OGS Design Procedures Manual A Guide to Designing Projects for Design & Construction OGS Design & Construction Design Procedures Manual Issued April 2021 OGS Design Procedures Manual A Guide to Designing Projects for Design & Construction Table of Contents • CHAPTER 1 INTRODUCTION TO THE DESIGN PROCEDURES MANUAL • CHAPTER 2 CONSULTANT SERVICES • CHAPTER 3 TYPES OF CONTRACTS • CHAPTER 4 SUBMISSION PHASES & GUIDELINES • CHAPTER 5 TECHNICAL DOCUMENTS • CHAPTER 6 COST CONTROL • CHAPTER 7 BID PHASE & GUIDELINES • CHAPTER 8 CONSTRUCTION PHASE GUIDELINES • CHAPTER 9 DESIGN GUIDE • CHAPTER 10 REFERENCES OGS Design Procedures Manual A Guide to Designing Projects for Design & Construction CHAPTER 1: INTRODUCTION The Design Procedures Manual PURPOSE The Design Procedures Manual (DPM) has been prepared to assist Project Managers (PM) and Consultant/Designers in the design and documentation of OGS D&C Projects. The DPM provides direction and guidance regarding OGS D&C and State Agency requirements. The DPM also provides expectations for the delivery of services for design services work performed for OGS D&C. The DPM consists of design procedures that are meant to guide both D&C In-house and Consultant/Designers through the design process and enable Consultant/Designers to more efficiently translate OGS D&C requirements into acceptable design solutions. These guidelines are not intended to constrain PMs and Consultant/Designers with respect to design, solutions, code compliance, innovation or novel approaches. PMs and Consultant/Designers are encouraged to consider the merits and limitations of the guidelines in the context of the specific needs of individual projects. DEVIATIONS Should any of the DPM guidelines not be relevant for a particular project, written proposals to deviate from the procedures herein should be submitted for consideration to the OGS D&C Team Leader (TL). In the absence of written approval for a deviation from these guidelines, the TL will, however, assume that the requirements contained in the DPM have been fully addressed and incorporated in the proposed design solution and Contract Documents. The Agency Specific Standards and Requirements in Chapter 9 may modify or supplement the general guidelines. BACKGROUND AND ACCESS Documents prepared in accordance with this DPM are to provide clear and concise information to State Agencies and Contractors. PMs and Consultant/Designers are expected to make certain that the material is understandable to the intended audience. The procedures outlined in the DPM are for projects which are to be bid and administered by OGS D&C. The DPM does not include procedures for projects bid and administered by other State Agencies. The forms referenced in the DPM are available at the following locations: Consultant/Designers should access them on the Office of General Services website, Design & Construction under forms, Consultant Contract, Design. OGS D&C staff should access them in SharePoint. CONTACT Any questions, clarifications, improvements or suggestions should be directed to Mr. Dana Dostie at [email protected] (518) 474-6111 OGS Design Procedures Manual A Guide to Designing Projects for Design & Construction OGS D&C Organization and Structure GENERAL The State of New York owns and operates a large array of diverse facilities and properties. The Office of General Services Design and Construction Group (OGS D&C), an ISO 9001: 2015 certified organization, has the unique challenge of accommodating State Agency initiatives to refurbish and maintain existing buildings and infrastructure as well as to construct new buildings and infrastructure. State projects often have to be designed and built under tight schedules and cost constraints. OGS D&C MISSION STATEMENT The Office of General Services (OGS) Design and Construction Group (D&C) provides a full range of high- quality architectural, engineering, contracting and construction management services to state agency clients. Through an interdependent model of public- and private-sector resources, D&C delivers services in a timely, efficient, responsive and cost-effective manner, thereby enabling client agencies to fulfill their own diverse missions on behalf of the people of New York State. THE DESIGN AND CONSTRUCTION GROUP (D&C) OGS D&C provides a full range of professional architectural, engineering and construction management services to State Agencies. The OGS D&C is typically engaged in over 1000 active projects with a combined construction value of over $1 billion. The group performs its functions through multiple Divisions and Functional Departments and Groups. FUNCTIONAL DIVISIONS Division of Design (DOD) This Division manages projects in design which provides architectural and engineering services including pre-design, site