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Designer Procedures Manual

The Procedures Manual is provided for those who work with the Department of Administration to advise, study, lead or observe the planning, design and construction of projects for which the Department of Administration is responsible. Public works administration imposes considerations and procedures wholly unlike those of private owners. As a guide, this manual serves as the foundation for quality assurance. Consultant designers are responsible for the information contained in this Manual per their contract with the State; others, including state agencies and facilities, contractors, and potential consultants are encouraged to familiarize themselves with the outlined practices.

  • Introduction
    Purpose
    1. The Procedures Manual is provided for those who work with the Department of Administration to advise, study, lead or observe the planning, design and construction of projects for which the Department of Administration is responsible.
    2. Public works administration, including the limitations of competitive bidding and other statutory restrictions, imposes considerations and procedures wholly unlike those of private owners. In order that project team members may avoid some of the problems these procedures may cause, they are directed to acquaint themselves thoroughly with this publication and are responsible for providing their services in accordance with the provisions herein. As a guide, this manual serves as the foundation for quality assurance.
    3. Consultant designers are responsible for the information contained in this Manual per their contract with the State; others, including state agencies and facilities, contractors, and potential consultants are encouraged to familiarize themselves with the practices outlined here. 

    Responsibility for State Buildings
    Pursuant to Minnesota Statutes, Chapter 16B, the Commissioner of Administration has certain powers and duties with respect to State Buildings that include the following:
    1. To maintain and operate all state buildings.
    2. To supervise and control the making of necessary repairs to all state building and structures except structures, other than buildings, under control of the state transportation department, and buildings and structures under the control of the board of trustees of the Minnesota state colleges and universities.
    3. T o supervise and control the making of all contracts for the construction of buildings and for other capital improvements to state building and structures, other than buildings and structures under the control of the board of trustees of the Minnesota state colleges and universities.
    4. To supervise, control, review, and approve all state contracts and purchasing.
    5. To have plans and specifications prepared for the construction, alteration, or enlargement of all state buildings, structures, and other improvements except highways and bridges, and except for buildings and structures under the control of the board of trustees of the Minnesota state colleges and universities; to approve those plans and specifications; to advertise for bids and award all contracts in connection with the improvements; to supervise and inspect all work relating to the improvements; approve all lawful changes in plans and specifications after the contract for an improvement is let; to approve estimates for payment.
    6. To provide agencies with supplies and equipment.
    7. To manage and control state property, real and personal.
    8. To supervise, control, review and approve all capital improvements to state buildings and the capitol building and grounds. 
  • Consultant Procedures

    Consultant Master Roster and Contracts

    Consultant Contracts

    Authority of the Consultant Designer

    1. The consultant designer selected by the State of Minnesota shall represent the Department of Administration, which is the Owner, and will be held responsible for all decisions (except policy) relating to programming, planning and design of the project. Design consultant shall inform Real Estate and Construction Services (RECS) project manager if any items are proprietary. The consultant designer shall assist the state, as directed by RECS, in taking bids and awarding contracts, and shall be responsible for interpretation of the plans and specifications as to acceptability of materials furnished and work performed, observation of construction progress, and for reviewing and approving amount to be paid to contractors. 
    2. Specific responsibilities of the consultant designer are contained in their legal contract with the state. 
    As of 9/12/00

    CONSULTANT shall be reimbursed for the following expenses incurred by CONSULTANT in connection with the services provided under this Agreement. The reimbursement amount will be a negotiated amount agreed upon by the CONSULTANT and STATE.

    CONSULTANT shall provide complete documentation, including copies of all invoices paid by CONSULTANT, for those expenses which are to be reimbursed. 

    CONSULTANT shall be reimbursed at cost for printing of Schematic Design Documents, Design Development Documents, Construction Documents, and Bidding Documents. STATE shall determine quantities to be printed.  If CONSULTANT does its own printing, reimbursement shall be at the following rates:

                PLANS: Blue Line Prints at $.10 per square foot
                    30" x 42" sheet = $0.88
                    24" x 36" sheet = $0.60

                SPECIFICATIONS: Multilith or Instant Print $0.05 per sheet (each face). Specifications shall be duplicated utilizing both sides of each sheet.

