PBC Proponent User Manual 1

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Permanent Building Committee (PBC) Proponent User Manual

Table of Contents

A: Introduction to the Permanent Building Committee (PBC)

B: Introduction to Public Design and Construction

C: The Feasibility Study

D: Schematic Design

E: Design Development

F: Construction Documents

G: Construction and Close Out

Appendices A. Glossary of Terms B. Project Flow Chart C. Zoning Approval Flow Chart (PSI) D. PBC Policies and Procedures

PBC Proponent User Manual 2

PBC Proponent User Manual Section A

Section A : Proponent User Manual Introduction The Permanent Building Committee acts as a liaison and re- source between proposing boards and the Town for major building projects. At it’s very core, the Permanent Building Committee’s role is leading and managing design and construction of Town projects costing over $500,000. First and foremost, it gauges whether the funds sought for a project match that of the scope and financial requirements Board User, Constituent of the project. The Committee re- User, and Proponent mains fully involved in all phases User are interchangea- of the design process, overseeing schematic, developmental, ble for purposes of this and construction document design periods. PBC works closely manual and are consid- with FMD to ensure a smooth transition from Feasibility Study ered to be those who phase during which a proponent’s goals for a project are first advocate for projects as identified. Together, the Committee and the project propo- the project proponents. nents collaborate to approve final plans in order to begin the construction process. During the construction stage, the Com- mittee works to effectively oversee the progress of work, approve changes to the project, and to review budget reconcilia- The PBC website tion, ultimately ensuring the desired project is delivered on homepage is a re- time and within budget. The Facilities Management Depart- source for additional ment (FMD) has staff dedicated to providing day to day sup- documents and PBC port of the Committee. related business. To visit the site, click here!

This manual is intended to be a detailed guide, providing a deeper look into the specific processes outlined above.

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PBC Proponent User Manual Section B

Section B: Introduction to Public Design & Construction

In the complex and regulatory-driven world of public procurement, the PBC primarily works within three design and construction statutes:

 Designer Selection M.G.L. Chapter 7C  Construction M.G.L. Chapter 149 Design-Bid-Build  Construction M.G.L. Chapter 149A Construction Manager at Risk Each law has its own specific requirements and attributes. The PBC uses these in a way that is most advantageous to the Town, all the while ensuring responsibility and accountability to the Town and State. These procurement requirements are explained in detail in the Inspector Gen- eral’s (I.G.) Manual. DESIGNER SELECTION M.G.L. CHAPTER 7C The Inspector General’s We are required to utilize this law when both the estimated construc- Office provides guidance tion cost of the project is over $300,000 and information on the de- and the designer’s fee is over $30,000. sign and construction laws. Since PBC projects have a threshold of Learn more with the I.G.’s $500,000, this law is always applied. De- Designing and Constructing signer selection law is qualifications based Public Facilities Manual by and does not permit price competition clicking here. but allows for negotiations with the selected designer. The basic steps are:

 Adopt written procedures for designer selection (the Town has al- Click here to learn more ready adopted said procedures) about  Develop a Request for Qualifications (RFQ): Prior to issuing a RFQ M.G.L. for design services, the Town either sets a design fee or establishes Chapter a not-to-exceed fee limit for negotiation of the design contract fee 7C Sec- with the top-ranked finalist. tions 44 -  Advertise the contract (newspaper & Central Register) a minimum 57, of 2 weeks before the deadline head to the General  Evaluate applicant’s proposals and select at least three finalists  Interview finalists (optional but almost always done) Court Website.  Rank finalists and select preferred consultant to begin negotiations  Finalize the contract (including setting the fee)  Award and publicize the contract

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PBC Proponent User Manual Section B

FMD assists the proposing entities with this process; however, it is essential that the users define their requirements and needs in the RFQ. Additionally, a written statement of justification of need should be submitted to the FMD describing spatial deficiencies and programmatic changes that are creating the need for the project. This is the critical first step in establishing the Basis of Design for the project which will

lead into the Scope of the Project to execute the Basis of Design.

