Capital Outlay Design Manual.pdf

CAPITAL OUTLAY DESIGN MANUAL July 2022

DTMB-0494

STATE OF MICHIGAN

DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND BUDGET

STATE FACILITIES ADMINISTRATION

DESIGN AND CONSTRUCTION DIVISION

CAPITAL OUTLAY DESIGN MANUAL

FOR

STATE UNIVERSITIES, COMMUNITY COLLEGES,

STATE AGENCIES

AND

PROFESSIONAL SERVICE CONTRACTORS

“Capital Outlay” means a project or facility financed either in whole or in part with state funds, including lease purchase agreements, to demolish, construct, renovate, or equip a building or facility for which total project costs exceed $1,000,000.00. These projects may be on state owned property, property owned by an institution of higher education, property owned by a community college, or property under the control of the state building authority. - MCL 18.1113

TABLE OF CONTENTS

HEADING PAGE

Purpose

Capital Planning Process ...................................................................................................... 2-9

Planning, Funding & Authorization Phase Program Statement & Schematic Design Phase Preliminary/Design Development Phase Final Design/Construction Documents Phase Bidding and Award Phase Construction Phase Lease and Bonding Phase Presentation to Joint Capital Outlay Subcommittee

Information for Planners ........................................................................................................ 9-18

Building Efficiency & Appropriate Use Green Buildings Code Review and Building Permits Codes, Regulations, Laws Project Sign Document Requirements

Appendices ........................................................................................................................... 19-66

Appendix One – General Requirements for Design Submittals

Appendix Two – Program Statement and Schematic Design Submission Requirements

Appendix Three – Space Utilization Guidelines

Appendix Four – Sample Management Agreement, Monthly Report Format, Budget Sheet, Proof of Ownership, Matching Funds, and Monthly Expenditure Reporting Format

Appendix Five – Preliminary/Design Development Submission Requirements

Appendix Six – Construction Documents Submittals

Appendix Seven – Allowable Charges Against Total Project Cost

Appendix Eight – Area Calculations and Data Sheets

Appendix Nine – Project Signs

Appendix Ten – Certificate of Tenantability

Acronyms used in this document:

DTMB: Department of Technology, Management and Budget, State of Michigan JCOS: Joint Capital Outlay Subcommittee, Legislature of the State of Michigan DTMB-SFA: Department of Technology, Management and Budget, State Facilities Administration, Design & Construction Division SBA: State Building Authority, Department of Treasury U/CC: University or Community College PSC: Professional Service Contractor, Professional Architectural and/or Engineering firm DTMB-FS: Department of Technology, Management and Budget, Financial Services

PURPOSE

This document outlines the requirements for planning major capital outlay design and construction projects for agencies and consultants and lists other requirements for State of Michigan buildings.

CAPITAL PLANNING PROCESS – FUNDING, REVIEW AND AUTHORIZATION OF MAJOR CAPITAL

OUTLAY PROJECTS

The Capital Planning Process centers primarily on the acquisition, design, construction, renovation, and maintenance of capital projects estimated to cost $1 million or more. This process is put in place to ensure value to the State of Michigan, State Agencies, and State Colleges and Universities. The Capital Planning Process outlines the manner in which projects are planned, funded, and authorized. The reviews and approvals within the process provide the mechanism for ensuring high quality projects with appropriate disbursement of State of Michigan assets.

Projects flow through the process in the following sequence. Details of submittal requirements are contained in Appendices.

PLANNING FUNDING AND AUTHORIZATION PHASE:

Step 1: Capital Outlay Request: State Agencies, Universities, and Community Colleges develop a five-year capital outlay plan. Requests for projects exceeding $1,000,000 are submitted annually to the Department of Technology, Management and Budget (DTMB) with justification and other information as requested by the State Budget Office.

• The State Budget Office reviews the capital outlay requests, and if approved, includes the request in a planning authorization bill. The Executive Budget contains planning authorizations.

• For University/College (U/CC) projects, programming and schematic design is performed at the

University’s or College’s expense. The Legislature may appropriate up to $100 from the State’s General Fund. For State Agencies, the planning authorization appropriates monies for programming and schematic design purposes. It is important to note that legislative planning authorization does not guarantee final State support for a project. Also, while a planning authorization may be approved through a legislative initiative or planning authorization bill, the Governor may line-item veto a project. Cost incurred prior to planning authorization cannot be credited to the project appropriation or total project cost.

• For State Agencies, projects must be requested as total projects; a single project may not be split into several smaller projects of less than $1M in order to circumvent the capital outlay planning limit.

• If the total project cost is to be shared between a U/CC and the State of Michigan, agreement on the share shall be obtained as part of the initial planning authorization process.

• Projects must comply with the Joint Capital Outlay Subcommittee policies.

Step 2: Legislative Authorization: A line item must appear in a planning authorization bill providing for the preparation of a program statement and schematic planning.

• Following this authorization, the U/CC or State Agency has twenty-four months after the last day of the fiscal year in which the planning authorization was made to submit the program and schematic plan to the State Budget Office. However, the expectation is that the U/CC or State Agency will proceed speedily to prepare its program statement and schematic design submittal.