    CONSULTANT shall be reimbursed at cost for U.S. Mail or Express postage fees to convey Predesign, Schematic Design, Design Development, Construction, and Bidding Documents to the STATE, to the STATE review consultants, to State and local officials and to contractors.
    CONSULTANT shall be reimbursed at cost for long-distance telephone calls and for long-distance fax transmissions pertaining to the Project.
    CONSULTANT shall be reimbursed at cost for one advertisement for bid. This reimbursement shall be requested on the same document as reimbursement for the printing of Bidding Documents when requested by the STATE.
    CONSULTANT shall be reimbursed printing cost for plans on one mylar set provided to document as-built conditions. 
    CONSULTANT shall be reimbursed at cost for the plan review fee. 

  • Consultant Responsibilities
  • Forms
  • Capitol Improvements
    16B.30 GENERAL AUTHORITY

    1. Subject to other provisions in this chapter, the commissioner shall supervise and control the making of all contracts for the construction of buildings and for other capital improvements to state buildings and structures, other than buildings and structures under the control of the board of trustees of the Minnesota state colleges and universities. Except as provided in paragraph (b), a state agency may not undertake improvements of a capital nature without specific legislative authority. 
    2. Specific legislative authority is not required for repairs or minor capital projects financed with operating appropriations or agency receipts that: 
      •are undertaken for asset preservation or code compliance purposes or 
      •do not materially increase the net square footage of a facility; and in either case, 
      •do not materially increase the cost of agency programs. 
    Unless the commissioner determines that an urgency exists, the commissioner of an agency undertaking a project with a cost in excess of $50,000 pursuant to this paragraph shall notify the chairs of the senate finance committee, the house capital investment committee, the house ways and means committee, the appropriate house and senate finance divisions, and the director of the legislative coordinating commission prior to incurring any contractual obligation with regard to the project. Any agency undertaking any project pursuant to this paragraph during fiscal year 1999 must report all such projects to the legislature by January 1, 2000.

    Internet address for committee information:



  • Project Funding

    Agency Capital Budget Requests (Bonding Bill)

    The legislative session, in the even-numbered years, passes a bonding bill that provides funds to state agencies for some of the projects they have requested through the capital budget process. Minnesota statute 16A.10 directs the Commissioner of Finance to prepare the Agency Capital Budget Request forms and instructions for all agencies, and outlines the submittal schedule.

    Per the department of finance, the strategic capital budget planning has two basic objectives:
    1. to enable informed capital investment decisions according to a fair, open and objective process, and 
    2. to effectively manage resulting assets 
    To achieve these goals, capital budget planning is built on a series of guiding principles:
    • Creation of a state six-year strategic capital budget with six-year financing capacities 
    • Development of agency long-term strategic plans and agency requests over a six year horizon 
    • Preparation of uniform and adequate information for capital requests to further a meaningful consideration of the project by the Governor and Legislature. 
    • Balancing the need to maintain and re-use existing assets with request for new facilities. 
    • Sequencing appropriations for predesign, design and construction stages. 
    • A two-part request review process: qualifications and scoring 
    • Integration of capital and operating budgets. 
    • Reduction of the state's deferred maintenance backlog. 
    • Compliance with all applicable requirements of the Minnesota Constitution and state statutes. 
    Unless noted otherwise, these funds are appropriated to the Commissioner of Administration who, per Minnesota statute 16.B.30, shall supervise and control the making of all contracts for the construction of buildings and for other capital improvements to state buildings and structures.

    It should be noted that in the odd-numbered years, the legislature may choose to pass an emergency bonding bill.

    CAPRA (Capital Asset Preservation and Replacement Account)

    The CAPRA account is established by Minnesota Statute 16A.632, and the money is appropriated to the commissioner of administration. Real Estate and Construction Services (RECS), acting for the commissioner, furnishes agencies with application instructions for the account, reviews the applications, makes initial allocations among types of eligible projects, determines priorities, and allocates money in priority order. A portion of each CAPRA appropriation will be held in reserve for unanticipated emergencies.

