DESIGN AND CONSTRUCTION STANDARDS
FACILITIES MANAGEMENT SERVICES
DIVISION X
INSTRUCTIONS TO DESIGN CONSULTANTS
DIVISION X
INSTRUCTIONS TO
DESIGN CONSULTANTS
Division X of the Carnegie Mellon University Design and Construction Standards
Manual addresses the following instructions to Design Consultants for work on
University projects.
XX010
XX015
XX020
XX030
XX035
XX040
XX050
XX060
XX065
XX070
XX080
XX090
XX100
INTRODUCTION
UNIVERSITY POLICY
PROGRAMMING
EXISTING CONDITIONS
CODE COMPLIANCE
FIXED LIMIT OF CONSTRUCTION COSTS
DRAWINGS AND SPECIFICATIONS FORMAT
STANDARD SYMBOLS AND TITLE BLOCK
UNIVERSITY ACQUISITIONS
DESIGN REVIEW
CONSTRUCTION ADMINISTRATION
INVOICING PROCEDURES
RECORD DOCUMENTS
APPENDICES
X-1
AIA DOCUMENT B141, ARTICLE 2.9, MODIFICATIONS
X-2
STANDARD SYMBOLS
X-3
STANDARD TITLE BLOCK
X-4
EXAMPLE OF INVOICE
DESIGN AND CONSTRUCTION STANDARDS
FACILITIES MANAGEMENT SERVICES
DIVISION X
INSTRUCTIONS TO DESIGN CONSULTANTS
XX010 INTRODUCTION
The contents of the Carnegie Mellon University Design and Construction Standards
Manual is primarily directed to private sector architects, engineers, and interior designers
(herein referred to as “Design Consultants”) for design and contract administration when
Contractors bid and undertake actual construction.
When a project designed by Carnegie Mellon Facilities Management Services (FMS) is to
be constructed by an outside Contractor, the prime contact with the Contractor will be the
University Project Manager or a designee.
Contracts between the University and Design Consultants shall be executed on AIA
Document B141 (1997 edition), “Standard Form of Agreement Between Owner and
Architect.”
Division X includes requirements of FMS that are in addition to, or different from, the
standard Owner requirements. Appendix X-1 contains ARTICLE 2.9, MODIFICATIONS
from the AIA Document B141, amended for use in contracts between the University and
Design Consultants. Note that in the modifications to AIA Document B141, the term
“Architect” is used for consistency with the original AIA document, and the term
“Owner” refers to Carnegie Mellon University.
XX015 UNIVERSITY POLICY
Refer to Division 1, General Requirements, Section 01015 University Policies, which
describes the code of conduct for the Design Consultant as well as the Contractor for all
University projects.
XX020 PROGRAMMING
The following statement shall be included in subparagraph 2.8.3 of the AIA Document
B141, Standard Form of Agreement Between Owner and Architect, and is included as
Basic Services.
The Architect shall review the program with the Owner to ascertain the requirements
of the project and shall arrive at a mutual understanding of such requirements with
the Owner. The Architect shall provide, as part of Basic Services, assistance to the
Owner in the analysis, development, and recording of the Owner’s program.
XX030 EXISTING CONDITIONS
The University will provide all existing documentation describing the current conditions
of the building and the site that will be modified by the project. The Design Consultant
will verify the accuracy of information that is made available by the University,
specifically the accuracy of construction documents from the construction of the original
building or previous renovations to the building. Field verification of this information is
the responsibility of the Design Consultant. If the University and Design Consultant agree
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DIVISION X
DESIGN AND CONSTRUCTION STANDARDS
INSTRUCTIONS TO DESIGN CONSULTANTS
FACILITIES MANAGEMENT SERVICES
that an additional consulting entity, for example, a land surveyor or hazardous materials
testing laboratory, is required to document existing conditions, the University will
provide the additional consultant.
