Design Assist - Alliance for Construction Excellence

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Design Assist
Best Method Approach
to Subcontracting
Alliance for Construction Excellence
© 2007 Arizona Board of Regents / Alliance for Construction Excellence
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DESIGN ASSIST
Best Method Approach to Subcontracting
TABLE OF CONTENTS
SECTION A Introduction
1. Preface
2. Introduction
3. Benefits
SECTION B - Design Assist Subcontractor Selection Process
1. Project Delivery Method Needs Assessment
2. Project Delivery Method Needs Assessment Flow Chart
3. Design Assist Subcontractor Selection Process
SECTION C Design Assist Services & Deliverables
1. Design Assist Best Methods Flow Chart
2. Design Assist Services & Deliverables Matrix
3. Glossary of Terms
design assist - best method approach to subcontracting
© 2007 Arizona Board of Regents / Alliance for Construction Excellence
A. INTRODUCTION
1. PREFACE
The intent of this publication is to offer a Best Method Approach to delivering projects using Design Assist. The
guidelines offered are intended to educate Project Teams on the benefits of utilizing Design Assist Services.
This publication will address the timing for the selection of the Design Team, [email protected], and the Design Assist
Subcontractors, as well as offering a Design Assist Subcontractor Selection Process found in Section B. This
publication will also describe the design assist process by use of the Design Assist Best Methods Flowchart, and
the Design Assist Services & Deliverables Matrix found in Section C.
2. INTRODUCTION
Design Assist is a collaborative team-oriented project delivery method
Design Assist is a collaborative
that capitalizes on the benefits of early engagement of Design Assist
team-oriented project delivery
Subcontractors. Using the Design Assist Process, the project team is able
method that capitalizes on the
to utilize the specialty expertise of the Design Assist Subcontractors in
benefits
of early engagement of
both the design and construction phases to optimize project cost, value and
design
assist
subcontractors.
constructability efficiency. The objective of the Design Assist Process is to
minimize design and constructability related issues prior to construction,
thus maximizing the overall value, speed of construction, and quality of
the final product. The Design Assist process is not intended to transfer any design liability to Design Assist
Subcontractors.
3. BENEFITS
The major benefits of the Design Assist Delivery Method are faster project delivery, elimination of costs caused by
inefficient and un-constructible designs, improved design document coordination, better control of the effects of
design creep on the budget, and best value options and systems analysis.
By selecting Design Assist Subcontractors early and allowing them to
collaborate with the project team during the design, many activities
related to construction pre-planning can be completed earlier than in
a traditional design-bid-build delivery method. Many times this means
that the combined design and construction schedule can be shortened
allowing earlier project completion and owner occupancy. Faster
delivery, or a higher level of certainty in delivery, can correlate to savings
in project cost.
The major benefits of the design
assist delivery method are:
• Faster project delivery
• Reduction in design errors &
omissions costs
• Better control of design creep
•
Best value options and systems
analysis
Design Assist allows designers and contractors to work as a collaborative team in the design phase, enabling
them to detect and resolve design problems and constructability issues prior to construction. The net result is a
reduction in design errors and omissions costs through corrective changes incorporated during the design phase.
This helps greatly reduce design related RFI’s during the construction phase when they are more costly and time
delaying. The Design Assist process results in a well thought out and pre-coordinated design that will improve the
efficiency and quality of the construction installation.
design assist - best method approach to subcontracting
© 2007 Arizona Board of Regents / Alliance for Construction Excellence
PAGE A. INTRODUCTION
By working directly with the design consultants to obtain a clear and complete understanding of the overall design,
Design Assist Subcontractors are able to more accurately estimate the project early and manage or mitigate cost
and escalation issues before they impact the project budget. They can also aid the project by tracking the costs
and working with the design consultants to ensure that the developing design stays within the budget, while
maintaining the intended functionality and level of quality. Value is added by ensuring that there are no budget
overruns due to design creep, while still maintaining functionality and quality standards.
Using a proactive team approach will yield a best value design. By providing design reviews, cost information and
design alternatives early in the design phase, Design Assist Subcontractors can advise and guide the design to
achieve a cost efficient, quality design that does not exceed the budget.
To successfully execute Design Assist projects, and reap the potential benefits all active participants must have a
clear understanding of the overall design assist process and must work as a team using a common method. They
must understand their respective roles and responsibilities at each step.
