A/E Submission Requirements for Sarasota County School Board New Facilities, Additions & Renovations

Schematic Design Phase: Schematic Design 1 [SD1]

The purpose of the Schematic Design 1 is to develop the concept selected in Conceptual Design[C]. Time invested in the SD1 development and review has a disproportionately high impact at a low cost relative to later design phases. The PM will ensure participation by relevant district and school-based staff.

Critical Objective(s)

  • Further develop the concept plans with emphasis on massing and adjacencies.

Architectural

Submit:

The updated Basis of Design [ B | O | D ] report including:

  1. Preliminary phasing narrative (preliminary phasing plans for site and building development).
  2. Types and quantity of functional areas to be accommodated (e.g.: number of science classrooms, computer labs, offices, etc.).
  3. Summary of building features in tabular form: building height, gross area by floor and department and total student stations by floor and area.
  4. Special construction requirements that may affect the planned scope such as unanticipated code improvements to resolve existing deficiencies.
  5. Room data sheets for each typical room in the project as outlined on the department's web site. Provide a brief narrative when the district standards can’t be followed.

Submit Drawings as required for all studies described above.

  1. Cover sheet with project name and address, district project number, location map, and signature block naming architect, engineers, and other consultants.
  2. Project data sheet with drawings index, abbreviations legend & symbols, and code analysis.
  3. Conceptual site plans (minimum of two) with building location(s), parking, pedestrian and vehicular circulation, emergency vehicle access, loading docks, and all other major landforms and site features including storm water ponds or underground retention/detention structures, and possible connection points to required utilities.
  4. Block plans for each floor of the building showing internal organization (program, Small Learning Community (SLC), school within a school, pod, grade or department, etc.), vertical and horizontal circulation, location of mechanical and electrical equipment rooms, and utility shafts. Location of section cuts (min. 1:200 (1/16"=1'-0")). Include overall building dimensions (area and volume).
  5. Conceptual floor plans showing adjacencies and major circulation routes. Within each department/function boundary, show gross square footage.
  6. Building elevations with fenestration, penthouses, materials, finish-floor elevations, floor-to-floor heights, location of grade at building, overall building height, and location of section cuts (min. 1:200 (1/16"=1'-0")).
  7. Minimum of two building sections through major portions of building (min. 1:200 (1/16"=1'-0")).
  8. Proposed wall types with a corresponding matrix illustrating where they will be used in a general sense. Application specific details like flashing locations are not required.

Building Information Model (BIM)

Submit:

Submit the following information derived from the building information model for advancement of the design or verification of the model:

  1. Updated BMP (BIM Management Plan) for the project.
  2. Example for verification of data coding, as outlined in districts BIM guidelines, or as otherwise agreed.
  3. BIM geographical location benchmark.

CAD Standards

Submit:

Submit the following information if the project is being designed in CAD not BIM for advancement of the design or verification of the districts standards:

  1. Updated CMP (CAD Management Plan) for the project.
  2. Example for verification of data coding, as outlined in districts CAD guidelines or as otherwise agreed.
  3. CAD geographical location benchmark.

Commissioning

Submit:

A narrative addressing at a minimum the following:

  1. If the contract is un-awarded, recommend the scope and timing of the award.
  2. Identification of full commissioning team and team organization. Include team member roles, responsibilities, and lines of communication.
  3. Basis of Design [ B | O | D ] report describing districts “Owner’s Project Requirements” [OPR], design narrative, and sustainability goals (LEED, Energy Star or Green Globes certification level). (Coordinated with the section on Sustainability.)
  4. Draft Commissioning Plan identifying all systems, components, and features to be commissioned. Include required documentation and schedule for implementation.
  5. Identify major concerns that could affect operations, maintenance or testing.
  6. Identify discrepancies between the OPR and Design Narrative.
  7. Update design schedule and major milestones.
  8. Preliminary Design Phase Commissioning Issues Log.

Cost Estimating

Submit:

Working with the CM, if applicable, provide an estimate of the projected project cost compared to the budget that conforms to the districts breakdown structure and proposed phasing plan(s).

