Architectural manual, appendix I, architectural submittal instructions, 2012

ARCHITECTURAL MANUAL APPENDIX I
ARCHITECTURAL SUBMITTAL INSTRUCTIONS TABLE OF CONTENTS
A. Documents due with all applications for DCA resources B. Documents due no later than 60 days after announcement of awards C. Contract Documents D. Documents due within 30 days of construction loan closing E. Documents due on a monthly basis during construction F. Documents due before final allocation of resources

2012 Architectural Manual Architectural Submittal Instructions

DCA Office of Affordable Housing

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ARCHITECTURAL SUBMITTAL INSTRUCTIONS

These instructions are provided for the development team. Adherence to these instructions and periodic DCA staff consultation are essential to ensure that deadlines are met.
A. Documents due with all applications for DCA resources: 1. Location/Vicinity Map: This map should indicate adjacent land uses, existing roads and/or streets and significant facilities such as schools, hospitals, retail, public transportation and recreation areas. 2. Conceptual Site Development Plan: (This plan is not intended to be a final site development plan). The plan shall reflect the following information: a. All existing property easements. (Information to be compiled from public records and other appropriate sources); b. All existing physical structures, underground tanks, and any other improvements on the property; c. All wetlands, floodplains, and state waters in relation to proposed buildings, paving, and site amenities; all buffers required by state and local jurisdictions and areas of disturbance indicated and calculated. (This information must be supported by the wetlands map, wetlands delineation report, and floodplain map submitted in the Environmental Site Assessment Report. See Environmental Review Guide for DCA limitations on the development of wetlands and floodplains); d. Adjacent property usage indicated both graphically and in written form; e. All zoning setbacks and zoning restrictions for the subject property; f. All other features that would affect the development of the subject property; g. Proposed entrance access to the property and a layout of all buildings, roads, parking areas, etc.; h. All amenities in the Application must be on the site plan; i. All areas of tree and vegetation preservation; j. Existing topographic contours at appropriate vertical scale; k. Proposed finish floor elevations for each building.

2012 Architectural Manual Architectural Submittal Instructions

DCA Office of Affordable Housing

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3. Desirable/Undesirable Site Certification: This form must include locations and distances of desirable and undesirable activities within the vicinity of the proposed development and depict all desirable and undesirable activities or establishments, as described under the Desirable and Undesirable Characteristics section of the QAP.
4. Physical Needs Assessment (See Rehabilitation Guide) 5. Rehabilitation Work Scope (See Rehabilitation Guide) 6. Color photographs of the property and adjacent surrounding properties and structures,
with location map: Aerial photographs are required for all properties. The use of online satellite map programs for aerial pictures, such as Google Earth and MapQuest, is permitted only if the pictures are current (taken within 6 months of application date) and have a high enough resolution to clearly identify the existing property and adjacent land uses. Approximate property boundaries must be marked. Black and white photographs are not acceptable. 7. A boundary survey may be required if the precise location and extent of the subject property appears to be ambiguous.

B. Documents due no later than 60 days after announcement of awards: 1. Boundary Survey; 2. Topographical Survey; 3. Geotechnical Report; 4. Additional HOME Requirements a. ALTA Survey

C. Contract Documents : 1. DCA may require a pre-construction/contract document review at DCA's office if deemed necessary. 2. Due dates: a. 9% Tax Credit only projects: No later than May 1, 2013; or 60 days before construction loan closing, whichever is earliest b. HOME + Tax Credit projects: As directed by the HOME Loan Consent

2012 Architectural Manual Architectural Submittal Instructions

DCA Office of Affordable Housing

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c. 4% tax credit/bond: at Application 3. Permit/Construction Drawings:
a. DCA shall receive a copy of the plans being concurrently submitted to the local building authority for permit review;
b. Where local building authorities do not require plan review for permitting purposes, plans must still be submitted to DCA. Please see the Building Permits section below for other pertinent information;
c. New construction and/or rehabilitation document submissions shall parallel the construction cost estimate and accurately describe the work. According to each discipline, all drawings shall bear the stamp of either the Architect or Engineer of Record;
4. Construction specifications shall be prepared in accordance with the Construction Specifications Institute (CSI) format. Either the "alpha-numeric" or "five-digit" identification systems will be acceptable. The following shall be included: a. Cover, with pertinent development data; b. Stamp and signature of the Architect of Record; c. Index; d. General conditions & Special Conditions (as applicable); e. Federal compliance requirements as applicable, i.e. Davis Bacon, Immigration, etc. f. Technical Specifications that are particular to the proposed work
5. Drawing Log (DCA form) 6. Accessibility Plan Review Comments 7. Schedule of Values (DCA form) 8. Evidence of compliance with 2009 IECC 9. E-verify Affidavit(s) 10. Contractor Approval Package 11. Cost Review for Identity of Interest (tax-credit only) 12. Design and Amenities Re-certification (DCA form) 13. Narrative outlining
a. progress of green building certification; and

