Instructions for Architects
and Engineers
July 2016
Approved by:
_________________________/s/___________________________
William Frare, Assistant Director, Engineering & Architectural Services
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Communication & Guidelines for Engineering & Architectural Projects in WA State, Study Guides, Projects, Research of Construction
The roles and responsibilities of the A/E, Client Agency, and E&AS Project Manager during the design and construction phases of public works projects in Washington State. It covers topics such as project numbers, communications, guidelines for minor works projects, and the design development and construction document phases.
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Instructions for Architects
and Engineers
July 2016
Approved by:
_________________________/s/___________________________
William Frare, Assistant Director, Engineering & Architectural Services
TABLE OF CONTENTS
- CHAPTER 1 - GENERAL INFORMATION
- 1.0 P URPOSE..........................................................................................................................................................
- 1.1 AUTHORITY ......................................................................................................................................................
- 1.10 Department of Enterprise Services ...................................................................................................
- 1.11 E&AS Project Manager (E&AS PM) ..................................................................................................
- 1.12 Design/Construction Statutes & Codes ............................................................................................
- 1.2 P ARTICIPANTS & RESPONSIBILITIES ........................................................................................................................
- 1.20 Principal Participants .......................................................................................................................
- 1.21 Typical Responsibilities .....................................................................................................................
- 1.3 COMMUNICATIONS .............................................................................................................................................
- 1.30 Communications between A/E, Client Agency, and E&AS PM .........................................................
- 1.31 State Project Numbers .....................................................................................................................
- CHAPTER 2 - PLANNING AND DESIGN
- 2.0 S TATE E XPECTATIONS .........................................................................................................................................
- 2.00 Project Design ..................................................................................................................................
- 2.01 Project Budget ..................................................................................................................................
- 2.02 Project Scheduling ..........................................................................................................................
- 2.1 A/E CONTRACTUAL AGREEMENTS WITH THE S TATE ................................................................................................
- 2.10 Pre-Agreement Meeting.................................................................................................................
- 2.11 A/E Agreement ...............................................................................................................................
- 2.2 I NITIAL DESIGN M EETING ..................................................................................................................................
- 2.3 P RE - PLANNING AND DESIGN ..............................................................................................................................
- 2.30 Program Data .................................................................................................................................
- 2.31 Existing Project Data ......................................................................................................................
- 2.32 Program Data Review and Existing Project Data Review ...............................................................
- 2.33 Permitting Agency Coordination ....................................................................................................
- 2.34 Utility Coordination ........................................................................................................................
- 2.35 Mandated Review Cooperation......................................................................................................
- 2.36 Predesign/Scope Development Studies ..........................................................................................
- 2.4 S CHEMATIC DESIGN P HASE ................................................................................................................................
- 2.40 Schematic Design ...........................................................................................................................
- 2.41 Schematic Design Meetings ...........................................................................................................
- 2.42 Energy Life Cycle Cost Analysis (ELCCA) .........................................................................................
- 2.43 Leadership in Energy and Environmental Design (LEED) Compliance ............................................
- 2.44 Value Engineering (VE) Review ......................................................................................................
- 2.45 Life Cycle Cost Analysis ...................................................................................................................
- 2.46 Schematic Design Review and Approval ........................................................................................
- 2.5 DESIGN DEVELOPMENT P HASE ...........................................................................................................................
- 2.50 Design Development ......................................................................................................................
- 2.51 Design Development Meetings ......................................................................................................
- 2.52 Value Engineering (VE) Review ......................................................................................................
- 2.53 Energy Life Cycle Cost Analysis (ELCCA) .........................................................................................
- 2.54 Leadership in Energy and Environmental (LEED) Compliance ........................................................
- 2.55 Accessibility ....................................................................................................................................
- 2.56 Utility Coordination ........................................................................................................................
- 2.57 Bidder Design .................................................................................................................................
- 2.58 Bid Alternates .................................................................................................................................
- 2.59 Design Development Review and Approval ...................................................................................
- 2.0 S TATE E XPECTATIONS .........................................................................................................................................
- CHAPTER 3 - CONSTRUCTION DOCUMENTS TABLE OF CONTENTS
- 3.0 CONSTRUCTION DOCUMENT PHASE .....................................................................................................................