XX035 CODE COMPLIANCE
The Design Consultant shall comply with all codes and ordinances applicable to the
particular project that include, but are not limited to, the following:
1. Building Officials and Code Administrators International, Inc. (BOCA) Basic
National Building Code, Fire Prevention Code, and International Mechanical Code
2. Pittsburgh Bureau of Building Inspection
3. Americans With Disabilities Act (ADA)
4. Commonwealth of Pennsylvania Department of Labor and Industry: Universal
Accessibility Act, Chapter 60, of the Fire and Panic Regulations
5. Commonwealth of Pennsylvania Department of Labor and Industry: Regulations
Governing Boilers and Unfired Pressure Vessels, Act 451
6. Commonwealth of Pennsylvania: Building Energy Conservation Act 222
7. Commonwealth of Pennsylvania Department of Labor and Industry: Bureau of
Occupational and Industrial Safety, Pennsylvania
8. National Electric Code (NEC)
9. Commonwealth of Pennsylvania Department of Labor and Industry: Elevator Code
10. National Fire Protection Association (NFPA)
XX037 ADOPTED STANDARDS
The University is required by its property insurance carrier to comply with provisions of
the national fire codes published by the NFPA. Further, the insurer provides specific
design criteria that may exceed the minimum standards established by the applicable
codes utilized by the authority having jurisdiction. The Design Consultant shall determine
the requirements of the insurance carrier during the preliminary design stage. Where there
are conflicts between applicable codes, the University Project Manager will secure the
interpretations and approvals of the appropriate University personnel.
The University has committed to adopting the Leadership in Energy and Environmental
Design (LEED) green building rating system for all new construction and significant
renovations. All such projects shall be designed and constructed so that they will meet
the current version of the LEED for New Construction and Major Renovations (LEEDNC) standard. In addition the University has established the goal of achieving a
minimum of a LEED “Silver” rating.
Less extensive renovations shall utilize the LEED for Commercial Interiors (LEED-CI)
rating system as applicable to their defined scope of work. For example, a project that is
P. X-4
July 2016
DESIGN AND CONSTRUCTION STANDARDS
FACILITIES MANAGEMENT SERVICES
DIVISION X
INSTRUCTIONS TO DESIGN CONSULTANTS
exclusively painting might only be eligible for a single LEED point under the LowEmitting Materials, Paints and Coatings section of the LEED-CI rating system and
would be expected to meet the requirements for that point. As the scope of a project
broadens, associated sections of LEED-CI would come into play.
For further information on the LEED rating system refer to the following URL:
https://www.usgbc.org/leed/leed_main.asp
XX040 FIXED LIMIT OF CONSTRUCTION COSTS
The following statement shall be added to subparagraph 2.4.2.1 of the AIA Document
B141 and is included as ARTICLE 2.9.4 in Appendix X-1.
The Architect shall design to a fixed limit of construction cost established by the
Owner. The fixed limit shall be established either at the beginning of the design
process or at the conclusion of the schematic design phase, in which case the fixed
limit shall be either: (a) the Architect’s estimate as approved by the Owner, or (b) the
Architect’s estimate modified by the Owner and coordinated with adjustments to the
project scope. If the estimated construction costs at the time of bidding exceed the
Owner’s fixed limit of construction cost (determined at the end of the schematic
design phase), the Owner and Architect shall jointly develop value engineering
reductions and/or program area reductions to bring the project construction costs
within the fixed limit. The Architect shall include deduct-alternates as reasonably
practical in the Bidding Documents as a final cost control mechanism to maintain the
Owner’s project budget at no additional cost to the Owner. If the fixed limit of
construction costs is raised by the Owner to the extent necessary to fund cost overrun
of the design provided by the Architect, thereby avoiding redesign to meet the fixed
limit, the Architect will not be compensated for additional services. This condition is
applicable if the program has not been expanded beyond previously approved
program scope. In the case of quantitative or qualitative revisions to the program
initiated by the Owner for purposes other than compliance with the Architect’s
recommendations to bring project scope and budget into agreement, the Architect
shall be entitled to compensation for additional services according to the terms of
subparagraph 11.3.2. This shall apply to the addition of design work or the revision
of work previously approved.
XX050 DRAWINGS AND SPECIFICATIONS FORMAT
Bid Documents shall be provided as Autocad.dwg or DXF file format. Format for title
blocks and drawings shall be shown on an Autocad disk provided by the University. The
Design Consultant shall use the latest edition of the AIA’s CAD Layer Guidelines for
drawing naming protocol.
Specifications shall be in MasterSpec format written in Microsoft® Word®, version 5.0
or higher.