If the Budget Office agrees that there is State support for the project, the program and schematic plan is submitted to the DTMB State Facilities Administration Design and Construction Division (DTMB-SFA) for approval and submittal to the Joint Capital Outlay Subcommittee (JCOS).

• A U/CC may request that the DTMB-SFA provide high-level management of the project at this stage. The U/CC should notify the DTMB-SFA in writing within 30 days of legislative planning authorization whether the project will be self-managed or request DTMB-SFA management.

• Authorizations with multiple buildings and/or phases may be considered separate projects and will be assessed separate fees.

• The DTMB-SFA or the U/CC, through a competitive selection process, selects a professional service contractor to prepare the program and schematic documents. DTMB-SFA, Universities, and Community Colleges are required to use a competitive selection process for both professional service contractors and construction management firms. For U/CC projects, the U/CC shall provide a letter to the DTMB-SFA Project Director describing the selection process used and its results or shall include a description in the program/schematic submission.

PROGRAM STATEMENT AND SCHEMATIC DESIGN PHASE:

Step 3: Programming and Schematic Design Planning: The Professional Service Contractor prepares a project program and schematic design with DTMB-SFA and the State Agency or the U/CC. A U/CC with appropriate professional staffing may prepare its own project program but will need a Professional Service Contractor to prepare the Schematic Design.

• The Program Statement and Schematic Design establishes the total project cost for inclusion in an appropriations act. The project must appear in an appropriations act as a line item to complete final design and construction prior to commencing the preliminary design and planning.

• Requirements of the Program/Schematic Design Submission are Appendix 2 of this Manual.

• The Program and Schematic Design must conform to the Space Utilization Guidelines in

Appendix 3 of this Manual.

• Professionally prepared programs shall be done in accordance with the procedures and process as outlined in the American Institute of Architects “Manual of Professional Practice,” chapters on programming. Programs shall also contain information as required in Appendix 2 of this Manual.

• Schematic Design Planning shall establish the scope and nature of the proposed project in accordance with the Capital Outlay Design Manual and construction requirements of the State of Michigan and the U/CC and applicable codes. The Schematic Design Planning will form the basis of the total project cost and the appropriation of line-item monies to complete final design and construction.

• Data Area Calculations – Data Sheet(s) are found in Appendix 8.

Step 4: Program/Schematic Design Review: State Budget Office evaluates the Program/Schematic

Design Submittal for conformance with the Capital Outlay request and bonding availability and confirms that the project meets State priorities. If acceptable, the DTMB-SFA will review the submittal for conformance with the Design Guide, Building Requirements, and assesses the proposed schedule and Total Project Cost.

• If acceptable, the DTMB-SFA recommends the Program/Schematic Design Submittal to the State

Budget Office for submission to JCOS for approval. If approved through JCOS, the Total Project Cost is included in an appropriations act to provide for final design planning and construction.

The appropriations act must pass through the House, the Senate, and be signed by the Governor to be passed in final form. Another $100 authorization from the General Fund may be appropriated as part of the Total Project Cost in the appropriations act.

• After passage of the appropriations act, the DTMB-SFA authorizes the U/CC or the Professional Service Contractor to proceed to the Preliminary Design Phase.

PRELIMINARY/DESIGN DEVELOPMENT PHASE:

Step 5: Project Management Agreement: Universities and Colleges self-managing a project enter into a

Project Management Agreement with the DTMB outlining their duties and responsibilities. A sample Management Agreement is Appendix 4 of this Manual.

• Universities and Colleges will be required to submit several deliverables during this phase. These are:

• Local Share/Matching Funds: Certified letter from the U/CC to the Director of the DTMB certifying available matching funds. The “Local Share” of the Total Project Cost must be expended first. A draft of this letter is attached to the Project Management Agreement and is found in Appendix 4.

• Proof of Ownership of Subject Property from the U/CC to the State Building Authority:

Certified letter from the U/CC to the Director of the DTMB certifying that the U/CC owns the property proposed for construction, including a copy of the deed to the property to be affected by the project. Verify that the boundary of the property to be bonded in the proposed project does not overlap property currently bonded. A draft of this letter is attached to the Project Management Agreement and is found in Appendix 4.

• Phase I Environmental Survey from the U/CC submitted to DTMB-SFA. The Phase I

Environmental Survey must not be more than seven years old and must be for the specific site. If environmental laws have changed since the latest Phase I Environmental Survey, then the survey must be redone. If the Phase I Environmental Survey indicates a contaminated site, the U/CC must indicate the steps it proposes to take to ensure a clean, uncontaminated site. The cost of the Phase I Environmental Survey and any site remediation or cleanup is not an Allowable Project Cost.

• Hazardous Material Survey from U/CC submitted to DTMB-SFA. If the project involves work in an existing building and/or utility system, the U/CC is to determine the scope of potential hazardous materials contamination that may require testing, abatement and/or removal prior to the renovation and/or during the new construction work of the Project. The cost of the Hazardous Material Survey is not an Allowable Project Cost but the cost of the any remediation to accommodate the renovation of existing physical space that will become part of the Project is an Allowable Project Cost.

Step 6: Preliminary Design and Planning Submittal: The Professional Service Contractor and the user agency or U/CC prepare the Preliminary Design and Planning Submittal.

