Design Review Process and Expectations
General Provisions
- All A/E teams providing professional design services to Wright State University shall participate in the established design review process as a part of their contractual obligations to the University. This participation shall be considered a part of basic services paid for under basic compensation and shall not be construed to lengthen the time to complete the design or to require additional fees. The University will complete its reviews in a timely manner as set forth in the Project Schedule prepared by the A/E and accepted by the University.
- The following outlines the required review process and expectations relative to submitted documents for reviews and permitting.
Design Process
Design Phases
Unless otherwise agreed upon, the A/E will provide an opportunity for the University’s review (including duration of review) at the completion of each of the following design phases:
Schematic Design – 10 working days
Design Development – 10 working days
Construction Documents – 10 working days, to commence not later than 20 working days before the project is to be advertised for bidding
Each of these phases and review periods shall be identified in the Project Schedule.
Construction Budget and Estimates of Probable Construction Cost
The University will provide the A/E with the Preliminary Program of Requirements and the Construction Budget (Fixed Limit of Construction Cost) prior to the execution of the agreement for professional design services. The Fixed Limit of Construction Cost (FLCC) may be adjusted only in accordance with the terms of the Agreement.
In addition to drawings and specifications, the A/E shall prepare Estimates of Probable Construction Cost for submission to the University at each of the design review phases listed above. These estimates shall be compared to the Fixed Limit of Construction Cost (FLCC) by the A/E and the University shall be notified in writing of any adjustments in the project that may be necessary, to either limit the scope of the project or increase the Fixed Limit of Construction Cost. It shall be the responsibility of the A/E to complete the project design within the original Construction Budget unless directed by the University in writing to do otherwise.
Written Review Comments
The design review process is intended to be a formal one in that the University will solicit written comments from various reviewers, including the plan review process by University’s property and casualty insurance carrier, edit them as to appropriateness within the program parameters, and submit them to the A/E for incorporation into the design documents. The A/E shall respond in writing to each of the comments. If the A/E takes exception to any comment, the reasons shall be stated in writing for further discussion and resolution. The University and the A/E shall agree before proceeding to the next phase of the design. The A/E will incorporate comments into the documents and provide the written responses to those comments within 10 working days after submission to the University for each design phase.
Standard Document Format
The University maintains its records in standard print and electronic format based on the AIA CAD/BIM Layer Guidelines and CSI Master Format Specifications.
The A/E shall provide a test file and meet with the University CAD/BIM Specialist to assure that electronic drawing files will conform to University standards. At any time, when requested, the A/E shall submit an electronic copy of any requested project drawing file(s), and at the completion of the construction document phase he shall submit a complete set of all drawing files. A final complete set of electronic as-built drawing files shall be submitted on CDs (PDF & CAD/BIM) at the completion of construction and shall be identified as such. All electronic files will be furnished as a part of basic services paid for by basic compensation.
All electronic drawing files shall be furnished in CAD/BIM latest version or as directed in different earlier version by the University. Data Interchange Files (DXF) will not be accepted as an alternate. If another software program is used by the A/E to generate project drawings, the A/E will be responsible for furnishing a translation/conversion to CAD/BIM that will maintain the accuracy and inclusion of all drawing data and will plot identical to the Project print records. Text styles and style names allowed shall be from the standard CAD/BIM font set contained in the base CAD/BIM program; third party proprietary fonts shall not be permitted. All electronic drawings of physical objects shown in plan, elevation, section and detail shall be depicted as actual size; nominal sizes shall not be used which would create scaling problems or drawing distortions. Diagrams, schedules, symbols and drawing conventions shall be drawn so that they are clearly readable at their plotted sizes.
The A/E and associated sub-consultants shall submit separate electronic drawing files corresponding to, complete and identical to each sheet in the plotted project set. Irrespective of the processes used to create drawings, such as cross-reference files, paper space and other organizational tools, the contents of each sheet in the project plan set shall be written to a separate .DWG file. Each file shall be labeled the same as it is in the plotted set. All layers in each drawing file shall be visible. Extraneous information, unused layers and blocks shall be purged. Drawing files that do not meet the University’s standards shall be returned to the A/E for correction at no additional cost to the University.
Electronic copies of all sections of the specifications shall be submitted in Microsoft Word.
