Description
Implementation is the realization of an application, or execution of a plan, idea, model, design, specification, standard, algorithm, or policy.
Project Implementation Process & Tools
Revised 11-05
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Project Implementation Timelines
Timeline for Major Projects Timeline for Projects Using Monthly A/E Selection Timeline for All Agency Projects Timeline for Studies and Master Plans
The following examples show timelines for implementation of projects and encompass the A/E selection process, the design process, and the construction process. The A/E selection timelines are based on historical experience, and the design and construction timelines are based on Exhibit 1 of the Manual for Preparation of Capital Budget Requests 2005-2007, prepared by the Division of State Facilities. Planners should be aware of these timelines when developing schedules, since experience has shown that it is very difficult, if not impossible, to accelerate the time intervals indicated for each task.
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? Timeline for Major Projects This timeline is for enumerated projects over $5 million. These projects require development of a request for A/E services , and the use of a two-part process of screening and interviews be used for hiring of an A/Es. Board of Regents and State Building Commission approvals of the design report and authority to construct are necessary.
MONTH 0 14 1/2 15 1/2 16 1/2 20 1/2 22 1/2 25 1/2 49 1/2 52 1/2
1
2
3
4
5
6
----------------------------------------------------------------------Í ---------------- A/E selection process = 7 1/2 months Í
UWSA review A/E Request Institution revise A/E Request DSF review A/E Request Respond to comments and revise Prepare for advertising Advertise Screening for short-list A/E short-listed firms tour A/E interviews Notfication of selected firm Kick-off meeting Contract negotiation
7
TOTAL PROCESS =52 1/2 - 60 1/2 MONTHS
---------------------------------------------------------------Î
-------------Î
---------------- Design & approval process = 18 months Í
35% design Í 7 months Î Prepare BOR, SBC Request
---------------Î
BOR, SBC approval Review 35% design
Complete bid documents Í 4 months Î Review 100% design Í 2 months Î
Bidding & Contracting Í 3 months Î
-- Construction = 27-35 months Í
24-32 months Î
-Î
Î
Construction Í
Close-out Í 3 months
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? Timeline for Projects Using Monthly A/E Selection This timeline is for projects less than $5 million, of a complexity where development of a request for A/E services is necessary. For these projects the hiring of an A/E occurs at the monthly A/E selection meeting. Typically, Board of Regents and State Building Commission approvals of the design report and authority to construct are necessary.
MONTH 0
10
11
12
15
16
19
34
Í -----------------------------------------------Í
UWSA review A/E Request Instritution revise A/E Request DSF Review A/E Request Respond to comments and revise Advertise & Select Notfication of selected firm Kick-off meeting Contract negotiation
TOTAL PROCESS =37-40 MONTHS
----------------------------------------------------------Î
A/E selection process = 5 months
---- Î
Í -----------
Design & approval process = 14 months
-----------Î
35% design Í 5 months Î
Prepare BOR, SBC Request
BOR, SBC approval Review 35 % design
Complete bid documents Í 3 months Î Review 100% design Bidding & Contracting Í 3 months Î
Í -- Construction = 18-21 months
15-18 months Î
-Î
Î
Construction Í
Close-out Í 3 months
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? Timeline for All Agency Projects This timeline is for All Agency projects (or other minor non-enumerated projects) where an All Agency Project Request (AAPR) is used to advertise for A/E services. For these projects the hiring of an A/E occurs at the monthly A/E selection meeting. Typically, Board of Regents and State Building Commission authority to construct occur before the project is advertised.
MONTH 0
10
11
13
14
17
26
Í --------------------------------------------------------- TOTAL PROCESS =28 MONTHS Í --UWSA review & revise AAPR DSF review AAPR BOR, SBC approval Advertise & Select Notfication of selected firm Kick-off meeting Contract negotiation
--------------------------------------------------------------------Î
A/E selection process = 5 months
-Î
Í -------------35% design Í 4 months Î Review 35 % design
Design & approval process = 12 months
-------------Î
Complete bid documents Review 100% design Bidding & Contracting Í 3 months Î
Í ---- Construction = 11 months
9 months Î Close-out
------Î
Construction Í
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28
12
1
2
3
4
5
9
? Timeline for Master Plans and Studies This timeline is for master plans, feasibility studies, and other projects that do not involve construction. Typically, a request for A/E services is used to advertise, although on occasion an AAPR may also be an appropriate vehicle. For these projects the hiring of an A/E occurs at the monthly A/E selection meeting. Usually, neither Board of Regents nor State Building Commission approval is required for these types of services.
MONTH 0
Í --------------- TOTAL PROCESS = 15-23 MONTHS Í
UWSA review A/E Request Instritution revise A/E Request DSF Review A/E Request Respond to comments and revise Advertise & Select Notfication of selected firm Kick-off meeting Contract negotiation Study Í
------------------Î
A/E selection process = 5 months
----Î
10-18 months
Î
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Requesting Consulting Services
What is a Request For Consulting Services? Why is a Request Required? When is a Request Required? Who Writes a Request for Consulting Services? Types of Requests ? What is a request for consulting services? A request for consultant services is a document that identifies: • the SCOPE OF SERVICES and necessary expertise being requested, • the SCOPE OF THE PROJECT for which services are being requested, • WHAT is to be done, • WHO is expected to perform which tasks, • WHEN the activities are occur, and • SPECIAL ITEMS OR CONDITIONS that must be considered. A request should not include information justifying the project or information on funding sources. Justification and funding information is included in the budget approval process, and as a part of requests for Board of Regent or State Building Commission actions. A request for consulting services is the document used to solicit consultant services and is intended to give potential consultants a sufficient understanding of the services being requested to enable the to evaluate their interest, capacity and expertise to do the work, and to respond appropriately. Upon being hired, the request for consulting services provides a starting point and a framework for the services to be performed. Finally, as the work progresses, the request for consulting services serves as a benchmark against which the work can be measured. In addition to the primary purpose of communication to consultants, a request for consulting services serves as a tool for institutions to help understand and clearly articulate needs to the UW System and DSF. ? Why is a Request Required? State law provides for contracting with architectural and engineering consultants for purposes of planning and constructing university and state facilities. The Division of State Facilities (DSF) is the only state agency authorized to contract for such services when the cost of such services exceeds $2,500. DSF will contract architectural and engineering services on the behalf of any state agency, including the University of Wisconsin System, based on a properly prepared request for such services.
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? When is a request required? Written request documents for consulting services are required for all capital improvement projects with an estimated total project cost greater than $100,000 and for special studies and planning. For projects less than $100,000, the Small Project Request Process may be used. For All Agency projects, whether GPR or PR funded, the All Agency Project Request (AAPR) form will normally be used. However, for All Agency projects involving a scope of work or consultant services more extensive than can easily be described on the AAPR form, a request document may be required. In addition, for simple remodeling projects less than $500,000, an AAPR may be sufficient to adequately describe the scope of the project and the services required. Because all projects with a total cost of over $2.5 million require a screening and interview process, a project request document, rather than an AAPR, usually will be required for those projects. This guide provides instructions and format for staff within the University of Wisconsin System when preparing requests to hire the services of a consultant. While the content of a request varies depending upon the nature of the services being requested, the format is generally the same. DSF solicits A/E services through its web site. University staff must prepare the requests and participate in the selection of a consultant. ? Who writes a request for consulting services? Institution staffs are responsible for writing requests. System Administration Capital Planning and Budget staff are available to provide technical consultation and to review and critique drafts of requests. Upon completion of an acceptable document, Capital Planning and Budget staff forwards the document to DSF for their review. Response to DSF review comments and any further editing are then performed by Capital Planning and Budget and/or institution staff as appropriate. ? Types of Requests A request is the vehicle by which the state invites architectural and engineering firms to indicate their interest in contracting for: 1. 2. 3. 4. special studies, planning services, programming services design services through construction, or other architectural/engineering services.
SPECIAL STUDIES tend to be investigative initiatives, efforts to learn more about a particular problem or set of issues. Special studies may focus for example, on a food service problem, a housing problem, or problem with a particular building. Studies may, but do not necessarily, suggest or recommend certain actions to resolve a problem or issue.
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Studies generally gather and evaluate information, resulting in reports that provide input to a decision making process or to a planning process. Studies can lead to decisions, including the definition of specific capital improvement projects. Study reports sometimes serve as the basis for the development of capital projects and can provide useful information for requesting further programming and/or design services. Although studies often require a fee under $100,000 and can be accomplished using the Small Project Request Process, the scope of some studies require more sophisticated consulting expertise. For such studies a request document is necessary to communicate the scope of work and deliverables adequately. The format of this document may vary considerably, depending on the scope of the study. At a minimum the document should specify the intent of the study, the scope of work to be performed, the expertise required, the expected deliverables, the anticipated fee, the schedule, and an institution contact. This is further address in the Project Implementation Process and Tools section of this guide. PLANNING has a larger focus than studies and may or may not include special studies. Planning can focuses primarily on concepts, leaving specific details to subsequent work or, can focus on a specific topic, facility or capital improvement project. Campus master planning, for example, focuses on the whole campus and all of its elements with attention given to land needs and uses, buildings and siting requirements, transportation and circulation needs. Master planning defines concepts and goals, defining directions and guiding principles for development or improvements. Master planning does not typically specify detailed solutions to specific problems and results in a document called a "Plan" that defines conceptual intentions and documents guidelines for future specific actions. Activity similar to campus wide master planning can also focus on a specific problem or building culminating in a "plan" for proceeding toward a solution to the problem without detailing the specifics of a problem solution. This is further address in the Project Implementation Process and Tools section of this guide. A request for DESIGN SERVICES is used to advertise for and hire a consultant and by consulting architects and engineers who during the design the capital improvement project. The project may focus on remodeling or otherwise improving an existing building, construction of a new facility, repairing an outdoor facility such as an athletic field, major maintenance, or any other construction project focusing on university physical facilities. A request for design services does include a description of the functions and activities to occur in a specific university facility as stated by those who will be the occupants and users of the facility. It is a statement of what is to occur in the facility, who will perform the activities, when the activities will occur, and what special features must be present to support the functions and activities. The consultant is expected to provide design services for the described project. Typically the consultant will begin by reviewing the request document to verify and understand the project, develop a full program statement for the project, and proceed into design. The consultant will then produce bidding and construction documents, and will provide normal construction period services. A request for design services is the longest and the most descriptive of any request for architectural/engineering services. It also permits the requestor to clearly communicate the
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scope of a project. Further, the discipline and structure inherent in the process of preparing a request for design services forces the requestor (institution staff) to clarify in their own minds the scope of the project prior to engaging a consultant to design a project. A request for design services does not include a description of a specific design to be achieved, how to construct the project or facility, what finishes to use, or how facility systems should be designed. A request for design services is not a specification for design or construction; the consultant develops a full program statement, design and construction specifications. It should be assumed that in the design phase the consultant will provide the “normal” facility systems and features (heating, lighting, etc.) necessary to meet codes and to accommodate the functions indicated. Only exceptions to the “normal” systems and features are to be identified in the request. Exceptions are those items or conditions that are critical to the conduct of the activities to occur in the facility, but would not normally be assumed for the functions described. It is the designer's job to query future users and occupants to gain a complete understanding of needs, and to design the facility to meet building codes and State of Wisconsin quality standards. This is further address in the Project Implementation Process and Tools section of this guide. Sometimes an institution does not have the staff resources or expertise, or the project is too complex to produce the level of project definition found in a request for design services. In such circumstances it may be advisable to hire an architectural consultant to do PROGRAMMING AND DESIGN. In these cases a consultant will work with the institution to produce a program statement, and when the program statement has been approved as an accurate description of project scope, will move into design. The advantages of having a consultant do both programming and design include expediting the project by having a single selection process, increasing the likelihood of selecting a wellqualified consultant, and avoiding having to educate a new design consultant on the project scope and description. A danger of selecting a single consultant to do both programming and design is having the consultant move into design without having produced a program statement. However, this can be avoided by clearly indicating a program statement as a required deliverable. A request for programming and design contains much of the same information included in a request for design services and is organized in the same general way, but less detail and specificity is provided. At a minimum the document should include a description of the design intent, and general functional requirements to be met. Normally, a space tabulation that includes general functional areas should be provided, although this space tabulation may not include individual spaces within the functional areas. This is further address in the Project Implementation Process and Tools section of this guide. Occasionally an institution my need expertise in determining project scope and budget, and in developing a program that articulates this scope, but may not want to immediately move a project into design. In this case, a request for PROGRAMMING SERVICES is used to employ a consultant to develop a document of user needs for a specific capital improvement project, including specific space requirements and functional requirements of those spaces. Such services typically begin with a general statement of the scope of the
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project. The consultant provides the leadership for a process of working with constituents of the project, in the case of a building the occupants, to help them develop the details of the project. This information will then serve as the basis of a “Request for A/E Design Services” to solicit consulting services to implement the project. Therefore, it is important that the document the consultant produces includes the information necessary to develop a request for design services. This is further address in the Project Implementation Process and Tools section of this guide. Occasionally it is necessary or desirable to engage a consultant for very specific assistance not considered a study, planning or design. OTHER ARCHITECTURAL/ENGINEERING SERVICES can be requested for special services that range from engineering, building commissioning or other highly specialty services that do not follow in the services described above. The format of this type is request should be similar to other types of requests, though the content will be tailored to the specific scope of services being requested. Capital Planning and Budget staff will assist in preparing these requests. This is further address in the Project Implementation Process and Tools section of this guide.
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ARCHITECTURAL/ ENGINEERING SELECTION PROCESS
ENUMERATED PROJECTS • Programming • Design • Programming & Design
• ALL AGENCY GPR Funded • MAINT & REPAIR PR Funded
NON-ENUMERATED PROJECTS • Small Remodeling or Renovation Non-GPR Funded • Master Plans • Studies
Request for A/E Services
AAPR or Request for A/E Services
UW CPB Review & Comment
UW CPB Review & Comment PR FUNDED GPR FUNDED Board of Regents
UW CPB Review & Comment
DSF Review & Comment
DSF Review & Comment
Posting on DSF web site ? $5 MILLION < $5 MILLION
State Building Commission
Responsibility
Institution
Screening
UW CPB DSF
Interviews
Monthly A/E Selection
Institution/ UW DPB/ DSF
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Request for Consulting Services for Campus Master Planning
The following document provides a template for use in writing a request. It includes the required headings in the correct format that should not be modified The words in blue italics are intended to provide direction for writing (instructions) and can be deleted by highlighting and deleting. Materials to illustrate selected points are enclosed in text boxes and can also be deleted by clicking the box and deleting.
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REQUEST FOR CONSULTING SERVICES FOR CAMPUS MASTER PLANNING
INSERT
AAPR
INSTITUTION LOGO
PR FUNDED
REQUEST FOR CONSULTING SERVICES FOR CAMPUS MASTER PLANNING AT UW - NAME
Month Year (of request) Project No. (CPB will obtain)
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Background-and Purpose Explain the intent of the master planning process, to update an existing plan, to provide a framework for future growth, to address specific issues, etc. A summary of information about the institution may be helpful such as when was the institution established, the current enrollment, how much land is encompassed, the gross square feet of building space. A brief summary of previous plans may also be helpful. Project Scope and Description In addition to stating the project scope is to complete a master plan, it you may be helpful to include specific issues that should be addressed. Examples could include transportation and parking, storm water and drainage, development of design guidelines, preservation of natural areas, sustainability, siting for major construction projects, or creation of a campus image. If existing information such as campus maps, long-range development plans, or other planning documents are available, list them here. Scope of Services State the specify the scope of services expected from the consultant, preferred methods you expect the consultant to use, the expertise required, and deliverables. List specific tasks the consultant is to perform. It is best to be as specific as possible, not assuming the consultant will provide certain services. EXAMPLE:
This consultant should provide the following services: Review the 1969 Campus Master Plan history, subsequent campus development, and the current Campus Physical Development Plan • Create a Master Plan that guides the planning and development of projects anticipated within the next 20 years • Assure retention of the existing campus character and strong campus identity • Develop guidelines for future land use • Develop architectural guidelines to assure that the design of future buildings matches the architecture of the original campus buildings designed by ABC Architects in the late 1960’s and early 1970’s • Assess current landscaping inventory and establish future landscaping guidelines. • Preserve important existing environmental assets in new development, including those in close proximity to existing buildings • Address pedestrian and vehicle circulation, retaining the strong tradition of internal pedestrian concourses connecting the core academic buildings, and the functional separation of vehicular traffic on the inner and outer loop roads. • Address accessibility of facilities for those with disabilities • Incorporate the campus’ storm water management plan (currently in progress)
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Indicate if there are any special working relationships or information gathering methods the consultant should use. Examples include presentations to public forums or meetings with specific institutional committees to obtain comments. EXAMPLE:
The consultant will be expected to facilitate and manage information gathering from a variety of participants including: • • • • • • • Students Faculty Administrative Staff Cities of Racine and Kenosha Town of Somers UW System Staff Division of State Facilities
The UW – ABC staff or designated committee members will provide information concerning academic arrays or enrollment planning initiatives that could affect the overall campus Master Plan. The project will require meetings with at least the above noted staff/groups, a project steering committee, and specific client groups including but not limited to housing, parking and utilities.
Indicate the expertise the consultant team is expected to bring to the project. For example, at a minimum, the consultant team should have experience in developing master plans for university campuses. Other specific expertise in such areas as transportation planning may also be necessary, depending on the tasks to be performed. EXAMPLE:
Well qualified firms will have: sufficient staff and current workload capacity to complete the project expeditiously; a team of appropriate specialists or specialized subcontracting firms as necessary to meet the project goals; expertise and experience in providing campus master planning services for large, public universities of a size and population similar to UW - Madison; and demonstrated evidence of comprehensive master planning experience and consensus building in a land-locked, urban university setting (including land planning, facility use planning, environmental & landscape architectural planning, transportation planning, and fiscal analysis of proposed projects). The consultant team should include experience with fiscal analysis and cost estimating related to the building opportunities plan and the transportation plan. The lead firm must bring a nationally recognized transportation planning consultant, or one that has considerable experience in transportation planning for urban universities of 25,000 students or more, as part of their team. The planning team should also include experience with sustainable design and building concepts.