- 3.01 Meetings ........................................................................................................................................
- 3.02 Bid Alternates .................................................................................................................................
- 3.03 LEED Compliance ............................................................................................................................
- 3.04 Utility Coordination ........................................................................................................................
- 3.1 P REPARATION OF DOCUMENTS FOR BIDDING ........................................................................................................
- 3.11 Bid Date, Time, and Location .........................................................................................................
- 3.12 Advertisements ..............................................................................................................................
- 3.2 P ROJECT M ANUAL ...........................................................................................................................................
- 3.21 Cover Sheet ..........................................................................................................................................
- 3.22 Title Sheet ............................................................................................................................................
- 3.23 Table of Contents ...........................................................................................................................
- 3.24 Division 00 ......................................................................................................................................
- 3.25 Division 01 - General Requirements ...............................................................................................
- 3.26 Technical Specification Divisions ....................................................................................................
- 3.27 Appendices .....................................................................................................................................
- 3.3 DRAWINGS .....................................................................................................................................................
- 3.30 Document Preparation ...................................................................................................................
- 3.31 Title Sheet.......................................................................................................................................
- 3.32 Typical Sheets .................................................................................................................................
- 3.4 DOCUMENT REVIEW.........................................................................................................................................
- 3.40 Constructability Review ..................................................................................................................
- 3.41 Plan Reviews, Permits, and Associated Fees ..................................................................................
- 3.42 Construction Documents Review ....................................................................................................
- 3.5 DOCUMENT APPROVAL .....................................................................................................................................
- 3.0 CONSTRUCTION DOCUMENT PHASE .....................................................................................................................
- CHAPTER 4 - BIDDING, PRINTING & PERMITS
- 4.0 BID ADVERTISEMENTS ......................................................................................................................................
- 4.1 BID DOCUMENT DISTRIBUTION ...........................................................................................................................
- 4.2 P RE -BID W ALK -THROUGH AND ADDENDA ............................................................................................................
- 4.21 Pre-Bid Walk Through ....................................................................................................................
- 4.22 Addenda .........................................................................................................................................
- 4.3 BID OPENINGS ................................................................................................................................................
- 4.30 Bid Opening Procedures for projects in Olympia ............................................................................
- 4.31 Bid Opening Procedures for Alternate Locations ...........................................................................
- 4.4 BID RESULTS ...................................................................................................................................................
- 4.40 Disclosing Bid Results .....................................................................................................................
- 4.41 Bid Evaluation ................................................................................................................................
- 4.42 Formal Acceptance or Rejection of the Bid ....................................................................................
- 4.43 Public Review & Protests ................................................................................................................
- 4.5 CONSTRUCTION CONTRACT AND N OTICE TO P ROCEED .............................................................................................
- 4.6 P ERMITS AND FEES...........................................................................................................................................
- CHAPTER 5 - CONSTRUCTION ADMINISTRATION
- 5.0 P RE -CONSTRUCTION CONFERENCE ......................................................................................................................
- 5.00 Scheduling the Conference .............................................................................................................
- 5.01 Participants ....................................................................................................................................
- 5.02 Meeting Chair.................................................................................................................................
- 5.1 S UBMITTALS ...................................................................................................................................................
- 5.2 CONSTRUCTION P ROGRESS M EETINGS .................................................................................................................
- 5.20 Schedule of Progress Meetings ......................................................................................................
- 5.21 Participants .................................................................................................................................... TABLE OF CONTENTS
- 5.22 Meeting Chair.................................................................................................................................
- 5.23 Agenda ...........................................................................................................................................
- 5.24 Contractor Inquiries........................................................................................................................
- 5.3 CHANGE ORDERS .............................................................................................................................................
- 5.30 Change Order Proposal (COP) ........................................................................................................
- 5.31 Field Authorization (FA)..................................................................................................................
- 5.4 CONSTRUCTION OBSERVATION ...........................................................................................................................
- 5.5 UTILITY I NCENTIVE ACCEPTANCE I NSPECTIONS .......................................................................................................
- 5.6 P ROCESSING CONTRACTOR’ S I NVOICES .................................................................................................................
- 5.0 P RE -CONSTRUCTION CONFERENCE ......................................................................................................................
