Construction Services Architect / Engineers Guidelines

Transcription

1 Construction Services 2016 Architect / Engineers Guidelines TL

2 Architect/Engineer Fee Proposal Format Fee proposals should be formatted in the following content order: Client Information: Project Name: Project Location: Project Description: Project Program: Architect/Engineers (A/E) Program Verification Basic Services of the Architect/Engineers shall include the following: The Architect shall establish and/or confirm the Owner s Project Program. Schematic Design The Architect shall develop/present a maximum of (3) proposed design solutions. Schematic Designs shall include architectural site plan, floor plans, and building elevations. Design Development/ Contract Documents (Drawings/Specifications) The A/E shall develop the approved Schematic Design for new construction for all basic Civil, Architectural, Structural, Mechanical, Plumbing, Fire Protection, Electrical Power Distribution, Lighting, Communications, and Fire Alarm Design. Construction Documents shall be prepared to a Green Design Standard. Bidding & Negotiations Architect shall assist and coordinate information during the Bidding process to respond to questions and submit Addenda as required to obtain GMP (Guaranteed Maximum Price). Construction Administration Architect shall attend scheduled Owner/Architect/Construction Manager Meetings to review and discuss the progress of the construction, review and approve Pay Applications, prepare and submit ASI s (Architectural Supplemental Instructions), PR s (Proposal Requests), OCCAA s (Owner Construction Contingency/Allowance Use Authorizations), provide Field Observation Reports (minimum of 2 per month) and a separate Bi-Weekly Project Status Report to the Director of Construction Services, provide review and respond to all submitted meeting minutes, shop drawing submittals, and RFI s (Request for Information). Project Closeout Architect shall prepare a Punch list at Substantial and Final Completion. Other Basic Services Architect shall organize, schedule, and attend meetings that are necessary through all phases of design. Architect shall record and distribute Meeting Minutes for all meetings. Architect shall provide required DOE forms, Life Cycle Cost Analysis, and Energy Efficiency Analysis during each phase of review, permit documents, and project closeout. Architect shall prepare interior/exterior material color board for Owner Approval/Construction Manager Use within 60 days of GMP. Architect shall attend DSBPC Board Meeting(s) at the request of the Owner to provide design information or report on issues related to the project. PCS Guidelines See Architect /Engineer Deliverable Guidelines for specific project deliverables.

3 Architect/Engineer Fee Proposal Format, Page 2 Civil Engineering Basic Services of the Civil Engineer shall include the following: Review Project Geotechnical and Survey Information. Coordinate as required. Prepare Contract Documents (Drawings and Specifications) and Permit Submittals in accordance with local municipal, County, State, and Federal governing agency requirements. Attend Pre-Application Meetings and Coordinate with Regulatory Agencies (SWFWMD, ACOE, DEP, NPDES, DRC, BOCC, Municipality Permitting, Right of Way, Utilities, etc.) as required to process and obtain permits in a timely manner Provide Construction/Contract Administration (RFI s, Submittal/Shop Drawing/Test Report Review, Regular Construction Observation and Inspections, Change Order Review, Normal and Customary attendance at Project Meetings). Provide coordination with Utility Service Providers. Provide coordination of Map Control. Provide Cut and Fill Calculations. Provide Engineer s Estimate of Cost. Add Service Allowances: (See Add Service Allowances under Fee Breakdown Format attached) Reimbursables: Exclusions (Work Not Included): Owner Provided Items: Deliverables: (See Architect/Engineer Deliverables Guideline attached) Project Schedule: Architect Point of Contact Information: Consulting Engineers Point of Contact Information:

4 Architect/Engineer Fee Breakdown Format Basic Services Fee Breakdown (Architectural, Civil, Structural, MEP, and Fire Protection): Program/Project Verification Schematic Design Design Development Construction Documents Bidding & Negotiations Construction Administration Close Out 05% of total fee 15% of total fee 20% of total fee 25% of total fee 05% of total fee 25% of total fee 05% of total fee Add Service Allowances Fee Breakdown (include from list below as applicable). Project Viewpoint - Office to Office Allowance (shall be carried for all projects). Additional Service Allowance (shall be carried for all projects at 5.00% of Basic Services Fee). Feasibility Studies, Programming, and/or Master planning LEED/Green Globes Certification Phase I Environmental site Assessment Site Studies and Special Design Services (watershed drainage modeling, wetland delineation and survey, wetland impact assessment, wetland mitigation, sanitary lift station design) Gopher Tortoise Survey, Permitting, and Removal Geotechnical Investigations and Reports Site Surveying Services (Topo and Boundary) Utility Identification, Location, and Coordination (Electricity, Water, Sanitary, Gas, Telecommunications, Fire, etc.) Traffic Analysis, Studies, and Counts Aerial/GIS Research Off-site Design Not Identified at Time of A/E Agreement US Army Corp of Engineers Landscape Design Estimating Services Food Service Design Owner Initiated Scope Increase Requiring Additional Design Scope Sanitary and Storm lines (existing buildings) Preliminary T&B Analysis (existing buildings) Health Department Review and Permitting (required at concession stands only) Note: Add Service Allowances will require backup fee breakdown for review and approval and are permitted a 10% markup by the A/E. Exception: Items known to have a predetermined fixed fee (i.e. permit application fees, LEED certification fees, etc.) are not permitted to have markup.