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Indicate the deliverables the consultant will be expected to provide. One of these deliverables should be an executive summary that succinctly communicates the essence of the master plan. Since it may be more economical for the institution to produce copies than the consultant, it may be advisable to ask for electronic/ hard copy reproducibles. EXAMPLE:
Deliverables include: • 40 copies of the executive summary document with color graphics • 10 copies of the complete master plan document with color graphics • 1 foam core-mounted copy of the colored illustrative overall site master plan at a size appropriate for large public meetings • a CD-ROM disk containing the document in digital form (both pdf and Microsoft Office 2003) to allow future editing and the ability to print additional copies of the document and presentation-sized graphics
Project Budget A project budget may either be indicated as a single line item, or may contain separate line items for basic services, reproduction costs, and DSF management fee, which is 1%. Since master planning is funded with institutional funds, it may be advisable to list a fee that is 10% to 20% less than what you are willing to pay, in order to provide some basis for fee negotiation with the consultant. You do not need to indicate the source of funds. Project Schedule The schedule should include important milestones and may be as specific as necessary. EXAMPLE:
Below is the general project schedule that will be finalized upon consultant selection and during the final scoping process of the planning project. • Consultant Selection Process March 2004 • Initiate Project April 2004 • Develop concepts and meet with constituency groups April – May 2004 • Present preliminary plans in a public forum September 2004 • Present final draft plans in a public forum April 2005 • Complete project and deliverables September 2005
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Contacts The contacts listed here are only for purposes of advertising a project request, and are the persons who should be contacted by potential consultants with any questions about the request. There should only one institution contact: the person who is most knowledgeable about the project. After the project is initiated, additional contacts can be identified as necessary. CPB will fill in the UW-System contact name.
UW - Name UW - System Admin. Contact Name Contact Name Phone Number Phone Number e-mail e-mail
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Request for Architectural &Engineering Design Services
The following document provides a template for use in writing a request. It includes the required headings in the correct format that should not be modified The words in blue italics are intended to provide direction for writing (instructions) and can be deleted by highlighting and deleting. Materials to illustrate selected points are enclosed in text boxes and can also be deleted by clicking the box and deleting.
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REQUEST FOR ARCHITECTURAL & ENGINEERING DESIGN SERVICES
EXAMPLE OF A COVER PAGE:
INSERT INSTITUTION LOGO
REQUEST FOR ARCHITECTURAL & ENGINEERING DESIGN SERVICES
PROJECT NAME ( building name, project) BIENNIUM
Month Year (of request) Project No. (CPB will obtain)
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TABLE OF CONTENTS This should be included for every request document. At a minimum there should be an entry for each of the major sections. EXAMPLE OF TABLE OF CONTENTS
PAGE Background and Purpose ..................................................................................................... 1 Project Scope and Description ............................................................................................. 2 Scope of Services................................................................................................................. 3 Project Budget ...................................................................................................................... 4 Project Schedule................................................................................................................... 5 University of Wisconsin Contacts ......................................................................................... 6 General Requirements ......................................................................................................... 7 Space Tabulation.................................................................................................................. 8 User Description of Functions and Requirements ............................................................... 9 Adjacencies......................................................................................................................... 10 Campus Map....................................................................................................................... 11 Floor Plan............................................................................................................................ 12
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Background-and Purpose State the history of the campus/building. Indicate past construction phases and dates or various additions. Indicate other renovation projects that have take place in the most recent past. As applicable, provide a brief recap of the history of the project and the purpose/ intended result of implementing this project. Include references to any previous studies, master plans, etc. that inform the design of this project. This is not a project justification or analysis of need for the project. Project Scope and Description The scope and description is a concise statement of the boundaries of the project and of what is to be provided by the project. It should be comprehensive while not including too many specific details. One scope and description is required for each project. Typical information includes summary ASF, GSF, number of stories, area to be remodeled, etc. Scope of Services Outline the expertise the institution wants the consultant to bring to the project, what services are being requested and what deliverables are needed for the specific project. Indicate what if any specialized expertise is needed of the consultant team for the particular project. Do they need experience in campus master plans? Food services facilities? Housing/dormitory? Laboratories? Audio/Visual? Be careful this does not become so restrictive as to eliminate otherwise qualified consultants. For example, if only a small portion of the project has food services or retail, do not insist a food services consultant or a retail consultant be part of the team. EXAMPLE:
The consultant team should have experience within the last ten years of designing a student union, for a four-year college or university, of a scope and size similar to this project. Specialized expertise in food service is required, including expertise in the retailing and merchandizing of food operations. The consultant team should have expertise in sustainable design, including familiarity with use of the LEED rating system. The consultant team should have experience in working with a diverse constituency in a highly interactive design process. Provide the following services: • • • Working with users, verify program information contained in this document and provide a complete program statement, including room data sheets Survey and evaluate the existing building areas, utilities infrastructure and equipment, code compliance, and produce a Facility Condition Report. Develop a Concept Report (10%) including functional analysis of the immediate site and building areas, schematic plans and sections, narrative descriptions of proposed building systems, estimated total project budget and schedule for the complete work. Identify options, including budget and schedule impacts. Provide presentation drawings suitable for use in public meetings. Using the selected option, develop a Design Report and 35% preliminary documents. Development of construction and bid documents. Provide bidding and construction period services.
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• •
• •
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Project Budget A project budget worksheet should be developed by the institution as part of the planning process. Drawing on the budget worksheet, a budget summary in the following format should be included in each request for design services. Do NOT include fund sources as part of this document. EXAMPLE:
Construction (including demolition) Contingency (0%) Hazardous Material Abatement A/E Design & other fees (0%) DSF Management (4%) Movable Equipment Percent for Art (.25% of total project cost) Estimated Total Project Cost $00 00 00 00 00 00 00 $0,000,000
Project Schedule The schedule for project implementation must be specified, including special timing considerations important to facility occupants and users. The schedule is especially important when the project involves remodeling a facility while it is partially occupied. Time periods when specific facilities cannot be vacated must be identified so they can be incorporated into project budgets and construction schedules. Only significant timing issues should be noted because consideration of timing issues in construction schedules frequently increase project costs. The standard milestone dates must be included. Other significant dates can be added as needed.
EXAMPLE:
• • • • • • • • Consultant Selection 10% Concept Report submittal 35% Preliminary Drawings/ Design Report submittal Board of Regents Approval State Building Commission Authority to Construct Bid Date Start Construction Substantial Completion and Occupancy Final Close-out of Punch List MMYY MMYY MMYY MMYY MMYY MMYY MMYY MMYY MMYY
•
EXAMPLE OF A SPECIAL SCHEDULE CONSIDERATION.
Since the existing building must remain operational during the project, consideration should be given to implementing the project in phases. Work in the food service area must occur between May 15 and August 15, which is the only time that facility may be closed. The new steam service must be operational by September 30.
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Contacts Include only for those projects that are less than $2.5 million. The contacts listed here are only for purposes of advertising a project request, and are the persons who should be contacted by potential consultants with any questions about the request. There should only one institution contact, the person most knowledgeable about the project. After the project is initiated additional contacts can be identified as necessary. CPB will fill in the UWSystem contact name.
UW - Name UW - System Admin. Contact Name Contact Name Phone Number Phone Number e-mail e-mail
General Requirements Every construction project, large or small, occurs within a context that has the potential to affect the complexity and cost of a construction project. It is not uncommon for elements within this context to be overlooked in planning. Usually an understanding of these elements is necessary to successfully complete a construction project. Almost always, these contextual elements affect project budgets. One general requirements section is needed for each project. This list of elements may include such things as the need to continue occupying a building during construction or that a project needs to be phased. It may be necessary to make special provisions to control noise or dust during construction. Frequently these general requirements are related to building operating systems, utility connections, siting, and other items that extent beyond the expertise of the typical building occupant and user. Therefore, occupants and users are not expected to provide a comprehensive statement of general requirements. The occupants, users, and programmer are asked to provide as much general information as they can in a draft request for design services. System Administration CPB staff will assist completing this section of the request for design services as they help to complete a budget for the project. The following is a checklist of items to be considered for inclusion in the General Requirements for a request for design services. The list is not all-inclusive and other items should be included as needed. For other types of requests, categories will be different. However, each major topic area, such as "Occupants" must be included unless there are absolutely no items under the area requiring mention in the document. The specific items included within each area will vary by project.
Occupants
• • • •
List who/which groups will primarily be using the building. Are there any special events that will need to be accommodated? What are the building hours of operations? Are there different levels of usage expected from one semester to the next.
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Site
• • • • • • • • • • • • • • • • •
If other than university owned, indicate site ownership. Indicate zoning and specify if any zoning variances or approvals will be required from the municipality. Identify any zoning requirements that may impact the site. Are there any easements, shoreline setbacks, wetlands or floodplain requirements that affect the site? List existing utilities, their location and pertinent information. Do any need to be relocated for this project? Site survey; is there one? Will one be needed? Soil or geotechnical survey; does the campus have one? Will one be needed? Are there known soil conditions that the consultant should be made aware of? Vegetation on site. Are there any trees or other planting that must be preserved or protected? Is parking adequate for both current and future use? Are there any roads that are to be vacated or closed? Are there any roads that need to be extended? How is recycling and waste being managed? Will it need improvement? Are the material delivery facilities adequate? Are underground storage tanks on the site? Is the site contaminated in any way? May need to also include information under “Hazardous Materials” sub section. Are there any pedestrian paths, view corridors, campus malls, or other site issues that could affect building placement? Construction staging; where can the project be staged? Show on site map. Are there any existing buildings that will be demolished? After consultation with CPB staff, indicate WEPA action required.
EXAMPLES:
• Environmental Impact/ WEPA In accordance with the Wisconsin Environmental Policy Act (WEPA), this project will require a Type I Environmental Impact Statement (EIS). This requirement ensures that all fiscal impacts raised during the WEPA process will be addressed in the project budget estimate. The entire WEPA process must be completed prior to bid solicitation.
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OR
• Environmental Impact/ WEPA In accordance with the Wisconsin Environmental Policy Act (WEPA), this project will require a Type II Environmental Impact Assessment (EIA). This requirement insures all fiscal impacts raised during the WEPA process will be addressed in the project budget estimate. Public review of the Type II assessment is required and a public information meeting may be held to gather input. If unresolved conflicts arise, the project could be elevated for consideration as a Type I, Environmental Impact Statement (EIS) and the earlier assessment used as an initial draft EIS. The entire WEPA process must be completed prior to bid solicitation. OR
OR
•
Environmental Impact/ WEPA In accordance with the Wisconsin Environmental Policy Act (WEPA), this project will require a Type III Environmental Impact Assessment (EIA). The entire WEPA process must be completed prior to bid solicitation. No assistance from the design team is anticipated.
Architectural
• • • • • • • •
What is the condition of the exterior building envelope? Are repairs or restoration required? What is the present condition of elevators? Do they meet current ADA code? Does the facility comply with current ADA requirements? Are there any known building code issues that will affect this project or will specifically need to be addressed by this project? Can the building be vacated during construction or must it be occupied during construction (for remodeling)? Is the structure historic? On a national, state or local register? If on a register, this may be an item to be included under “Special Planning Considerations”. Are there any existing building exterior or interior design materials or features that should be matched? Are there any unique design features or amenities that are to be included.
Health & Safety, Hazardous Materials • Has a WALMS survey been done? If not, one should be performed and the results referenced in this paragraph. Summarize the results and indicate that remediation/ abatement will be performed by the Owner under a separate contract. • Include the cost of remediation/ abatement in the Project Budget.
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• •
Have other hazardous materials been identified that will need to be abated? If any buildings are to be demolished, do they contain any hazardous materials?
Plumbing
• • • • • • • •
Are there problems with existing plumbing within the facility that need to be addressed by this project? City Water: size, pressure, and locations Sanitary sewer size(s) and locations Special waste requirements (acid dilution, plaster traps, etc.) Storm sewer size(s) and locations Does/ will this building have fire sprinklers? Will this building need to be retrofit with sprinklers? Are any special fire protection systems required (CO2, etc.) Indicate those item/ systems that this project will repair, upgrade or replace. If a condition assessment or study has been done, summarize results. If a condition assessment is required, indicate so.. Are there problems with existing HVAC within the facility? Temperature? Humidity? Indoor air quality? Maintenance? (for remodeling projects)? Are existing steam and chilled water utilities adequate to support the facility to be remodeled or added? Is central plant capacity adequate? Steam and condensate line sizes, pressure, and locations Chilled Water line size, temperature, and locations Natural Gas line size and locations Campus Building Automation System. Manufacturers name, model, type, fiber optics network. Campus Compressed Air size, pressure, and location Indicate those items/ systems that this project will repair, upgrade, or replace If a condition assessment or study has been done, summarize results. If a condition assessment is required, indicate so..
Heating, Ventilating and Air Conditioning (HVAC)
• • • • • • • • •
Electrical
• • •
Are there problems with existing electrical services in the facility? Capacity, maintenance? Code? Will this new facility be served by the campus electrical system or by the local electrical utility? If the campus electrical system will serve this facility where is the nearest power and signal manhole(s)? Indicate feeder size, voltage, and capacity. What is its circuit breaker setting and what was the highest demand load over the last one-year period? If this project in an existing building or an
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• • • •
addition to an existing building provide the existing connected feeder information? Building service size, capacity, and condition. Does the existing building have an emergency generator? What is its rating and its current peak demand? Is there adequate capacity for new loads? Are there any issues with existing light fixtures? Maintenance? Quality? Light levels? Controls? If a condition assessment or study has been done, summarize results. If a condition assessment is required, indicate so..
Telecommunications
• • • • • • • • • • • • • •
Which campus signal systems are to be connected to this facility? Where can these be accessed? Is there adequate capacity at the head-end? Fire Alarm System manufacturer, capacity, condition, and central reporting Campus Building Automation System. Manufacturers name, model, type, fiber optics network. Existing/ proposed Video Coaxial Cable head-end location and capacity Existing Central Clock System manufacturer, capacity, and location. If new construction, provide one? Existing Central Class Bell System manufacturer, capacity and location. If new construction, provide one? Existing/ proposed Data - Fiber Optic Cable location Existing public address/ intercom/ music distribution system manufacturer, capacity and location. If new construction, provide one? Telephone - Copper Cable Security Lighting Central Control Others Is an electronic security system needed to protect the occupants and/or contents of this facility? Is the existing building and site security lighting adequate? Is a building public address/intercom/music distribution system needed?
Special Planning Considerations
Include in this sub section special considerations not covered above. Examples may include a need to coordinate with a campus master plan, the desire to incorporate sustainable design features, the need to obtain State Historical Society approval. If a study or preliminary design work has been done that will affect the design of this project, it should be mentioned here. It is advisable that any studies or master plans referenced in this sub section be made available, preferably in electronic form, to potential consultants when this request for services document is advertised.
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EXAMPLE:
Sustainable/High Performance Design (LEED) It is a goal of UW-Oshkosh to provide leadership in becoming a “green” campus. Therefore, this project should be designed using sustainable/ high-performance principles. It is the intent to use the U.S. Green Building Council’s LEED (Leadership in energy and Design) rating system as part of the design process with a goal of designing a project could obtain a silver rating. It is not the intent, however to actually obtain LEED certification, so the documentation necessary to do so will not be required. The following exceptions to use of the LEED rating system should be noted: • • Compliance with ASHRAE 62 is not required Wastewater technologies, water use reduction and renewable energy strategies beyond those required by DSF Energy, HVAC and Plumbing Design Guidelines and Master Specifications must demonstrate life cycle cost savings in order to be considered for implementation.
Space Tabulation The space tabulation is a list of each identifiable and assignable space to be provided by the project. The spaces should be arranged by organizational units, functional entities, or a combination that will clearly identify the spaces that must be designed into the facility or addressed by the project. Spaces can be grouped to reflect proximities required for efficient operations. An identification reference number should be provided for each space listed. Each space should have an individual reference number, although per the second example below identical spaces can be grouped for simplicity. The use of a separate reference for each room can assist the designer in tracking spaces during the design to assure that spaces are not lost. Per the example below, it may be useful to use a reference system that provides grouping by department or functional area. Depending on the size of the space tabulation, separate summary lines should be provided for each organizational unit or functional entity as well as for the total remodeled space and new space. These summaries can be useful for developing a detailed budget for the project and for subsequent design. Summaries should be an appropriate combination of subtotals and totals to effectively identify separation of homogeneous units. One space tabulation is required for each project. The space tabulation should normally be Assignable Square Feet (ASF), although it may be necessary in some remodeling projects to use Gross Square Feet (GSF). Normally, NonAssignable Square Feet (NASF) spaces such as restrooms, mechanical rooms, corridors, etc., are not listed in the Space Tabulation, but are considered part of the GSF. However, on rare occasions it may be desirable to list NASF spaces so assure that specific NASF spaces are not ignored by the consultant. An example may be a remodeling project where a mechanical room is to remain as is. At the end of the Space Tabulation a GSF should be calculated by applying an efficiency factor to the ASF total.
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THE FOLLOWING EXAMPLE SHOWS A SEPARATE ENTRY FOR EACH SPACE:
Each space identified in this table is intended to support specific program functions. The area allotted to each space is an estimate used to develop a project scope. The programmers and designers are expected to evaluate the functions and allocated space to determine the adequacy or inadequacy of each space and to recommend adjustments. It is the desire of the University and the State of Wisconsin to minimize the amount of space constructed while providing appropriate functional space.
Ref. No.