Section B: Introduction to Public Design & Construction

CONSTRUCTION CHAPTER 149 Division of Capital Asset The use of Ch. 149 is the more common ap- Management & Mainte- proach to procuring construction and is often nance (DCAMM) is respon- referred to as “Design-Bid-Build.” A set of bid sible for capital planning, documents (drawings, specifications, and con- public building construc- tract documents) is developed and competitively tion, facilities manage- bid. The process is two staged with sub trade ment, and real estate ser- bidders (aka filed-sub bidders) submitting first, then the general bidders vices for the Common- submit using the sub trade bids as they see fit (usually the lowest quali- wealth. Click logo below: fied bidder.) The obligation of the Town is to select the lowest eligible bidder as qualified by the DCAMM update statement and references. This qualification is not as robust as a Town or Construction Manager initiated prequalification. Although the intent of the statute is to ensure high quality and cost effective construction, the results are often more consistent using Chapter 149A, Construction Manager At Risk services. CONSTRUCTION MANAGER AT RISK CHAPTER 149A This method has a minimum $5 million dollar threshold and requires pre-approval from the Inspector General. Prequalification of bid- The advantage to this approach is that the Construction ders involves screening Manager (CM) is brought onto the project in the early of potential contractors, stages of design development to provide pre-construction services, in- suppliers, or vendors (on cluding constructability reviews, budget projections, logistical analysis the basis of factors such and value engineering. The CM will also be part of the prequalification as experience, financial team which provides valuable industry insight in evaluating sub- ability, managerial abil- contractors. The CM is procured through an RFQ qualification based ity, reputation, work his- evaluation similar to the designer selection process. The Town’s experi- tory, etc.) to develop a ence with CM at Risk has been very positive. list of qualified bidders.

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PBC Proponent User Manual Section B

Section B: Introduction to Public Design & Construction OWNER’S PROJECT MANAGER (OPM) M.G.L. 149 requires the Town to provide a project manager for projects costing more than $1.5 million dollars before the designer is engaged. The FMD will provide this service on a case by Owner’s Project Manager case basis based on workload and project complexity/scope. If (OPM) is a member of the required, the Town will outsource this service using the Chapter project team under sepa- 7C designer selection method. rate contract to a municipality with responsibility to The OPM’s role is to advise and consult the Town on all project provide design and con- components that are not the re- struction phase oversight sponsibility of the architect or on behalf of the municipali- contractor as an independent 3rd ty for the entire planning, party. These include constructa- design, construction, com- bility reviews, value engineering, missioning and closeout project budgets and schedules, process without assuming any of the responsibilities coordination of consultants and Town, and communication or professional liability of throughout the project team. Proponent users will be asked to the various parties under join the PBC during the evaluation and interview of OPM candi- separate contract with the dates. The OPM will be the designated project point of contact municipality . and assist throughout the design and construction process. It is important to keep in mind that once the PBC is involved in a project all requests and decisions must go through the PBC. The key criteria for the OPM RFQ include: For more OPM guidelines from MMA, click here.  Qualifications-based without price competition For more on state OPM  Experience: registered architect or professional engi- guidelines, click here neer with at least 5 year experience in building construction and supervision of building construction or possess at least 7 years of experience in building con- Designing and struction and supervision of building construction Constructing Public Facilities  OPM must be independent of the project designer, resources general contractor, and any subcontractor. found at Mass.gov

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PBC Proponent User Manual Section C

Section C: The Feasibility Study The feasibility study is the primary vehicle with which the proponent increases engagement with the Town and PBC. The PBC does not participate in this phase, as they do not provide feedback and evaluate the project at this point. As required in the Town’s adopted designer selection procedures (see PBC website), a PBC liaison will participate in de- Massachusetts Architec- signer selection to provide expertise and assistance in evaluating appli- tural Access Board cants. Typically, the RFQ will be structured in a way to allow the Town to (MAAB) : In conjunction continue with the designer for the remainder of the project (beyond feasibility) so it is essential that the Town select the most qualified and with ADA (Americans with capable designer. Continuing with the same designer saves time that Disabilities Act), the would be used for additional procurement and allows us to commence MAAB’s regulatory intent sooner because of the designer’s familiarity with the project. is provide persons with The first step in this process is to submit a project statement to the FMD disabilities full, free and for evaluation. This will assist FMD in understanding your needs and safe use of all buildings goals of the project as well as what you’re trying to accomplish with the and facilities so that all study. FMD will assist you with refining this initial step, from which the such persons may have RFQ for designer selection will be constructed. Depending on the size of the educational, living the project, FMD may fund the study from the Cash Capital Budget or go and recreational opportu- to Town Meeting to request funding as a separate warrant article. nities necessary to be as Programming the study is a vital step to any successful project. A clear self-sufficient as possible vision of the project requirements, goals, and needs is required to pro- and to assume full re- vide a guide for designers. It is here where the Basis of Design will be sponsibilities as citizens. created for the project from which the Scope of the project can be developed to accurately execute your project. Aside from your specific requirements, other considerations should be:

 Accessibility: Design complies with MAAB where the structure is accessible to all individuals  Sustainability: Supporting long-term ecological balance  Security: Measures to guard against damage or theft  Universal Design: the design and composition of an environment so that it can be accessed and understood and used to the greatest extent possible

by all people regardless of their age, size, ability or disability.  Maintainability: Able to be cleaned, serviced, and repaired under reasona- Click here for additional ble conditions and expense guidance on MAAB Rules  Longevity: Expectation of a long duration for usage – 50 year target and Regulations

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PBC Proponent User Manual Section C

Section C: The Feasibility Study

A successful Feasibility Study:

 Confirm& explain project requirements by architect in conjunction with proponent administration and staff  Analyze existing conditions through studies of the building spaces,

systems, site, environmental and traffic study.  Identify & evaluate alternative conceptual designs  Summarize the proposed scope of work  Provide preliminary cost estimates & schedules Once the Feasibility Study is complete, you will be required to pre- Choosing the right architect sent your study to several Town Boards as the project proponent pri- in feasibility can greatly in- or to engaging with the PBC for support with cost analysis and study fluence the design of a pro- evaluation. After presenting, incorporating feedback, and gaining ject. Click here for more on support from the BOS and Advisory, next steps will be to engage Designer Selection Proce- with the PBC to review the Feasibility Study, develop a project budg- dures. et, and further refine the presentation in preparation to present at Town Meeting for approval of design funds. (Rarely are design & construction funds requested concurrently). In order to accommodate all projects in a timely manner, projects must be submitted to the PBC 120 days prior to Town Meeting. The presentation at Town Meeting will be similar to the Boards’ presentation, with you as the project proponent presenting the needs and goals, and the PBC presenting the budget and schedule confirming that both are achievable. To explore more about For major projects, the Proponent Board and FMD will support a re- the Town Meeting pro- quest for funding at Town Meeting. FMD will assist with the presen- cess, members and tation. For other smaller projects, FMD will include funding in its’ guidelines, go to the Cash Capital Budget for the appropriate fiscal year. Wellesley website The project proponent is the Board or Committee from which the found here. project has originated. The program and justification of need are the proponent’s responsibility for presenting and advocating for new projects. FMD is not allowed to contribute to this portion of the study but will support the proponent during the study with design budgets, building conditions, and consultant management. The PBC will confirm and present budgets and schedules at Town Meeting.

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PBC Proponent User Manual Section D

Section D: Schematic Design

This phase is where the project is handed off to the PBC acting as the designated Owner for the Town. All decisions and directives will be made by the PBC. Since the PBC’s goal is to provide a project that meets your requirements, your participation is essential. On occasion the feasibility designer may not continue, in which case the PBC will procure de- The Basis of Design (BOD) is signer services from a new consultant via M.G.L. Chapter 7C. Before developed by the architect/ commencing with this phase, an Owner’s Project Manager (OPM) will be engineer early in the design procured by the PBC if the estimated construction cost exceeds stage based on owner’s pro- $1,500,000. You will be asked to participate in the OPM selection project requirements. It is the cess, which completes the primary design team (PBC, Designer, OPM.) primary document that During this phase, preferred designs will be developed to satisfy translates the owner’s the Basis of Design from the Feasibility Study. This is where the spatial needs into building compo- and visual concepts will be created. Initially, the program will be further nents such as (HVAC) sys- assessed and tems, building envelope, refined to pro- security systems, building vide guidance automation system, etc. going forward. This may be ac- complished by reviewing the feasibility study results and Schematic Design is the merging them First phase in the design of with updated a project where an archi- programmatic information. Existing building systems and lifecycle cost tect/engineer prepares analysis evaluations will be presented to the PBC for review and approv- schematic diagrams giving al. Schematic Designoptions will be presented to stakeholders, a general view of the com- (including your department heads, oversight boards, and staff) for re- ponents and the scale of view and comment. Upon receipt and evaluation by the design team, the project after detailed the comments will be used to modify the design(s) as required. The PBC discussions with the client and the Project Proponent Board will collaboratively determine the design that best addresses and resolves the requirements of the program. It is important to note that department heads remain engaged throughout the life of the project to provide knowledge of the department program and communication with appropriate staff.