  1. A WBS estimate detailed to the level of planned outcomes not planned activities.
  2. The projected cost to complete the design addressing any identified or anticipated additional services.
  3. An updated market survey discussing the potential for price inflation or deflation.
  4. A cost model based on district Ed-Spec, Design Guidelines and applicable SREF requirements.
  5. Recommended unforeseen conditions allowance.
  6. Recommended design assumptions, clarification and refinement allowance.
  7. Recommended cost reduction strategies.
  8. Recommended estimate inaccuracy allowance.
  9. Separately computed for site, each building, new work, and renovations.
  10. Building net and gross area computations for new construction and renovations.
  11. Project Data Sheets (See district guidelines).

Electrical

Submit:

Submit the updated Basis of Design [ B | O | D ] report, including:

  1. Electrical design approach proposed in narrative form. Determine whether the existing site utility service and distribution, switchgear, primary feeders, power transformers, power generators and distribution equipment are adequate for the new loads for normal, and stand-by electrical systems including hurricane sheltering requirements, if required.
  2. Detailed description of the extent of new utility company work (if required). Provide copies of all correspondence and minutes of meetings with all utility company representatives.
  3. Description of physical security requirements and implementation into electrical design.
  4. Requirements for standby or uninterruptible power system (UPS), if required.

Submit Calculations including:

  1. Existing peak demand readings at point of connection to serve new equipment/building(s).
  2. Calculations to support preliminary mechanical equipment sizing and ratings, using square foot demand loads for lighting, general equipment, and approximate mechanical equipment loads for mechanical system equipment.
  3. Loads associated with stand-by electrical power system, and the electrical power generation capacity supporting the areas of the buildings where standby power is required.

Submit Drawings including:

  1. Project site plan showing impact of proposed new work on the existing site and distribution equipment. Indicate new and existing locations of incoming electrical power service, underground electrical vaults, manholes, duct banks, and utility tunnels. Show major electrical work with respect to locations of substations and transformers.
  2. Proposed, conceptual one-line diagram for high or medium voltage and low voltage (below 600V) electrical power distribution system. One-line diagram shall show the normal and standby electrical systems main electrical components, and the correlation between the systems.
  3. Plans showing locations of main electrical areas, such as main electrical switchgear, main electrical vaults, generator rooms, and/or energy center and indicating their approximate dimensions. On the plans, show outlines of major electrical equipment items in these rooms and outlines of minimum working clearance as required by the applicable National Electrical Code.

Elevator

Submit:

For New and Existing Facilities:

  1. Elevator study suggesting the required number, size, and location of elevators.
  2. Narrative summarizing the data and recommendations developed from the studies described above including any calculations.

Submit drawings as required for all studies described above.

  1. Submit floor plans indicating location of proposed and existing elevators.
  2. Indicate public areas and programs not served by an elevator.

Environmental Impact & Hazard Abatement

Submit:
  1. Written notification immediately upon discovery of any environmental or site data that may warrant investigation or mitigation.
  2. A narrative acknowledging any ACM or other hazardous materials indicated in the AHERA or facilities management plan. The A/E should propose areas needing further evaluation based on the project scope. No drawings required at this design phase.

Fire Protection

Submit:

Submit the updated Basis of Design [ B | O | D ] report including:

  1. Survey and description of the existing fire alarm system in the building to be modernized and/or the system to which the new construction shall interface.
  2. Description of proposed options for new systems.
  3. Description of building construction, building fire and smoke separation, fire sprinkler/standpipe systems, size of fire pumps (if required), water supply available/maximum demand, water flow testing results, fire alarm systems, and kitchen extinguishing systems. Indicate NFPA and Florida Building Code (FBC) fire resistive rating of the building, occupancy type, and fire protection code analysis to assess compliance with required codes.

Submit calculations including:

  1. Calculations to size fire pumps or storage tanks, if required based on water supply available/maximum demand, and water flow testing results raw data.

Submit drawings including:

  1. An overall site plan indicating the proposed location of connections to existing site utilities, location for the principal backflow preventer, estimated sizes of the proposed main fire lines and routing, and the location of riser rooms entered from the exterior.