5 Architect/Engineer Fee Breakdown Format, Page 2 Reimbursable Expenses The following shall be permitted with backup invoices: Express and messenger charges, postage, reproduction costs applicable to the project, such as blueprinting, photocopying, photographs, printing, binding, etc. Mileage and meals are NOT permitted reimbursable expenses. Architect/Engineer Invoice Format:

6 Architect/Engineer Deliverables Guidelines The purpose of these Guidelines are to outline the requirements of the project deliverables. The Guidelines do NOT modify the scope of work or contractual obligations of the Agreement between the Owner and Architect/Engineer (A/E) or the Agreement between the Owner and Construction Manager (CM). PROJECT MANAGEMENT Communications The A/E shall schedule all necessary design review, coordination, and scope related meetings to obtain necessary project information to maintain project progress and completion. The A/E shall record the minutes of all scheduled meetings, conference calls, and presentations. Minutes shall be distributed within 7 days of meeting date. Project Schedule The A/E shall supply a project schedule and be responsible for updating the schedule at the commencement of each deliverable phase demonstrating compliance with the established project completion dates. Project Schedule shall denote Submittal Deliverable Dates to the Owner for each phase and include one week minimum Owner Review period for Schematic Design and two weeks minimum for Design Development, Construction Documents, and Permit Review. Correspondence The Architect/Engineer shall format all Subject Lines with the school initials followed by subject (i.e. Anclote Elementary School (AES), Bayonet Point Middle School (BPMS), River Ridge High School (RRHS). If you are not sure of the school initials verify with your Project Coordinator. PROJECT VIEWPOINT PCS requires the use of a web based project collaboration/archiving system in all phases of the project commencing at Design Development. The system to be employed is Project Viewpoint by Office 2 Office, LLC. The Architect shall contract with Office 2 Office, LLC. for the use of Project Viewpoint. The A/E responsibilities are defined in the Appendix Documents noted as Project Viewpoint Digital Project Procedures and Project Viewpoint Protocol Table. The A/E and CM Team shall employ Project Viewpoint for all activities required in the Owner Architect Agreement and the Owner Construction Manager/Contractor Agreement including General Conditions, Supplementary General Conditions, Technical Specifications and all other elements of the Contract Documents for construction. All documents employed in the project shall be processed and delivered electronically through the Project Viewpoint web-based software. Project Viewpoint is intended at project completion to be a complete Digital Archive of ALL Contract and Construction Documents. Training will be provided to all members of the A/E and CM Team one month prior to the Design Development Submission (first required submittal for upload). The Architect shall be responsible for coordinating the training. The Architect shall carry and Add Service Allowance for the OTO monthly maintenance fee which shall be calculated as follows: Startup OTO the last month of Design Development + Duration of Construction Document Phase + Duration of Construction + 12 month warranty period + 3 months.

7 Architect/Engineer Deliverables Guidelines, Page 2 CONTRACT DOCUMENTS Provide contract documents as outlined within the Architect/Engineer Deliverables Guidelines for Schematic Design, Design Development, Construction Documents, and Final Construction Documents; also complying with SREF State Requirements for Educational Facilities, approved September 29, 2014; effective November 4, 2014: The Architect/Engineer shall be required to complete all required SREF document forms including, but not limited to, the following: OEF LCCA OEF 208a OEF 208 OEF 110a OEF 110b OEF 209 Life Cycle Cost Analysis Form (Required at Schematic Design phase) Facility Space Chart/Net and Gross Square Footage Form (Required at DD and CD phases) Letter of Transmittal (Required at Construction phase) Project Implementation Information Form (Required at CD phase) Certificate of Occupancy Form (Required at Construction phase) Certificate of Final Inspection Form (Required at Construction phase) SCHEMATIC DESIGN Provide architectural documents that establish the conceptual design, demonstrating scale and relationship of the project components. The Schematic Design Deliverable shall include, but not be limited to the following: Architectural Program Verification Confirm and/or establish building program can be accommodated. Site Plan Depict the entire site showing relationships of all site components. Graphically differentiate between new and existing construction and areas to be remodeled/renovated. Show existing and proposed parking areas with labeled space counts for each. Show existing and proposed walks and covered walkways. Show portable classroom locations (differentiate between existing portables, future portables, and those required by construction). Indicate proposed method of storm water management. Indicate proposed method of environmental management. Floor Plans 1/8-inch scale floor plan(s) labeled with Room Name and Room Square Footage. Elevations To scale elevations. Design Narratives Provide design narratives for Civil, Architectural, Structural, and MEP&FP, & Telecom Systems outlining the proposed major building components and systems.

8 Architect/Engineer Deliverables Guidelines, Page 3 SCHEMATIC DESIGN CONT D Project Schedule (See Project Management Requirements) This package shall be submitted in hard copy and electronic format per the following: (1) Project Program Verified (3) printed sets of drawings (11x17 format minimum) (1) Adobe PDF file (documents shall be combined into a single bookmarked file) (1) OEF LCCA - Life Cycle Cost Analysis Form (if required) DESIGN DEVELOPMENT Provide contract documents that further define and develop the approved schematic design and major building components and systems. Drawings MUST be setup using the PCS Drawing Index and Sheet Numbering/Naming Standard (See Appendix Documents). Drawing sheets shall be 24x36 unless approved by the Owner. The Design Development Deliverable shall include, but not be limited to the following: Site Survey Incorporate property boundary survey and topographical information (if required). Geotechnical Incorporate geotechnical recommendations (if required). Civil Depict the entire site showing relationships of all site components. Graphically differentiate between new and existing construction and areas to be remodeled/renovated. Show existing and proposed parking areas with labeled space counts for each. Show existing and proposed walks and covered walkways. Show portable classroom locations (differentiate between existing portables and those required by construction). Show preliminary environmental controls. Show preliminary locations and depths of storm water retention area(s). Show preliminary utilities inclusive of points of connection (identify potential conflicts). Show grading and all permanent features to be constructed on site. Lateral and transverse sections through the site. Landscape Show hardscape and plant material (if part of A/E contract). Architectural Site Plan Elaboration of Site Plan requirement denoted under Schematic Design. Graphically depict the project phases and dependencies (if applicable). Show building overhangs. Show fencing existing and proposed. Show all building entries and associated permanent walkways and hardscape. Show all service related site components (receiving, loading, fire lane, dumpsters, recycling, etc.)