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P. X-5
DIVISION X
DESIGN AND CONSTRUCTION STANDARDS
INSTRUCTIONS TO DESIGN CONSULTANTS
FACILITIES MANAGEMENT SERVICES
All rooms, corridors, stairwells, elevators, and other accessible enclosed spaces at the
University must have room numbers assigned according to guidelines established by the
Carnegie Mellon University Planning Office.
XX060 STANDARD SYMBOLS AND TITLE BLOCK
Standard symbols required by construction documents shall conform to those provided in
appendices X-2 and X-3.
XX065 UNIVERSITY ACQUISITIONS
As a general rule, the acquisition of fixed equipment, including but not limited to heating,
ventilating, and air-conditioning (HVAC) and electrical equipment, is part of the
construction Contract. The purchase of furnishings, movable equipment, and carpeting
under separate contracts is a complicated procedure with frequently changing
requirements. Such purchases shall be the responsibility of the University Project
Manager and shall be decided on an individual project basis. In addition, the University
holds purchasing agreements with various vendors; therefore, the Design Consultant must
obtain the current list from the University Project Manager before proceeding to the
Contract Document phase.
XX070 DESIGN REVIEW
At the conclusion of each phase of the project, the Design Consultant shall submit final
documents to the University Project Manager for review and approval. The Design
Consultant shall not proceed to the next phase without written approval. Final bid
documents shall be submitted to the University Project Manager for final approval before
they are released for bid or negotiated with contractors. The period for final review shall
not exceed two weeks.
XX080 CONSTRUCTION ADMINISTRATION
The following statement shall be added to subparagraph 2.6.3.1, CONSTRUCTIONADMINISTRATION SERVICES of the AIA Document B141 and is included as
ARTICLE 2.9.1 in Appendix X-1.
“On minor projects (under $50,000), review is limited to Contractor’s final
application for payment.”
XX090 INVOICING PROCEDURES
All invoices must show the correct University project title and project number
(5-XXXXX).
All invoices must show the correct University purchase order (PO) number. (Not required
for credit card payments.)
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DESIGN AND CONSTRUCTION STANDARDS
FACILITIES MANAGEMENT SERVICES
DIVISION X
INSTRUCTIONS TO DESIGN CONSULTANTS
All invoices must be submitted in duplicate.
All invoices for time and material work must be presented to University with supporting
information in accordance with the rate schedule prior to the beginning of work.
Invoices for monthly progress (percent complete) payments shall generally be paid within
30 days of invoice receipt, if the amount invoiced corresponds to the amount of work
completed. Invoice receipt for credit cards shall be paid within three days.
All invoices shall be numbered in sequential order, and the final invoice shall be noted as
“FINAL.”
Appendix X-4 contains an example of the format that must be used when invoicing.
Total Contract amount for purchase orders and all change orders (COs) must be clearly
defined. Also, total dollar amount of prior invoices must be shown.
If a Contract is based on billable hourly rates with a not-to-exceed figure, back-up
calculations for the invoice must be shown on a separate sheet.
The dollar amount due for a particular invoice shall be shown for each category.
Under the heading Change Order, all change orders shall be listed. Dollar amounts for
reimbursable expenses are not to be listed in this section (see Reimbursables).
Under the heading Reimbursables, the University has set up an allowance amount to
cover initial reimbursement expenses. If this allowance is expended, the University shall
issue a change order to increase the reimbursable account. At the end of the project, the
University shall issue a final change order to balance out the reimbursable allowance
against the actual reimbursable expenses.
XX100 RECORD DOCUMENTS
The following new subparagraph shall be added to paragraph 2.6.5 CHANGES IN THE
WORK and is included as ARTICLE 2.9.2 in Appendix X-1.
