Part III. Project Development
Article 3
Funding and Reimbursement
6VAC15-81-360. Project development; reviewing authority.
The reviewing authority determines adequacy of the usability, functionality, acceptable design relationship, flows, and sightlines of the design of the facility. With the exception of receiving a modification granted by the board, the reviewing authority is the final determination in interpretation of and compliance with this chapter.
Statutory Authority
§§ 53.1-5, 53.1-80, and 53.1-82 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 34, Issue 12, eff. March 8, 2018.
6VAC15-81-370. Schematic design documents.
A. The owner shall submit schematic design documents to the reviewing authority as specified in this section.
B. The schematic design documents required for an expansion, renovation, or new construction of a local correctional facility shall contain sufficient information to identify basic security construction features and demonstrate intent to comply with this chapter and building code requirements and shall include, as a minimum, the following:
1. The schematic design shall include a basis of design narrative that provides the following information:
a. General and special purpose capacity and type of occupancy.
b. Exterior circulation to include pedestrian and vehicular.
c. Outline description of basic materials including systems, equipment, and proposed finishes for major areas to include administration, inmate housing, inmate programs, kitchen, laundry, receiving, medical, etc.
d. Future construction or expansion to be accommodated.
e. Style and character of building desired.
f. Environmental considerations, if any.
g. A geotechnical report.
h. A description of the HVAC systems being used, including the goals for energy efficiency and for the smoke removal systems.
i. Total square footage per floor and per building.
j. Number of parking spaces.
k. Total estimated construction cost based on the schematic documents with a description of the basis on which the estimate was made.
l. Any changes to the board approved total project budget.
m. Any changes in staffing from the board approved planning study.
2. The schematic design shall include schematic drawings that provide the following information:
a. A table showing type of construction proposed. Building designations as to building code edition used, standards to be met, fire resistive characteristics, intended use group or groups, use condition, gross square footage, design occupancy loads, and construction types.
b. Schematic site plan.
c. Floor plans consisting of single line drawings at a scale not smaller than 1/16 inch per foot, showing each floor layout with space names, nominal room square footage, circulation paths, and security walls (interior and exterior).
d. Longitudinal building section with floor to floor to ceiling dimensions.
e. Exterior elevation views (minimum of two).
f. Any other information that would be of value to the reviewing authority.
Statutory Authority
§§ 53.1-5, 53.1-80, and 53.1-82 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 34, Issue 12, eff. March 8, 2018.
6VAC15-81-380. Design development documents.
A. The owner shall submit design development documents to the reviewing authority as specified in this section.
B. The design development documents required for an expansion or new construction of a local correctional facility shall contain sufficient information to identify basic security construction features and demonstrate intent to comply with this chapter, 6VAC15-40, and building code requirements and shall include, as a minimum, the following:
1. Site plan.
2. For new and existing facilities, a table showing the construction type, the size of the facility in gross square feet of floor area, building code designations as to code edition, fire resistive characteristics, intended use group or groups, condition, and design occupancy loads.
3. Architectural floor plans at least 35% complete at a scale not less than 1/8 inch per foot, showing each floor layout complete with space names, nominal room square footage, circulation paths, secure perimeter, interior security walls, and fire walls.
4. Elevations, sections, and details as required to define building materials and security construction features.
5. Mechanical and electrical plans and specifications necessary to define life safety construction features.
6. Security equipment list.
7. Outline specifications.
8. Construction cost estimate.
9. Any change in staffing from planning study.
C. Documents for renovation of a local correctional facility may not require some of the information in subsection B of this section. Requirements shall be as determined by the reviewing authority in consultation with the owner or owner's agent or engineer. In the case of renovations qualifying as minor renovation projects under 6VAC15-81-300, determination of required documents and information shall be made by the reviewing authority in consultation with the person or persons responsible for project design.
D. The owner shall submit two sets of design development documents to the Department of Corrections, Compliance, Certification, and Accreditation Unit. The owner may also be required to submit design development documents to other regulatory agencies as deemed appropriate at this stage and shall be so notified in writing by the department.