2012 Architectural Manual Architectural Submittal Instructions

DCA Office of Affordable Housing

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b. update on Carryover Allocation conditions of funding 14. Additional HOME Requirements:
a. Accessibility Consultant Agreement b. Draft Owner/Contractor Agreement (AIA standard form) c. Draft Construction Schedule d. Executed Owner/Architect Agreement (AIA standard form) e. Green Building Consultant Agreement, Contract(s), and MOU(s) f. A Pre-construction Conference will be scheduled within 30 days of loan
closing to review federal compliance requirements and draw request procedures. Following approval of the submitted Contract Documents, a formal Construction Loan Closing shall be held. All Closing Requirements must be verified with DCA underwriters on an individual project basis.

D. Documents due within 30 days of construction loan closing: 1. Building Permits a. Building Permits are required for all projects. In jurisdictions having no building permit procedure, the Owner shall obtain from local authorities a letter affirming performance of construction document review and compliance with applicable building and planning codes. Receipt of the required building permits or letter(s) will be accepted as evidence of general compliance with State and local building codes, ordinances, and regulations; b. DCA may request copies of jurisdictional approvals for utility and life safety compliance, i.e., installation of fire sprinklers, alarm systems, emergency lighting etc. 2. Notice to Proceed or Evidence of Construction Commencement 3. Executed Owner/Contractor Agreement 4. Final Construction Schedule 5. Approved permit set of drawings incorporating previous DCA commentary 6. A photometric plan showing compliance with foot-candle requirements noted in the Architectural Standards, Site Development Standards, Site Lighting

2012 Architectural Manual Architectural Submittal Instructions

DCA Office of Affordable Housing

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E. Documents due on a monthly basis during construction: 1. Contractor applications for payment (AIA form G702/703); 2. Contract change orders (AIA form G701); 3. Architect's Supplemental Instructions, Field Orders, and Revised Drawings; 4. Architect/Engineer inspection reports; 5. Accessibility consultant inspection reports; 6. Draw inspection reports; 7. Additional HOME requirements: a. Change Order Log; b. Change Order Approval / Submittal Cover Sheet; c. Subcontractor/Supplier/Lien Waiver Log; d. Contractor and subcontractor lien waivers; e. Soils and materials test reports.

F. Documents due before final allocation of resources: 1. As built Survey of the property; 2. A revised / record set of drawings completed by the job superintendent or project manager and submitted by the General Contractor. These shall reflect all changes made in the specifications and working drawings during the construction process, and show the location of all elements of the work completed under the contract; 3. Evidence of compliance with 2009 IECC; 4. Evidence of compliance with Carryover Allocation conditions of funding; 5. Green building certifications (where applicable); 6. Radon testing that demonstrates levels below the EPA recommended limits; 7. Contractor Cost Certification (Identity of Interest); 8. Certificates of Occupancy allowing immediate use of buildings and units prior to (or on) the application deadline. To meet IRS and DCA requirements, and in jurisdictions not issuing Certificates of Occupancy, the Owner shall obtain from the authority having jurisdiction a letter affirming that the property meets all code requirements. 9. Satisfactory completion of final construction inspection;

2012 Architectural Manual Architectural Submittal Instructions

DCA Office of Affordable Housing

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10. Satisfactory completion of final accessibility inspection with confirmation of resolution of any outstanding issues stemming from the inspection;
11. Additional HOME Requirements: a. Contractor and Subcontractor final lien waivers; b. Update endorsement of GHFA's title insurance policy; c. Architect's Punch-list; d. Contractor's Cost Certification; i. General Contractor Certification (DCA form) ii. Multifamily Loan Contractors' Cost Certification of Actual Project Costs (DCA form) iii. Contractor's Cost Certification (DCA form) iv. Line item analysis and explanation e. AIA G-704 Architect's Certificate of Substantial Completion f. Executed Owner Accessibility Certification (DCA form) g. Letter from the Owner stating: i. acceptance of the project ii. receipt of all Manufacturers Warranties and Operating Manuals h. Letter from the Contractor stating construction meets all current codes, federal and local requirements and construction documents i. Letter from the Architect stating construction meets all current codes, federal and local requirements and construction documents j. MBE/WBE Data Collection Form
DCA may, at any stage, request additional documentation to demonstrate that the project is in compliance with DCA design and construction requirements.

2012 Architectural Manual Architectural Submittal Instructions

DCA Office of Affordable Housing

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