total cost of an item.

F. Escalation should be calculated from the estimate reference point to the estimated mid-point of construction. This time frame should be multiplied by an annual escalation rate to determine the percent of escalation to be used. The escalation rate should be determined based on market conditions and industry forecasts projected at the time the design occurs. The escalation rate calculation should be explained in the Note section of the cost estimate summary.

G. General Contractors Overhead & Profit, should be calculated in accordance with the requirements of the DGS General Conditions.

H. Bond costs should be calculated in accordance with industry standard allowances at the varying levels of design and the current market conditions.

DGS Procedure Manual for Professional Services CHAPTER I – GENERAL REQUIREMENTS - PAGE 5

I. Budget contingency costs, described as a percentage of construction costs, should be included in each estimate as appropriate to the design phase. Budget Contingency is distinct from Construction Contingency, which is included in the Cost Estimate Worksheet. The Budget Contingency should reach zero upon completion of the 95% Construction Documents.

J. The DGS Cost Estimate Worksheet (Attachment 3 of this Manual) remains a standard requirement.

However, a waiver may be requested, with full justification, by the A/E. The decision to grant the waiver will be made by the DGS PM, in consultation with the Chief of the DGS PCC.

K. Level One Estimate - Schematic Design Prepare this level of estimate with information derived from the facility program plus outline design criteria. The purpose of this estimate level is to provide a better defined estimate for feasibility determinations.

L. Level Two Estimate - Design Development Prepare this level estimate from not less than 25% complete preliminary design drawings and draft specifications. The purpose of this estimate level is to establish probable costs within the range of available information.

M. Level Three Estimate - Project Control / 50% Construction Documents (CDs) Prepare this level estimate from design drawings and specifications that are at least fifty percent (50%) complete. This estimate level provides a greater amount of accuracy possible with better definition and detail. Use this level for value engineering applications before the completion of specifications and design drawings.

N. Level Four Estimate - Construction Documents/95% CDs Prepare this level estimate from not less than ninety five percent (95%) complete design drawings and specifications. This level shows the probable project cost.

5.5 THE TRANSFER OF ESTIMATE INFORMATION TO FIELD COST CONTROL systems provides managers an opportunity to closely monitor and control construction costs as they occur.

Computer estimating and cost control programs, whether industry specific or general spreadsheet type, are especially valuable for rapid and efficient generation of both the estimate and actual construction cost information.

5.6 FOR QUESTIONS OR ADDITIONAL INFORMATION related to the cost estimate requirements, please contact the Chief of the DGS Project Cost Center @ 410-767-4397.

6. COORDINATION AND CORRESPONDENCE

6.1 COORDINATION: The DGS PM is the liaison between the Using Agency (UA) and the A/E. The A/E shall notify the DGS PM of all conferences it would like to schedule with UA personnel sufficiently in advance of the intended meeting date to permit attendance of all appropriate personnel. Generally, the meetings will be scheduled at a DGS Facility.

6.2 CORRESPONDENCE: The A/E is responsible to prepare concise minutes of all conferences. Within five working days of a conference, the A/E shall distribute the minutes via agreed electronic medium to the PM, the UA and others as appropriate.

6.3 COPIES: Throughout project development, all correspondence shall be directed to the DGS PM. The A/E is responsible for distributing drawings and specifications for review to DGS, the UA and other agencies. (See DGS Review Drawing Distribution, Attachment 2 of this Manual).

6.4 PRESS RELEASES: A/Es under contract with the State shall not issue press releases nor respond to inquiries from any media source without prior written approval. Inquiries from any media source shall be

DGS Procedure Manual for Professional Services CHAPTER I – GENERAL REQUIREMENTS - PAGE 6 referred to the DGS Public Information Officer. A/E shall coordinate any and all interface through the DGS Project Manager.

