Overview of Project Processing & Procedures
- Design Phases
- Bidding Process
- Award Process
- Warranties
- Documents and Records Management
- Architectural and Engineering Selection Process
- Architect/Contractor/Engineer Database (ACE)
- ACE Updates
- Typical Project Timeline
DESIGN PHASES
Schematic Design Phase: Conceptual drawings and written support material, including design parameters and a basic materials list. Itemized cost estimate for the proposed work. Coordinate with user agency to meet functional requirements.
Design Development Phase: Drawings, outline technical specifications and itemized cost estimate covering all aspects of the project including architectural, mechanical, electrical, structural, etc.
Final Review: Completed drawings and specifications including title page, table of contents, notice to contractors, instructions to bidders, proposal form, contractor’s qualifications, form of performance and payment bond, wage rate, affidavit of compliance, general conditions, special conditions and all technical sections. Itemized cost estimate. Plans and specifications must be prepared in accordance with the "State of Missouri’s Standard Specification Format", available from the Project Manager.
BIDDING PROCESS
Soliciting Bids: Invitations for Bid (IFB) are mailed to plan rooms and to contractors who are on Facilities Management, Design and Construction’s Bidders list. Projects estimated to cost more than $25,000 are advertised in newspapers. The IFB and advertisements describe the project scope, cost range and when receipt of bids is required. Contractors may request to be placed on the bidders list by contacting Coleen Young in Contracting Services or submitting an application form: Bidder's Application.
Pre-Bid Conference: A pre-bid conference is normally held on the project site at least ten days before bid day to give prospective bidders an opportunity to visit the site and clarify any project related questions.
Bid Opening: All bids advertised must be received and clocked in by the required time in Room 730 of the Truman State Office Building in Jefferson City. The bids are then publicly opened and read aloud. Usually, but not always, bid openings are held on Thursdays at 1:30 p.m.
AWARD PROCESS
Reviewing the bids: Contracting Services reviews and recommends award to the lowest responsive and responsible bidder.
Notice of Award: With the Director's or the designated representative’s approval, the notice of award letter is issued with the proposed contract. The contract time begins upon award.
Notice to Proceed: The contractor has 18 days from award date to return the signed contract, along with the correct insurance certificates, bond and other certificates as required. The contractor may proceed only after the required contract documents have been approved and the fully executed contract is issued with a notice to proceed.
Prevailing Wage: In accordance with State statute, all workers on jobs bid through the Division are paid the prevailing hourly rate of wages for like work in the locality where the work is to be performed, as established by the Department of Labor and Industrial Relations.
WARRANTIES
All construction projects completed by the Division of Facilities Management, Design and Construction are placed under a one year warranty upon completion.
DOCUMENTS AND RECORDS MANAGEMENT
Design Services also organizes architectural/engineering drawings for state facilities to provide efficient access and security. Final drawings for new construction and repair/renovation projects for state facilities are microfilmed and indexed. The director of the division is required by statute to maintain the drawings.
ARCHITECTURAL AND ENGINEERING SELECTION PROCESS
The selection of architectural and engineering design firms is based on the "Mini-Brooks Law", a composite of elements used by the General Services Administration, the Army corps of Engineers, supported by the professional architectural and engineering societies in Missouri. This procedure does not allow any single individual within the Division of Facilities Management, Design and Construction to select and hire a consultant without the input and review by other levels within the organization.
Flow of Selection Procedures:
On Projects where the Allowable for Construction (AFC) is less than $2,000,000, or where the Director/Assistant Director determines the designer selection for a particular project with an AFC up to $5,000,000, is to be accomplished by direct selection:
Planning and Programming Services arranges and conducts an informational meeting with the user agencies. The purpose of the meeting is to review the procedure used for the upcoming designer selection.
Planning and Programming Services holds the Designer Selection Meeting with the affected user agencies.
The design firms selected are recorded by the Chairperson of the Selection Committee and submitted to the Assistant Director for approval.
The Assistant Director reviews the selection procedure and approves or disapproves the designer selections.
Project Management Unit sends the Request for Proposal letters to the selected firms.
On Projects where the AFC exceeds $5,000,000, or where the Director/Assistant Director determines the designer selection for a particular project with an AFC from $2,000,000 to $5,000,000, is to be accomplished through the interview process:
Planning and Programming Services provides a copy of the Superform for the project's to the Chairperson of the "Designer Interview Selection Committee" (DISC). The Chairperson selects the Lead Committee Member and another committee member for the particular project designer selection, from within the DISC. The 2 Facilities Management, Design and Construction DISC members are involved in the designer selection throughout the selection process. An alternate member is also selected for the particular project. The alternate member only becomes involved in the project designer selection should one of the Design and Construction members not be able to attend a previously scheduled meeting.
The Lead Committee Member sends letters, to the firms in the ACE database, requesting a submittal of "Letters of Interest" from firms. A questionnaire, prepared by the Lead Committee Member, is attached to the request letter. The interested firms are to complete the questionnaire and submit it along with their Letter of Interest. The questionnaire is intended to allow the firm to further describe their particular individual qualifications to provide the project design.
The Facilities Management, Design and Construction designer selection members review the responding firms’ qualifications contained in the ACE system and the questionnaire information submitted with each firm’s "Letter of Interest."
The firms are scored utilizing the information contained in the ACE database, their existing project workload, performance rating and the additional questionnaire information.
The Assistant Director reviews and approves the long list of high scoring firms.
An informational meeting is arranged and conducted by the Lead Committee Member and the user Capital Improvements Administrator, with the long listed firms.