- CHAPTER 6 - PROJECT COMPLETION AND CLOSE-OUT
- 6.0 P ROJECT COMPLETION AND ACCEPTANCE .............................................................................................................
- 6.01 Review of O&M Manuals ...............................................................................................................
- 6.02 Training Plan for Client Agency Personnel .....................................................................................
- 6.1 S PECIAL P ROCEDURES .......................................................................................................................................
- 6.10 Testing and Air Balancing...............................................................................................................
- 6.11 Commissioning ...............................................................................................................................
- 6.12 Indoor Air Quality ...........................................................................................................................
- 6.13 LEED Reporting Requirements........................................................................................................
- 6.14 Apprenticeship Reporting ...............................................................................................................
- 6.2 S UBSTANTIAL COMPLETION ...............................................................................................................................
- 6.3 P RIOR OCCUPANCY ..........................................................................................................................................
- 6.4 FINAL COMPLETION ..........................................................................................................................................
- 6.5 FINAL ACCEPTANCE ..........................................................................................................................................
- 6.6 AS -BUILTS/RECORD DOCUMENTS .......................................................................................................................
- 6.7 L IENS.............................................................................................................................................................
- 6.8 P OST -CONSTRUCTION COMMISSIONING ...............................................................................................................
- 6.9 W ARRANTY REVIEW .........................................................................................................................................
- 6.0 P ROJECT COMPLETION AND ACCEPTANCE .............................................................................................................
ABBREVIATIONS/DEFINITIONS
These instructions use the following abbreviations and definitions:
ADA Americans with Disabilities Act
A/E Architect/Engineer Consultant
Agreement The Professional Services Agreement and Conditions of the Agreement between the A/E and the state of Washington, Department of Enterprise Services*, Engineering & Architectural Services
AHJ Authorities or Agencies Having Jurisdiction
Amendment Modification to the Agreement
CAD Computer Aided Design
Client Agency State agency for whom E&AS is providing services
CO Change Order
COP Change Order Proposals
DAHP Department of Archeology and Historic Preservation
DES Department of Enterprise Services
DOC Department of Corrections
DSHS Department of Social and Health Services
Diverse Business Small business, microbusiness, mini-business, minority-owned business (MBE), and women-owned business (WBE), as defined in RCW 39.26.010 and veteran-owned businesses as defined in RCW 43.60A.010.
E&AS Engineering & Architectural Services
E&AS APM E&AS Assistant Program Manager; oversees the E&AS, DOC, or DSHS PMs
E&AS PM E&AS Project Manager, authorized representative for E&AS, DOC, or DSHS
EIS Environmental Impact Statement
ELCCA Energy Life Cycle Cost Analysis
FA Field Authorization
Guidelines Additional information provided regarding specific aspects of a project.
May be either DES or Client Agency guidelines. L&I Department of Labor and Industries LCC Life Cycle Costs for the project; to include all operating costs LEED Leadership in Energy and Environmental Design MACC Maximum Allowable Construction Cost is the total sum available to the contractor for construction, including all alternates. The MACC excludes Washington state sales tax, professional fees, project contingency funds, or other charges that may not be under the scope of the general contractor. Minor Works Projects valued between $25,000 and $ million MWBE Minority and Women-Owned Business Enterprises NTE Not to Exceed NTP Notice to Proceed to the Contractor for construction OFM Office of Financial Management O&M Operations and Maintenance Owner State of Washington PM Project Manager Predesign A process of project investigation and definition required by the Office of Financial Management for major projects prior to disbursement of design and construction funds. Punch List A list of incidental corrective work identified by the contractor at Substantial Completion and supplemented as necessary by the A/E upon A/E and Owner inspection at Substantial Completion SFAC State Facilities Accessibility Committee RCW Revised Code of Washington (statutes) USGBC United States Green Building Council VE Value Engineering WAC Washington Administrative Code (codes)
The E&AS PM represents the legal contracting authority for the state. The DES/Department of Corrections (DOC) Team Project Managers manage DOC projects and the DES/Department of Social and Health Services (DSHS) Team Project Managers manage DSHS projects. The DES/DOC Team PMs and the DES/DSHS Team PMs are synonymous with the E&AS PMs as used in this document and represent the legal contracting authority for those projects.