Subparagraph 2.6.5.5 shall read as follows:
The Architect agrees to provide as part of Basic Services assistance in delivery of
record documents. The Contractor will record the “record and field conditions” on a
set of prints and specifications maintained on the site. The Architect will record
design changes during the construction phase either on original drawings or on
supplementary drawings. The Architect will mark references to the supplementary
drawings on the original drawings. At the conclusion of construction, the Architect
will prepare a set of reproducible documents to hand over to the owner containing:
(a) Original drawings (with Contractor’s mark-ups and Architect’s references to
supplementary drawings)
(b) Supplementary drawings
(c) Marked-up specifications
July 2016
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DIVISION X
INSTRUCTIONS TO DESIGN CONSULTANTS
DESIGN AND CONSTRUCTION STANDARDS
FACILITIES MANAGEMENT SERVICES
Original bid documents and record drawings shall be provided as Autocad.dwg or
DXF file format. Specifications may be included on the drawings. Specifications
shall be done in Microsoft Word. All record documentation shall be documented on
3.5-inch floppy disk or IBM format compact disk (CD-ROM). Drawing format shall
be structured utilizing CAD Layer Guidelines as published by the American Institute
of Architects. The Architect will not warrant that the record reproducible documents
will be wholly correct or accurate. The Architect is responsible for obtaining record
information from the Contractor and revising the original drawings. The Final
invoice shall not be processed until this has been accomplished.
P. X-8
July 2016
DESIGN AND CONSTRUCTION STANDARDS
FACILITIES MANAGEMENT SERVICES
DIVISION X
INSTRUCTIONS TO DESIGN CONSULTANTS
APPENDIX X-1: AIA DOCUMENT B141, ARTICLE 2.9, MODIFICATIONS
Carnegie Mellon University
ARTICLE 2.9
MODIFICATIONS
2.9.1
Add to subparagraph 2.6.3.1: “On minor projects (under $50,000), review is limited to
Contractor’s final application for payment.”
2.9.2
Add a new subparagraph 2.6.5.5 as follows:
2.6.5.5
The Architect agrees to provide, as part of Basic Services, assistance in delivery
of record documents. The Contractor will record the “record and field conditions” on a set
of prints and specifications maintained on the site. The Architect will record design changes
during the construction phase either on original drawings or on supplementary drawings.
The Architect will mark references to the supplementary drawings on the original drawings.
At the conclusion of construction, the Architect will prepare a set of reproducible
documents to hand over to the Owner containing:
(a) Original drawings (with Contractor’s mark-ups and Architect’s references to
supplementary drawings)
(b) Supplementary drawings
(c) Marked-up specifications
Original bid documents and record drawings shall be provided as Autocad.dwg or DXF file
format. Specifications may be included on the drawings. Specifications shall to be done in
Microsoft® Word®. All record documentation shall be documented on 3.5-inch floppy disk
or IBM format compact disk (CD-ROM). Drawing format shall be structured utilizing CAD
Layer Guidelines as published by the American Institute of Architects. The Architect will
not warrant that the record reproducible documents will be wholly correct or accurate. The
Architect is responsible for obtaining record information from the Contractor and revising
the original drawings. The Final invoice shall not be processed until this has been
accomplished.
2.9.3
Subparagraph 2.8.2.8 shall be modified by the deletion of the words “60 days” and the
substitution of “120 days.”
2.9.4
The following paragraph shall be added to subparagraph 2.4.2.1:
2.4.2.1
The Architect shall design to a fixed limit of construction cost established by the
Owner. The fixed limit shall be established either at the beginning of the design process or
at the conclusion of the Schematic Design Phase, in which case the fixed limit shall be
either: (a) the Architect’s estimate as approved by the Owner, or (b) the Architect’s estimate
modified by the Owner and coordinated with adjustments to the project scope. If the
estimated construction costs at the time of bidding exceed the Owner’s fixed limit of
July 2016
Appendix X-1 P. 1
DIVISION X
DESIGN AND CONSTRUCTION STANDARDS
INSTRUCTIONS TO DESIGN CONSULTANTS
FACILITIES MANAGEMENT SERVICES
construction cost (determined at the end of the Schematic Design Phase), the Owner and
Architect shall jointly develop value the fixed engineering reductions and/or program area
reductions to bring the project construction costs within limit. The Architect shall include
deduct-alternates as reasonably practical in the Bidding Documents as a final cost control
mechanism to maintain the Owner’s project budget at no additional cost to the Owner. If the
fixed limit of construction costs is raised by the Owner to the extent necessary to fund cost
overrun of the design provided by the Architect, thereby avoiding redesign to meet the fixed
limit, the Architect will not be compensated for additional services. This condition is
applicable if the program has not been expanded beyond previously approved program
scope. In the case of quantitative or qualitative revisions to the program initiated by the
Owner for purposes other than compliance with the Architect’s recommendations to bring
project scope and budget into agreement, the Architect shall be entitled to compensation for
additional services according to the terms of paragraph 11.3.2. This shall apply to the
addition of design work or the revision of work previously approved.