7. PRESENTATION TO THE STATE ARCHITECTURAL REVIEW BOARD

7.1 REQUIREMENTS:

A. The Architectural Review Board (ARB) is established in accordance with State Finance and Procurement Article, Sections 4-701 through 4-704, Annotated Code of Maryland. The A/E may be required to make a Concept Presentation to the ARB after program verification early in the Schematic Phase. This requirement will be identified in the Technical Proposal Package distributed during the Procurement of A/E services. Typically, presentations to the ARB take place toward the end of the Schematic and Design Development Phases.

B. Notification: The A/E will be notified of date and time of the ARB meeting and will be advised of the time limit for the presentation to the ARB. The UA will be notified by DGS of the meeting and will be encouraged to be present.

C. Considerations: The ARB will consider all factors affecting the project, including program, siting, adaptability to the master plan (if one exists) and architectural design. The ARB, in its comments and recommendations, will evaluate the functional and esthetic aspects of the project design, and evaluate whether the project can be built economically and consistent with sound construction practices and with minimum maintenance requirements.

D. Recommendations: After considering the submission, the ARB members will discuss their recommendations with the A/E. The A/E will be given the opportunity to reply to the ARB's comments. The ARB will issue final approval to proceed, once all concerns have been adequately addressed.

E. The A/E shall record Minutes of the discussions and distribute within seven days.

7.2 CONCEPT PRESENTATION shall include:

A. A review of the budget and program.

B. Site analysis including review of broader context and Master Plan (if one exists)

C. Video/Photographs: The A/E may prepare a video of the site and surrounding structures. The video shall be keyed to a plot plan. The video shall have a maximum play time of 5 minutes. A photographic display may be prepared in lieu of video.

D. Program Organization

E. Current Development of the concept.

F. The A/E shall record minutes of the discussions and distribute within seven days.

7.3 SCHEMATIC DESIGN PRESENTATION shall include:

A. Site Context Plan with photographs

B. Landscape concept discussing plant and paving materials

C. Preliminary Floor Plan layouts and elevations including mechanical equipment enclosures

D. Building Sections

E. Model or perspectives adequate to explain design

F. Discussion of potential building exterior materials

DGS Procedure Manual for Professional Services CHAPTER I – GENERAL REQUIREMENTS - PAGE 7

G. Concept of major interior spaces

H. Green building submission complying with the requirements of the High Performance Green building program.

I. A/E shall record minutes and distribute within seven days.

7.4 DESIGN DEVELOPMENT (DD) PRESENTATION shall include:

A. Refined Site Plan

B. Landscape Plan showing materials, patterns, and plants

C. Photographs of context

D. A review of the Budget and Program

E. Boards and/or a power point presentation representing plans, sections, and elevations that illustrate design

F. Physical models or a computer generated model demonstrating massing and configuration

G. Selections and samples of major building materials and colors

H. Interior materials and finishes for major spaces

I. Green building submission complying with the requirements of the High Performance Green building program.

J. A/E shall record minutes and distribute within seven days

7.5 ADDITIONAL PRESENTATIONS: Additional presentations of the schematic or design development phase may be required to resolve design concerns. When subsequent meetings are required, all previous submissions shall be made available by the A/E to the ARB. All costs associated with additional presentations shall be borne solely by the A/E unless there are special circumstances acknowledged by DGS.

7.6 The DGS Project Manager shall resolve any conflicts with program, budget, scope of work or any other issues which may arises as a result of the ARB review process. If this cannot be resolved by the PM, within a reasonable time frame, the issue shall be referred to the Assistant Secretary for resolution.

8. VALUE ENGINEERING:

8.1 DGS WILL UTILIZE VALUE ENGINEERING on all projects valued at $10 million and greater, and on selected projects under $10 million. Value Engineering Workshops will be conducted by the A/E, or an outside consultant, at the discretion of the PM, at the end of the Schematic Phase and the end of the Design Development Phase.

8.2 THE A/E DESIGN TEAM WILL CONDUCT A PRESENTATION for the Value Engineering Team at the beginning of each Value Engineering Workshop to explain the design concepts and documentation that have been developed during the respective phases.

8.3 THE A/E DESIGN TEAM WILL ALSO PARTICIPATE in the wrap-up meeting after each Value Engineering Workshop. At that meeting the Value Engineering Team will present their findings and recommendations for cost saving measures to DGS, the Using Agency and the A/E Design Team.