• This submission further refines the planned project, continuing the direction established during

Schematic Design. The Preliminary Design Submittal provides more detail and definition, allowing a check on compliance with the approved Schedule, Total Project Cost, Design Guide, Capital Outlay Manual and Building Requirements of the State of Michigan.

• Requirements of the Preliminary Design Submittal are Appendix 5 of this Manual.

• Quarterly Design Progress Report: The U/CC shall submit a brief design progress report to the

DTMB-SFA once every three months. Describe the progress of the final design and documentation, outlining any issues and including design progress meeting minutes. This report will keep the DTMB-SFA apprised of schedule changes and design and budget issues. This report may be provided in hard copy or via e-mail and can be waived if the DTMB-SFA agrees to a request.

Step 7: Preliminary Design Review: The DTMB-SFA reviews the Preliminary Design Submittal. The

DTMB-SFA may elect to use the services of an Audit Consultant to assist with this review. The cost for the audit consultant is taken from the DTMB fee.

• If disapproved, the DTMB-SFA will discuss issues with the user agency to help gain resolution.

• If approved, the DTMB-SFA forwards an approval letter to the user agency authorizing them to proceed to Final Design/Construction Documents. Copies of this letter are forwarded to the Budget Office and the State Building Authority.

FINAL DESIGN/CONSTRUCTION DOCUMENTS PHASE:

Step 8: Final Design and Construction Documents: The Professional Service Contractor and the user agency prepare the Final Design and Construction Documents.

• The Final Design and Construction Documents document the proposed project to the level of detail required for effective bidding and construction and form the basis of the construction contract. The Final Design and Construction Documents also include a construction cost estimate.

• For State Agencies, the construction documents are prefaced by the MICHSPEC™ specification;

this establishes the relationships, during construction, of the State, the Professional Service Contractor, and the Construction Contractor.

• Self-managing Universities/Colleges may use their preferred construction specification form and contract.

• The DTMB-SFA must review and approve the University/College bidding and award procedures, criteria and processes prior to advertisement of bids.

• All major Capital Outlay projects, whether for Universities/Colleges or for State Agencies, must follow any applicable Prevailing Wage U/CC administrative requirements and/or laws..

Additionally, all major Capital Outlay projects must include the State project sign (see Appendix 9).

• Monthly Design Progress Report: The U/CC shall submit a brief design progress report to the

DTMB-SFA once each month. Describe the progress of the final design and documentation, outlining any issues and including design progress meeting minutes. This report will keep the DTMB-SFA apprised of schedule changes and design and budget issues. This report is to be submitted electronically (hardcopy to be provided upon request) and can be waived if the DTMB- SFA agrees to a request.

Step 9: Final Design/Construction Documents Review: The DTMB-SFA reviews the Final

Design/Construction Documents Submittal. The DTMB-SFA may elect to use the services of an Audit Consultant to assist with this review, with the cost for that consultant coming from the DTMB Fee. One electronic set, including Specifications, are required for review. Upon DTMB-SFA request hard copies are also to be provided.

• If disapproved, the DTMB-SFA will discuss issues with the user agency to help gain resolution.

• If approved, the DTMB-SFA forwards an approval letter to the U/CC authorizing bidding or proceeds to bidding in the case of a State Agency. The U/CC may not bid without this approval.

Copies of this letter will be forwarded to the Budget Office and the State Building Authority.

• If the U/CC elects to construct a project in phases, the Final Design/Construction Documents Submittal is repeated as required

BIDDING AND AWARD PHASE:

Step 10: Bid Tabulations: The tabulated results of bidding, including all bidders, are reviewed by the

DTMB-SFA. These are provided by the U/CC to the DTMB-SFA or produced by the DTMB-SFA in case of a State Agency project. The requirement for bid tabulations extends to the selection of construction management firms and the subcontractor bids taken by the construction management firms. The results are forwarded to JCOS when the project is completed.

Step 11: Construction Contract Award: If bidding results are acceptable, the DTMB-SFA authorizes the

U/CC to award the construction contract, or awards the construction contract in case of a State Agency project

CONSTRUCTION PHASE:

Step 12: Administer Construction Contracts: DTMB-SFA or the U/CC, through its Project Management

Agreement, administers construction contracts. The DTMB-SFA will also provide intermittent observation of the construction progress through participation in construction meetings and site visits.

• Monthly Reports: During construction, beginning with the first construction contract, the self-managing U/CC is required to report progress, encumbrances, change orders, schedule, projected cash flow and expenditures to the DTMB-SFA in monthly reports. Requirements for monthly reports are found in Appendix 4. These reports are to be submitted electronically (hardcopy to be provided upon request) for records retention.

• Direct Payments and Expenditure Reporting: The U/CC is requested to report on a monthly basis, their direct project payments and expenditures. If these payments are reported from the project’s start, they are recorded as journal entries; the eventual reimbursement is thus made simpler and quicker. Cash flow projections will assist the SBA in timing the financing which allows reimbursement after the U/CC has met its share. These reports must be detailed for review by the DTMB-SFA. Certain expenditures may not be included as part of the Total Project Cost.

