8.1.1 Design Development for Public Buildings

PURPOSE

This Procedure details the specifics of the Design Phase as it relates to public building projects managed by the Bureau of Engineering (BOE). This Procedure also identifies typical activities, typical issues, and deliverables required during the Design Phase to deliver 100% plans and specifications and the Ready to Advertise (RTA) Checklist (City Staff only).

REFERENCES

• Architect's Handbook of Professional Practice (AHPP) Chapters 3.63 and 3.72

• Standard Specifications for Public Works Construction (Green Book) – Latest Edition

• American Public Works Association – Standard Plans for Public Works Construction

RESPONSIBILITIES

• Project Manager (PM): The PM is responsible, normally through the efforts of the Project Engineer, for the completion of the design documents within the schedule and to the satisfaction of the client. The PM is also responsible for insuring that quality assurance / quality control (QA/QC) procedures are followed and that the project remains within the approved budget and is consistent with the concept presented in the Pre-Design Report.

• Project Engineer (PE): The PE will be responsible for the preparation, coordination, updating, and revision of the design and construction documents. The PE is required to follow the procedures outlined in this Chapter to protect public health, safety, welfare, and to ensure successful completion of the project. These procedures facilitate the production of accurate, consistent, complete, and understandable final plans and specifications, to be used to initiate and complete the construction of a project. The PE is responsible for coordinating the design documents with all of the design disciplines that have contributed to the project.

PROCEDURE

Though it is difficult to precisely define a Design Phase that will fit all public building projects, a systematic approach to resolving a design problem will, more than likely, benefit the quality of the product and insure a less eventful process. The PE must have an understanding of the key aspects and milestones that will occur during the Design Phase. They must then transmit these responsibilities and expectations to the various project participants. This Procedure outlines the major activities of the design process as it relates to public buildings.

Usually, large or complex projects have a Conceptual Design Stage or Pre- Design Phase. For public buildings, the conceptual design includes formulating all preliminary reports and completing the code and site research, studies, and budgetary estimates. Refer to Chapter 7 for a complete discussion of the Pre-Design Phase.

The Design Process

As described in Procedure 8.1, the goal of the design process for public building projects is the delivery of 100% plans and specifications and completion of the Ready to Advertise Checklist (City Staff only). In completing the design process, the PE will encounter typical activities, issues, deliverables, and design sheet requirements specific to public buildings that are described in the following sections.

The PE is responsible for establishing and maintaining the 20%, 50% and 90% design milestones. Within the Building Design Industry, what occurs between these milestones is defined as a phase. It is important to point out that, though the activities performed during the Design Phase and levels of completion are very similar throughout engineering design, the nomenclature utilized in building design is “different” as described below:

• Schematic Design Phase = 20% Design Milestone

• Design Development Phase = 50% Design Milestone

• Construction Document Phase = 90% Design Milestone

Typical Activities

Schematic Design Phase (20% Design Milestone)

After the Pre-Design Phase and/or conceptual report has been completed, the Schematic Design involves further development of more detailed written, numerical, and graphic alternative solutions to the concept for the Client's approval. During this phase, the PE and Design Team develop in greater detail, alternative floor plans, site plans, and elevations that are solutions to the specific concept. Typically, the alternatives should not exceed two choices at this point. The alternatives will be documented and presented to the Client/User for selection and approval. Typical Activities for the PE and Design Team during the Schematic Design Stage include the following:

1. Develop the project’s concept into alternative schematic design proposals represented in presentation materials such as models, floor plans, sections, elevations, three-dimensional massing diagrams, and three-dimensional interior and exterior views.

2. Evaluate further and choose the basic engineering systems appropriate for the project and the site conditions. The PE will select the primary building systems – structural, mechanical, electrical, and civil.

3. Coordinate and incorporate the consultant’s input.

4. Incorporate all relevant code requirements into the schematic design.

5. Prepare volume and area calculations and evaluate the cost of alternative design proposals.

6. Prepare a building cost analysis based on schematic alternatives, using unit costs by building type and local labor costs, and using standard references such as Means, Dodge or City data. Factor in current inflation rate, other economic variables, and schedule.