8.4 THE A/E DESIGN TEAM WILL REVIEW THE VALUE ENGINEERING REPORTS produced, and provide written responses to the DGS Project Manager on the specific recommendations.

DGS Procedure Manual for Professional Services CHAPTER I – GENERAL REQUIREMENTS - PAGE 8

9. BUILDING SYSTEMS COMMISSIONING

9.1 COMMISSIONING AGENT: On new building projects and major renovations, 7,500 s.f. or more, which require LEED certification, DGS will retain the services of a third party Commissioning Agent, Per Chapter V, Section 8.0 (Commissioning Plan Requirements). The Commissioning Agent’s services will begin early in the design phase of the project to assist the State with the review of designs and construction documents for building equipment and systems. The Commissioning Agent will also develop Operational and Functional testing programs for all mechanical equipment and systems, and building management, electronic control and security systems.

9.2 A/E DESIGN TEAM INTERFACE: The Commissioning Agent will provide reviews and comments on system designs and construction documents, and will participate in design review meetings. The A/E Design Team will treat comments of the Commissioning Agent as comments of the State, and will provide written responses and required revisions to the design and construction documents.

9.3 TESTING PROGRAMS: The A/E Design Team will incorporate the Operational and Functional testing program specifications and charts developed by the Commissioning Agent into the Project Manual during the Construction Documents Phase.

9.4 A/E DESIGN TEAM RESPONSIBILITY: The participation of a Commissioning Agent in the project in no way relieves the A/E Design Team (including the MEP consultant) of total responsibility for the proper design of all building systems and building management/control systems, thorough review of General Contractor shop drawing and equipment submissions for same, adequate construction phase observation and punch list inspection of the installation of same, and resolution of operational problems with same both during the acceptance and post-construction phases of the project.

10. CERTIFICATION OF CONTRACT DOCUMENTS

10.1 BID SET: There shall be a Bid Set of Contract Documents, which shall be the documents issued for competitive bidding of the construction contract, with construction drawings and the construction specifications. Each sheet of the construction drawings shall bear the professional seal and signature of the responsible architect and/or engineer. The construction specifications shall contain a page with the seals and signatures of each licensed member of the Design Team.

A. The professional seal may be a digital reproduction applied to the construction drawings through the CADD software and the specifications through the word processing software.

B. The signature shall be an original signature written in ink on each construction drawing and on the specifications, seal and signature page.

C. State signatures - The DGS Project Manager and Chief of Project Management and Design, and the Using Agency Representative will sign the cover sheet of the Record Set.

D. Electronic Bid Documents – The Electronic Bid Ready Documents shall be the signed and sealed Bid Set of construction drawings and specifications delivered to DGS via agreed electronic medium in pdf format. As these documents will be uploaded to eMarylandMarketplace Advantage during the bidding process. The pdf files shall be 200 dpi.

10.2 PROFESSIONAL CERTIFICATION: The applicable certifications for each consultant on the design team, as shown on the following page, shall be placed on the cover sheet of the set of Construction Drawings and the on the seal and signature page of the Project Manual specification book.

DGS Procedure Manual for Professional Services CHAPTER I – GENERAL REQUIREMENTS - PAGE 9

For Architects:

The Contract Documents for the indicated public improvement were prepared under my supervision and, to the best of my knowledge, information and belief, they comply with the relevant building codes of the State of Maryland.

Signature _________________________________ Date ___/___/________

License No. _____________, Expiration Date ___/___/________

For Engineers:

I hereby certify that these documents were prepared or approved by me, and that I am a duly licensed professional engineer under the laws of the State of Maryland.

Signature _________________________________ Date ___/___/________

License No. _____________, Expiration Date ___/___/________

10.3 CARE OF CONTRACT DOCUMENTS: It is the responsibility of the A/E to maintain Contract Document CADD and word processor files in electronic media format until they are delivered to DGS as fully corrected as-built record documents at the conclusion of the Construction Phase of the project.