9 Architect/Engineer Deliverables Guidelines, Page 4 DESIGN DEVELOPMENT CONT D Floor Plans Provide overall floor plans. Provide Life Safety floor plans. 1/8-inch scale floor plan(s) labeled with Room Name, Room Number, Room Square Footage, and FISH code reference, and dimensions. Submit to Project Coordinator for Planning Department Review (See Appendix Document denoted FISH Plans and Space Chart Submittal Requirements). Graphically differentiate between new and existing construction and areas to be remodeled/renovated. Provide detailed Phasing Plans as required. Label wall partitions, door and window tags, interior and exterior elevation tags, enlarged plan tags, etc. Show plumbing fixtures with confirmed fixture counts and toilet partition layouts. Show major furniture, equipment, and casework layouts. Show preliminary kitchen plan (if applicable). Setup Coordination Meeting with PCS Kitchen Consultant. Show preliminary roof plan(s). Elevations To scale elevations indicating primary building materials. Interior Elevations To scale interior elevations indicating primary materials and/or special features. Building Sections Show building sections. Wall Sections Show typical wall section. Schedules Preliminary Room Finish, Door, and Window Schedules. Structural Preliminary foundation plans with footing schedule. Preliminary floor and/or roof framing plans with member sizes and columns. Mechanical 1/8-inch scale floor plan(s) labeled with Room Name, Room Number, Room Square Footage, and FISH code reference. Graphically differentiate between new and existing construction and areas to be remodeled/renovated. Provide detailed Phasing Plans as required. Proposed Site Plan. Proposed HVAC ductwork layouts. Proposed major equipment layouts. Proposed HVAC equipment schedules. Proposed controls system.

10 Architect/Engineer Deliverables Guidelines, Page 5 DESIGN DEVELOPMENT CONT D Plumbing/Fire Protection 1/8-inch scale floor plan(s) labeled with Room Name, Room Number, Room Square Footage, and FISH code reference. Graphically differentiate between new and existing construction and areas to be remodeled/renovated. Provide detailed Phasing Plans as required. Proposed Site Plan. Proposed water and sewer line routing (inclusive of elevations). Proposed horizontal and vertical services with locations and sizes. Proposed fixture layout and schedules. Electrical/Technology 1/8-inch scale floor plan(s) labeled with Room Name, Room Number, Room Square Footage, and FISH code reference. Graphically differentiate between new and existing construction and areas to be remodeled/renovated. Provide detailed Phasing Plans as required. Proposed Site Plan. Proposed electrical service entrance and transformer requirements. Proposed location of main switchboard, power panels, and/or equipment panels. Proposed location of all lights, power/data outlets, and switching. Proposed emergency electrical system. Proposed lightning protection. Proposed fire alarm system. Proposed wireless access points. Show preliminary MDF and IDF room layouts. Specifications Specifications with complete project Table of Contents and completed sections for major products, items, and systems for pricing purposes. Project Schedule Provide updated project schedule with established design completion date (See Project Management Requirements). Initiate Project Viewpoint - Office 2 Office Setup & Training one month prior to DD Submittal. This package shall be submitted in hard copy and electronic format per the following: (1) Project Program Verified (1) PCS Building Permit/Plan Review Application (See Appendix Documents). (3) printed full size sets of (24x36) drawings and (1) printed (18x24) set of drawings (2) printed specification books Adobe PDF Individual Sheet files labeled per the PCS Drawing Index and Sheet Numbering/Naming Standard (See Appendix Documents). (1) OEF 208a - Facility Space Chart/Net And Gross Square Footage Form Note: All electronic files shall be uploaded to the Project Viewpoint Office 2 Office website.

11 Architect/Engineer Deliverables Guidelines, Page 6 CONSTRUCTION DOCUMENTS CONT D Provide contract documents of sufficient scope for bidding and construction. Drawings MUST be setup using the PCS Drawing Index and Sheet Numbering/Naming Standard (See Appendix Documents). Drawing sheets shall be 24x36 unless approved by the Owner. The Construction Document Phase shall consist of a 50 and 90% submittal. The 90% Construction Document Deliverable shall be fully complete and coordinated by all Disciplines for review by PCS prior to submitting the Signed/ Sealed Permit Drawings. The documents shall include, but not be limited to the following: Civil Completed permit drawings as submitted to SWFWMD. Landscape Completed hardscape and plant material drawings (if part of A/E contract). Irrigation plan(s) (if applicable and part of A/E contract). Architectural Site Plan Completed Site Plan and all related Site Details showing full scope of Site work (location and height of fencing, details for sidewalks, ramps, dumpster enclosure, gates, bollards, etc.). Coordinated area where temporary buildings and/or structures shall be located with associated utilities. Identify phasing (if applicable). Floor Plans Completed Life Safety. Completed 1/8-inch scale floor plan(s) labeled with Room Name, Room Number, Room Square Footage, and FISH code reference, and dimensions. Completed labeled wall partitions, door and window tags, interior and exterior elevation tags, enlarged plan tags, building section cuts, wall section cuts, detail cuts, etc. Completed major furniture, equipment, and casework layouts. Completed kitchen plan and equipment schedule(s) (if applicable). Completed roof plan(s) and details. Completed finish and floor pattern plans. Elevations Completed elevations indicating primary building materials and showing all coordinated MEP items. Interior Elevations Completed interior elevations indicating primary materials and special construction. Building Sections Completed building sections. Wall Sections Completed wall sections.

