PHMC Capital Project Process

  1. Capital Project Overview:

    PHMC makes Capital project requests annually to DGS. Along with PHMCs annual request, unfunded Capital projects from previous years are re-evaluated and re-prioritized as necessary to keep the list current and in sync with agency needs and other project work.

    Capital project requests remain unauthorized until they are approved by the Governor's office. When a project is authorized (approved by the Governor's office), it remains unfunded until the project funds are released through the Budget Office.

    Capital project funding is generally released in two stages, stage 1 for design and stage 2 for construction. Construction funds are usually not released until the project design is completed and approved by PHMC and DGS.

    The following Capital project process outline indicates a time period from start to finish of approximately 2.5 years. The timing can vary significantly depending on such unknown variables as delayed local municipal review, L&I processing for the building permit and funding release from the Budget Office, in addition to unanticipated complications in the contracting, design and construction processes.

  2. Capital Project Design: (the entire design process can take approximately 14 months depending on the complexity of the project)

    Primary components of a project's design include:

    1. Project Scope Development: (approximately 2 weeks)
      1. When a capital project is released for design by the Budget Office, PHMCs Division of Architecture and Preservation (DAP) prepares and submits to DGS a detailed project program for use in soliciting the services of a design professional — the outside architect or engineer hired by DGS to design the project.

    2. Design Professional Selection: (approximately 4 months)
      1. DGS advertises the project using PHMCs program and contracts with an outside design professional for design services.

      2. DAP is notified of DGSs selection of the design professional.

    3. Design Development: (approximately 9 months)
      1. The design professional, in consultation with others on the project team, develops the project design and necessary drawings and specifications to address the agreed upon project scope. The design process includes targeted submittals for Sketch, Preliminary, Pre-Final and Final stages of completion, as appropriate for the specific project. The entire design process is managed by DGS although the DAP PM will participate, as part of the project team, in all project design meetings. Project meetings include regularly scheduled submittal review meetings as well as those meetings periodically scheduled during the course of the project. The DAP PM determines the appropriateness/necessity of including other PHMC project team members in these meetings, i.e. site representatives, outside consultants, division chiefs, etc.

      2. During the course of a project's design development, the design professional is responsible for obtaining whatever local approvals are necessary as dictated by the project's local municipality. This local review process is usually accommodated within the overall design development period. Generally, the local review is quick and is sometimes waived for Commonwealth projects. In other (although rare) instances, the local review can be lengthy, adding a year or more to the design development process.

    4. Design Review:
      1. When the design documents have reached each of the pre-determined submittal stages, the design submittal is made to DGS and PHMC by the design professional according to the predetermined schedule. The DAP PM circulates the documents to the PHMC project team for review and comment as appropriate.

    5. BHP Review Coordination: (approximately 3 weeks)
      1. Prior to final design development, the DAP PM in consultation with the design professional coordinates the submittal of the design documents to the Bureau for Historic Preservation (BHP) for their review (archaeological and otherwise) to ensure compliance with the Secretary of the Interior's Standards for Historic Preservation Projects and the State History Code. This process can occur any time during the design process although the design must be far enough along to adequately explain the project and for a meaningful review to occur.

    6. Final Design Development: (approximately 1 month)
      1. The design professional addresses the comments and/or changes made by the review authorities and assembles the Final documents for review and approval from the Department of Labor and Industry (L&I) which results in the building permit. Once the building permit is obtained, the project is ready for final PHMC approval and to go to bidding and construction.

      2. The design professional assembles and submits the Final bid documents and PHMC (usually the Executive Director) signs off on the drawings.

      3. When the Final documents are approved, DGS requests release of the construction funds from the Budget Office before the bidding and construction processes begin.

  3. Capital Project Bidding: (the entire bidding and contract award process takes approximately 6 months — exclusive of A. below)

    Primary components of a project's bidding and contracting include:

    1. DGS requests release of project construction funding from Budget Office upon completion of project design.

      Note: The timing of this component of the process is entirely dependent upon the Budget Office's schedule for releasing Capital funds for all state agency projects. Historically this step has taken from 4 months to two years for PHMC projects.

    2. DGS Bidding Unit advertises project for public bid (2 months)
    3. DGS receives bids and checks for responsiveness (1 month)
    4. DGS negotiates contract with successful low bidder (2 — 3 months)
  4. Capital Project Construction: (the entire construction process can take from months to a year or more depending on the complexity of the project)

    Note: It is important to remember that a Capital project construction contract is between DGS and the contractor. PHMC is not a party to this legal contractual relationship.

    Primary components of a project's construction include:

    1. Initial Job Conference is held with contractor
    2. Ongoing Job Conferences are held with Contractor and DGS
    3. Project Construction is Completed
    4. Project is Closed Out

4/20/09 JAC
revised 4/27/09