Name Economics Department Department Office and Waiting Conference Room Workroom Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Economics Department Sub Total Business Department Department Office and Waiting Conference Room Dean of Business and Economics Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Business Department Sub Total
Occupants
ASF/ Occupant 200 25 135 135 135 135 135 135 135
Total ASF 200 150 150 135 135 135 135 135 135 135 1,445
10A 10B 10C 10D 10E 10F 10G 10H 10I 10J
1 6 1 1 1 1 1 1 1
11 11A 11B 11C 11D 11E 11F 11G 11H 11I 11J 11K 11L 11M 11O 11P
2 10 1 1 1 1 1 1 1 1 1 1 1 1 1
125 25 185 135 135 135 135 135 135 135 135 135 135 135 135
250 250 185 135 135 135 135 135 135 135 135 135 135 135 135 2,305
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Ref. No. 20 20A 20B 20C 20D 20E 20F 20G 20H 20I 20J 20K 20L 20M 20N 20O
Name Classrooms Seminar Room Seminar Room Classroom A Classroom A Classroom A Classroom B Classroom B Classroom B Classroom C Classroom C Lecture Room A Lecture Room B Case Study Classroom Case Study Classroom Case Study Classroom Classroom Sub Total Computer Labs Computer Lab A Computer Lab A Computer Lab B Computer Lab B Computer Lab B Computer Lab B Computer Lab C Computer Lab C Computer Lab D Computer Lab Sub Total Small Business Incubator Reception Director Office Business Liaison Conference Room Resource Center Small Business Incubator Sub Total GRAND TOTAL ASF Efficiency Factor .65 GRAND TOTAL GSF
Occupants
ASF/ Occupant 30 30 29 29 29 29 25 25 22 22 20 25 36 36 36
Total ASF 480 480 1,000 1,000 1,000 1,250 1,250 1,250 1,650 1,650 2,000 2,500 1,260 1,260 1,260 15,510
16 16 35 35 35 35 50 50 75 75 100 100 35 35 35
30 30A 30B 30C 30D 30E 30F 30G 30H 30I
25 25 35 25 25 25 25 25 50
40 40 40 40 40 40 50 50 25
1,000 1,000 1,400 1,400 1,400 1,400 1,250 1,250 1,250 11,350
40 40A 40B 40C 40D 40E
1 1 1 8 5
250 150 135 25 100
250 150 135 200 500 1,235 31,845 49,000
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THE FOLLOWING EXAMPLE SHOWS THE SAME INFORMATION CONDENSED BY SIMILAR FUNCTIONS:
Ref. No. Name Occupants Room ASF ASF/ Occupant
No. of Rooms 1 1 1 7
10A 10B 10C 10D – 10J
Economics Department Department Office and Waiting Conference Room Workroom Faculty Office Economics Department Sub Total Business Department Department Office and Waiting Conference Room Dean of Business and Economics Office Faculty Office Business Department Sub Total Classrooms Seminar Room Classroom A Classroom B Classroom C Lecture Room A Lecture Room B Case Study Classroom Classroom Sub Total Computer Labs Computer Lab A Computer Lab B Computer Lab C Computer Lab C Computer Lab D Computer Lab Sub Total
1 6 1
200 25 135
200 150 150 135
Total ASF 200 150 150 945 1445 250 250 185 1,620 2,305 9,600 3,000 3,750 3,300 2,000 2,500 3,780 15,510 2,000 1,400 5,000 1,250 1,250 11,350
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11 11A 11B 11C 11D – 11P
2 10 1 1
125 25 185 135
250 250 185 135
1 1 1 12
20 20A – 20B 20C – 20E 20F – 20H 20I – 20J 20K 20L 20M – 20O
16 35 35 75 100 100 35
30 29 29 22 20 25 36
4,800 1,000 1,250 1,650 2,000 2,500 1,260
2 3 3 2 1 1 3
30 30A – 30B 30C – 30F 30G 30H 30I
25 35 25 25 50
40 40 50 50 25
1,000 1,250 1,250 1,250
2 4 1 1
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No. of Rooms 1 1 1 1 1
Ref. No.
Name Occupants Room ASF ASF/ Occupant
40 40A 40B 40C 40D 40E
Small Business Incubator Reception Director Office Business Liaison Conference Room Resource Center Small Business Incubator Sub Total GRAND TOTAL ASF Efficiency Factor .65 GRAND TOTAL GSF
1 1 1 8 5
250 150 135 25 100
250 150 135 200 500
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Total ASF 250 150 135 200 500 1,235 31,845 49,000
User Description of Functions and Requirements This section along with the Space Tabulation provides basic information on the spaces to be designed. This section describes the functions and activities that are to take place in specific spaces. The explanations should be written in the users’ terms and styles, organized in whatever manner will ensure effective communication of functions and needs to a consulting designer. It should be assumed the consultant will design the spaces to meet code requirements and State of Wisconsin design standards, including such items as materials, building systems, finishes, lighting, and handicapped requirements. It should also be assumed that the consultant will design the spaces to meet the normal requirements of the functions listed. The user statement must identify the special or unusual requirements and conditions that are necessary for the activities or functions to occur within the identified spaces. One description of functions and requirements is required for EACH space listed in the space tabulation. The only formatting requirement for this section is the sequence of the descriptions must be consistent with the sequence of spaces listed in the Space Tabulation. Each “description” must be identified with the reference number assigned to space in the space tabulation. Each topic (Identification and Na…., Description, and Special Requ….) described below must be present in the “user description” for each space. If there are no special requirements, state "none.
Identification and Name of Space
The reference number and name of the space as listed in the Space Tabulation.
Description
This should be a statement in the users’ words of their functions and activities to occur in the space. The description should include information such as populations involved in functions and activities, frequencies of activity, levels of activity, as well as ages and sex of users where pertinent.
Special Requirements and Environments
This section should be a statement of the special requirements that are beyond the “normal” considerations a designer would assume for the particular function. It will be helpful to the designer to have this section organized as a list of the major special topic areas. Only those topic areas where special requirements are to be noted should be included. When there are no special requirements or environmental conditions, portions of, or entire section, can be omitted, including the heading. The following list of topics and questions are offered to help identify the special requirements and environmental conditions that are beyond normal facility elements. The list is not all-inclusive and the writer should freely include comments on any special needs within each topic area.
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Operations
• • • • • • • • • •
Are there special operating hour requirements?
Health and Safety
Are there special safety considerations? Are hazardous materials to be used in the space? What are they?
Plumbing
Are sinks of special size or features required? Are sinks used to flush caustic or corrosive causing chemicals or plaster? Is there a need for high purity water? R.O.? D.I.? Purity rating and quantity required. Is there a need for natural gas or other special gases to perform the user’s tasks? Other special gasses in cylinders? How many at one time? Size? Is there a need for vacuum? Is there a need for compressed air? Quality If a fume hood is required, will there be a need for services at the hood? Hot or cold water? Compressed Air? Gas? etc.?
Heating, Ventilating and Air Conditioning (HVAC)
• • • • • • • • • •
Is there a need for special temperatures, minimums/maximums, for other than human comfort? Acceptable range? Is there a need for special humidity levels to be maintained? Minimums/ maximums? Acceptable Range? Is there a need for better than average air filtration, e.g., class 10, 100, or 1000 rooms? Do special heating and cooling requirements need to be maintained on a 24 hour basis? Is there any heat-generating equipment that will produce special heat loads? If fume hoods are required, what will be the hours of operation? Is there any equipment that will require special exhaust. Welding, dust, steam, etc.? Are there any requirements for general room exhaust? If pneumatic controls are used for space control, are there any critical spaces that should be monitored via the BAS by use of separate sensors? Is individual space temperature control required or can several spaces be zoned?
Electrical
• • •
Are there any work tasks that require a special lighting system in addition to or instead of the standard fluorescent lighting system? Will the lighting need to be dimmable and if so to what level? Is remote control of lighting, A/V equipment or other equipment from a teaching station required?
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• • • • • • • • • • • • • • • • • • •
Is there a density of equipment that will require more than a standard number of 120V receptacles? If so, how much or what density of equipment? Watts/SF? Will any equipment require 208V receptacles? Amperage/ watts? Single or three phase? Any equipment requiring other than 120V or 208V? Voltage. Amperage, phase? Any equipment direct-wired? Voltage, amperage, phase? Do any pieces of equipment require emergency power or supplemental power conditioning? Is a separate grounding system required for any equipment? Is any equipment interconnected? What equipment will be installed in the future? Voltage, amperage, phase? Will an explosive storage cabinet be installed which will require grounding? Where are telephone line jacks needed? Where are data line jacks needed for computers or equipment? Is a video line jack(s) needed? Does any equipment require connection to something outside this space which cannot be accessed through the campus data or phone lines Is a wall clock needed? Standard minute interval or special? Is an intercom system needed between any areas or rooms? Is a public address or music distribution system needed? Are there materials in this space which need to be protected by an electronic security system or monitored by the BAS? Is this space a damp or wet room? Are explosive or caustic materials stored or used in this room?
Special Equipment
List special fixed or movable equipment that is to be relocated or purchased and installed. This is especially important when equipment requires special services or utilities; e.g., deionized water etc. Fixed equipment is equipment that is permanently installed and fixed to the structure or facility. Movable equipment should be included in this section only if special services are required.
Relationship
In lieu of using an adjacency diagram, relationships may be expressed in narrative form in this sub section.
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EXAMPLE OF A USER DESCRIPTION OF FUNCTIONS AND REQUIREMENTS:
No. 11 Type 1 Instructional Lab Type I labs are used for the instruction of undergraduates in a range of science programs. Design of the Type 1 labs should maximize flexibility and enhance the University’s ability to assign the spaces to different programs as needs arise. Each lab consists of an instructional space and a storage space. Utilities are provided for teams of students and are located on the perimeter of the room as is lockable casework with epoxy work surfaces. Movable tables/benches and chairs are located in the center of the room. One fume hood is required for each room. Provision should be made for computer based projection from an instructor’s station at room front (voice and data jack at instructor’s station). A projection screen and a minimum of 8’ of whiteboard space on each of two walls is required in each lab. Easy access to course equipment, instruments, and materials is required for all Type 1 labs. Descriptions below are for initial space assignment purposes. A. Lower Level Biology (I) This laboratory will be used for undergraduate introductory biology laboratories. Each class size is limited to 24 students. Eleven sections of Principles of Biology I lab meet during Fall Semester and 6 sections meet during Spring Semester. Each is in a 3 hour block. The activities in these labs include examination of microscope slides and various types of introductory biology experiments involving several different types of equipment. The exercises are designed so that the students work individually or in pairs. Six lab benches should be installed, each accommodating 4 students (pod form). Enough space should be placed between each of the benches so that the instructor is able to move freely from one bench to another. The benches should be at standing working height with some knee holes to allow sitting at the bench on a stool. Each lab bench top should be epoxy. The lab must be designed to provide storage space for microscopes at the student stations in the form of individually locked cabinets or two microscopes stored/locked cabinet. Counter space will be required to place materials and equipment for access to all students. Also space will be required for the instructor in the front of the room. Cabinets surrounding the perimeter are required for chemicals, slides, and other materials needed in lab. Special Requirements Plumbing Four sinks are required with hot/cold/distilled water. Utilities Gas, vacuum, and air are necessary at the perimeter of the room in sufficient quantities for six groups of four students. HVAC One fume hood is required with gas, vacuum, air, and 120V outlet.. Electrical outlets A 120 V electrical outlet is necessary for access by each student. A data jack is necessary for each student. A minimum of 6 additional data jacks at perimeter work areas.
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B. Lower Level Biology (II) This laboratory will be used for undergraduate introductory biology laboratories. Each class size is limited to 24 students. Eleven sections of Principles of Biology I lab meet during Fall Semester and 6 sections meet during Spring Semester. Each is in a 3 hour block. The activities in these labs include examination of microscope slides and various types of introductory biology experiments involving several different types of equipment. The exercises are designed so that the students work individually or in pairs. Six lab benches should be installed, each accommodating 4 students (pod form). Enough space should be placed between each of the benches so that the instructor is able to move freely from one bench to another. The benches should be at standing working height with some knee holes to allow sitting at the bench on a stool. Each lab bench top should be epoxy. The lab must be designed to provide storage space for microscopes at the student stations in the form of individually locked cabinets or two microscopes stored/locked cabinet. Counter space will be required to place materials and equipment for access to all students. Also space will be required for the instructor in the front of the room. Cabinets surrounding the perimeter are required for chemicals, slides, and other materials needed in lab. Special Requirements Plumbing Four sinks are required with hot/cold/distilled water. Utilities Gas, vacuum, and air are necessary at the perimeter of the room in sufficient quantities for six groups of four students. HVAC One fume hood is required with gas, vacuum, air, and 120V outlet.. Electrical outlets A 120 V electrical outlet is necessary for access by each student. A data jack is necessary for each student. A minimum of 6 additional data jacks at perimeter work areas.
Adjacencies The most functional facility is one that enables the occupants to accomplish their work efficiently. The relationships of the functions, activities and spaces to one other frequently contribute significantly to efficiencies. Desirable relationships or adjacencies, as well as relationships or adjacencies to be avoided should be communicated to project designers. These relationships can be communicated in a narrative or in one of several graphic forms. Usually graphic forms are efficient and effective. Graphic and narrative forms can be used in any combination required to effectively communicate necessary relationships. One adjacency statement should be included for each project. On large projects with several functional areas, it may be desirable to produce adjacency diagrams for each major functional area.
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THIS ADJACENCY CHART EXAMPLE WAS CREATED USING MICROSOFT EXCEL PASTED INTO THE WORD DOCUMENT:
Addn’l Admin Space
Adult Resource Cntr
Coffee Shop/ Retail
Ike Schaffrer Room
Multicultural Center
Flambeau Lounge 18
Student Org office
Student Life office
Ticket/ Info Office
Addn’l Food Prep
10
11
12
13
14
15
16
17
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
Meeting Rooms Auditorium Coffee Shop/ Retail Ike Schaffer Room Addn’l Food Prep Private Dining Hawkcard Office Dining Services Student Life Office Catering Office Ticket/ Info Office Addn’l Admin Space Art Gallery Multicultural Center Adult Resource Cntr Women's Center Student Org Office Flambeau Lounge Entrance Lounge Meetg Area Restrms Essential Desirable
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19
1
2
3
4
5
6
7
8
9
Entrance Lounge
Women's Center
Hawkcard Office
Meeting Rooms
Dining Services
Catering Office
Private Dining
Auditorium
Art Gallery
EXAMPLE OF A NARRATIVE ADJACENCY DESCRIPTION:
Adjacencies Occupants of this facility will include the Health and Human Performance faculty and staff, Athletic Department coaches and staff, and Intramurals Director and staff. Major components of the current facility include the gymnasium, pool, weight and exercise rooms, dance studio, classrooms, and office space. With the addition of the field house, racquetball courts, fitness center, free weight room, and expanded showers and lockers, the University views this new structure as a Health and Wellness Center. The Health & Wellness Center at UW-Superior is a unique project. New construction and renovation combined with pre-existing areas (gymnasium and pool) remaining in tact provides for interesting possibilities and limitations to the design of the new facility. It is imperative in designing the Health & Wellness Center that the concepts of a “Multipurpose Facility” also address the concept of “Simultaneous Use Facility.” Currently, one athletic event shuts down the entire facility. Thus, the remaining academic, recreation, and intramural programs are without facilities to serve the students, faculty, staff, and community. Given the concepts of “multipurpose” and “simultaneous use” the following adjacencies address programmatic needs with the design. (A) (B) (C) (D) Accessibility for general student use in relationship to campus and residence facilities (North West-West) Accessibility for athletic events given parking to the north of the gymnasium and potential parking to the south Accessibility for academic programs given parking from the East. Racquetball, weight and fitness areas near general campus access.
Attachments Materials considered to be useful information to help a design consultant become oriented to the campus can be included as attachments. Items that may be useful include a map of the campus upon which the project location is identified, floor plans of the building where the project is to be constructed, or any other items thought to be useful. Photographs may also be helpful. All campus maps, site plans and floor plans should utilize the full 8.5 by 11 sheet with a minimum of ½” margins to maximize readability. Do NOT insert AutoCAD drawings or other formats that cannot be read by those who do not have the specialized software. Do NOT include drawings as a separate file or attachment. Instead export/ convert formats to a Windows Metafile format (.wmf) or another format that can then be inserted as a picture into the document. Then adjust the image for printing in grayscale, modifying size, contrast, and brightness of the image as necessary to obtain a clear image. It is often helpful to note or graphically indicate on maps and plans the project site, areas of the floor plan that are part of this project, limits of project site, etc.
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Request for Architectural & Engineering Programming & Design Services
The following document provides a template for use in writing a request. It includes the required headings in the correct format that should not be modified The words in blue italics are intended to provide direction for writing (instructions) and can be deleted by highlighting and deleting. Materials to illustrate selected points are enclosed in text boxes and can also be deleted by clicking the box and deleting.
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REQUEST FOR ARCHITECTURAL & ENGINEERING PROGRAMMING & DESIGN SERVICES EXAMPLE OF A COVER PAGE
INSERT INSTITUTION LOGO
REQUEST FOR ARCHITECTURAL & ENGINEERING PROGRAMMING & DESIGN SERVICES
PROJECT NAME ( building name, project) BIENNIUM (YYYY-YYYY)
Month Year (of request) Project No. (CPB will obtain)
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TABLE OF CONTENTS This should be included for every request document. At a minimum there should be an entry for each of the major sections. EXAMPLE OF TABLE OF CONTENTS
PAGE Background and Purpose ..................................................................................................... 1 Project Scope and Description ............................................................................................. 2 Scope of Services................................................................................................................. 3 Project Budget ...................................................................................................................... 4 Project Schedule................................................................................................................... 5 University of Wisconsin Contacts ......................................................................................... 6 General Requirements ......................................................................................................... 7 Space Tabulation.................................................................................................................. 8 Special Requirements .......................................................................................................... 9 Campus Map....................................................................................................................... 10 Floor Plan............................................................................................................................ 11
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Background and Purpose State the history of the campus/building. Indicate past construction phases and dates or various additions. Indicate other renovation projects that have take place in the most recent past. As applicable, provide a brief recap of the history of the project and the purpose/ intended result of implementing this project. Include references to any previous studies, master plans, etc. that inform the design of this project. This is not a project justification or analysis of need for the project. Project Scope and Description The scope and description is a concise statement of the boundaries of the project and of what is to be provided by the project. It should be comprehensive while not including too many specific details. One scope and description is required for each project. Typical information includes summary ASF, GSF, number of stories, area to be remodeled, etc. Scope of Services Outline the expertise the institution wants the consultant to bring to the project, what services are being requested and what deliverables are needed for the specific project. Indicate what if any specialized expertise is needed of the consultant team for the particular project. Do they need experience in campus master plans? Food services facilities? Housing/dormitory? Laboratories? Audio/Visual? Be careful this does not become so restrictive as to eliminate otherwise qualified consultants. For example, if only a small portion of the project has food services or retail, do not insist a food services consultant or a retail consultant be part of the team. List the services that you want the consultant to perform. The minimum list includes: - Prepare a Preliminary Program Statement - Prepare a Final Program Statement, Design Report and Appendix, and Preliminary (35%) design documents - Prepare Construction Documents - Provide Construction Period Services The Preliminary Program Statement and the Final Program Statement will be prepared according to UW-System requirements which the consultant will follow for content and format.