12 Architect/Engineer Deliverables Guidelines, Page 7 CONSTRUCTION DOCUMENTS CONT D Schedules Completed Room Finish Schedule and Finishes Legend, Door and Window Schedules. Structural Completed foundation plans. Completed floor and/or roof framing plans. Completed structural details. Mechanical Completed Site Plan. Completed HVAC ductwork and equipment layouts and schedules. Completed HVAC piping layouts and schedules. Completed controls systems description. Plumbing/Fire Protection Completed Site Plan with coordinated civil connections, future portable stub outs, etc. Completed water and sewer line routing. Completed piping layouts and schedules. Completed fixture layout and schedules. Electrical/Technology Systems Completed electrical Site plan with service entrance, transformer, site lighting, future portable stub outs, etc. Completed equipment panel schedules. Completed lighting, power and data, and switching plans. Completed emergency electrical, lightning protection, and fire alarm systems. Specifications Completed project Specifications (all disciplines). Project Schedule Provide updated project schedule with established design completion date See Project Management Requirements). This package shall be submitted in hard copy and electronic format per the following: (1) PCS Building Permit/Plan Review Application (See Appendix Documents). (3) printed full size sets of (24x36) drawings AND (1) printed (18x24) set of drawings (2) printed specification books Adobe PDF Individual Sheet files labeled per the PCS Drawing Index and Sheet Numbering/Naming Standard (See Appendix Documents). (1) Letter from EOR denoting approval from local utility company for transformer location. (1) Copy of permit application letters for storm water and/or environmental permits or letter from EOR certifying no storm water and/or environmental permits are required. Note: All electronic files shall be uploaded to the Project Viewpoint Office 2 Office website.

13 Architect/Engineer Deliverables Guidelines, Page 8 PERMIT DOCUMENTS Provide Signed & Sealed Contract Documents for permit review. This package shall be submitted in hard copy and electronic format per the following: (1) PCS Building Permit/Plan Review Application (See Appendix Documents). (3) printed (24x36) sets of drawings (Signed/Sealed) (1) printed (18x24) set of drawings (3) printed specification books (Signed/Sealed) Adobe PDF Individual Sheet files labeled per the PCS Drawing Index and Sheet Numbering/Naming Standard (See Appendix Documents). (3) OEF 208a - Facility Space Chart/Net And Gross Square Footage Form (Signed/Sealed) (2) OEF 110a - Project Implementation Information Form (Signed/Sealed) (2) FL Energy Efficiency Code calculations (Signed/Sealed) (2) OEF LCCA - Life Cycle Cost Analysis Form (if required) (2) Architect certification of code compliance (Signed/Sealed) (2) Architect/Engineer response to Phase III mandatory issues (2) Architect Affidavit for Code Compliance. (3) Threshold Inspection Plan (if required) (Signed/Sealed) (1) CD-ROM with ACAD formatted files for contract documents. The disc should be labeled FINAL CONSTRUCTION DOCUMENT CAD FILES and should identify the project, date, and design firm. All Sheet files shall be bound to include all sheet specific data. CAD files shall be Individual Sheet files labeled per the PCS Drawing Index and Sheet Numbering/Naming Standard (See Appendix Documents). Note: All electronic files shall be uploaded to the Project Viewpoint Office 2 Office website.

14 Construction Services 2016 APPENDIX

15 Insert Architects Letterhead PROJECT STATUS REPORT NO: 01 INSERT SCHOOL NAME INSERT SCHOOL ADDRESS DATE: xx/xx/16 WORK IN PROGRESS: Briefly provide general overview of Work in Progress. OBSERVATIONS: Briefly provide general observations. OPEN ISSUES: Briefly describe major open issues at current stage of the project. CM / ACTION: Briefly describe outstanding and/or major CM Action items at current stage of the project. OWNER / ACTION: Briefly describe outstanding and/or major Owner Action items at current stage of the project. DESIGN TEAM / ACTION: Briefly describe outstanding and/or major Design Team Action items at current stage of the project. Prepared by: Copy: Architects Name PCS Director of Construction, PCS Project Coordinator, PCS EFI, other primary team members

16 PROJECT VIEWPOINT DIGITAL PROJECT PROCEDURES Office 2 Office Project Viewpoint is a web based project collaboration system, designed specifically for Architects, Consultants, Contractors and Owners. Office 2 Office, LLC Tampa, Florida (813)