1.12 Design/Construction Statutes & Codes Over 80 statutes and codes including the Revised Codes of Washington (RCW), Washington Administrative Codes (WAC), and local building-related codes apply to the design and construction of state-owned facilities. See the list of most applicable RCW and WAC sections. The A/E is required to conform to all applicable statutes and codes.
1.2 Participants & Responsibilities
1.20 Principal Participants
- The E&AS PM (also referred to as the Owner, as acting for the Client Agency, in the Conditions of the Agreement ):
- Client Agency
- A/E
- Contractor
1.21 Typical Responsibilities A specific project may require additional or differing responsibilities.
E&AS PM :
In consultation with the Client Agency, the E&AS PM will provide a project scope, schedule and budget, determine which guidelines are applicable to the project, and incorporate them into the scope of services.
- May assign in their place a representative authorized to make decisions at all scheduled meetings if they are unable to attend.
- Conduct the A/E selection process.
- Negotiate and prepare the A/E Agreement for execution and issue the signed Agreement as an authorization to proceed to the A/E.
- Issue an authorization to proceed for various phases of project design, bid, and construction.
- Review and approve invoice vouchers for payment.
- Approve changes in scope of services, schedules, budget, fees, and amend the A/E Agreement.
- Review and approve progress documents submitted by the A/E.
- Arrange for the advertising, receipt, and opening of bids.
- Set up a Pre-Construction conference with the Contractor, A/E, and Client Agency.
- Facilitate resolution of project issues, change orders, disputes, or claims.
- Accept completed work on behalf of the state.
Client Agency : Where applicable to a particular project/facility as determined by the PM, the Client Agency may:
- Assign a representative authorized to make decisions on behalf of the Agency whom may participate in project related meetings and discussions.
- Assist in developing with the project scope, schedule, and budget. Provide recommendations to the E&AS PM on which guidelines are applicable for incorporation into the project scope of services.
- Participate in the A/E selection process.
- Provide detailed functional requirements, site constraints, existing record drawings and specifications, design standards, maintenance requirements, and other pertinent information to the E&AS PM and A/E.
- Obtain approval from the Department of Archeology and Historic Preservation (DAHP) for projects on buildings 50 years old or older or disturbing more than one cubic foot of soil. ( Executive Order 05-05 , Archaeological and Cultural Resources).
- Review work and provide recommendations and approvals to the E&AS PM.
- Disburse monies following approval of invoice voucher(s) by the E&AS PM.
- Submit written requests for any changes in scope of services, schedule, budget, or fees to the E&AS PM for review, approval, and incorporation into the legal documents.
A/E Consultant : Be fully knowledgeable of the state's Instructions for Architects and Engineers, the Conditions of the Agreement, all project relevant guidelines, and understand and provide the services required per these documents.
- Prepare invoice vouchers for payment of A/E services and enter the information into the DES Diversity Compliance system (B2Gnow) at https://des.diversitycompliance.com. See Invoice Instructions for A/Es.
- Have a representative authorized to make decisions at all scheduled meetings.
- When applicable, provide services to achieve LEED certification on behalf of the Owner.
- Provide updated construction cost estimates and schedules at a minimum at the end of the Schematic Design, Design Development, and Construction Document phases, and as additionally called for per the Agreement and project guidelines.
- Initiate and obtain design, plan reviews, and approvals from all applicable regulatory agencies.
- Participate in the bid opening process.
- Submit written requests for any changes in scope of services, schedules, budget, or fees to the E&AS PM for approval.
- Attend and participate in leading the Pre-Construction Conference with the Contractor, E&AS PM, and Client Agency.
- Schedule and chair design and construction meetings, establish and distribute agendas for meetings, record meeting minutes and distribute to the E&AS PM, Client Agency, Contractor, and other appropriate parties.
- In a timely manner, review Contractor invoice vouchers and approve for payment.
- Prepare and process change order proposals and field authorizations, and review for compliance with the Contract Document requirements.
- Facilitate completion of project closeout and verify warranty requirements are met during the warranty period(s), including warranty inspections and corrections as required.
1.3 Communications
1.30 Communications between A/E, Client Agency, and E&AS PM Correspondence and communication to or from the A/E shall go through the E&AS PM. The E&AS PM may authorize exceptions for specific projects or situations.