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EXAMPLE:
The consulting team should have experience within the last ten years of designing a student union, for a four-year college or university, of a scope and size similar to this project. Specialized expertise in food service is required, including expertise in the retailing and merchandizing of food operations. The consultant team should have expertise in sustainable design, including familiarity with use of the LEED rating system.. The consultant team should have experience in working with a diverse constituency in a highly interactive design process. Provide the following services and deliverables: • • • Working with users, verify preliminary program information contained in this document and develop a preliminary program statement. Deliverable: Preliminary Program Statement per Programming Guide requirements. Survey and evaluate the existing building areas, utilities infrastructure and equipment, code compliance, and produce a Facility Condition Report. Deliverable: Facility Condition Report Develop a Concept Report (10%) including functional analysis of the immediate site and building areas, schematic plans and sections, narrative descriptions of proposed building systems, estimated total project budget and schedule for the complete work. Identify options, including budget and schedule impacts. Working with users develop room data sheets and a final program statement. Deliverable: Concept Report Provide presentation drawings suitable for use in public meetings. Deliverable: (minimum 20” x 30” size mounted drawings) Using the selected option, develop a Design Report and 35% preliminary documents. Deliverables: Design Report (Summary and Appendix), preliminary review drawings, Final Program Statement per Programming Guide requirements. Development of construction and bid documents. Deliverable: Plans and Specifications per DSF contract Provide bidding and construction period services. Deliverable: Per DSF contract
• •
• •
Project Budget A project budget worksheet should be developed by the institution as part of the planning process. Drawing on the budget worksheet, a budget summary in the following format should be included in each request for design services. Do NOT include fund sources as part of this document. EXAMPLE:
Construction (including demolition) Contingency (0%) Hazardous Material Abatement A/E Design & other fees (0%) DFD Management (4%) Movable Equipment Percent for Art (.25% of total project cost) Estimated Total Project Cost Planning Guide - Project Implementation
October 2004 Revised November 2005
$00 00 00 00 00 00 00 $0,000,000
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Project Schedule The schedule for project implementation must be specified, including special timing considerations important to facility occupants and users. The schedule is especially important when the project involves remodeling a facility while it is partially occupied. Time periods when specific facilities cannot be vacated must be identified so they can be incorporated into project budgets and construction schedules. Only significant timing issues should be noted because consideration of timing issues in construction schedules frequently increase project costs. The standard milestone dates must be included. Other significant dates can be added as needed. EXAMPLE OF A SCHEDULE:
• • • • • • • • • • Consultant Selection Preliminary Program Statement 10% Concept Report submittal 35% Preliminary Drawings/ Design Report/ Final Program Statement Board of Regents Approval State Building Commission Authority to Construct Bid Date Start Construction Substantial Completion and Occupancy Final Close-out of Punch List MMYY MMYY MMYY MMYY MMYY MMYY MMYY MMYY MMYY MMYY
EXAMPLE OF A SPECIAL SCHEDULE CONSIDERATION.
Since the existing building must remain operational during the project, consideration should be given to implementing the project in phases. Work in the food service area must occur between May 15 and August 15, which is the only time that facility may be closed. The new steam service must be operational by September 30.
Contacts Include for all requests except those for major projects (over $2.5 million.) Normally there should only one institution contact, since consultants may contact that person for project questions. The person should be the one most knowledgeable about the project and who will be the primary point of contact for the institution during the project. CPB will fill in the UW-System contact name.
UW - Name UW - System Admin. Contact Name Contact Name Phone Number Phone Number e-mail e-mail
General Requirements This section must include enough information for a consultant to gain a general understanding of the requirements and constraints of the project. Because this is a request for programming and design it is less developed than in a request for A/E design services. During the programming process, the institution will work with the consultant to develop more detailed information that will be included in the Program Statement.
Planning Guide - Project Implementation October 2004 Revised November 2005 PI-46
Site
• • • • • • EXAMPLES:
•
Proposed location. If known, are there any potential limitations on use of site: zoning, floodplains, setbacks, wetlands, easements. What campus utilities will be required for this project. Is there adequate central plant capacity? Are they available at the site? What city utilities will be required? Are they available at the site? Is the site contaminated in any way? May need to also include information under “Hazardous Materials” sub section. Are there any existing buildings that will be demolished? After consultation with CPB staff, indicate WEPA action required.
Environmental Impact/ WEPA In accordance with the Wisconsin Environmental Policy Act (WEPA), this project will require a Type I Environmental Impact Statement (EIS). This requirement ensures that all fiscal impacts raised during the WEPA process will be addressed in the project budget estimate. The entire WEPA process must be completed prior to bid solicitation.
OR
• Environmental Impact/ WEPA In accordance with the Wisconsin Environmental Policy Act (WEPA), this project will require a Type II Environmental Impact Assessment (EIA). This requirement insures all fiscal impacts raised during the WEPA process will be addressed in the project budget estimate. Public review of the Type II assessment is required and a public information meeting may be held to gather input. If unresolved conflicts arise, the project could be elevated for consideration as a Type I, Environmental Impact Statement (EIS) and the earlier assessment used as an initial draft EIS. The entire WEPA process must be completed prior to bid solicitation.
OR
• Environmental Impact/ WEPA In accordance with the Wisconsin Environmental Policy Act (WEPA), this project will require a Type III Environmental Impact Assessment (EIA). The entire WEPA process must be completed prior to bid solicitation. No assistance from the design team is anticipated.
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PI-47
Architectural
• • • • • • •
Are there any known special conditions that are to be addressed by this project including ADA, building code problems, maintenance or repair work. Are there any special occupancy conditions, such as needing to phase work around existing occupants. Is the structure historic? On a national, state or local register? Are there any unique design features or amenities that are to be included.
Hazardous Materials
Has a WALMS survey been done? If not, one should be performed and the results summarized in this paragraph. Include the cost of remediation/ abatement in the Project Budget. Have other hazardous materials been identified that will need to be abated? If any buildings are to be demolished, do they contain any hazardous materials?
Plumbing
• • •
Are there any unique plumbing issues or requirements that need to be addressed by this project? Does/ will this building have fire sprinklers? Will this building need to be retrofit with sprinklers? Indicate those items/ systems that this project will repair, upgrade or replace. Are there any unique HVAC issues or requirements that need to be addressed by this project? Indicate those items/ systems that this project will repair, upgrade, or replace
Heating, Ventilating and Air Conditioning (A/C)
• •
Electrical
• •
Are there unique electrical issues or requirements that need to be addressed by this project? Indicate those items/ systems that this project will repair, upgrade or replace.
Telecommunications
• •
Are there any unique telecommunications/ signal issues that need to be addressed by this project? Indicate those items/ systems that this project will repair, upgrade or replace.
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PI-48
Special Planning Considerations
Include in this sub section any special considerations that are not covered above. Examples may include a need to coordinate with a campus master plan, the desire to incorporate sustainable design features, the need to obtain State Historical Society approval. If a study or preliminary design work has been done that will affect the design of this project, it should be mentioned here. It is advisable that any studies or master plans referenced in this sub section be made available, preferably in electronic form, to potential consultants when this request for services document is advertised. EXAMPLE
Sustainable/High Performance Design (LEED) • This project should be designed using sustainable/ high-performance principles. It is the intent to use the U.S. Green Building Council’s LEED (Leadership in Energy and Design) rating system as part of the design process and to certify this project at a silver rating level. When using LEED, the following requirements also apply: Wastewater technologies, water use reduction and renewable energy strategies beyond those required by DSF Energy, HVAC and Plumbing Design Guidelines and Master Specifications must demonstrate life cycle cost savings in order to be considered for implementation. DSF Daylighting Standards provide a minimum standard that shall be met.
•
•
Space Tabulation The space tabulation is a list of each identifiable and assignable space to be provided by the project. The spaces should be arranged by organizational units, functional entities, or a combination that will clearly identify the spaces that must be designed into the facility or addressed by the project. Spaces can be grouped to reflect proximities required for efficient operations. An identification reference number should be provided for each space listed. Each space should have an individual reference number, although per the second example below identical spaces can be grouped for simplicity. The use of a separate reference for each room can assist the designer in tracking spaces during the design to assure that spaces are not lost. Per the example below, it may be useful to use a reference system that provides grouping by department or functional area. Depending on the size of the space tabulation, separate summary lines should be provided for each organizational unit or functional entity as well as for the total remodeled space and new space. These summaries can be useful for developing a detailed budget for the project and for subsequent design. Summaries should be an appropriate combination of subtotals and totals to effectively identify separation of homogeneous units. One space tabulation is required for each project. The space tabulation should normally be Assignable Square Feet (ASF), although it may be necessary in some remodeling projects to use Gross Square Feet (GSF). Normally, NonPlanning Guide - Project Implementation October 2004 Revised November 2005 PI-49
Assignable Square Feet (NASF) spaces such as restrooms, mechanical rooms, corridors, etc., are not listed in the Space Tabulation, but are considered part of the GSF. However, on rare occasions it may be desirable to list NASF spaces so assure that specific NASF spaces are not ignored by the consultant. An example may be a remodeling project where a mechanical room is to remain as is. At the end of the Space Tabulation a GSF should be calculated by applying an efficiency factor to the ASF total. Since programming and design services are being requested, all individual spaces may not have yet been defined. But there must be a general understanding of the amount of space needed for each functional area. In this case the space tabulation should show total ASF for each functional area, with total ASF and a GSF grand total.
Planning Guide - Project Implementation October 2004 Revised November 2005
PI-50
THE FOLLOWING EXAMPLE SHOWS A SEPARATE ENTRY FOR EACH SPACE:
Each space identified in this table is intended to support specific program functions. The area allotted to each space is an estimate used to develop a project scope. The programmers and designers are expected to evaluate the functions and allocated space to determine the adequacy or inadequacy of each space and to recommend adjustments. It is the desire of the University and the State of Wisconsin to minimize the amount of space constructed while providing appropriate functional space. Ref. No. Name Economics Department Department Office and Waiting Conference Room Workroom Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Economics Department Sub Total Business Department Department Office and Waiting Conference Room Dean of Business and Economics Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Business Department Sub Total Occupants ASF/ Occupant 200 25 135 135 135 135 135 135 135 Total ASF 200 150 150 135 135 135 135 135 135 135 1,445
10A 10B 10C 10D 10E 10F 10G 10H 10I 10J
1 6 1 1 1 1 1 1 1
11 11A 11B 11C 11D 11E 11F 11G 11H 11I 11J 11K 11L 11M 11O 11P
2 10 1 1 1 1 1 1 1 1 1 1 1 1 1
125 25 185 135 135 135 135 135 135 135 135 135 135 135 135
250 250 185 135 135 135 135 135 135 135 135 135 135 135 135 2,305
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PI-51
Ref. No. 20 20A 20B 20C 20D 20E 20F 20G 20H 20I 20J 20K 20L 20M 20N 20O
Name Classrooms Seminar Room Seminar Room Classroom A Classroom A Classroom A Classroom B Classroom B Classroom B Classroom C Classroom C Lecture Room A Lecture Room B Case Study Classroom Case Study Classroom Case Study Classroom Classroom Sub Total Computer Labs Computer Lab A Computer Lab A Computer Lab B Computer Lab B Computer Lab B Computer Lab B Computer Lab C Computer Lab C Computer Lab D Computer Lab Sub Total Small Business Incubator Reception Director Office Business Liaison Conference Room Resource Center Small Business Incubator Sub Total GRAND TOTAL ASF Efficiency Factor .65 GRAND TOTAL GSF
Occupants
ASF/ Occupant 30 30 29 29 29 29 25 25 22 22 20 25 36 36 36
Total ASF 480 480 1,000 1,000 1,000 1,250 1,250 1,250 1,650 1,650 2,000 2,500 1,260 1,260 1,260 15,510
16 16 35 35 35 35 50 50 75 75 100 100 35 35 35
30 30A 30B 30C 30D 30E 30F 30G 30H 30I
25 25 35 25 25 25 25 25 50
40 40 40 40 40 40 50 50 25
1,000 1,000 1,400 1,400 1,400 1,400 1,250 1,250 1,250 11,350
40 40A 40B 40C 40D 40E
1 1 1 8 5
250 150 135 25 100
250 150 135 200 500 1,235 31,845 49,000
Planning Guide - Project Implementation October 2004 Revised November 2005
PI-52
THE FOLLOWING EXAMPLE SHOWS THE SAME INFORMATION CONDENSED BY SIMILAR FUNCTIONS:
No. of Rooms 1 1 1 7 1 1 1 12 2 3 3 2 1 1 3 2 4 1 1 1 Ref. No. Name Occupants Room ASF ASF/ Occupant
10A 10B 10C 10D – 10J
Economics Department Department Office and Waiting Conference Room Workroom Faculty Office Economics Department Sub Total Business Department Department Office and Waiting Conference Room Dean of Business and Economics Office Faculty Office Business Department Sub Total Classrooms Seminar Room Classroom A Classroom B Classroom C Lecture Room A Lecture Room B Case Study Classroom Classroom Sub Total Computer Labs Computer Lab A Computer Lab B Computer Lab C Computer Lab C Computer Lab D Computer Lab Sub Total
1 6 1
200 25 135
200 150 150 135
11 11A 11B 11C 11D – 11P
2 10 1 1
125 25 185 135
250 250 185 135
20 20A – 20B 20C – 20E 20F – 20H 20I – 20J 20K 20L 20M – 20O
16 35 35 75 100 100 35
30 29 29 22 20 25 36
4800 1000 1250 1650 2000 2500 1260
30 30A – 30B 30C – 30F 30G 30H 30I
25 35 25 25 50
40 40 50 50 25
1000 1400 1250 1250 1250
Planning Guide - Project Implementation October 2004 Revised November 2005
PI-53
Total ASF 200 150 150 945 1,445 250 250 185 1,620 2,305 9,600 3,000 3,750 3,300 2,000 2,500 3,780 15,510 2,000 5,600 5,000 1,250 1,250 11,350
No. of Rooms 1 1 1 1 1
Ref. No.
Name Occupants Room ASF ASF/ Occupant
40 40A 40B 40C 40D 40E
Small Business Incubator Reception Director Office Business Liaison Conference Room Resource Center Small Business Incubator Sub Total GRAND TOTAL ASF Efficiency Factor .65 GRAND TOTAL GSF
1 1 1 8 5
250 150 135 25 100
250 150 135 200 500
Planning Guide - Project Implementation October 2004 Revised November 2005
PI-54
Total ASF 250 150 135 200 500 1,235 31,845 49,000
THE FOLLOWING EXAMPLE SHOWS THE SAME INFORMATION CONDENSED BY GENERAL FUNCTIONAL AREAS:
No. of Rooms 1 1 1 19 15 9 Ref. No. Name Occupants Room ASF
10 11 12 13 14 11A
Economics Department Offices Business Department & Dean's Offices Small Business Incubator Faculty Offices Classrooms Computer Labs GRAND TOTAL ASF Efficiency Factor .65 GRAND TOTAL GSF
1 3 3 1 -
200 150 150 135 -
Planning Guide - Project Implementation October 2004 Revised November 2005
Total ASF 500 700 1,200 2,565 15,500 11,400 31,865 49,000
PI-55
Special Requirements This section should include any special requirements for the spaces included in the space tabulation. Special requirements include only those items that would not normally be expected to be included for the type of function listed, but are necessary for the activities or functions to occur within the space. It should be assumed that the consultant will design spaces to meet normal requirements of the functions. It should also be assumed the consultant will design the spaces to meet code requirements and State of Wisconsin design standards, including such items as materials, building systems, finishes, lighting, and handicapped requirements. Examples of special requirements include items such as unusual vibration or acoustical isolation to accommodate a piece of research equipment, very heavy floor loading requirements, or labs with Biosafety Level 3 or above requirements. A description of special requirements is needed only for each space or type of space listed in the space tabulation that has a special requirement. The only formatting requirement for this section is the sequence of the Special Requirements be consistent with the sequence of spaces listed in the Space Tabulation. Each “special requirement” must be identified with the reference number assigned to space in the space tabulation.
Identification and Name of Space
The reference number and name of the space as listed in the Space Tabulation.
Description of Space
This should be a brief statement in the users’ words of the functions and activities to occur in the space, including information such as populations involved in functions and activities, frequencies of activity, levels of activity, as well as ages and sex of users where pertinent.
Special Requirements and Environments
This section should be a statement of the special requirements beyond the “normal” considerations a designer would assume for the particular function. It will be helpful to the designer to have this section organized as a list of the major special topic areas. Only those topic areas where special requirements are to be noted should be included. When there are no special requirements or environmental conditions, portions of, or entire sub sections, can be omitted, including the headings. EXAMPLE:
12 Civil Engineering Lab This lab will be used for the instruction of classes of 25 students and will house fixed and movable materials testing equipment. In addition, activities at workbenches will occur. Special Requirements This room should be on grade. The fixed materials testing equipment should be mounted on pads with a floor loading capacity of 250 PSF, and isolated from the remainder of the floor slab. 208V, 3 phase power should be provided.
Planning Guide - Project Implementation October 2004 Revised November 2005 PI-56
Attachments Materials considered to be useful information to help a design consultant become oriented to the campus can be included as attachments. Items that may be useful include a map of the campus upon which the project location is identified, floor plans of the building where the project is to be constructed, or any other items thought to be useful. Photographs may also be helpful. All campus maps, site plans and floor plans must utilize the full 8.5 by 11 sheet with a minimum of ½” margins. Do NOT insert AutoCAD drawings or other formats that cannot be read by Word or Adobe Acrobat. Do NOT include drawings as a separate file or attachment. Instead export/ convert formats to a Windows Metafile format (.wmf) or another format that can then be inserted as a picture into the document. Then adjust the image for printing in grayscale, modifying size, contrast, and brightness of the image as necessary to obtain a clear reproducible image. It is often helpful to note or graphically indicate on maps and plans the project site, areas of the floor plan that are part of this project, limits of project site, etc.
Planning Guide - Project Implementation October 2004 Revised November 2005
PI-57
Real Estate Transactions
Materials for this section will be added at a later date.
Property Leasing
Materials for this section will be added at a later date.
Assessable Improvements
Materials for this section will be added at a later date.
Building Removal (Demolition)
Materials for this section will be added at a later date.
Planning Guide - Project Implementation October 2004 Revised November 2005
PI-58
doc_467597217.pdf
Implementation is the realization of an application, or execution of a plan, idea, model, design, specification, standard, algorithm, or policy.