17 OFFICE 2 OFFICE PROJECT VIEWPOINT DIGITAL PROJECT PROCEDURES The following is a description of each phase of the project and what the Architect, Construction Manager and other project team members shall complete at each phase. The description outline matches the menu structure of Project Viewpoint. See "PROJECT VIEWPOINT PROTOCAL TABLE" at the end of this document for assignment of applicable phases. 1. Project Information A. General Project Information 1. The Architect shall post the appropriate information in this list. B. Project Team Members 1. The Project Team Members include all individuals associated with the project and includes registered users as well as non-registered users. 2. The Architect shall post his own information and shall coordinate and verify that all project team members post their own information. 3. Information for non-registered users shall be added by the Architect and shall include consultants and sub-contractors. C. Tasks 1. General Tasks to be accomplished that are not phase specific shall be placed in this list. 2. notifications are only sent to individuals that are assigned a task and the person assigning the task. D. Discussion 1. Discussion Boards shall be used to document decisions as well as informational items that must be distributed to the project team by phase. 2. Each Discussion Board topic should be encapsulated into a single entry. Any new information associated with a specific topic can be appended as a Reply to that Discussion Board item. E. Project Team Calendar 1. Significant project dates shall be added that affect all project team members. 2. The Project Team Calendar is generally available to all registered users of the project site. F. Communications 1. The Communications library shall be used to store both scanned hard copy and digital communications. G. Meetings 1. The Meetings library shall be used to store and distribute meeting agendas and minutes. 2. A Meeting Agendas folder has been created for agendas to upcoming meetings. The agendas shall be placed in the library no later than forty eight hours prior to the upcoming meeting. 3. A Meeting Minutes folder has been created for completed meetings. The minutes for a completed meeting shall be placed in the library no later than forty eight hours after a completed meeting. OVERVIEW OF PROJECT VIEWPOINT Page 1

18 OFFICE 2 OFFICE PROJECT VIEWPOINT DIGITAL PROJECT PROCEDURES H. Budget 1. The original documentation confirming the budget shall be placed in the Budget library. I. Site Information 1. General project data such as the survey, information about utilities and other general information shall be posted in the Site Information library. 2. Project Administration A. Tasks 1. Tasks to be accomplished by the Owner, Architect or Contractor shall be added to this list. 2. These tasks are not generally associated with a specific phase of the project. 3. notifications are only sent to individuals that are assigned a task and the person assigning the task. B. Discussions 1. Discussion Boards shall be used to document decisions as well as informational items that must be distributed to the project team by phase. 2. Each Discussion Board topic should be encapsulated into a single entry. Any new information associated with a specific topic can be appended as a Reply to that Discussion Board item. C. Calendar 1. Significant project dates shall be added that affect specific project team members. 2. This Calendar is generally only for the Owner, Architect and Contractor. D. Communications 1. The Communications library shall be used to store both scanned hard copy and digital communications. E. Meetings 1. The Meetings library shall be used to store and distribute meeting agendas and minutes. 2. A Meeting Agendas folder has been created for agendas to upcoming meetings. The agendas shall be placed in the library no later than forty eight hours prior to the upcoming meeting. 3. A Meeting Minutes folder has been created for completed meetings. The minutes for a completed meeting shall be placed in the library no later than forty eight hours after a completed meeting. F. Budget Update 1. Revisions that add to the project date as well as project finances shall be placed in the Budget Update library. G. Accounting Records 1. Documents that have a bearing on the finances of the project and that are not for all project team members shall be placed in the library. OVERVIEW OF PROJECT VIEWPOINT Page 2

19 OFFICE 2 OFFICE PROJECT VIEWPOINT DIGITAL PROJECT PROCEDURES H. Legal Records 1. Documents that have a bearing on any legal aspect of the project and that are not for all project team members shall be placed in the library. I. RFP 1. The owner shall post any responses to a Request for Proposal for this specific project. 2. The owner is the only party that will have access to this library. J. Permitting Documents 1. Documents necessary for the permitting process shall be placed in this library. 3. Programming A. Tasks 1. Tasks to be accomplished by the Owner, Architect or Contractor shall be added to this list. 2. These tasks are not generally associated with a specific phase of the project. 3. notifications are only sent to individuals that are assigned a task and the person assigning the task. B. Discussions 1. Discussion Boards shall be used to document decisions as well as informational items that must be distributed to the project team by phase. 2. Each Discussion Board topic should be encapsulated into a single entry. Any new information associated with a specific topic can be appended as a Reply to that Discussion Board item. C. Communications 1. The Communications library shall be used to store both scanned hard copy and digital communications. D. Meetings 1. The Meetings library shall be used to store and distribute meeting agendas and minutes. 2. A Meeting Agendas folder has been created for agendas for upcoming meetings. The agendas shall be placed in the library no later than forty eight hours prior to the upcoming meeting. 3. A Meeting Minutes folder has been created for completed meetings. The minutes for a completed meeting shall be placed in the library no later than forty eight hours after a completed meeting. E. Budget Update 1. Revisions that add to the project date as well as project finances shall be placed in the Budget Update library. F. Documents in Progress 1. The Architect shall, at his discretion, post any documents that are to be used by his consultants. OVERVIEW OF PROJECT VIEWPOINT Page 3

