Auburn University
Auburn University
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Auburn University
 


Auburn University Design and Construction Standards 2009 Consultant Requirements

As part of Basic Services, all Architects, Engineers, Construction Managers and other consultants will become familiar with and follow these requirements.

Section 1 - Guiding Principles for Design Professionals, Construction Managers & Other Consultants to Practice at Auburn University, include but are not limited to the following:

  1. Design review and comment by Auburn University and the Alabama Building Commission will not be construed as “quality control/quality assurance” for the Architect/ Engineer.


  2. Review and approval by Auburn University and the Alabama Building Commission in no way relieves the A/E from providing design documents which are fully in accord with and address Current Codes in a direct and forth right manner. Auburn University intends for all it projects to meet Codes and protect Life, Health, Safety and Property.


  3. Thorough, Accurate, Professional and Effective communication of information to the right people is an essential part of every aspect of a project. Open communication is expected. There are no hidden agendas or project secrets.


  4. Sustainable Design practice is expected. Sustainable design begins at day one. It is not an accessory to be added after the design is done.


  5. The A/E is the most knowledgeable entity when it comes to understanding the building and its systems. Commissioning agents, inspectors, the Owner, testing agencies, contractors, construction managers, cannot assume nor usurp the A/E’s role in the delivery of a fully functional and well coordinated facility.


  6. Auburn University wants the greatest amount of fair market competition between well qualified participants at all levels of the procurement system. We insist on rigorous Pre-Qualification of Prime Contract Bidders and when desirable, Pre-Qualification of Subcontract Bidders.


  7. Auburn University insists on a balanced design. All components and systems should be of similar levels of quality, performance and life expectancy (An HVAC system with a 100 year life expectancy is not appropriate  for a building with a 10 year life expectancy).


  8. Water and moisture control are primary design determinants.


  9. Context and appropriateness are primary design determinants.


  10. Prior to the start of any work the A/E must be under contract.


  11. Prior to proceeding with any extra services the Owner must issue specific written authorization to the A/E for same.


  12. The Overall Project Schedule (OPS) consists of several steps or phases. Pre-Design, Design, and Bidding are equally as important to achieve the desired completion dates as the Construction Phase. Failure to deliver a project on time can cost the owner in several ways:


    1. Higher costs due to inflation.
    2. Loss of opportunity to occupy a facility on time.
    3. Loss of Revenue.

  13. The Architect / Engineer, Owner and Construction Manager must each commit the energy and resources necessary to develop a workable schedule and to meet agreed upon delivery dates and milestones. Failure to make progress as described in the Agreement may result in unsatisfactory performance evaluations and / or financial consequences. The Special Provisions of the Agreement may call specific attention to this item on projects with a heightened sense of urgency. The absence of specific language in the Special Provisions of the Agreement shall not be construed to mean that a project schedule is any less important.


  14. The Architect/Engineer and/or Construction Manager must obtain the latest version of AU Standard forms and documents to be utilized from the AU Project Lead.

Section 2 - Definitions:

  1. Project Budget: The total project budget, established by the Owner, inclusive of all costs customarily attributed to the project, including but not limited to: Construction Costs, Fees, Miscellaneous and Reserves. The “Project Budget” is managed by the Owner.


  2. Owner:  Auburn University


  3. University Project Lead: The Individual Person officially designated. (in the original contract, by amendment or by letter from the University Official who signed the contract). This person is the spokesperson for Auburn University for this project. This person is not authorized to make financial obligations for the University. The Owner’s representative for this project will be the University Project Lead or his designated representative.  All official directions and communications with the Owner will be through the University Project Lead or designated representative.


  4. End User: The University or other people who will use the facility upon completion.


  5. Construction Management Professional (CM): As recognized in Title 39, a Construction Manager is a Professional Consultant who provides construction expertise and guidance to the Owner and the Project Team. The Construction Manager can perform no physical construction work.  CM Pre-Construction Services may include schedule management, cost management, Owner’s Advocate during design, bid and market advice. CM Construction Services may include the management of multiple separate prime (trade) contracts. On projects where a CM is engaged by Auburn University, the CM provides services which are complimentary to the services provided by the A/E. None of the A/E’s obligations are transferred or eliminated by the engagement of a CM.