E. The reviewing authority shall review design development documents for compliance with applicable codes, this chapter, and commonly accepted architectural, engineering, and correctional practices.
1. Changes to design development documents may be required. If so, the reviewing authority shall ensure that all changes and comments shall be submitted in writing to the owner.
2. The owner or owner's agent shall respond in writing to the reviewing authority to all comments in the design development review. Necessary revisions to the project documents may be incorporated in the submission of the construction documents. All issues in question between the owner or owner's agent and the reviewing authority shall be resolved before the construction document phase is begun.
Statutory Authority
§§ 53.1-5, 53.1-80, and 53.1-82 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 34, Issue 12, eff. March 8, 2018.
6VAC15-81-390. Value management analysis.
A. All jail projects for which reimbursement is being requested for new construction, expansion, or renovation costing $10 million or more shall have a value management analysis (VMA) performed during design. For renovation projects, a waiver may be requested from the board.
B. VMA shall be performed at the conclusion of the design development (35% to 40% complete) phases of the project design. For large projects in excess of 250 beds, the reviewing authority may require that a second phase of VMA be performed at the construction documents phase (90% to 95% complete).
C. The VMA shall involve a three-day to four-day exercise at the design development phase, or four to five days each at the design development and construction document phases. The first day, or portion thereof, of each analysis consists of a presentation overview by the owner and the A/E design team to the value management team. The final day or portion thereof, consists of a presentation of findings and recommendations by the value management team to the owner and A/E design team and attended by the reviewing authority.
D. The VMA process shall analyze at a minimum the following aspects of the project's design: systems, products and materials, quality, efficiency, functionality, long-term design, and operational needs (beyond 10 years) and cost.
E. The owner shall engage the services of a qualified value management team, as defined in 6VAC15-81-20 and headed by a certified value specialist or engineer pursuant to the definition of "value management team." The VMA team shall be independent of the A/E design team and of the contractor. Cost estimators are also recommended as beneficial to the analysis, particularly for projects performing VMA at the construction documents phase.
F. The owner shall advise the reviewing authority in writing at least 15 working days in advance of the meeting dates for the VMA team. A representative of the reviewing authority shall be present at the value management team's formal presentation of results to the owner and A/E design team. The reviewing authority may attend any other portion of the session.
G. Upon completion of the VMA process, a summary report detailing VMA recommendations and the owner's decision on implementation of the recommendations shall be provided in writing to the reviewing authority.
Statutory Authority
§§ 53.1-5, 53.1-80, and 53.1-82 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 34, Issue 12, eff. March 8, 2018.
6VAC15-81-400. Construction documents.
The owner or owner's agent shall submit two complete sets of construction documents, one full size, one half size, plus one set of full-size architectural drawings to the reviewing authority, Department of Corrections, Compliance, Certification, and Accreditation Unit as specified in this section.
1. Complete sets of construction documents shall consist of:
a. Construction documents (at least 95% complete).
b. Bidding documents.
c. Cost estimate.
d. Construction schedule.
2. Review approvals from local building, health, and fire officials.
3. The reviewing authority shall review construction documents for compliance with this chapter, building and fire code requirements, and incorporation of all changes required by the reviewing authority at the design development document review stage.
a. Changes to the construction documents may be required. All required changes and recommendations shall be submitted in writing to the owner or owner's agent.
b. The owner or owner's agent shall respond to all comments in the construction document review in writing to the reviewing authority. All issues in question between the owner or owner's agent and the reviewing authority shall be resolved before the project is bid.
4. Upon satisfactory resolution of all review comments, construction documents shall be approved by the reviewing authority, and the owner shall be advised in writing.
5. The approved plans shall not be construed as authority to omit or amend any of the provisions of this chapter except when a modification is granted by the board.
Statutory Authority
§§ 53.1-5, 53.1-80, and 53.1-82 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 34, Issue 12, eff. March 8, 2018.
6VAC15-81-410. Changes and delays.