20 OFFICE 2 OFFICE PROJECT VIEWPOINT DIGITAL PROJECT PROCEDURES 2. This library is solely for the purpose of collaborating on specific documents and is not intended to act as a repository for the owner or contractor to access. G. Documents in Review 1. The Architect shall post documents in this library for the purposes of facilitating the document review process. 2. This shall be accomplished by posting files as PDF documents and creating them in such a manner as to allow the owner to markup the documents using digital tools provided in the PDF document format. H. Final Approved Documents 1. The Architect shall post the Final Approved Programming Documents into this library. 2. This will serve as an archive copy of the documents as a record of the state of the documents used to proceed to the Schematic Design phase of the project. 4. Schematic Design A. Tasks 1. Tasks to be accomplished that are specific to the Schematic Design phase shall be placed in this list. 2. notifications are only sent to individuals that are assigned a task and the person assigning the task. B. Discussions 1. Discussion Boards shall be used to document decisions as well as informational items that must be distributed to the project team by phase. 2. Each Discussion Board topic should be encapsulated into a single entry. Any new information associated with a specific topic can be appended as a Reply to that Discussion Board item. C. Communications 1. The Communications library shall be used to store both scanned hard copy and digital communications. D. Meetings 1. The Meetings library shall be used to store and distribute meeting agendas and minutes. 2. A Meeting Agendas folder has been created for agendas for upcoming meetings. The agendas shall be placed in the library no later than forty eight hours prior to the upcoming meeting. 3. A Meeting Minutes folder has been created for completed meetings. The minutes for a completed meeting shall be placed in the library no later than forty eight hours after a completed meeting. E. Budget Update 1. Revisions that add to the project date as well as project finances shall be placed in the Budget Update library. F. Documents in Progress OVERVIEW OF PROJECT VIEWPOINT Page 4

21 OFFICE 2 OFFICE PROJECT VIEWPOINT DIGITAL PROJECT PROCEDURES 1. The Architect shall, at his discretion, post any documents that are to be used by his consultants. 2. This library is solely for the purpose of collaborating on specific documents and is not intended to act as a repository for the owner or contractor to access. G. Documents in Review 1. The Architect shall post documents in this library for the purposes of facilitating the document review process. 2. This shall be accomplished by posting files as PDF documents and creating them in such a manner as to allow the owner to markup the documents using digital tools provided in the PDF document format. H. Final Approved Documents 1. The Architect shall post the Final Approved Schematic Design Documents into this library. 2. This will serve as an archive copy of the documents as a record of the state of the documents used to proceed to the Design Development phase of the project. 5. Design Development A. Tasks 1. Tasks to be accomplished that are specific to the Design Development phase shall be placed in this list. 2. notifications are only sent to individuals that are assigned a task and the person assigning the task. B. Discussions 1. Discussion Boards shall be used to document decisions as well as informational items that must be distributed to the project team by phase. 2. Each Discussion Board topic should be encapsulated into a single entry. Any new information associated with a specific topic can be appended as a Reply to that Discussion Board item. C. Communications 1. The Communications library shall be used to store scanned both hard copy and digital communications. D. Meetings 1. The Meetings library shall be used to store and distribute meeting agendas and minutes. 2. A Meeting Agendas folder has been created for agendas for upcoming meetings. The agendas shall be placed in the library no later than forty eight hours prior to the upcoming meeting. 3. A Meeting Minutes folder has been created for completed meetings. The minutes for a completed meeting shall be placed in the library no later than forty eight hours after a completed meeting. E. Budget Update 1. Revisions that add to the project date as well as project finances shall be placed in the Budget Update library. OVERVIEW OF PROJECT VIEWPOINT Page 5

22 OFFICE 2 OFFICE PROJECT VIEWPOINT DIGITAL PROJECT PROCEDURES F. Documents in Progress 1. The Architect shall, at his discretion, post any documents that are to be used by his consultants. 2. This library is solely for the purpose of collaborating on specific documents and is not intended to act as a repository for the owner or contractor to access. G. Documents in Review 1. The Architect shall post documents in this library for the purposes of facilitating the document review process. 2. This shall be accomplished by posting files as PDF documents and creating them in such a manner as to allow the owner to markup the documents using digital tools provided in the PDF document format. H. Final Approved Documents 1. The Architect shall post the Final Approved Design Development Documents into this library. 2. This will serve as an archive copy of the documents as a record of the state of the documents used to proceed to the Construction Documents phase of the project. 6. Construction Documents A. Tasks 1. Tasks to be accomplished that are specific to the Construction Documents phase shall be placed in this list. 2. notifications are only sent to individuals that are assigned a task and the person assigning the task. B. Discussions 1. Discussion Boards shall be used to document decisions as well as informational items that must be distributed to the project team by phase. 2. Each Discussion Board topic should be encapsulated into a single entry. Any new information associated with a specific topic can be appended as a Reply to that Discussion Board item. C. Communications 1. The Communications library shall be used to store both scanned hard copy and digital communications. D. Meetings 1. The Meetings library shall be used to store and distribute meeting agendas and minutes. 2. A Meeting Agendas folder has been created for agendas for upcoming meetings. The agendas shall be placed in the library no later than forty eight hours prior to the upcoming meeting. 3. A Meeting Minutes folder has been created for completed meetings. The minutes for a completed meeting shall be placed in the library no later than forty eight hours after a completed meeting. OVERVIEW OF PROJECT VIEWPOINT Page 6