7. Evaluate the life cycle costs of alternative building systems.

8. Review the schematic design and cost analysis with the Client/User and revise the design based on the client’s input.

9. Update and review the LEED sustainability targeted measures for the project.

10. Update the construction cost estimate at completion of 20% Design Milestone and compare it to the project budget.

Design Development Phase (50% Design Milestone)

At the Design Development Stage, the Client has already approved the schematic design’s space relationship within the building and the Building System Designer may now develop the design by further defining, in written, graphic and numerical form, the single design direction chosen during the Schematic Design Stage. Design development involves the further refinement of the project’s schematic design, as reflected in a refinement of plans, elevations, sections, three-dimensional images, models, and written and numerical project descriptions. During the Design Development Phase, the PE will oversee the development of project-defining construction details and major material choices that set the tone for the upcoming Construction Documents Phase (such as window/wall/roof junctures and predominant exterior materials). Typical activities for the PE and Design Team during the Design Development Phase include the following:

1. Prepare design development drawings from the approved schematic design and review with the Client/User. Incorporate a refined level of detail in drawings.

2. Participate in discussions with the Client/User regarding project scope, quality and cost.

3. Document Client/User meetings and evaluate their impact on the design program.

4. Coordinate and cross-reference documents.

5. Identify conflicts between building systems and coordinate the work of consultants in resolving these problems.

6. Prepare an outline specification.

7. Ensure that the specifications and drawings conform to previously established requirements and meet all applicable codes.

8. Outline a probable construction document drawing package with numbers and types of drawings enumerated (see related Procedure 8.8).

9. Update the construction cost estimate at completion of 50% design and compare it to the project budget.

Construction Document Phase (90% Design Milestone)

The Construction Documents are the final written and graphic instructions used to construct the project. Construction documents must be accurate, consistent, complete, and understandable. During this phase the PE and Design Team will prepare an accurate, consistent, and complete set of construction drawings inclusive of all design disciplines and a complete set of project specifications. The PE and Design Team will also review the documents with the Client/User. Typical activities for the PE and Design Team during the Construction Document Phase include the following:

1. Develop a list of all project drawings and other documents, including brief descriptions of their contents.

2. Prepare a drawing abbreviation key and standard symbol list.

3. Prepare a schedule for preparation of construction documents with milestone markers and reviews as appropriate to allow for proper coordination with all disciplines.

4. Prepare dimensioned and notated plan, elevation, section, and detail drawings that clearly convey the design development documents.

5. Check architectural drawings against structural, mechanical, and electrical drawings for possible conflicts and interference of plumbing lines, ductwork, electrical fixtures, etc.

6. Research and select appropriate building/project materials based on performance criteria and program requirements.

7. Investigate product literature or question representatives about material selection information useful in the preparation of specifications.

8. Coordinate and cross-reference all drawn and written documents including the work of all consultants.

9. Have third party review all construction documents for constructability.

10. Make revisions and corrections from document mock-ups, redlined drawings and project document sets.

11. Prepare the Project Manual in standard Construction Specification Institute (CSI) format.

12. Cross-check products and materials called for in the specifications for consistency with corresponding terminology and descriptions in the construction documents.

13. Finalize LEED submittal package and submit to U.S. Green Building Council.

14. Update the construction cost estimate at completion of 90% design and compare it to the project budget.

15. Document all meetings and evaluate their impact on the construction documents.

16. Check the program for discrepancies between the design development and construction documents.

17. Conduct final document review for compliance with applicable codes, regulations, etc.

18. Assist the client/user in obtaining required approvals and permits.

19. Review and organize bidding procedures.

20. Send plans and specifications to Project Award and Control Division.

Typical Issues

Schematic Design Phase (20% Design Milestone)

1. Impact of Code Requirements on design alternatives (based on a review with regulatory officials of schematic plans).

2. Impact of all other applicable regulatory reviews (based on preliminary discussions).

3. Impact of political issues on Project development.

4. Life Safety analysis.

5. Long-term flexibility plan for growth and adaptive reuse.

6. Constructability of basic building systems (given site conditions, such as adjacent buildings, vehicle access, community concerns, and soil conditions).