10.4 APPROVAL OF CONTRACT DOCUMENTS BY THE STATE does not relieve the A/E of responsibility for:

A. The accuracy and completeness of all documents.

B. Compliance with required Standards, Codes, Ordinances or other applicable regulations.

C. Compliance with the Standard of Care governing the A/E's performance in the proper coordination and detailing of the architectural and engineering work in the documents.

11. PAYMENTS FOR PROFESSIONAL SERVICES

11.1 PAYMENT is made on the basis of the negotiated fee for each phase of the contract as set forth in the DGS Standard Form of Agreement with the A/E. Refer to Attachment 8 of this manual.

11.2 FULL SERVICES CONTRACT payment requests shall be in the standard form shown on Attachment 7 of this Manual.

11.3 PARTIAL SERVICES CONTRACT payment requests may be made using the form shown on Attachment 7 of this Manual.

11.4 PAYMENT REQUEST invoices may be presented at the beginning of each month for work completed and accepted by DGS PM covering the cost of services performed during the previous month.

11.5 REQUIRED INFORMATION: The A/E shall submit one copy of the current Monthly Progress Report (Attachment 5 of this Manual) with each payment request.

11.6 REQUIRED SERVICES: All services required by DGS must be provided prior to DGS approval of each phase, and prior to DGS approval of A/E invoices for payment of applicable fees.

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11.7 FINAL PAYMENT

A. Final payment of the A/E's Phase V fee shall be payable upon submission of the "as-built" Record Set of Construction Documents. A/E fees required to produce the “as-built” record set of documents must be specifically detailed in the A/E’s fee proposal.

B. Final payment of the A/E's Phase VI fee shall be payable upon completion of the 23 month Post Construction inspection, in accordance with Chapter II, paragraph 16. A/E fees required to perform this final inspection must be specifically detailed in the A/E fee proposal.

CHAPTER II

PROCEDURES

DGS Procedure Manual for Professional Services CHAPTER II – PROCEDURES - PAGE 1

GENERAL

1. CONFERENCES

1.1 PRE-DESIGN CONFERENCE

A. General: As soon as practical after an A/E has been assigned to a project, the Department of General Services (DGS) Project Manager (PM) will call a conference to initiate the first general review and discussion of the project. This meeting will include the A/E, a representative of the Using Agency (UA), the DGS PM and Design Team Personnel.

B. Topics: The following will be furnished and/or reviewed with the A/E:

(1) Procedure Manual for Professional Services

(2) DGS Project Number and Project Name to be used on all correspondence, drawings, specifications, estimates, shop drawings, invoices, and other matters relative to the Project

(3) The approved project Program

(4) Statements in the Program addressing the presence or absence of hazardous materials

(5) “Design-to” funds available for the project

(6) Names and phone numbers of UA personnel with whom the A/E may coordinate details

(7) Names of DGS personnel with whom the A/E will coordinate all work e.g. PM, Design Team, etc.

(8) Date and authorization for site visit

(9) Licensing and permit requirements e.g. Federal, State, Local, etc.

(10) Phase Schedule showing start and completion dates for all phases of the A/E contract including:

(a) Schematic Design - including, as negotiated, Program Verification, Concept Development, ARB Presentations, Value Engineering Workshop, Schematic Documents Submission to DGS

(b) DGS/UA Schematic Design Review

(c) Design Development (DD) - including, as negotiated, ARB Presentation, Value Engineering Workshop, coordination with Commissioning Agent (see Chapter I, section 9) and/or Construction Manager, DD Documents Submission to DGS

(d) DGS/UA DD Review

(e) Construction Documents

(f) DGS/UA Review-50% CD, 95% CD, & 100% CD

(g) Bidding & Negotiation

(h) Construction Administration

(11) Review Drawing Distribution: for each review submission, the A/E will be responsible for distribution of the number of review sets to the respective agencies listed on Attachment 2 of this Manual. If reviews and approvals/permits are required from more than one unit within MDE, i.e.

sediment erosion/storm water, wetlands, etc., a separate submission of review documents must be sent to each unit. MDE will not internally distribute documents to all necessary reviewing entities.