Should expenditures be denied or questioned, the report and reimbursement request will be returned to the U/CC for revision and the request must be re-submitted before any payment may be authorized. An example of a monthly expenditure report is attached to the Project Management Agreement and is found in Appendix 4. This report is to be submitted electronically (hardcopy to be provided upon request).

• A list of charges allowed and disallowed against the total authorized cost is found in Appendix 7.

Reimbursements may be made up to 12 months after substantial completion of the project, as determined by the issuance of a Certificate of Tenantability and is found in Appendix 10.

LEASE AND BONDING PHASE -- FINANCING WITH THE STATE BUILDING AUTHORITY:

Step 13: Funding for Construction-in-Progress: In order for State Building Authority (SBA) financing to occur the following steps must be accomplished.

The DTMB-SFA will notify the SBA of the start of project construction, whether the U/CC or DTMB-

SFA manages the project. After notification, SBA prepares the Project Lease. Information that will be needed:

Project Budget (see attached example of exhibit A) - from U/CC Project Description – in brief (one or two paragraphs, including building area) – from

DTMB-SFA Project Director Legal description – from U/CC

Project completion date – from U/CC Architect and Contractor names and addresses - from U/CC Rental Range (SBA will obtain from an independent appraiser)

Step 14: Proceeding with the Lease: In order for the SBA to proceed with the Lease, the U/CC must be in compliance with the Management Agreement by including:

Timely monthly progress reports submitted to DTMB-SFA (including monthly project expenditure detail).

Legal proof of ownership of the project site, free of title restrictions

Copy of the deed No recorded liens (i.e.: tax, mortgage, or construction liens, etc.)

No easements or rights of way that may conflict with the project No rights of reverter or re-entry No other conflicting rights (i.e.: mineral exploration, imperium rights, etc.)

Evidence of a contamination free site

U/CC is within design and program scope of the project

Step 15: Approval of the SBA Board of Trustees:

• Resolution of the State Building Authority Approving Construction Agreements, Conveyances of Property, Leases and Easement Agreements, if necessary, for certain facilities

• Establishes an annual rental range for the project.

• Approval of a supplemental resolution to the Trust Indenture of the Commercial Paper Program

• Allows the project to be brought in under the original Trust Indenture and included in the

Authority’s short-term financing program.

Step 16: Approval of the State Administrative Board (SAB):

• Resolution of the State Administrative Board Approving Construction and Completion Assurance

Agreements, Conveyances of Property and Leases for Certain Facilities Establishes an annual rental range for the project

Step 17: Approval of the U/CC Board of Trustees:

Resolution of the Board of Trustees of the U/CC Approving a Construction and Completion

Assurance Agreement, a Conveyance of Property, a Lease and an Easement Agreement, if necessary, for the U/CC Project Approves an annual rental range for the project.

Bill of Sale for the Facility

Step 18: SBA Commercial Paper Issuance: After all of the above steps have been completed and if the

U/CC remains in compliance with the Management Agreement, SBA can issue commercial paper to fund the Authority’s share of the project.

The SBA will notify DTMB Fiscal Management and State Facilities Administration, Design and

Construction Division that SBA financing is in place.

After the U/CC has spent their share of the project and the SBA financing has occurred, the U/CC can request reimbursement for project expenditures. Reimbursement requests must be sent to the DTMB-SFA Project Director (see Appendix 4).

Step 19: SBA Policy Related to Advancing Funds for State Agency Projects

Once construction has commenced, the Agency, through the assigned Project Director, may request an advance of funds for upcoming expenditures.

Advance of funds is made on a quarterly basis for the upcoming quarter.

The total advance requested must be justified by a detailed list of projected expenditures.

The Project Director must review and sign-off on the advance request and forward to the SBA for review.

Expenditures in which the SBA does not consider “bondable” (see Appendix 7) will be communicated to the Project Director (who will in turn communicate to the Agency).

Once both the Project Director and SBA approve the list of expenditures, SBA will request the transfer of funds to the Agency through Financial Services.

Financial Services should be notified of the justification for any unspent funds in the following quarter.

Step 20: Long-term Financing of the Project: When the project is completed and the U/CC can take occupancy, the short-term notes that were used for financing the construction-in-progress are retired with long-term bonds.

Certificate of Tenantability issued by the Architect – the text of a Certificate of Tenantability is attached as Appendix 10 and may not be modified.

Lease is Executed

An independent appraiser determines the true annual rental for the project.

The SAB approves the “Resolution of the State Administrative Board Determining the Rental and Confirming Other Matters Regarding the Conveyances of Property and the Leases for Certain Facilities and Authorizing the Execution and Delivery of a Continuing Disclosure Agreement” which approves the conveyance of the Facility, the authorization of the lease between the State and the U/CC, and approves the annual true rental.

The Governor, Secretary of State, U/CC and the SBA sign the Lease.

Warranty Deed is executed by the U/CC and conveys the property to the SBA.

The short-term commercial paper notes are refinanced, and monthly rental payments begin. The rental payments are applied to the bond debt service. When the bonds are paid or redeemed, the lease is canceled, and the property is reconveyed back to the State, the University, or the College. The bond periods can vary, and bonds are often redeemed early.

