Design Period Procedures

1. The Consultant project team, accompanied by departmental professionals shall visit the site as soon as possible after receiving a project briefing from the Design Manager. The site visit is intended for the Consultant to appraise site characteristics and any external factors affecting the design.

2. A design briefing meeting is to be convened following the completion of the site visit and the Consultant’s review of the client’s functional program study and to introduce all parties involved in the project and facilitate group discussion of the program to ensure that all requirements in it are fully understood.

3. The redevelopment of an existing building will necessitate a detailed facility condition assessment be completed.

4. The Consultant is to establish a production schedule in consultation with the Design Manager following the design briefing meeting. The schedule shall establish the elapsed time from start of the design process to the award of the construction contract(s) and incorporate client design

reviews. This schedule shall also detail the expected deliverables for the project.

5. The Consultant is responsible for monitoring construction costs during preparation of contract documents and advising the Design Manager of any significant deviation as a result of client or departmental requested design changes. Ensure that the probable cost increases do not exceed the design contingency allowance provided for in the cost plan. The pretender estimates are to be provided in accordance with this manual.

6. The basic service fee for Consultant Services incorporates three design stages:

a. Concept Design b. Design Development c. Contract Documents 5.4.2 DESIGN ERRORS AND OMISSIONS

1. An error is an item in the drawings and specifications that results in extra costs or delay due to the correction of a design or other deficiency (e.g.

co-ordination). An omission is an item missing from the drawings and specifications which must be added outside the competitive bidding process.

2. Design errors and omissions can be minimized through the implementation of a design quality assurance plan by the Consultant team and complying with the design procedures and guidelines contained in this manual. The Consultant is to exercise the skill, care and diligence that may reasonably be expected of another professional of ordinary competence. The Design Manager and the Construction Manager also have key roles in reviewing design documents for accuracy and completeness prior to construction starting.

3. The Consultant shall complete all internal design checks and inter-discipline reviews prior to submitting to the Department’s project team.

Shall it become evident that this review has not been completed by the consultant; the document package will be returned with out comment and

the expectation that the consultant will complete the work prior to further submission.

4. The cost of design errors on the part of the project consultant team are the responsibility of the Consultant. The Consultant shall undertake immediately to correct the error, in consultation with the Construction Manager. The correction may include, but not necessarily be limited to, provision of design drawings and specifications, preparation of a change order for the Contractor, coordination of on site inspections, and payment to the Owner.

5. Corrected errors and omissions shall be completed in a reasonable time frame so that the overall project schedule is not affected. During construction phase this time shall be 10 days or less for non-critical items and 3 days or less for those deemed critical.

6. The cost of design omissions on the part of the project consultant team may be paid, in part or in full, by the Department provided:

a. the cost of such omissions does not entail removing material or equipment already installed

b. the costs of such omissions are within the construction contingency allowance provided for in the cost plan

7. The benchmarks for change orders arising from design errors and omissions are as follows, applicable for major projects:

a. 2% of the original construction contract for new construction excluding health care facilities

b. 3% for health care facilities

c. 4% for renovations / alterations / redevelopment projects

8. In the event that the benchmarks are exceeded, the Construction Manager shall prepare a report for the Divisional Director reviewing each change order on the project. The Consultant shall be given the opportunity to reply to this report and offer explanation and options for mitigation of costs.

Final cost recovery for omissions exceeding the benchmarks shall be established with TW’s legal advisor.

5.4.3 APPROVAL REQUIREMENTS

5.4.3.1 General

The Design Manager is responsible for obtaining, or ensuring that the Consultant obtains all necessary approvals. This includes the approval of client partners and the approval of any regulatory agencies. The major regulatory agencies are noted in the following sections; however the specifics of the project may necessitate several other regulatory approvals.

5.4.3.2 Fire Commissioner’s Office

Submissions for review should be made by the Consultant for any contracts related to the construction or alterations of buildings as defined in National Building Code of Canada (latest revision). This would generally include contracts involving changes to the layout of buildings or the installation of fire protection systems, but would not include maintenance related projects such as roof repairs.

5.4.3.3 Municipal Building Permits

1. Plans are to be submitted for approval and the contractor will be required to obtain and pay for a municipal building permit, in accordance with departmental policy, for new buildings and extensions to existing buildings. Discussions will be held during the preliminary design stage with municipal authorities to identify and resolve any concerns and maintain compliance with any applicable municipal regulations. This is intended to ensure that the contractor will not experience undue delay in obtaining a building permit.

2. Building alteration projects involving an occupancy classification change will be submitted to the municipality for agreement in principal to ensure any municipal zoning regulations, bylaws, and ordinances are incorporated into the design.

5.4.3.4 Electrical Permits

1. Contractors shall be obliged to obtain and pay electrical permits from the applicable regulatory Department.

2. The Construction Manager should advise contractors that electrical inspections by the applicable regulatory Department will be in addition to those conducted by TW staff.

5.4.3.5 Building Accessibility Regulations

1. Plans and specifications shall be submitted by the consultant to the Department of Government Services in accordance with the design registration procedures established under the “Building Accessibility Act and Regulations”.

2. The Contractor will be obliged to obtain and pay for any inspection permit fees levied by the Department of Government Services.