MINNESOTA DEPARTMENT OF TRANSPORTATION Office of Maintenance: Building Services Section
ADDENDUM NUMBER ONE (1)
ADDENDUM DATE: 19 October 2012Request for Proposals for Designer Selection for
Project 12-14
Addition and Renovations to
Minnesota Department of Transportation
Crookston District 2B Headquarters, Crookston, Minnesota
THIS ADDENDUM IS INCORPORATED AS A PART OF THE REQUEST FOR PROPOSAL DOCUMENTS
The Respondent shall acknowledge the receipt of ADDENDUM NUMBER ONE (1) in the Cover Letter submitted with the Proposal. Failure to comply may result in the Proposal being rejected.
To All Responders:
All of the original terms, conditions, and this Addendum Number One (1) are incorporated by reference with the following changes:
Attachment A: Informational Meeting Agenda
A.1.
The mandatory informational meeting will be held on Tuesday 23 October 2012 at
1:00pm CDT at the Crookston District 2B Headquarters, 1320 Sunflower Street,
Crookston, MN. Agenda is attached herein.
A.2.
Correction to RFP Proposal dates: (RFP Corrected and Re-posted)
Project Proposals Due:
Tuesday
13 November by noon
Project Shortlist: Tuesday
27
November
Attachment B: Sample Documents referenced in the RFP
B.1.
Example of “Exhibit A: Scope of Work and Deliverables” is attached herein.
Attachment C: Existing Building Drawings (separate attachment due to file size)
C.1.
A “PDF File” of the existing MNDOT Crookston District 2B Headquarters drawings
is attached herein. It is part of the work of this contract to field verify existing
building information and incorporate it into the Final Construction Drawings for this
project. The Consultant is to provide MNDOT a complete digital set of drawings for
the entire building that are compatible with or readily converted to Bentley
“Microstation – Version 8I.” See “Exhibit A”
The Minnesota Department of Transportation makes no representation or warranties, express or implied, with respect to the reuse of the data provided herewith, regardless of its format or the means of its transmission. There is no guarantee or representation to the user as to the accuracy, currency, suitability or reliability of this data for any purpose. The user accepts the data “as is” and assumes all risks associated with its use. By acceptance of this data, the user agrees not to transmit this data or provide access to it or any part of it to another party unless the user shall include with the data a copy of this disclaimer. The Minnesota Department of Transportation assumes no responsibility for actual or consequential damage incurred as a result of any user’s reliance on this data.
ADDENDUM NUMBER ONE (1)
ADDENDUM DATE: 18 October 2012Request for Proposals for Designer Selection for
Project 12-14
Minnesota Department of Transportation,
Addition and Renovations to the existing
MNDOT Crookston District 2B Headquarters
Crookston, Minnesota
Attachment A:
A.1. Informational Meeting Agenda
A.2. Correction to RFP Dates (Re-posted to website)
Proposals Due:
Tuesday
13 November by noon
MS 715 Transportation Building, 2 Floor South 395 John Ireland Boulevard
St. Paul, Minnesota 55155
October 18, 2012
Crookston District 2B Headquarters
Mandatory Informational Meeting and Site Visit
Meeting Agenda
1. Sign-In / IntroductionsMNDOT BSS Staff David Schilling Crookston District 2B Staff Brad Scott
Dan Trickey Mark Motschke 2. SDSB Schedule for A/E Selection
Mandatory Meeting and Site Visit: Tuesday, 23 October 2012, 1:30 pm CDT
Questions Due: Friday, 2 November 2012, 12:00 pm CDT Answers Posted: Wednesday, 7 November 2012, 4:30 pm CT
Proposals Due: Tuesday 13 November 2012, 12:00 noon CT Shortlist: Tuesday, 27 November 2012 Interviews and Award Tuesday, 4 December 2012
3. Contract Document Schedule
Phase Begin Complete
Programming/Building Assessment 15 January 2013 25 February 2013 Schematic Design/Cost Estimates 22 January 2013 255 March 2013 Design Development/Cost Est. 25 March 2013 15 May 2013 Construction Documents/Cost Est. 31 May 2013 15 August 2013
3. Estimated Building Program
a. Building New Construction/Remodeling
Warm Storage Addition 10,800 sf Wash Bay Addition 1,200 sf Repair/Tire/Radio/Sign Shop 3,200 sf Total 15,200 sf b. Infrastructure Improvements
Sprinklering Existing Building Water Main Service Replacement 4. Site Walk-Thru
a. Site Information
b. Warm Storage Garage c. Repair/Tire/Radio/Sign Shop
Building Services Section
ADDENDUM NUMBER ONE (1)
ADDENDUM DATE: 18 October 2012Request for Proposals for Designer Selection for
Project 12-14
Minnesota Department of Transportation,
Addition and Renovations to the existing
MNDOT Crookston District 2B Headquarters
Crookston, Minnesota
Attachment B:
Exhibit A
Scope of Work and Deliverables
Addition and Renovations to the
MNDOT Crookston District 2B Headquarters
Crookston, Minnesota
Project # 13-TZ90545
1. CONSULTANT’S RESPONSIBILITIES – GENERAL
A. DEFINITIONS
1.1 “Consultant” used herein shall be comparable to the term “Contractor” used in the Professional Technical Services Agreement.
a. The term “Consultant” shall be construed to include the Prime Consultant and its Sub-consultants.
1.2 “Sub-Consultant” used herein shall be comparable to term “Sub-Contractor” used in the Professional Technical Services Agreement.
B. STANDARD OF CARE
The Consultant shall provide the professional services set forth in this Agreement consistent with the professional skill and care ordinarily provided by Design Professionals practicing in the same or similar locality under the same or similar circumstances. The Consultant shall perform its services as expeditiously as is consistent with such professional skill and care and the orderly progress of the Project.
C. THE CONSULTANT’S BASIC SERVICES
shall consist of those described below and include usual and customary Architectural, Landscaping, Cost Estimating and Energy Modeling services and Civil, Structural, Mechanical, and Electrical Engineering services.
1.1 The Consultant shall arrange for the reproduction of all documents required for Deliverables, MnDOT’s internal reviews, and for the Consultant’s use for the Project. The cost of reproduction will be reimbursed as scheduled in the Consultant’s contract.
