Schematic & Preliminary Design Reviews

This is intended to be a guide to help us conduct more productive design review meetings. The purpose of these meetings is not for the user(s) and the project architect¹ to discuss alternatives, review issues, consider budgetary implications, investigate site and situation considerations, or perform other similar work-group tasks.

Rather, these meetings are intended to present information to the owner's representative(s) and to answer questions regarding the project architect's proposed design solution. The approved schematic design or approved preliminary design documents establish the basis on which the project architect is given written approval to proceed with the next contractual phase of the design process by this office.

The Program Manager² is the official reviewer at the Schematic Design meeting and serves as this Office's technical representative at the Preliminary Design meeting. Thus, at the Schematic Design review meeting the Program Manager should expect to receive a presentation from the senior member of the project architect's design team. The presenter should be supported by other technical members³ of the design team as needed to explain or clarify issues. This presentation should follow, in concept, the methodology identified below for a Preliminary Design review meeting.

The campus should perform those responsibilities as identified in the Building Project Procedure manual.

¹ Project architect = private A/E firm commissioned by the Board of Regents to provide design services for a capital improvement project. For some projects (e.g., utility system upgrade), the "project architect" role may be filled by an engineering company.
² Program manager = Board of Regents professional staff member assigned to represent the owner's interests.
³ Technical members of the project architect's team may include a variety of subcontractors, including architects, engineers, or professionals providing other specialty services.

1. SCHEMATIC DESIGN

• The Program Manager should authorize the project architect to commence the Schematic Design process when the campus has approved a building program, and the Program Manager has confirmed that the program is consistent with the Regent's approved scope and cost.
• The Program Manager should authorize the project architect to schedule the final Schematic Design Review meeting when the Program Manager has received confirmation of the following from the project architect:
  • The soils investigation has been commenced (BPP4, A5A-1-4);
  • The boundary survey and topographic site survey, consistent with the project program and the campus' physical master plan, have been completed (including Preliminary Utilities Report, BPP A5B-1)
  • The title search has been initiated (BPP, A5G-1-6);
  • The Environmental Site Assessment (BPP A6D & E) and flood plain information have been received;
  • Review of seismic hazard assessment has occurred;
  • The Program Manager and the campus have been presented with, and considered, three (3) reasonable design options, all of which are consistent with the approved project program;
  • The building issues and concepts identified in the Preplanning Guidelines have been addressed;
  • The Program Manager's checklist (BPP, A5F-1) has been completed;
  • Full and appropriate consultation between the campus user(s), campus administration, and the project architect has occurred; and
  • The project architect has provided an "in budget" cost estimate with supporting documentation.
• Any exemption requests (design criteria, design philosophy, etc.) should be thoroughly identified by the project architect, justified in writing, and formally approved or denied no later than the Schematic Design review meeting. This should not, however, be the first time that the need for an exemption is identified, discussed or evaluated by the project architect, the campus, and the Program Manager.