Project Implementation Process & Tools
Revised 11-05
Planning Guide - Project Implementation October 2004 Revised November 2005
PI-1
Project Implementation Timelines
Timeline for Major Projects Timeline for Projects Using Monthly A/E Selection Timeline for All Agency Projects Timeline for Studies and Master Plans
The following examples show timelines for implementation of projects and encompass the A/E selection process, the design process, and the construction process. The A/E selection timelines are based on historical experience, and the design and construction timelines are based on Exhibit 1 of the Manual for Preparation of Capital Budget Requests 2005-2007, prepared by the Division of State Facilities. Planners should be aware of these timelines when developing schedules, since experience has shown that it is very difficult, if not impossible, to accelerate the time intervals indicated for each task.
Planning Guide - Project Implementation October 2004 Revised November 2005
PI-2
? Timeline for Major Projects This timeline is for enumerated projects over $5 million. These projects require development of a request for A/E services , and the use of a two-part process of screening and interviews be used for hiring of an A/Es. Board of Regents and State Building Commission approvals of the design report and authority to construct are necessary.
MONTH 0 14 1/2 15 1/2 16 1/2 20 1/2 22 1/2 25 1/2 49 1/2 52 1/2
1
2
3
4
5
6
----------------------------------------------------------------------Í ---------------- A/E selection process = 7 1/2 months Í
UWSA review A/E Request Institution revise A/E Request DSF review A/E Request Respond to comments and revise Prepare for advertising Advertise Screening for short-list A/E short-listed firms tour A/E interviews Notfication of selected firm Kick-off meeting Contract negotiation
7
TOTAL PROCESS =52 1/2 - 60 1/2 MONTHS
---------------------------------------------------------------Î
-------------Î
---------------- Design & approval process = 18 months Í
35% design Í 7 months Î Prepare BOR, SBC Request
---------------Î
BOR, SBC approval Review 35% design
Complete bid documents Í 4 months Î Review 100% design Í 2 months Î
Bidding & Contracting Í 3 months Î
-- Construction = 27-35 months Í
24-32 months Î
-Î
Î
Construction Í
Close-out Í 3 months
Planning Guide - Project Implementation October 2004 Revised November 2005
PI-3
? Timeline for Projects Using Monthly A/E Selection This timeline is for projects less than $5 million, of a complexity where development of a request for A/E services is necessary. For these projects the hiring of an A/E occurs at the monthly A/E selection meeting. Typically, Board of Regents and State Building Commission approvals of the design report and authority to construct are necessary.
MONTH 0
10
11
12
15
16
19
34
Í -----------------------------------------------Í
UWSA review A/E Request Instritution revise A/E Request DSF Review A/E Request Respond to comments and revise Advertise & Select Notfication of selected firm Kick-off meeting Contract negotiation
TOTAL PROCESS =37-40 MONTHS
----------------------------------------------------------Î
A/E selection process = 5 months
---- Î
Í -----------
Design & approval process = 14 months
-----------Î
35% design Í 5 months Î
Prepare BOR, SBC Request
BOR, SBC approval Review 35 % design
Complete bid documents Í 3 months Î Review 100% design Bidding & Contracting Í 3 months Î
Í -- Construction = 18-21 months
15-18 months Î
-Î
Î
Construction Í
Close-out Í 3 months
Planning Guide - Project Implementation October 2004 Revised November 2005
PI-4
37
1
2
3
4
5
? Timeline for All Agency Projects This timeline is for All Agency projects (or other minor non-enumerated projects) where an All Agency Project Request (AAPR) is used to advertise for A/E services. For these projects the hiring of an A/E occurs at the monthly A/E selection meeting. Typically, Board of Regents and State Building Commission authority to construct occur before the project is advertised.
MONTH 0
10
11
13
14
17
26
Í --------------------------------------------------------- TOTAL PROCESS =28 MONTHS Í --UWSA review & revise AAPR DSF review AAPR BOR, SBC approval Advertise & Select Notfication of selected firm Kick-off meeting Contract negotiation
--------------------------------------------------------------------Î
A/E selection process = 5 months
-Î
Í -------------35% design Í 4 months Î Review 35 % design
Design & approval process = 12 months
-------------Î
Complete bid documents Review 100% design Bidding & Contracting Í 3 months Î
Í ---- Construction = 11 months
9 months Î Close-out
------Î
Construction Í
Planning Guide - Project Implementation October 2004 Revised November 2005
PI-5
28
12
1
2
3
4
5
9
? Timeline for Master Plans and Studies This timeline is for master plans, feasibility studies, and other projects that do not involve construction. Typically, a request for A/E services is used to advertise, although on occasion an AAPR may also be an appropriate vehicle. For these projects the hiring of an A/E occurs at the monthly A/E selection meeting. Usually, neither Board of Regents nor State Building Commission approval is required for these types of services.
MONTH 0
Í --------------- TOTAL PROCESS = 15-23 MONTHS Í
UWSA review A/E Request Instritution revise A/E Request DSF Review A/E Request Respond to comments and revise Advertise & Select Notfication of selected firm Kick-off meeting Contract negotiation Study Í
------------------Î
A/E selection process = 5 months
----Î
10-18 months
Î
Planning Guide - Project Implementation October 2004 Revised November 2005
PI-6
15
1
2
3
4
5
Requesting Consulting Services
What is a Request For Consulting Services? Why is a Request Required? When is a Request Required? Who Writes a Request for Consulting Services? Types of Requests ? What is a request for consulting services? A request for consultant services is a document that identifies: • the SCOPE OF SERVICES and necessary expertise being requested, • the SCOPE OF THE PROJECT for which services are being requested, • WHAT is to be done, • WHO is expected to perform which tasks, • WHEN the activities are occur, and • SPECIAL ITEMS OR CONDITIONS that must be considered. A request should not include information justifying the project or information on funding sources. Justification and funding information is included in the budget approval process, and as a part of requests for Board of Regent or State Building Commission actions. A request for consulting services is the document used to solicit consultant services and is intended to give potential consultants a sufficient understanding of the services being requested to enable the to evaluate their interest, capacity and expertise to do the work, and to respond appropriately. Upon being hired, the request for consulting services provides a starting point and a framework for the services to be performed. Finally, as the work progresses, the request for consulting services serves as a benchmark against which the work can be measured. In addition to the primary purpose of communication to consultants, a request for consulting services serves as a tool for institutions to help understand and clearly articulate needs to the UW System and DSF. ? Why is a Request Required? State law provides for contracting with architectural and engineering consultants for purposes of planning and constructing university and state facilities. The Division of State Facilities (DSF) is the only state agency authorized to contract for such services when the cost of such services exceeds $2,500. DSF will contract architectural and engineering services on the behalf of any state agency, including the University of Wisconsin System, based on a properly prepared request for such services.
Planning Guide - Project Implementation October 2004 Revised November 2005
PI-7
? When is a request required? Written request documents for consulting services are required for all capital improvement projects with an estimated total project cost greater than $100,000 and for special studies and planning. For projects less than $100,000, the Small Project Request Process may be used. For All Agency projects, whether GPR or PR funded, the All Agency Project Request (AAPR) form will normally be used. However, for All Agency projects involving a scope of work or consultant services more extensive than can easily be described on the AAPR form, a request document may be required. In addition, for simple remodeling projects less than $500,000, an AAPR may be sufficient to adequately describe the scope of the project and the services required. Because all projects with a total cost of over $2.5 million require a screening and interview process, a project request document, rather than an AAPR, usually will be required for those projects. This guide provides instructions and format for staff within the University of Wisconsin System when preparing requests to hire the services of a consultant. While the content of a request varies depending upon the nature of the services being requested, the format is generally the same. DSF solicits A/E services through its web site. University staff must prepare the requests and participate in the selection of a consultant. ? Who writes a request for consulting services? Institution staffs are responsible for writing requests. System Administration Capital Planning and Budget staff are available to provide technical consultation and to review and critique drafts of requests. Upon completion of an acceptable document, Capital Planning and Budget staff forwards the document to DSF for their review. Response to DSF review comments and any further editing are then performed by Capital Planning and Budget and/or institution staff as appropriate. ? Types of Requests A request is the vehicle by which the state invites architectural and engineering firms to indicate their interest in contracting for: 1. 2. 3. 4. special studies, planning services, programming services design services through construction, or other architectural/engineering services.
SPECIAL STUDIES tend to be investigative initiatives, efforts to learn more about a particular problem or set of issues. Special studies may focus for example, on a food service problem, a housing problem, or problem with a particular building. Studies may, but do not necessarily, suggest or recommend certain actions to resolve a problem or issue.
Planning Guide - Project Implementation October 2004 Revised November 2005 PI-8
Studies generally gather and evaluate information, resulting in reports that provide input to a decision making process or to a planning process. Studies can lead to decisions, including the definition of specific capital improvement projects. Study reports sometimes serve as the basis for the development of capital projects and can provide useful information for requesting further programming and/or design services. Although studies often require a fee under $100,000 and can be accomplished using the Small Project Request Process, the scope of some studies require more sophisticated consulting expertise. For such studies a request document is necessary to communicate the scope of work and deliverables adequately. The format of this document may vary considerably, depending on the scope of the study. At a minimum the document should specify the intent of the study, the scope of work to be performed, the expertise required, the expected deliverables, the anticipated fee, the schedule, and an institution contact. This is further address in the Project Implementation Process and Tools section of this guide. PLANNING has a larger focus than studies and may or may not include special studies. Planning can focuses primarily on concepts, leaving specific details to subsequent work or, can focus on a specific topic, facility or capital improvement project. Campus master planning, for example, focuses on the whole campus and all of its elements with attention given to land needs and uses, buildings and siting requirements, transportation and circulation needs. Master planning defines concepts and goals, defining directions and guiding principles for development or improvements. Master planning does not typically specify detailed solutions to specific problems and results in a document called a "Plan" that defines conceptual intentions and documents guidelines for future specific actions. Activity similar to campus wide master planning can also focus on a specific problem or building culminating in a "plan" for proceeding toward a solution to the problem without detailing the specifics of a problem solution. This is further address in the Project Implementation Process and Tools section of this guide. A request for DESIGN SERVICES is used to advertise for and hire a consultant and by consulting architects and engineers who during the design the capital improvement project. The project may focus on remodeling or otherwise improving an existing building, construction of a new facility, repairing an outdoor facility such as an athletic field, major maintenance, or any other construction project focusing on university physical facilities. A request for design services does include a description of the functions and activities to occur in a specific university facility as stated by those who will be the occupants and users of the facility. It is a statement of what is to occur in the facility, who will perform the activities, when the activities will occur, and what special features must be present to support the functions and activities. The consultant is expected to provide design services for the described project. Typically the consultant will begin by reviewing the request document to verify and understand the project, develop a full program statement for the project, and proceed into design. The consultant will then produce bidding and construction documents, and will provide normal construction period services. A request for design services is the longest and the most descriptive of any request for architectural/engineering services. It also permits the requestor to clearly communicate the
Planning Guide - Project Implementation October 2004 Revised November 2005 PI-9
scope of a project. Further, the discipline and structure inherent in the process of preparing a request for design services forces the requestor (institution staff) to clarify in their own minds the scope of the project prior to engaging a consultant to design a project. A request for design services does not include a description of a specific design to be achieved, how to construct the project or facility, what finishes to use, or how facility systems should be designed. A request for design services is not a specification for design or construction; the consultant develops a full program statement, design and construction specifications. It should be assumed that in the design phase the consultant will provide the “normal” facility systems and features (heating, lighting, etc.) necessary to meet codes and to accommodate the functions indicated. Only exceptions to the “normal” systems and features are to be identified in the request. Exceptions are those items or conditions that are critical to the conduct of the activities to occur in the facility, but would not normally be assumed for the functions described. It is the designer's job to query future users and occupants to gain a complete understanding of needs, and to design the facility to meet building codes and State of Wisconsin quality standards. This is further address in the Project Implementation Process and Tools section of this guide. Sometimes an institution does not have the staff resources or expertise, or the project is too complex to produce the level of project definition found in a request for design services. In such circumstances it may be advisable to hire an architectural consultant to do PROGRAMMING AND DESIGN. In these cases a consultant will work with the institution to produce a program statement, and when the program statement has been approved as an accurate description of project scope, will move into design. The advantages of having a consultant do both programming and design include expediting the project by having a single selection process, increasing the likelihood of selecting a wellqualified consultant, and avoiding having to educate a new design consultant on the project scope and description. A danger of selecting a single consultant to do both programming and design is having the consultant move into design without having produced a program statement. However, this can be avoided by clearly indicating a program statement as a required deliverable. A request for programming and design contains much of the same information included in a request for design services and is organized in the same general way, but less detail and specificity is provided. At a minimum the document should include a description of the design intent, and general functional requirements to be met. Normally, a space tabulation that includes general functional areas should be provided, although this space tabulation may not include individual spaces within the functional areas. This is further address in the Project Implementation Process and Tools section of this guide. Occasionally an institution my need expertise in determining project scope and budget, and in developing a program that articulates this scope, but may not want to immediately move a project into design. In this case, a request for PROGRAMMING SERVICES is used to employ a consultant to develop a document of user needs for a specific capital improvement project, including specific space requirements and functional requirements of those spaces. Such services typically begin with a general statement of the scope of the
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project. The consultant provides the leadership for a process of working with constituents of the project, in the case of a building the occupants, to help them develop the details of the project. This information will then serve as the basis of a “Request for A/E Design Services” to solicit consulting services to implement the project. Therefore, it is important that the document the consultant produces includes the information necessary to develop a request for design services. This is further address in the Project Implementation Process and Tools section of this guide. Occasionally it is necessary or desirable to engage a consultant for very specific assistance not considered a study, planning or design. OTHER ARCHITECTURAL/ENGINEERING SERVICES can be requested for special services that range from engineering, building commissioning or other highly specialty services that do not follow in the services described above. The format of this type is request should be similar to other types of requests, though the content will be tailored to the specific scope of services being requested. Capital Planning and Budget staff will assist in preparing these requests. This is further address in the Project Implementation Process and Tools section of this guide.
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ARCHITECTURAL/ ENGINEERING SELECTION PROCESS
ENUMERATED PROJECTS • Programming • Design • Programming & Design
• ALL AGENCY GPR Funded • MAINT & REPAIR PR Funded
NON-ENUMERATED PROJECTS • Small Remodeling or Renovation Non-GPR Funded • Master Plans • Studies
Request for A/E Services
AAPR or Request for A/E Services
UW CPB Review & Comment
UW CPB Review & Comment PR FUNDED GPR FUNDED Board of Regents
UW CPB Review & Comment
DSF Review & Comment
DSF Review & Comment
Posting on DSF web site ? $5 MILLION < $5 MILLION
State Building Commission
Responsibility
Institution
Screening
UW CPB DSF
Interviews
Monthly A/E Selection
Institution/ UW DPB/ DSF
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Request for Consulting Services for Campus Master Planning
The following document provides a template for use in writing a request. It includes the required headings in the correct format that should not be modified The words in blue italics are intended to provide direction for writing (instructions) and can be deleted by highlighting and deleting. Materials to illustrate selected points are enclosed in text boxes and can also be deleted by clicking the box and deleting.
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REQUEST FOR CONSULTING SERVICES FOR CAMPUS MASTER PLANNING
INSERT
AAPR
INSTITUTION LOGO
PR FUNDED
REQUEST FOR CONSULTING SERVICES FOR CAMPUS MASTER PLANNING AT UW - NAME
Month Year (of request) Project No. (CPB will obtain)
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Background-and Purpose Explain the intent of the master planning process, to update an existing plan, to provide a framework for future growth, to address specific issues, etc. A summary of information about the institution may be helpful such as when was the institution established, the current enrollment, how much land is encompassed, the gross square feet of building space. A brief summary of previous plans may also be helpful. Project Scope and Description In addition to stating the project scope is to complete a master plan, it you may be helpful to include specific issues that should be addressed. Examples could include transportation and parking, storm water and drainage, development of design guidelines, preservation of natural areas, sustainability, siting for major construction projects, or creation of a campus image. If existing information such as campus maps, long-range development plans, or other planning documents are available, list them here. Scope of Services State the specify the scope of services expected from the consultant, preferred methods you expect the consultant to use, the expertise required, and deliverables. List specific tasks the consultant is to perform. It is best to be as specific as possible, not assuming the consultant will provide certain services. EXAMPLE:
This consultant should provide the following services: Review the 1969 Campus Master Plan history, subsequent campus development, and the current Campus Physical Development Plan • Create a Master Plan that guides the planning and development of projects anticipated within the next 20 years • Assure retention of the existing campus character and strong campus identity • Develop guidelines for future land use • Develop architectural guidelines to assure that the design of future buildings matches the architecture of the original campus buildings designed by ABC Architects in the late 1960’s and early 1970’s • Assess current landscaping inventory and establish future landscaping guidelines. • Preserve important existing environmental assets in new development, including those in close proximity to existing buildings • Address pedestrian and vehicle circulation, retaining the strong tradition of internal pedestrian concourses connecting the core academic buildings, and the functional separation of vehicular traffic on the inner and outer loop roads. • Address accessibility of facilities for those with disabilities • Incorporate the campus’ storm water management plan (currently in progress)
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Indicate if there are any special working relationships or information gathering methods the consultant should use. Examples include presentations to public forums or meetings with specific institutional committees to obtain comments. EXAMPLE:
The consultant will be expected to facilitate and manage information gathering from a variety of participants including: • • • • • • • Students Faculty Administrative Staff Cities of Racine and Kenosha Town of Somers UW System Staff Division of State Facilities
The UW – ABC staff or designated committee members will provide information concerning academic arrays or enrollment planning initiatives that could affect the overall campus Master Plan. The project will require meetings with at least the above noted staff/groups, a project steering committee, and specific client groups including but not limited to housing, parking and utilities.
Indicate the expertise the consultant team is expected to bring to the project. For example, at a minimum, the consultant team should have experience in developing master plans for university campuses. Other specific expertise in such areas as transportation planning may also be necessary, depending on the tasks to be performed. EXAMPLE:
Well qualified firms will have: sufficient staff and current workload capacity to complete the project expeditiously; a team of appropriate specialists or specialized subcontracting firms as necessary to meet the project goals; expertise and experience in providing campus master planning services for large, public universities of a size and population similar to UW - Madison; and demonstrated evidence of comprehensive master planning experience and consensus building in a land-locked, urban university setting (including land planning, facility use planning, environmental & landscape architectural planning, transportation planning, and fiscal analysis of proposed projects). The consultant team should include experience with fiscal analysis and cost estimating related to the building opportunities plan and the transportation plan. The lead firm must bring a nationally recognized transportation planning consultant, or one that has considerable experience in transportation planning for urban universities of 25,000 students or more, as part of their team. The planning team should also include experience with sustainable design and building concepts.