2.02 Project Scheduling The Client Agency and E&AS PM will initiate the project schedule during budget development and request phases based on planning, design, and construction requirements of the project, and include milestones in the consultant selection advertisement. Once the A/E has been selected, the A/E is responsible for confirming the overall project schedule, with consideration of, but not limited to the following:
- State funding cycles
- Curriculum or school year determinants
- Weather
- Owner mandated reviews and VE, ELCCA, LCCA, accessibility, constructability review, building commissioning, and LEED criteria, as appropriate for the project
- Permitting review
2.1 A/E Contractual Agreements with the State
2.10 Pre-Agreement Meeting The E&AS PM will conduct a Pre-agreement meeting with the A/E to confirm if the program and “pre-design” scope, schedule, and MACC for the project is clear and sufficient on which the A/E can base a fee proposal. If so, discuss and identify deliverables for basic and additional services in the Conditions of the Agreement and its Attachment A. The E&AS PM and A/E may use the Pre-Agreement Conference Checklist as a guide.
2.11 A/E Agreement The A/E shall prepare a detailed written fee proposal for basic and additional services based on items discussed in the Pre-Agreement meeting. The total design fee shall be a combination of approved basic and additional services. These services and the value of such services are to be jointly agreed to by the A/E and the PM in consultation with the Client Agency.
On building projects with a MACC of $1 million or more, consult the OFM Guidelines for Determining Architect/Engineer Fees for Public Works Building Projects and A/E Fee Schedule when negotiating basic services fees.
On projects with a MACC under $1 million, the A/E and the E&AS PM may negotiate fees outside of the A/E OFM Fee Schedule, based on the estimated effort for the project.
The A/E shall not proceed with any work prior to receiving a fully signed Agreement or Amendment from E&AS.
2.2 Initial Design Meeting
The E&AS PM will schedule an initial design meeting with the A/E and Client Agency. The agenda will include an introduction of the project participants, review of the project scope, schedule and budget, communications procedures, project guidelines, and existing data.
2.3 Pre-planning and Design
2.30 Program Data In consultation with the Client Agency, the E&AS PM will provide to the A/E any additional information that further describes the project.
2.31 Existing Project Data In consultation with the Client Agency, the E&AS PM will provide the A/E information regarding existing circumstances in hard copy or digital format, which may include the following: as-built drawings, studies, surveys, Environmental Impact Statement (EIS), hazardous material, and maintenance surveys.
2.32 Program Data Review and Existing Project Data Review The A/E shall review all Program Data and Existing Project Data with their sub-consultants to assess the relationship between the existing and proposed project conditions. Following this review, the A/E and their sub-consultants will perform a site investigation to verify existing conditions.
After investigation of existing conditions, the A/E should recommend to the E&AS PM any necessary supplemental information they think would be necessary for the project.
2.33 Permitting Agency Coordination The A/E shall ascertain the requirements imposed by all permitting agencies having jurisdiction over the work, and shall design the project in accordance with those requirements. The A/E shall inform the E&AS PM and Client Agency of those requirements that may affect the project scope, schedule, or budget. The A/E shall make timely contact with permitting agencies and shall coordinate any interaction required during the implementation of the project. The Client Agency and E&AS PM will cooperate with the A/E in project issues with all Agencies having Jurisdiction (AHJ).
2.34 Utility Coordination The A/E shall contact utility providers to learn of their energy and conservation incentive and rebate programs applicable to the project. The A/E shall inform the PM and the Client Agency of any opportunities for participation in these programs, and coordinate any interaction required to implement those programs in the project.
The A/E shall determine if the required utilities for the project exist and if they are of adequate size and type of services are available and inform the PM if there will be a need for increased capacity or new utilities.
Utilities may include, but are not limited to electricity, gas, water, storm sewer, TV/Cable, fire and police alarm interface, voice, and data communications.
2.35 Mandated Review Cooperation The A/E shall fully cooperate with the Owner initiated procedures for LEED criteria, ELCCA, LCCA, VE, commissioning, constructability review, accessibility review, etc.
2.36 Predesign/Scope Development Studies Predesign studies are required on all projects more than $5 million (and some projects more than $1 million), and are required to follow the OFM Predesign Manual. Submittal deadlines are typically July of even years. OFM’s approval of the Predesign is required to move into the Design Phase. Prior to establishing an agreement for Design and Construction Phase professional services, there may be a need for additional scope development studies to clarify the scope for the project.
