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					                                   COUNTY OF SANTA CLARA
                         CAPITAL PROGRAMS DIVISION – PROCEDURES

                                      DESIGN PHASE MANAGEMENT



                                  DESIGN CONSULTANT’S SCHEDULE


Policy Statement

The Owner‟s Authorized Representative (OAR) is responsible to ensure that the Design
Consultant develops and submits an adequate Milestone Schedule before each Project
Agreement (PA) is executed. It is the responsibility of the Owner‟s Project Manager (PM) to
ensure that the Design Consultant complies with the PSA scheduling requirements and the
requirements of this procedure.

Schedule Submission

        Milestone Schedule - The Design Consultant along with the County PM should
         prepare a Milestone Schedule as part of each Project Agreement. The Project
         Agreement cannot be executed until the Milestone Schedule is acceptable to the
         County. (PSA Part 6.01.A.1)

Schedule Revisions

If an approved schedule revision extends a milestone date beyond the milestone date
indicated in a Project Agreement, the Project Agreement should be amended to reflect the
revised milestone date. Through the life of the project, it is the responsibility of the PM to
ensure that the milestone dates in the Design Consultant‟s schedule are consistent with the
milestone dates in the approved Project Agreement(s).

Type of Schedule

It is up to the PM to determine if a Critical Path Method (CPM) schedule or simple bar chart
will be required from the Design Consultant. For larger projects with significant pre-design
and design phase activities, the PM should consider a CPM schedule. If a CPM schedule is
required, the requirement should be detailed in the Project Agreement(s). (

For smaller and less complex projects the PM should consider the following factors when
determining if a CPM schedule will be required:

        Project Complexity - Consider the complexity of the project, and not just its dollar
         value or size. For example, consider a large demolition project with a cost in the
         millions of dollars. Although a project such as this may be considered large in both
         effort and cost, from a design perspective, it may not be complex enough to require
         the Design Consultant to produce a detailed CPM schedule.

        Compatibility with the Overall Project Schedule - If the project is complex enough
         to require a CPM Project Schedule, then the Design Consultant‟s schedule should
         also be a CPM schedule. This will make it easier to update and revise the Project
         Schedule when the Design Consultant‟s Schedule is updated or revised.


Design Consultant‟s Schedule                                                          Page 1 of 5
Written by Chris Meyer; edited by Ken Rado
                               CHAPTER 1 - DESIGN PHASE MANAGEMENT



Review of Design Consultant’s Schedule

In reviewing the Design Consultant‟s schedule verify that the timeframes are consistent with
the milestones identified in the Project Agreement. The Schedule must also provide
sufficient detail to show the complexity of the Services to be performed. The schedule
should include all major design activities including all design phase submissions and value
analysis activities.

The schedule should also include allowances for review and approval periods required by
the County and all authorities having jurisdiction over the project. Activities are required to
be of sufficient duration to perform the design work to a level of quality and standard of
completeness consistent with normal consulting practices.

Carefully review the Owner “Review & approve” activities in the Design Consultant‟s
schedule and validate that the County can review the submissions within the time frames
indicated. Whenever the schedule indicates that approval of the County is required, the
County‟s approval must not be unreasonably withheld or delayed. (PSA Part 14.05.A)
The County's failure to meet its commitment to provide requested information or to perform
reviews within the required time periods may be cause for an adjustment in the Design
Consultant‟s Schedule. Before approving the Design Consultants schedule the PM must
determine if the durations indicated for County review are reasonable.

Organizing the Schedule

It is useful to require the Design Consultant to organize or „Band‟ the schedule activities by
design discipline. (Civil, Architectural, Structural, Mechanical, Electrical, etc) This makes it
easier to understand and monitor the interrelationship/dependencies between the design
disciplines. For example, Architectural background drawings are necessary for developing
mechanical, electrical, etc.

Multiple Bid Packages
On projects with multiple bid packages or contracts, the design phase activities should be
repeated for each bid package or contract. Relationships between the contracts or bid
packages should be indicated.

