Project Design Review Process: Schools Only

Not utilized on minor capital projects (no OMB/DFM review required)

At each level (DD & Final) of the review process the A/E must submit a complete Project Design Submittal Package on the DFM Project Design Document Submittal Requirements Checklist to the DFM Chief of Engineering one week minimum prior to scheduling of the Project Review Meeting.

Design Development Review - Schools (checklist) 

Final Design Review (checklist) 

• The Chief of Engineering will assign a DFM Project Reviewer to the project.
• It is recommended that the school district review ALL documents prior to transmittal.
• The assigned DFM Project Reviewer shall be afforded a one week minimum opportunity to review the submitted documentation prior to any scheduled meeting.

The DD Project Review Meeting, shall be attended by the A/E, the school district representative, the Construction Manager (CM), and the DFM Project Reviewer. The DFM Project Reviewer shall facilitate the meeting with the A/E responsible for presenting his Project Design Submittal Package, answering any questions, discussing corrective measures (where required), and documenting the meeting discussions, comments, and agreements for package approval.

• The meeting shall be scheduled with the Chief of Engineering as soon as practical but no longer than two weeks out with all key parties (utilization of MS Outlook is preferred) with an allotted time of 1 (minimum) to 3 hours (maximum- depending upon project size) for the review, discussion, and approval or approval requirements.

• The DFM Reviewer assigned may approve or disapprove the submittal package at the meeting with required comments stipulated for approval prior to the conclusion of the meeting.

• If the meeting produces agreed upon revisions, changes will be made by the professional firm within one week and submitted to the DFM Project Reviewer.

• If the review is positive and continuation is agreed upon the A/E will provide meeting minutes with comments within three days. (DFM will initially provide minutes until all school district contracts contain the requirement for minutes in their list of basic services.)

• A formal Submittal Document Review Summary will be provided to the A/E by the DFM Reviewer two weeks following the DD Project Review Meeting.

A Final Design Review will be submitted to DFM for review prior to bidding for projects that have no significant changes from DD. Significant changes include changes in project scope or changes in building systems or elements that would require new Life Cycle Cost Analysis.

• Prior to submission, any project receiving a Certificate of Necessity after January 1, 2019, must be submitted to the Department of Safety and Homeland Security (DSHS) for review and approval. Presently, the contacts at DSHS for this process are:

• A letter from the Chief of Engineering and Operations will supplement the DFM Reviewer's Final Review Summary as part of the approval process. The letter will be returned from the Chief of Engineering to the school district within 30 days of receipt.

• If a school project does have changes, or if specifically requested by the school district, a Final Project Review Meeting may be held using the procedure outlined above.