For projects under $5 million, the E&AS PM may, in consultation with the Client Agency, elect to have a scope development study done to further define the project scope,
support for project VE review. The A/E shall review the VE report and prepare a written response for the Owner’s consideration. The A/E shall incorporate approved final VE review decisions into the Schematic Design documents, when applicable. See VE Guidelines.
2.45 Life Cycle Cost Analysis Projects that meet the criteria below, and begin predesign or design phases in the 2015- biennium (or later) will be subject to LCCA requirements as established by Executive Order 13-03 that requires consideration of life cycle and operating costs in public works projects.
- Projects with a total project cost of over $5,000,
- Projects with new building square footage of greater than 5,000 square feet
The A/E shall prepare the life cycle cost analysis using the Office of Financial Management’s Life Cycle Cost Tool (LCCT) in accordance with the LCCT instructions. Additionally, the A/E shall follow the submittal requirements for predesign, each design phase (schematic design, design development, and construction documents) and construction as outlined in the OFM Predesign Manual Appendix F.
Note, the primary difference between the LCCT and the ELCCA is that the LCCT must
quantify all costs associated with a project whereas the ELCCA includes a process
focused primarily on evaluating energy using systems. The LCCT is an economic
analysis or cost comparison tool. As such, energy modeling and integrated design
techniques are not performed within the LCCT; however, these design processes are
necessary to achieve a high-performance building or building system. Three viable
project alternatives must be evaluated in the LCCT. The alternative representing the
lowest life cycle cost should be a primary consideration in making design decisions for
the project.
2.46 Schematic Design Review and Approval The A/E shall schedule a Schematic Design review meeting. For Minor Works projects, at the PM’s discretion, this meeting may serve the dual purpose of a final Schematic Design review and approval meeting in lieu of a scheduled Owner Review period. The A/E shall document and respond to Owner review comments in writing and address in the final Schematic Design documents. If an Owner Review period is scheduled, the A/E shall respond to Owner review comments in writing and address in the final Schematic Design documents.
Final Schematic Design documents shall include a construction cost estimate and project schedule.
The A/E shall obtain the E&AS PM’s and Client Agency’s written approval of the Schematic Design phase.
After getting the Client Agency’s approval, the E&AS PM shall provide the A/E authorization to proceed to the Design Development phase.
2.5 Design Development Phase
2.50 Design Development
Based upon the approved Schematic Design documents, the A/E shall prepare Design Development drawings, outline specifications, product information, project schedule, and a construction cost estimate as required by the Conditions of Agreement.
If applicable, VE, LCCA, and ELCCA shall be included in this phase. An early Constructability Review may also be included. The A/E shall incorporate approved recommendations into the final Design Development documents.
2.51 Design Development Meetings The A/E shall:
- Schedule and conduct all design development meetings with the E&AS PM and Client Agency.
- Record and distribute minutes of the meetings in a timely manner.
2.52 Value Engineering (VE) Review The state will engage an independent VE consultant for projects valued over $5 million. The A/E team will be required to participate and provide support for project VE review. The A/E shall review the VE report and prepare written response for the Client Agency’s consideration. The A/E shall incorporate approved final VE review decisions into the Design Development documents. See VE Guidelines.
2.53 Energy Life Cycle Cost Analysis (ELCCA) When required on projects (see paragraph 2.42), the A/E shall implement the ELCCA’s Work Plan, complete a report for review by the DES ELCCA Reviewer, E&AS PM and the Client Agency. The DES ELCCA Reviewer, the E&AS PM, and Client Agency shall review the ELCCA report with the A/E and decide what to incorporate into the final Design Development documents. See ELCCA Guidelines.
2.54 Leadership in Energy and Environmental (LEED) Compliance The A/E will incorporate LEED elements into Design Development documents and provide an updated LEED checklist and description of LEED design features at the end of this phase for approval. (See DES’ LEED Quality Assurance Guidelines).
2.55 Accessibility In addition to code requirements, it is desirable to include universal design principles to ensure facilities are fully accessible to all.