Document Completeness
The A/E shall prepare drawings and specifications at each phase of the design to correspond with the following criteria for completeness, and the inclusion of the various design disciplines. These shall be submitted together with the Estimate of Probable Construction Cost for each phase described above. Failure to provide complete documents for review will not relieve the A/E of his obligation to meet the Project Schedule and will result in an unfavorable performance evaluation. Payment of the last twenty percent (20%) of the Basic Fee…shall be made only after all documents and Drawings required for the respective Phase have been submitted…as applicable, in form and substance reasonably satisfactory to…the Owner. Refer to the Agreement.
Document Review and Coordination
The A/E and sub A/Es shall conduct an extensive review of all drawings and specifications to assure they have been coordinated with each other and that the proper notes, references and cross references are present. The A/E will submit a written affidavit attesting to this review and coordination at the time of completion of final bid documents.
Document Submittals
Front End Requirements
The front end of all specifications for Wright State University projects shall be arranged in the following manner, using the most up-to-date version of the State documents, which are indicated in Part two of this document. The following outline is based on General Contract project delivery. Refer to State documents for adjustments for other delivery methods. Specific questions concerning any of the items should be directed to the University Project Manager.
- Cover Page listing project information, name, number etc.
- Table of Contents
- Solicitation
- Instructions to Bidders
- Supplementary Instructions (Specific per project)
- Geotechnical or Environmental Data (if applicable)
- Bid Form
- Bid Security Form
- Bidder’s Qualifications
- EDGE Affidavit
- Agreement Form
- Performance and Payment Bond Form
- Contracting Definitions
- General Conditions
- Owner’s Supplementary Conditions (Specific per project)
- Wage Rate Requirements
- WSU Safety and Health Program
- Hot Work Program
- Digging/Boring Permit
Schematic Design Phase
All Disciplines
For renovation projects, the A/E and each of the sub A/Es shall be required to field verify all existing conditions including but not limited to the location and condition of structural, architectural, mechanical and electrical items. To the extent necessary, all drawings at each phase of the design shall accurately represent existing conditions.
Civil Documents
Submit a scale schematic site plan based on existing University topographic and utility mapping showing the relation of the proposed project to existing site features such as roadways, walks, parking, trees and plantings and any underground and overhead utilities that will be affected by the project. Submit an outline specification of civil work.
Architectural Documents
Submit scale drawings showing compliance with basic program requirements, room sizes, uses and spatial functions and identifying support spaces such as stairs, corridors, rest rooms, mechanical, electrical, telecommunication, custodial and storage spaces. Drawings shall demonstrate general compliance with the OBBC (current Ohio Basic Building Code) with respect to building use/mixed use and occupancy, construction type, fire protection requirements, means of egress and accessibility. Indicate by building section or other means, the structural system proposed or modifications required and the general relation of floor, ceiling, structural and mechanical systems. Submit an outline specification listing those sections to be used for the project.
Mechanical, Plumbing and Fire Protection Documents
Submit drawings that indicate the location of all mechanical spaces, water service entrances, sanitary and storm water exits and the location of all large equipment within the building(s), on grade and roof mounted. Indicate the types of systems to be used in the project including, but not limited to, air handling systems, mechanical cooling systems, heating systems and specialized mechanical systems specific to the project. Submit cut sheets of representative pieces of equipment. Submit load calculations and design criteria for all systems. Submit cut sheets for plumbing fixtures and any specialized plumbing systems and/or equipment to be incorporated into the project.
Submit cut sheets for fire protection equipment, pumps, extinguishers, sprinkler heads, etc. Indicate zones and occupancy hazard requirements for each wet and dry and special system locations.
Electrical, Telecommunication and Special Systems Documents
Submit drawings that indicate the location of all electrical, telecommunication and special system spaces and the location of major equipment including transformers, switchgear, distribution panels, etc. Submit a brief narrative describing the various systems and their operations, the type of lighting proposed for each area and the power requirements for spaces and special equipment. Submit an outline of all electrical, telecommunications & special systems specification sections. Submit proposed standard drawing symbols for review and approval by the University.
Design Development Phase
Civil Documents
Submit scale site plan(s) based on an actual survey of the project area to confirm existing lines and grades and verification of existing features and utilities that will be affected by the project. Indicate which utilities will be disturbed, interrupted or relocated and a proposed schedule for site construction activities that would affect University activities and operations. Submit preliminary details of paving, landscaping and other site work proposed in the project. Show the proposed limits of construction and the location of any temporary fencing, barricades or construction facilities such as stockpiles, dumpsters and trailers. Submit specifications for civil sections of the work.
