Guam Administrative Code

§1113. Project Planning: Policy - Planning. All capital improve- ment projects must be subjected to proper planning processes to assure that the following project requirements are fully and properly ad- dressed, evaluated and resolved: (a) Function and compatibility with an estab…

§1114. Same: Application. The provisions of §§1103 through 1124 3 GAR [this Section] shall apply to all capital improvement pro- jects under the purview of the Department or more specifically, those projects assigned to any Engineering or Operations division of this Department.

§1115. Same: Project Planning Procedures . The following are procedures governing the planning of all projects. Planning shall be defined as any activity which precedes the actual production of con- struction plans and specifications. Planning activities include but are not limit…

§1116. Same: Determination. (a) The Chief of Engineering shall determine whether planning, wholly or in part, can best be accom- plished in-house, or whether the nature and magnitude of the project is such that consultant services are required. (b) Should planning by consultant b…

§1117. Same: Planning. Whether planning is done wholly, or in part in-house, or by consultant, the Project Manager must assure that the following are accomplished: (a) The Using Agency parameters that contribute of the project program and design are established; (b) The project s…

§1118. Same: Public and Special Interest Group Participation in Project Planning Activities. The Principal Engineer shall determine if a project has sufficient impact on environment, the public, a commu- nity or a special interest group to warrant a public or special meeting. If …

§1119. Same: Same: Evaluation of Results. The Project Man- ager shall assure that all comments and suggestions made during the meeting are thoroughly evaluated. The Project Manager shall incorpo- rate into the project all feasible and beneficial comments or suggestions before fin…

§1120. Same: Preparation of the Design Scope of Work. Based upon planning results, the Project Manager shall establish the project design concept and detailed design scope of work.

§1121. Same: Same: Required Provisions of the Design Scope of Work. The Project Manager (or Consultant when appropriate) shall prepare a detailed design scope of work which must define and set forth the following provisions: (a) Intent of the Design Contract (b) Project Location …

§1122. Same: Same: Approval of the Scope of Work . The Project Manager shall assure that: (a) The Scope is satisfactory to the Director or authorized representative of the Using Agency and to a participating federal agency, if appropriate. (b) The Scope must then be submitted to …

§1123. Same: Identification of Preliminary Project Costs. The Project Manager shall prepare (on Schedule A as shown in Plate 7) a Project Budget which must program the probable costs for the follow- ing: (a) Planning and Design (b) Contract Administration (c) Real Estate Acquisit…

§1124. Same: Filing of Project Management Documents. The Project Manager shall assure that all official actions related to project planning are documented and filed in accordance with §§1111 and 1112.

§1125. Procurement of Consultant Services: Policy . Only professionally qualified, experienced and reputable consultant firms shall be engaged to provide project planning and/or design services. Negotiations shall be carried out, contracts executed and administered in accordance …

§1126. Same: Application. The provisions of §§1125 through 1144 apply to all activities involved with procurement of consultant contracts for planning or engineering services.

§1127. Same: Professional Consultant Files. The Chief of Engineering shall be responsible for creating, maintaining and updating the files of all planning, surveying, architectural and engineering con- sultants who are qualified to provide the Government with professional service…

§§1128 and 1137 will be repeated once again. Ch. 1 - Director of Public Works Art. 1 - Policies, Procedures & Regulations - 1997 - p. 23 (g) If an agreement is reached, the Principal Engineer shall initiate a formal contract with the consultant using the standard departmental con…

§1129. Same: Same: Board of Review- Authority and Respon- sibilities. (a) Membership. The Board of Review is a committee con- vened and chaired by the Principal Engineer of the Implementing Division and consists of the following members: (1) Chief of Engineering (2) Principal Eng…

§1130. Same: Same: Slate Selection (or Pre-selection of Con- sultants). The Principal Engineer shall convene a Board of Review to prepare and evaluate a slate of qualified consultants based upon the following criteria: (a) Specialized experience in the type of work required; (b) …

§1131. Same: Same: Final Selection of Consultants. The follow- ing shall govern the final selection of consultants: (a) The slate must be narrowed to three (3) firms in order of preference. (The standard selection work sheet with rating instruc- tions illustrated by Plate 8 shall…

§1132. Same: Procedures for Conduct of Negotiations. The following procedures shall govern the conduct of negotiations with selected consultants.

§1133. Same: Same: Negotiating Committee - Authority and Responsibilities. The negotiating committee is normally composed of the Principal Engineer and the Project Manager. The size and specific membership of the committee may be in- creased should the Principal Engineer decide t…

§1134. Same: Same: Scope of Services. The design Scope of Work developed in accordance with §§1120 through 1122 of this Manual shall be used as the preliminary scope of services. During negotiations the contract scope of services shall be finalized between the consultant and the …

§1135. Same: Same: Independent Cost Estimate. Before the selected consultant is notified, the Project Manager shall prepare an independent cost estimate of the work (see §1123 of this Subchapter [Manual]). This estimate will then be used as the basis of a mutually agreeable fee.