1.2 The Consultant shall engage a Land Surveyor licensed by the state of Minnesota and arrange for the preparation of surveys to describe physical characteristics, legal limitations and utility locations for the Site of the Project. The cost of the Surveyor Services will be included as scheduled in the Consultant’s contract. Survey deliverables shall include:
a. Written legal property description and boundary survey of the Site.
b. Certified Survey indicating:
i. existing utilities surrounding the Site ii. existing utilities and structures on the Site
iii. topography of the Site showing limits of significant vegetation iv. Property Lines, Roadways, R.O.W. and Monuments.
D. SCHEDULE FOR PERFORMANCE OF THE CONSULTANT’S SERVICES
1.1 The Consultant shall submit for MnDOT’s approval a Project Design Schedule for the performance of the Consultant’s services. The time limit established by the Project Design approved by MnDOT shall
not, except for reasonable cause, be exceeded by the Consultant or MnDOT. Any unreasonable delay may be justification for termination of the Consultant’s contract.
1.2 The Project Design Schedule shall outline anticipated completion dates for Phases of the Design work and incorporate review time for MnDOT and governmental approvals as required to meet the approved time limit for the Design.
1.3 With MnDOT’s approval, the Consultant shall adjust the schedule, if necessary to meet the time limit, as the Project proceeds until the commencement of construction.
E. APPROVAL OF GOVERNMENTAL AUTHORITIES
The Consultant shall assist MnDOT in connection with MnDOT’s responsibility for filing documents required for the approval of governmental authorities having jurisdiction over the Project including the Environmental Protection Agency (EPA) / Minnesota Pollution Control Agency (MPCA).
F. ESTIMATES OF THE COST OF THE WORK
1.1 The Cost of the Work shall be the total cost to MnDOT to construct all elements of the Project designed or specified by the Consultant and shall include contractors’ general conditions costs, overhead and profit.
1.2 It is recognized that the Consultant cannot and does not warrant or represent that bids will not vary from MnDOT’s budget for the Cost of the Work or from any estimate of the Cost of the Work or evaluation prepared or agreed to by the Consultant
1.3 If the Consultant’s Preliminary, Interim or Final Estimates of the Cost of the Work exceed MnDOT’s budget for the Cost of the Work, the Consultant shall make appropriate recommendations to MnDOT to adjust the Project and the Cost of the Work to meet MnDOT’s budget.
a. MnDOT shall cooperate with the Consultant in making such adjustments.
b. The Consultant’s Basic Services shall include Services to make such adjustments to the Documents.
1.4 If MnDOT’s budget for the Cost of the Work is exceeded by the lowest bona fide bid, MnDOT may: a. give written approval of an increase in the budget for the Cost of the Work.
b. authorize rebidding of the Project within a reasonable time. c. terminate the Project.
d. in consultation with the Consultant, revise the Project program, scope, or quality as required to reduce the Cost of the Work.
e. implement any other mutually acceptable alternative.
f. If MnDOT chooses to revise the Project program, scope, or quality as required to reduce the Cost of the Work, the Consultant, without additional compensation, shall modify the Construction Documents as necessary to comply with MnDOT’s budget for the Cost of the Work.
G. MINNESOTA SUSTAINABLE BUILDING GUIDELINES
1.1 The Consultant shall follow and incorporate Minnesota Sustainable Building Guidelines (MSBG) to improve the ongoing performance of this facility towards the lowest lifetime costs and to promote design and operational decisions based on improving environmental, human and economic conditions.
H. MEETINGS:
1.1 The Consultant shall arrange and attend all Design Meetings, Construction Progress and Pre-installation Meetings and other meetings required by the jurisdiction and MnDOT.
a. The Consultant shall timely prepare agendas for these meetings and distribute them to all attendees and to MnDOT prior to the meetings.
1.2 The Consultant shall attend all Pre-bid and Pre-construction Meetings.
1.3 The Consultant shall prepare Record Minutes of these meetings and distribute them to all attendees and to MnDOT, timely subsequent to the meetings.
I. REVIEWS AND RESPONSES
1.1 The Consultant shall provide timely written responses to MnDOT’s Review comments and ‘redlines’ in accordance with the Project Design Schedule, including providing to MnDOT specific, itemized records of the ‘redlines’ indicating incorporation of MnDOT comments and/or communication of responses regarding comments which are not incorporated.
1.2 The Consultant is responsible for all MnDOT Review comments and ‘redlines’ requiring action or response.
2. MnDOT’s OWNER REPONSIBILITIES – GENERAL
A. DEFINITIONS
1.1 “MnDOT” as used herein shall be the Minnesota Department of Transportation.
a. The Office of Maintenance Building Services and its Project Manager shall act as MnDOT’s authorized representative where referenced herein.
B. PROJECT INFORMATION
1.1 Requirements and Limitations
MnDOT shall provide information in a timely manner regarding requirements and limitations on the Project, not limited to:
a. Overall Budget for the Project.
b. Legal, accounting, contract, labor compliance and insurance information required for the Project.
c. MnDOT’s requirements for mechanical, electrical, civil, voice, data communications, building automation systems and security systems.
d. MnDOT’s requirements for energy use and other State agency’s requirements for building performance for the Project.
e. Contact information for MnDOT personnel and their assignments for this Project.
1.2 Written Program:
MnDOT shall provide MnDOT’s objectives, schedule, constraints and criteria, including function, space requirements and relationships, flexibility, expandability, special equipment, systems and Site requirements.
a. A statement of values and concerns. b. Issues regarding expansion and flexibility. c. Physical comfort requirements.
d. Equipment and Personnel Worksheet for each space. e. MnDOT’s proposed Outbuildings
f. List of spaces including function, size, quantity, relationships, adjacencies and external requirements.
1.3 Site Information:
It is the responsibility of this consultant under this contract to provide the following:
a. Written legal property description of the site. b. Certified Survey of the site.
c. MnDOT shall make arrangements for and furnish the services for all other testing and investigative services which are reasonably required by the scope of the Project.
1.4 Tests, Inspections and Reports:
MnDOT shall furnish tests, inspections and reports required by law or the Contract Documents, such as Special Inspections required for structural, mechanical, and chemical tests; and any tests for air and water pollution and for hazardous materials.
