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					     PHYSICAL
     PLANNING GUIDE -
     PROJECT
     IMPLEMENTATION

2011 – 13 Capital Budget




     University of Wisconsin System Administration
     Capital Planning & Budget
     November 2008
                Physical Planning Guide - Project Implementation

                                     Table of Contents
Topic                                                                 Page

    PROJECT IMPLEMENTATION
       Project Implementation Timelines                                  I-1
           Timeline for Major Projects                                   I-2
           Timeline for Projects Using Monthly A/E Selection             I-3
           Timeline for All Agency Projects                              I-4
           Timeline for Master Plans and Studies                         I-5
           Timeline for Pre-design                                       I-6
       Requesting Consulting Services                                    I-7
           What is a Request for Consulting Services                     I-7
           Why is Request Required                                       I-7
           When is Request Required                                      I-8
           Who Writes a Request for Consulting Services                  I-8
           Types of Requests                                             I-8
           Architectural/Engineering Selection Process                 I-13
       Request for Consulting Services for Campus Master Planning      I-14
       Request for Architectural &/Engineering Pre-design Services     I-20
       Request for Architectural & Engineering Design Services         I-35
       Request for Architectural & Engineering Programming Services    I-58
       Real Estate Transactions                                        I-59
       Property Leasing                                                I-59
       Assessable Improvements                                         I-59
       Building Removal                                                I-59




Physical Planning Guide - Project Implementation                               I-2
November 2008
                         Project Implementation
                                        Revised 11-2005
                                        Revised 6-2006
                                        Revised 11-2008




                      University of Wisconsin System Administration
                                Capital Planning & Budget
                                     November 2008




Physical Planning Guide - Project Implementation                      I-3
November 2008
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
      Timeline for Pre-design


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 2009-2011,
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                                                PI-1
November 2008
► 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




                                                                                                                                                 14 1/2




                                                                                                                                                           15 1/2




                                                                                                                                                                        16 1/2




                                                                                                                                                                                       20 1/2




                                                                                                                                                                                                        22 1/2




                                                                                                                                                                                                                             25 1/2




                                                                                                                                                                                                                                                         49 1/2




                                                                                                                                                                                                                                                                          52 1/2
                            0




                                             1




                                                         2




                                                                       3




                                                                                      4




                                                                                                   5




                                                                                                                 6




                                                                                                                         7
                                -----------------------------------------------------------------------                             TOTAL PROCESS =52 1/2 - 60 1/2 MONTHS             ---------------------------------------------------------------

                                ---------------- A/E selection process = 7 1/2 months                      --------------
                                                                                                                         
    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                  ---------------- Design & approval process = 18 months         ------------------
                                                                                                                                                                                                               
                                                                                                                     35% design  7 months 

                                                                                                                      Prepare BOR, SBC Request

                                                                                                                                      BOR, SBC approval
                                                                                                                             Review 35% design
                                                                                                                                                 Complete bid documents  4 months 

                                                                                                                                                                      Review 100% design  2 months 
                                                                                                                                                                                  Bidding & Contracting  3 months            --
                                                                                                                                                                                                                               Construction = 27-35 months       --
                                                                                                                                                                                                                                                                   
                                                                                                                                                                                                                 Construction        24-32 months   

                                                                                                                                                                                                                                               Close-out  3 months   




Planning Guide - Project Implementation                                                                                                                        PI-2
November 2008
► 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




                                                                                                                  10




                                                                                                                             11




                                                                                                                                       12




                                                                                                                                                         15




                                                                                                                                                                  16




                                                                                                                                                                                   19




                                                                                                                                                                                                           34




                                                                                                                                                                                                                            37
                              0




                                             1




                                                            2




                                                                          3




                                                                                       4




                                                                                                5
    -----------------------------------------------------------------------
                                                                                                         TOTAL PROCESS =37-40 MONTHS                    ---------------------------------------------------------------
                                                                                                                                                                                                                   


                                         A/E selection process = 5 months             -----
     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            -----------           Design & approval process = 14 months      -----------
                                                                                   35% design  5 months 
                                                                                       Prepare BOR, SBC Request

                                                                                                      BOR, SBC approval
                                                                                            Review 35 % design
                                                                                                                  Complete bid documents  3 months 

                                                                                                                                    Review 100% design
                                                                                                                                              Bidding & Contracting  3 months     --
                                                                                                                                                                                    Construction = 18-21 months    --
                                                                                                                                                                                                                     
                                                                                                                                                                       Construction    15-18 months   

                                                                                                                                                                                                 Close-out  3 months   




Planning Guide - Project Implementation                                                                                                      PI-3
November 2008
► 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




                                                                                                                          10




                                                                                                                                        11




                                                                                                                                                     12




                                                                                                                                                                  13




                                                                                                                                                                          14




                                                                                                                                                                                            17




                                                                                                                                                                                                                        26




                                                                                                                                                                                                                                       28
                         0




                                         1




                                                        2




                                                                      3




                                                                                   4




                                                                                            5




                                                                                                               9
               ----------------------------------------------------------------------- TOTAL PROCESS =28 MONTHS
                                                                                                                                                           --------------------------------------------------------------------