Section 3 - Specialty Consultants:

  1. Specialty Consultants needed for the project will be those engaged by the Owner, the Architect or the Engineer as decided by the Owner. The Project Delivery Team will jointly develop the list and roles of specialty consultants appropriate for the project.


  2. The Architect will assist the Owner in defining the roles of the entire team of consultants. 


  3. The Architect will communicate with the various specialty consultants and the Owner such that all parties are fully informed and the documents of all consultants are fully and completely coordinated and the Owner is fully informed of the content of the documents. 


  4. The Owner, Architect, and all specialty consultants will make available for use by each party (Owner, Architect, and Specialty Consultant) all necessary documents, drawings, reports, and information including hard copy and electronic documents.


  5. The Owner will endeavor to have all Owner contracted specialty consultants review documents, attend meetings as directed by the Owner and provide input on their specialty in a timely manner throughout the course of the project.


  6. The Architect is must coordinate and integrate the recommendations of the specialty consultant with the work of the Architect so that each is complimentary to and is not at variance with the other.


  7. The Owner and Architect may agree to acquire the services of these specialty consultants as part of the Architect’s services.

Section 4 - Advertisement for Bids:

  1. The Owner is responsible for the cost of publishing the Advertisement for bids.  The Owner will prepare and arrange for publication of the Advertisement.  The Architect will assist the Owner as requested.  The Architect will review the Advertisement for consistency with the balance of the bidding requirements and documents.  The Architect will advise the Owner on the schedule for publication consistent with the Architect’s approved progress schedule.

Section 5 - Sole Source Items:

  1. The Owner will furnish a list of all known sole source items, along with the previously approved sole source justification documentation.  The A/E team is responsible for assuring that only those which must be sole source are. Portions which need not be sole source must be open for three (3) or more products.  The Owner has a limited number of sole source requirements which include:


    1. Network Addressable Fire Alarm: SimplexGrinnell
    2. Network Security Monitoring & Access Control/Keying: Best/Lenel
    3. Network Energy Management/Monitoring/Control: Johnson Controls: Only limited portions of the HVAC controls systems are sole source.

  2. In all other items, the Architect will comply with the intent of Title 39 of the Alabama Public Works Law and will specify items for which three (3) or more acceptable/equal products are available.   It is the Owner’s desire and intent to achieve competitive pricing/bidding from reputable and reliable sources.  All portions of the bid documents will be structured to invite and encourage maximum competition from among the recognized sources and approved equivalent products, with the exception of the “Sole Source” items described herein.  Should the Architect recommend additional “Sole Source” items, the Architect must seek written approval of the Owner and then follow the requirements of the State of Alabama Public Works Law (Title 39) to document approval of the proposed sole source item.

       
Section 6 - Owner’s Program:

  1. In cases where the Owner provides a project program; the Architect will maintain at all times a current and easily understood comparative spread sheet. The spread sheet will describe the actual spaces as shown on the drawing with their respective net areas, plus a tabulation of gross area. The Architect will prepare a table which compares “actual” and programmed areas side by side and a computation of the difference.  This program verification chart is required with the submittal of Schematic, Preliminary, 50% Final Working Drawings, 95% Final Working Drawings, and 100% Final Working Drawings. Deviations or modifications to the Owner’s original program must be readily discernable and must be agreed upon by the Owner in writing, before further development of the design documents may occur.


  2. For projects of limited scope, where no detailed program is prepared, the approved Schematic Design Drawing will constitute the Approved Project Program.


  3. For projects that are not readily defined in terms of areas and spaces, the Architect/Engineer will provide a written description of the scope and nature of the project that defines the program of work. (systems renovations and certain engineering projects).


Section 7 - Design Submittals:

  1. The Architect will submit a narrative description of any and all systems, materials, or assumptions which are at variance with the Owner’s published standards, criteria, and/or program requirements. The A/E must submit a written variance request, and receive written approval from the Owner to deviate from the Design & Construction Guidelines.