23 OFFICE 2 OFFICE PROJECT VIEWPOINT DIGITAL PROJECT PROCEDURES E. Specifications in Progress 1. The Architect shall post the specifications in this library as they are being prepared. 2. This library is solely for the purpose of collaborating on specific documents and is not intended to act as a repository for the owner or contractor to access. F. Drawings in Progress 1. The Architect shall, at his discretion, post any documents that are to be used by his consultants. 2. This library is solely for the purpose of collaborating on specific documents and is not intended to act as a repository for the owner or contractor to access. 3. The Architects may post DWG files in this location for transmittal to consultants. G. Documents in Review 1. The Architect shall post documents in this library for the purposes of facilitating the document review process. 2. This shall be accomplished by posting files as PDF documents and creating them in such a manner as to allow the owner to markup the documents using digital tools provided in the PDF document format. H. Final Approved Documents 1. The Architect shall post the Final Approved Contract Documents into this library. 2. Upon final approval of Contract Documents by Owner, the Architect shall post a PDF of each drawing and specification division. 3. This will serve as an archive copy of the documents used for permitting and / or securing the final GMP. I. Revised During Construction 1. This library is used to store drawings / PDF s and specifications which contain modifications made during construction. 2. Upon the completion of the Bidding phase, the Architect will copy the documents in the Final Approved Documents library into this library. 3. Upon issuance of an ASI, the Architect shall post, within two business days, revised drawings and specifications reflecting such changes and complete the properties for each document as it is posted. 4. Upon approval of revisions by the Owner, (CCD, CO) the Architect shall post, within two business days, revised drawings and specifications reflecting such changes and complete the properties for each document as it is posted. 5. It is the responsibility of the Architect to maintain the latest drawings and specifications in this library as well as all approved revisions to these documents. J. Contractor s Field Changes 1. This library is used to store drawings / PDF s and specifications which contain modifications made during construction. 2. The Contractor shall modify the on-site construction documents to reflect changes made in the field that have not been incorporated into the Architect s set of Construction Documents that are stored in the Revised During Construction library OVERVIEW OF PROJECT VIEWPOINT Page 7

24 OFFICE 2 OFFICE PROJECT VIEWPOINT DIGITAL PROJECT PROCEDURES 3. The modified Documents are then to be uploaded to this library. K. As-Built Documents 1. Upon completion of the project a set of Construction documents shall be produced which reflects changes made to the Construction Documents during construction. 2. This set shall reflect, but shall not be limited to, changes made by the Architect in such items as ASI s, RFI s, etc. as well as changes made by the Contractor due to field conditions. 3. This set shall be produced by an agent agreed upon by the Owner. 7. Bidding and Negotiations A. Tasks 1. Tasks to be accomplished that are specific to the Bidding phase shall be placed in this list. 2. notifications are only sent to individuals that are assigned a task and the person assigning the task. B. Discussions 1. Discussion Boards shall be used to document decisions as well as informational items that must be distributed to the project team by phase. 2. Each Discussion Board topic should be encapsulated into a single entry. Any new information associated with a specific topic can be appended as a Reply to that Discussion Board item. C. Communications 1. The Communications library shall be used to store both scanned hard copy and digital communications. D. Meetings 1. The Meetings library shall be used to store and distribute meeting agendas and minutes. 2. A Meeting Agendas folder has been created for agendas for upcoming meetings. The agendas shall be placed in the library no later than forty eight hours prior to the upcoming meeting. 3. A Meeting Minutes folder has been created for completed meetings. The minutes for a completed meeting shall be placed in the library no later than forty eight hours after a completed meeting. E. Documents 1. The Construction Manager shall place documents in this library for the purposes of expediting the bidding process. 2. The documents in this library may be split out into PDF files that correspond to the requested bids from subcontractors. F. Invitation to Bid 1. The Invitation to Bid shall be placed in this library by the Construction Manager. G. Supplementary Bid Information OVERVIEW OF PROJECT VIEWPOINT Page 8

25 OFFICE 2 OFFICE PROJECT VIEWPOINT DIGITAL PROJECT PROCEDURES 1. Any supplementary information that is required for the bidding process shall be placed into this library by the Construction Manager. 2. The files in this library may be of any file type necessary to transmit the appropriate information to the bidding parties. H. Bid Questions 1. The Construction Manager shall document in writing using agreed upon forms any questions which arise during bidding. 2. These questions shall be posted in the Bid Questions library. 3. The bid questions shall be consecutively numbered. 4. All documents contained in the Bid Question, including attachments, shall be packaged in one PDF file to be posted. 5. The Construction Manager shall complete the properties list for each bid question as it is posted. I. Addenda 1. The Architect shall respond to Bid Questions in writing using agreed upon Addendum forms. 2. The Architect shall post the Addenda in the Addenda library and shall consecutively number each Addendum. 3. All documents contained in the Addenda including attachments shall be packaged in one PDF file to be posted. 4. The Architect shall complete the properties for each addendum as it is posted. J. Preconstruction Negotiations 1. Any documents created as part of Preconstruction Negotiations shall be posted in this library. K. Cost Negotiations 1. Any documents created as part of Cost Negotiations shall be posted in this library. L. Value Engineering 1. Any documents created as part of the Value Engineering process shall be posted in this library. M. Bid Tabulation 1. The Construction Manager shall post the Bid Tabulation documents for each Bid Package. N. CM Bid Tracking 1. For the purposes of tabulating all bids received along with the minority contract information, the Construction Manager shall complete the data entry form of the CM Bid Tracking list. O. Notice of Award 1. The Owner or Architect shall post the Notice of Award into this library. P. Roster of Bidders OVERVIEW OF PROJECT VIEWPOINT Page 9