                                ---     A/E selection process = 5 months              -----
                                                                                        
   UWSA review & revise AAPR

                 DSF review AAPR

                           BOR, SBC approval

                                   Advertise & Select

                                       Notfication of selected firm

                                                        Kick-off meeting
                                                            Contract negotiation               --------------        Design & approval process = 12 months            --------------
                                                                                                                                                                                    
                                                                                   35% design  4 months 

                                                                                          Review 35 % design

                                                                                                               Complete bid documents

                                                                                                                                             Review 100% design
                                                                                                                                                       Bidding & Contracting  3 months    ---- Construction = 11 months   -------
                                                                                                                                                                                                                                   
                                                                                                                                                                               Construction     9 months         

                                                                                                                                                                                                            Close-out




Planning Guide - Project Implementation                                                                                                                   PI-4
November 2008
► 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




                                                                                                                            15
                               0




                                              1




                                                             2




                                                                           3




                                                                                        4




                                                                                                 5
                                    --------------- TOTAL PROCESS = 15-23 MONTHS                     ------------------

                                          A/E selection process = 5 months             -----
      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      10-18 months   




Planning Guide - Project Implementation                                                                                 PI-5
November 2008
► Timeline for Pre-design

This timeline is for pre-design of major projects. A request for A/E services is used to advertise. 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,
although if Building Trust Funds are used to fund A/E services, the State Building Commission will need to authorize release of funds..




Planning Guide - Project Implementation                                                 PI-6
November 2008
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
      Architectural/Engineering Selection Process


► 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. 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                                                    PI-7
November 2008
► 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 $150,000 and for special studies
and planning. For projects less than $150,000, the Small Project Request Process may be
used, or the institution may utilize the designated A/E-on-Call for that institution. 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 $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.   special studies,
     2.   master planning/planning services,
     3.   pre-design services
     3.   programming services
     4.   design services through construction, or
     5.   other architectural/engineering services.




Planning Guide - Project Implementation                                                  PI-8
November 2008
SPECIAL STUDIES

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.
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 $150,000 and can be accomplished using the Small Project
Request Process or the A/E-on-Call, 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.

MASTER PLANNING/PLANNING SERVICES

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.

PRE-DESIGN SERVICES

A request for PRE-DESIGN SERVICES is used to advertise for a consultant, as a basis for
developing a contract with the A/E, and by the consulting architects and engineers who
develop the pre-design. Most major projects will now undergo pre-design, with a goal
of having a completed pre-design to use as a basis for enumeration. The only major
projects that will not have pre-design are those projects of a simple and clearly-understood
scope, with a completed program, and with a solid and well-defined budget. The pre-


Planning Guide - Project Implementation                                                   PI-9
November 2008
design process is intended to replace the previous process of hiring a consultant team to
perform programming and design, or the process whereby the institution developed a
program and budget and then used that information as a basis for hiring an A/E for design.
(For additional information on pre-design, refer to Appendix H-Capital Project Pre-
Design.) In accordance with current DSF policy, pre-design services will be contracted
separately from design services, using the monthly A/E selection process. On completion
of pre-design and project enumeration, design services will then be advertised and an A/E
selected using the full A/E selection process.

A request for pre-design services is briefer than a request for design services, since it
contains a more general description of project scope, and typically does not have detailed
program or cost information. The request will contain basic information about project
scope and description, a preliminary summary space tabulation, and a preliminary budget.
The request will also need to identify those areas of program uncertainty, areas where more
information needs to be developed, unresolved planning issues, or other items for which the
consultant team will need to provide assistance.

Because pre-design services will be selected using the monthly selection process, there will
be less time and opportunity to assess the qualifications of potential A/E teams. Therefore,
it will be important that the request document identifies specific areas of expertise that will
be required of the consultant team, and specifies what information the prospective A/E
teams should include in their letter of interest; appropriate information in the letter-of-
interest will make it easier to select the best team in the limited time provided. In
particular, specialized expertise should be identified. Examples include traffic planning,
space planning, or acoustical expertise.

Finally, because the pre-design process is new to this state, it is important that good
deliverables result from the pre-design efforts. Specific deliverables should be specified in
the request document so that the consultant knows what will be expected, and there is a
benchmark of what satisfactory completion of pre-design entails.

PROGRAMMING SERVICES

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, or engage in pre-design services. 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 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 addressed in
the Project Implementation Process and Tools section of this guide.


Planning Guide - Project Implementation                                                   PI-10
November 2008
DESIGN SERVICES

A request for DESIGN SERVICES is used to advertise for and hire a consultant and by
consulting architects and engineers who 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 will typically be based on a pre-design deliverable.
Incorporating pre-design information, the request includes 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
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. However, since pre-design will in most cases produce
conceptual site plans, functional diagrams, and massing/blocking concepts, it is expected
that the design will conform to the pre-design. Since the pre-design work will be a
foundation for design, the pre-design document should be referenced in the request, and
should be made available to prospective A/E teams.

A request for design services is not a specification for design or construction; the
consultant, using pre-design information, develops a more detailed 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
addressed in the Project Implementation Process and Tools section of this guide.




Planning Guide - Project Implementation                                                    PI-11
November 2008
In cases where pre-design has not occurred, it will still be necessary that the request for
design services contains the information indicated above, and will require that the
institution staff develop the necessary content.

