Building Project Procedures Manual

Chapter 6: Preliminary Design

General Note: Lists of activities required to complete a task are example activities only. These lists are not exhaustive. It is the responsibility of all parties to determine all necessary steps required to complete any given activity.

ITEM BOR FACILITIES OFFICE CAMPUSDESIGN PROFESSIONAL /CONSULTANT
1   Work closely with the Design Professional to ensure that the design remains consistent with the approved program, scope and budget. 
2    Review and incorporate the requirements of the BOR publication "Preplanning Guidelines."
3     Work with campus to prepare Loose Equipment List and preliminary furniture plan layout that is reconciled with the loose equipment budget. (See App. 6 J, "Requirements for Loose Equipment Selection and Specifications".)
4   Major Capital Projects: Verify that the Design Professional retains a qualified environmental consultant to complete the Initial GEPA Evaluation Form and Environmental Check List. Advise Design Professional whether an Environmental Site Assessment (ESA) was completed at the Programming Phase. If an ESA was not done, the Design Professional shall provide a Combined ESA/GEPA in accordance with the Board of Regents Criteria in Appendix 6 D.Major Capital Projects: Retain a qualified environmental consultant to complete the Initial GEPA Evaluation Form and Environmental Check List. The completed forms shall be submitted to the BOR Program Manager in a timely fashion. Determine if the campus completed an Environmental Site Assessment (ESA) at the Programming Phase. If an ESA was not done, provide a Combined ESA/GEPA in accordance with the Board of Regents Criteria in Appendix 6 D.
5     Minor Capital Projects: Discuss with the BOR Environmental Affairs Director whether an environmental consultant should be retained to complete the Initial GEPA Evaluation Form and Environmental Check List. Advise campus of decision. If a consultant is not retained, the Design Professional will complete the GEPA forms.
6    No project will be approved without an approved GEPA form. The final approval of the GEPA report is given by the Vice Chancellor for Facilities.
7   Other Projects: For all projects that are not Major or Minor Capital projects, complete the Initial GEPA Evaluation Form and Environmental Checklist and submit to the BOR Program Manager in a timely manner. See App. 6 E for forms. Note: If the campus does not have sufficient information on the site or possess the in-house expertise to properly complete the GEPA forms, a qualified Environmental Consultant shall be retained.Other Projects: For all projects that are not Major or Minor Capital projects, complete the GEPA Evaluation form and checklist and submit to the BOR Program Manager in a timely manner. See App. 6 E for forms. Note: If the Design Professional does not have sufficient information on the site or possess the in-house expertise to properly complete the GEPA forms, a qualified Environmental Consultant shall be retained.
8 Program Manager receives completed Initial GEPA Evaluation Form and Environmental Check List from the campus and the design professional (or consultant.) Forward to the BOR Environmental Affairs Director. When approved, the Env. Affairs Director will send to PM, campus and design professional. If not approved, consult with BOR Environmental Affairs Director to determine if an Environmental Effects Report is required. If the potential for significant adverse environmental effects is identified, the campus shall work with the Design Professional to alter the design to eliminate or minimize the adverse effect(s). Also, contact the BOR Program Manager and Environmental Affairs Director to determine if an Environmental Effects Report is required. If the potential of significant adverse environmental effects is identified, alter the design to eliminate or minimize the adverse effect(s). Also, contact the BOR Program Manager and Environmental Affairs Director to determine if an Environmental Effects Report is required.
9 File approved GEPA Form/Report and update ProTrak System. No project will be approved without an approved GEPA form. The final approval of the GEPA report is given by the Vice Chancellor for Facilities.No project will be approved without an approved GEPA form. The final approval of the GEPA report is given by the Vice Chancellor for Facilities.
10    See "Review by State and/or Federal Agencies" at the end of this Chapter.
11    Prepare a Code Analysis and Life Safety Plan including (but not limited to) the items listed at the end of this Chapter, "Memorandum to Design Professional", number 4.
12    The preliminary design drawings must be submitted to the GSFIC for a property plan review. (See "Memorandum to Design Professional" at the end of this Chapter.)
13    Present and review Preliminary Design at campus for approval. Coordinate submittal of drawings to campus reviewers prior to meeting with campus. Ask campus to include appropriate representatives at meeting.
14   Review Preliminary Design. Include appropriate campus personnel. (Example: Physical Plant, user group, environmental /safety coordinator, local Fire Marshal) If no revisions are needed have President sign documents and forward to BOR for review. 
15    Respond to campus comments in writing with copy to BOR. Incorporate campus comments. Send drawings to campus for signature.
16   Obtain President's signature on Preliminary Design drawings and forward to BOR for review. 
17    Submit information required for the Preliminary Design Presentation meeting shown in App. 6-H to the BOR Program Manager
18 Review Preliminary Design Submittal package. If all items are submitted and complete, authorize the Design Professional to schedule the Preliminary Design Presentation meeting.    
19 Coordinate with Design Professional to schedule Preliminary Design Presentation meeting. (Vice Chancellor and/or Assistant Vice Chancellor will attend.)  Schedule Preliminary Design Review meeting to be held at the BOR Office of Facilities. (See "Memorandum to Design Professional", at the end of this Chapter.)
20    Submit required documents and meeting agenda as described in App. 6 H, "Preliminary Design Submittal Checklist" to the BOR Facilities Office at least one week prior to the Preliminary Design Review meeting at the BOR. Note: This is the last opportunity to request variance from Regents= Design Criteria
21 Appropriate professional staff shall attend Preliminary Design Review Meeting including the Vice Chancellor for Facilities (or his designee) the Program Manager, Environmental Safety personnel, GSFIC and Fire Marshal. (See "Memorandum to Design Professional" at the end of this Chapter.) Appropriate professional staff shall attend Preliminary Design Review Meeting including the Project Manager, Physical Plant staff and Environmental Safety personnel. (See "Memorandum to Design Professional" at the end of this Chapter.)Conduct Preliminary Design Review Meeting. All consultants should attend to provide information and clarification. GEPA findings shall be presented. (See "Memorandum to Design Professional" at the end of this Chapter.)
22 If design needs improvement/is not approved, send letter directing Design Professional to revise and resubmit the preliminary design within a certain time. Identify changes needed. Give guidance.   Provide appropriate documentation of changes to accomplish approval of schematics.
23 Prepare letter to the Design Professional for approval of preliminary design authorizing commencement of construction documents phase  After receipt of approval letter from BOR send invoice to campus for review and payment.
24    For GSFIC Projects Only: Submit the following certificate along with the invoice to campus with a copy to the BOR: 1. AThe Design Professional has obtained a thorough report on subsurface conditions dated _______ and a complete plat of 'Survey of Building Site Conditions' dated ______________ on which survey the surveyor has certified in accordance with the Regents' Building Project Procedure."
2. Written notice of the names of the engineers for electrical design, mechanical design and structural design and advice of the date(s) on which each engineer was furnished a copy of the Memorandum of Policy ("The Rainbow").
25    Proceed with the development of construction documents after written approval has been obtained.
26   Review and approve the statement of the Design Professional. Send copy of invoice and comparative schedule to the BOR Facilities Office. Include a cover letter addressing project conformance with the schedule (See Sample letters Chapter 3 Appendix.) Do not approve payment without the comparative project schedule. 
27 Upon receipt of copy of invoice, update ProTrak System. Require and initiate corrective action for any schedule concerns.   
28     Submit rendering or model (as applicable) 45 days after approval of preliminary design. (See App. 3 F/G, Architectural/Engineering Contract.)