1.5 Products, Manufacturers and Materials:
a. MnDOT may provide Specification sections and/or a list of requirements, products, manufacturers and materials to be incorporated into Consultant’s Specification sections 2 thru 48.
b. Where Specification sections and/or a list of products, manufacturers and materials are provided by MnDOT, no additional products, manufacturers or materials may be added to the Project Manual or approved as Substitutions without approval of MnDOT.
1.6 MnDOT’s Vehicles and Equipment:
a. MnDOT shall provide schedules, placement, power and connection requirements of MnDOT’s Equipment which will be installed in Project.
b. MnDOT shall provide a schedule of Vehicles and turning schematics for vehicles which will be required to access the Site and Building.
C. REVIEWS AND RESPONSES
1.1 MnDOT shall provide timely written reviews and responses to Consultant’s inquiries and submittals in accordance with the Project Design Schedule.
1.2 MnDOT shall provide a written acknowledgement of receipt of Deliverables of each Phase which shall include:
a. Enumerated general approval of Deliverables.
b. Itemized comments and exceptions to the Deliverables.
1.3 MnDOT shall provide timely written Notice to Proceed with the subsequent Phase.
D. NOTICE OF DEFECTS
MnDOT shall provide prompt written notice to the Consultant if MnDOT becomes aware of any fault or defect in the Project, including errors, omissions or inconsistencies in the Consultant’s Instruments of Service.
E. COMMUNICATION
1.1 MnDOT shall designate a Project Manager to facilitate communications of the Consultant with the Agency, MnDOT Building Services Engineers and the Building Users.
1.2 MnDOT shall endeavor to communicate with the Construction Contractor only through the Consultant about matters arising out of or relating to the Contract Documents and Construction of the Project.
3. FACILITY ASSESSMENT / PROGRAMMING / SCHEMATIC DESIGN PHASE
A. FACILITY ASSESSMENT
1.1 Conduct a thorough and extensive survey of the existing building. It is part of the work of this contract to field verify existing building information and incorporate it into the Final Construction Drawings. The Consultant is to provide MNDOT a complete digital set of drawings for the entire building that are compatible with or readily converted to Bentley “Microstation – Version 8I.”
1.2 Review and document existing mechanical, electrical, fire protection, data and plumbing systems.
1.3 Identify and evaluate:
a. Potential building code issues. b. Potential building envelope issues.
c. Existing site pedestrian and vehicular circulation.
B. FINAL PROGRAM REQUIREMENTS
The Schematic Design Phase of the Project will establish the final requirements for area and space allocation, and set the quality standards for architectural, civil, structural, mechanical and electrical components and establish the construction cost to meet MnDOT’s budget.
C. MNDOT’S SCHEMATIC DESIGN RESPONSIBILITIES
1.1 Coordinate attendance of MnDOT representatives to all review meetings.
1.2 Solicit and facilitate comments from Building Users.
1.3 Provide input and review.
1.4 Review proposed adjustments to the Project Scope, if required.
1.5 Building Services Engineers shall provide direction regarding air-handling, automated control systems, lamping, security systems and system commissioning requirements.
1.6 Building Services Engineers shall suggest parameters for envelope energy performance, daylighting concepts and applicability of alternative energy sources.
D. MECHANICAL AND ELECTRICAL ENGINEERS MEETING
Before the Mechanical and Electrical Consulting Engineers begin working on the Project they shall meet with MnDOT’s Building Services Engineers to review MnDOT’s requirements for the design of the mechanical and electrical systems.
E. CONSULTANT’S PROGRAMMING / SCHEMATIC DESIGN RESPONSIBILITIES
1.1 The Consultant shall review MnDOT’s program, schedule, budget for the Cost of the Work, Project Site, and alternative approaches to design and construction of the Project, including the feasibility of incorporating environmentally responsible design approaches.
1.2 The Consultant shall develop a Program for the Project including function, space requirements and relationships, adjacencies to existing programmed space, flexibility, expandability, special equipment, systems and Site requirements.
1.3 The Consultant shall consider the relative value of alternative materials, building systems and equipment, together with other considerations based on the program and aesthetics in developing a design for the Project that is consistent with MnDOT’s schedule and budget for the Cost of the Work.
1.4 Project Design Schedule:
The Consultant shall develop a Project Design Schedule incorporating the RFP schedule, outlining review dates, anticipated completion dates for Phases of the Design work and incorporating review time for MnDOT in the schedule.
1.5 Initial Building Code Analysis:
The Consultant shall review laws, codes, and regulations applicable to the Project and develop an Initial Building Code Analysis and a report on planning and zoning issues and other regulatory constraints.
1.6 The Consultant shall prepare:
a. Site Design Concepts including MnDOT’s proposed outbuildings, vehicle turning schematics, general grading, drainage and retention; and recommend preferred concepts.
b. Building Design Concepts including preliminary materials selections; and recommendations of preferred concepts.
i. Develop initial analysis of envelope energy performance, daylighting concepts and applicability of alternative energy sources.
ii. Develop initial schematic control systems, lamping, and system commissioning requirements. iii. Investigate applicability of utility company energy rebate programs.
d. Design Concept Narrative description of proposed building systems, including building envelope materials and brief descriptions of structural, mechanical, electrical, and grading/drainage system concepts.
e. Preliminary Estimate of Cost of Construction based on Building and Site area.
F. PROGRAMMING / SCHEMATIC DESIGN DELIVERABLES
The Consultant shall provide electronic (pdf) files of all Deliverables. Provide drawings one (1) at full size and six (6) half size paper copies.
1.1 Project Design Schedule for Design Reviews and Consultant Services.
1.2 Statement of key Project issues based on program, budget, schedule and MnDOT’s Site(s).
1.3 Initial Building Code Analysis and report on planning and zoning issues and regulatory constraints.
1.4 Programming Documents
a. List of spaces including function, size, quantity, relationships, adjacencies and external requirements.
b. Equipment and Personnel Worksheet for each space.