OTHER ARCHITECTURAL/ENGINEERING SERVICES

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 addressed in the Project Implementation Process and Tools section of this guide.




Planning Guide - Project Implementation                                                 PI-12
November 2008
                 ARCHITECTURAL/ ENGINEERING SELECTION PROCESS



     ENUMERATED                               ALL AGENCY          NON-ENUMERATED
     PROJECTS                                  GPR Funded          PROJECTS
      Programming                            MAINT & REPAIR       Small Remodeling
      Pre-design                              PR Funded             or Renovation
      Design                                                        Non-GPR Funded
                                                                    Master Plans
                                                                    Studies



       Request for A/E                                             AAPR or Request for
          Services                                                   A/E Services




      UW CPB Review &                         UW CPB Review &       UW CPB Review &
         Comment                                 Comment               Comment

                                                     PR FUNDED
                                      GPR FUNDED

                                                        Board of
                                                        Regents



        DSF Review &                            DSF Review &
          Comment                                 Comment




                                               State Building
       Posting on DSF                           Commission
          web site


≥ $5 MILLION        < $5 MILLION                                      Responsibility
                    Pre-design
                                                                        Institution
   Screening
                                                                         UW CPB


                                                                           DSF

   Interviews          Monthly A/E                                      Institution/
                        Selection                                      UW DPB/ DSF



   Planning Guide - Project Implementation                                       PI-13
   November 2008
Request for Consulting Services for
Campus Master Planning

The following document provides templates for use in writing a request.
It includes the required headings in a 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.




Planning Guide - Project Implementation                                      PI-14
November 2008
  REQUEST FOR CONSULTING SERVICES FOR CAMPUS MASTER PLANNING




                                                  INSERT

                                            INSTITUTION
                                           AAPR

                                                  LOGO




                                                     PR FUNDED




          REQUEST FOR CONSULTING SERVICES

                                            FOR

                     CAMPUS MASTER PLANNING

                                             AT

                                          UW - NAME


                                    Month Year (of request)


                                 Project No. (CPB will obtain)




Planning Guide - Project Implementation                          PI-15
November 2008
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)




Planning Guide - Project Implementation                                                   PI-16
November 2008
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.



Planning Guide - Project Implementation                                                PI-17
November 2008
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/ DVD disk containing the document in digital form (both pdf and Microsoft
        Office) 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 typically funded with at least a portion of 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




Planning Guide - Project Implementation                                                 PI-18
November 2008
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                     Contact Name       Phone Number                   e-mail
    UW - System Admin.            Contact Name       Phone Number                   e-mail


Attachments
Attachments could include campus map or other brief items. Documents such as strategic
plans, mission statements, or other long documents are better referenced with a web
location or hyperlink where the consultant can download the information.




Planning Guide - Project Implementation                                                PI-19
November 2008
Request for Architectural & Engineering
Pre-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.




Planning Guide - Project Implementation                                      PI-20
November 2008
EXAMPLE OF A COVER PAGE



                                             INSERT

                                          INSTITUTION

                                             LOGO




REQUEST FOR ARCHITECTURAL & ENGINEERING
          PRE-DESIGN SERVICES


                    PROJECT NAME ( building name, project)
                         BIENNIUM (YYYY-YYYY)

                                    Month Year (of request)


                                 Project No. (CPB will obtain)




Planning Guide - Project Implementation                          PI-21
November 2008
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
   Project Background and Purpose ...................................................................................... 1
   Project Description ............................................................................................................. 2
   Scope of Services .............................................................................................................. 3
   Consultant Qualifications ................................................................................................... 4
   Letter of Interest Submittal Requirements.......................................................................... 5
   Contacts ............................................................................................................................. 6
   Pre-design Project Schedule.............................................................................................. 7
   Preliminary Project Budget................................................................................................. 8
   Site Requirements.............................................................................................................. 9
   Utility Analysis .................................................................................................................. 10
   Special Requirements ...................................................................................................... 11
   Sustainability Requirements............................................................................................. 12
   Attachments ..................................................................................................................... 13




Planning Guide - Project Implementation                                                                                         PI-22
November 2008
Project Background and Purpose
Summarize the relevant history of the campus/building. Indicate past construction phases
and dates or various additions. Indicate other renovation projects that have taken 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 Description
The 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 description is required for each project. Typical information includes
summary ASF, GSF, number of stories, area to be remodeled, etc.

A summary space tabulation should be included here. The space tabulation is a summary
list of the assignable space to be provided by the project, based on campus planning
efforts. If a room-by-room space tabulation has been completed by the institution, it should
be summarized rather than included in full for this document. The more detailed space
tabulation information can be shared with the selected consultant later. If desired it can be
noted in this document that the more detailed information will be provided to the successful
consultant.

In general the best way to arrange this summary space tabulation would be by functional
areas. However, for some building types, such as offices, the spaces could be arranged by
organizational units, such as departments. It may also be practical to organize the space
tabulation using a hybrid of departments and functional areas. An identification reference
number should be provided for each space category listed. Use of a numeric identifier is
recommended since it can easily be expanded by the consultant into the detailed space
tabulation.