Use of the guidelines offered in this publication to achieve these ends will result in a Project Team with aligned
goals, shared ownership, and a mutually successful project.
design assist - best method approach to subcontracting
© 2007 Arizona Board of Regents / Alliance for Construction Excellence
PAGE B. DESIGN ASSIST SUBCONTRACTOR SELECTION PROCESS
1. PROJECT DELIVERY METHOD NEEDS ASSESSMENT
In the early stages of a project, before any Team members are brought on board, an Owner should review his
project’s goals and objectives in order to assess the Project Delivery Method best suited for his project.
The benefits of utilizing Project Delivery Methods such as [email protected] with Design Assist subcontractors, traditional
Design-Bid-Build and Design-Build should be weighed against the project’s critical goals and objectives.
Once the Owner has determined the Project Delivery Method, he can now select the best Project Team that can
work within the parameters of the Project Delivery Method determined in the Needs Assessment. The Owner
should select his team members in the following order:
1. Design Team (Architect and Consultant Team) and [email protected]
2. Design Assist Subcontractors/Major Suppliers (through [email protected]’s selection process)
3. Pre-qualified, Competitive Bid Subcontractors/Major Suppliers (through [email protected]’s selection process)
See the Project Delivery Methods Needs Assessment Flowchart attached on the following page.
The Request for Proposal and subsequent contracts for all of the above
Project Team services should include language that acknowledges active
participation in the Design Assist Services and Deliverables Matrix
outlined in Section C.
This Design Assist Best Method Approach assumes a Needs Assessment
that results in the selection of a [email protected] Project Delivery Method. The
[email protected] Project Delivery Method is most conducive to qualificationsbased selection for Design Assist subcontractors/Major Suppliers and
the collaborative team-oriented environment needed for Design Assist
services to be successful.
Critical Activities:
1. Fast-track schedule
2. Control design and budget
creep
. Coordination of complex
scope during design
. Best Value Systems Analysis
. Sustainability Elements of
Design
Once the [email protected] Project Delivery Method has been selected, the Owner must now review his/her project for
the best approach to purchasing his [email protected]’s subcontracted construction services. If the project goals and
objectives require any critical activities listed below, an Owner may choose to utilize the Design Assist process for
certain “Project Critical” Subcontractors/Major Suppliers in order to better ensure the success of the project.
Critical Activities:
1. Fast-track schedule
2. Control design and budget creep
3. Coordination of complex scope during design
4. Best Value Systems Analysis
5. Sustainability Elements of Design
Once the Owner has completed his Project Delivery Method Needs Assessment and has chosen the Design Assist
Subcontractor Delivery Method, he is now ready to begin the selection process for building his Project Team.
design assist - best method approach to subcontracting
© 2007 Arizona Board of Regents / Alliance for Construction Excellence
PAGE B. DESIGN ASSIST SUBCONTRACTOR SELECTION PROCESS
2. PROJECT DELIVERY METHOD NEEDS ASSESSMENT FLOWCHART
Owner Assesses Critical Project Goals
& Objectives to Determine Best
Project Delivery Method
Traditional DesignBid-Build Method
[email protected]
Method
Design-Build
Method
One Step Design-Build
Projects May be
Candidates for the
Design Assist Process
Assess Critical Project Goals and Objectives for
Need to Use Design Assist Subcontractor Delivery
Method:
ƒ
ƒ
ƒ
ƒ
Fast Track Schedule
Control Design and Budget Creep
Coordination of Complex Scope During Design
Best Value Systems Analysis
Select Design Team
Select [email protected]
Select
Design-Assist
Consultants &
Subcontractors
design assist - best method approach to subcontracting
© 2007 Arizona Board of Regents / Alliance for Construction Excellence
PAGE B. DESIGN ASSIST SUBCONTRACTOR SELECTION PROCESS
3. DESIGN ASSIST SUBCONTRACTOR SELECTION PROCESS
At the appropriate time indicated on the Design Assist Best Methods Flowchart in Section C, the selection of
Design Assist Subcontractors and Major Suppliers should be made in order to attain the full benefit of their
services.
The [email protected] should develop a Design Assist Subcontractor/Supplier Selection Plan that meets the Owner’s and
Designer’s approval and includes them in the process. This plan should include:
A) A Design Assist Subcontractor Request For Proposal (RFP) that includes:
1. Program description of Construction Scope
2. A list of Design Assist services and deliverables required for the project along with a request for their
experience in these deliverables
3. Responsibility Matrix
4. Overall Project Schedule
5. Request for Key Selection criteria: (personnel organizational chart and resumes, firms financial
qualifications, relevant experience, and project specific criteria such as sustainability)
6. Description of the Design Assist contracting method to be used (Lump Sum, Cost plus fee)
7. A declaration of one of two ways to select Design Assist Subcontractors and Major Suppliers:
Qualifications-based selection:
Qualifications-based selection can be utilized when good program design direction is not available for
the Design Assist Subcontractor. In this case the design assist subcontractors and suppliers expertise
can be utilized in the development of program design criteria and subsequent cost models.