1.5 Design Concept Drawings Appropriately scaled as follows:
a. Site Design Concepts
i. Utilities, Grading and Drainage
ii. Site Access and Vehicle maneuvering schematics b. Building Design Concepts
i. Floor plan(s)
ii. Principal exterior elevations iii. Two building sections iv. Typical exterior wall sections
1.6 Design Concept Narrative
1.7 Preliminary Estimate Cost of Construction
1.8 Meeting Minutes.
4. DESIGN DEVELOPMENT PHASE
A. THE DESIGN DEVELOPMENT PHASE
of the Project will commence upon MnDOT’s written approval of the Schematic Design Documents.
1.1 The Work of this Phase shall incorporate MnDOT’s itemized Review comments and providing to MnDOT specific, itemized records of the ‘redlines’ indicating incorporation of MnDOT comments and/or communication of responses regarding comments which are not incorporated.
B. MNDOT’S DESIGN DEVELOPMENT RESPONSIBILITIES
1.1 Coordinate attendance of MnDOT representatives and Building Users to review meetings. 1.2 Solicit and facilitate comments from Building Users.
1.3 Provide input and review.
1.4 Respond to requests for information from the Consultant.
C. CONSULTANT’S DESIGN DEVELOPMENT RESPONSIBILITIES
1.1 The Consultant shall prepare Design Development Documents for MnDOT’s approval consisting of Drawings and other documents appropriate for the Project.
1.2 The Consultant shall document progress with the Project Design Schedule and inform MnDOT of the status of progress.
1.3 Architectural Design Development
a. Develop roof and floor plans, elevations, building sections, room finishes and door information. b. Coordinate locations and layout of Building Systems into design.
c. Prepare Outline Specifications for all materials and equipment. d. Coordinate locations of MnDOT Equipment.
1.4 Structural Design Development
a. Develop roof framing, wall framing and foundation systems. b. Prepare Outline Specifications for all materials.
1.5 Mechanical Design Development
Develop schematics which indicate all Heating Ventilation and Air Conditioning (HVAC) equipment, major duct layouts, temperature control system concept, all fire and life safety equipment and all plumbing system layouts, control system schematics, lamping and system commissioning requirements.
a. Perform analysis of envelope energy performance and applicability of alternative energy sources. b. Determine the applicability of utility company energy rebate programs.
c. Develop 1/4" scale drawings of equipment rooms with all equipment laid out to scale. d. Coordinate all hook-ups required for MnDOT’s equipment.
e. Procure catalog cuts of all proposed equipment and fixtures. f. Develop Outline Specifications for all materials and equipment. g. Prepare Outline Commissioning Plan.
1.6 Electrical Design Development
Develop schematics which indicate primary and secondary service, fire alarm systems, light fixtures and lamping, outlet locations for power, phone and data and cable distribution.
a. Prepare analysis of daylighting concepts.
b. Determine the applicability of utility company energy rebate programs.
c. Develop 1/4" scale drawings of equipment rooms with all equipment laid out to scale. d. Coordinate all hook-ups required for MnDOT’s equipment.
e. Procure catalog cuts of all proposed equipment and fixtures. f. Prepare Outline Specifications for all materials and equipment.
1.7 Civil and Sitework Design Development Develop site designs for:
a. Conceptual Storm Water Pollution Prevention Plan. (SWPPP) b. Grading, drainage and retention.
c. Public utility access and Site distribution. d. Vehicle Turning Schematic.
e. MnDOT’s proposed outbuildings. f. Landscaping concepts.
g. Site Lighting.
1.8 Interim Estimate of the Cost of the Work
The Consultant shall prepare and submit to MnDOT an Interim Estimate of the Cost of the Work, more detailed than a square footage estimate, based upon proposed materials, equipment, component systems and types of construction.
a. In preparing the Interim Estimate of the Cost of Work, the Consultant shall be permitted to include contingencies for design, bidding and price escalation.
b. The Consultant’s Interim Estimate of the Cost of the Work shall be based on generally-accepted conceptual estimating techniques.
D. DESIGN DEVELOPMENT PHASE DELIVERABLES
Provide electronic (pdf) files of all Deliverables. Provide drawings one (1) at full size and six (6) half size paper copies.
1.1 Updated Project Design Schedule for Design Reviews and Consultant Services.
1.2 Building Code Analysis and report on planning and zoning issues and regulatory constraints.
1.3 Design Development Building Drawings: Appropriately scaled drawings to indicate:
a. Roof, floor and ceiling plans, elevations, wall sections. b. Locations and layout of Building Systems.
c. Roof framing, wall framing and foundation systems. d. Layout of equipment rooms.
e. Locations of MnDOT’s equipment.
1.4 Design Development Site Drawings:
a. Conceptual Storm Water Pollution Prevention Plan. b. Grading, drainage and retention plan.
c. Utility and Site Lighting Plan.
d. Paving Plan with Vehicle Turning Schematic. e. Landscaping concepts.
1.5 Design Development Informational Submittals:
a. Catalog cuts of all proposed equipment.
b. Materials, finish and color schedules for proposed interior and exterior products. c. Analysis of daylighting concepts.
1.6 Outline Specifications for all proposed materials and equipment.
1.7 Interim Estimate Cost of Construction.
1.8 Meeting Minutes.
5. CONSTRUCTION DOCUMENT PHASE
A. THE CONSTRUCTION DOCUMENT PHASE of the Project will commence upon MnDOT’s written approval of the Design Development Documents.
1.1 The Work of this Phase shall incorporate MnDOT’s itemized Review comments and providing to MnDOT specific, itemized records of the ‘redlines’ indicating incorporation of MnDOT comments and/or communication of responses regarding comments which are not incorporated.
1.2 The Work of this Phase shall respond to adjustments required to accommodate budget constraints.
B. MNDOT’S CONSTRUCTION DOCUMENT RESPONSIBILITIES
1.1 Coordinate attendance of MnDOT representatives to all review meetings.
1.2 Solicit comments from Building Users regarding requests by the Consultant.
1.3 Provide input and review.
1.4 Respond to requests for information from the Consultant.
1.5 Provide Project Manual Documents:
a. Division 00 Procurement and Contracting Requirements: including Bidding Requirements, Insurance Requirements, Labor and Wage Rate Requirements, Conditions of the Contract and forms of agreement between the State / MnDOT and the Construction Contractor.
b. Division 01: General Requirements: including Price and Payment Procedures, Administrative Requirements; Quality, Performance and Product Requirements; Temporary Facilities and Controls; Execution and closeout Requirements.