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Indicate the deliverables the consultant will be expected to provide. One of these deliverables should be an executive summary that succinctly communicates the essence of the master plan. Since it may be more economical for the institution to produce copies than the consultant, it may be advisable to ask for electronic/ hard copy reproducibles. EXAMPLE:
Deliverables include: • 40 copies of the executive summary document with color graphics • 10 copies of the complete master plan document with color graphics • 1 foam core-mounted copy of the colored illustrative overall site master plan at a size appropriate for large public meetings • a CD-ROM disk containing the document in digital form (both pdf and Microsoft Office 2003) to allow future editing and the ability to print additional copies of the document and presentation-sized graphics
Project Budget A project budget may either be indicated as a single line item, or may contain separate line items for basic services, reproduction costs, and DSF management fee, which is 1%. Since master planning is funded with institutional funds, it may be advisable to list a fee that is 10% to 20% less than what you are willing to pay, in order to provide some basis for fee negotiation with the consultant. You do not need to indicate the source of funds. Project Schedule The schedule should include important milestones and may be as specific as necessary. EXAMPLE:
Below is the general project schedule that will be finalized upon consultant selection and during the final scoping process of the planning project. • Consultant Selection Process March 2004 • Initiate Project April 2004 • Develop concepts and meet with constituency groups April – May 2004 • Present preliminary plans in a public forum September 2004 • Present final draft plans in a public forum April 2005 • Complete project and deliverables September 2005
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Contacts The contacts listed here are only for purposes of advertising a project request, and are the persons who should be contacted by potential consultants with any questions about the request. There should only one institution contact: the person who is most knowledgeable about the project. After the project is initiated, additional contacts can be identified as necessary. CPB will fill in the UW-System contact name.
UW - Name UW - System Admin. Contact Name Contact Name Phone Number Phone Number e-mail e-mail
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Request for Architectural &Engineering Design Services
The following document provides a template for use in writing a request. It includes the required headings in the correct format that should not be modified The words in blue italics are intended to provide direction for writing (instructions) and can be deleted by highlighting and deleting. Materials to illustrate selected points are enclosed in text boxes and can also be deleted by clicking the box and deleting.
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REQUEST FOR ARCHITECTURAL & ENGINEERING DESIGN SERVICES
EXAMPLE OF A COVER PAGE:
INSERT INSTITUTION LOGO
REQUEST FOR ARCHITECTURAL & ENGINEERING DESIGN SERVICES
PROJECT NAME ( building name, project) BIENNIUM
Month Year (of request) Project No. (CPB will obtain)
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TABLE OF CONTENTS This should be included for every request document. At a minimum there should be an entry for each of the major sections. EXAMPLE OF TABLE OF CONTENTS
PAGE Background and Purpose ..................................................................................................... 1 Project Scope and Description ............................................................................................. 2 Scope of Services................................................................................................................. 3 Project Budget ...................................................................................................................... 4 Project Schedule................................................................................................................... 5 University of Wisconsin Contacts ......................................................................................... 6 General Requirements ......................................................................................................... 7 Space Tabulation.................................................................................................................. 8 User Description of Functions and Requirements ............................................................... 9 Adjacencies......................................................................................................................... 10 Campus Map....................................................................................................................... 11 Floor Plan............................................................................................................................ 12
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Background-and Purpose State the history of the campus/building. Indicate past construction phases and dates or various additions. Indicate other renovation projects that have take place in the most recent past. As applicable, provide a brief recap of the history of the project and the purpose/ intended result of implementing this project. Include references to any previous studies, master plans, etc. that inform the design of this project. This is not a project justification or analysis of need for the project. Project Scope and Description The scope and description is a concise statement of the boundaries of the project and of what is to be provided by the project. It should be comprehensive while not including too many specific details. One scope and description is required for each project. Typical information includes summary ASF, GSF, number of stories, area to be remodeled, etc. Scope of Services Outline the expertise the institution wants the consultant to bring to the project, what services are being requested and what deliverables are needed for the specific project. Indicate what if any specialized expertise is needed of the consultant team for the particular project. Do they need experience in campus master plans? Food services facilities? Housing/dormitory? Laboratories? Audio/Visual? Be careful this does not become so restrictive as to eliminate otherwise qualified consultants. For example, if only a small portion of the project has food services or retail, do not insist a food services consultant or a retail consultant be part of the team. EXAMPLE:
The consultant team should have experience within the last ten years of designing a student union, for a four-year college or university, of a scope and size similar to this project. Specialized expertise in food service is required, including expertise in the retailing and merchandizing of food operations. The consultant team should have expertise in sustainable design, including familiarity with use of the LEED rating system. The consultant team should have experience in working with a diverse constituency in a highly interactive design process. Provide the following services: • • • Working with users, verify program information contained in this document and provide a complete program statement, including room data sheets Survey and evaluate the existing building areas, utilities infrastructure and equipment, code compliance, and produce a Facility Condition Report. Develop a Concept Report (10%) including functional analysis of the immediate site and building areas, schematic plans and sections, narrative descriptions of proposed building systems, estimated total project budget and schedule for the complete work. Identify options, including budget and schedule impacts. Provide presentation drawings suitable for use in public meetings. Using the selected option, develop a Design Report and 35% preliminary documents. Development of construction and bid documents. Provide bidding and construction period services.
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• •
• •
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Project Budget A project budget worksheet should be developed by the institution as part of the planning process. Drawing on the budget worksheet, a budget summary in the following format should be included in each request for design services. Do NOT include fund sources as part of this document. EXAMPLE:
Construction (including demolition) Contingency (0%) Hazardous Material Abatement A/E Design & other fees (0%) DSF Management (4%) Movable Equipment Percent for Art (.25% of total project cost) Estimated Total Project Cost $00 00 00 00 00 00 00 $0,000,000
Project Schedule The schedule for project implementation must be specified, including special timing considerations important to facility occupants and users. The schedule is especially important when the project involves remodeling a facility while it is partially occupied. Time periods when specific facilities cannot be vacated must be identified so they can be incorporated into project budgets and construction schedules. Only significant timing issues should be noted because consideration of timing issues in construction schedules frequently increase project costs. The standard milestone dates must be included. Other significant dates can be added as needed.
EXAMPLE:
• • • • • • • • Consultant Selection 10% Concept Report submittal 35% Preliminary Drawings/ Design Report submittal Board of Regents Approval State Building Commission Authority to Construct Bid Date Start Construction Substantial Completion and Occupancy Final Close-out of Punch List MMYY MMYY MMYY MMYY MMYY MMYY MMYY MMYY MMYY
•
EXAMPLE OF A SPECIAL SCHEDULE CONSIDERATION.
Since the existing building must remain operational during the project, consideration should be given to implementing the project in phases. Work in the food service area must occur between May 15 and August 15, which is the only time that facility may be closed. The new steam service must be operational by September 30.
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Contacts Include only for those projects that are less than $2.5 million. The contacts listed here are only for purposes of advertising a project request, and are the persons who should be contacted by potential consultants with any questions about the request. There should only one institution contact, the person most knowledgeable about the project. After the project is initiated additional contacts can be identified as necessary. CPB will fill in the UWSystem contact name.
UW - Name UW - System Admin. Contact Name Contact Name Phone Number Phone Number e-mail e-mail
General Requirements Every construction project, large or small, occurs within a context that has the potential to affect the complexity and cost of a construction project. It is not uncommon for elements within this context to be overlooked in planning. Usually an understanding of these elements is necessary to successfully complete a construction project. Almost always, these contextual elements affect project budgets. One general requirements section is needed for each project. This list of elements may include such things as the need to continue occupying a building during construction or that a project needs to be phased. It may be necessary to make special provisions to control noise or dust during construction. Frequently these general requirements are related to building operating systems, utility connections, siting, and other items that extent beyond the expertise of the typical building occupant and user. Therefore, occupants and users are not expected to provide a comprehensive statement of general requirements. The occupants, users, and programmer are asked to provide as much general information as they can in a draft request for design services. System Administration CPB staff will assist completing this section of the request for design services as they help to complete a budget for the project. The following is a checklist of items to be considered for inclusion in the General Requirements for a request for design services. The list is not all-inclusive and other items should be included as needed. For other types of requests, categories will be different. However, each major topic area, such as "Occupants" must be included unless there are absolutely no items under the area requiring mention in the document. The specific items included within each area will vary by project.
Occupants
• • • •
List who/which groups will primarily be using the building. Are there any special events that will need to be accommodated? What are the building hours of operations? Are there different levels of usage expected from one semester to the next.
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Site
• • • • • • • • • • • • • • • • •
If other than university owned, indicate site ownership. Indicate zoning and specify if any zoning variances or approvals will be required from the municipality. Identify any zoning requirements that may impact the site. Are there any easements, shoreline setbacks, wetlands or floodplain requirements that affect the site? List existing utilities, their location and pertinent information. Do any need to be relocated for this project? Site survey; is there one? Will one be needed? Soil or geotechnical survey; does the campus have one? Will one be needed? Are there known soil conditions that the consultant should be made aware of? Vegetation on site. Are there any trees or other planting that must be preserved or protected? Is parking adequate for both current and future use? Are there any roads that are to be vacated or closed? Are there any roads that need to be extended? How is recycling and waste being managed? Will it need improvement? Are the material delivery facilities adequate? Are underground storage tanks on the site? Is the site contaminated in any way? May need to also include information under “Hazardous Materials” sub section. Are there any pedestrian paths, view corridors, campus malls, or other site issues that could affect building placement? Construction staging; where can the project be staged? Show on site map. Are there any existing buildings that will be demolished? After consultation with CPB staff, indicate WEPA action required.
EXAMPLES:
• Environmental Impact/ WEPA In accordance with the Wisconsin Environmental Policy Act (WEPA), this project will require a Type I Environmental Impact Statement (EIS). This requirement ensures that all fiscal impacts raised during the WEPA process will be addressed in the project budget estimate. The entire WEPA process must be completed prior to bid solicitation.
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OR
• Environmental Impact/ WEPA In accordance with the Wisconsin Environmental Policy Act (WEPA), this project will require a Type II Environmental Impact Assessment (EIA). This requirement insures all fiscal impacts raised during the WEPA process will be addressed in the project budget estimate. Public review of the Type II assessment is required and a public information meeting may be held to gather input. If unresolved conflicts arise, the project could be elevated for consideration as a Type I, Environmental Impact Statement (EIS) and the earlier assessment used as an initial draft EIS. The entire WEPA process must be completed prior to bid solicitation. OR
OR
•
Environmental Impact/ WEPA In accordance with the Wisconsin Environmental Policy Act (WEPA), this project will require a Type III Environmental Impact Assessment (EIA). The entire WEPA process must be completed prior to bid solicitation. No assistance from the design team is anticipated.
Architectural
• • • • • • • •
What is the condition of the exterior building envelope? Are repairs or restoration required? What is the present condition of elevators? Do they meet current ADA code? Does the facility comply with current ADA requirements? Are there any known building code issues that will affect this project or will specifically need to be addressed by this project? Can the building be vacated during construction or must it be occupied during construction (for remodeling)? Is the structure historic? On a national, state or local register? If on a register, this may be an item to be included under “Special Planning Considerations”. Are there any existing building exterior or interior design materials or features that should be matched? Are there any unique design features or amenities that are to be included.
Health & Safety, Hazardous Materials • Has a WALMS survey been done? If not, one should be performed and the results referenced in this paragraph. Summarize the results and indicate that remediation/ abatement will be performed by the Owner under a separate contract. • Include the cost of remediation/ abatement in the Project Budget.
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• •
Have other hazardous materials been identified that will need to be abated? If any buildings are to be demolished, do they contain any hazardous materials?
Plumbing
• • • • • • • •
Are there problems with existing plumbing within the facility that need to be addressed by this project? City Water: size, pressure, and locations Sanitary sewer size(s) and locations Special waste requirements (acid dilution, plaster traps, etc.) Storm sewer size(s) and locations Does/ will this building have fire sprinklers? Will this building need to be retrofit with sprinklers? Are any special fire protection systems required (CO2, etc.) Indicate those item/ systems that this project will repair, upgrade or replace. If a condition assessment or study has been done, summarize results. If a condition assessment is required, indicate so.. Are there problems with existing HVAC within the facility? Temperature? Humidity? Indoor air quality? Maintenance? (for remodeling projects)? Are existing steam and chilled water utilities adequate to support the facility to be remodeled or added? Is central plant capacity adequate? Steam and condensate line sizes, pressure, and locations Chilled Water line size, temperature, and locations Natural Gas line size and locations Campus Building Automation System. Manufacturers name, model, type, fiber optics network. Campus Compressed Air size, pressure, and location Indicate those items/ systems that this project will repair, upgrade, or replace If a condition assessment or study has been done, summarize results. If a condition assessment is required, indicate so..
Heating, Ventilating and Air Conditioning (HVAC)
• • • • • • • • •
Electrical
• • •
Are there problems with existing electrical services in the facility? Capacity, maintenance? Code? Will this new facility be served by the campus electrical system or by the local electrical utility? If the campus electrical system will serve this facility where is the nearest power and signal manhole(s)? Indicate feeder size, voltage, and capacity. What is its circuit breaker setting and what was the highest demand load over the last one-year period? If this project in an existing building or an
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• • • •
addition to an existing building provide the existing connected feeder information? Building service size, capacity, and condition. Does the existing building have an emergency generator? What is its rating and its current peak demand? Is there adequate capacity for new loads? Are there any issues with existing light fixtures? Maintenance? Quality? Light levels? Controls? If a condition assessment or study has been done, summarize results. If a condition assessment is required, indicate so..
Telecommunications
• • • • • • • • • • • • • •
Which campus signal systems are to be connected to this facility? Where can these be accessed? Is there adequate capacity at the head-end? Fire Alarm System manufacturer, capacity, condition, and central reporting Campus Building Automation System. Manufacturers name, model, type, fiber optics network. Existing/ proposed Video Coaxial Cable head-end location and capacity Existing Central Clock System manufacturer, capacity, and location. If new construction, provide one? Existing Central Class Bell System manufacturer, capacity and location. If new construction, provide one? Existing/ proposed Data - Fiber Optic Cable location Existing public address/ intercom/ music distribution system manufacturer, capacity and location. If new construction, provide one? Telephone - Copper Cable Security Lighting Central Control Others Is an electronic security system needed to protect the occupants and/or contents of this facility? Is the existing building and site security lighting adequate? Is a building public address/intercom/music distribution system needed?
Special Planning Considerations
Include in this sub section special considerations not covered above. Examples may include a need to coordinate with a campus master plan, the desire to incorporate sustainable design features, the need to obtain State Historical Society approval. If a study or preliminary design work has been done that will affect the design of this project, it should be mentioned here. It is advisable that any studies or master plans referenced in this sub section be made available, preferably in electronic form, to potential consultants when this request for services document is advertised.
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EXAMPLE:
Sustainable/High Performance Design (LEED) It is a goal of UW-Oshkosh to provide leadership in becoming a “green” campus. Therefore, this project should be designed using sustainable/ high-performance principles. It is the intent to use the U.S. Green Building Council’s LEED (Leadership in energy and Design) rating system as part of the design process with a goal of designing a project could obtain a silver rating. It is not the intent, however to actually obtain LEED certification, so the documentation necessary to do so will not be required. The following exceptions to use of the LEED rating system should be noted: • • Compliance with ASHRAE 62 is not required Wastewater technologies, water use reduction and renewable energy strategies beyond those required by DSF Energy, HVAC and Plumbing Design Guidelines and Master Specifications must demonstrate life cycle cost savings in order to be considered for implementation.
Space Tabulation The space tabulation is a list of each identifiable and assignable space to be provided by the project. The spaces should be arranged by organizational units, functional entities, or a combination that will clearly identify the spaces that must be designed into the facility or addressed by the project. Spaces can be grouped to reflect proximities required for efficient operations. An identification reference number should be provided for each space listed. Each space should have an individual reference number, although per the second example below identical spaces can be grouped for simplicity. The use of a separate reference for each room can assist the designer in tracking spaces during the design to assure that spaces are not lost. Per the example below, it may be useful to use a reference system that provides grouping by department or functional area. Depending on the size of the space tabulation, separate summary lines should be provided for each organizational unit or functional entity as well as for the total remodeled space and new space. These summaries can be useful for developing a detailed budget for the project and for subsequent design. Summaries should be an appropriate combination of subtotals and totals to effectively identify separation of homogeneous units. One space tabulation is required for each project. The space tabulation should normally be Assignable Square Feet (ASF), although it may be necessary in some remodeling projects to use Gross Square Feet (GSF). Normally, NonAssignable Square Feet (NASF) spaces such as restrooms, mechanical rooms, corridors, etc., are not listed in the Space Tabulation, but are considered part of the GSF. However, on rare occasions it may be desirable to list NASF spaces so assure that specific NASF spaces are not ignored by the consultant. An example may be a remodeling project where a mechanical room is to remain as is. At the end of the Space Tabulation a GSF should be calculated by applying an efficiency factor to the ASF total.
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THE FOLLOWING EXAMPLE SHOWS A SEPARATE ENTRY FOR EACH SPACE:
Each space identified in this table is intended to support specific program functions. The area allotted to each space is an estimate used to develop a project scope. The programmers and designers are expected to evaluate the functions and allocated space to determine the adequacy or inadequacy of each space and to recommend adjustments. It is the desire of the University and the State of Wisconsin to minimize the amount of space constructed while providing appropriate functional space.
Ref. No.
