(a)

1. (1) Unless specifically exempted from oversight, when a department requests a capital improvement, the department shall submit to the Design Review Section a cover letter identifying the capital improvement (see 22 CAR pt. 111) with sufficient plans and specifications necessary to describe what is required for formal bidding.

2. (2)

   1. (A) When a department requests capital improvements on nonstate-owned facilities, they must consult with the Real Estate Services Section before proceeding.
   2. (B) See also 22 CAR § 114-104(m).
   3. (C)

(i) The project manual shall be based on the CSI (Construction Specification Institute) format.

1. (ii) All items, equipment, materials, etc., shall be specified under each of the appropriate master format divisions.

   1. (D) The original specifications shall be submitted using a standard size paper of eight and one-half inches by eleven inches (8 1/2" x 11") with a minimum of one-inch left side margin to be used for binding.
   2. (E) Prior to approval by the Design Review Section of the project plans and specifications, departments must complete and return the Project General Information and Project Disclosure Statement forms to the Design Review Section.

(b)

1. (1) Upon Design Review Section approval of the plans and specifications, the Construction Section shall notify the design professional to submit the Divisions “00” and “01” documents electronically to the Construction Section for review and approval.

2. (2) The Construction Section will coordinate with the design professional to:

   1. (A) Set the bid date;
   2. (B) Place legal advertising; and
   3. (C) Receive and open bids.
3. (3) Billing for legal advertising will be sent to the requesting department.
4. (4) Bid dates shall not be set until the invitation to bid, bid forms, and Divisions “00” and “01” documents have been initially reviewed by the Construction Section.
5. (5) Bid openings shall not take place until the final set of bid documents have been approved by the Construction Section.
6. (6) The Construction Section shall furnish the department with the bid results.
7. (7) Upon the department’s selection of a contractor, the department shall notify the Construction Section within the time frame established by the Construction Section in order to award the contract.
8. (8) A request for rebid may be approved upon sufficient justification.

9. (9) Bids shall expire as provided within the bid documents unless an extension of time is agreed upon by the lowest responsible bidder and the department.

   1. (c) Intent to award.
10. (1) Once the Construction Section receives the department’s selection of the responsible contractor, a contract will be prepared by the design professional (or by the department if the design professional is not under contract to perform such services) and submitted with the intent to award to the contractor.
11. (2) This enables the contractor to acquire the performance and payment bond and the applicable insurance policies/certificates and disclosure statements.

12. (3) The Building Authority Division will not approve a contract or change order until these documents are received by the Building Authority Division.

    1. (d) Notice to proceed.
13. (1) Upon approval by the Construction Section, the Building Authority Division will retain the original contract documents and an electronic copy will be forwarded to the department official for disbursement, to the contractor and to the design professional.

14. (2) Design professionals who are responsible for contract administration shall:

    1. (A) Coordinate the issuance of the notice to proceed; and
    2. (B) Provide a copy to the Construction Section and department.