development, design, contract documents, bid-phase support and construction support. OGS D&C in-house staff and Consultants prepare contract documents and cost estimates for construction, alteration, and rehabilitation of State-owned buildings and infrastructure. Division of Contract Management (CADM) This Division handles procurement, award and administration of all D&C contracts for professional consultants, construction management, specialty services, and construction work (including for emergency projects). Its work includes audit and processing of all vendor payment requests, performance of vendor responsibility reviews, change order processing and enforcement of contract insurance requirements. The Division handles approximately 2,000 contract transactions per year. Division of Construction (DOC) This Division manages projects in construction and is responsible for project execution subsequent to contract award. Division field engineers and construction superintendents manage, coordinate, and document the work of prime contractors to ensure compliance with project plans and specifications during the project execution phase. Division of Cost Management (DCM) OGS Design Procedures Manual A Guide to Designing Projects for Design & Construction This Division is responsible for managing functions related to cost estimating, change management, project control, costing and finances across all divisions of D&C. The Division oversees the Offices of Project Cost Management, Financial Management and Personnel Coordination. Division of Codes and Construction Permitting The Division is responsible for managing functions related to constructability reviews, project code reviews and proper construction permitting processes. OGS D&C in-house staff and Consultants perform code reviews and related tasks for Division of Design projects and directly for agency clients. The OGS Authority Having Jurisdiction (AHJ) role resides in this Division. Scheduling Division The scheduling department is responsible for executing the operating procedures of the scheduling program and managing the distribution of regional scheduling and reporting responsibilities to staff within the scheduling department. The office updates the Executive Team in regard to the performance of the scheduling program and provides schedule delay analysis reports and required schedule recovery actions. ISO This is the group for Design and Construction’s quality program. The office of Project Control is responsible for the implementation and management of the D&C quality system relative to ISO 9001 certification and for identifying areas where quality improvement and critical initiatives will assist in continually improving services in an efficient and cost-effective manner to our clients’ satisfaction. The Quality Group will implement new tools and resources to aid D&C in progressing as a business and will assist the organization’s Divisions, Functional Departments and Groups. DIVISON OF DESIGN (DOD) The DOD consists of four (4) multidiscipline Business Units organized by the Client Agencies they serve. In addition to this client focus, each Business Unit provides Internal Services to support the missions of all other Business Units. The Division provides a wide range of services including planning, feasibility studies, project design and job order contracting (JOCS) projects, M projects, Constructability, Codes and Permitting. The staff within DOD is a diverse group of professionals, technicians, and support staff that includes Professional Engineers, Registered Architects, and Landscape Architects. The DOD makes significant use of private sector architectural and engineering consultants. The DOD’s practicing professional design staff oversees and provides guidance to Consultant Designers. The Business Units decide which projects are to be assigned to Consultants, D&C In-house design or both. Each Business Unit is headed by a Business Unit Leader and divided into Design Teams, each of which is under the leadership of an OGS Team Leader. The OGS Team Leader assigns an OGS Project Manager (PM) to the project. The following section lists Business Units, the Client Agencies they serve and the Internal Support Services they provide: BUSINESS UNIT 1 Business Unit Leader Kurt Arnold, P.E 518-474-0290 Assistant Director Assistant Business Unit Michael Mitchell, P.E. Leader GEO Technical OGS Design Procedures Manual A Guide to Designing Projects for Design & Construction Clients: Department of Corrections and Community Supervision Department of Environmental Conservation Internal Support Structural Engineering Services: Physical Security Electronic Security Environmental Engineering Geotechnical Engineering Environmental Permitting Landscape Architecture Surveying