Heating, Ventilating & Air Conditioning

Submit:

Submit the updated Basis of Design [ B | O | D ] report including:

  1. System type (dual-temp, four-pipe, localized DX, or hybrid in any combination), condition and spare capacity of the existing system(s). Submit specific recommendations for meeting the HVAC needs of the project cost effectively.
  2. Description of the tentative zoning of the spaces, including those proposed with dedicated HVAC systems. Describe the locations of the equipment serving each zone, focusing on the serviceability and maintainability of each major piece of equipment.
    1. Anticipate the diverse energy conservation needs of a school related to limited summer occupied areas and areas needing tighter control over humidity such as media centers and areas with wood flooring.
  3. Engineering criteria and rationale used for selecting the baseline and enhanced types of HVAC systems used in the Life Cycle Cost Analysis. Coordinate with the districts HVAC standards wherein the restrictions on the system type and the capacities are outlined. Include all zone level and space level assumptions and parameters to be used in the analysis.
  4. Computerized modeling and analysis shall be prepared by using Trane Trace or another public domain program acceptable to the district. Submit both the printed report and an electronic copy of the analysis including the name and version of the program used, and the responsible designer.
  5. The district values innovative and imaginative designs that balance energy conservation, maintainability/operability, first cost, and life cycle cost. When proposing the design and alternatives, reference credible sources and standards including applicable energy codes, ASHRAE, and other verifiable sources. State the logic and criteria for selecting each conservation measure and a reasonable ROI and projected utility rebate, if applicable.
  6. Description of the existing energy management controls system, its condition, and the justification to either connect the new work to the existing system or to replace the existing system.
  7. Develop a strategy to keep existing systems operational, under control, and to protect indoor air quality during phased construction projects.
  8. Describe the physical security requirements and implementation strategies related to the HVAC design alternatives.
  9. Coordination of the metering requirements with the ongoing activities at the existing facilities and provide a brief description of the scope of work and extent of coordination involved.
  10. Describe the potential impact of hurricanes on the HVAC equipment (in hurricane zones).

Submit calculations including:

  1. Estimated heating and cooling requirements of the existing and/or new buildings based on the gross square feet area of each unique building or function space.
  2. Base all energy analysis on a baseline school calendar and typical hours of operation when optimizing the orientation and massing schemes being considered. Optimize the envelope and glazing; fix all other variables (occupancy, regulated and unregulated loads) in the energy model for all schemes at this design phase submittal.

Submit drawings including:

  1. Single-line air and water flow diagrams of heating plants, cooling plants, air-handling processes, and zone level (not space level) air and water distribution for the proposed options.

Historic Preservation

Submit:
  1. Comply with specific project expectations developed on projects with known historic preservation requirements.
  2. Provide written notification immediately upon discovery of any historical or archeological data that may warrant investigation or preservation.

Integrated Design

Submit:

Submit the updated Basis of Design [ B | O | D ] report including:

  1. Design Objectives: Accessibility, aesthetics, cost effectiveness, functional and space requirements, environmental quality, security, sustainability, and, where appropriate, historic preservation.
  2. Integrated Project Team (IPT) directory: list of team members, contact information, roles, and responsibilities. Include as appropriate: district representatives and stakeholders, A/E, construction management, commissioning agent, designated (sub) contractors, community representatives, regulatory agencies, and consultants for specialties such as traffic, geotechnical, environmental, hazardous materials abatement and historic preservation.
  3. Project Management Plan (PMP): The IPT is responsible for developing the PMP as defined by the Project Management Institute, or as deemed acceptable by the district’s PM. The plan addresses the management of Scope/Requirements, Schedule, Cost, Change, Communications, Process Improvement, Staffing, Quality, and Risk Management. Generally, the PMP shall cover functionality, budgetary, aesthetic, sustainability, security, schedule, procurement method, and related requirements.
  4. Shared services agreements with other facilities. (This could include utilities, or interlocal agreements, or other.)

Interior and Exterior Equipment

No submission is required.

Interior Design

Submit:

Submit the updated Basis of Design (BOD) report including:

  1. Narrative describing concept for interiors.
  2. Signage and wayfinding concept.

Plumbing

Submit:

Submit the updated Basis of Design [ B | O | D ] report including:

  1. Preliminary feasibility study and descriptions of the existing and proposed utilities (i.e. storm drainage, sanitary sewer, fire and potable water services, gas, and others), where applicable. Investigate the conditions and available capacity of existing utilities to service the project’s needs; determine if improvements are needed. Describe the extent of off-site utility improvements, where required.
  2. Indicate if water or sewage treatment, pumping, and storage are necessary. Indicate if existing utilities and equipment can be reused for this project.
  3. Define strategies to achieve any reduction goals established for potable water comparing the baseline and the reduction alternatives. Graphical representation of energy and water usage savings with reference to the contributing technologies and their weighted contributions.