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PBC Proponent User Manual Section D

Section D: Schematic Design Other areas of study will entail: site plan, traffic flow, environmental conditions, and exterior elevations in cases where there are new building additions or exterior modification involved. A cost estimate will be generated and reviewed to ensure budget discipline. The Consultant and OPM will review the Zoning Bylaw to determine the permitting re- An exterior elevation is a quirements and path to submissions and approvals. The permitting pro- two dimensional drawing cess will be commenced with notification to the Zoning Board of Ap- that shows what each side peals (ZBA) and the Design Review Board (DRB). The average duration of a building looks like for this phase is 8-12 weeks depending upon the size and complexity of from the outside. The the project. See Appendix B for flow diagrams. drawing provides the Proponent Tasks & Responsibilities builder with key infor-  Assign a liaison to the project (only a mation about the building. School Committee Liaison will be a voting member.) The liaison will provide support for scope, policies, program knowledge, and accountability.  Liaison serves as conduit of project information between PBC and all members of the proponent group and its stakeholders.  Participate in the OPM selection.  Participate in the designer selection, if necessary.  Review progress documents to verify the design satisfies project goals, FMD can assist with this if you still have questions after walk- ing through the designs with the consultant and OPM.  Provide feedback to the design team.  Commit to the final scope of the project and the schematic design by way of Board vote. You will be asked to do this at the conclusion of A traffic study is a detailed various phases. This approach ensures your staff remains engaged examination and is following the development of the project. Accomplishing your and analysis of a transpor- project goals is directly related all stakeholders providing accurate tation system supported feedback. It is also important to differentiate between personal pref- by data collection. erences and relevant feedback when addressing the project’s program and design. An overly customized space does not reach the goals of universality and longevity, thus successful projects should avoid customizing to individual preferences.

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PBC Proponent User Manual Section E

Section E: Design Development

During this phase, designs are further refined with input from the PBC and Proponent’s Department. This will involve a more detailed look at the floor plans, elevations, interior details, and building systems. After interacting with the Department and staff to refine the design, the design team will then present the design to the Propo- nent Board for final review and comments. The final presentation to the PBC should incorporate any input from the

Proponent Board and its Department at which point the PBC will accept the design with comments. This will be the commencement of the Project scope is the part construction documents phase. It should be not- of project planning that in- ed that the general scope of the project should be finalized at this volves determining and doc- point as the “Design” of the project has concluded. The proponent umenting a list of spe- should also understand and convey how they intend to operate the cific project goals, delivera- building, so any refinements to accommodate this can be incorpo- bles, features, functions, rated. Additionally, the FMD should be engaged to assist with and tasks, deadlines, and ulti- confirm the desired operational intent. The transition of this phase mately costs. In other into construction documents will involve preparation of detailed words, it is what needs to drawings and specifications. Scope, programing changes, and addi- be achieved and the work tional requests during the next phase are costly and disruptive to the that must be done to deliv- process and will absorb significant time and effort to accommodate. er a project. Interior finishes will be studied and building color palates will begin to be studied. The architect may provide this service in house or use FF&E are movable furni- a sub-consultant. On larger projects, a working group may be estab- ture, fixtures, or other lished, usually comprising of a PBC member, a proposing board mem- equipment that have no ber, and possibly staff. With guidance from the designer, the group permanent connection to will investigate design options for presentation to the PBC. the structure of a building or utilities. Furniture, fixtures and equipment (FF&E) will be addressed similarly to interior finishes de- Examples of pending on the size of the project. If possible it FF&E include is advantageous to have the same working desks, chairs, computers, group for both FF&E and interior design for con- electronic equipment, ta- tinuity. Design options will be presented to the bles, bookcases, and parti- PBC for review. tions.

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PBC Proponent User Manual Section E

Section E: Design Development The extent of required permitting on projects can vary greatly. If permitting is required, the project team will prepare permitting submissions for PBC review. Upon refining the submissions, the PBC, Proponent Board, and Design Team will present to the governing review boards (i.e. DRB, ZBA, NRC.) The goal would be to have significant permitting Value engineering (VE) is a activities substantially complete at the conclusion of this phase. systematic method to im- Developing a viable total project budget is a priority in this phase of the prove the "value" of goods project. Depending on project scale as many as two separate estimates or products and services by will be developed by independent professional estimators and recon- using an examination of ciled into one budget. This may generate a value engineering review to function. determine how best to allocate resources within the project and identify opportunities for life cycle enhancements such as more durable flooring materials. The timeline for design development is approximately 14-18 weeks. Proponent Tasks & Responsibilities: Value, as defined, is the ra-  Work closely with your department heads and tio of function to staff to verify the project scope is meeting the cost. Value can therefore project goals be increased by either im-  Engage with staff about interior design and FF&E decisions. proving the function or re-  Participate inpermitting meetings as the project proponent. ducing the cost.  Communicate operational intent with PBC & FMD  User Board and Staff shall sign off on the project plans as having met the project goals. A building permit is a type of written authorization that Section F: Construction Documents must be granted by the local This is the commitment phase where the designer will incorporate the building official prior to the project into drawings and specificationsfrom which the project can be construction of a new or ex- bid and built. These will become legal documents as part of the con- isting building can legally occur. struction contract and permitting process. During this phase the “nuts and bolts” of the project are composed to execute the project. Your in- For guidance on permitting, put will be minimal but you may be asked for feedback on specific de- go to the Wellesley website . tails or adjustments required by the construction of the building. Your feedback will be limited to the specific issue to preserve the established scope of the project.