Typical Design Phase Schedule Activities

Whether requiring the Design Consultant to provide a CPM schedule or simple bar chart, the
Design Consultant‟s Schedule should, at a minimum, include activities for all applicable
deliverables and actions specifically identified in the PSA and PA. The PM should review
the following list of PSA deliverables and activities with the Design Consultant before the
Consultant begins preparation of their schedule and agree on the specific activities to be
included in the Design Consultant‟s Schedule. Please note that a single item in the
following list may result in multiple activities in the Design Consultant‟s Schedule.

        Authorization to Proceed (Start Milestone)


        Consultant Review of Project Site and Owner provided information.

Design Consultant‟s Schedule                                                             Page 2 of 5
Written by Chris Meyer; edited by Ken Rado
                               CHAPTER 1 - DESIGN PHASE MANAGEMENT




        Provide Site Survey (PSA Part 4.01.A) (Owner Activity)

        A/E Review of Site Survey

        A/E Recommendation on Special Studies

        Provide Special Studies (Owner Activity)

        Hold Preliminary Meeting with Permitting Authorities (PSA Part 6.01.K.1.c)

        Develop Draft Architectural Program

        Submit Draft Architectural Program (Intermediate Milestone)

        Review & Approval of Draft Architectural Program) (Owner Activity)

        Develop Final Architectural Program

        Submit Final Program (Intermediate Milestone)

        Review & Approval of Final Program (Owner Activity)

        Develop Proposed Project Schedule

        Develop Conceptual Project Budget

        Develop SD Documents

        Develop Construction Phasing Analysis

        Prepare a Preliminary Statement of Probable Construction Cost

        Submit 100% SD Documents (Intermediate Milestone)

        Review & Approve SD Documents (Owner Activity)

        Prepare Room Data Sheets

        Develop DD Documents

        Prepare Outline Project Manual (DD Submission)

        Prepare Revised Statement of Probable Construction Cost

        Submit 100% DD Documents (Intermediate Milestone)

        Review & Approve DD Documents (Owner Activity)


Design Consultant‟s Schedule                                                          Page 3 of 5
Written by Chris Meyer; edited by Ken Rado
                               CHAPTER 1 - DESIGN PHASE MANAGEMENT


        Prepare CD Documents

        Prepare Final Project Manual

        Perform Back-check Of All Previous Comments

        Review & Approve Format For Simplified Floor Plans (Owner Activity)

        Submit 75% CD Documents (Intermediate Milestone)

        Review & Approve 75% CD Documents (Owner Activity)

        Develop 100% CD Documents

        Submit documents & obtain approvals/permits (Multiple Activities)

        Prepare Final Testing & Inspection Requirements List

        Prepare and have all disciplines sign Statement of QC Review (PSA Part 5.04.E.7.e)

        Stamp and Sign 100% CDs

        Submit 100% CD Documents (Intermediate Milestone)

        Review & Approve 100% CD Documents (Owner Activity)

        Submit Bid Documents (Completion Milestone – Design Phase)


As appropriate, have the Design Consultant add individual activities for:

        Regulatory agency reviews (Fire Marshal, DSA, OSHPD, Air, Water, etc.) (Multiple
         Activities)

        Value Analysis (Owner Activity)

        Peer Review (Owner Activity)

        Partnering (Owner Activity)

        Proceed To Bid Activities

        Board Approvals (Owner Activity)

In addition to the above list, add deliverables and activities specifically identified in the
Project Agreement.




Design Consultant‟s Schedule                                                               Page 4 of 5
Written by Chris Meyer; edited by Ken Rado
                               CHAPTER 1 - DESIGN PHASE MANAGEMENT


Project Manager’s Responsibilities

        Determining if a CPM schedule or simple bar chart will be required

        Reviewing the PSA deliverables and activities with the Design Consultant before the
         Consultant begins preparation of their schedule and agreeing on the specific
         activities to be included in the Design Consultant‟s Schedule submission

        Ensuring that the milestone dates in the Design Consultant‟s schedule are consistent
         with the milestone dates in the approved Project Agreement(s)

        Determining if the durations indicated for County review in the Design Consultant‟s
         schedule are reasonable

Reference Documents

County‟s Guide for Professional Design Services
FAF Master PSA




Design Consultant‟s Schedule                                                          Page 5 of 5
Written by Chris Meyer; edited by Ken Rado

				
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