C. CONSULTANT’S CONSTRUCTION DOCUMENTS PHASE RESPONSIBILITIES
1.1 Construction Contract Documents
a. The Consultant shall prepare Construction Contract Documents for MnDOT’s approval consisting of Drawings and Project Manual setting forth the requirements for the construction of the Work. b. Coordinate placement and connection requirements of MnDOT’s equipment which will be
installed in Project.
c. Coordinate the work of the Sub-Consultants.
d. Coordinate with MnDOT’s responsibilities for providing Bidding Requirements, Conditions of the Contract and forms of agreement between MnDOT and the Construction Contractor.
e. Assist in the development of Unit Prices, Alternates and Allowances.
1.2 Project Design Schedule
The Consultant shall maintain, update and document progress with the Project Design Schedule and inform MnDOT of the status of progress.
1.2.1 The Consultant shall incorporate into the Construction Documents the design requirements of governmental authorities having jurisdiction over the Project.
1.2.1.1 Prepare final building code analysis.
1.2.1.2 Assist MnDOT in preparing and filing documents necessary for government approvals.
1.2.2 The Consultant shall compile Final Estimate of Construction Costs.
1.2.3 The Consultant shall obtain acceptance of the Construction Documents from appropriate Agency authorities, as required.
1.2.4 The Consultant shall prepare applications for utility company energy rebate programs.
1.3 THE PROJECT MANUAL
shall contain the Bidding Requirements, General Conditions of the Contract for Construction (Division 00), and General Requirements (Division 01) and other provisions and requirements as furnished by MnDOT.
1.3.1 MnDOT will provide Division 00 and Division 01 of the Project Manual in CSI Three-part Format.
1.3.2 The Consultant may use their standard master specifications formatted to conform with CSI Master Format 2004 for Divisions 2 through 48. Use of “MasterSpec” program is preferred for coordination with MnDOT Division 00 and Division 01.
1.3.3 Project Information:
1.3.3.1 Title Page shall bear the Project name, the State Project ID #, the MnDOT Building Number and the address of MnDOT Building Services Section.
1.3.3.2 Subsequent sheets shall bear the Project name, the State Project ID # and the MnDOT Building Number.
1.4 CONSTRUCTION DRAWINGS
shall be created on a Computer Aided Design Drafting (CADD) system which may be readily converted to “Bentley Systems Microstation Version 8i,” unless otherwise approved by MnDOT.
1.4.1 Project Information:
1.4.1.1 Title Page shall bear the State Project ID #, the MnDOT Building Number and the address of MnDOT Building Services Section.
1.4.1.2 Subsequent sheets shall bear the Project name, the State Project ID # and the MnDOT Building Number.
1.4.2 Layering and Sheet Organization shall conform to the “UDS” – the United States National Cad Standard (latest version).
1.4.2.1 The Consultant shall submit a sheet scheduling plan for approval.
1.4.3 Sheet Sizes:
Drawings shall be prepared on MnDOT’s approved size sheets (11x17 or 22x34), or other as approved by MnDOT.
1.4.4 Drafting and Lettering
on Drawings shall be of such a size and quality to permit legible reproduction at one half size.
1.4.4.1 Lettering shall be no smaller than 14 point (approximately 1/8") when reduced to one half size. (11x17)
1.4.4.2 Graphic scales and North Arrows shall be provided on all Drawings. 1.4.4.3 Abbreviations and Symbols shall be recognized industry-standard. 1.4.4.4 Notes:
1.4.4.4.1 ConDoc – style keynote system (Specification Section based) shall not be used unless accompanied by full notations on the details. 1.4.4.4.2 Numbered notes are not permitted unless accompanied by full
notations on the details.
1.4.4.5 Exterior Wall Sections shall be provided for each wall type condition, cut through openings where possible, at such scale as to communicate of the relationships of the elements of the full wall.
1.4.4.6 Room Numbers and Equipment Identification may be coordinated with MnDOT to be consistent with MnDOT’s “Archibus” Planned Maintenance System.
1.4.5 Building Code Information
shall appear on the Title Page or Sheet 1 of the Drawings: Building Occupancy Classification(s) Occupant Loads
Construction Type Snow Load
Allowable Floor Areas vs Actual Frost Depth
Required Separations IBC Edition applicable to Jurisdiction Plumbing Fixture Requirements Fire Protection Requirements
1.5 FINAL ESTIMATE OF THE COST OF THE WORK
1.5.1 The Consultant shall prepare and submit to MnDOT a Final Estimate of the Cost of the Work based specified materials, equipment, component systems and types of construction.
1.5.2 The Final Estimate of the Cost of the Work shall be based on detailed quantity estimating techniques and presented in a format corresponding to Specification Sections.
1.5.3 In preparing the Final Estimate of the Cost of Work, the Consultant shall be permitted to include contingencies for bidding and price escalation.
1.6 BUILDING CODE REVIEW AND SUBMITTALS 1.6.1 Submittals at 75% Document Completion:
When the Construction Documents are approximately 75% complete the Consultant shall submit the "Initial Application for Plan Review" form to the Department of Labor and Industry, Construction Codes and Licensing, Building Codes and Standards (DLI Building Codes).
1.6.1.1 If a local Jurisdiction is designated subsequently by DLI to perform the review, the Consultant shall provide documents and coordinate preliminary reviews and meetings with the designated Jurisdiction.
1.6.2 Submittals at the completion of the Construction Documents:
1.6.2.1 The Consultant shall submit the "Application for Plan Review" form and send it along with two complete sets of construction documents to DLI Building Codes, if they are performing the plan review, or the Consultant shall submit as required by the local Jurisdiction designated by DLI to perform the review.
1.6.2.2 The Mechanical Sub-Consultant shall submit two copies of the Plumbing Drawings and Specifications to the Department of Labor and Industry, Construction Codes and Licensing, Plumbing Plan Review and Inspections (DLI
Plumbing) for review.
1.6.2.3 The Civil Sub-Consultant shall provide the documents and submissions for the Storm Water Pollution Prevention Plan.
