PRE-DESIGN/PROGRAM VERIFICATION

The first step in the design process will be a design initiation meeting, to be attended by the Building Committee and all lead designers of the Project A/E consultant team.

Project scope, schedule, and budget will be reviewed. The design team is expected to meet with the Building Committee and specific user groups on this and other occasions as necessary to verify and refine if necessary the Program requirements.

MASTER PLAN/INITIAL CONCEPTS

The first major work product will be a Master Plan for development of the site. The Master Plan should show the total development of the site (in accordance with this Program) for construction in multiple phases.

The Master Plan should be in terms of mass building areas, arrangement, circulation, etc. The Project A/E is expected to develop and present a minimum of three site development options as well as conceptual floor arrangement schemes and corresponding massing studies showing the functional relationship of spaces identified in this Program and through subsequent discussions with using personnel. The site location is included in the Exhibits section of this POR.

Siting options shall include an analysis of site circulation including vehicular and pedestrian access, locations and recommended tie-in locations to site utilities, and an initial analysis of building code requirements, zoning restrictions, flood plain areas, and environmental permitting requirements.

The Master Plan should establish preliminary architectural guidelines and a recommendation of the appropriate architectural style to employ. Include in a “Basis of Design” document that includes architectural guidelines, site analysis, planning principles, utility system design narratives, tabulation of areas relative to the POR area program, drawings, etc.

CONCEPTS

Early in the design schedule, the Project A/E is expected to develop and present several siting options as well as multiple conceptual floor arrangement schemes showing the functional relationship of spaces identified in this Program and through subsequent discussions with using personnel. These concepts must also include interior building elevations and other sketches of an explanatory nature. The site location is included in the Exhibits section of this POR.

Siting options shall include an analysis of site circulation including vehicular and pedestrian access to the building. Also, location and access to required utilities shall be indicated. Functional requirements and work-processes of the User shall be considered.

For a typical building project a minimum of three concepts meetings beyond the project initiation meeting will be required. The first concepts meeting at a minimum will explore possible ways to place the building on the site and begin to explore the building mass. The second concepts meeting at a minimum will explore arrangements of the individual spaces, including required support spaces, and building elevations. Each concepts meeting may involve multiple presentations to various groups and committees.

Drawings for the first two concept meetings can be in rough form, such as butter-paper sketches, since revisions will probably occur. Computer imaging and modeling is encouraged. Hardcopies of all concepts to be presented are required. All major consultants should be present as appropriate to the level of development, as well as any other consultant whose work is critical to the design.

At each of these initial concepts meetings the Project A/E shall prepare and present a minimum of three (3) different schemes. At the end of each of the meetings the Project A/E will have a direction from the Owner for the next concepts meeting.

The third or final concepts review meeting will determine the arrangements of all building spaces as well as the exterior appearance of the building. The final concepts review meeting will occur one (1) week after the submission of all required materials. The final concepts drawing submission will include a site plan, floor plans, major building section and elevations. Also, included in the final concepts submission will be a narrative that describes site and utility requirements, the structural and mechanical system, the exterior materials and a cost estimate.

The A/E will not proceed to Preliminary Design until all requirements for Concepts have been satisfied and approval of Concepts has been received.

Minimum Requirements for Final Concepts Submittal

• Site plan showing building footprint, adjacent buildings, nearest parking, access and site improvements.

• Floor plan(s) showing room layout, room names, net and gross square foot per floor

• At least one major building section showing floor to floor dimensions. Other sections as necessary to illustrate any special spaces in the building.

• At least two exterior elevations of the building.

• At least two exterior perspectives of the building.

• Narrative describing the exterior materials, utility access points and anticipated structural and mechanical systems for the building.

• A cost estimate is required for this phase.

PRELIMINARY DESIGN

Preliminary Design is very similar to Design Development as outlined by the American Institute of Architects.

The approved concept shall be developed into Preliminary Design documents sufficient to fully reveal all aspects of the project. This will include all items to meet the User's needs, and development of all facility components to fully illustrate the proposed aesthetics, construction, systems, utilities, services, and accessories.

Between the final concepts approval and the submission of preliminary design most projects will require one or more meetings to identify the full requirements for data/telecommunications, audio visual systems, security systems, food service requirements, etc.

Results of these meetings must be documented in a narrative describing systems and identifying the scope that will be in the project. Include in an updated Basis of Design document.

All submitted documents shall be complete and coordinated between design disciplines.

The A/E will not proceed to Preliminary Design until all requirements for Concepts have been satisfied and approval of Concepts has been received. Completed preliminary design documents are a result of a completed product and are not a function of time or duration of work.

Requirements for Preliminary Design Submittal:

• Site plan(s) showing all site conditions, new site development, contours, all existing and new site utilities.

• Landscape plan(s) showing plant materials, irrigation zones and site accessories.

• All floor plans showing dimensions, door swings, room number and title, room net square foot and programmed square foot, equipment layout, furniture layout and rated walls. Refer to the Design Criteria section of this manual for instructions on room numbering.

• All major exterior elevations with materials indicated. Samples of all major exterior materials must be available at the Preliminary Design Review Meeting.

• Building sections along with typical interior and exterior wall sections

• A preliminary room finish schedule

• Typical casework elevations and sections.

• If the building includes laboratories, provide an enlarged plan of typical laboratories and typical casework elevation and section

• Foundation plan

• Typical structural floor plan(s)

• Roof plan if structurally different from floor plans

• Typical structural wall section(s)

• Mechanical and electrical site plan(s) showing all utility connections, extensions and/or relocations.