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PBC Proponent User Manual Section F

Given the complexity and coordination issues during this phase, changes are costly and often result in project delay and/or increases in budget. In rare cases there may need to be adjustments due to unforeseen factors from previous phases, the reasons and justification will be determined by the PBC. The permitting process will be concluded earlier in this phase as this information will have to be incorporated into the construction documents. Specifications are “that portion of the Contract Doc- Interior design material choices and scope will be finalized by the archi- uments consisting of the tect for inclusion into the bid package. written requirements for FF&E choices and scope should be substantially developed by the archi- materials, equipment, sys- tect to be included in the Final PBC project budget for the Town Meeting tems, standards and work- request. manship for the Work, and Additionally, procurement approaches and other project execution is- performance of related ser- sues are finalized by the design team in conjunction with the PBC. The vices,” according to AIA project is advertised for bidding, the bids are evaluated, and the lowest Document A201-2007, the eligible bidder is selected by the PBC using the architect’s recommenda- General Conditions of the tion. This bid is the basis for the PBC project budget which includes total Contract for Construction. project costs. The “bids in hand” budget is presented to Town Meeting for approval. This presentation format will be similar to the design funding request presentation. The proponent will present the need and program value and the PBC will present the design, budget, and schedule. Once the project funding is approved and secured the Contractor will be given a “Notice of Award” and the project is underway. Typically this means a contract is signed July 1st (start of a new fiscal year) using appropriated funds and work may commence any time thereafter. Occa- What is a bid package? sionally, when an earlier construction start is needed (May/June), funds All drawings, specifications, can be requested within that particular fiscal year. documents, estimates, pa- perwork, bid forms, and bid Your Tasks & Responsibilities bonds relevant to a con-  Provide feedback as requested by the architect struction project. through the PBC A contract is based on the  Continue to communicate with your board and bid package. staff  Finalize operational procedures of building  Finalize interior design approach in conjunction with the Designer and PBC  Define FF&E to the point where it can be accurately budgeted

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PBC Proponent User Manual Section G

Section G: Construction & Close Out

This phase of the project is both exciting and rewarding as you’ll see all your hard work become a reality. This is also the most labor inten- sive phase for the PBC as they will be dealing with: schedules, contractor payments, construction issues, change orders, field reports, testing agencies, consultant payments, certified payrolls, and vendor issues/claims as well as maintaining and controlling the project scope and budget. The realm of public construction further complicates all

of these tasks. As in the construction document phase you be Change order: Unilateral asked to address written order by a project specific issues or owner directing the con- details. The transi- tractor to change contract tion from two dimensional drawings to a three dimensional space can amount, requirements, be surprising at times and cause concern. This doesn’t mean the and/or time. space will not satisfy your projects goals; however, occasionally some minor adjustments can be accommodated which will usually take place in the User Fit Out Stage at the end of the project. Owner fit out items will include minor adjustments to equipment and furnishings, or addition of items to support function of the space such as shelving, white boards, and IT connections. Once constructed, the building may not be substantially modified in response to proponent requests, illustrating the importance of the programing and design phases. During the early part of this phase, colors and samples of interior design elements will be submitted. Your interior design working group will then collaborate with the designer to finalize choices. This must Fit out is a term used to de- be done with expedience, as any delay will potentially interrupt the scribe the process of mak- acquisition of materials and consequently the project. You will be giving interior spaces suitable en guidance as to timelines. for occupation. The FF&E packages will also be finalized and published for bid. This may occur later in the phase as lead times for products may allow.