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, Non-
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 to assure that specific NASF
spaces are not overlooked 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.




Planning Guide - Project Implementation                                                 PI-23
November 2008
THE FOLLOWING IS AN EXAMPLE ARRANGED BY FUNCTIONAL AREAS:

 Ref. No.       Name




                                                            Total ASF
 1              Food Service                                      12,200
 2              Retail Services                                    7,700
 3              Meeting & Event Spaces                            10,800
 4              Recreation Space                                   3,500
 5              Lounge & Casual Spaces                             3,400
 6              Art Gallery                                        4,000
 7              Student Organizations                              4,300
 8              Administration                                     2,800
 9              Building Support                                   1,400

                                          GRAND TOTAL ASF         50,100
                Efficiency Factor .65
                                          GRAND TOTAL GSF         77,100




Planning Guide - Project Implementation                                 PI-24
November 2008
THE FOLLOWING EXAMPLE IS A SPACE TABULATION ARRANGED BY
DEPARTMENTAL AREAS:


 Ref. No.       Name




                                                                        Total ASF
 10             Chancellor and Provost                                               2,500
 20             Graduate School and Institutional Research                           1,000
 30             Assistant Chancellor for Student Affairs                             2,400
 40             University Placement                                                 2,200
 50             Vice Chancellor for Business Services                                2,500
 60             Payroll & Personnel                                                  3,800
 70             Accounting & Purchasing                                              2,900
 80             University Advancement                                               3,000

                                                      GRAND TOTAL ASF               20,300
                Efficiency Factor .60
                                                     GRAND TOTAL GSF                33,800




Planning Guide - Project Implementation                                                PI-25
November 2008
THE FOLLOWING EXAMPLE IS A SPACE TABULATION ARRANGED BY A HYBRID
OF BOTH DEPARTMENT AND FUNCTIONAL AREAS:

    Ref. No.                                Name




                                                                     Total ASF
   10              Dean’s Suite                                                   1,000
   11              Economics Department                                           1,500
   12              Marketing Department                                           2,500
   13              Accounting Department                                          1,800
   14              Finance Department                                             2,000
                      Business School Offices Sub-Total                           8,800

   20              Entrepreneurial Development Center                             1,200
   21              Global Business Outreach                                       1,000
                      Business Development Sub Total                              2,200

   30                  Classrooms Sub-Total                                      15,500

   40                  Computer Labs Sub Total                                   11,400

                       Student Gathering & Study Spaces                           2,500

                                                   GRAND TOTAL ASF               40,400
                   Efficiency Factor: .65
                                                   GRAND TOTAL GSF               62,200




Planning Guide - Project Implementation                                              PI-26
November 2008
Scope of Services

The consulting team is being asked to conduct pre-design for this project. The document
that the consultant produces will be used by the university to document the project scope
(program, concept, budget and schedule) and to seek funding. After funding is obtained,
the document will be used as a basis to design the project and implement construction.
The pre-design information may also be used to coordinate other projects that could be
affected by this project, or to request and implement other projects that may be necessary
to support this project

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, including specialized expertise in the particular building type or
specialized expertise needed for specialized components of the plan. Be careful that 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 that
a food services consultant or a retail consultant be part of the team.

List the services that you want the consultant to perform. Since the pre-design document
may be used to enumerate the project, and will be used as a basis for design of the project,
it needs to contain sufficiently detailed information for both of those purposes. The
minimum list of what needs to be included in pre-design includes:
    - development of a Program Statement
    - development of a Project Budget
    - development of a Project Schedule
    - confirmation of fit within master plan or potential modifications that will be
        necessary
    - analysis and recommendations for siting and utility needs
    - development of conceptual plans showing functional areas, floor plates, and
            building massing
    - identification of any special considerations that will affect budget, schedule, design,
            or approvals




Planning Guide - Project Implementation                                                   PI-27
November 2008
EXAMPLE:


        Working with users, develop a program statement, including a space tabulation and
         user description of functions and requirements
        Working with users, perform a site analysis of alternative sites identified in this
         document, and develop a concept site plan of the site recommended as part of this
         analysis. Include all parking, vehicular access and pedestrian access necessary to
         serve this building.
        Working with users, identify any zoning or permitting actions that will be necessary to
         implement this project.
        Working with UW System Administration, verify the type of Environmental Impact
         Assessment (EIA) or Environmental Impact Statement (EIS) that will be required for
         project implementation.
        Working with information provided by the institution and/or local utilities, perform an
         analysis of utilities necessary to serve this project. The analysis should include line
         and system capacity of existing utilities, location of existing utilities, and extensions to
         and upgrades of existing utilities necessary to serve this project. Provide a
         recommendation of utility routing to serve this project.
        Working with information in this document and with users, identify and document any
         special design issues that will impact the design of this project, and provide
         recommendations that address these issues.
        Working with information in this document and with users, survey and evaluate the
         existing building areas, utilities infrastructure and equipment, code compliance, and
         produce a Facility Condition Report.
        Working with users, provide a functional analysis of building program components,
         develop alternative concept designs, and select a design option that best meets the
         needs of this project. The concept design should include floor plans of functional
         components and massing diagrams. Develop phasing options and select a phasing
         option that best meets the needs of this project.
        Develop a project schedule that is based on the design and program information, and
         information provided by the user group and DSF.
        Develop a project budget estimate that includes construction costs and related
         project costs as determined by the user group and DSF. Provide benchmark data
         and/or other data that supports the recommended budget estimate.
        Using DSF sustainability guidelines, work with users to develop a list of sustainable
         design practices that are appropriate for further analysis and development during
         design and implementation of this project.




