MDOC and DTMB-DCD Project Roles and Duties (rev 01-31-17) EV-1.pdf

MDOC Projects DTMB/DCD & PSC Additional Roles/Duties

1. Project Partnering – Our Goal is to have a partnering meeting within a month of project funding approval.

2. Pre-Design and Design Kickoff –

- All partnering and pre-design meetings should be coordinated between DTMB Design and

Construction Project Director and MDOC Physical Plant Project Manager. A reminder is to be given to all attendees that LEIN’s are to be sent thru MDOC Physical Plant Division one week prior to on site activity.

- All Professionals and their sub-consultants must submit a LEIN request consisting of name, driver’s license number, social security number, birth date for all persons to be employed on the Project site. LEIN Request, CAJ-1037 must be submitted directly to the Department of Corrections Designee one week before any person's appearance at the site.

- All PSC employees and their consultants will be required to attend orientation prior to any on site activity.

3. PSC Duties, Design Phase – Assist with establishing project team and ensure the appropriate members are included in all reoccurring meeting and correspondences:

- DTMB, Design and Construction Project Director.

- MDOC Physical Plant Division Project Manager.

- MDOC Regional Physical Plant Superintendent.

- MDOC Regional Sanitarians (when appropriate).

- MDOC Regional Fire Safety Representative.

- Facility Physical Plant Supervisor and Appropriate Staff (facility physical plant to attend all meetings and coordinate the appropriate facility team).

a. Schedule Reoccurring Design and Project Progress Meetings:

- PSC is to use Outlook invitations for all SOM project team members.

- MDOC uses the 1st and 3rd or 2nd and 4th format unless reoccurring meetings are to be weekly or monthly.

- Schedule all meetings as part of the meeting agenda and send invitation immediately after meetings. Not to exceed 48 hours.

b. Meeting Minutes:

- Bring multiple copies of previous Meeting Minutes to all Design Review and Construction meetings.

- Provide Project Budget attached to Meeting Agenda and Minutes that includes:

a. Prime Contractors Original contract amount.

b. Allowance amounts and current balance.

c. A dated list of all Bulletins and Change Orders with associated amounts as it relates to the contingency or allowance balance.

d. The latest Amount of the PSC and contractor Contract Order including all known

Contract Modifications.

e. Any other costs associated to Testing Agencies, Consultants, etc.

- Consistently Include the Project Start Date and latest Contractual Substantial Completion Date in the heading of Meeting Minutes and Meeting Agenda.

- Include the Sign-In Sheet with Meeting Minutes.

c. Design:

- Bid Documents, contract and DTMB pre-construction meeting hand-outs will require contractor to locate, verify and document all underground utilities. The MDOC will only provide reference documents available but contractor is to take the necessary steps to verify all locations to prevent the damage and interruption of any utilities.

- The PSC is to include appropriate language in all bid documents as to an acceptable number of work areas, work teams and number of staff in each team that will be allowed during the project. This information is to be established with input from the facility and the Physical Plant Division Project Supervisor. We do this instead of indicating the number of escorts. The contractor does not have knowledge of facility staffing levels or the decision making ability toward this requirement. Language will include the requirement for the contractor to provide both a construction schedule and an ongoing two week look ahead outlining the number of areas, work teams and employees in each team at each progress meetings. This will aid the facility in determining the acceptable number of escorts and number of areas they will be allowed to work in during the project.

- Design professionals are to be reminded to FIELD VERIFY all aspects of the project prior to developing bid documents.

- Discuss the use of an allowance or not as well as the amount of the allowance.

- The PSC is to assist with identify all locations as it relates to proposed construction and needed lead or asbestos abatement. DTMB and MDOC will contract separately for survey and abetment of these materials as needed.

4. Environmental Health and Fire Safety –

a. Asbestos:

- Asbestos Surveys and Abatement is to be properly performed prior to construction by a Certified Professional and tracked throughout the time span of the project. These efforts are to be contracted directly by DTMB and MDOC separate from the project contractor and PSC. All previous asbestos studies and documents are to be provided. All newly created documents and reports are to be provided throughout the project to the MDOC and facility.

All activities are to be coordinated thru and communicated to the MDOC Environmental, Fire Safety Section.

- Written notification regarding all asbestos related activity is to be properly posted and communicated to the Design Professionals, Contractors (and their employees), Sub- Contractors (and their employees), All SOM Employees and other staff as necessary.

- Proper notification and required waiting period is to be adhered to as set forth by DEQ for any abatement work.

b. Lead Paint:

- Properly tested by qualified firm any suspected areas prior to construction. Written formal reports are to be provided to all parties (i.e. Professionals, Contractors, Sub-Contractors, SOM Employees, any other staff as deemed necessary). All activities are to be coordinated thru and communicated to the MDOC Environmental, Fire Safety Section.

c. Permit Requirements:

- Does the project change, alter, or interfere with ANY permit requirements of the MDOC? (as in DEQ required permits for Air Quality, Ground water, UST, AST, etc.).

d. UST/AST or Water Tower projects:

- Is this UST/AST or Water Tower on the MDOC list for inspection? Communicate and update of any MDOC lists must be done. Contact Environmental Health Manager (Trever LeBarre).

e. Fire and Life Safety – Does the project impact any NFPA Fire Code or Life Safety Codes?

Does the project require modifications to the existing Fire Alarm or Fire Suppression System(s)?

5. Pre-Construction Meeting, Construction Phase:

a. LEIN:

- All Contractors must submit a LEIN request consisting of name, driver’s license number, social security number, birth date for all persons to be employed on the Project site. LEIN Request, CAJ-1037 must be submitted directly to the Department of Corrections Designee one week before any person's appearance at the site.

- All Contractor employees will be required to attend orientation prior to any on site activity.

b. The Pre-Construction contact list:

- A contractor emergency contact list is to be provided to the facility physical plant Supervisor and who will ensure this is provided to the appropriate facility staff. This contact list will be posted in control center. A copy of the Contractor’s safety manual will be on site for their employees.

c. Project Scope Changes:

- The facility is to be reminded that all requests for scope change needs to be communicated to the Physical Plant Division Project Manager. Facility Staff are not to direct contractor/professional to deviate from contracted project scope and budget. Approval must be generated by the MDOC Project Manager and DTMB-D&C Project Director.

d. Security Escorts:

- The contractor is to provide a two week look ahead outlining the number of areas, teams and employees in each team to aid the facility in determining the acceptable number of escorts and allowable number of areas they will be allowed to work. This should be in line with what was agreed to in the bid documents.

- Remind facility leadership about the role of the escorting staff. We often find escorts that do not feel they have the authority to stop work or correct safety or security concerns with our contractors. They need to notify the Physical Plant Supervisor if this occurs, who will in turn notify the project team.

e. Project Substantial Completion, Close Out Documents:

- Provide electronic copy to MDOC Physical Plant Division. As built prints and drawings to be in AutoCAD and PDF format.

- Deliver hard copy and electronic copy to the MDOC Facility Physical Plant Supervisor. As built prints and drawings to be in AutoCAD and PDF format.