The State Facilities Accessibility Committee (SFAC) reviews projects valued at more than $ million, and all projects on the Capitol Campus, regardless of value. If an accessibility review is required for a project, the A/E shall provide materials to the PM in preparation for the review meeting. The A/E shall attend the SFAC review meeting and answer questions about the project from SFAC. The A/E shall review the SFAC report and prepare a written response for the Client Agency’s consideration (Executive Order 96-04, implementing the Americans with Disabilities Act). The A/E shall incorporate the Client Agency’s decisions into the response to SFAC as well as into the Design Development documents.
2.56 Utility Coordination The A/E shall include all relevant utilities representatives in the design process as appropriate to identify elements that will provide incentives to the Owner. The A/E will
3.02 Bid Alternates See Section 2.58 of this document for requirements. Alternate specifications shall describe the Base Bid condition and how the alternate changes that. Alternates shall be clearly shown on the plans, as well.
3.03 LEED Compliance The A/E will incorporate LEED construction contract requirements into Construction Documents and provide an updated LEED checklist, description of LEED design features for approval, and submit documentation as required to LEED reviewing authority. (See DES’ LEED Quality Assurance Guidelines).
The A/E shall prepare a Metering plan and submit it as part of the DES LEED QA process. A Metering plan template is available on DES' Green Building website. The main purpose of the Metering plan is to make sure metering is installed on energy and water systems to allow the Owner to track and report energy and water consumption as required by statute. Construction documents shall contain reference to LEED requirement in each section as applicable.
3.04 Utility Coordination Finalize utility incentive analysis and secure a firm incentive offer from the utilities (energy and water) as appropriate, prior to the start of construction.
3.1 Preparation of Documents for Bidding
The A/E shall coordinate the completion of the following items with the E&AS PM and Client Agency for agreement on:
- Refer to the Pre-Bid Walk-Through Agenda Template
- Bidding strategy, including base bid and alternates
- Construction schedule
- Owner-approved Constructability Review recommendations incorporated into the documents
- Document printing and delivery costs
- Plan review and permit approval status
- Liquidated Damages Checklist
- Bid date, time, and location
- Bid Advertisement
- Obtain signatures on drawings and project manual
- Special inspections/testing and other services required for the construction phase
3.11 Bid Date, Time, and Location Bid Date and Time When bid documents are ready for bidding, the E&AS PM and A/E will establish a bid date that allows adequate time for competitive bidding. The bid date for major projects should be a minimum of four (4) weeks from the date of advertisement. The bid period for other projects may vary depending on scope, location, number and types of contractors required.
Bid Location The E&AS PM and A/E shall agree upon a bid location that will encourage bidder participation.
For projects located in Western Washington, E&AS will conduct the bid openings in Olympia unless the E&AS PM approves another location.
3.12 Advertisements The A/E and E&AS PM shall develop the bid advertisement based on the Bid Advertisement template.
The E&AS PM will determine when a pre-bid walk-through is appropriate for prospective bidders, the A/E, and Client Agency.
Any mandatory pre-bid walk-through requires approval by the E&AS APM.
3.2 Project Manual
The A/E shall prepare the following Project Manual items in the order listed:
3.21 Cover Sheet The cover sheet shall contain the following information:
- State Project Number for construction will include the project number plus a suffix obtained from the E&AS PM and contract staff (e.g., 2000-024 G (1-1))
- State Project Title, as directed by the E&AS PM
- Date (date of issue for bid, earlier drafts will have date of issue for review with % complete)
- Client Agency (name of state agency for which the project is being constructed, e.g., For: [Client Agency name])
- Contracting Agency: Department of Enterprise Services, Engineering & Architectural Services
- Name of A/E firm
- Bid Set Number: (e.g. Bid Set No. 10)
3.22 Title Sheet Title sheet shall contain the following information:
- State Project Number (e.g., 2000-024 G (1-1))
- Project Title
- Date (date of issue for bid, earlier drafts will have date of issue for review with % complete)
- Name of state agency for which the project is being constructed (e.g., For: [Client Agency name])
- Owner: State of Washington, Department of Enterprise Services, Engineering & Architectural Services
- Names, telephone numbers, and addresses of A/E firm and subconsultants
- Signature lines with signee title and date for the E&AS PM, Client Agency, and E&AS APM
- Architect/Engineer’s signed professional license seal
3.23 Table of Contents A table of contents shall list the entire contents of the Project Manual. It shall include Division 00, Division 01, Technical Specifications, and Appendices. There shall also be a list of plan sheets following the Table of Contents.