1.7 REVIEW BY MNDOT AND BUILDING USERS 1.7.1 Review at 75% Document Completion:
When the Construction Documents are deemed 75% complete, the Consultant shall submit a minimum of (four) 4 sets 11x17 and 1 set 22x34 of Drawings and four (4) sets of Project Manuals for review by MnDOT.
1.7.1.1 The Consultant shall submit to MnDOT a Draft Final Estimate of the Cost of the Work based specified materials, equipment, component systems and types of construction.
1.7.1.2 Within two weeks after MnDOT receives the Drawings a meeting will be scheduled with all Consultants working on the Project to review the documents with MnDOT.
1.7.2 Review at 95% Document Completion:
When the Construction Documents are deemed 95% complete, the Consultant shall submit a minimum of (four) 4 sets 11x17 and 1 set 22x34 of Drawings and four (4) sets of Project Manuals for review by MnDOT.
1.7.2.1 Consultant shall submit the Final Cost Estimate based specified materials, equipment, component systems and types of construction.
1.7.2.2 Within two weeks after MnDOT receives the Drawings a meeting will be scheduled with all Consultants working on the Project to review the documents with MnDOT.
1.8 CONSTRUCTION DOCUMENT PHASE DELIVERABLES
Provide electronic (pdf) files of all Deliverables. Provide drawings one (1) at full size and six (6) half size paper copies and as indicated for Reviews and Bidding.
1.8.1 Updated Project Design Schedule for Design Reviews and Consultant Services. 1.8.2 Project Manual and Drawings for construction of the Project.
1.8.3 Electronic submittals as indicated in Appendix 1. 1.8.4 Storm Water Pollution Prevention Plan.
1.8.5 Approval of Construction Documents from appropriate code authorities. 1.8.6 Final Estimate of Construction Costs.
1.8.7 Final Building Code Analysis and report on planning and zoning issues and regulatory constraints.
1.8.8 Applications for utility company energy rebate programs.
2 BIDDING PHASE SERVICES
2.1 MNDOT’S BIDDING PHASE RESPONSIBILITIES
2.1.1.1 MnDOT will arrange for the Advertisement for Bids to be placed on-line with the Minnesota Department of Administration, Materials Management Division as outlined in the Digital Web Based Distribution System Instructions attached hereto in Attachment 1.
2.1.2 Review with the Consultant on:
2.1.2.1 Requests for Prior-approval Substitutions
2.1.3 Authorize and pay for the printing of bidding documents. 2.1.4 Attend and assist in the pre-bid conference as requested. 2.1.5 Receive and evaluate the bids.
2.1.6 Review and approve required insurance, bond or similar documents. 2.1.7 Forward recommendation of the award of the contract.
2.1.8 Issue the notice to proceed.
2.2 CONSULTANTS RESPONSIBILITIES FOR BIDDING ASSISTANCE The Consultant shall assist MnDOT in bidding the Project.
2.2.1 Printed Document Distribution
The Consultant shall provide as follows:
2.2.1.1 To the MnDOT Project Manager and to the MnDOT Building User (each): two (2) full size sets of Drawings,
three (3) half size sets of Drawings three (3) Project Manuals
2.2.2 Digital Web-Based Distribution
2.2.2.1 Digital Web Based Distribution System Instructions to the Consultant are attached hereto in Attachment 1.
2.2.2.2 The Consultant shall not distribute the Project Manual, Drawings or Addenda to any parties other than MMD, MnDOT’s Project Manager, and the User agency.
2.2.3 Pre-bid Conference:
If it is required, the Consultant shall coordinate with MnDOT to arrange and conduct a Pre-bid Conference.
2.2.4 Responses and Clarifications:
The Consultant shall prepare responses to questions from prospective bidders and provide clarifications and interpretations of the Bidding Documents in the form of Addenda.
2.2.5 Prior-approval Substitutions:
The Consultant shall consider requests for Prior-approval Substitutions and prepare Addenda identifying approved substitutions to all prospective bidders.
2.2.6 Addenda
The Consultant shall prepare all necessary addenda using the format provided by MnDOT.
2.2.6.1 Addenda may be sent out up until 5 working days before the bid opening. 2.2.6.2 The Addenda will be posted on the Digital Web Based Distribution System. 2.2.6.3 The Consultant shall not distribute addenda to any parties other then MMD,
MnDOT’s Project Manager, and the User agency.
2.3 BID OPENING AND AWARD OF CONTRACT
The bids will be received and opened in public at the location, date and time indicated in the Solicitation for Bids. The Consultant is not required to attend the bid opening.
2.3.1 The official bid results will be posted after MnDOT’s Bid qualification compliance evaluation review has been completed.
2.3.2 The Consultant shall review the bids and direct a letter to MnDOT: - either recommending the Award of the Contract
- or recommending of rejecting the bids and citing reasons for such recommendation.
2.4 BIDDING PHASE DELIVERABLES
Provide electronic (pdf) files of all Deliverables. Provide drawings as indicated for Bidding. 2.4.1 Digital Web-Based Files
2.4.2 Addenda
2.4.2.1 Pre-bid Conference Minutes. 2.4.2.2 Responses and Clarifications. 2.4.2.3 Prior-approval Substitutions.
2.4.3 Recommendation on Award of the Contract.
3 CONSTRUCTION ADMINISTRATION SERVICES
3.1 MNDOT’ S CONSTRUCTION ADMINISTRATION RESPONSIBILITIES 3.1.1 General:
3.1.1.1 Attend all scheduled Construction Progress meetings.
3.1.1.2 Provide timely response to all items requiring MnDOT’s actions. 3.1.1.3 Coordinate all work by MnDOT’s own forces.
3.1.1.4 Coordinate and provide required testing during construction.
3.1.1.5 Review and approve required insurance bond or similar documents.
3.1.2 Contractor’s Applications for Payment:
3.1.2.1 Review with Consultant all Applications for Payment 3.1.2.2 Execute the Certificate for Payment.
3.1.2.3 Coordinate all required payments.
3.1.3 Changes in the Work
3.1.3.1 Review all Requests for Substitutions and authorize acceptance if appropriate. 3.1.3.2 Review all Requests for Proposals.