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PBC Proponent User Manual Section G

Section G: Construction & Close Out

Substantial completion occurs when the building can be used for its’ intended use. A punch list of outstanding items will be generated from the contractor, architect, engineers, OPM, FMD, and to some extent your staff. It is here where your fit out items will be addressed. The one-year warranty period also begins on Construction Closeout is this date. FMD/owner punch lists must be generated within 14 the time period from Sub- days of occupancy of the building. stantial Completion until The close out period is when unfinished items, erroneous instal- all punch list items have lations, and start up checks occur. This phase involves the sub- been addressed and are mission and review of as-built drawings, warrantees, and opera- completed. tional information. Systems training will be introduced to the users. Most of the training will be for FMD staff; however, your staff will also receive training on systems such as: Security, Public Address (PA), etc. Schedules and types of training will be determined at the pre-training Construction warranty refers to a warranty for con- conference. struction that is given by Concurrently, during all this activity you’ll be taking possession the seller or building con- of and moving into the building. This is a time of intense activity tractor of a new house/ and will require your greatest effort to date in the project. After building. Such warranty occupying the building, FMD will follow up with adjustments to states that the building/ or issues with the building. A ten month warranty inspection will house is free of structural, occur to address issues that may have arisen since occupancy electrical, plumbing, and with regard to the performance of the products and installation other defects, and is fit for the intended purpose. used in the project. CONGRATULATIONS YOU’VE REACHED YOUR GOAL!

Glossary terms and Appendices to follow.

PBC Proponent User Manual 15 Appendix A

Glossary of Terms

Term Description American Institute of Architects, primary function is to set architectural industry AIA standards of practice Amendment An increase to a base contract. (Ex: Architect) American Society of Heating, Refrigerating, Air Conditioning Engineers, sets industry ASHRAE standards for HVAC The initial signed and executed contract for goods and/or services. To increase a base Base contract contract, the vendor must submit a change order (construction) or amendment (consultant - ex: architect.) Certificate of Occupancy, official document from the Town that lets a new or reno- C of O vated building be occupied Construction Administration or Construction Services. Architects and OPMs are pri- CA mary administrators for CA. This can be a line in OPM's budget for billing. CCD Construction Change Directive, architect’s field order to proceed with work Construction Documents, the drawings and specifications from which a project can CDs be bid, built, and a contract signed from

The Central Register is the weekly source for information about state, county and municipal contracts being put out to bid for the design, construction and reconstruction of public facilities in the Commonwealth of Massachusetts. In- Central Register vitations to bid, lists of contractors picking up specifications on a weekly basis, and final awards of contracts are all published. Proposals and advertisements for the lease, sale or transfer of real property are published; as are lists of certified minority and women contractors and contractors who have been de- barred from state work.

Construction Manager, lead contractor on a project who coordinates all subcontrac- CM tors, may provide pre-construction consulting to the owner, Chapter 149A CM at Risk

Change Order, document for executing changes during construction; This is an in- CO crease to a construction vendor's base contract that increases the contract total. REQs are submitted for payment off of the total which includes the change orders.

Certificate of Insurance which includes general liability, Automotive liability, Workers Comp, Umbrella (overall if any insurance policy comes ip short on a claim this kicks COI in), Professional liability. Liability insurance is typically pertaining to 3rd party occur- rences (like a truck backs up and hits something else)

Change Order Proposal, pricing proposal submitted by the contractor; preview of COP change order where comments and edits may be made in order to prepare the official change order.

PBC Proponent User Manual 16 Appendix A

Glossary of Terms

Term Description COR Change Order Request- pricing request from owner COW Clerk of the Works also shown as On-site Representative

Chief Procurement Officer; A chief procurement officer (CPO) typically is the exec- utive of a corporation who is responsible for the management, administration, and CPO supervision of the company's acquisition programs. They may be in charge of the contracting services and may manage the purchase of supplies, equipment, and materials.

Commissioning services: The Construction Phase commissioning activities are a well orchestrated quality process that includes installation, start-up, functional Cx performance testing and training to ensure and document system performance. This testing and documentation will also provide important benchmark and base- line data for future recommissioning of the facility.

Department of Capital Asset Maintenance & Management, state agency for state DCAMM building construction and public construction standards Design Development, the second stage of the design process where programing, DD designs, details, and building systems are finalized

Department of Labor Standards; The Department of Labor Standards (DLS) pro- DLS motes and protects workers' safety/health, wages, and working conditions, and supports the use of apprenticeship as a tool for workforce development.

