04_DASD_Minimum_Deliverables_(2026.03.11).pdf

MAYOR’S OFFICE OF JAMES D. DEROSA

CAPITAL PROJECTS DIRECTOR

601 Lakeside Avenue E. | Room 518 | Cleveland, OH 44114 | T: 216-664-2231| clevelandohio.gov

Subj: Mayor’s Office of Capital Projects (MOCAP) Minimum Consultant Design Requirements and Deliverables for the Division of Architecture and Site Development (DASD)

The intent and purpose of this document is to define, at a minimum, requirements for deliverables expected at each phase. Any questions or contradictions identified by the Consultant should be brought forth immediately for the City’s Project Manager (PM) or Point of Contact (POC) for interpretation. Refer to the RFP for required phases and additional information.

DUE DILIGENCE AND EXISTING CONDITIONS DELIVERABLES

The purpose is to establish the baseline set of documents, drawings, surveys, and other preliminary project information prior to Preliminary, Conceptual, and Schematic Design. As well as gain full understanding of the teams, roles, communication, schedule, and other intial project management activities.

Project Scope and Parameter Verification The A-E shall provide the following confirmations:

o Code and zoning authority identified.

o Utility suppliers identified.

o Project Core Team contacts identified.

o Property survey, showing metes and bounds, grading, utilities, easements and encumbrances, etc.

o Geotech if required.

o Field verification, on renovations and additions, of existing facility(ies) is to accurately verify spatial constraints, utilities, equipment, plan documentation, and other field items related to the scope and which effects the Project.

Documents: All Documents are considered preliminary. Various Survey and Assessments Reports, Geotechnical Report, Spatial Plans, and other due diligence relate information. On renovations, preliminary code analysis with special attention to fire separate, travel distance, occupancy counts, occupancy changes, and other safety requirements. Provide existing conditions plans in CAD and PDF to the City including: floor, ceiling, and roof plans; major and minor equipment locations; panelboard schedules; building structure; and other visible items.

PROGRAM VERIFICATION AND PRELIMINARY DESIGN

The purpose is to define the scope of the work. It should define the City’s expectations by addressing the issues of location, space requirements, time, furniture, equipment, and budget.

Deliverables and Documents Unless part of the Consultants’ specific scope, the City shall provide the following information to the A-E:

o A list of spatial needs with adequate parameters such as area/space o Occupancy for the new use

Unless as stipulated elsewhere, the Consultant shall is responsible for:

o Receipt of the Contract for the described work outlining the responsibilities of each party.

o Schedule for completion and/or phasing of the work is achievable.

o An anticipated timeline required for delivery of the project.

o Provide digital PDF submission for City review.

o Site appears adequate for meeting the program requirements.

o Special relationships between programmatic needs have been noted.

o Consultant to request a project budget showing the breakdown of construction, fees, furnishings, equipment, etc.

o Consultant to request a list of City’s or its Client’s “design standards” if existing.

o Consultant to request a list of any environmental, historical issues that may affect the project.

DESIGN CRITERIA

The purpose is to define scope of the work for a future Construction project, with the intent of a future, undetermined AOR and EOR. The criteria should clearly define technical standards, constraints, specific City basis’ of design, and other City, DASD, and MOCAP requirements.

Deliverables and Documents Unless part of the Consultants’ specific scope, the City shall provide the following information to the A-E:

o Scope o A list of spatial needs with adequate parameters such as area/space o Occupancy for the new use

Unless as stipulated elsewhere, the Consultant shall is responsible for:

o Receipt of the Contract for the described work outlining the responsibilities of each party.

o Schedule for completion and/or phasing of the work is achievable.

o An anticipated timeline required for delivery of the project.

o Provide digital PDF submission for City review.

o A list of spatial needs with adequate parameters such as area/space o Consultant to request a list of City’s or its Client’s “design standards” if existing.

o Consultant to request a list of any environmental, historical issues that may affect the project.

o Occupancy for the new use o Narratives with basis of design to convey City requirements, features, and salient quality requirements.

Technical Review The primary objective of the Technical Review Phase is to ensure that appropriate options for systems intended to be specified have been explored, reviewed, and analyzed. Based on the approved Scope Verification, the Technical Review Phase shall include, but not be limited to scope definition, MEP systems recommendations, building envelope recommendations, code analysis requirements recommendations, and other critical function requirements. The Technical Review phase shall be presented in a report format for review.

Drawings and Specifications

Site/Civil o Plan showing new and existing buildings or structures, principle features such as drives, walks, parking, drainage, play field, athletic fields, landscape features, retaining walls, etc.

o Plan showing new grade contours, storm water retention, and utility services o Symbol legends and general notes.