3.1.3.3 Review and execute Construction Change Directives 3.1.3.4 Prepare and execute Supplemental Agreements.
3.1.4 Substantial Completion
3.1.4.1 Attend the Pre-substantial and substantial Completion Inspections. 3.1.4.2 Approve Certificate of Substantial Completion.
3.1.4.3 Obtain Certificate of Occupancy. 3.1.5 Contract Close-Out
3.1.5.1 Receive and review all written warranties and related documents. 3.1.5.2 Attend the 10-Month Inspection.
3.1.5.3 Receive Final Commissioning Tests documentation. 3.1.5.4 Receive “As-built” Drawings and Project Manual.
3.2 CONSULTANT’S CONSTRUCTION CONTRACT ADMINISTRATION PHASE RESPONSIBILITIES 3.2.1 General:
3.2.1.1 The Consultant shall provide Architectural and Consultant services indicated by AIA A201 General Conditions of the Contract.
3.2.1.2 The Consultant shall administer the Contract for Construction according to the Conditions of the Contract; interpret the requirements of the Contract Documents; and advise MnDOT concerning performance of the Prime Construction Contractor.
3.2.1.3 The Consultant shall review and respond to written requests for information about the Contract Documents in writing with reasonable promptness. If appropriate, the Consultant shall prepare and issue supplemental Drawings and Specifications in response to requests for information.
3.2.2 Construction Documents
3.2.2.1 Upon award of the Contract, the Consultant shall provide to the Prime Construction Contractor a complete digital Project Manual and Drawings set. 3.2.2.2 During the course of construction, the Consultant shall provide documentation of
changes and modifications in a PDF digital file format to the Prime Construction Contractor for its use.
3.2.3 Pre-Construction Meeting
3.2.3.1 Consultant shall schedule the Pre-Construction Meeting with MnDOT and the Prime Construction Contractor, selected Subcontractors and Suppliers.
3.2.3.1.1 MnDOT will manage the Pre-Construction Meeting.
3.2.3.1.2 Consultant shall prepare agenda and record minutes and distribute them to all attendees.
3.2.3.2 Construction Progress Meetings will be scheduled at the Pre-Construction Meeting.
3.2.4 Pre-Installation Meetings
3.2.4.1 Consultant shall schedule the Pre-Installation Meetings with the Prime Construction Contractor, selected Subcontractors and Suppliers.
3.2.4.1.1 The Consultant will manage the Pre-Installation Meetings.
3.2.4.1.2 Consultant shall prepare agenda and record minutes and distribute them to all attendees.
3.2.5 Consultant’s Observations of the Work
3.2.5.1 The Consultant, and Sub-Consultants as needed, shall attend Construction Progress Meetings, record minutes and distribute them to all attendees.
3.2.5.2 The Consultant and Sub-Consultants shall visit the Site at intervals appropriate to the stage of construction, and as otherwise required, to become generally familiar with the progress and quality of the Work, and to determine, in general, if the Work observed will be in accordance with the Contract Documents when fully completed.
3.2.5.2.1 Upon receipt of the Contractor’s Schedule for Construction, the Consultant and Sub-Consultants shall prepare and submit to MnDOT for approval a Schedule of Observations based upon critical activities and stages of the Work peculiar to each discipline.
3.2.5.3 The Consultant shall prepare and distribute Jobsite Observation Reports about the progress and quality of the portion of the Work in progress or completed. 3.2.5.4 The Consultant shall report to MnDOT:
3.2.5.4.1 Known deviations from the Contract Documents.
3.2.5.4.2 Deviations from the most recent construction schedule submitted by the Contractor.
3.2.5.4.3 Defects and deficiencies observed in the Work.
3.2.5.5 The Consultant shall have the authority to reject Work that does not conform to the Contract Documents.
3.2.5.6 Whenever MnDOT considers it necessary or advisable, MnDOT may require inspection or testing of the Work in accordance with the provisions of the Contract Documents, whether or not such Work is fabricated, installed or completed.
3.2.6 Interpretations of the Contract Documents:
3.2.6.1 The Consultant shall interpret and make recommendations to MnDOT regarding matters concerning performance under, and requirements of, the Contract Documents on written request of either MnDOT or Contractor.
3.2.6.2 Interpretations and recommendations of the Consultant shall be consistent with the intent of and reasonably inferable from the Contract Documents and shall be in writing or in the form of drawings.
3.2.6.3 When making such interpretations and recommendations, the Consultant shall endeavor to secure faithful performance by both MnDOT and the Contractor, and shall not show partiality to either.
3.2.7 Storm Water Pollution Prevention Plan
The Consultant shall observe implementation of the Storm Water Pollution Prevention Plan (SWPPP) for compliance.
3.2.8 The Commissioning Plan
The Consultant shall observe implementation of the Commissioning Plan for compliance.
3.2.9 Changes in the Work
3.2.9.1 The Consultant may, with the concurrence of MnDOT, authorize minor Changes in the Work that are consistent with the intent of the Contract Documents and that do not involve an adjustment in the Contract Sum or an extension of the Contract Time.
3.2.9.2 The Consultant shall review all Requests for Substitutions and make recommendations to MnDOT regarding acceptance.
3.2.9.3 The Consultant shall prepare all Requests for Proposals and Construction Change Directives (CCD) for the Project.
3.2.9.4 MnDOT may, through Supplemental Agreement, authorize Changes in the Work that involve an adjustment in the Contract Sum or an extension of the Contract Time.
3.2.9.5 The Consultant shall issue revised Drawings and Specifications and prepare documentation required for Requests for Proposals, Construction Change Directives and Supplemental Agreements.
3.2.10 Submittals
3.2.10.1 The Consultant shall review and approve or take other appropriate action upon the Contractor’s submittals such as Shop Drawings, Product Data and Samples. 3.2.10.2 The Consultant will develop and maintain a Log of Submittals.
3.2.10.3 The Consultant’s review is for the limited purpose of checking for conformance with requirements and the design concept expressed in the Contract Documents.
3.2.10.4 The Consultant’s review is not for the purpose of determining the accuracy and completeness of other information which are the Contractor’s responsibility. 3.2.10.5 Consultant shall retain two (2) record copies of each shop drawing and
submittal for MnDOT.
