REVIEW AND APPROVAL PROCEDURES

REVIEW AND APPROVAL PROCEDURES

The Office of Management and Budget, Division of Facilities Management (DFM), has established a Technical Services Section whose responsibilities include the review and approval of certain state-related construction documents. Various sections within DFM operate under separate statutory and administrative mandates to review for specific aspects of a construction project (i.e. handicap accessibility, energy, asbestos, etc.).

Agencies Affected

Delaware Code, Title 29, Chapter 74, Section 7419 and Chapter 63A, Section 6307A requires that Delaware Technical and Community College, Delaware State University and all State departments and agencies (including all school districts) shall submit to the Office of Management and Budget, proposed contracts for architectural, engineering or construction management services as well as all architectural, structural, electrical/mechanical plans, specifications and cost estimates.

Accessibility Requirements

The Architectural Accessibility Board (AAB) is housed within the Office of Management and Budget for administrative reasons, but maintains a separate review and approval process. The Architectural Accessibility Act (Delaware Code, Title 29, Chapter 73) requires submission of certain plans and specifications to the Architectural Accessibility Board.

Asbestos Requirements

Delaware Code, Title 16, Chapter 78, Section 7805 (1) requires that all agencies utilizing State funds from any source to perform asbestos abatement must have plans and specifications approved by DFM.

Projects Requiring Submission

Plans and specifications are required by DFM for those projects that are:

• Constructed by or on behalf of the State of Delaware.
• Financed in whole or in part by the State or by bonds in whole or in part by the State.
• Financed by the federal government through a state agency. Highway construction projects do not need to be submitted for review and approval except those identified by the AAB as requiring submission.
• Facilities leased by the State (regardless of whether alterations will be made).

Document Submission

Construction plans/specifications, cost estimates and professional services agreements are to be mailed to:

Office of Management and Budget
Division of Facilities Management
Chief of Engineering and Operations
540 S. DuPont Highway, Suite 1
Dover, DE 19901

Telephone: (302) 739-5644

Necessary Documentation

• Public Works Project Review Form: All contracts, plans and specifications submitted to the Division of Facilities Management for review must be accompanied by a completed Public Works Project Review Form.
• Professional Design Service or Construction Management Contract/Agreement: If the purpose of the submission is for the review and approval of architectural, engineering or construction management services, the proposed contract or agreement and the Professional Services Contract Review Form must be completed and submitted with the requested information.
• Construction Plans and Specifications: Three (3) complete sets of final plans and specifications must be submitted (cover page of project manual and every drawing shall be signed and sealed). Two (2) copies are sent to the Chief of Engineering and Operations and one (1) copy is sent to the Architectural Accessibility Board.
• Final Design Review Checklist: Submissions of final sets of plans and specifications must be accompanied by a completed Final Design Review Checklist.
• Asbestos Plans and Specifications: One copy of final plans and specifications must be submitted to the Chief of Engineering and Operations.

In those cases where the project's total budget exceeds one million dollars ($1,000,000), architects, engineers and any other person responsible for such construction project shall submit preliminary or design development plans (60%), to the Architectural Accessibility Board and the Division of Facilities Management for review and comment. Additionally, firms are also urged to submit preliminary plans for all projects with a complex scope of work. This will allow the Division to notify the submitting agency/firm of potential areas of non-compliance and will contribute to the expeditious review of the final plans and specifications or contract. A meeting may be requested with the Division of Facilities Management at the option of the agency to present the design and address potential issues.

Time Table

• The Division of Facilities Management must receive contracts for professional design service or construction management thirty (30) days prior to the anticipated date of the contract signing.
• Construction Plans and Specifications must be received by the Division of Facilities Management either thirty (30) days prior to the initial Public Notice for Bid or Request for Proposals (letter bids). Refer to the AAB procedures for the accessibility review.

Review Process

• Using a technical review team approach, Facilities Management staff will provide all document review services (with the exception of the local building inspector and State Fire Marshal plan reviews) required by the Delaware Code.
• The Chief of Engineering and Operations will issue a letter, indicating the overall findings of the review.
• For reviews that have been "Not Approved", the agency must provide a new review package (plans and specifications) or submit a letter that addresses the issues/comments that were a basis for disapproval.
• All environmental compliance issues (asbestos abatement, underground storage tank, etc.) will require approval from the Chief of Engineering and Operations.
• The Architectural Accessibility Board will issue an approval/disapproval letter indicating that the plans and specifications comply with State accessibility standards.