PRESENTATION TO JOINT CAPITAL OUTLAY SUBCOMMITTEE

The University, Community College, or Agency may be called upon to present or discuss their project with the Joint Capital Outlay Subcommittee (JCOS), or the DTMB may be called upon to discuss a project on their behalf. Additionally, the U/CC is encouraged to meet with JCOS members to answer questions or present information on their project. Presentation materials, if desired, shall be mounted on boards and shall include plans, elevations, and site development. The presentation should last no longer than 5-10 minutes. Be prepared to field questions from the JCOS members. Answers should be brief and to the point. The following is an outline of a suggested presentation format. Provide this single page outline to the DTMB-SFA Project Director with each design submission, including Schematic Design.

A. Representative of Agency/College/University:

1. Introduction of presenters

2. Purpose of project. Emphasize how this project will benefit the State Agency or the

University/College, or how it will impact the Mission Statement of the Agency.

3. Impact and effects the project will have on the surrounding community, economy, jobs, etc.

B. Professional Architect/Engineer responsible for the project:

1. Site Description

2. Brief description of the facility, including all necessary components

3. Materials and building systems proposed

4. Total cost

5. Schedule – drawings complete, construction start, construction complete, occupancy

*Items listed in bold indicate items of most importance

INFORMATION FOR PLANNERS

BUILDING EFFICIENCY AND APPROPRIATE USE

It is expected that State Agency and U/CC capital outlay projects demonstrate space and cost-efficient design. Buildings must meet the efficiency ratios outlined in Appendix 8. Large circulation spaces may not be designated as usable areas by furnishing them as lounge, waiting, or study areas unless those areas are clearly required by the building program.

U/CC capital outlay projects are to serve an academic program, or other functions that provide indirect support to the academic program. The program should not include recreation rooms, television lounges, billiard or gaming areas, or other spaces not integral to the academic program. Consult with the DTMB- SFA and/or the State Budget Office prior to including food service facilities, bookstores, child development centers, or other self-liquidating activities (for which a fee, tickets, or other revenue is collected) in the program.

GREEN BUILDINGS

The energy efficiency of all materials used in the construction, alteration, repair, or rebuilding shall be considered. Sustainable design principles should be used in the design and construction of capital outlay-supported projects; the LEED Green Building Rating System is a convenient and industry-accepted standard of reporting and measurement.

Many recent capital outlay-supported projects have achieved LEED scores of Silver or Gold.

Submit LEED Scorecards with each phase review package. USGBC review and certification is optional.

Information on the USGBC and the LEED Scorecard can be obtained from the United States Green Building Council at (202) 828-7422 or at www.usgbc.org

CODE REVIEW AND BUILDING PERMITS

All State of Michigan projects performed with the DTMB-SFA require code review and building permits.

Code review is required prior to bidding. Costs for Michigan Department of Licensing and Regulatory Affairs (LARA) Bureau of Construction Codes (BCC) review may be interagency billed.

U/CC: Universities may elect to have projects reviewed through their local municipalities or through the Bureau of Construction Codes. Community Colleges generally come under the jurisdiction of their local municipality, but that local municipality may choose not to perform the plan review. In that case, the Bureau of Construction Codes will perform the plan review. The Michigan LARA Bureau of Fire Services is responsible for performing fire safety plan reviews and inspections for all new construction and remodeling of schools, colleges, and universities

State Agency: the LARA Bureau of Construction Codes must review State Agency projects. It is DTMB- SFA practice to require this review be completed prior to bidding.

CODES, REGULATIONS, LAWS:

All State Agency major and minor capital outlay projects must comply with the following codes, regulations, and laws. Certain projects may require additional review or approvals from other agencies or compliance with other regulations. It is the Professional’s responsibility to determine which laws and regulations apply to a project.

University and College major capital outlay projects must comply with building codes as specified by each University or College.

Should a national and a state code contain conflicting items, the Professional shall use the more restrictive requirement.

State of Michigan projects on State-owned lands are not subject to local municipal, township, or county building permit or plan review. However, plans for projects may be shared with local officials on an informational basis only. An inspection conducted by a local inspector shall be of an advisory nature only.

DTMB State Facilities Administration Design and Construction Division (517) 284-7900 http://www.michigan.gov/dcd

Bureau of Construction Codes, 611 W. Ottawa Street, 1st Floor Ottawa Building, Lansing, MI 48933 Mailing Address: PO Box 30254, Lansing, MI 48909 http://www.michigan.gov/lara Michigan Building, Mechanical and Plumbing Codes (517) 241-9308 LARA BCC Plan Review (517) 241-9328 Michigan Energy Code (517) 241-9328 Michigan Barrier-Free Design Rules (517) 241-9300

The current Administrative Rules, Codes Public Acts & Standards currently in force can be found at:

https://www.michigan.gov/lara/0,4601,7-154-89334_10575_17550---,00.html

Michigan Bureau of Fire Services (517) 241-8847 http://www.michigan.gov/lara/0,4601,7-154-35299_42271---,00.html 3101 Technology Boulevard, Suite H, Lansing, MI 48910

Americans With Disabilities Act (Federal Register July 26, 1991) (202) 514-0301 US Dept. of Justice Office on the ADA, Washington, DC 20530

Sedimentation Control Act (Part 91 of 1994 PA 451) (616) 356-0276 Michigan Department of Environmental Quality 350 Ottawa Avenue NW, Grand Rapids, MI 49503-2341

DTMB-managed projects contact DTMB-SFA Sedimentation and Erosion Control Section (517) 284-7900

Department of Health & Human Services (517) 373-3740 333 S. Grand Avenue P.O. Box 30195 Lansing, MI 48909

PROJECT SIGN

A project sign must be installed at the construction site for all projects over $500,000.00. The sign shall conform to DTMB-SFA guidelines in Appendix 9. Advertisement and names of contractors or consultants are not allowed. Universities and Community Colleges shall provide a photograph of the erected sign in the first monthly report.