7. Cost and schedule implications of design choices.

8. Refinement of design ideas (based on natural conditions in order to optimize building performance).

9. Readability, clarity, and quality of plans and specifications for the spaces being designed.

10. Evaluation of utility capacity for proposed project (i.e. sewer capacity, water, electrical.)

Design Development Phase (50% Design Milestone)

1. Material thickness.

2. Buildability of junctures between materials.

3. Meshing of structural grid with designed spaces.

4. Construction materials and equipment (in terms of sequence of construction, cost, and interface of trades on the job site).

5. Basic layout of all building systems (including lighting, mechanical, plumbing, etc., to ensure design integration, coordination, and adequacy of space).

6. Furniture layout and interior design.

7. Finalizing design choices in plan, elevation, and section.

8. Material research (in relation to budget review and construction schedule).

9. Landscape layout (both hardscape and softscape) and connection to building.

Construction Document Phase (90% Design Milestone)

1. Local availability of construction material choices.

2. Availability of construction trades.

3. Sequencing of construction and job site organization.

4. Durability, maintenance, and repair of material and equipment choices over the life of the building.

5. Construction and trade standards in the local market.

6. Deconstructability and recyclability of construction material choices.

7. Readability and clarity of the drawings and the Project Manual.

8. Coordination and consistency of all project documents.

9. Close collaboration between all of the design disciplines.

10. Proper notation of all required regulatory and code compliance design and engineering elements.

Deliverables

Schematic Design Phase (20% Design Milestone)

1. Schematic floor plans, sections, elevations and a site plan for the options chosen by the Client (all Consultant input to date must be integrated).

2. Three-Dimensional representations of the Project (either in models, drawings or renderings).

3. Report on the Code review and review of applicable Ordinances (including an updated list of all required final approvals).

4. Updated analysis of LEED target points for the Schematic Design Phase.

5. Updated analysis of the Program square footages.

6. Updated analysis of the project budget and schedule.

7. Description of Project elements for all basic engineering systems (including a preliminary description of colors and finishes).

8. Presentation to the Board of Cultural Affairs

Summary of Tasks and Deliverables: The following list summarizes the typical tasks together with the corresponding deliverables required during the Schematic Design Stage.

Design Development Phase (50% Design Milestone)

1. Design Development Plans (floor plans, reflected ceiling plans, building sections, site sections, elevations, structural, mechanical and electrical plans, site plan, landscape plan, and other drawings as appropriate to describe the project).

2. Preliminary wall section drawings (from roof to foundation) and other major conceptual construction details typical for Design Development (for example, the exterior curtain wall attachment design).

3. Preliminary calculations for sizing mechanical, electrical, and structural elements.

4. A LEED Design Development Manual (enumerating the targeted measures).

5. An updated analysis of the project budget and schedule.

6. An Outline Specification based on the Bureau’s Master Specifications (as described in Chapter 10 of this manual).

Summary of Tasks and Deliverables: The following list summarizes the typical tasks together with the corresponding deliverables required during the Design Development Phase.

Construction Document Phase (90% Design Milestone)

1. Dimensioned, notated, and cross-referenced construction document drawings including floor plans, reflected ceiling plans, building sections, site sections, elevations, structural plans, mechanical plans, electrical plans, a site plan, a civil plan, a landscape plan, details and other drawings as appropriate to describe the final construction of the project.

2. Final calculations for energy use and the mechanical, electrical, and structural elements.

3. A final LEED submittal manual for review by the U.S. Green Building Council.

4. An updated analysis of the project budget and schedule.

5. A final specification in CSI format with all relevant City directives, commonly known as the Project Manual.

Summary of Tasks and Deliverables: The following table summarizes the typical tasks together with the corresponding deliverables required during the Construction Document Phase:

Design Plan Sheets

See related Procedure 8.8 for additional information regarding plan set requirements.

RELATED PROCEDURES

• Procedure 3.4 - Defining Scope

• Chapter 7 - Pre-Design

• Procedure 8.1 - Plan Development Process

• Procedure 8.8 - Typical Plan Set Requirements

• Chapter 10 - Project Specifications and Bid Proposal

LINKS  / ATTACHMENTS

Links

• Council File No. 07-0100 – LEED Silver Standard/Newly Built City Facilities

• BOE Master Specifications

• Ready to Advertise Checklist (City Staff Only)

• Refer to BOE Technical Document Center for additional Links

Attachments

N/A