A. If, during the project, there is any substantive change in the scope of the project, major design change, an increase in the estimated cost of construction exceeding 10%, or any change in the security staff requirements exceeding 10%, the review process shall be suspended until the project is resubmitted to the board for further review and possible change in the status of reimbursement recommendation.
B. Unless an extension is granted by the board, board approval expires after two years if design development drawings have not been submitted to the reviewing authority. After that time, to proceed with the project, the owner shall resubmit the community based corrections plan to the board for reconsideration.
C. Increases in reimbursement funding over the initial amount approved by the board may be considered based on analysis of documentation of bid overage or contract increase, negotiation for cost reduction, and justification for the increase. See 6VAC15-81-430. Increases in the cost of construction above the board approved amount shall be documented, justified, and submitted for board approval. Notification shall be provided to the board of the intent to request increased reimbursement prior to 35% completion of construction. The request for board approval with complete documentation and justification shall be made prior to 50% construction completion.
D. The board shall not approve any request for reimbursement for increases in the cost of construction for any project for which construction was not begun within three years of enacted approval of funding for the project by the General Assembly; provided however, the board may approve such requests if the increased costs resulted from extraordinary circumstances, which must be documented.
E. Final appropriations for increases are subject to the Governor's approval and legislative enactment.
Statutory Authority
§§ 53.1-5, 53.1-80, and 53.1-82 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 34, Issue 12, eff. March 8, 2018.
6VAC15-81-420. Bids.
A. Prior experience with jail construction is an element to be considered when selecting a contractor.
B. After bids for construction have been received and opened, and the owner has determined to proceed with the project, the owner or owner's agent shall submit a copy of the bid tabulation to the reviewing authority.
C. For projects utilizing nontraditional process, other than design-bid-build, the schedule of values shall be submitted within 45 days after award of the construction contract.
Statutory Authority
§§ 53.1-5, 53.1-80, and 53.1-82 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 34, Issue 12, eff. March 8, 2018.
6VAC15-81-430. Construction.
A. To be eligible for reimbursement, the quality control must be independent of the owner. Quality control may be provided by a clerk of the works, construction manager, or by enhanced construction administration by the architect with reports submitted directly to the owner.
B. Any change ordered during the construction phase affecting security, safety, compliance with this chapter, or cost shall be submitted to the reviewing authority in writing.
C. Representatives of the department may visit the project site during the construction period to observe the work in progress. Any observed deviations from the approved documents having the effect of voiding or reducing compliance with this chapter or building or fire code requirements shall be reported in writing to the owner and shall be corrected.
D. Inspections by the reviewing authority shall start at 50% construction completion with at least one additional inspection prior to final inspection. The owner or owner's agent shall notify the reviewing authority and request inspections in a timely manner.
Statutory Authority
§§ 53.1-5, 53.1-80, and 53.1-82 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 34, Issue 12, eff. March 8, 2018.
6VAC15-81-440. Final inspection.
A. The reviewing authority shall inspect the facility after substantial completion and prior to acceptance by the owner. This inspection shall be requested by the owner or owner's agent and coordinated with the reviewing authority.
B. Upon completion of the final inspection by the reviewing authority, and corrective actions as required, the owner shall provide to the reviewing authority copies of all regulatory agency letters verifying approval by others of the completed project.
C. Corrective actions taken to resolve comments made by the reviewing authority during final inspection shall be provided by the owner or owner's agent in writing to the reviewing authority.
Statutory Authority
§§ 53.1-5, 53.1-80, and 53.1-82 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 34, Issue 12, eff. March 8, 2018.
6VAC15-81-450. Record documents.
The owner or owner's agent shall modify original construction contract documents to reflect the condition of the project as actually constructed and based upon as-built drawings and specifications provided by the general contractor. Such modifications shall include change orders, sketches, addenda, and field clarifications. These documents shall be marked as record documents.
Statutory Authority
§§ 53.1-5, 53.1-80, and 53.1-82 of the Code of Virginia.
Historical Notes
Derived from Virginia Register Volume 34, Issue 12, eff. March 8, 2018.