  2. Submit one set of all Architects’ and Engineer’s full calculations, statements, design rationale, and design assumptions including but not limited to:

    1. Energy and Utility Use Projections: Provide annual projected energy and utility consumption (all forms), and utilization/occupancy diversity assumptions.
    2. Submit site plans which show fire truck and emergency vehicle access.
    3. Air exchange rates and codes/standards applied for each space.
    4. Structural loads (comparison of systems explored, etc.), lateral forces, loads, geotechnical report interpretation, and seismic considerations and design calculations.
    5. Rain drainage system calculations, (gutters downspouts, internal roof drains, emergency overflow devices).
    6. Lighting calculations.
    7. Acoustical calculations for auditoria and similar spaces of 100 person capacity or greater.
    8. Storm water runoff, detention, predevelopment and post-development calculations.

Section 8 - Documents for Review:

  1. The Architect will submit five (5) sets of documents for review to the University Project Lead at the completion of the following phases: Schematic, Preliminary, 50% Final Working Drawings, and 95% Final Working Drawings.


Section 9 - Documents for Presentation and Approval:

  1. Schematic Design: For projects with a budget over $750,000.00, the Architect will submit presentation documents suitable for a Power Point Presentation and mounted on 30” x 42” foam core board, as follows:


    1. Campus Location & Contect Plan (1" = 100')
    2. Site Plan with discernable colors keyed to functional areas. (1” = 20’ to 1” = 40’)
    3. Floor Plans (largest scale that will fit on a 30” x 42” drawing)
    4. Building Section
    5. Exterior Elevations (the 4 main views)
    6. One 3-D View (the view agreed upon by the Project Team).

  2. Documents required for approvals of government authorities or others having jurisdiction over the Project, as well as documents required by the Architect’s consultants must be provided to those authorities by the Architect.


  3. Prior to start of work on the next phase of service, the Architect must secure written approval from the University Project Lead. The following components are prerequisites and must be completed before the University Project Lead can issue approval:


    1. Energy and Utility Use Projections: Provide annual projected energy and utility consumption (all forms), and utilization/occupancy diversity assumptions.
    2. Submit site plans which show fire truck and emergency vehicle access.
    3. Air exchange rates and codes/standards applied for each space.
    4. Structural loads (comparison of systems explored, etc.), lateral forces, loads, geotechnical report interpretation, and seismic considerations and design calculations.
    5. Rain drainage system calculations, (gutters downspouts, internal roof drains, emergency overflow devices).
    6. Lighting calculations.
    7. Acoustical calculations for auditoria and similar spaces of 100 person capacity or greater.
    8. Storm water runoff, detention, predevelopment and post-development calculations.

Section 10 - Relation of Base Bid to Approved, Budgeted, Cost of the Work:

  1. The Architect will design the project in such a manner that the base bid work approximates 90% of the approved budgeted Cost of the Work for projects of less than$5 million or 95% of the approved budgeted Cost of the Work projects of over $5 million in construction cost.


  2. Additive alternates will be defined, the cost of which if added to the base bid amount will increase that amount to the extent allowed by the total approved budgeted Cost of the Work.


  3. Deductive alternates are allowed with special permission from the Owner.


Section 11 - Incorporation of Addenda into Construction Sets of Documents:          

  1. After receipt of bids and prior to the date of the Notice to Proceed, the Architect must incorporate all Addenda (and negotiated changes, if any) into the drawings and specifications, at no additional cost to the Owner.  The cost for reproduction of sets of these updated documents will be paid by the Owner as a reimbursable expense for the number of sets requested by the University Project Lead in writing. The cost of incorporating these addenda will be borne by the Architect.  (It is advisable to continually update drawings and specification as addenda are issued while preserving electronic and hard copy versions of the previous generations of documents.)