    Categories of projects considered likely to be most needed and appropriate for financing are as follows:
    • Unanticipated emergencies 
    • Projects to remove life safety hazards, such as replacement of mechanical systems, building code violations, or structural defects, at costs not large enough to require major capital requests to the legislature 
    • Elimination or containment of hazardous substances like asbestos or PCBs 
    • Moderate cost replacement and repair of roofs, windows, tuckpointing, and structural members necessary to preserve the exterior and interior of existing buildings 
    Criteria for priority considers the following:
    • Urgency in ensuring the safety of use of existing buildings 
    • Economy 
    • Absolute cost 
    • Based on the above, the Department of Administration has established the following Operational Guidelines for CAPRA projects:
    Qualification Criteria  

    A CAPRA project must meet all three of the following criteria:
    1. Sense of urgency or benefit of economy, 
    2. non-recurring repair or replacement, and 
    3. support the existing program. 
    Project Categories CAPRA projects must fall into one of the following categories:
    1. Unanticipated emergencies of all kinds. 
    2. Removal of life safety hazards, such as replacement of mechanical systems, building code violations, or structural defects. 
    3. Elimination or containment of hazardous substances such as asbestos or PCBs. 
    4. Repair and replacement of roofs, window replacement, tuckpointing, and structural members necessary to preserve the exterior and interior of existing buildings. 
    Project Minimum/Maximum $25,000 is the minimum amount typically funded. Projects less than this should be funded by the agency's operating budget.

    A typical CAPRA project should not exceed $500,000. A project beyond this limit should be submitted as a Capital Budget request.

    Application Process: 
    1. Fill out the CAPRA Application Form and a Project Initiation Form for new projects. 
      1. Attach documentation such as letters, reports, and cost estimates that will support your request. 
      2. For projects with an economy priority, be sure to include the impact on operating expenses and any anticipated cost avoidance. 
    2. Send application to Agency for review 
    3. Agency to review and approve. 
    4. Agency shall E-mail the application and all supporting and required documents to Agency Team Executives @ RECS 
    5. RECS will review the applications with each agency, and determine initial status and project priority. 
    6. RECS will provide the agency central offices with a quarterly CAPRA status report 

    Asset Preservation (AP)

    Asset Preservation funding is requested by agencies through the Agency Capital Budget Request process, and the money is appropriated to the Commissioner of Administration. RECS, acting for the commissioner, furnishes agencies with application instructions for the account, reviews the applications, determines priorities, and allocates money in priority order.

    Categories of projects considered likely to be most needed and appropriate for financing are as follows:

    •Unanticipated emergencies of all kinds 
    •Projects to remove life safety hazards, such as replacement of mechanical systems, building code violations, or structural defects 
    •Elimination or containment of hazardous substances like asbestos or lead paint 
    •Repair and replacement of roofs, windows, tuckpointing, and structural members necessary to preserve the exterior and interior of existing buildings 


    Application Process: 
    1. Fill out Project Initiation Form
      1. Attach documentation such as letters, reports, and cost estimates that will support your request. 
    2. Send application to Agency for review
    3. Agency to review and approve.
    4. Agency shall E-mail the application and all supporting and required documents to Agency Team Executives
    5. RECS will review the applications with each agency, and determine initial status and project priority.
    6. RECS will provide the agency with a quarterly Asset Preservation status report. 
    Examples 
    CAPRA Non-CAPRA Asset Preservation Non-Asset Preservation
    Roof repair/replacement     X             X
    Window replacement     X             X
    Tuckpointing     X             X
    Structural repairs     X             X
    Mechanical system repairs/replacement     X             X
    Electrical system repairs/replacement     X             X
    Underground storage tank removal     X             X
    Asbestos containment/removal     X             X
    PCBs and other hazardous materials     X             X
    Fire alarms/sprinklers     X             X
    Road and Parking lot repair/replacement             X
    New construction     X             X
    Program expansion     X             X
    Tennis court repair/replacement     X
    Landscaping     X
    Non-building projects     X             X
    Land acquisition     X             X
    Normal Recurring maintenance     X
    Major New Improvements             x

  • Contractor Selection