Name Economics Department Department Office and Waiting Conference Room Workroom Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Economics Department Sub Total Business Department Department Office and Waiting Conference Room Dean of Business and Economics Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Business Department Sub Total
Occupants
ASF/ Occupant 200 25 135 135 135 135 135 135 135
Total ASF 200 150 150 135 135 135 135 135 135 135 1,445
10A 10B 10C 10D 10E 10F 10G 10H 10I 10J
1 6 1 1 1 1 1 1 1
11 11A 11B 11C 11D 11E 11F 11G 11H 11I 11J 11K 11L 11M 11O 11P
2 10 1 1 1 1 1 1 1 1 1 1 1 1 1
125 25 185 135 135 135 135 135 135 135 135 135 135 135 135
250 250 185 135 135 135 135 135 135 135 135 135 135 135 135 2,305
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Ref. No. 20 20A 20B 20C 20D 20E 20F 20G 20H 20I 20J 20K 20L 20M 20N 20O
Name Classrooms Seminar Room Seminar Room Classroom A Classroom A Classroom A Classroom B Classroom B Classroom B Classroom C Classroom C Lecture Room A Lecture Room B Case Study Classroom Case Study Classroom Case Study Classroom Classroom Sub Total Computer Labs Computer Lab A Computer Lab A Computer Lab B Computer Lab B Computer Lab B Computer Lab B Computer Lab C Computer Lab C Computer Lab D Computer Lab Sub Total Small Business Incubator Reception Director Office Business Liaison Conference Room Resource Center Small Business Incubator Sub Total GRAND TOTAL ASF Efficiency Factor .65 GRAND TOTAL GSF
Occupants
ASF/ Occupant 30 30 29 29 29 29 25 25 22 22 20 25 36 36 36
Total ASF 480 480 1,000 1,000 1,000 1,250 1,250 1,250 1,650 1,650 2,000 2,500 1,260 1,260 1,260 15,510
16 16 35 35 35 35 50 50 75 75 100 100 35 35 35
30 30A 30B 30C 30D 30E 30F 30G 30H 30I
25 25 35 25 25 25 25 25 50
40 40 40 40 40 40 50 50 25
1,000 1,000 1,400 1,400 1,400 1,400 1,250 1,250 1,250 11,350
40 40A 40B 40C 40D 40E
1 1 1 8 5
250 150 135 25 100
250 150 135 200 500 1,235 31,845 49,000
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THE FOLLOWING EXAMPLE SHOWS THE SAME INFORMATION CONDENSED BY SIMILAR FUNCTIONS:
Ref. No. Name Occupants Room ASF ASF/ Occupant
No. of Rooms 1 1 1 7
10A 10B 10C 10D – 10J
Economics Department Department Office and Waiting Conference Room Workroom Faculty Office Economics Department Sub Total Business Department Department Office and Waiting Conference Room Dean of Business and Economics Office Faculty Office Business Department Sub Total Classrooms Seminar Room Classroom A Classroom B Classroom C Lecture Room A Lecture Room B Case Study Classroom Classroom Sub Total Computer Labs Computer Lab A Computer Lab B Computer Lab C Computer Lab C Computer Lab D Computer Lab Sub Total
1 6 1
200 25 135
200 150 150 135
Total ASF 200 150 150 945 1445 250 250 185 1,620 2,305 9,600 3,000 3,750 3,300 2,000 2,500 3,780 15,510 2,000 1,400 5,000 1,250 1,250 11,350
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11 11A 11B 11C 11D – 11P
2 10 1 1
125 25 185 135
250 250 185 135
1 1 1 12
20 20A – 20B 20C – 20E 20F – 20H 20I – 20J 20K 20L 20M – 20O
16 35 35 75 100 100 35
30 29 29 22 20 25 36
4,800 1,000 1,250 1,650 2,000 2,500 1,260
2 3 3 2 1 1 3
30 30A – 30B 30C – 30F 30G 30H 30I
25 35 25 25 50
40 40 50 50 25
1,000 1,250 1,250 1,250
2 4 1 1
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No. of Rooms 1 1 1 1 1
Ref. No.
Name Occupants Room ASF ASF/ Occupant
40 40A 40B 40C 40D 40E
Small Business Incubator Reception Director Office Business Liaison Conference Room Resource Center Small Business Incubator Sub Total GRAND TOTAL ASF Efficiency Factor .65 GRAND TOTAL GSF
1 1 1 8 5
250 150 135 25 100
250 150 135 200 500
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Total ASF 250 150 135 200 500 1,235 31,845 49,000
User Description of Functions and Requirements This section along with the Space Tabulation provides basic information on the spaces to be designed. This section describes the functions and activities that are to take place in specific spaces. The explanations should be written in the users’ terms and styles, organized in whatever manner will ensure effective communication of functions and needs to a consulting designer. It should be assumed the consultant will design the spaces to meet code requirements and State of Wisconsin design standards, including such items as materials, building systems, finishes, lighting, and handicapped requirements. It should also be assumed that the consultant will design the spaces to meet the normal requirements of the functions listed. The user statement must identify the special or unusual requirements and conditions that are necessary for the activities or functions to occur within the identified spaces. One description of functions and requirements is required for EACH space listed in the space tabulation. The only formatting requirement for this section is the sequence of the descriptions must be consistent with the sequence of spaces listed in the Space Tabulation. Each “description” must be identified with the reference number assigned to space in the space tabulation. Each topic (Identification and Na…., Description, and Special Requ….) described below must be present in the “user description” for each space. If there are no special requirements, state "none.
Identification and Name of Space
The reference number and name of the space as listed in the Space Tabulation.
Description
This should be a statement in the users’ words of their functions and activities to occur in the space. The description should include information such as populations involved in functions and activities, frequencies of activity, levels of activity, as well as ages and sex of users where pertinent.
Special Requirements and Environments
This section should be a statement of the special requirements that are beyond the “normal” considerations a designer would assume for the particular function. It will be helpful to the designer to have this section organized as a list of the major special topic areas. Only those topic areas where special requirements are to be noted should be included. When there are no special requirements or environmental conditions, portions of, or entire section, can be omitted, including the heading. The following list of topics and questions are offered to help identify the special requirements and environmental conditions that are beyond normal facility elements. The list is not all-inclusive and the writer should freely include comments on any special needs within each topic area.
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Operations
• • • • • • • • • •
Are there special operating hour requirements?
Health and Safety
Are there special safety considerations? Are hazardous materials to be used in the space? What are they?
Plumbing
Are sinks of special size or features required? Are sinks used to flush caustic or corrosive causing chemicals or plaster? Is there a need for high purity water? R.O.? D.I.? Purity rating and quantity required. Is there a need for natural gas or other special gases to perform the user’s tasks? Other special gasses in cylinders? How many at one time? Size? Is there a need for vacuum? Is there a need for compressed air? Quality If a fume hood is required, will there be a need for services at the hood? Hot or cold water? Compressed Air? Gas? etc.?
Heating, Ventilating and Air Conditioning (HVAC)
• • • • • • • • • •
Is there a need for special temperatures, minimums/maximums, for other than human comfort? Acceptable range? Is there a need for special humidity levels to be maintained? Minimums/ maximums? Acceptable Range? Is there a need for better than average air filtration, e.g., class 10, 100, or 1000 rooms? Do special heating and cooling requirements need to be maintained on a 24 hour basis? Is there any heat-generating equipment that will produce special heat loads? If fume hoods are required, what will be the hours of operation? Is there any equipment that will require special exhaust. Welding, dust, steam, etc.? Are there any requirements for general room exhaust? If pneumatic controls are used for space control, are there any critical spaces that should be monitored via the BAS by use of separate sensors? Is individual space temperature control required or can several spaces be zoned?
Electrical
• • •
Are there any work tasks that require a special lighting system in addition to or instead of the standard fluorescent lighting system? Will the lighting need to be dimmable and if so to what level? Is remote control of lighting, A/V equipment or other equipment from a teaching station required?
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Planning Guide - Project Implementation October 2004 Revised November 2005
• • • • • • • • • • • • • • • • • • •
Is there a density of equipment that will require more than a standard number of 120V receptacles? If so, how much or what density of equipment? Watts/SF? Will any equipment require 208V receptacles? Amperage/ watts? Single or three phase? Any equipment requiring other than 120V or 208V? Voltage. Amperage, phase? Any equipment direct-wired? Voltage, amperage, phase? Do any pieces of equipment require emergency power or supplemental power conditioning? Is a separate grounding system required for any equipment? Is any equipment interconnected? What equipment will be installed in the future? Voltage, amperage, phase? Will an explosive storage cabinet be installed which will require grounding? Where are telephone line jacks needed? Where are data line jacks needed for computers or equipment? Is a video line jack(s) needed? Does any equipment require connection to something outside this space which cannot be accessed through the campus data or phone lines Is a wall clock needed? Standard minute interval or special? Is an intercom system needed between any areas or rooms? Is a public address or music distribution system needed? Are there materials in this space which need to be protected by an electronic security system or monitored by the BAS? Is this space a damp or wet room? Are explosive or caustic materials stored or used in this room?
Special Equipment
List special fixed or movable equipment that is to be relocated or purchased and installed. This is especially important when equipment requires special services or utilities; e.g., deionized water etc. Fixed equipment is equipment that is permanently installed and fixed to the structure or facility. Movable equipment should be included in this section only if special services are required.
Relationship
In lieu of using an adjacency diagram, relationships may be expressed in narrative form in this sub section.
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EXAMPLE OF A USER DESCRIPTION OF FUNCTIONS AND REQUIREMENTS:
No. 11 Type 1 Instructional Lab Type I labs are used for the instruction of undergraduates in a range of science programs. Design of the Type 1 labs should maximize flexibility and enhance the University’s ability to assign the spaces to different programs as needs arise. Each lab consists of an instructional space and a storage space. Utilities are provided for teams of students and are located on the perimeter of the room as is lockable casework with epoxy work surfaces. Movable tables/benches and chairs are located in the center of the room. One fume hood is required for each room. Provision should be made for computer based projection from an instructor’s station at room front (voice and data jack at instructor’s station). A projection screen and a minimum of 8’ of whiteboard space on each of two walls is required in each lab. Easy access to course equipment, instruments, and materials is required for all Type 1 labs. Descriptions below are for initial space assignment purposes. A. Lower Level Biology (I) This laboratory will be used for undergraduate introductory biology laboratories. Each class size is limited to 24 students. Eleven sections of Principles of Biology I lab meet during Fall Semester and 6 sections meet during Spring Semester. Each is in a 3 hour block. The activities in these labs include examination of microscope slides and various types of introductory biology experiments involving several different types of equipment. The exercises are designed so that the students work individually or in pairs. Six lab benches should be installed, each accommodating 4 students (pod form). Enough space should be placed between each of the benches so that the instructor is able to move freely from one bench to another. The benches should be at standing working height with some knee holes to allow sitting at the bench on a stool. Each lab bench top should be epoxy. The lab must be designed to provide storage space for microscopes at the student stations in the form of individually locked cabinets or two microscopes stored/locked cabinet. Counter space will be required to place materials and equipment for access to all students. Also space will be required for the instructor in the front of the room. Cabinets surrounding the perimeter are required for chemicals, slides, and other materials needed in lab. Special Requirements Plumbing Four sinks are required with hot/cold/distilled water. Utilities Gas, vacuum, and air are necessary at the perimeter of the room in sufficient quantities for six groups of four students. HVAC One fume hood is required with gas, vacuum, air, and 120V outlet.. Electrical outlets A 120 V electrical outlet is necessary for access by each student. A data jack is necessary for each student. A minimum of 6 additional data jacks at perimeter work areas.
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B. Lower Level Biology (II) This laboratory will be used for undergraduate introductory biology laboratories. Each class size is limited to 24 students. Eleven sections of Principles of Biology I lab meet during Fall Semester and 6 sections meet during Spring Semester. Each is in a 3 hour block. The activities in these labs include examination of microscope slides and various types of introductory biology experiments involving several different types of equipment. The exercises are designed so that the students work individually or in pairs. Six lab benches should be installed, each accommodating 4 students (pod form). Enough space should be placed between each of the benches so that the instructor is able to move freely from one bench to another. The benches should be at standing working height with some knee holes to allow sitting at the bench on a stool. Each lab bench top should be epoxy. The lab must be designed to provide storage space for microscopes at the student stations in the form of individually locked cabinets or two microscopes stored/locked cabinet. Counter space will be required to place materials and equipment for access to all students. Also space will be required for the instructor in the front of the room. Cabinets surrounding the perimeter are required for chemicals, slides, and other materials needed in lab. Special Requirements Plumbing Four sinks are required with hot/cold/distilled water. Utilities Gas, vacuum, and air are necessary at the perimeter of the room in sufficient quantities for six groups of four students. HVAC One fume hood is required with gas, vacuum, air, and 120V outlet.. Electrical outlets A 120 V electrical outlet is necessary for access by each student. A data jack is necessary for each student. A minimum of 6 additional data jacks at perimeter work areas.
Adjacencies The most functional facility is one that enables the occupants to accomplish their work efficiently. The relationships of the functions, activities and spaces to one other frequently contribute significantly to efficiencies. Desirable relationships or adjacencies, as well as relationships or adjacencies to be avoided should be communicated to project designers. These relationships can be communicated in a narrative or in one of several graphic forms. Usually graphic forms are efficient and effective. Graphic and narrative forms can be used in any combination required to effectively communicate necessary relationships. One adjacency statement should be included for each project. On large projects with several functional areas, it may be desirable to produce adjacency diagrams for each major functional area.
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THIS ADJACENCY CHART EXAMPLE WAS CREATED USING MICROSOFT EXCEL PASTED INTO THE WORD DOCUMENT:
Addn’l Admin Space
Adult Resource Cntr
Coffee Shop/ Retail
Ike Schaffrer Room
Multicultural Center
Flambeau Lounge 18
Student Org office
Student Life office
Ticket/ Info Office
Addn’l Food Prep
10
11
12
13
14
15
16
17
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
Meeting Rooms Auditorium Coffee Shop/ Retail Ike Schaffer Room Addn’l Food Prep Private Dining Hawkcard Office Dining Services Student Life Office Catering Office Ticket/ Info Office Addn’l Admin Space Art Gallery Multicultural Center Adult Resource Cntr Women's Center Student Org Office Flambeau Lounge Entrance Lounge Meetg Area Restrms Essential Desirable
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19
1
2
3
4
5
6
7
8
9
Entrance Lounge
Women's Center
Hawkcard Office
Meeting Rooms
Dining Services
Catering Office
Private Dining
Auditorium
Art Gallery
EXAMPLE OF A NARRATIVE ADJACENCY DESCRIPTION:
Adjacencies Occupants of this facility will include the Health and Human Performance faculty and staff, Athletic Department coaches and staff, and Intramurals Director and staff. Major components of the current facility include the gymnasium, pool, weight and exercise rooms, dance studio, classrooms, and office space. With the addition of the field house, racquetball courts, fitness center, free weight room, and expanded showers and lockers, the University views this new structure as a Health and Wellness Center. The Health & Wellness Center at UW-Superior is a unique project. New construction and renovation combined with pre-existing areas (gymnasium and pool) remaining in tact provides for interesting possibilities and limitations to the design of the new facility. It is imperative in designing the Health & Wellness Center that the concepts of a “Multipurpose Facility” also address the concept of “Simultaneous Use Facility.” Currently, one athletic event shuts down the entire facility. Thus, the remaining academic, recreation, and intramural programs are without facilities to serve the students, faculty, staff, and community. Given the concepts of “multipurpose” and “simultaneous use” the following adjacencies address programmatic needs with the design. (A) (B) (C) (D) Accessibility for general student use in relationship to campus and residence facilities (North West-West) Accessibility for athletic events given parking to the north of the gymnasium and potential parking to the south Accessibility for academic programs given parking from the East. Racquetball, weight and fitness areas near general campus access.
Attachments Materials considered to be useful information to help a design consultant become oriented to the campus can be included as attachments. Items that may be useful include a map of the campus upon which the project location is identified, floor plans of the building where the project is to be constructed, or any other items thought to be useful. Photographs may also be helpful. All campus maps, site plans and floor plans should utilize the full 8.5 by 11 sheet with a minimum of ½” margins to maximize readability. Do NOT insert AutoCAD drawings or other formats that cannot be read by those who do not have the specialized software. Do NOT include drawings as a separate file or attachment. Instead export/ convert formats to a Windows Metafile format (.wmf) or another format that can then be inserted as a picture into the document. Then adjust the image for printing in grayscale, modifying size, contrast, and brightness of the image as necessary to obtain a clear image. It is often helpful to note or graphically indicate on maps and plans the project site, areas of the floor plan that are part of this project, limits of project site, etc.
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Request for Architectural & Engineering Programming & Design Services
The following document provides a template for use in writing a request. It includes the required headings in the correct format that should not be modified The words in blue italics are intended to provide direction for writing (instructions) and can be deleted by highlighting and deleting. Materials to illustrate selected points are enclosed in text boxes and can also be deleted by clicking the box and deleting.
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REQUEST FOR ARCHITECTURAL & ENGINEERING PROGRAMMING & DESIGN SERVICES EXAMPLE OF A COVER PAGE
INSERT INSTITUTION LOGO
REQUEST FOR ARCHITECTURAL & ENGINEERING PROGRAMMING & DESIGN SERVICES
PROJECT NAME ( building name, project) BIENNIUM (YYYY-YYYY)
Month Year (of request) Project No. (CPB will obtain)
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TABLE OF CONTENTS This should be included for every request document. At a minimum there should be an entry for each of the major sections. EXAMPLE OF TABLE OF CONTENTS
PAGE Background and Purpose ..................................................................................................... 1 Project Scope and Description ............................................................................................. 2 Scope of Services................................................................................................................. 3 Project Budget ...................................................................................................................... 4 Project Schedule................................................................................................................... 5 University of Wisconsin Contacts ......................................................................................... 6 General Requirements ......................................................................................................... 7 Space Tabulation.................................................................................................................. 8 Special Requirements .......................................................................................................... 9 Campus Map....................................................................................................................... 10 Floor Plan............................................................................................................................ 11
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Background and Purpose State the history of the campus/building. Indicate past construction phases and dates or various additions. Indicate other renovation projects that have take place in the most recent past. As applicable, provide a brief recap of the history of the project and the purpose/ intended result of implementing this project. Include references to any previous studies, master plans, etc. that inform the design of this project. This is not a project justification or analysis of need for the project. Project Scope and Description The scope and description is a concise statement of the boundaries of the project and of what is to be provided by the project. It should be comprehensive while not including too many specific details. One scope and description is required for each project. Typical information includes summary ASF, GSF, number of stories, area to be remodeled, etc. Scope of Services Outline the expertise the institution wants the consultant to bring to the project, what services are being requested and what deliverables are needed for the specific project. Indicate what if any specialized expertise is needed of the consultant team for the particular project. Do they need experience in campus master plans? Food services facilities? Housing/dormitory? Laboratories? Audio/Visual? Be careful this does not become so restrictive as to eliminate otherwise qualified consultants. For example, if only a small portion of the project has food services or retail, do not insist a food services consultant or a retail consultant be part of the team. List the services that you want the consultant to perform. The minimum list includes: - Prepare a Preliminary Program Statement - Prepare a Final Program Statement, Design Report and Appendix, and Preliminary (35%) design documents - Prepare Construction Documents - Provide Construction Period Services The Preliminary Program Statement and the Final Program Statement will be prepared according to UW-System requirements which the consultant will follow for content and format.
