Fully Locally-Funded State Agency/Authority Projects

Fully locally-funded definition: A project for which the funding is derived from the resources of the local Awarding Authority/Owner, including but not limited to federal and local funds, grants and donations (no state bond issue funds such as PSCA are involved).

Fully locally-funded State Agency/Authority projects are administered by DCM's Contract Administration Division, Plan Review Division and Project Inspection Division. State Agency/Authority projects may also be supervised by DCM's Project Management Division when applicable, see assigned agencies.

Form Use and Contract Document Administration Fee

Project Owners:
- Upon completion of RFQ Response evaluations, Owners must transmit to DCM a Notice of Intent to Award Request, which must include all information from the Notice of Intent to Award Request Template. Owners must also transmit to DCM all received Responses and Owner's evaluation scoresheet summary. All such documents must be transmitted to DCM at the same time by uploading the documents to the Engage Portal.
- DCM will then review the Request, and if acceptable, activate via DocuSign a Notice of Intent to Award which will distribute to all Responders and the Owner.
Architectural/Engineering Firms:
- Spec. writers: Flat non-password-protected pdfs of State Agency-owned projects' construction administration documents are available for use in project manuals.
- Document admin: As part of owners' payments to lead design professionals (LDP) for Service D-Construction Contract Procurement and Service E-Construction Contract Administration, it is the responsibility of the LDP to prepare the construction contract with bond forms, any change order with justification form and supporting documentation, and the certificate of substantial completion with attachments. The LDP is also responsible for preparing other documents such as the final payment checklist with attachments. It is the responsibility of the LDP to ensure attachments from contractors such as bonds' power-of-attorneys, insurance certificates, back-up for change orders, and executed roof warranties are complete and meet the requirements of the Manual of Procedures.
The Contract Document Administration Fee-O/A must be paid by the time an Agreement Between Owner and Architect (O/A Agreement) is submitted to DCM for review. The Contract Document Administration Fee-CC and the Permit Fee must be paid by the time a construction contract is submitted to DCM for review. O/A Agreement and construction contract reviews can begin once the appropriate fees have been paid. See User Fees webpage for payment information.
Storm damage: If the AL Division of Risk Management (DRM) is the insurer, include the DRM claim #, if any, on O/A Agreements.

Plan Review Submittals and Plan Review Fee

The plans and specifications for State Agency projects must be submitted to the DCM Technical Staff for review. DCM's approval of the final submittal must be obtained, as well as DCM's approval of submittals of any Required Actions noted on the Project Comment Letter issued by DCM for the final submittal review must be obtained, prior to the receipt of bids. A plan review can commence upon DCM's receipt of all required items including a completed B-1: Transmittal form; see Manual of Procedures - Chapter 3: Submittal Requirements & Procedures for Plan Review webpage, helpful plan review submittal highlights, and the webpage. DCM cannot issue a Project Comment Letter unless any required Plan Review Fee has been paid. Storm damage: If the AL Division of Risk Management (DRM) is the insurer, include the DRM claim #, if any, on B-1 transmittals.

Pre-Construction Conference, Inspections and Permit Fee

All State Agency projects require a DCM Inspector-facilitated pre-construction conference which can be scheduled after the Permit Fee is paid; see webpage for payment information. The Permit Fee and CDA Fee-CC must be paid by the time a construction contract is submitted to DCM for review. A pre-construction conference can occur once the Inspector receives a copy of the fully executed construction contract and notice to proceed from DCM's office. Benchmarks must then be met for required inspections as listed in the Pre-Construction Conference Checklist. For more details, see DCM's Manual of Procedures.

Special Circumstances

Public School and College Authority (PSCA)

When a State Agency project is partially or fully PSCA-funded, PSCA forms must be used during the project (instead of state agency standard forms) and submitted to DCM; see DCM's PSCA webpage for guidance.

Forms: Paperless with Electronic Signatures

All fully locally-funded State Agency/Authority projects' O/A Agreements, Amendments, Construction Contracts, Changes Orders, A/E Invoices, Contractor Payment Applications, and Certificates of Substantial Completion must be submitted electronically through the correct DocuSign link.