3.24 Division 00
3.25 Division 01 - General Requirements E&AS will provide template set of Division 01, General Requirements. The A/E shall not modify the administrative process sections; however, the A/E may modify other sections to meet the specific requirements of the project with approval from the E&AS PM. Examples may include site-specific instructions for temporary facilities and utilities, access, staging, etc. The A/E shall not delegate to others duties for which they are responsible under the Conditions of Agreement (i.e. delegation of responsibility for conducting and providing minutes for construction meetings).
Construction Waste Management: Consistent with State Construction Project Goals, projects shall be developed to minimize the amount of waste generated and maximize the amount of materials and waste salvaged for reuse and/or recycling in order to minimize the amount of construction waste going to landfills. As appropriate for the project, a section shall be included in Division 01 with reference to the associated Construction Waste Management Reporting Forms. Construction waste management shall also be coordinated with any associated project LEED requirements as appropriate.
3.26 Technical Specification Divisions The A/E shall prepare technical specifications using current standard Construction Specifications Institute (CSI) “Master Format."
With the intent of providing for competitive bidding and appropriate performance of products and systems on the projects, for each named product specified, the technical specifications should identify three different manufacturers, wherever practicable. The A/E is required to make judgments and recommendations regarding “as approved by A/E” products. The A/E may specify some products by performance specification only. See Section 2.57, Bidder Design of this document.
If the A/E expects to specify proprietary material or material from a sole source, they need to discuss these items with the E&AS PM before preparing the specification. Sole source and proprietary material specifications require a statement of justification from the A/E for E&AS approval.
The A/E shall not incorporate disclaimer statements into the bidding documents without prior approval from E&AS.
Include any reporting requirements for utility incentives.
LEED Compliance: The A/E will incorporate LEED construction contract requirements into construction documents, and require the Contractor to have a person experienced in LEED project submittals and/or accredited in LEED be in charge of all LEED Submittal and monitoring requirements.
Commissioning: When applicable, the Owner will engage an independent commissioning agent for the A/E to include commissioning of equipment and systems in the project specifications. (See the Commissioning Guidelines).
3.27 Appendices The A/E shall include all relevant test reports and documents that provide additional site information such as: land surveys, hazardous materials (including the “Good Faith”
asbestos survey), archeological surveys, historic preservation surveys, geotechnical investigations and test borings, building envelope investigations, etc.
3.3 Drawings
3.30 Document Preparation Drawings shall be prepared using two- and/or three- dimensional CAD programs as appropriate and in format as approved by the E&AS PM. When approved in advance by the E&AS PM, hand-drawn drawings may be used, but shall be formatted in the same manner as all of the drawings. All information on drawings shall be clearly legible when reduced to half-size.
The A/E shall follow the Owner’s CAD standards and conventions. The A/E shall provide copies of all CAD files of the construction documents to the Owner in retrievable electronic media and format as approved by the Owner with appropriate instructions for retrieval of data. Refer to the CAD Project Drawings policy.
Drawings prepared for bidding shall be sized as approved by the E&AS PM.
3.31 Title Sheet The title sheet shall contain the following minimum information:
- State Project Number (e.g., 2000-024 G (1-1))
- State Project Title
- Architect/Engineer’s signed professional license seal
- Date (date of issue for bid, earlier drafts will have date of issue for review with % complete)
- Name of state agency for which the project is being constructed (e.g., For: [Client Agency name])
- Contracting Agency: Department of Enterprise Services, Engineering & Architectural Services
- Name, telephone number, and address of A/E firm
- Names, telephone numbers, and addresses of sub-consultants, and
- Signature block for the E&AS PM, Client Agency representatives, and E&AS APM to sign and date
- Signature of SFAC approval when applicable
The title sheet will include, or subsequent sheets will include the project drawing index, vicinity map, symbols, abbreviations, general notes, schedules, etc.
3.32 Typical Sheets All sheets shall include a title block with the following information:
- State Project Number
- State Project Title
- Sheet contents
- Sheet number
- A/E’s professional license seal (stamp) with signature
- Date and revision dates
3.4 Document Review