26 OFFICE 2 OFFICE PROJECT VIEWPOINT DIGITAL PROJECT PROCEDURES 1. For the purposes of documenting the contact information for all bidders, the Construction Manager shall complete the data entry form of the Roster of Bidders list. 8. Construction Administration A. Tasks 1. Tasks to be accomplished that are specific to the Construction Administration phase shall be placed in this list. 2. notifications are only sent to individuals that are assigned a task and the person assigning the task. B. Discussions 1. Discussion Boards shall be used to document decisions as well as informational items that must be distributed to the project team by phase. 2. Each Discussion Board topic should be encapsulated into a single entry. Any new information associated with a specific topic can be appended as a Reply to that Discussion Board item. C. Communications 1. The Communications library shall be used to store both scanned hard copy and digital communications. D. Meetings 1. The Meetings library shall be used to store and distribute meeting agendas and minutes. 2. A Meeting Agendas folder has been created for agendas for upcoming meetings. The agendas shall be placed in the library no later than forty eight hours prior to the upcoming meeting. 3. A Meeting Minutes folder has been created for completed meetings. The minutes for a completed meeting shall be placed in the library no later than forty eight hours after a completed meeting. E. Notice to Proceed 1. The Owner or Architect shall post the Notice of Award into this library. F. Approvals 1. The Architect shall post any approvals that have been issued through the bidding process. G. Bonds and Insurance 1. The Construction Manager shall post all Bonds and Insurance certificates as required by the contract documents. H. Schedule of Values 1. The Construction Manager shall post the Schedule of Values into this library as required by the contract documents. 2. The Schedule of Values shall be posted in a timeframe consist with the requirements of the contract documents. I. Material and Color Schedule OVERVIEW OF PROJECT VIEWPOINT Page 10

27 OFFICE 2 OFFICE PROJECT VIEWPOINT DIGITAL PROJECT PROCEDURES 1. The Architect shall post the documentation of all Material and Color selections into this library. J. Site Photos 1. Periodic photographs of the construction process shall be posted, at the owner s discretion. 2. A folder may be created by each team member for uploading their respective photographs. K. Field Reports 1. All field reports by any team member shall be posted into this library. 2. This shall conform to the requirements of the contract documents. 3. The Architect shall be responsible for ensuring that appropriate field reports, required by the contract documents, are posted into this area. L. Request for Information 1. The Construction Manager shall prepare an RFI for any items that require additional clarification. 2. The Construction Manager will issue the RFI by posting it into the RFI library. 3. All documents contained in the RFI including attachments shall be packaged into one PDF file and posted. 4. All parties shall complete the properties for each document as it is posted. 5. Each RFI shall have attached all appropriate documents such as drawings, specifications, supplementary drawings, etc. 6. The Architect shall review the RFI and provide written response. 7. The Architect shall post the RFI Response as an amendment or attachment to the original RFI and post in the RFI library and update the properties for that RFI. 8. The final document shall contain the original request with attachments and the response with attachments all packaged in one PDF. M. Pay Requests 1. The Construction Manager shall post each Pay Request into this library. 2. The timeframe and process for each upload shall be agreed upon prior to the first Pay Request. N. Change Orders 1. The Architect or Construction Manager shall prepare and post a Change Order for any additional work which is not included in the Contract Documents and will increase the Contract Sum or extend the Contract Time. 2. The Change Order will be consecutively numbered (001, 002) and recorded by posting in this area. 3. The properties for each Change Order shall be updated as it is posted. O. Proposal Request 1. The Architect shall prepare a Proposal Request for any required additional work which is not included in the Contract Documents and will increase the Contract Sum or extend the Contract Time. 2. The Architect will issue the Proposal Request by posting in the Proposal Request library. OVERVIEW OF PROJECT VIEWPOINT Page 11

28 OFFICE 2 OFFICE PROJECT VIEWPOINT DIGITAL PROJECT PROCEDURES 3. All documents contained in the Proposal Request including attachments shall be packaged in one PDF file and posted. 4. All team members shall complete the properties for each document as it is posted. 5. Each Proposal Request shall have attached all appropriate documents such as drawings, specifications, supplementary drawings, etc. 6. The Construction Manager shall analyze the Proposal request and provide written response. 7. The Construction Manager shall post the Proposal Request Response in the Proposal Request area as an amendment to the original Proposal Request. 8. The final document shall contain the original request with attachments and the response with attachments all packaged in one PDF. P. Contingency Adjustment 1. The Construction Manager shall maintain a Contingency Adjustment Accounting. The CAA will be consecutively numbered (001, 002) and recorded by posting in this area. 2. All team members shall complete the properties for each CCA as it is posted. Q. Construction Change Directive 1. The Architect will prepare and post a Construction Change Directive for any additional work which is not included in the Contract Documents and will increase the Contract Sum or extend the Contract Time but is to be funded by a contingency or allowance. 2. The CCD shall indicate the source of funds. 3. The CCD will be consecutively numbered (001, 002) and recorded by posting in this library. 4. All team members shall complete the properties for each CCD as it is posted. R. Architect s Supplemental Instructions 1. The Architect will prepare and post an Architect's Supplemental Instruction for any additional work which is not included in the Contract Documents and will not increase the Contract Sum or extend the Contract Time. 2. The Architect's Supplemental Instruction will be consecutively numbered (001, 002) and recorded by posting into this library. 3. The Architect shall complete the properties for each ASI as it is posted. S. Construction Change Request 1. The Construction Manager shall document in writing, using agreed upon forms, any request for a change in contract cost or an extension of time as a result of any RFI and / or ASI issued by the Architect. 2. The CCR shall be consecutively numbered (001, 002) and posted into this library. 3. The Construction Manager shall complete the properties for each CCR as it is posted. T. Submittals 1. The Construction Manager shall post submittals consisting of Shop Drawings, Data Sheets, Manuals, etc. into this library. 2. To facilitate easy retrieval, posted submittals shall only contain information concerning one spec section and one submittal type. OVERVIEW OF PROJECT VIEWPOINT Page 12