Designer Selection Board; The Designer Selection Board is an autonomous eleven DSB member board that selects designers for state building projects and Common- wealth charter school projects. Errors and Omissions; Errors and omissions associated with performing profes- E&O's sional services can result in costly time delays, budget overruns, rework, and third- party bodily injury and/or property damage. Energy Management System, automated system that monitors and controls build- EMS ing mechanical systems

Envelope generally refers to the exterior of a building. A building envelope is the physical separator between the conditioned and unconditioned environment of a Envelope building including the resistance to air, water, heat, light, and noise transfer. The building envelope is all of the elements of the outer shell that maintain a dry, heated, or cooled indoor environment and facilitate its climate control.

Furniture, Furnishings, & Equipment, procured separately from the construction FF&E on open bid or through Chapter 30 State Bid List

Filed Sub-bid A trade that is $25K+ in a project that is $150K, gets bid prior to the GC to be used with the GC's proposal

PBC Proponent User Manual 17 Appendix A

Glossary of Terms

Term Description FMD Facilities Management Department General Contractor, lead contractor on a project who coordinates all subcontrac- GC tors, Chapter 149-Design-Bid-Build HVAC Heating Venting Air Conditioning and Cooling

Invitation for Bid; An invitation for bid (IFB) or invitation to bid (ITB) is an invita- IFB tion to contractors or equipment suppliers to submit an offer on a specific project to be realized or product or service to be furnished. The IFB is focused on pricing, and not on ideas or concepts.

MAAB Massachusetts Architectural Access Board: State agency that develops and enforc- es regulations related to public accessibility. Minority Business Enterprise, businesses need State certification under which MBE there are minimum participation rates for any project receiving State funding

MSBA Massachusetts School Building Authority; MSBA's mission is to partner with Mas- sachusetts communities to support the design and construction of educationally- appropriate, flexible, sustainable, and cost-effective public school facilities. MEP Mechanical Electrical Plumbing Milestone key event in a project schedule

NTP Notice to Proceed, notice given to vendor to commence with contract activities

Office of Inspector General; The Office of the Inspector General is an independent OIG agency that promotes good government by preventing and detecting the misuse of public funds and public property Owner’s Project Manager, consultant hired by the owner to represent their best OPM interests during construction and to provide communication and coordination throughout the project, required on all projects > $1,500,000 When a vendor in the same discipline is asked to review the work of their peer Peer Review organization for errors. Project of Significant Impact, zoning definition that triggers permitting require- PSI ments

A punch list is a document prepared near the end of a construction project listing work not conforming to contract specifica- Punch List tions that the contractor must complete prior to final payment. The work may include incomplete or incorrect installations or incidental damage to existing finishes, material, and structures. ReCx Recommissioning

PBC Proponent User Manual 18 Appendix A

Glossary of Terms

Term Description Requisition: This refers to a request for payment or contractors application for REQ payment. It is essentially periodic invoicing off of an existing contract. This applies to contractors. Architects typically "invoice."

Request for Proposal; A request for proposal (RFP) is a type of bidding solicitation RFP in which a company or organization announces that funding is available for a particular project or program, and companies can place bids for the project's completion.

RFQ Request for Qualifications; qualifying for architects, engineers, or construction management at risk services

Schematic Design; Schematic Design is the First phase in the design of a project SD where an architect/engineer prepares schematic diagrams giving a general view of the components and the scale of the project after detailed discussions with the client (owner). Substantial Completion refers to a stage of a construction or building project or a Substantial Comple- designated portion of the project that is sufficiently complete, in accordance with tion the construction contract documents, so that the owner may use or occupy the building project or designated portion thereof for the intended purpose. T&Cs Terms & Conditions, defines detailed requirements of a contract or proposal 10 months after substantial completion of a project, a warranty punch list is re- Warranty Punch List viewed Women Owned Business Enterprise, businesses need State certification under WBE which there are minimum participation rates for any project receiving State funding

PBC Proponent User Manual 19 Appendix B PBC Project Flow Chart

Click here to access this document on the PBC webpage. (add doc & fix link)

PBC Proponent User Manual 20 Appendix C

Project of Significant Impact

Click here to locate the document with the Planning Board

PBC Proponent User Manual 21 Appendix D

PBC Policies and Procedures

Article 14 of the Town bylaws establishes and addresses the role of the Permanent Building Com- mittee. The membership of the PBC, as appointed by the Town Moderator, shall be comprised of the following residents: an attorney, an architect, an engineer, an individual primarily engaged in the construction industry, and a citizen at large. A non-voting temporary member may be appointed by the Committee for a specific project for as long as the Committee is exercising its function with re- spect to that project. The School Committee shall appoint a temporary member who will have voting privileges for School House Projects. Terms of appointments are three years. The committee shall be responsible for the following on projects estimated to cost more than $500,000.