Qualifications and Price Component-based Selection:
Qualifications and price component-based selection can be utilized when well defined program criteria
is available. The price component can be broken down into two parts:
Part 1 – Design Assist Services:
The Part 1 Price Component will consist of the Design Assist Subcontractor’s Design Phases
Services fee and, if schedule requires, some early work costs.
Part 2 – Construction Services
Part 2 Price Component (lump sum method) will consist of the Design Assist Subcontractor’s
Opinion of Construction Cost for the project.
Or: The Part 2 price component (cost plus fee) will consist of Fees and General Conditions
cost, with direct cost to be determined during the design assist phase.
Note: Qualifications and Price Component-based selection can be accomplished in a 1 or 2 Step
process.
The Subcontractor’s ability to maintain his Price Components during Design Assist Services should be a
requirement for award of Part 2, Construction Services.
B) An interview process with short-listed Design Assist subcontractor finalists to review key selection criteria and/
or qualifications-based and/or price component elements of the RFP.
C) Award of the Design Assist Subcontract should be a Two-Part Agreement with Design Services followed by
Construction Services whenever possible. Successful completion of Design Services should be a requirement
for the award of Part 2, Construction Services.
design assist - best method approach to subcontracting
© 2007 Arizona Board of Regents / Alliance for Construction Excellence
PAGE C. DESIGN ASSIST SERVICES & DELIVERABLES
1. DESIGN ASSIST BEST METHODS FLOWCHART
design assist - best method approach to subcontracting
© 2007 Arizona Board of Regents / Alliance for Construction Excellence
PAGE C. DESIGN ASSIST SERVICES & DELIVERABLES
2. DESIGN ASSIST SERVICES & DELIVERABLES MATRIX
Roles and Responsibilities
Activity
Owner
Architect/Engineer
Design Assist Subs /
Manufacturer’s Reps
[email protected]
Contract Award
Ensure that [email protected] and Designer
Contracts require compliance with the
Design Assist Delivery Method.
Identify, qualify, and select
Design Assist Subcontractors and
Manufacturer’s Reps
Present qualifications for
selection
Design Assist Agreements
Review and approve [email protected]
recommendations for Design Assist
Review and comment on [email protected]
recommendations
Award to most qualified proposer
with two part award; Design Phase
Agreement and Construction Contract.
Team Meetings / Design
Workshops / GMP
Workshops / Progress
Meetings
Communicate project requirements to
Design Phase Team.
Communicate design updates
including anticipated changes.
Provide analysis on design impacts to
project schedule and budget.
Provide analysis on design
impacts to project schedule
within area of expertise.
Document Review and
Comment
Review documents at each stage of
design and provide comments.
Provide design documents for review
and respond and/or incorporate
accepted comments.
Identify and manage all open
document review comments thru
resolution.
Participate in review meetings
and provide comments.
Baseline Cost Model
Hold a Budget review meeting.
Gain mutual agreement that pricing
adequately covers intended final
scope. Review and approve cost
model to establish project budget.
Attend Budget review meeting.
Gain mutual agreement that pricing
adequately covers intended final
scope. Review and approve design
assumptions and qualifications
detailed in cost model.
Prepare a cost budget. Attend
Budget review meeting. Gain mutual
agreement that pricing adequately
covers intended final scope. Provide
Baseline cost model with assumptions
and qualifications.
Prepare a cost budget. Attend
Schematic Budget review
meeting. Gain mutual agreement
that pricing adequately covers
intended final scope. Provide
anticipated scope of work and
opinion of cost.
Design Phase Schedule
Review and approve the project
preconstruction/construction
schedule.
Provide input to the project
preconstruction/construction
schedule.
Develop an overall project schedule
that is mutually agreeable to all
parties including key milestone dates.
Provide input to the project
preconstruction /construction
schedule.
Milestone Estimates
Review and approve estimates.
Provide design documents at
predetermined intervals for estimating
purposes, typically provided at
Schematic, Design Development and
Construction Documents.
Estimates provided at predetermined
design intervals to validate current
design against Baseline Cost Model.
Estimates provided at
predetermined design intervals
to validate current design
against opinion of cost.
Dynamic Estimating / Trend
Logs
Review and approve major revisions to
the basis of design
Review Alternative strategies and
interim cost updates to facilitate most
effective design approach.
Provide dynamic estimating updates
for design evolution between
milestone estimates.