§1136. Same: Same: Notification and Preparation for Negotia- tions. The Principal Engineer shall inform the consultant of the selec- tion in writing. He shall then arrange and conduct a conference with the consultant to explain the scope of services, departmental project man- age…

§1137. Same: Same: Proposal, Review and Conduct of Negoti- ations. (a) The Principal Engineer and his staff shall review the proposal to determine whether the scope of services was understood; the desired format followed; and if the fee as detailed is fair, reasonable and within …

§1138. Same: Contract Award and Notice to Proceed. (a) Low Value Consultant Contract. If the negotiated contract fee is equal to or less than Ten Thousand Dollars ($10,000.00), the contract may be processed as a Low Value Contract - that is, the contract may be ap- proved by the …

§1139. Same: Amendments to Professional Consultant Con- tracts. Amendments may be made to professional consultant contracts for the following reasons: (a) Increase the scope of work and corresponding increase in contract amount. (b) Decrease the scope of work and corresponding de…

§1140. Same: Same: Format . Amendments shall be executed on the standard departmental format (CD-2).

§1141. Same: Same: Notification, Negotiation and Award. Notification, negotiation and award of amendments shall be generally in accord with procedures set forth in §§1131 to 1138 as modified to suit the purpose. The Director may approve amendments whose total value does not excee…

§1142. Same: Contract Provisions and Administration: Provi- sions of Contract. The formal contract shall be executed on the Stan- dard Departmental Contract Document CD-1 (Plate 10). The provisions of CD-1 are hereby adopted for official. There shall be no deviations from these p…

§1143. Same: Same: Administration. The Project Manager shall be responsible for assuring compliance with all contract provisions, scope of work and schedule as set forth in CD-1 and §§1145 through 1153. The Project Manager shall immediately notify his Principal Ch. 1 - Director o…

§1144. Same: Same: References on Public Contract Practices. The Code of Federal Regulations, Subtitle A, Chapters 1 and 2 are hereby adopted as official references on contracting and contract administration practices. A copy of these regulations shall be retained by the Chief of …

§1145. Project Design: Policy. The design of capital improve- ment projects shall be undertaken only after proper planning has been accomplished as set forth in §1113 through 1124 of the Subchapter [Manual]. The design of capital improvement projects shall assure at all times tha…

§1146. Same: Application. The provisions of §§1145 through 1153 shall apply to all capital improvement projects under the purview of the Department or, more specifically, those projects assigned to any Engineering or Operations divisions of this Department.

§1147. Same: Project Design Procedures . The following are procedures governing the design of all projects. Design shall be defined as the actual development of complete construction plans, specifica- tions and detailed cost estimates in accordance with an approved scope of work.…

§1148. Same: Determination. (a) The Chief of Engineering shall determine whether design of a project, whole or in part can best be accomplished in-house, or whether the nature and magnitude of the project or current workload is such that consultant services are re- quired. (b) Sh…

§1149. Same: Design. Whether design is accomplished wholly, or in part, in house or by consultant, the Project Manager shall assure that the following are accomplished: (a) Design is in accordance with the approved design scope of work and in conformance with all applicable codes…

§1150. Same: Design Review and Submittal. All design work shall be reviewed by the Project Manager, his Chief Project Manager (or team leader) and the Principal Engineer, as a minimum. If design is by consultant, the Project Manager shall be responsible for the detail review of p…

§1151. Same: Same: Design Submittal. (a) Definition. A submittal is defined as the body of documents prearranged and desig- nated by the approved design scope of work and/or contract for sub- mission to reviewing authorities and staff for the purpose of securing approval or concu…

§1152. Same: Same: Delineation of Review Responsibilities Within the Department of Public Works . The following defines and delineates each DPW Division's (or Section if applicable) responsibility and authority for review of project plan and specifications: DIVISION/(OR SECTION) …

§1153. Same: Approval of Construction Plans, Specifications and Cost Estimates. The following procedures define the necessary approvals which must be obtained for all project plans, specifications and cost estimates: (a) Acceptance by the Implementing Division. The Project Manage…

§1154. Project (Construction) Implementation Program Formulation, Review and Approval: Policy . Before any project proceeds to the bid or negotiation phase, a construction permit must be acquired and within authorized funding constraints and to assure that funds are released and …

§1155. Same: Application. The provisions of §§1154 through 1159 apply to all projects which have been authorized for construction either by legislation, or, if appropriate, directly by the Governor.

§1156. Same: Permits. All construction or renovation of govern- ment facilities must comply with the following permit procedures and programs: (a) Building Permits: (1) Before a notice to proceed to construct is issued, the division who is responsible for administering the constr…

§1157. Same: Program Approval - Satisfactory Budget. After resolving the permit requirements, the Project Manager shall determine whether the project can be constructed within the available funds and, if so, proceed with the Bid Phase.

§1158. Same: Alternative Procedures - Unsatisfactory Budget. If the project costs exceeds available funds, the Project Manager shall proceed with one of the following alternatives: (a) Program an incremental development of the project, such that the first increment can be constru…

§1159. Same: Documentation of Program Approval . All program alternative activities and policies shall be documented, pre- pared for the Director's signature and routed to the Director via the Chief of Engineering.

§1160. Bid Phase - Procurement of Construction Contracts: Policy - Procurement of Construction Contracts. Except as otherwise Ch. 1 - Director of Public Works Art. 1 - Policies, Procedures & Regulations - 1997 - p. 35 provided in [Section 7] of this [Manual], construction of capi…

§1161. Same: Application. The provisions of §§1160 through 1183 shall apply to all project under the purview of the Department of Public Works. The following procedures shall guide all Principal Engineers and Project Managers when preparing project plans and specifications for pu…

§1162. Same: Same: Preparation of Plans, Specifications and Cost Estimates for Bid. The Principal Engineer of the Implementing Division shall assure that project plans and specifications are finalized, accepted and approved in accord with §§1151 through 1153 of this Subchapter [M…