Design Team

The A/E team assembled for this project must include registered individuals knowledgeable and experienced in the disciplines required for the design of Lutheran Churches. The team is responsible for using sound planning, architectural and engineering principles in the development of the design.

Members of the team are expected to meet with individual users as necessary to determine all project requirements. Each consultant shall provide solutions to all routine considerations and work through the A/E team leader and the Building Committee on any unusual design requirements.

Consultants

The Project A/E is responsible for the complete design of the Project. The A/E, including all Consultants as needed to completely design the Project, will be employed within the amount stipulated in the A/E Services Contract.

The individuals of the A/E's design team as submitted to the A/E selection recommendation committee shall not be changed without the approval of the Director, Facilities Planning Division, or, if a member leaves employment, his replacement must be approved by the same.

The survey and soil consultants will be included as a part of the A/E’s team. The cost for these services will be included as a reimbursable item in the A/E's contract.

Payment Schedule for A/E Services Contract

Payments to the A/E for work completed will be made in accordance with the A/E services contract.

Authorization for Reimbursable Services

The Contract for A/E Services will contain several items that are reimbursable services. Even though these items are listed in the A/E Contract they still need to be authorized by the Owner prior to execution of the item. The A/E needs to forward to the Building Committee chairman a proposal for the services with a not to exceed amount from the consultant/vendor. The A/E’s cover letter should summarize the amount and the A/E may add a handling charge of not more than 10% to the consultant/vendor’s amount. The Building Committee chairman or his representative will review the proposal and if the total amount is within the amount listed in reimbursable services of the A/E Contract, he will authorize the service in writing.

Upon completion of a “lump sum” reimbursable item the A/E must submit an invoice to the Building Committee chairman for payment. The invoice must be from the A/E and contain as backup a copy of the consultant/vendor’s invoice. The cover letter from the A/E must indicate that the services have been performed to their satisfaction and are complete.

If due to extenuating circumstances a single “lump sum” reimbursable service is not able to be completed the Owner will entertain a partial payment. The A/E must send a letter to the Building Committee Chairman explaining the circumstances, indicating the amount of work complete and suggesting a partial payment amount.

Approvals/Notifications

At each step in the design process the A/E must receive approval from the Owner prior to proceeding to the next step. These approvals take different forms and can vary due to project complexity. Generally, the A/E will be authorized to proceed by the following:

1. Master Plan/Concepts: Contract Change

2. Preliminary Design: Approval Letter

3. Detailed Design: Contract Change

4. Construction Contract Award: Contract Change

Correspondence and Reports

Communications between all parties involved in the planning and construction of a project is a requisite. Oral communications, instructions, directives, and minutes of conferences shall be confirmed in writing by the A/E and distributed to those involved in the planning and construction within five (5) working days of the meeting date.

The Project Architect/Engineer is expected to provide leadership of all design meetings and provide minutes of each meeting within five (5) working days. The meeting minutes shall separately indicate all decisions made at the meeting and all items requiring a decision, which party has responsibility for the decision and when the decision is required.

All correspondence and reports shall be dated and show clearly the project number, the name of the project, and the A/E contract number, if pertinent.

All correspondence and reports shall be addressed to the Building Committee Chairman during the design phase.

Pending Issues Report

The Project A/E shall prepare and maintain a Pending Issues Report throughout the Concepts, Preliminary Design and Detailed Design phases of the project. The report shall document all items requiring decisions on the part of the design team and the Building Committee. The report shall be updated at least monthly during the course of the project and also provided along with meeting minutes from the milestone reviews.

Drawing Requirements:

The Project A/E shall produce the drawings, beginning with Preliminary Design, for this project using a CADD computer program that can output files that are binary compatible to AutoCAD. The Project A/E can begin using CADD as early in the design process as desired but no later than the drawings required for preliminary design submittal. Maximum drawing sheet size is restricted to ANSI E size - 34" x 44". Lettering is to be of sufficient size so it can be easily read when reproduced full size and half size. Minimum size of letters on any full size printed drawing is 3/32". Use only the standard fonts supplied with the CADD program. On all drawings, provide a graphic scale in addition to the standard inch scale. On all plan sheets provide a north arrow. Do not use the word "PROPOSED" or “NEW” in designating new work. All work shown on drawings shall be assumed to be new unless designated as existing.

Record Drawings

All changes during the course of the design and construction shall be incorporated into the CADD files.

Deliver to the OWNER the original or reproducible film positive copies, corrected to be "Record Drawings" made from the contractor's "Record Prints" and one additional set of reproducible film positive copies of these drawings. Paper sepias are not acceptable. Record drawings plotted with green ink are not acceptable. All sheets from the “Bid Set” must be included in the “Record Drawing Set” and each sheet marked “Record Drawing” with date. Each sheet must be so marked irregardless if there were any changes from the Contractors Record Drawing Set.