 Financial estimates and requests for funding at Town Meeting  The design of the project  Construction of the project for which funds are appropriated to the Committee  Achieve the goals for the proposing entity Project procedures shall generally follow the path and description provided below: Notification: The Proposing Entity informs the PBC that a Project Feasibility Study is being under- taken. These projects will be included in the five-year capital plan. Upon completion of the study, the Proposing Entity provides the information to the PBC regarding the projects’ goals and financial requirements. The project goals should include a statement of program needs with data to support and justify the program. The program needs are established through:

 Origin of need, program or maintenance  Analysis of existing space  Description of existing program and new program that illustrates the services to be provided  Site evaluation Upon review of the Feasibility Study and cost estimates submitted by the Proposing Entity, the PBC will make any necessary adjustments to the proposed scope of work and cost estimates move on to the next phase. Appropriation:If the Proposing Entity intends to secure project funding at Town Meeting (Annual or Special), it shall submit all project information including cost estimates to the PBC 120 days before the Annual or Special Town Meeting. The PBC will engage with the Proposing Entity in the following areas:

 Identifying space requirements to accommodate desired services and satisfy the programmatic needs  Analysis of environmental issues  Site and traffic considerations

PBC Proponent User Manual 22 Appendix D

PBC Policies and Procedures

 Permitting requirements  Budgetary cost estimates  Project execution costs  Possible funding strategies

The PBC will then confirm the project costs and schedule and prepare for submission to Town Meeting. The Proposing Entity will advocate for the project at Town Meeting while PBC presents budgetary costs and probable schedule. Projects are typically presented for appropriation requests in two phases; phase one is for design and bidding and phase two is for construction.

Design Review: Once funding is available, the PBC becomes fully responsible for the project; therefore, all decisions and changes shall be made by or through the Committee. The Committee, at their option, may continue with the feasibility Consultant or decide to procure services from a different vendor, under a separate M.G.L. Chapter 7 Designer Selection Process. Concurrently, if the project value is greater than $1,500,000, the PBC will procure the services of an Owner’s Project Manager (OPM) through Chapter 7 M.G.L. process. Upon appropriation of funds, the Design Review Board shall be notified of the project. The PBC will administer the consultant contracts as part of its duties. The Committee shall review periodic and final design submissions and provide feedback with regard to all aspects of the project, its permitting, and execution, ensuring the design is responsive to the Proposing Entity’s and the Town’s goals and other project requirements. The PBC shall also consider and determine the most appropriate procurement strategies for the construction of the project. The PBC will be dependent on the Proposing Entity to review program elements, designs, and other user issues and give timely and relevant feedback to the PBC and Design Team to ensure the project goals are being met. Construction: The PBC shall assume responsibility for all project supervision during construction. These tasks shall include:

 Administration of the construction contract as the designated “owner”  Requisition and change order review and approval  Schedule review and approval  Resolve issues and disputes  Review and respond to issues affecting quality, schedule, and budget  Fixtures, furniture/furnishings, and equipment contracts  Review and respond to Proposing Entity questions, concerns, and requests  Approving close out of the project

PBC Proponent User Manual 23 Appendix D

PBC Policies and Procedures

Other Functions: The PBC, with the support of FMD staff, will also facilitate:

 Permitting  Designer Selection  Procurement Strategies  User Group Interaction  Legal and insurance matters  Training  Coordination of moves The staff under the FMD Director dedicated to supporting the PBC shall consist of Design & Construction Manager Projects Assistant Project Manager

Town Meeting: Wellesley conducts Annual Town Meetings (ATM) in the spring and often has Spe- cial Town Meetings (STM) in the fall and on occasion in the spring. At Town Meeting, the Propo- nent Board or Committee representing the proposing entity will make a broader presentation advocating for the project’s approval, including the history/background, need for the project, and the resulting program developed in the Feasibility Study. The PBC cannot advocate for the project; rather it presents an overview of the proposed design of the project for which the funding is required, using information provided by the designer and/or OPM. The PBC presentation is two part, the first of which includes a focus on the design and associated elements. The second part is a review of the design and construction budgets (design or construction) and schedule. The PBC will give an opinion as to the viability of both. The likely method to be used for procurement of the project under public bid regulations and laws is also discussed.

PBC Proponent User Manual 24