2.9.5
Subparagraph 2.1.7.4 shall be deleted and the following subparagraph shall be
substituted:
2.1.7.4
If the Bidding or Negotiation Phase has not commenced within 90 days after the
Architect submits the Construction Documents to the Owner, the Engineering News Record
(ENR) Construction Cost Index shall be used to assess any change in probable construction
cost attributable to such delay. Upon consideration of the adjusted probable construction
cost, the Owner may:
1.
Adjust the limit of construction cost, and/or
2.
Direct the Architect to make changes in the scope or quality of the project, for which
the Architect shall be compensated as an additional service.
2.9.6
The following sentence shall be added to subparagraph 1.3.5.2:
Any arbitration shall be held in Pittsburgh, Pennsylvania.
2.9.7
Subparagraph 1.3.8.7 shall be deleted and the following subparagraph substituted:
1.3.8.7
Termination Expenses are in addition to compensation for Basic and Additional
Services, and include expenses that are directly attributable to costs incurred by the
Architect as a result of Contract termination. In the event of termination, the Owner and
Architect agree to equitably negotiate termination expenses. Termination expenses shall not
exceed the following percentages of Basic and Additional Services at the time of
termination:
1.
Ten percent of total compensation for Basic and Additional Services earned to date if
termination occurs during the Pre-design or Schematic Design phases; or
2.
Five percent of total compensation for Basic and Additional Services earned to date if
termination occurs during the Design Development Phase; or
Appendix X-1 P. 2
July 2016
DESIGN AND CONSTRUCTION STANDARDS
FACILITIES MANAGEMENT SERVICES
3.
2.9.8
DIVISION X
INSTRUCTIONS TO DESIGN CONSULTANTS
Two percent of total compensation for Basic and Additional Services earned to date if
termination occurs during any subsequent phase.
An additional subparagraph 1.3.8.8 shall be added to paragraph 1.3.8 as follows:
1.3.8.8
Notwithstanding the previous subparagraphs, if the project is suspended for a
defined period of time at the completion of the Construction Documents Phase, the
Architect shall be compensated for services performed prior to notice of such suspension.
Additional compensation for expenses incurred by the Architect in the interruption and
resumption of services shall be negotiated and shall not exceed the amount computed
according to the calculation indicated in the substituted subparagraph 1.3.8.7.
2.9.9
INDEMNITY
A new subparagraph 2.9.9.1 shall be added:
2.9.9.1
The Architect shall indemnify, defend, and hold harmless the Owner from and
against any and all claims, suits, damages, and losses, including related expenses and
attorneys’ fees, for or resulting from injury to, or death of any person, including but not
limited to employees of the Owner or Architect and/or loss of or damage to any property in
any way sustained by reason of the error, omission, or active or passive negligence of the
Architect in regard to the Architect’s services described in this Agreement.
A new subparagraph 2.9.9.2 shall be added:
2.9.9.2
Notice and Defense of Claims by Architect: The Architect shall promptly give
notice to the Owner, after the Architect has knowledge, of any claim arising from the
construction of the project against the Architect or Owner or any investigation by any
governmental agency of any activity conducted on or in the project site or of the
commencement of any legal proceeding against the Owner as to such claim or investigation.
The Architect shall not, in the defense of any such claim, investigation, or litigation consent
to the entry of any judgment or enter into any settlement (except with the written consent of
the Owner), that does not include as an unconditional term thereof, the giving by the
claimant or the plaintiff to the Owner of a complete release from all liability in respect of
any claim or litigation subject to the provisions of subparagraph 2.9.9.1.
2.9.10
INSURANCES
A new subparagraph 2.9.10.1 shall be added:
2.9.10.1 Carnegie Mellon University has specific insurance requirements, which must be
satisfied and adhered to in the performance of any work connected with any contract with
external contractors. No contract should be entered into without evidence of compliance
with these requirements. ONLY AFTER SUCH EVIDENCE HAS BEEN PROVIDED
AND RECEIVED CAN A CONTRACT BE SIGNED. If an occasion shall arise where it is
believed that these requirements need to be adjusted to fit a particular situation, approval
must be obtained through the Office of Risk Management or the University General
Counsel.