Planning Guide - Project Implementation                                                   PI-28
November 2008
It may be advisable to also list those services that will not be part of the scope of services

EXAMPLE:


  The following services will not be included in the scope of services:
   Hazardous materials survey and testing will be contracted separately
   Site surveys or geotechnical soils testing will be a reimbursable expense
   EIA or EIS will be contracted separately

It is a good idea to identify the expected deliverable(s). At a minimum the deliverables
should include bound copies of the pre-design report, and an electronic copy.

EXAMPLE:

  The following deliverables will be required for this project::
   Six (6) bound color copies 8-1/2” x 11” of the Pre-design report. Diagrams may either
     be 8-1/2” x 11”, or 11” x 17”, folded to fit within the bound report.
   Six (6) bound copies of the Facilities Condition Report.
   Two (2) CD’s of the electronic version of both the Pre-design Report and the Facilities
     Condition Report in PDF format. The electronic version should be capable of being
     printed either in color, or in black and white, with full graphic clarity in either format.
   EIA or EIS will be contracted separately.



Consultant Qualifcations

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:


Letter-of-Interest Submittal Requirements
Since consultants for pre-design will be selected by the monthly A/E selection process,
there will not be the same opportunity to assess consultant qualifications as when the full
selection process is used. Therefore, it will be important that the consultant qualifications
are clearly stated in the letter-of-interest. This section should indicate what information
should be provided in the letter-of-interest. At a minimum the letter of interest should
include:
     A listing of all firms that are a part of the consulting team, and what specialized
        expertise they will be providing.
     Identification of key staffers, roles and biographies/resumes of those key staffers.

Planning Guide - Project Implementation                                                    PI-29
November 2008
       A listing of project experience similar to that required for this project.

EXAMPLE OF LETTER-OF_INTEREST REQUIREMENTS

    The letter-of-interest submitted by the consultant team should include the following
    information:
        A listing of all firms who will be sub-consultants to the prime consultant, and services
         that each sub-consultant will be providing. At a minimum identification of consultants
         for the following areas of expertise will be required:
           -        architectural design
           -        facilities programming
           -        MEP design
           -        site planning and landscape design
           -        civil engineering design
           -        traffic planning
           -        sustainable design
           -        cost estimating
        A listing of key staffers for the consultant and sub-consultants, roles of each key
         staffer, and a biography/resume for each key staffer.
        A listing of academic building projects that included technology-equipped classrooms,
         computer labs, and faculty offices, where programming and planning services were
         provided.




Planning Guide - Project Implementation                                                PI-30
November 2008
Contacts
Normally there should only be one institution contact, since consultants may contact that
person for project questions. The person should be the one who is 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                     Contact Name        Phone Number                   e-mail
    UW - System Admin.            Contact Name        Phone Number                   e-mail



Pre-Design Project Schedule
This schedule should only include those milestones for the pre-design services. As part of
the pre-design process a timeline will be developed for implementation of the project. If the
results of this pre-design are to be used for enumeration of a project as part of the capital
budget process, then the schedule needs to be developed with capital budget deadlines in
mind.

EXAMPLE OF A SCHEDULE:

        Consultant Selection for pre-design                                        MMYY
        Begin pre-design work                                                      MMYY
        Draft program submittal                                                    MMYY
        Draft pre-design document submittal                                        MMYY
        Final pre-design document complete                                         MMYY
        Submittal of XX-XX biennial budget Project Request Document (PRD)
         to UW System                                                               MMYY




Preliminary Project Budget

A preliminary project budget worksheet should be developed by the institution as part of
the planning process. Normally this project budget will be based on $/GSF costs or similar
gross unit cost information. Using the budget worksheet, a budget summary in the
following format should be included in the request for pre-design services. Because the
budget at this point is very preliminary, it may be wise to NOT provide the typical budget
breakdown, but instead only show construction cost and soft costs. Do NOT include fund
sources as part of this document.




Planning Guide - Project Implementation                                                 PI-31
November 2008
EXAMPLE:


                          Budget Item                                    Cost
   Construction (including demolition)                                   $0,000,000
   Project Development, Contingency & Equipment Costs                    $0,000,000
   Estimated Total Project Cost                                          $0,000,000




Site Requirements
This section must include enough information for a consultant to gain a general
understanding of the site requirements, known site issues and site options for this project.
Examples of information to be provided include:
    Proposed site or site options. (excerpt of Master Plan encouraged)
    Known site limitations such as zoning, setbacks, easements, wetlands, historic
       districts, contamination, required demolition, or utilities.
    Parking, vehicular access, and pedestrian access requirements or issues.
    Outside agency approval requirements
    Master plan requirements
    Known related projects that will affect or be affected by this project
    Preliminary determination of WEPA action, after consulting with CPB staff.