DOCUMENT REQUIREMENTS

OUTLINE SPECIFICATIONS

A preamble to the outline specifications shall name the separate prime contracts being proposed and the scope of each, any proposed construction phasing, or describe any proposed unusual construction techniques, as well as unusual conditions affecting the design or cost, e.g., restricted working conditions or limited access.

Use the divisions of the Construction Specifications Institute and within each division use the broad scope section titles and sequences as shown in the most recent edition. In Division 1 - General Requirements, include those Special Project Procedures and other items which are special or unique to the project. This shall be an outline specification only. Show various materials in their proper divisions and include a preliminary finish schedule in Division 9 - Finishes. Cover the mechanical and electrical divisions as thoroughly as the previous divisions.

DOCUMENTS CHECKLIST

Planning, bidding requirements, and contract documents are reviewed and approved by the DTMB-SFA at various stages or phases, only for: 1) general compliance with the approved program statement and its amendments; 2) with legislative, budgetary, and time limitations; 3) with required format and 4) with pertinent documents previously approved by the DTMB-SFA.

It is the responsibility of the Professional Services Contractor to check and correct the documents which he/she prepares, for errors and omissions; for engineering and technical performance; for coordination of the various systems; for conflicts or discrepancies in drawings and specifications and for compliance with applicable codes, regulations, and standards.

For specifications, use the CSI division format and within each division use the broad scope section titles and sequences.

BIDDING AND CONTRACT REQUIREMENTS

The principle of competitive bidding must at all times be maintained. Do not use proprietary or trade names unless at least two are named and then only in the specifications. Do not use proprietary or trade names on the drawings. The phrase "or equal" shall be used or included by reference in the special conditions or instructions to bidders. An equal is permitted only upon the written approval of the professional service contractor, and then the construction contractor is responsible for all costs due to the acceptance or use of

it. An equal product should be distinguished from a substitution. Universities or Colleges may use the following or similar paragraphs in the “Special Project Procedures” or “Instructions to the Bidders”. State Agencies shall use the MICHSPEC®:

The use of an equal product, defined by describing a proprietary product or the use of two or more trade names, if not inserted, shall be implied. The specific product described or named shall be understood to establish the minimum requirements for fulfilling contract obligations in regard to quality, function, installation, material, manufacture, and standard of design. Equal products, other than those that are specifically described or named, will be permitted provided that written approval is obtained from the professional service contractor prior to placement of orders and further provided that the Contractor be totally responsible for all costs incurred by use of the equal product. No approvals concerning any part of the contract by either owner or professional service contractor shall be valid unless given in writing. The professional service contractor shall be the sole judge of an "equal" and no extras will be allowed due to the requesting contractor's assumption of equality of products.

The substitution of material or equipment different from that specified shall be considered only if a request for same, in writing, is received by the professional service contractor at least 14 days prior to the date for opening of bids. The request shall include complete data for evaluation of the proposed substitution, including estimated savings or additional costs resulting from its use. If the substitution is approved, an addendum will be issued to all recipients of bid documents.

GENERAL REQUIREMENTS

Allowances. No allowance shall be used without the express written authorization from the DTMB-SFA Project Director.

Measurement and Payment. Provide procedures and submittal requirements for schedule of values, application for payment, and unit prices. Do not use unit prices except with express written authorization from the DTMB-SFA Project Director.

Alternates/Alternatives. No alternatives or alternates are to be used except with express written authorization from the DTMB-SFA Project Director. Alternates shall be deduct only. Design and bid the project which meets the budget and plan for deductive alternates in case of higher-than-expected bids.

Alternates shall be listed in the order in which they will be taken and may not be taken in combinations which will affect contract award.

Special Project Procedures. Include special procedures if required by the State Department the project is for.

Temporary Facilities and Controls. Make certain that it is clear what is to be provided, by whom and who pays for it. Verify with State Agency and DTMB-SFA for availability.

Contract Close Out. Make certain that it is clear when project is to be accepted by owner, when warranties are to begin, when owner's liability for operations, maintenance and insurance is to be assumed and what the Contractor's residual obligations are and for how long. Consider Builder’s Risk Insurance and the establishment of Liquidated Damages.

SITE WORK

General. Obtain information for boundary and topographic surveys from the DTMB-SFA Project Director, or U/CC. The bidding documents are to contain a sheet showing all existing conditions (same scale and orientation as site plan) with no other work shown on this sheet. Provide Project Sign (see Appendix 9) for all projects over $500,000.00.