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EXAMPLE:
The consulting team should have experience within the last ten years of designing a student union, for a four-year college or university, of a scope and size similar to this project. Specialized expertise in food service is required, including expertise in the retailing and merchandizing of food operations. The consultant team should have expertise in sustainable design, including familiarity with use of the LEED rating system.. The consultant team should have experience in working with a diverse constituency in a highly interactive design process. Provide the following services and deliverables: • • • Working with users, verify preliminary program information contained in this document and develop a preliminary program statement. Deliverable: Preliminary Program Statement per Programming Guide requirements. Survey and evaluate the existing building areas, utilities infrastructure and equipment, code compliance, and produce a Facility Condition Report. Deliverable: Facility Condition Report Develop a Concept Report (10%) including functional analysis of the immediate site and building areas, schematic plans and sections, narrative descriptions of proposed building systems, estimated total project budget and schedule for the complete work. Identify options, including budget and schedule impacts. Working with users develop room data sheets and a final program statement. Deliverable: Concept Report Provide presentation drawings suitable for use in public meetings. Deliverable: (minimum 20” x 30” size mounted drawings) Using the selected option, develop a Design Report and 35% preliminary documents. Deliverables: Design Report (Summary and Appendix), preliminary review drawings, Final Program Statement per Programming Guide requirements. Development of construction and bid documents. Deliverable: Plans and Specifications per DSF contract Provide bidding and construction period services. Deliverable: Per DSF contract
• •
• •
Project Budget A project budget worksheet should be developed by the institution as part of the planning process. Drawing on the budget worksheet, a budget summary in the following format should be included in each request for design services. Do NOT include fund sources as part of this document. EXAMPLE:
Construction (including demolition) Contingency (0%) Hazardous Material Abatement A/E Design & other fees (0%) DFD Management (4%) Movable Equipment Percent for Art (.25% of total project cost) Estimated Total Project Cost Planning Guide - Project Implementation
October 2004 Revised November 2005
$00 00 00 00 00 00 00 $0,000,000
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Project Schedule The schedule for project implementation must be specified, including special timing considerations important to facility occupants and users. The schedule is especially important when the project involves remodeling a facility while it is partially occupied. Time periods when specific facilities cannot be vacated must be identified so they can be incorporated into project budgets and construction schedules. Only significant timing issues should be noted because consideration of timing issues in construction schedules frequently increase project costs. The standard milestone dates must be included. Other significant dates can be added as needed. EXAMPLE OF A SCHEDULE:
• • • • • • • • • • Consultant Selection Preliminary Program Statement 10% Concept Report submittal 35% Preliminary Drawings/ Design Report/ Final Program Statement Board of Regents Approval State Building Commission Authority to Construct Bid Date Start Construction Substantial Completion and Occupancy Final Close-out of Punch List MMYY MMYY MMYY MMYY MMYY MMYY MMYY MMYY MMYY MMYY
EXAMPLE OF A SPECIAL SCHEDULE CONSIDERATION.
Since the existing building must remain operational during the project, consideration should be given to implementing the project in phases. Work in the food service area must occur between May 15 and August 15, which is the only time that facility may be closed. The new steam service must be operational by September 30.
Contacts Include for all requests except those for major projects (over $2.5 million.) Normally there should only one institution contact, since consultants may contact that person for project questions. The person should be the one most knowledgeable about the project and who will be the primary point of contact for the institution during the project. CPB will fill in the UW-System contact name.
UW - Name UW - System Admin. Contact Name Contact Name Phone Number Phone Number e-mail e-mail
General Requirements This section must include enough information for a consultant to gain a general understanding of the requirements and constraints of the project. Because this is a request for programming and design it is less developed than in a request for A/E design services. During the programming process, the institution will work with the consultant to develop more detailed information that will be included in the Program Statement.
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Site
• • • • • • EXAMPLES:
•
Proposed location. If known, are there any potential limitations on use of site: zoning, floodplains, setbacks, wetlands, easements. What campus utilities will be required for this project. Is there adequate central plant capacity? Are they available at the site? What city utilities will be required? Are they available at the site? Is the site contaminated in any way? May need to also include information under “Hazardous Materials” sub section. Are there any existing buildings that will be demolished? After consultation with CPB staff, indicate WEPA action required.
Environmental Impact/ WEPA In accordance with the Wisconsin Environmental Policy Act (WEPA), this project will require a Type I Environmental Impact Statement (EIS). This requirement ensures that all fiscal impacts raised during the WEPA process will be addressed in the project budget estimate. The entire WEPA process must be completed prior to bid solicitation.
OR
• Environmental Impact/ WEPA In accordance with the Wisconsin Environmental Policy Act (WEPA), this project will require a Type II Environmental Impact Assessment (EIA). This requirement insures all fiscal impacts raised during the WEPA process will be addressed in the project budget estimate. Public review of the Type II assessment is required and a public information meeting may be held to gather input. If unresolved conflicts arise, the project could be elevated for consideration as a Type I, Environmental Impact Statement (EIS) and the earlier assessment used as an initial draft EIS. The entire WEPA process must be completed prior to bid solicitation.
OR
• Environmental Impact/ WEPA In accordance with the Wisconsin Environmental Policy Act (WEPA), this project will require a Type III Environmental Impact Assessment (EIA). The entire WEPA process must be completed prior to bid solicitation. No assistance from the design team is anticipated.
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Architectural
• • • • • • •
Are there any known special conditions that are to be addressed by this project including ADA, building code problems, maintenance or repair work. Are there any special occupancy conditions, such as needing to phase work around existing occupants. Is the structure historic? On a national, state or local register? Are there any unique design features or amenities that are to be included.
Hazardous Materials
Has a WALMS survey been done? If not, one should be performed and the results summarized in this paragraph. Include the cost of remediation/ abatement in the Project Budget. Have other hazardous materials been identified that will need to be abated? If any buildings are to be demolished, do they contain any hazardous materials?
Plumbing
• • •
Are there any unique plumbing issues or requirements that need to be addressed by this project? Does/ will this building have fire sprinklers? Will this building need to be retrofit with sprinklers? Indicate those items/ systems that this project will repair, upgrade or replace. Are there any unique HVAC issues or requirements that need to be addressed by this project? Indicate those items/ systems that this project will repair, upgrade, or replace
Heating, Ventilating and Air Conditioning (A/C)
• •
Electrical
• •
Are there unique electrical issues or requirements that need to be addressed by this project? Indicate those items/ systems that this project will repair, upgrade or replace.
Telecommunications
• •
Are there any unique telecommunications/ signal issues that need to be addressed by this project? Indicate those items/ systems that this project will repair, upgrade or replace.
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Special Planning Considerations
Include in this sub section any special considerations that are not covered above. Examples may include a need to coordinate with a campus master plan, the desire to incorporate sustainable design features, the need to obtain State Historical Society approval. If a study or preliminary design work has been done that will affect the design of this project, it should be mentioned here. It is advisable that any studies or master plans referenced in this sub section be made available, preferably in electronic form, to potential consultants when this request for services document is advertised. EXAMPLE
Sustainable/High Performance Design (LEED) • This project should be designed using sustainable/ high-performance principles. It is the intent to use the U.S. Green Building Council’s LEED (Leadership in Energy and Design) rating system as part of the design process and to certify this project at a silver rating level. When using LEED, the following requirements also apply: Wastewater technologies, water use reduction and renewable energy strategies beyond those required by DSF Energy, HVAC and Plumbing Design Guidelines and Master Specifications must demonstrate life cycle cost savings in order to be considered for implementation. DSF Daylighting Standards provide a minimum standard that shall be met.
•
•
Space Tabulation The space tabulation is a list of each identifiable and assignable space to be provided by the project. The spaces should be arranged by organizational units, functional entities, or a combination that will clearly identify the spaces that must be designed into the facility or addressed by the project. Spaces can be grouped to reflect proximities required for efficient operations. An identification reference number should be provided for each space listed. Each space should have an individual reference number, although per the second example below identical spaces can be grouped for simplicity. The use of a separate reference for each room can assist the designer in tracking spaces during the design to assure that spaces are not lost. Per the example below, it may be useful to use a reference system that provides grouping by department or functional area. Depending on the size of the space tabulation, separate summary lines should be provided for each organizational unit or functional entity as well as for the total remodeled space and new space. These summaries can be useful for developing a detailed budget for the project and for subsequent design. Summaries should be an appropriate combination of subtotals and totals to effectively identify separation of homogeneous units. One space tabulation is required for each project. The space tabulation should normally be Assignable Square Feet (ASF), although it may be necessary in some remodeling projects to use Gross Square Feet (GSF). Normally, NonPlanning Guide - Project Implementation October 2004 Revised November 2005 PI-49
Assignable Square Feet (NASF) spaces such as restrooms, mechanical rooms, corridors, etc., are not listed in the Space Tabulation, but are considered part of the GSF. However, on rare occasions it may be desirable to list NASF spaces so assure that specific NASF spaces are not ignored by the consultant. An example may be a remodeling project where a mechanical room is to remain as is. At the end of the Space Tabulation a GSF should be calculated by applying an efficiency factor to the ASF total. Since programming and design services are being requested, all individual spaces may not have yet been defined. But there must be a general understanding of the amount of space needed for each functional area. In this case the space tabulation should show total ASF for each functional area, with total ASF and a GSF grand total.
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THE FOLLOWING EXAMPLE SHOWS A SEPARATE ENTRY FOR EACH SPACE:
Each space identified in this table is intended to support specific program functions. The area allotted to each space is an estimate used to develop a project scope. The programmers and designers are expected to evaluate the functions and allocated space to determine the adequacy or inadequacy of each space and to recommend adjustments. It is the desire of the University and the State of Wisconsin to minimize the amount of space constructed while providing appropriate functional space. Ref. No. Name Economics Department Department Office and Waiting Conference Room Workroom Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Economics Department Sub Total Business Department Department Office and Waiting Conference Room Dean of Business and Economics Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Faculty Office Business Department Sub Total Occupants ASF/ Occupant 200 25 135 135 135 135 135 135 135 Total ASF 200 150 150 135 135 135 135 135 135 135 1,445
10A 10B 10C 10D 10E 10F 10G 10H 10I 10J
1 6 1 1 1 1 1 1 1
11 11A 11B 11C 11D 11E 11F 11G 11H 11I 11J 11K 11L 11M 11O 11P
2 10 1 1 1 1 1 1 1 1 1 1 1 1 1
125 25 185 135 135 135 135 135 135 135 135 135 135 135 135
250 250 185 135 135 135 135 135 135 135 135 135 135 135 135 2,305
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Ref. No. 20 20A 20B 20C 20D 20E 20F 20G 20H 20I 20J 20K 20L 20M 20N 20O
Name Classrooms Seminar Room Seminar Room Classroom A Classroom A Classroom A Classroom B Classroom B Classroom B Classroom C Classroom C Lecture Room A Lecture Room B Case Study Classroom Case Study Classroom Case Study Classroom Classroom Sub Total Computer Labs Computer Lab A Computer Lab A Computer Lab B Computer Lab B Computer Lab B Computer Lab B Computer Lab C Computer Lab C Computer Lab D Computer Lab Sub Total Small Business Incubator Reception Director Office Business Liaison Conference Room Resource Center Small Business Incubator Sub Total GRAND TOTAL ASF Efficiency Factor .65 GRAND TOTAL GSF
Occupants
ASF/ Occupant 30 30 29 29 29 29 25 25 22 22 20 25 36 36 36
Total ASF 480 480 1,000 1,000 1,000 1,250 1,250 1,250 1,650 1,650 2,000 2,500 1,260 1,260 1,260 15,510
16 16 35 35 35 35 50 50 75 75 100 100 35 35 35
30 30A 30B 30C 30D 30E 30F 30G 30H 30I
25 25 35 25 25 25 25 25 50
40 40 40 40 40 40 50 50 25
1,000 1,000 1,400 1,400 1,400 1,400 1,250 1,250 1,250 11,350
40 40A 40B 40C 40D 40E
1 1 1 8 5
250 150 135 25 100
250 150 135 200 500 1,235 31,845 49,000
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THE FOLLOWING EXAMPLE SHOWS THE SAME INFORMATION CONDENSED BY SIMILAR FUNCTIONS:
No. of Rooms 1 1 1 7 1 1 1 12 2 3 3 2 1 1 3 2 4 1 1 1 Ref. No. Name Occupants Room ASF ASF/ Occupant
10A 10B 10C 10D – 10J
Economics Department Department Office and Waiting Conference Room Workroom Faculty Office Economics Department Sub Total Business Department Department Office and Waiting Conference Room Dean of Business and Economics Office Faculty Office Business Department Sub Total Classrooms Seminar Room Classroom A Classroom B Classroom C Lecture Room A Lecture Room B Case Study Classroom Classroom Sub Total Computer Labs Computer Lab A Computer Lab B Computer Lab C Computer Lab C Computer Lab D Computer Lab Sub Total
1 6 1
200 25 135
200 150 150 135
11 11A 11B 11C 11D – 11P
2 10 1 1
125 25 185 135
250 250 185 135
20 20A – 20B 20C – 20E 20F – 20H 20I – 20J 20K 20L 20M – 20O
16 35 35 75 100 100 35
30 29 29 22 20 25 36
4800 1000 1250 1650 2000 2500 1260
30 30A – 30B 30C – 30F 30G 30H 30I
25 35 25 25 50
40 40 50 50 25
1000 1400 1250 1250 1250
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Total ASF 200 150 150 945 1,445 250 250 185 1,620 2,305 9,600 3,000 3,750 3,300 2,000 2,500 3,780 15,510 2,000 5,600 5,000 1,250 1,250 11,350
No. of Rooms 1 1 1 1 1
Ref. No.
Name Occupants Room ASF ASF/ Occupant
40 40A 40B 40C 40D 40E
Small Business Incubator Reception Director Office Business Liaison Conference Room Resource Center Small Business Incubator Sub Total GRAND TOTAL ASF Efficiency Factor .65 GRAND TOTAL GSF
1 1 1 8 5
250 150 135 25 100
250 150 135 200 500
Planning Guide - Project Implementation October 2004 Revised November 2005
PI-54
Total ASF 250 150 135 200 500 1,235 31,845 49,000
THE FOLLOWING EXAMPLE SHOWS THE SAME INFORMATION CONDENSED BY GENERAL FUNCTIONAL AREAS:
No. of Rooms 1 1 1 19 15 9 Ref. No. Name Occupants Room ASF
10 11 12 13 14 11A
Economics Department Offices Business Department & Dean's Offices Small Business Incubator Faculty Offices Classrooms Computer Labs GRAND TOTAL ASF Efficiency Factor .65 GRAND TOTAL GSF
1 3 3 1 -
200 150 150 135 -
Planning Guide - Project Implementation October 2004 Revised November 2005
Total ASF 500 700 1,200 2,565 15,500 11,400 31,865 49,000
PI-55
Special Requirements This section should include any special requirements for the spaces included in the space tabulation. Special requirements include only those items that would not normally be expected to be included for the type of function listed, but are necessary for the activities or functions to occur within the space. It should be assumed that the consultant will design spaces to meet normal requirements of the functions. It should also be assumed the consultant will design the spaces to meet code requirements and State of Wisconsin design standards, including such items as materials, building systems, finishes, lighting, and handicapped requirements. Examples of special requirements include items such as unusual vibration or acoustical isolation to accommodate a piece of research equipment, very heavy floor loading requirements, or labs with Biosafety Level 3 or above requirements. A description of special requirements is needed only for each space or type of space listed in the space tabulation that has a special requirement. The only formatting requirement for this section is the sequence of the Special Requirements be consistent with the sequence of spaces listed in the Space Tabulation. Each “special requirement” must be identified with the reference number assigned to space in the space tabulation.
Identification and Name of Space
The reference number and name of the space as listed in the Space Tabulation.
Description of Space
This should be a brief statement in the users’ words of the functions and activities to occur in the space, including information such as populations involved in functions and activities, frequencies of activity, levels of activity, as well as ages and sex of users where pertinent.
Special Requirements and Environments
This section should be a statement of the special requirements beyond the “normal” considerations a designer would assume for the particular function. It will be helpful to the designer to have this section organized as a list of the major special topic areas. Only those topic areas where special requirements are to be noted should be included. When there are no special requirements or environmental conditions, portions of, or entire sub sections, can be omitted, including the headings. EXAMPLE:
12 Civil Engineering Lab This lab will be used for the instruction of classes of 25 students and will house fixed and movable materials testing equipment. In addition, activities at workbenches will occur. Special Requirements This room should be on grade. The fixed materials testing equipment should be mounted on pads with a floor loading capacity of 250 PSF, and isolated from the remainder of the floor slab. 208V, 3 phase power should be provided.
Planning Guide - Project Implementation October 2004 Revised November 2005 PI-56
Attachments Materials considered to be useful information to help a design consultant become oriented to the campus can be included as attachments. Items that may be useful include a map of the campus upon which the project location is identified, floor plans of the building where the project is to be constructed, or any other items thought to be useful. Photographs may also be helpful. All campus maps, site plans and floor plans must utilize the full 8.5 by 11 sheet with a minimum of ½” margins. Do NOT insert AutoCAD drawings or other formats that cannot be read by Word or Adobe Acrobat. Do NOT include drawings as a separate file or attachment. Instead export/ convert formats to a Windows Metafile format (.wmf) or another format that can then be inserted as a picture into the document. Then adjust the image for printing in grayscale, modifying size, contrast, and brightness of the image as necessary to obtain a clear reproducible image. It is often helpful to note or graphically indicate on maps and plans the project site, areas of the floor plan that are part of this project, limits of project site, etc.
Planning Guide - Project Implementation October 2004 Revised November 2005
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Real Estate Transactions
Materials for this section will be added at a later date.
Property Leasing
Materials for this section will be added at a later date.
Assessable Improvements
Materials for this section will be added at a later date.
Building Removal (Demolition)
Materials for this section will be added at a later date.
Planning Guide - Project Implementation October 2004 Revised November 2005
PI-58
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