Architectural Documents
Submit final scale plans, elevations, building and wall sections to fix and describe the size and character of the project as to architectural, structural, mechanical and electrical systems, including materials of construction proposed, the placement of all doors, windows, partitions, equipment and special construction unique to the project. This shall include the location and extent of built in casework, fixed furnishings, and all other items provided in the Fixed Limit of Construction Cost that is related to the intended use of all spaces. Drawings shall be provided in sufficient detail, that while not complete for bidding, a reasonably qualified reviewer can ascertain the design intent for materials, finishes and the type of construction for foundations, structural framing, walls, floors, ceilings and roofs. The drawings shall be complete enough for submission for a preliminary code review by the Bureau of Construction Compliance if the University elects to do so.
Submit a draft preliminary specification including all sections to be incorporated in the Construction Documents.
The A/E and associated sub-consultants shall adjust the Estimate of Probable Construction Cost to reflect any changes in the design; program, schedule or other factors affecting cost resulting from the development of this phase of the design. Refer to the Construction Budget and the A/E’s obligations described above.
Mechanical, Plumbing and Fire Protection Documents
Submit drawings that show the location of all mechanical, plumbing and fire protection equipment and fixtures. Mechanical drawings shall have ductwork systems laid out in their entirety, at a minimum, in one-line format. All major piping systems for all disciplines/trades shall be laid out in plan. Submit an outline specification for all sections of Mechanical, Plumbing & Fire Protection which covers systems and equipment for the project.
Electrical, Telecommunication and Special Systems Documents
Submit plans that show the location of all lighting fixtures, electrical equipment and panels and the general location of all devices, specialties and project specific items. Identify the location and space requirements for all major equipment and its relation to the system(s) that it supports. Submit cut sheets for all equipment, fixtures and devices proposed for the project. Submit the refined specifications for all Electrical, Telecommunications & special systems sections.
Construction Documents Phase
Civil Documents
Submit complete drawings showing all site work, utilities, grading, landscaping and details to enable bidders to quantify all elements of the project. Indicate phasing of the work if included in the project schedule. Include all benchmarks, items to be removed, relocated and constructed by the site contractor. Clearly distinguish the work of the University, if any, and the work of other contractors. Submit completed civil specifications.
Architectural Documents
Submit complete drawings and specifications setting forth in detail all of the requirements of the project for bidding, construction and code compliance which shall incorporate all University review comments and shall coordinate the work of all sub A/Es to be fully integrated into the project. Conflicts and/or inconsistencies discovered during the bidding period shall be addressed and clarified by addenda. The Construction Documents shall include clearly defined add/deduct alternates as may be considered appropriate by the University and the A/E and sub A/Es. For all capital projects, the state front-end as published by the State of Ohio shall be used. Refer to Part Two. The A/E shall prepare all Front End specification sections per State of Ohio sections and in conjunction with the University that meet the project conditions.
Mechanical, Plumbing and Fire Protection Documents
Submit complete drawings and specifications, schedules, diagrams and details necessary for project bidding, construction and code compliance. Submit any additional documentation necessary to demonstrate that the systems will perform to the design criteria established in prior phases of the project. Submit final specifications.
Electrical, Telecommunication and Special Systems Documents
Submit complete drawings and specifications, diagrams, schematics and schedules and details necessary for project bidding, construction and code compliance. All drawing notes shall be on the sheets to which they pertain. Panel schedules, motor control center schedules, and distribution board schedules shall be complete and coordinated with other disciplines/trades. Submit foot-candle calculations for normal and emergency operating conditions. Submit feeder voltage drop calculations for panels, large motors and other major equipment. Submit building load calculations. Submit Arc Flash and Arc Flash Analysis including requirements for proper labeling for building, including the settings for any relays. Submit final specifications.
Submit final cut sheets for all lighting fixtures, electrical and special equipment. All cut sheets and calculations shall be submitted in a notebook with tabs indicating each section.
Permitting
Documents for Examination by the Bureau of Construction Compliance and State Architect
Submit four copies of the drawings and three copies of the specifications, which are signed and stamped by the person(s) primarily responsible for their preparation to the Bureau of Construction Compliance. Building permit fees paid by the A/E are a reimbursable expense with no mark-up allowed.
For State of Ohio administered capital projects, submit a copy of the drawings and specifications to the Ohio Facilities Construcion.