The Lead Committee Member contacts the user agency and requests 2 agency representatives to serve on the short list and interview panel selection. The Lead Committee Member and the other DISC member that previously served on the long list selection are utilized for the short list selection and the interview panel.
The Lead Committee Member receives the submitted qualification packets from the long listed firms.
The Short List Selection Committee scores the firms that submitted qualification packets, utilizing the information contained in the submittal, the subcontractors current workload and performance ratings.
The Lead Committee Member recommends for interview the high scoring list of firms to the Assistant Director.
The Lead Committee Member prepares and sends interview letters to the firms selected for interview.
The Lead Committee Member coordinates and chairs a Pre-Interview meeting with the interviewing firms.
The Lead Committee Member, the other DISC member and the Agency Representatives remain involved with the selection process during the interview by serving on the interview panel.
The Director of Facilities Management, Design and Construction or his delegated representative chairs the interview panel for the designer selection.
Contracting Services prepares and sends an RFP to the successful firm and letters of regret to the unsuccessful firms.
ARCHITECT / CONTRACTOR / ENGINEER (ACE) DATABASE
The ACE database was designed as a tool for the Division of Facilities Management, Design and Construction to select qualified and responsive firms to perform technical consulting and construction for the State of Missouri. The Division of Facilities Management, Design and Construction’s "Architect Engineer and Related Services Questionnaire" is required to be completed and submitted by design firms wishing to be considered for professional service contracts. Contact Coleen Young directly or download the form: Architect/Engineer and Related Services Database Form. The information requested on the questionnaire includes the following items:
General Firm Information
Regional Offices
Personnel
Profile Codes
Project Experience/Fees Summary
Key Personnel in the firm
CADD Capabilities
The ACE system has the following functions:
Centralizes qualification and performance data of consulting firms that may be considered for state contracts process by performing a search of the database and obtaining a list of those firms meeting the requirements of the project's).
Documents the search with a report of the firms that meet the selection criterion for a given project.
Provides miscellaneous firm information.
Generates mailing labels for the entire listing of consultant firms on the system or selected groups of firms.
ACE UPDATES
A/E firms in the system are requested yearly to update the data contained in the ACE system. Contracting Services sends a copy of the previously completed questionnaire information to the firms on the system requesting them to update their data. Additional information may also be requested that was not included on the original questionnaire.
Every 3 to 5 years an effort is made to include additional Missouri firms. The effort is made by mailing a general letter inviting Engineering and Architectural firms, not currently on the system, to fill out an "Architect Engineer and Related Services Questionnaire." The listing of Missouri incorporated design firms may be secured through the Department of Economic Development or you may contact Coleen Young .
Performance Data
The ACE system utilizes, as a selection parameter, the A/E firm’s past project performance. You may contact Cathy Brown for more information.
TYPICAL PROJECT TIMELINE
The following table is a sample timeline for a typical project. The table shows the typical activities for the various phases involved in designing and constructing a project, and the duration in working days involved in accomplishing each activity. A similar schedule is developed for each project, with the activities and durations tailored to suit the individual project. See Project Status.
Design Phase: |
DURATION |
A/E (RFP) letters are prepared and mailed |
5 |
Pre-Proposal mtg held |
15 |
Proposal received, reviewed, negotiated, approved |
5 |
PROPOSAL |
|
Director signs the Agreement |
1 |
NOTICE TO PROCEED |
|
PreDesign Meeting Held (Optional) |
1 |
SD Preparation (assumed) |
22 |
User Agency reviews and submits comments on SD |
5 |
SD Phase reviewed by Project Manager |
5 |
SD review mtg. is held |
1 |
SD documents updated to reflect comments |
5 |
DD Documents prepared Schedule assumes 1 month) |
22 |
SCHEMATIC |
|
DD Phase is review by FMDC's Review Group |
10 |
User Agency Reviews and Comments on DD Phase |
10 |
DD Phase documents are reviewed |
10 |
DD review mtg. is held |
1 |
DD documents updated |
5 |
Construction Documents prepared (assumed) |
44 |
DESIGN DEVELOPMENT |
|
CD Phase is review by FMDC's Review Group |
15 |
User Agency Reviews and Comments on CD Phase |
15 |
CD Phase documents are reviewed by P.M. |
15 |
CD review meeting is held |
1 |
CD documents revised |
10 |
Project Bidding Setup sheet is prepared |
10 |
FINAL REVIEW |
|
User Agency signature obtained |
5 |
Director FMDC signs tracings |
1 |
TRACINGS |
|
Impact Stabilization |
15 |
Tracings/Specifications given to Contracts |
1 |
Front end documents are prepared |
5 |
Bidding Phase |
40 |
Advertising Period |
6 |
Documents are submitted to State Printing |
1 |
State Printing distributes Bid Packages |
14 |
Pre-Bid Meeting is held |
1 |
Addenda Prepared to address bidder questions |
8 |
Last date to receive any addenda |
1 |
BID DATE |
|
Award Contract |
15 |
AWARD |
|
DESIGN PHASE TOTAL TIMELINE |
186 |
Construction Phase: |
|
NOTICE TO PROCEED |
|
Pre-Construction Meeting |
1 |
Shop Drawing Submittal |
55 |
Construction Period (assumed) |
150 |
Perform Punchlist Items |
10 |
SUBSTANTIAL COMPLETION |
|
Owner Occupancy |
15 |
Final Acceptance |
22 |
Warranty Period |
200 |
FINAL ACCEPTANCE |
|
WARRANTY INSPECTION |
|
PROJECT COMPLETION |
|
Construction Phase TOTAL TIMELINE |
416 |