• Mechanical floor plan(s) showing single line layout of ducts with size of duct and vav boxes indicated.

• Enlarged floor plan(s) of all mechanical rooms showing all equipment and maintenance areas.

• Plumbing floor plan(s) showing all fixtures and piping with pipe sizes indicated.

• Electrical floor plan(s) showing typical light fixture layout and power layout.

• One line diagram of electrical system showing transformer, switchgear, breakers, emergency generator, panelboards, etc.

• Floor plan(s) showing typical data/telecom and audio visual layouts.

• Enlarged plan(s) showing layout of all data/telecom rooms, and rooms that will have audio visual equipment.

• Other drawings as required to fully illustrate the project.

• Narrative descriptions of products, materials and systems to illustrate the level of quality intended.

• Preliminary sequence of operation for the building’s mechanical system.

• Reports as required in this POR

• A cost estimate is required for this phase. Refer to COST CONTROL of the Administrative Procedures section for specific requirements and format for the estimate. The Base Bid scope for the design should include all systems necessary for a fully complete bid package. The Project A/E is to recommend Additive Alternate items that will contribute to the building usefulness for the bid contingency plus another 5% of the budget in the event bids are lower than estimated.

• A powerpoint presentation of the project that includes the site plan, floor plan(s), building sections, building elevations, and exterior perspectives. The exterior perspective in the powerpoint presentation can be a digital copy of the framed perspective.

After approval of the Preliminary Design, the A/E shall furnish the following if required by contract:

• Presentation rendering(s) shall consist of an exterior view and/or interior view, drawn in perspective, at a scale of sufficient size (24" x 30" min.) to convey a true representation of the design of the project without distortions that would give misleading impressions. Landscape features together with existing structures should be indicated in a realistic manner. The perspective, professionally prepared, may be rendered in any color media, provided suitable reproductions can be made from the media selected and it shall be glazed with non glare glass and framed. The name of the project, location, and the name of the A/E shall appear along the lower edge of the perspective. Photographs of models are not acceptable.

• The A/E will provide a detailed scale model of the project, in order to give a better understanding of the project as to scale, proportion, mass, or location, indicating fenestration, exterior material, color, trim, walks, drives, parking, and major landscape features. The model shall be mounted on a wood base and protected with a plastic cover. Scale shall be determined by the A/E and the Owner, however, the overall dimension should not exceed 48" x 48".

DETAILED DESIGN

Detailed Design is very similar to Construction Documents as outlined by the American Institute of Architects.

When authorized by the Owner, Detailed Design documents for construction of each bid package may proceed based upon the approved Preliminary Design, which will include comments received by the Project A/E at the Preliminary Design Review Meeting.

PROGRESS MEETINGS

As soon as floor plan changes from the Preliminary Design have been completed these floor plans need to be reviewed by the Owner. This review will also confirm and establish the final room numbering scheme for the building.

The project time schedule identifies interim progress meetings for examination of Detailed Design documents by Facilities Planning and Construction staff generally at 50% and 90% stages of completion. These meetings do not constitute approval of documents to date, but are for the purpose of answering questions and resolving problems. The Project A/E is required to provide the Owner a letter that indicated the percentage level of completeness of each disciplines’ documents. This letter must be presented to the Project Manager no later than the beginning of the review meeting. Payment for these two interim reviews is based on the Owner’s opinion of the overall completeness of the documents.

During the 50% detailed design meeting the Project A/E needs to present to the Owner and others at least two interior color schemes for comments. Updates and refinements to the mechanical systems sequence of operation need to be presented for comment. Also, during the review the team must review cut-sheets of all major elements of the design and pieces of equipment with the Building Committee. Examples of these are curtain wall systems, fixed seating, audio visual equipment, air handling units, variable air volume boxes, plumbing fixtures and light fixtures. Verify list of items requiring cut-sheets with Owner.

During the 90% detailed design meeting the Project A/E needs to present to the Owner and others the revised interior color scheme for comments. Updates and refinements to the mechanical systems sequence of operation need to be presented for comment. Also, during the review the team must review revised cut-sheets of all major elements of the design and pieces of equipment with the Building Committee.

A 100% Detailed Design review meeting will be scheduled by the Owner to include the A/E and his consultants and the appropriate reviewers for a detailed discussion of comments. All comments from the detailed design review meeting shall be incorporated into the final documents prior to issuance to bidders. No lengthy addendum to correct the bid documents is acceptable.

100% DETAILED DESIGN REQUIREMENTS

Drawings for all divisions of work shall be complete and thorough in all respects, well coordinated, clear, and neatly drawn and in accordance with the highest standards of the profession.

Completed detailed design documents are a result of a completed product ready to be bid by contractors and are not a function of time or duration of work.

Detailed Design documents shall not be submitted for review until all documents are 100% complete and a complete quality control/coordination check has been made by the Project A/E of all documents.

Upon 100% completion and after complete quality control check of Detailed Design documents, the Project A/E shall furnish the Owner, as minimum requirements, the following review sets:

• Complete Detailed Design drawings fully coordinated among all disciplines and ready for bidding.

• A cost estimate is required for this phase. Refer to COST CONTROL of the Administrative Procedures section for specific requirements and format for the estimate. The Base Bid scope for the design should include all systems necessary for a fully complete bid package that is estimated to equal the Base Bid amount. The Project A/E is to include Additive Alternate items that will contribute to the building usefulness for the bid contingency amount plus another 5% of the budget in the event bids are lower than estimated.

• Reports as indicated elsewhere in this manual and the POR.