Paintsville Lake Marina RFP - EXHIBIT F - Parks Lessee Property Modification Request Procedures.pdf
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- Attached to
- RFP 112122 PAINTSVILLE LAKE MARINA
- Solicitation number
- RFP 785 2300000099 3
- Issued by
- Hart County, Kentucky
About this file
This document is an exhibit to the Paintsville Lake Marina Request for Proposal issued by the Kentucky Department of Parks, Facilities Management, in coordination with the Finance and Administration Cabinet and the Department of Housing, Building and Construction. The exhibit establishes mandatory procedures and standards that a lessee must follow when requesting to modify, upgrade, alter, or improve any leased property. The process begins with submission of a preliminary request containing a description of proposed changes, rationale, environmental impacts, construction schedule, and schematic plans. The Department of Parks evaluates the request for lease compliance and forwards it to the Finance and Administration Cabinet for concurrence; if the property is located on Army Corps of Engineers or Tennessee Valley Authority land, the request is also submitted to the applicable agency. Upon preliminary approval, the lessee must submit three complete sets of detailed design documents prepared and sealed by a Kentucky-licensed design professional, which are again forwarded to the Finance and Administration Cabinet and potentially to the Corps or TVA. Following approval of design documents, the lessee submits materials to the Department of Housing, Building and Construction for review and permitting, with the lessee responsible for obtaining all required building and trade permits and ensuring the facility receives a Use and Occupancy permit before occupancy.
Upon completion of work, the lessee must provide Parks with as-built documentation, warranty documentation, and an updated insurance certificate, followed by a final site inspection by Parks. All modifications must comply with the current Kentucky Building Code and National Electric Code, be ADA accessible, include cultural resource investigations prior to ground disturbance, obtain State Historic Preservation Office approval if affecting historic structures, utilize commercial-grade materials, and include roofing with a two-year installation warranty and minimum thirty-year product warranty. The lessee bears full responsibility for regulatory compliance and permit acquisition throughout the project lifecycle.
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Text version
Lessee Property Modification Request 1 Department of Parks, Facilities Management
EXHBIT F - Paintsville Lake RFP
Parks’ Lessee Property Modification Request Procedures rev. 9/2022
KENTUCKY DEPARTMENT OF PARKS
LESSEE PROPERTY MODIFICATION REQUEST
Purpose: When a Lessee desires to modify, upgrade, alter, or improve any leased property, the
Lessee shall comply with the following procedures and standards prior to commencement of any construction activity.
Procedures:
1. The Lessee shall forward to the Department of Parks, Facilities Management, Real Properties
(“Parks”) a preliminary request containing adequate details for a complete and expedient review. The request shall include the following items at a minimum:
a. Description of the proposed changes
b. Reason for requesting the changes
c. Expected impacts to the built and natural surroundings
d. Desired construction schedule
e. Schematic plan of proposed changes including site map of the location
2. Parks will evaluate the preliminary request to determine if it complies with the provisions of the lease and that Parks is in agreement with the proposed changes. As a part of this process, Parks will forward the request to the Finance and Administration Cabinet (“FAC”) for evaluation and concurrence. A written response from the Commonwealth, either approving or rejecting the proposed changes will be sent to the Lessee.
3. If the leased premises is located on Army Corps of Engineers (“Corps”) or Tennessee Valley
Authority (“TVA”) property, Parks will forward the preliminary request to the applicable agency field office for evaluation.
4. If the preliminary request is approved, the Lessee shall submit three complete sets of detailed design documents to Parks. The documents must be prepared and sealed by a design professional licensed in the Commonwealth of Kentucky. As a part of this process, Parks will forward the documents to FAC for evaluation and concurrence. A written response from the
Commonwealth approving or denying the preliminary request will be sent to the Lessee.
5. If the leased premises is located on Corps or TVA property, the Lessee shall also submit the design documents to the applicable agency for evaluation.
6. If the design documents are approved, the Lessee shall submit the documents to the
Department of Housing, Building and Construction (“HBC”) for review and permitting.
a. The Kentucky Building Code requires all state owned buildings, regardless of group classification or special use, to be designed by either a registered Architect or Engineer
(per table 122.1 of the Building Code).
b. Further, HBC has jurisdiction to review and issue permits for all State owned property per section 104, paragraph 104.16.9 of the Building Code, which defines "State owned property" as "Buildings owned by or built on property owned by the Commonwealth, regardless of occupancy classification or size."
7. The Lessee shall forward copies of all building permits and regulatory authority approvals to
Parks prior to commencing any construction activity.
Lessee Property Modification Request 2 of 2 Department of Parks, Facilities Management rev. 9/2022
a. The Lessee will be fully responsible for ensuring compliance with all regulatory approvals and obtaining all building and trade permits that are required for the proposed work.
b. The Lessee shall not occupy or utilize the facility until HBC has issued a Use and
Occupancy permit.
8. Any proposed changes to the approved work shall be submitted to Parks for approval prior to initiating the change. A written response to this request will be sent to the Lessee by the
Commonwealth.
9. At the completion of all work, the Lessee shall provide Parks with as-built documentation of the completed project identifying any and all required changes to the approved work including all warranty documentation and an updated insurance certificate incorporating improvements to the property.
10. Parks will visit the site and perform a final completion review. This will include, but may not be limited to, obtaining photographic documentation and new building property tagging.
Standards:
1. All new buildings or modifications shall be properly permitted and shall comply with the
Kentucky Building Code, current edition as adopted by HBC.
2. All electrical modifications shall be properly permitted and shall comply with the National
Electric Code, current edition as adopted by HBC.
3. All facilities shall be ADA accessible.
4. Verification of the completion of an investigation of any and all cultural resources required shall be performed prior to the disturbance of any grade.
5. Modifications to any historic structure shall be reviewed and approved by the State Historic
Preservation Office.
6. All construction materials utilized shall be commercial grade quality. Designs and materials shall provide for longevity and serviceability.
7. All new roof construction shall provide a 2 year installation warranty and min. 30-year product warranty. Warranty documents shall be provided to Parks at the completion of the work.
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