200 R.I. Code R. 200-RICR-20-05-4.10

Current through December 3, 2024

Section 200-RICR-20-05-4.10 - Design and Review Process

4.10.1 Design Review

A. RIDE will conduct an architectural and technical peer review of each Approved Project at the completion of schematic design, design development, and construction document phases, or at such other times determined by RIDE. Such a review will ensure that the designs comply with the approved Design and Educational Program approved by the Council and these regulations. In the event that the school project involves historic buildings or Districts, the RI Historical Preservation and Heritage Commission may require an ongoing review through construction.

B. Districts are responsible for submitting all required documentation to RIDE upon completion of each design phase and attending Plan Review meetings as scheduled by RIDE. At the Plan Review meetings, the design team and building committee are expected to answer all questions posed by RIDE and, upon successful conclusion of the review, may move to the next phase of design.

C. Listed below is the required documentation for each phase of the design process:

1. Schematic Design:

a. The purpose of the documentation submitted during the Schematic Design is to document the continuing development of the school construction project and its major components and to project a project budget. The documentation should also demonstrate compliance with the Northeast-CHPS.

(1) Site plan and Landscape plan @ 1/16" = 1'-0"

(2) Floor plans @ 1/16" = 1'-0" showing all partitions and door swings Color Rendering

(3) Exterior elevations @ 1/16" = 1'-0" Typical building wall sections Single line engineering diagrams Outline specifications

(4) City Planning Board submission

(5) Civil engineering drawings (scale as required) Confirm Project schedule

(6) Site engineering calculations Construction Cost Estimates Project Report

(7) LEEDT Checklist Form Project Review Meeting

(8) Educational Specifications and Schematic submission to DOE

2. Design Development and Construction Documents:

a. Design Development is intended to further develop the school facilities project design with greater detail.

(1) Construction drawings for all trades that show the scope of work for the Project as defined in the detailed deliverables description

(2) Specifications with general conditions and all technical sections Construction Cost Estimate

(3) Legal/regulatory approvals completed as required Confirm Project schedule

(4) Project Report

(5) LEEDT Checklist Form

(6) Project Review Meeting

D. The cost of project elements that exceed or diverge from approved project scope may be declared ineligible for school housing aid reimbursement. The District may retain such elements only by accepting sole financial responsibility for non-conforming elements in writing in a format prescribed by RIDE, prior to inclusion of such elements in any designs.

4.10.2Commissioning Agent Services

A. The District shall procure the services of an independent engineering Commissioning Agent. Commissioning is the process of ensuring that systems are designed, installed, functionally tested, and capable of being operated and maintained to perform in conformity with the design intent of a project. The Commissioning Agent must be secured prior to the design phase of the project. The Commissioning Agent must be independent, and be procured separately from the contract for the District's construction services. The Commissioning Agent will be responsible, in part, for the local reporting required to implement state enforcement of the regulations for the project during the design, construction, and operational acceptance process to ensure compliance with the regulations during integrated design. During schematic design and design development, the Commissioning Agent will verify that all standards have been met through meetings with the design team and review of plans submitted by the design team. The Commissioning Agent will continue to monitor compliance with these regulations through the development of construction documents and through the construction process to ensure that all building systems, mechanical and lighting equipment, and all specifications are in compliance with regulations, included in and consistent with all plans, construction documents, and cost estimates. The Commissioning Agent will submit reports certifying compliance with all standards and regulations to RIDE and the District representative. The Commissioning Agent should work closely with the District's project manager, also referred to as clerk of the works.

B. The Commissioning Agent must:

1. Bring the owner's needs and project requirements to the forefront at each phase of the project to ensure that the finished project will meet expectations;

2. Improve the building's overall performance by optimizing energy-efficient design features and directly addressing issues like equipment performance testing and system integration; and

3. Verify that building staff members are well-trained and possess the documentation they need to operate and maintain the building's systems and equipment after turnover.

4.10.3Architectural, Engineering, and Other Services

A. Architectural, engineering, project management, construction management, financial, and other professional services shall be procured by the Districts for all projects.

B. The Facility Analysis must include an analysis of the energy use (electric and heating and/or cooling) of the facility for at least the last two years, a survey of the facility systems, and recommendations for improving energy efficiency. The use of Energy Star Portfolio Manager or ComCheck software systems to benchmark the facility against other buildings or the Rhode Island Building Energy Code is highly encouraged.

4.10.3Timelines

The District must meet the timelines established in the Memorandum of Agreement. If the District does not meet said timelines, RIDE reserves the right to rescind project approval and the District may reapply for the Project in a subsequent fiscal year.

4.10.4Construction Bidding Documents

The District shall maintain bidding information and tabulation sheets and shall provide them and any other documentation upon request by RIDE.

4.10.5Project Files

A. The District shall maintain a project file that shall include, but not be limited to, the following documents:

1. All documents related to the project approval process, including project siting, land acquisition, real estate documents (deeds, leases, title report including searches for easements, mortgages, judgments, liens, unpaid taxes, water and sewer, or property description by metes and bounds) surveys, school board resolutions, referendum ballot questions or municipal debt ordinances, and all public notices.

2. All documents related to the financing of the project including:

a. Selection and payment of professionals, such as bond counsel and other attorneys, underwriters, financial and investment advisors, trustees, official printers, and bond insurers;

b. Structuring of the financing, such as the method(s) of borrowing considered, complete financing estimates and cash flows, all number runs including escrow sufficiency, if applicable, and yield calculations, the rationale for the plan of financing (resulting in the issuance of obligations under terms most advantageous to the District), long-range plans or models, computerized models, private uses, and costs of issuance; and

c. Issues of debt, such as general, series and supplemental bond resolutions, trust indentures, trust agreement, preliminary official statement, all disclosure materials, Official Notice of Sale or Purchase Contract, arbitrage certificate, tax regulatory agreement, IRS Form 8083, as appropriate, Disclosure Agreement, and TEFRA Notice, if applicable

3. All documents related to the bidding process, evaluation of bids, award, and execution of contracts, the specifications, request for proposal ("RFP") or other invitations to bidders, the advertisements or public notices of the opportunity to bid, logs of the bids received and the bids opened, bid evaluation worksheets, notices of contract award, and the executed construction contract documents;

4. All documents related to the construction of school facilities, including the documents required to be kept by the construction contract documents, specifications, change orders, alternate submissions, approvals or rejections, unit prices, product data, time of performance schedules, construction photographs, quality control management reports, value engineering information, up-to-date project accounting system, intermediate and final audits, "as builts" or other drawings documenting the actual facilities built and fixtures installed, close-out documentation on forms provided by RIDE, related correspondence, vouchers, and certifications;

5. All payroll certifications filed with the District by all contractors and subcontractors; and

6. All documents a District is legally required to make, maintain, or keep on file as part of a construction project.

B. The documents above shall be maintained in a readily accessible place for review and inspection by the RIDE and any other related agencies for the duration of the school facilities project and three years thereafter or, if litigation concerning any aspect of the school facilities project is instituted, until completion of all litigation, whichever is later.

200 R.I. Code R. 200-RICR-20-05-4.10