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(12) Additional information that the A/E may need to complete the Schematic Phase

(13) Special DGS Policies applicable to the project, such as roofing, energy conservation, and green/sustainable design, commissioning, etc., described in other chapters and attachments of this Manual

(14) Available Information: all site, utility, topographic, and master plan information; all available data for existing facilities undergoing project renovations, alterations or additions.

(15) Standard Submission requirements, including drawings, specifications, geotechnical report, calculations, areas/volume/efficiency summary, monthly progress report, Green Building submission, etc.

(16) Program verification process and procedures to effect program changes, if it becomes necessary

1.2 OTHER CONFERENCES

A. DGS will schedule conferences to discuss review comments and resolve problems relating to design submissions at the conclusion of each design phase (Schematic, DD, CD) and at other times as needed.

B. The A/E shall record minutes of the discussions and distribute within seven days to all participants.

NOTE: The Architect and appropriate Consultants are required to attend all relevant conferences. The UA will be represented at all review conferences.

1.3 DOCUMENT REVIEW PROCEDURES

A. Review Comments shall be electronically transmitted from the DGS PM to the A/E.

B. The A/E shall review the Comments and respond by typing a substantive response directly below the DGS comment. A response that states “Will Comply” is not an acceptable response to a review comment. Detail must be provided as to how and when the comment will be addressed.

C. The A/E shall return the Comments to the DGS’ PM via e-mail within ten working days of initial receipt.

D. The A/E shall proceed to the next design phase only after the DGS PM has approved the current design phase.

2. REPORTS DUE WITH SUBMISSIONS

2.1 MONTHLY PROGRESS REPORT

A. Requirements: The A/E shall provide the DGS PM a Monthly Progress Report (see Attachment 5 of this Manual) for all phases of design no later than the first day of the month immediately following the end of the report month. The report shall cover work completed for the entire month.

B. Schedule: The Monthly Progress Report will be completed progressively so that each submission includes prior status dates as well as current status. Estimated dates of completion of all design phases under the A/E contract will be furnished, as well as other information indicated on the form.

C. Delays: The schedule will clearly show (in "Remarks") the reasons for delays, e.g. program clarification, revisions, awaiting survey information, awaiting tests or borings, lack of funds, agency delays, review delays, etc. Include the dates that each delay started and ended.

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D. Completion Percentages: Overall percentages of completion will take into account the status of both drawings and specifications of each of the individual disciplines involved in the project. In general it is considered that drawings constitute 3/4 of the work and specifications 1/4 of the work.

E. Construction Phase Reports: During the Construction Phase of the project, the Monthly Progress Report shall summarize Construction Administration activities during the month, i.e. progress meetings attended, shop drawings reviewed, Architectural Supplemental Instructions (ASIs) issued, Request for Information (RFI) responses issued, etc. The DGS Project Manager shall be provided updated copies of shop drawing, ASI and RFI logs.

2.2 PROJECT DESCRIPTION SHEET: The A/E shall complete and submit the original and two copies of the Project Description Sheet (see Attachment 6 of this Manual) with the DD submission, the 50%, 95% & 100% CD submissions, and other times on request from DGS.

2.3 GREEN BUILDING PLAN: The A/E shall comply with Appendix H, HIGH PERFORMANCE

GREEN BUILDING PROGRAM.

3. AREAS, VOLUMES and EFFICIENCY TABULATION

3.1 AREAS, VOLUMES AND EFFICIENCY TABULATIONS are required for all new buildings and additions; they may also be required for alterations and renovations. Measurement and computation guidelines are described in Appendix D of this Manual.

3.2 FORMS: Use DGS Form, Summary Areas, Volumes & Efficiency, Attachment 4 of this Manual.

3.3 CONTENT: Submissions at each phase will include the tabulations for that phase, as well as the tabulations of the program and all prior phases (based on the approved plans of the prior phases). Show all information on the same form.

