2.2        Phase II Design

Quantities of deliverables described in the following Sections shall be as outlined in PEGS V2, Chapter 3 Deliverables.

2.2.1            Design Development (30% Review) Submittal

At the 30% level, submissions shall include, but are not limited to, drawings, a table of contents of the anticipated technical specifications required, cost estimate, and design report.

Design reports shall be designated as “Draft” and contain similar content described in Section 2.1 Phase I Studies Programming and Schematic Design. Preliminary phasing and security concerns shall also be discussed. If the project is anticipated to contain Sole Source Items, it shall be discussed in the body of the report.

2.2.2            Construction Documents (60% Review) Submittal

At the 60% level, submissions shall include drawings, specifications including general information and technical specifications, cost estimate, and design report.

Design reports shall be designated as “Draft Final.” The report shall be a modified version of the Draft report. Revisions to the report shall be based on, but not limited to, a refined scope of work, review comments, and continued coordination with MDOT MAA Stakeholders.

At this level, Consultants shall initiate coordination with the Office of Facilities Maintenance for extra materials (MROI) following the procedure described in PEGS V2, Chapter 4.5 Maintenance Repair and Operating Items MROI.

2.2.3            Construction Documents (100% Review) Submittal

At the 100% level, submissions shall include drawings, specifications including general information and technical specifications, cost estimate, and design report. Consultants should prepare the content of this submittal as if bid ready. There should not be major design revisions or omissions associated with the project at this level.

Design reports shall be designated as “Final.” The report shall be the final version modified from the Draft Final report. Revisions to the report shall be based on, but not limited to, a refined scope of work, review comments, and continued coordination with MDOT MAA Stakeholders and shall reflect the final design decisions.

Design calculations shall be completed and submitted.

If the Office of Facilities Maintenance requires MROI, Consultants shall obtain final signatures as required by PEGS V2, Chapter 4.5 Maintenance Repair and Operating Items MROI.

2.2.4            Bid Documents

Bid documents shall include final drawings and specifications. Specifications shall include general information, technical specifications, and wage rates.

Hard copies of bid documents are to be submitted directly to MDOT MAA Procurement. If requested, Consultant shall submit a hard copy of the bid documents to the MDOT MAA Task Manager as well.

The final cost estimate as a separate loose document to the MDOT MAA Task Manager. Consultants shall also submit with the final cost estimate, a cost estimate certification prepared as described in PEGS V2, Chapter 3.5 Cost Estimating.

2.2.5            Procurement

2.2.5.1          Pre-Bid Conference and Site Inspection

A.     The Office of Procurement will schedule the pre-bid conference and the site inspection. The date(s) and time(s) of the pre-bid conference and site inspection will be included in the Technical Provisions.

B.     The Consultant shall attend the pre-bid conference and site inspection and prepare the meeting minutes for incorporation into Addendum No. 1.

2.2.5.2          Addenda

A.     The Consultant shall prepare Addendum No. 1 using the MDOT MAA Standard Addendum Template. Addendum No. 1 shall be issued within seven (7) days of the deadline for receipt of the Contractor’s questions and shall include, at a minimum, the following:

1.      Pre-Bid Meeting Minutes.

2.      Pre-Bid Meeting Attendance Sheet.

3.      Minority Business Enterprise Goals and Requirements for Construction Contracts, Good Faith Efforts, and Trucking Requirements.

4.      Responses to Contractor’s Questions.

5.      Plan holders list.

6.      Any additions, modifications or new specifications.

7.      Any additions, modifications or new drawings.

8.      Any revised bid tabulations (if applicable.)

B.     Additional addenda shall be prepared by the Consultant as required.

C.      All addenda shall include an Acknowledgement of Receipt.

D.     The last addendum shall be issued to the Contractors by the Office of Procurement a minimum of seven (7) days prior to the bid opening.

2.2.5.3          Bid Tabulation and Notice of Recommended Award (NORA)

A.     After the bid opening, the Consultant shall prepare a bid tabulation including all bids that were received and the Engineer’s estimate. On Federally funded projects, the bid tabulation shall include eligible and non-eligible items.

B.     Based on the bid tabulation, the Consultant shall prepare a Notice of Recommended Award and forward it to the Office of Procurement and a copy to the attention of the MDOT MAA Project Manager. For the projects that are procured through the on-call construction contracts, the Notice of Recommended Award will be forwarded to the Office of Engineering & Construction, Construction Section and a copy to the MDOT MAA Project Manager.

C.      Justification must be prepared by the Consultant if the Engineer’s estimate is more than 10% above or below the apparent low bid.

D.     If advertisement was allowed prior to receipt of all permits, the Office of Procurement and the Office of Engineering & Construction, Construction Section, shall be notified accordingly. The Office of Procurement and the Office of Engineering & Construction, Construction Section shall coordinate approvals with the MDOT MAA Project Manager prior to issuing the Notice to Proceed.

2.2.5.4          Conformed Construction Documents

Unless otherwise directed by MDOT MAA’s Project Manager, the consultant shall provide Conformed Documents incorporating all changes to the drawings and specifications that have been developed during the solicitation.

Deliverables shall be as described in PEGS V2, Chapter 3 Deliverables. Documents shall be submitted to MDOT MAA’s Document Manager for distribution.

The electronic documents will follow the standard described for submittal of electronic documents as per PEGS V2, Chapter 3.1 Electronic Deliverable Requirements in the MDOT MAA PEGS Manual as well as the requirements as outlined in PEGS V1, Chapter 3 CAD Standards.

A.     All Conformed Documents shall be delivered to the Document Manager in the MDOT MAA Office of Engineering & Construction.

B.     No one but the Document Manager is authorized to receive Conformed Documents for MDOT MAA.

C.      Coordinate with the Document Manager for the delivery of Conformed Documents. Request the Document Manager’s email from the MDOT MAA Task Manager.

D.     DO NOT leave Conformed Documents at the Document Manager’s desk or with anyone else if he or she is not at their desk.

E.      Only full/complete set(s) of Conformed Documents will be accepted. Do not deliver partial sets unless specifically requested by MDOT MAA.

F.      All documents shall be prepared in accordance with the latest MDOT MAA PEGS Manual. Documents not conforming to the PEGS Manual will be returned for correction.

G.     All documents are to be submitted with a Letter of Transmittal addressed to the Document Manager. The Letter of Transmittal shall include relevant information such as Contract Number, Title, A/E Task Number, and a complete list of documents included in the set of Conformed Documents being delivered.

H.     Copy the MDOT MAA Task Manager on the Letter of Transmittal.

I.       Have the Document Manager sign the Letter of Transmittal. Consultants shall keep a copy of the signed Letter of Transmittal for future reference.

J.       The Document Manager will distribute the Conformed Documents to the appropriate individuals at MDOT MAA.