Submit calculations including:

  1. Potable water baseline and reduced consumption calculations.
  2. Calculations to support the strategies to achieve the water consumption and energy reduction goals.

Submit drawings including:

  1. Approximate sizes of existing and new equipment in buildings.
  2. Plans indicating the types and sizes of all existing, abandoned, and proposed utilities and the point of connection and isolation.
  3. Locate roughly where rainwater or sewage treatment facilities, macerators, pump stations, grease traps, centralized acid neutralization tanks and any other major elements of the system shall be located, if required.
  4. Indicate areas of lawn and planting irrigation, and the water source or connection point.
  5. Riser diagrams for the proposed options.
  6. Approximate location of treatment facilities and storage facilities (when required).

Scheduling

Submit:

Submit the updated narrative Basis of Design [ B | O | D ] report including:

  1. Narrative or Gantt chart schedule identifying major design activities, procurement phase activities and construction phasing sequence with major milestones, and district overlapping commissioning and occupancy phase activities including moving FF&E, C&I, technology, etc. Indicate milestones for major activities including design phase submissions, bidding and awarding, mobilizing, phase occupancy (activation), etc.
  2. Organize the schedule by, at a minimum, each primary design discipline and each building or phase of construction.
  3. A Risk analysis in narrative or Residual Risk Register form detailed for design and anticipating the overall construction schedule and districts overlapping activation activities. Identify schedule risk areas and recommend mitigation actions.
  4. Phasing narrative.
  5. Phasing plans on overall site plans.
  6. Phasing diagram at the building or other appropriate level of detail.
  7. Written list of systems divided by technical discipline, including temporary systems by phase.

In addition to updating information, each successive submission of the narrative or Gantt chart schedule, and the Risk Analysis narrative or Risk Register shall provide an increased level of detail.

Security (Physical)

Submit:

Submit the updated Basis of Design [ B | O | D ] report including:

  1. Description of the basis for physical security requirements and an overview of the provisions to be implemented. Include setbacks, fencing, building envelope, access control system, monitoring, intrusion detection, video surveillance, and other systems that must be considered to develop a plan and a budget estimate. Also include special construction requirements such as integrating access control into existing openings, or accommodating the community use of facilities.
  2. A narrative discussing the opportunities and challenges to integrating CPTED principles into the design or budget, and the alternatives being proposed or explored.
  3. A narrative of how the Continuity of Operations Plan (COOP) may be affected by the project requirements on renovation projects.

Site Development/Utilities

Submit:

Submit the updated Basis of Design [ B | O | D ] report including:

  1. Detailed analysis of the site in relation to the surrounding community, including, pedestrian, automobile, school buses, mass transit routes, available utilities, adjacent hazards including heavily traveled roads and geographic or attractive risks.
  2. Phasing analysis to determine impact of project construction on maintaining existing school ingress/egress of pedestrians and traffic flows, transportation and storage of construction materials, mitigation of air and noise pollution, sequencing of new conflicts, and areas of future construction.
  3. Identification of floodplains and wetlands.
  4. Sediment and erosion control requirements.
  5. Stormwater management requirements and intended methods of implementation.

Submit drawings that include:

  1. Circulation plan(s) showing ingress/egress to the site by pedestrians (including persons with disabilities), cars, buses, trucks, emergency vehicles, and mass transit traffic.
  2. The student drop-off/pickup marshaling route(s) that afford adequate turn and acceleration/deceleration lanes and provide sufficient onsite car stacking.
  3. Site plan showing proposed structures, equipment at grade, and the other scope requirements including site preparation and demolition.
  4. Show expansion potential, proposed locations for portable classrooms, and other exterior improvements and athletic fields.
  5. Indicate areas that could be left natural to minimize site disturbance and future landscape maintenance cost.
  6. Indicate first floor elevations for each proposed structure and spot elevations at critical locations; e.g., structure corners, entrances, intersections, and critical floor and grade elevations.
  7. "Site security" diagram indicating all of the physical security elements being implemented into the site design including access control points, and vehicle stacking. (min. scale 1:1200 (1”=100’)). Coordinate with the section on Security.