Deliver to the OWNER one (1) copy of all drawings in AutoCAD “DWG” digital format, corrected to be “Record Drawings” on cd-roms. The cd-rom shall be labeled with a pre-printed label that contains the name of the project, the project number and the A/E firm name. No other digital format will be accepted. Scanning of drawings is not acceptable.

The digital version of the record drawings shall have one digital drawing file for each drawing sheet in the project bid set. All reference files and “xrefs” must be inserted into the final digital file.

Building Codes and Regulations

Comply with all federal, state, and local laws and ordinances applicable to construction.

Codes and regulations (Latest Revisions) to be used in the design of projects:

1. Life Safety Code, NFPA 101, latest edition, and all referenced codes.

2. International Building Code, 2003 edition, International Code Council, Inc., (for all items not covered by Life Safety Code) or building code as required by the local authority having jurisdiction.

3. Other applicable National Fire Codes, NFPA.

4. Other applicable ASHRAE Standards

5. International Plumbing Code, International Code Council, Inc. or plumbing code required by the local authority having jurisdiction.

6. Texas Accessibility Standards (TAS), Texas Department of Licensing and Regulations, Architectural Barriers Act, Chapter 469, Government Code.

7. Americans with Disabilities Act, Public Law 101-336, enacted July 26, 1990

8. TIA/EIA Standards.

The A/E is required to submit the completed documents for an accessibility review. The same Registered Accessible Specialist (RAS) should be utilized for the plan review and the post construction inspection and located near the project site. The cost of the review and inspection will be borne by the Owner.

The A/E will be required to secure permits from state and federal government agencies when necessary, such as Texas Department of Highways and Public Transportation, Health Department, etc. The cost of any permits will be borne by the Owner.

Reports

The Project A/E shall provide various reports in support of the project’s design development. The following chart lists the major reports and which submittal they are due. All reports required with the Preliminary Design and the Detailed Design submittals shall be bound in one (1) volume and separate from the project specifications. The binding method can be either spiral binding with each report tabbed or 3-ring binder with front, back and spine labels and each report tabbed.

Master Plan Document: Provide a Master Plan that delineates the plan for the long term facility needs, phasing, associated phased costs, and analysis of the property per the requirements of this POR.

Basis of Design: Provide a Basis of Design document to record goals and decisions for all major elements of the design, and update throughout the design process.

Life Safety Code Analysis: Provide a code analysis of the design utilizing the Life Safety Code, latest edition (NFPA 101) and all referenced codes. Provide an initial copy of this code analysis with the Preliminary Design submittal. Provide a final report with the Detailed Design submittal.

Building Code Analysis: Provide a code analysis of the design utilizing the International Building Code, latest edition covering only those elements not covered by the Life Safety Code (no duplicate items). Provide an initial copy of this code analysis with the Preliminary Design submittal. Provide a final report with the Detailed Design submittal.

Structural System: Provide a structural system selection report at Preliminary Design analyzing alternative systems considered. The report shall cover such factors as system cost, building function, constructability, effect on construction time, etc.

Utilities: Provide a report at Preliminary Design indicating the building’s demand for all utility systems, including telecommunications. Report should indicate availability of utilities as well as demand.

Acoustics: Provide a report on potential acoustical and vibration problems and possible solutions at Preliminary Design. The report should include specific problems and summarize details in the design and specifications for the control and/or solution of these problems. Objectives include providing for effective verbal communication, limiting the noise interference between activity areas, and providing special attenuating features in ductwork, partitions, doors, or other noise-transmitting elements. Basic acoustic criteria are provided in the Project Requirements section of this manual.

Area Calculations: Tabulation of areas in logical groupings shall be provided which compare the actual areas for facilities as designed to the POR-requested facilities. Provide a tabulation at Preliminary Design (showing the comparison of the PD to the POR), and a final tabulation of areas at Detailed Design (showing the DD areas compared to both PD and POR areas). This report shall be separate from similar information recorded on the drawings. Indicate floor level, net assignable area, total gross area, and efficiency. 75% building efficiency is desirable.

Cost Estimates: Provide a cost estimate based on each particular design stage per the following section.

AV Equipment List: Provide an equipment list and cut sheets for AV equipment that may be purchased either as part of the current project or at a later time. This could become part of the Basis of Design document.

COST CONTROL

Throughout the design process, the Project A/E will be required to furnish knowledgeable cost estimates for all items of construction. These estimates shall be itemized in sufficient detail so as to allow the Building Committee to make informed choices when questions of priority are considered to include or exclude an item.