Subsurface Investigation. Obtain soils information as part of the basic professional services. Involve the testing engineers in planning the boring locations and consult with them during the time borings are being done and during the design of footings or foundations. Provide the DTMB-SFA with a final indexed PDF report. Include locations of test holes and log of borings on plan of existing conditions.

Demolition. Do not allow rubble to backfill in basement areas. Clear basements, break up concrete floors and backfill with granular fill. Basement walls and broken up concrete basement floors may remain in place.

Be certain that possible hazardous waste is properly handled per regulations of the Department of Environmental, Great Lakes & Energy.

Site Preparation. Include protection for existing trees and shrubs which are to remain.

Earthwork. Provide for controlled compaction of backfill that supports structures parking or walks. Ensure that brick-filled areas are protected from frost and water. If engineered fill is required, prevent settlement that may cause structural damage.

Soil Erosion and Sedimentation Control: Comply with 1994 PA 451, Part 91 (Soil Erosion and Sedimentation Control). Ensure that best practices are followed and that the design of an SESC plan is submitted for review to the appropriate agency. For DTMB-managed projects coordinate review submission with Project Director as plan review is completed within DTMB-SFA Design and Construction Division.

Paving and Surfacing. Keep islands and small structures to a minimum in order to facilitate snow removal with power equipment. Provide for snow storage.

Sewage and Drainage. Make certain that building ground floor is placed at an elevation that will permit positive surface drainage away from the structure and so that no possibility exists for storm water to enter doors or other large openings in case of catch basin or drain stoppage.

Landscaping. Design landscape structures keeping in mind the likelihood of damage by powered snow removal equipment handled by inexperienced operators. Utilize tree and shrub stock native or adaptive to site. Avoid exotic species and monocultures.

CONCRETE

Concrete Accessories. In concrete swimming pools, provide special water stops at all construction or expansion joints. Do not rely on coatings.

Cast-In-Place Concrete. Make provision for controlled expansion, contraction and differential movement or settlement. Do not use spread or wall footings without steel reinforcement.

Precast Concrete. Anchorage details should be tested and proven prior to actual installation. Consider the appearance factor of this material as a finished surface after ten or more years of exposure. Consider accumulation of atmospheric soils and wash-off.

MASONRY

Masonry Accessories. Make provision for controlled expansion, contraction and differential movement or settlement.

Unit Masonry. Anchorage details for precast units should be tested and proven prior to actual installation.

Masonry back-up for masonry veneers is preferred. Provide for differential movement.

Stone. Use exterior materials proven to be impervious to frost action.

METALS

General. Make provision for controlled expansion and contraction and provide for protection against corrosion due to electrolysis between dissimilar metals.

Structural Metal Framing. Use of "Cor-ten" or similar steel is to be used with discretion, taking particular care to avoid inappropriate rust staining of adjacent materials.

Metal Joists. Joists shall comply with the Steel Joists Institute Standard Specifications for open web steel joints.

Metal Decking. Use sufficient depth and gauge to overcome excessive deflection causing roofing membrane rupture or delamination when foot traffic occurs.

Metal Fabrications. Observe OSHA, ADA, and MBF requirements on railings and stair details.

WOOD AND PLASTICS

Plastic Fabrications. Vinyl handrail covers shrink or expand severely. Avoid these unless material is proven. Avoid exposure to sunlight at interior locations.

THERMAL AND MOISTURE PROTECTION

General. Provide for controlled expansion-contraction-differential movement or settlement. Observe criteria and standards of Michigan Energy Code.

Waterproofing. Provide for protection against damage in backfill operations.

Insulation. Make certain that sufficient insulation or vapor barriers are provided to prevent moisture condensation or that any insulation subject to moisture condensation is properly vented to allow dissipation of this moisture without damage to structure or content. Insulation shall comply with code compression standards.

Shingles and Roofing Tiles. Provide adequate roof slope for conditions and materials to avoid back-up leakage due to ice and snow formations. Provide verification.

Manufactured Roofing and Siding. Provide adequate roof slope for conditions and materials to avoid back-up leakage due to ice and snow formations. Provide standing seam roofing only.

Membrane Roofing. Specify single ply elastomeric membrane, totally adhered or mechanically fastened with possible option of coal tar pitch and gravel, if design conditions are correct. Provide slope of at least 1/4" per foot to avoid ponding. Try to avoid high parapet walls and their attendant flashing problems. For built-up tar pitch roofs, a twenty-year total system manufacturer’s warranty shall be provided to cover roofing, insulation, flashing, connections, labor material, and installation. For single-ply membrane roofs a twenty-year total system manufacturer’s warranty shall be provided to cover roofing, insulation, flashing, connections, labor material, and installation; an additional five-year warranty on the membrane shall be provided. For all roofing systems a two-year warranty shall be provided by the general contractor that shall commence with the date of substantial completion of the total project.

Flashing and Sheet Metal. Provide for controlled expansion and contraction. Check overhang or eave details for potential problems of icing and roof water back-up. Check for downspout or conductor icing.

Detail flashing to allow removal and reinstallation for reroofing.

Skylights. Skylights are not allowed because of the perennial leakage problems. Consider monitors for daylighting.

Joint Sealers. Do not rely on sealants as primary water stop.