Space Planning

Submit:

Submit the updated Basis of Design [ B | O | D ] report including:

  1. Verification that the program of spaces was used as a basis for design.
  2. Utilization of space by net area, gross area, net-to-gross ratio by department and net-to-gross ratio for buildings. Summarize the data by the space use:
    1. By organizational grouping such as an academic program or a school within a school, or a grade level or department.
    2. By functional grouping such as classrooms, corridors and circulation, MEP space, offices, cafeterias, gyms, etc.
  3. Amplify all variations from district or State standards.
  4. Submit in an acceptable format with subtotals for each summarized grouping.

Specifications

Submit:

Submit Table of Contents of applicable Specification Sections in 2011 CSI MasterFormat.

Structural

Submit:

Submit the updated Basis of Design [ B | O | D ] report including:

  1. Detailed listing of all applicable codes, design criteria, and national standards affecting the design. Include title, year and publishing organization for each code/standard indicated.
  2. Provide description of structural design loading information (include criteria and reference source). List all load combinations that shall be used and their source.
  3. Description of building structural performance design criteria.
  4. Recommendations for foundation system and, where necessary, mitigation of groundwater penetration.
  5. Program to perform subsurface exploration and laboratory testing in the area of any proposed construction. Explain technical issues to be resolved, field and laboratory methods to be used, estimated number and depths of borings and other field methods, estimated laboratory testing, and reporting methods.
  6. Detailed work plan, which shall include the results of previous investigations relevant to the project.

Sustainability

Submit:

Submit the updated Basis of Design [ B | O | D ] report including:

  1. Summary of the results and conclusions of the final site selection analysis with respect to sustainability criteria outlined as part of the Pre-Design phase.
  2. Graphical representation (pie or bar chart) and description comparing various wateruse reduction strategies to achieve the reduction goals and any mandated water-use reduction requirements as part of the selected third-party rating system and/or district or State sustainability guidelines.
    1. Coordinate reporting with the results from the plumbing and site/civil storm water analysis to provide the potable water baseline and the required reduction target.
    2. Define strategies and alternatives including the ROI if implemented.
  3. Graphical comparison (pie or bar chart) of the energy use intensity and energy consumption by end use for HVAC and lighting concepts evaluated as part of the [SD1] phase. The summary should illustrate how any mandated or elective energy conservation requirements and any energy consumption and lighting design goals for the overall project are being achieved.
    1. Coordinate the reporting with the results from the energy and lighting analysis conducted as part of the mechanical and electrical/lighting systems evaluation.
    2. Define strategies and alternatives including the ROI if implemented.
  4. Graphical (pie or bar chart) summary of the preliminary results and conclusions of the Indoor Environmental Quality (IEQ) impact of each of the HVAC concepts. In addition and if requested, provide a graphical representation of Green House Gas (GHG) emissions for the selected concepts as they relate to any district or State mandates.
  5. Summary assessment and preliminary estimate of renewable energy capacity as part of the [SD1] concept evaluations relative to any district or State mandates and/or third-party sustainability goals.
    1. Renewable energy to be included in the assessment should include thermal energy storage (ice storage), solar thermal, solar PV, wind, and geothermal.
    2. Indicate available incentive programs to offset the cost of renewable energy systems.
    3. Coordinate with the plumbing submission and submit as needed the explanation and technical backup information regarding how the project could meet the project goal for hot water generation using renewable solar energy.

Submit documents and calculations related to third part certification including:

Green Globes (if applicable):

  1. Provide as part of the narrative Basis of Design [ B | O | D ] report the following as it pertains to third-party Green Globes Certification:
    1. Rating category under which the project shall be certified and submit the final input data for the project initiation, site analysis, and programming phases.
    2. Final input parameters and assumptions for performing the Life Cycle Cost Assessment (LCCA).

LEED (if applicable)

  1. As part of the updated Basis of Design [ B | O | D ] report, submit third-party LEED Certification preliminary LEED scorecard.
    1. Indicate where points are anticipated and provide a brief discussion describing why certain points are or are not achievable.

Telecommunications

Submit:

Submit the updated Basis of Design [ B | O | D ] report including:

  1. Assessment of whether the existing telecommunications services are adequate for project needs, and whether they comply with current district standards
  2. Description of the extent of utility company work required. Include copies of all correspondence and minutes of meetings with all utility company's representatives.

Submit drawings that include:

  1. Location of incoming telecommunications services, manholes, and duct lines on the project site plan.
  2. Conceptual telecommunications riser diagrams.
  3. Provision for all telecommunications spaces on the Architectural drawings including the length of the longest copper run from closet to jack. (Telecommunications closets must stack vertically.)