EXAMPLES OF WEPA STATEMENTS:

        Environmental Impact/ WEPA
         In accordance with the Wisconsin Environmental Policy Act (WEPA), this project will
         likely require a Type I Environmental Impact Statement (EIS).


            OR

        Environmental Impact/ WEPA
         In accordance with the Wisconsin Environmental Policy Act (WEPA), this project will
         likely require a Type II Environmental Impact Assessment (EIA).


            OR

        Environmental Impact/ WEPA
         In accordance with the Wisconsin Environmental Policy Act (WEPA), this project will
         likely require a Type III Environmental Impact Assessment (EIA).




Planning Guide - Project Implementation                                                PI-32
November 2008
Utility Analysis
This section must include enough information for a consultant to gain a general
understanding of the utility analysis required, known site issues and utility options for this
project. Examples of information to be provided include:
     Description of utilities available and whether campus or outside utility source
     Known utility capacity, condition, or location issues
     Known storm water management requirements or other issues
     Known related projects that will affect or be affected by this project

Special Requirements
This section should include any requirements or issues that could impact this project, or
any unique project requirements that would not be typical for this project building type.
Examples of information to be provided include:
    Anticipated demolition
    Known Hazmat issues (usually from WALMS database)
    Historical requirements or other required approvals
    Scheduling, phasing, sequencing or continuation of operations requirements.

EXAMPLE OF A SPECIAL SCHEDULE REQUIREMENT:

   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.



       Scheduling, phasing, sequencing or continuation of operations requirements.
       Facility condition information, which should include known maintenance,
        operational, health and safety, or code issues. If a Facility Condition Report is
        being requested in Scope of Services above, that can be referenced here as well.

EXAMPLE OF FACILITY CONDITION INFORMATION:

    As noted in Scope of Services the consultant should produce a Facilities Condition Report.
    Known facility condition issues include:
     All MEP systems are beyond their service life.
     HVAC system cannot maintain comfortable temperatures and air handlers are no longer
       maintainable.
     Underground waste piping has failed in number of locations.
     Building electrical system is obsolete and capacity is inadequate for current needs.
     Brick failure and leakage is occurring on the north and west sides of the building.
     Exterior windows do not seal properly.
     No bathrooms meet ADA requirements.
     The original elevator does not meet ADA requirements, and has frequent breakdowns.
     Previous minor remodeling does not appear to comply with class-of-construction
       requirements.


Planning Guide - Project Implementation                                                  PI-33
November 2008
        Unique functional requirements

EXAMPLE OF A UNIQUE FUNCTIONAL REQUIREMENT:

    The computer simulation lab suite needs to be capable of being operated 24 hours per
    day, seven days per week, and must be capable of being isolated from the remainder of
    the building.


    Architectural guidelines

Sustainability Requirements
All consultants at a minimum will be required to comply with the DSF Sustainability
Guidelines. This section should include any sustainability requirements that go beyond the
guidelines, such as a desire to seek LEED certification, or a wish to focus on particular
sustainability aspects.

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. 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. Alternatively, provide a PDF
of maps and plans that can later be merged into the remainder of the request document.




Planning Guide - Project Implementation                                                PI-34
November 2008
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.




Planning Guide - Project Implementation                                      PI-35
November 2008
       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)




Planning Guide - Project Implementation                          PI-36
November 2008
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
   General Requirements ....................................................................................................... 7
   Space Tabulation ............................................................................................................... 8
   User Description of Functions and Requirements.............................................................. 9
   Adjacencies ...................................................................................................................... 10
   Attachments ..................................................................................................................... 11




Planning Guide - Project Implementation                                                                                      PI-37
November 2008
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 and based on pre-design information, develop a complete
        program statement that includes room data sheets
       Provide presentation drawings suitable for use in public meetings.
       Using information from the pre-design, develop a design, a Design Report and 35%
        preliminary documents.
       Develop construction and bid documents.
       Provide bidding and construction period services.




Planning Guide - Project Implementation                                                  PI-38
November 2008
Project Budget
The project budget should be taken from the pre-design, or if pre-design has not occurred,
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)                            $00
           Contingency (0%)                                                00
           Hazardous Material Abatement                                    00
           A/E Design & other fees (0%)                                    00
           DSF Management (4%)                                             00
           Movable Equipment                                               00
           Percent for Art (.25% of total project cost)                    00
           Estimated Total Project Cost                            $0,000,000


Project Schedule
Using information from the pre-design, a schedule for project implementation should be
devloped, 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                                             MMYY
        10% Concept Report submittal                                     MMYY
        35% Preliminary Drawings/ Design Report submittal                MMYY
        Board of Regents Approval                                        MMYY
        State Building Commission Authority to Construct                 MMYY
        Bid Date                                                         MMYY
        Start Construction                                               MMYY
        Substantial Completion and Occupancy                             MMYY
        Final Close-out of Punch List                                    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.
Planning Guide - Project Implementation                                                PI-39
November 2008
Contacts
Include only for those projects that are less than $5 million that will be selected using the
monthly A/E selection process.. 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 UW-System contact
name.