Memorandum to Design Professional

  1. Budget: It is the responsibility of the Design Professional to notify the campus and the Regents' Office immediately concerning anticipated budgetary problems after comparing the budget and the space/functional requirements of the project.
     
  2. Cost Management: The estimate of the cost of construction must take into account any anticipated cost escalation during development of the contract documents, up to the anticipated date of receipt of bids. The Design Professional is cautioned that the Stated Cost Limitation (construction cost) is fixed. Therefore, all reasonable means should be employed to secure accurate cost estimates and manage the cost of the project. The effect of major subcontract areas on the cost should be carefully evaluated and taken into account.
     
  3. Budget Certificate: Do not execute the budget certificate prior to receipt of the topographical survey and foundation investigation report. (See App. 6 G.)
     
  4. Code Analysis and Life Safety Plan: At the Preliminary and 100% Submittals, the Design Professional must provide both a Code Analysis and Life Safety Plan. At a minimum the analysis must address the following items:
     
    • Statement of the applicable codes, regulations and standards being used for this design;
    • Occupancy Classification and Separations;
    • Building Area calculated by floor and separated for new construction and renovation;
    • Construction Type per SBC;
    • Fire protection requirements;
    • Means of egress requirements, including calculation of number of exits.
    • Length of dead-end corridors, travel distances to exits and exit signs, emergency lighting
    • Additional information, such as Accessibility provisions, may be provided.

    Life Safety Plans must show exits, exit signs, rated smoke and fire partitions, length of dead-end corridors, travel distances to exits and emergency lighting. Locations for fire extinguishers and hose cabinets should also be shown. The ideal scale for these plans is one that shows the entire floor on a single sheet. Depending on complexity of plan and size of footprint, it may not be possible to fit an entire floor on a single sheet. In that case, the Design Professional should discuss the presentation scale with the Owner's representative.
     
  5. Construction Access, Staging and Parking Plan: After consultation with the campus, the Design Professional must provide a plan at the Preliminary and 100% Submittal that shows the construction truck routes through campus, access to the construction site, proposed location of construction trailers, staging and storage of materials, and the plan for construction employee parking and/or shuttle route with remote parking.
     
  6. Reviews by State and Federal Agencies at the Preliminary Design Phase:
     
    • Fire Marshal: Before finalizing the preliminary design, contact the office of the State Fire Marshal. (See Directory.) The preliminary design shall be reviewed to ensure the Fire Marshal concurs with the Design Professional's occupancy classification and code interpretations. Projects involving general classrooms, faculty and administrative offices are classified as Business Occupancy. In some cases the State Fire Marshal will direct the Design Professional to a Deputy State Fire Marshal located in the city in which the project is to be constructed.
       
    • GSFIC: The preliminary design drawings must be submitted to the GSFIC for a property plan review. (See Directory) The GSFIC will review the project and will recommend to the Regents measures that could be taken to minimize property loss in the event of fire, windstorm or other disasters. The Design Professional will be advised by the BOR Facilities Office which of these recommendations will be incorporated into the project.

  7. Preliminary Design Presentation Meeting: The intent of this meeting is to present information to the owner's representatives and to answer questions regarding the architect's proposed design solution. The Design Professional shall schedule and coordinate the meeting, prepare the agenda in coordination with the campus and prepare the meeting minutes. In addition to the BOR Facilities Office personnel, the appropriate professional/physical plant campus staff and the appropriate Design Professional team members/consultants shall attend the review and be prepared to fully describe the technical and user aspects of the project. For projects to be constructed by the GSFIC, the design professional should invite a representative from the GSFIC to attend

    The senior member of the project architect's design team should conduct the presentation. Other technical members of the design team will participate as needed to explain or clarify issues to support the presenter. Prior to the meeting, the campus should have fully participated in the design development process and approved the submittal as evidenced by the signature of the campus President on the plans. See Appendix 6 I for a recommended agenda.

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