3.4 COPIES: Submit in triplicate to the DGS PM.

3.5 SCHEDULE: The A/E shall submit on the Attachment 4 form current detailed tabulations of areas, volumes and efficiencies with the submission of plans as follows:

A. Schematic Phase - Additionally, on each architectural floor plan, the actual net assignable and the programmed net assignable area will be noted for each programmed space

B. Design Development Phase

C. Construction Document Phase - Mid-point Review (50%) and Final Review (95%)

D. Other interim submissions when requested.

4. SUB-SURFACE EXPLORATION AND EVALUATION

4.1 THE REQUIREMENTS for the sub-surface exploration and evaluation program to be undertaken by the geotechnical engineering consultant are documented in Appendix A of this Manual.

5. FOREST CONSERVATION PROCEDURES

5.1 REQUIREMENTS: In accordance with the Natural Resources Article, Title 5, Forest and Parks, Subtitle 16, Forest Conservation, all construction activities involving but not limited to clearing, grading, erosion and sediment control on areas greater than 40,000 square feet by a unit of State government or any person using State funding for a construction project, shall require a "Forest Stand Delineation" and a "Forest Conservation Plan" for submission to and approval by the Department of Natural Resources, Resource Conservation Service, Forestry Division.

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5.2 SITE: Subsequent to preparation of a "Forest Stand Delineation", in accordance with §5-1605 and §5-1606 of the Natural Resources Article, and as an integral part of the site planning process, a "Forest Conservation Plan" shall be prepared and submitted which outlines the proposed forest retention, reforestation, afforestation and/or forest protection procedures associated with the proposed land use change.

5.3 CONSERVATION FUND: Pursuant to§5-1610 of the Natural Resources Code, if any entity subject to this subtitle demonstrates to the satisfaction of the appropriate State or local authority that the requirements for reforestation or afforestation, on-site or off-site, cannot be reasonably accomplished, that entity shall contribute money (fee-in-lieu) to the Conservation Fund, in accordance with COMAR 08.19.04.09, corresponding to the area determined by the "Forest Stand Delineation" and the "Forest Conservation Plan" as requiring planting. At the time of publication of this Manual, these fees were 30.5¢ per square foot for those projects inside a priority funding area, and 36.6¢ per square foot for those projects outside a priority funding area.

6. DEPARTMENT OF NATURAL RESOURCES

6.1 CHESAPEAKE BAY CRITICAL AREA CONSIDERATION

6.2 REQUIREMENTS: A/Es are required to incorporate the Chesapeake Bay Critical Area and Wetlands Regulations administered by the Chesapeake Bay Critical Areas Commission, Department of Natural Resources, into the design of construction projects.

6.3 CRITICAL AREAS COMMISSION (CAC) APPROVAL: For projects which have received general approval from the CAC, the A/E will be responsible for submitting Schematics, 50% and 95% construction documents to the CAC. In all instances, one copy of the transmittal letter acknowledging receipt by the CAC shall be submitted to the DGS Project Manager. The A/E shall provide to DGS, two copies of the CAC's letter which indicates their approval of each phase of the proposed design.

6.4 FORMAL PRESENTATION: The A/E may be required to make formal presentations to the CAC.

6.5 COAST SMART CONSTRUCTION PROGRAM: A/Es shall be required to Comply with the Coast Smart Construction Program under Coast Smart Council in the Department of Natural Resources, created by House Bill 615-Section 3-1001-3-1004, and enacted into law in 2014 to establish Coast Smart Infrastructure siting and design criteria to address sea level rise and coastal flood impacts on capital projects.

7.0 CONSTRUCTION DRAWINGS

7.1 DRAWING STANDARDS: DGS requires that all CADD files be in AutoCAD DWG format. The standards are defined in Attachment 11 of this manual

7.2 DELIVERY OF DRAWINGS

A. Bid Ready Construction Drawings must be delivered on an electronic medium acceptable to DGS with the drawings in PDF format. As-Built Drawings shall also be delivered both as DWG files and PDF files. All XRefs and other inserted elements must be provided, along with any non-standard font or shape files used.