Provide dynamic estimating
updates for scope evolution
between milestone estimates.
design assist - best method approach to subcontracting
© 2007 Arizona Board of Regents / Alliance for Construction Excellence
PAGE C. DESIGN ASSIST SERVICES & DELIVERABLES
Roles and Responsibilities
Architect/Engineer
[email protected]
Design Assist Subs /
Manufacturer’s Reps
Activity
Owner
Alternative Strategy / Value
Analysis
Review VE options with users and
make selections of approved options.
Work with construction team to
develop VE options. Incorporate
approved options into design
documents.
Work with design team to develop VE
options and submit cost savings for
review and acceptance. Manage and
update VA log for tracking.
Work with design team to
develop VE options and submit
cost savings for review and
acceptance.
Permitting Strategy
Identify requirements for any fees and
permits under owner control and track
progress thru issuance.
Identify permit requirements, lead
times, responsible team member, and
generate permit strategy.
Identify requirements for any permits
under [email protected] control and track
progress thru issuance.
Identify subcontractor
responsibilities (i.e. Life Safety)
Constructability / Bidability
Review and Comment
Review and comment on function of
design, preference on equipment,
finishes, etc.
Respond, incorporate, and/or resolve
comments from team members
Review and comment on construction
means and methods, alternative
strategies, drawing conflicts, and
generate mechanism to track
incorporation to documents.
Review and comment on
construction means and
methods, alternative strategies,
and drawing conflicts.
Construction Schedule
Review and approve [email protected]
recommendations.
Review and comment on [email protected]
recommendations.
Generate a preliminary schedule
during Design Development and
enhance to a final construction
schedule during the Preconstruction
process.
Provide input for preliminary
construction schedule and
updates thru the Preconstruction
process.
3D CAD Coordination (BIM)
Participate in identification of areas
of project that would benefit from
BIM
Participate in identification of
areas of project that would benefit
from BIM and generate necessary
drawings.
Manage coordination meetings to
identify potential space conflicts.
Identify potential space conflicts
and provide coordination models
to minimize clashes.
Identify long-lead items at
potential cost escalation risk.
Submit early release requests as
required to meet schedule and
budget.
Procurement Strategy
Review and approve [email protected]
recommendations.
Review and comment on [email protected]
recommendations.
Identify long-lead items at potential
cost escalation risk. Submit early
release requests to meet schedule
and budget.
Site Logistics Plan
Review and approve [email protected]
recommendations.
Review and comment on [email protected]
recommendations.
Identify construction requirements
and present a plan for approval
Provide critical space
requirements for proper
performance of the work.
Prepare Bid Documents /
Generate GMP / Approve
GMP
Review and approve GMP including
pricing, clarifications and
qualifications, General Conditions,
etc.
Review and comment to owner on
price, clarifications and qualifications,
General Conditions, etc.
Generate a GMP document for
review and approval. Identify any
clarifications, qualifications, General
Conditions, etc.
Generate a subcontract bid for
all work categories under scope
of work and submit for approval.
design assist - best method approach to subcontracting
© 2007 Arizona Board of Regents / Alliance for Construction Excellence
PAGE C. DESIGN ASSIST SERVICES & DELIVERABLES
3. GLOSSARY OF TERMS
Team Meetings: Meetings between the Project Team members: Owner, Design Team, [email protected] and Design/Assist
Subcontractors to discuss design issues, design coordination, budget, construction issues and overall progress.
Design Workshops: Design Workshops involve meetings between the Design team, A/E Consultants, [email protected] and
Design/Assist Subcontractors. Owner’s representatives are also encouraged to participate. Design Workshops will
focus on A/E teams fully disclosing the intent of the design and project vision as well as coordinating the design
between the various disciplines. Later Design Workshops entail “over the shoulder” design review and comment
regarding constructability.
Progress Meetings: Progress Meetings will be held with [email protected] (Design Assist Subcontractors if necessary),
Design Team, and Owners representatives to discuss progress of design documents, budget projections, and
assumptions.
Document Review and Comment: The process wherein the [email protected], Owner and Design Assist Subcontractor’s
periodically review the design documents and provide feedback and comments with regard to constructability,
completeness and budget conformance. These review comments should be a matter of record.
Baseline Cost Model: The Baseline Cost Model is a preliminary cost model developed from the earliest available
design documents, typically Program level documents. The Baseline Cost Model, once approved by the Owner
becomes the Teams Project Budget. All Project team members should have buy-in to the Baseline Cost Model.
Design Phase Schedule: The Design Phase Schedule represents the plan for completing the design effort in order
to begin construction. This plan typically includes design time, estimating time, owner approval processes, long
lead early equipment procurement, phased bid packages, GMP Approval process and other critical activities that
must be accomplished to release the Project for construction.