3.2.10.6 If the Contract Documents specifically require the Contractor to provide professional design services or certifications by a design professional related to systems, materials or equipment, the Consultant shall review the submittals designed or certified by the design professional retained by the Contractor that bear such professional’s seal and signature.
3.2.11 Mock-ups
Consultant shall schedule review and approval of Mock-ups with the Prime Construction Contractor, selected Subcontractors and Suppliers.
3.2.11.1.1 The Consultant will manage the review and approval meetings. 3.2.11.1.2 Consultant shall record minutes and approval results and distribute
them to all attendees.
3.2.12 Applications for Payment
3.2.12.1 The Consultant shall review the Applications for Payment and recommend to MnDOT the amounts due the Contractor.
3.2.12.2 The Consultant’s recommendation for payment shall constitute a representation to MnDOT, based on the Consultant’s evaluation of the Work, that, to the best of the Consultant’s knowledge, information and belief, the Work has progressed to the point indicated and that the quality of the Work is in accordance with the Contract Documents.
3.2.12.3 The Consultant shall forward to MnDOT all forms documenting Wage Rate Compliance submitted with the Applications for Payment.
3.2.13 Substantial Completion
3.2.13.1 The Consultant and Sub-Consultants shall schedule a Pre-substantial Completion Inspection with MnDOT, the Prime Construction Contractor and selected Subcontractors to prepare a Punch List of Incomplete or Defective Items. The Consultant will prepare and distribute the Punch List to all parties. 3.2.13.2 The Consultant shall review implementation of the Commissioning Plan for
compliance.
3.2.13.3 The Consultant shall schedule the Substantial Completion Inspection with MnDOT, all Sub-Consultants, the Prime Construction Contractor and selected Subcontractors to review status of items on the Punch List of Incomplete or Defective Items and determine the date of Final Completion.
3.2.13.4 The Consultant shall prepare the Certificate of Substantial Completion and forward to MnDOT and the Prime Construction Contractor for execution.
3.2.14 Contract Close-Out
At the completion of the Project, the Consultant and Sub-Consultants shall prepare electronic “As-built” Drawings and Project Manual.
3.2.14.1.1 Prime Construction Contractor shall provide marked up documents from the Job Site for transfer to electronic “As-built” Drawings and Project Manual.
3.2.14.1.2 The Consultant shall provide MnDOT with one hard copy full size and one (CD) disk copy or external memory “flashdrive” of all electronic “As-built” Drawings and Project Manual.
3.2.14.2 The Consultant shall receive from the Prime Construction Contractor and forward to MnDOT, written warranties and related documents required by the Contract Documents as assembled by the Construction Contractor.
3.2.14.3 Consultant shall provide two (2) record copies of each shop drawing and submittal for MnDOT.
3.2.14.4 The Consultant shall review results of the Final Commissioning Tests for compliance and provide documentation of tests to MnDOT.
3.2.14.5 The Consultant shall schedule the 10-Month Inspection at approximately 10 months after the Date of Substantial Completion with MnDOT and the Prime Construction Contractor. The Consultant will prepare and distribute a final Punch List to all parties as necessary.
3.3 CONSTRUCTION CONTRACT ADMINISTRATION PHASE DELIVERABLES 3.3.1 Electronic “As-built” Drawings and Project Manual.
3.3.2 Schedule of observations based upon critical activities and stages of the Work peculiar to each discipline.
3.3.3 Construction Progress Meeting Minutes. 3.3.4 Pre-Installation meeting Minutes. 3.3.5 Mock-up review and approval reports. 3.3.6 Jobsite Observation Reports.
3.3.7 Log of Submittals.
3.3.8 Project Documentation and Records
ATTACHMENT 1
INSTRUCTIONS TO CONSULTANT - DIGITAL WEB BASED DISTRIBUTION SYSTEM
1.1 File Creation:
The Consultant shall create a single document in PDF format that includes all parts of the Project Manual and Drawings for the Project.
a. If these cannot be combined together into a single file, then the separate files must be inserted together into a single compressed “zip file” for submission.
b. The Consultant shall make arrangements to have documents scanned into a PDF format if there are not digital files existing.
c. Set “MN ADMIN Named Destinations” and set “Bookmarks” codes provided by MnDOT in the completed PDF file.
i. “Named Destinations” shall be inserted exactly as indicated in the codes, including use of upper and lower case letters.
ii. The Consultant shall modify the PDF document properties to display the page and bookmarks when opened.
d. The PDF files must be secured “locked – read only”.
1.2 Compact Disk File Creation:
Copy the created PDF or zip file onto a compact disk (CD) .
a. Review the CD to make sure it is readable and bookmarked as instructed by MnDOT.
b. Make additional copies of the successfully created CD. How many?
1.3 Compact Disk File Transmittal:
Submit the CD(s) and one printed set of Project Manual and Drawings to MnDOT’s Project Manager for delivery to Materials Management Division (MMD).
a. Label the delivery envelope and the CD(s) with the following information:
DIGITAL SOLICITATION DOCUMENTS for: Project Name
Project Facility & Location State Project Number
1.4 CD Information Upload:
MMD will upload the CD onto the Digital Web Based Distribution System distribution Site. The Project Manual and Drawings will then be available for immediate download by interested parties.
a. If the CD contents won’t upload because there is a problem with the files the Consultant will be notified and shall provide a corrected CD to MMD.
b. Upon successful upload of the CD contents, MMD will send an email notification to MnDOT and the Consultant that the upload has occurred. The Consultant shall then provide an additional copy of the successfully uploaded CD to MnDOT’s Project Manager.
c. The Consultant shall not distribute the Project Manual and Drawings to any parties other then MMD, MnDOT’s Project Manager, and the User agency.
1.5 Addenda: Digital Web-Based Distribution
a. When issuing addenda, the Consultant shall convert addenda files into a single PDF file similarly to the Bid Document process.
i. MnDOT’s Project Manager may request that Consultant bookmark the file if it is extensive and set the document properties to display both page and bookmarks when opening.
b. Deliver Addenda as email attachments to MnDOT’s Project Manager and to the MMD at: [email protected].
i. The Consultant shall not distribute addenda to any parties other then MMD, MnDOT, DLI Building Codes and DLI Plumbing.