Section 12 - Construction Administration Services

  1. The Architect will not be paid for services related to Change Orders that are necessary due to errors, omissions, or oversights by the Architect and/or consultants employed by the Architect except to the extent stated hereafter.  If, after the construction has begun, an error or omission is discovered, and the item can still be provided in the sequence of construction without premium to the Owner, then the Owner will pay for this item just as if it had been included in the original documents.  If this error or omission is discovered out of sequence with the construction timetable, then the Architect and/or its consultants will pay only the premium to have this item corrected or included, while the Owner will pay for the item as if it had been included in the original documents. 


  2. Fees for services related to Change Orders initiated by the Owner that involve a significant change in the scope of the work (and thus significant design effort) are subject to negotiation and payable to the Architect whether the Change Order is accepted or not.  A mutual understanding of compensation method (hourly, percent Cost of the Work, etc.) must be reached and agreed upon in writing prior to initiating such services.


Section 13 - Reimbursable Expenses:
 

  1. At the start of the project the Architect will prepare for the Owner’s consideration an estimated schedule of anticipated reimbursable expenses.


  2. The Architect's requests to the Owner for payment of reimbursable expenses are to be accompanied by actual invoices for the claimed expenses.


  3.  Printing, reproduction and shipping of post-bid updated documents if requested by the Owner and printing, reproduction and shipping of review documents at the Schematic, Preliminary, 50% Final Working Drawings, and 95% Final Work Drawings phases in excess of the five (5) sets required as Basic Services, if requested by the Owner, will be reimbursed to the Architect at direct cost plus a markup of fifteen (15) percent. Alternatively the Owner may agree to be invoiced directly by the printing company and avoid the 15% markup.


  4. Reimbursement for expenses for transportation, food, and lodging will be in accordance with the published University Travel Policies. 

            http://www.auburn.edu/administration/business_office/policy_manual/travel.html
So as not to be punitive to any consultant regarding travel, Auburn University will pay only for miles traveled outside of a 100 mile radius (Personal vehicle or rental car). Example consultants driving from Montgomery or Columbus Georgia will not be reimbursed for mileage. Consultants from Mobile will be reimbursed for their miles traveled less 100 miles (200 miles if round trip). Consultants from Nashville will be reimbursed for their miles traveled less 100 miles (200 miles if round trip).


Section 14 - Payments to the Architect: 

  1. Statements for services during Schematic Design, and Design Development phase may be submitted any month when progress for that phase of service has advanced at least 25% (as determined by the Project Lead) since the prior invoice.


  2. Payment of the final 25% in Schematic Design and Design Development will become due upon written approval of by the Owner of that phase.


  3. Statements for services during Construction Documents may be submitted any month when progress for that phase of service has advanced at least 15% (as determined by the Project Lead) since the prior invoice.


  4. Payment of the final 10% in Construction Documents phase will be in accordance with the Alabama Building Commission, Standard Articles (Form B-2A).


  5. Payments for Bidding Phase and Construction phase services will be in accordance with the Alabama Building Commission, Standard Articles (Form B-2A).


  6.  Prior to submitting each periodic or the final payment request for Services A or B or C, the architect will submit a certification that all comments from reviewing parties have been incorporated.


Section 15 – Format of Record Documents:

  1. The Owner requires a complete hard copy and digitized record sets  (As-Builts) of plans and specifications of the project as finally constructed, with all corrections, revisions, addenda, change orders and other changes clearly shown thereon. Bound copies of all executed/issued Addenda, Contract Change Orders, RFI’s, ASI’s, and other documented modifications to the contract documents shall be attached to the record set.   


  2. The A/E must provide three (3) sets of hard copy record documents. 


  3. Record set Drawings to be provided in AutoCAD (version used by Facilities Division) and Adobe PDF format.  A/E shall bind all x-refs and provide plot style (pen settings) for proper plotting.


  4. Specifications and similar small format documents will be provided in a format compatible with Facilities Division Software (MS Word) and Adobe PDF format.. 


  5. Electronic copies of all submittals shall be provided in Adobe PDF format.


  6. All electronic submittals shall be provided on CD rom or DVD.
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