July 2016
Appendix X-1 P. 3
DIVISION X
DESIGN AND CONSTRUCTION STANDARDS
INSTRUCTIONS TO DESIGN CONSULTANTS
FACILITIES MANAGEMENT SERVICES
A new subparagraph 2.9.10.2 shall be added:
2.9.10.2 During the term of this Contract, the Architect shall maintain the following
insurance coverage:
1. Workers’ Compensation Insurance at statutory limits to cover the Architect’s
employees.
2. Automobile Liability Insurance with limits of not less than $1 million bodily
injury/property damage occurrence. Coverage shall include owned, hired and nonowned automobiles.
3. Comprehensive General Liability Insurance, occurrence based policy, with a limit
of not less than $2 million per occurrence/$2 million aggregate combined single
limit bodily injury/property damage (including products and completed coverage).
4. Umbrella liability, $5 million limit.
5. Professional liability for errors and omissions, $2 million per claim/$2 million
aggregate.
A new subparagraph 2.9.10.3 shall be added:
2.9.10.3 Carnegie Mellon University shall be named as an additional insured for each
applicable policy, and it shall be indicated on the Certificate or Evidence of Insurance that
the Architect’s policy is primary coverage.
A new subparagraph 2.9.10.4 shall be added:
2.9.10.4 Certificates of Insurance, prior to signing the Contract and upon policy renewal,
shall be sent by mail or fax to:
Carnegie Mellon University
Ronald D. Carter, Assistant Vice President for Facilities Management Services and
James F. Gartner, Director of Financial Services
5000 Forbes Avenue
Pittsburgh, PA 15213
Ronald D. Carter
Phone: (412) 268-6156
FAX:
(412) 268-6976
2.9.11
James F. Gartner
Phone: (412) 268-3790
FAX:
(412) 268-7068
HOURLY RATE SCHEDULE
The following paragraph shall be inserted under paragraph 1.5.2:
1.5.2
Architect, Engineering, Interior Design Services, or other consultant services
shall be reimbursed for such services on the basis of the number of hours expended by each
professional employee on the project, multiplied by the applicable hourly rate for each
employee. Firm name, employee classifications, and associated current hourly rates are set
forth below:
FIRM NAME
Appendix X-1 P. 4
CLASSIFICATION
HOURLY RATE
July 2016
DESIGN AND CONSTRUCTION STANDARDS
FACILITIES MANAGEMENT SERVICES
DIVISION X
INSTRUCTIONS TO DESIGN CONSULTANTS
APPENDIX X-2: STANDARD SYMBOLS
July 2016
Appendix X-2 P. 1
DIVISION X
INSTRUCTIONS TO DESIGN CONSULTANTS
DESIGN AND CONSTRUCTION STANDARDS
FACILITIES MANAGEMENT SERVICES
APPENDIX X-2: STANDARD SYMBOLS (CONT)
Appendix X-2 P. 2
July 2016
DESIGN AND CONSTRUCTION STANDARDS
FACILITIES MANAGEMENT SERVICES
DIVISION X
INSTRUCTIONS TO DESIGN CONSULTANTS
APPENDIX X-3: STANDARD TITLE BLOCK
7/17/2016
Appendix X-3
DESIGN AND CONSTRUCTION STANDARDS
FACILITIES MANAGEMENT SERVICES
DIVISION X
INSTRUCTIONS TO DESIGN CONSULTANTS
APPENDIX X-4: EXAMPLE OF INVOICE
INVOICE
Project Title:
Project Number:
University PO Number:
Date:
Invoice Number:
ESTIMATE OR
CONTRACT
AMOUNT
TOTAL AMOUNT
OF PRIOR
INVOICES
AMOUNT
DUE THIS
INVOICE
Purchase Order No.
Programming & Feasibility
Schematic Design Phase
Design Development Phase
Construction Document Phase
Construction Admin. Phase
PO Subtotals
Change Orders for PO
PO Consulting Total
--------------------------------------------------------------------------------------------------------------------PO
Invoiced
Amount Due
Reimbursables
Allowance
To Date
This Invoice
CO (Additional Allowance)
Reimbursable SUB-TOTAL
--------------------------------------------------------------------------------------------------------------------CONSULTING & REIMBURSABLES
GRAND TOTAL
July 2016
Appendix X-4