    UW - Name                     Contact Name        Phone Number           e-mail
    UW - System Admin.            Contact Name        Phone Number           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. Typically, the information in this section will come from the pre-design
document and may be able to be presented in summary form here with a reference to the
pre-design document.

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?


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                Are there different levels of usage expected from one semester to the next.

        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.
                Have other hazardous materials been identified that will need to be abated?

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                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..

        Heating, Ventilating and Air Conditioning (HVAC)
                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..

        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
                 addition to an existing building provide the existing connected feeder
                 information?


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                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. If
            information in this section comes from the pre-design the information can be
            summarized here, with a reference to the pre-design document. 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. 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. Typically, the space tabulation will be taken from the pre-design
document and may be able to be presented in summary form here with a reference to the
pre-design document.

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, Non-
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.

THE FOLLOWING EXAMPLE SHOWS A SEPARATE ENTRY FOR EACH SPACE:

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November 2008
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                  Occupants      ASF/        Total
                                                                        Occupant    ASF
              Economics Department
 10A          Department Office and Waiting                         1         200             200
 10B          Conference Room                                       6          25             150
 10C          Workroom                                              -           -             150
 10D          Faculty Office                                        1         135             135
 10E          Faculty Office                                        1         135             135
 10F          Faculty Office                                        1         135             135
 10G          Faculty Office                                        1         135             135
 10H          Faculty Office                                        1         135             135
 10I          Faculty Office                                        1         135             135
 10J          Faculty Office                                        1         135             135
              Economics Department Sub Total                                                1,445

 11           Business Department
 11A          Department Office and Waiting                         2         125             250
 11B          Conference Room                                      10          25             250
 11C          Dean of Business and Economics Office                 1         185             185
 11D          Faculty Office                                        1         135             135
 11E          Faculty Office                                        1         135             135
 11F          Faculty Office                                        1         135             135
 11G          Faculty Office                                        1         135             135
 11H          Faculty Office                                        1         135             135
 11I          Faculty Office                                        1         135             135
 11J          Faculty Office                                        1         135             135
 11K          Faculty Office                                        1         135             135
 11L          Faculty Office                                        1         135             135
 11M          Faculty Office                                        1         135             135
 11O          Faculty Office                                        1         135             135
 11P          Faculty Office                                        1         135             135
              Business Department Sub Total                                                 2,305




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  Ref. No.                          Name                          Occupants   ASF/        Total
                                                                              Occupant    ASF
 20            Classrooms
 20A           Seminar Room                                              16         30              480
 20B           Seminar Room                                              16         30              480
 20C           Classroom A                                               35         29            1,000
 20D           Classroom A                                               35         29            1,000
 20E           Classroom A                                               35         29            1,000
 20F           Classroom B                                               35         29            1,250
 20G           Classroom B                                               50         25            1,250
 20H           Classroom B                                               50         25            1,250
 20I           Classroom C                                               75         22            1,650
 20J           Classroom C                                               75         22            1,650
 20K           Lecture Room A                                           100         20            2,000
 20L           Lecture Room B                                           100         25            2,500
 20M           Case Study Classroom                                      35         36            1,260
 20N           Case Study Classroom                                      35         36            1,260
 20O           Case Study Classroom                                      35         36            1,260
               Classroom Sub Total                                                               15,510

 30            Computer Labs
 30A           Computer Lab A                                            25         40            1,000
 30B           Computer Lab A                                            25         40            1,000
 30C           Computer Lab B                                            35         40            1,400
 30D           Computer Lab B                                            25         40            1,400
 30E           Computer Lab B                                            25         40            1,400
 30F           Computer Lab B                                            25         40            1,400
 30G           Computer Lab C                                            25         50            1,250
 30H           Computer Lab C                                            25         50            1,250
 30I           Computer Lab D                                            50         25            1,250
               Computer Lab Sub Total                                                            11,350

 40            Small Business Incubator
 40A           Reception                                                  1        250              250
 40B           Director Office                                            1        150              150
 40C           Business Liaison                                           1        135              135
 40D           Conference Room                                            8         25              200
 40E           Resource Center                                            5        100              500
               Small Business Incubator Sub Total                                                 1,235

               GRAND TOTAL ASF                                                                   31,845
                                          Efficiency Factor .65
               GRAND TOTAL GSF                                                                   49,000




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THE FOLLOWING EXAMPLE SHOWS THE SAME INFORMATION CONDENSED BY
SIMILAR FUNCTIONS:

 Ref. No.                           Name




                                                                                               No. of Rooms
                                                       Occupants




                                                                                  Room ASF




                                                                                                                Total ASF
                                                                       Occupant
                                                                       ASF/
               Economics Department
10A            Department Office and Waiting                       1    200              200            1                    200
10B            Conference Room                                     6     25              150            1                    150
10C            Workroom                                            -      -              150            1                    150
10D – 10J      Faculty Office                                      1    135              135            7                    945
               Economics Department Sub Total                                                                               1445

11             Business Department
11A            Department Office and Waiting                 2          125              250     1                        250
11B            Conference Room                              10           25              250     1                        250
11C            Dean of Business and Economics Office         1          185              185     1                        185
11D – 11P      Faculty Office                                1          135              135    12                      1,620
               Business Department Sub Total                                                                            2,305