7.3. Standard Sheet Formats

A. COVER SHEET

(1) All Construction Drawing sets, regardless of design phase, shall have a cover sheet with the following information. Attachment 12a shows the standard Cover Sheet:

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(a) Project Title

(b) DGS Project Number

(c) MDE Review Log-in Number

(d) Location-complete address including County

(e) Secretary of DGS and DGS address

(f) Board of Public Works (Governor, Comptroller & Treasurer)

(g) Consulting Firms: Name, disciplines, address, phone numbers

(h) Vicinity Map, with North arrow, to locate the project site within a geographic region showing its proximity to major features such as a city, towns, major highways, or other known geographic features.

(i) Location Map, with North arrow, to show how to access the project site from the nearest major roadways or streets shown on the Vicinity Map.

(j) Architects and Engineers Professional Certification Statements.

(k) Code Design Information e.g. date of Code, use group, construction classification, fire rating, total gross area, total net area, building height, occupancy loads, egress requirements and maximum travel distance to exit, plumbing fixture requirements.

(l) List of drawings

NOTE: For large projects, items (k) & (l) may be provided on the next sheet(s) after the Cover Sheet.

(m) State Signatures: A signature block for DGS and UA signatures is required on the Cover Sheet only. DGS and UA signatures are not required on the architectural and engineering drawing sheets.

B. ARCHITECTURAL AND ENGINEERING DRAWINGS

(1) Attachments 12a and 12b show the standard DGS sheet formats. Modifications to the standard cover sheet and border require prior approval of the Department of General Services.

(2) Title & Signature block shall include:

(a) Title of Sheet, e.g. FIRST FLOOR PLAN, FINISH SCHEDULE, etc.

(b) Title of Project as stated in the contract

(c) The DGS Project Number must appear on all drawings, specifications, contracts, shop drawings & correspondence

(d) Date drawings completed

(e) Revision block

(f) Drawing numbers shall be given to all sheets the sheets sequentially numbered

NOTE: If more than one scheme is prepared indicate the Scheme numbers

(g) Location of job, e.g. [FACILITY NAME], [ADDRESS], [CITY], [COUNTY], [STATE].

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(h) Architects' and Engineers' names and seals shall be placed to the left of the above title arrangement or in other locations as necessary. The seal may be a digitized copy incorporated through the CADD software

(i) The Primary A/E is required to sign all drawings under his Seal. Consultants to the primary A/E must sign all drawings prepared by their office under their Seal. The Record Set of construction drawings shall bear original signatures in ink. Digitized signatures are not permitted

(3) Drawing Numbers: Divide the sheets into groups according to disciplines and use the appropriate letter prefix for each, as specified in Attachment 11a.

C. SITE PLAN:

(1) Shall be drawn using a minimum scale of 1" = 40'

NOTE: Architectural scales shall not be used

(2) Shall show all existing buildings and structures, roads, walks, utilities, flood plains, forest stands, wetlands and critical areas within a radius of 200 feet (minimum) of the proposed structure

NOTE: Some projects may require a larger radius

(3) Indicate proposed site improvements, grading, access, parking areas, utilities, etc.

(4) Shall show future buildings adjacent to the proposed project and proposed structures if a master plan exists

(5) Shall also depict longitudinal plan and cross-section view of proposed road, grading, drainage, planting, lighting, access, sediment and erosion control, and storm water management within the limits of the contract

NOTE: When required by MDE, complete Sediment and Erosion Control, and Stormwater Management Plans shall be submitted at each design phase after schematics, including the Engineer's and DGS’ Certifications. (See Appendix B)

D. Storm Drain and Site Utility Profiles shall be drawn using scales of 1"=40' horizontal and 1"=4' vertical (vertical to horizontal exaggeration = 10/1)

E. Demolition Drawings shall clearly show existing conditions, what work is to be removed, and a reference provided to the drawing that shows the proposed work for the same area. Use standard demolition legend shown with light-dotted lines on drawings

NOTE: If hazards are identified, e.g. lead, asbestos, PCBs, etc., the Demolition Plan and related notes shall describe the location and refer to the specification section which shall…