DOORS AND WINDOWS

General. Provide construction, glazing, and weatherstripping for maximum energy conservation consistent with budget. In mental or penal structures use special security screws only in areas accessible to patients or inmates.

Metal Doors and Frames. Provide for rust or corrosion protection, and for proper back-up plates for secure hardware attachment and anchorage.

Wood and Plastic Doors. Avoid for exterior use except under special conditions.

Provide overhead doors with safety switches with electric eyes, not seal switches (which freeze).

Metal Windows. Consider problems of through conduction, condensation runoff, and attendant damage.

Provide proper flashing and blocking.

Hardware. Include special agency requirements for the Departments Health & Human Services and Corrections.

Glazing. Observe Fire Marshal rules on glass. Be certain of proper degree of security and safety in mental or correctional structures. Consider provision for interior reglazing in multistory structures. Provide for controlled expansion/contraction/differential movement, especially to prevent cracking of multipane glazing.

FINISHES

Lath and Plaster. Make provision for controlled expansion and contraction, especially for exterior work.

Use galvanized lath and solid zinc edge, corner or other termination pieces for exterior or interior high humidity areas.

Gypsum Board. Avoid for exterior use even if protected against weather. Do not use in locations exposed to aggressive behavior. Provide proper accessories for closure and trim.

Tile. For exterior use, specify certified frost proof vitreous tile.

Terrazzo. Avoid use for exterior and do not use on ramp or sloped floors because of slipping danger.

Acoustical Treatment. Consider appropriations in reference to fragility, damage by occupants, cleanable and sanitation factors.

Wood Flooring. Provide controlled expansion and contraction and consider likelihood of exposure to high humidity or water.

Resilient Flooring. Avoid in wet areas.

Carpet. Avoid use in areas occupied by or accessible to incontinent persons because of cleaning and sanitation problems. Make certain of limitations regarding fire and smoke.

SPECIALTIES

Compartments and Cubicles. Comply with barrier-free codes.

Louvers and Vents. Provide for drifting or blowing snow problems.

Access Flooring. Avoid where subjected to heavy wheeled loads.

Identifying Devices. Include in contract, uniform and consistent typography and colors throughout the structure, campus or institution. Comply with barrier-free codes. Coordinate design of interior and exterior signage.

Protective Covers. Make certain that canopies are protected against vehicle or truck damage.

Storage Shelving. State agency and professional service contractor shall determine usage prior to bidding, not after construction is in place.

Toilet and Bath Accessories. Check details carefully with user or manager of maintenance staff for compatibility with stock paper, soap, etc. Provide substantial backing for adequate anchorage.

EQUIPMENT

General. Where applicable consult with and obtain required approvals from Department of Health & Human Services, Office of Fire Safety, or other cognizant agencies. Include any required fire extinguishers in building contract.

Security and Vault Equipment. Make certain that enclosing wall, floor and ceiling construction is at least equal to vault door.

Loading Dock Equipment. Do not use depressed loading docks which rely on drainage by means of a sump or grate. These plug and freeze. Provide adequate roof clearance for semitrailers.

FURNISHINGS

Window Treatment. Include shades, blinds, drapes or other similar devices, complete with operating hardware and installation, usually as separate bids and contracts.

Furniture and Accessories. Not normally included in building contract except by written authorization.

Multiple Seating. Fixed seating shall be included in construction contract.

Interior Plants and Planters. Not normally included in building contract except by written authorization.

SPECIAL CONSTRUCTION

Integrated Assemblies. Make certain that trade jurisdiction problems are accounted for.

Aquatic Facilities. Consult with and obtain written approval of Department of Health & Human Services for both construction and operation.

CONVEYING SYSTEMS

Elevators. Begin with a description of the elevator, giving area, weight of lift, speed, number of stops, approximate distance of travel, class (freight, passenger, both) type of operation. Follow with a detailed method of operation. On contracts for repairs, specify testing and include a clause requiring the Contractor to inspect the equipment carefully, assume all responsibility for damage due to his/her testing, and to deliver the repaired machine in a first class operable condition. Consider height of freight elevator cab to facilitate furniture delivery.

MECHANICAL

General. Insist on adequate physical space for the placement, operation, maintenance, removal and repair of all mechanical equipment, piping, and ducts. Observe criteria and standards of Michigan Energy Code and its superseding revisions. Coordinate design work with architectural designer to avoid unsightly exposures of cooling towers, meters, stacks, vents, piping, conduit, etc. In mental and penal buildings use special security screws in areas accessible to patients or inmates. Consider humidity control and proper ventilation to avoid and prevent mold and fungal growth in buildings.

Fire Protection. Consult with and obtain written approval of the Bureau of Fire Services.

Plumbing. Provide floor drains in all toilets and all other spaces housing water using devices, e.g., drinking fountains, water heaters, etc.

Heat Generation. Provide for adequate combustion air supply. Consider energy recovery devices.

Heat Transfer. Consult with DTMB-SFA.

Air Distribution. Check for possible cross-contamination on supply and exhaust ports.

Controls. Consider sophistication of systems in relation to probable operating and maintenance staff capabilities.

ELECTRICAL

General. Be certain that adequate space and clearance is provided for safe and proper operation, maintenance, and removal of all electrical equipment.