20             Classrooms
20A – 20B      Seminar Room                             16                30      4,800                 2          9,600
20C – 20E      Classroom A                              35                29      1,000                 3          3,000
20F – 20H      Classroom B                              35                29      1,250                 3          3,750
20I – 20J      Classroom C                              75                22      1,650                 2          3,300
20K            Lecture Room A                          100                20      2,000                 1          2,000
20L            Lecture Room B                          100                25      2,500                 1          2,500
20M – 20O      Case Study Classroom                     35                36      1,260                 3          3,780
               Classroom Sub Total                                                                                15,510

30             Computer Labs
30A – 30B      Computer Lab A                               25            40      1,000                 2          2,000
30C – 30F      Computer Lab B                               35            40                                       1,400
30G            Computer Lab C                               25            50      1,250                 4          5,000
30H            Computer Lab C                               25            50      1,250                 1          1,250
30I            Computer Lab D                               50            25      1,250                 1          1,250
               Computer Lab Sub Total                                                                             11,350




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November 2008
 Ref. No.        Name




                                                                                                          No. of Rooms
                                                                  Occupants




                                                                                             Room ASF




                                                                                                                         Total ASF
                                                                                  Occupant
                                                                                  ASF/
 40              Small Business Incubator
 40A             Reception                                                    1    250              250            1               250
 40B             Director Office                                              1    150              150            1               150
 40C             Business Liaison                                             1    135              135            1               135
 40D             Conference Room                                              8     25              200            1               200
 40E             Resource Center                                              5    100              500            1               500
                 Small Business Incubator Sub Total                                                                              1,235

                 GRAND TOTAL ASF                                                                                           31,845
                                          Efficiency Factor .65
                 GRAND TOTAL GSF                                                                                           49,000




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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. Typically, this information will be taken
from the pre-design document and may be able to be eliminated here by reference to the
pre-design document.

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.
Planning Guide - Project Implementation                                               PI-53
November 2008
   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. Typically, this information will be taken from the pre-design document,
and may be able to be eliminated here by reference to the pre-design document.



Planning Guide - Project Implementation                                                  PI-54
November 2008
    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




                                                                                                                                                                                                                                                                                                                                             Student Org office
                                                                                                                                                                                                                                                                                                                                                                  Flambeau Lounge
                                                                                                                                                                              Student Life office


                                                                                                                                                                                                                      Ticket/ Info Office
                                                                                                      Addn’l Food Prep




                                                                                                                                                                                                                                                                                                                                                                                    Entrance Lounge
                                                                                                                                                                                                                                                                                                                            Women's Center
                                                                                                                                          Hawkcard Office
                              Meeting Rooms




                                                                                                                                                            Dining Services


                                                                                                                                                                                                    Catering Office
                                                                                                                         Private Dining
                                              Auditorium




                                                                                                                                                                                                                                                                 Art Gallery
                                                                                                                                                                                                    10
                                                                                                                                                                                                                      11
                                                                                                                                                                                                                                               12
                                                                                                                                                                                                                                                                 13
                                                                                                                                                                                                                                                                               14
                                                                                                                                                                                                                                                                                                      15
                                                                                                                                                                                                                                                                                                                            16
                                                                                                                                                                                                                                                                                                                                             17
                                                                                                                                                                                                                                                                                                                                                                  18
                                                                                                                                                                                                                                                                                                                                                                                    19
                              1
                                              2
                                                           3
                                                                                 4
                                                                                                        5
                                                                                                                         6
                                                                                                                                          7
                                                                                                                                                            8
                                                                                                                                                                              9
1     Meeting Rooms
2     Auditorium
3     Coffee Shop/ Retail
4     Ike Schaffer Room
5     Addn’l Food Prep
6     Private Dining
7     Hawkcard Office
8     Dining Services
9     Student Life Office
10    Catering Office
11    Ticket/ Info Office
12    Addn’l Admin Space
13    Art Gallery
14    Multicultural Center
15    Adult Resource Cntr
16    Women's Center
17    Student Org Office
18    Flambeau Lounge
19    Entrance Lounge
20    Meetg Area Restrms

      Essential
      Desirable




    Planning Guide - Project Implementation                                                                                                                                                                                                                                                                                                                   PI-55
    November 2008
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)     Accessibility for general student use in relationship to campus and residence facilities
           (North West-West)
   (B)     Accessibility for athletic events given parking to the north of the gymnasium and
           potential parking to the south
   (C)     Accessibility for academic programs given parking from the East.
   (D)     Racquetball, weight and fitness areas near general campus access.


Supporting Documentation
Include in this section a list of supporting documents, including the pre-design document,
referenced with a web location or hyperlink where the consultant can download the
information.

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



Planning Guide - Project Implementation                                                PI-56
November 2008
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.




Planning Guide - Project Implementation                                                 PI-57
November 2008
Request for Architectural & Engineering
Programming Services

For this document use the Request for Architectural and Engineering Pre-
design Services template and modify it to include only programming
services.




Planning Guide - Project Implementation                                    PI-58
November 2008
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)

Refer to Appendix X for instructions and form.




Planning Guide - Project Implementation                                          PI-59
November 2008

				
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