Milestone Estimates: Milestone Estimates are pre-planned times during design when the Design team agrees to
issue documents so that the [email protected] and design assist subcontractors can perform complete estimates and
check the progress of the design against the Baseline Cost Model. Typical Milestone Estimates would be done at
Schematic, Design Development and 50% Construction Documents.
Dynamic Estimating/Trend Logs: Dynamic Estimating or Trending describes the process of tracking design issues
and deviations from the Baseline Cost Model assumptions as design progress between Milestone Estimates. In this
way the estimate is always current with the design. The [email protected] and design assist subcontractors track issues
and deviations as they learn them in Team Meetings, Design Workshops and Progress Meetings.
Alternative Strategy/Value Analysis: Alternative Strategies/Value Analysis is a process wherein the [email protected] and
the design assist subcontractors review the design documents and Project Systems and offer alternatives for
consideration by the Owner and Design team. These alternatives are intended to present opportunities for best
value and/or cost savings.
Permitting Strategy: Permitting Strategies ensure that the design is being developed in a manner that is most
conducive to the start of construction. Often times on fast-track Projects the design must be packaged in a manner
that facilitates phased permitting for release of construction work.
design assist - best method approach to subcontracting
© 2007 Arizona Board of Regents / Alliance for Construction Excellence
PAGE C. DESIGN ASSIST SERVICES & DELIVERABLES
Constructability Review: Constructability Reviews are performed on the design documents by the [email protected] and the
design assist subcontractors at pre-planned times during the design. Typically these reviews would begin during
Design Development when the details of the various systems on the Project have been developed. These reviews
check for design buildability, coordination and completeness.
Preliminary and Construction Schedule: As the design is being developed the [email protected] with the input of the design
assist subcontractors will develop the construction schedule for the project. Typically this schedule will become a
GMP Contract document when it is finalized.
GMP Workshops: A GMP Workshop between the Owner, Design team, [email protected] and Design/Assist Subcontractors
to discuss how the GMP will be developed and presented is needed to ensure that all scope is addressed in the
GMP. These Workshops will focus on GMP assumptions, clarifications, format of the budget, exhibits and any other
necessary Contract items.
3D CAD Coordination: 3D CAD coordination is a process utilized by the Design team, [email protected] and the design assist
subcontractors to eliminate space conflicts between various elements and systems that make up the Project. This
process involves the use of 3D and clash detection software. It is an intensive coordination process that involves
all of the team members active participation and when properly executed, greatly enhances the productivity of the
construction process as well as the quality of the final product.
Procurement Strategy: The Procurement Strategy involves planning for the timely purchase of all materials and
services so that once the construction work is started it can occur with an uninterrupted flow. Typically this process
involves timing for long lead purchases, phased bid packages and other strategies.
Site Logistics Plan: Site Logistics Plans should identify main utility routing, temporary utility locations, job site trailer
locations and laydown areas for Subcontractors. Site Logistics Planning also incorporates right of way, site access
plans, fire department access plans and Fire Marshall Requirements for the site. The Site Logistics Plan may also
include tower crane and man-material hoist locations, construction traffic ingress and egress, and strategies for shut
down and start up procedures for systems in retrofit applications.
Prepare Bid Documents: Bid documents are prepared by the [email protected] in order to clearly define scopes of work for the
subcontractors and major suppliers being invited to bid the work. Bid documents communicate Project rules, terms
and responsibilities of the various team members.
Generate and Approve GMP: The [email protected] (utilizing the input of the Design Assist subcontractors), is ultimately
responsible for generating the final GMP documents for Owner approval that will become a part of the Construction
Contract. The GMP typically contains cost information, clarifications and assumptions that when combined with the
design documents become the Contract Documents.
design assist - best method approach to subcontracting
© 2007 Arizona Board of Regents / Alliance for Construction Excellence
PAGE 10
CONTRIBUTORS
Dennis Tucker
Frank Scopetti
McCarthy Building Companies, Inc.
McCarthy Building Companies, Inc.
Rob Smalley
University Mechanical
Tom Capaldi
Nick Kuntz
M3T
M3T
Arnold Canales
Kinetics
Rich Levey
United Metal Products
Pat Hennesy, Jr.
Hennesy Mechanical Sales, LLC
Bob Wike
ABB
Monte Sturdevant
Energy Systems Design
design assist - best method approach to subcontracting
© 2007 Arizona Board of Regents / Alliance for Construction Excellence
PAGE 11
Alliance for Construction Excellence
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