Architectural o Building floor, ceiling, and roof plan(s) indicating spatial relationships, basic dimensions, circulation areas, doors and window openings, and location of fire rated elements.

o Primary exterior elevations noting principle materials on color board.

o Preliminary building cross sections through all floor and/or roof changes in elevation.

o Preliminary Code and Zoning Analysis including but not limited for wall, floor, ceiling, and roof fire ratings; plumbing fixtures; separation/ use groups; exiting; travel distances; and other life safety requirements.

o A-E narratives and specification based on DASD standards at an SD level.

o General notes.

Interiors o Schematic FFE layout.

o Highlighted and colored review boards with inspiration imagery for City reference and review.

o Basis of design finishes selections.

o Special interior elevations as required.

o General notes.

Structural o A constructability review with the engineer.

o Design Criteria narratives and specifications on basic systems.

o Narratives especially for structure and special features not easily understood in the

Architectural plans.

o Input of structural systems for architectural plans and sections.

o General notes.

Mechanical and Plumbing o Design Criteria narratives and specifications on basic systems.

o Diagrammatic plans showing building systems to show approximately locations of main equipment such as AHUs, RTUs, boilers, etc.

o Input on basic clearances required for distribution systems.

o Utilities research and schematic calculations.

o General notes.

Fire Protection o Design Criteria narratives and specifications on basic systems.

o Analysis of large equipment such as fire pumps.

o Input on basic clearances required for distribution systems.

o Utilities research and schematic calculations.

o General notes.

Electrical/Technology o Design Criteria narratives and specifications on basic systems.

o Diagrammatic plans showing building systems to show approximately locations of main equipment such as main distribution panels, back-up generator, etc.

o Input on basic clearances required for distribution systems.

o Utilities research and schematic calculations.

o General notes.

Cost Estimation:

o If requested, Cost Estimates in CSI format are to be provided. Estimates based on

“narratives” are understood to be preliminary and for conceptual use.

Documents: All Documents are considered complete to the level of criteria to continue to “of record” designers.

Approval: Documented approval of Criteria Documents by City.

SCHEMATIC DESIGN DELIVERABLES

The purpose is to produce a design solution illustrating the scale and relationship of the project components based on the program, schedule, budget, quality, and other project requirements.

Technical Review The primary objective of the Technical Review Phase is to ensure that appropriate options for systems intended to be specified have been explored, reviewed, and analyzed. Based on the approved Scope Verification, the Technical Review Phase shall include, but not be limited to scope definition, MEP systems recommendations, building envelope recommendations, code analysis requirements recommendations, and other critical function requirements. The Technical Review phase shall be presented in a report format for review.

Drawings and Specifications

Site/Civil o Plan showing new and existing buildings or structures, principle features such as drives, walks, parking, drainage, play field, athletic fields, landscape features, retaining walls, etc.

o Plan showing new grade contours, storm water retention, and utility services o Symbol legends and general notes.

Architectural o Building floor, ceiling, and roof plan(s) indicating spatial relationships, basic dimensions, circulation areas, doors and window openings, and location of fire rated elements.

o Primary exterior elevations noting principle materials on color board.

o Preliminary building cross sections through all floor and/or roof changes in elevation.

o Symbol legends and general notes.

o Preliminary Code and Zoning Analysis including but not limited for wall, floor, ceiling, and roof fire ratings; plumbing fixtures; separation/ use groups; exiting; travel distances; and other life safety requirements.

o A-E specification TOC at a minimum.

Interiors o Space planning of major or typical interior spaces indicating basic FFE layout.

o Preliminary, physical color schemes on color boards for discussion with the City.

o Primary, special interior elevations as required.

o Highlighted and colored review boards with inspiration imagery for City reference.

o Symbol legends and general notes.

Structural o A constructability review with the engineer.

o Narrative input, especially for structure and special features not easily understood in the

Architectural plans.

o Input of structural systems for architectural plans and sections.

o Symbol legends and general notes.

Mechanical o Design Criteria input on basic systems description including notes of consultations with public agencies and authorities on utility services and requirements.

o Plans showing building systems in diagrammatic form.

o Concurrence with Architect on sizes and location of mechanical rooms.

o Input on basic clearances required for distribution systems.

o Utilities research and schematic calculations o Symbol legends and general notes.

Plumbing and Fire Protection o Design Criteria input on basic systems description including notes of consultations with public agencies and authorities on utility services and requirements.

o Plans showing building systems in diagrammatic form.

o Concurrence with Architect on sizes and location of mechanical rooms.

o Input on basic clearances required for fixtures and distribution and drain systems.

o Utilities research and schematic calculations o Symbol legends and general notes.

Electrical/Technology o Design Criteria input on basic systems description including notes of consultations with public agencies and authorities on utility services and requirements.

o Plans showing building systems in diagrammatic form.

o Concurrence with sizes and location of electrical rooms.

o Input with Architect on basic clearances required for panels, fixtures, and distribution systems.

o Utilities research and schematic calculations o Symbol legends and general notes.

o Cost Estimates in CSI format are to be provided at the intervals requested in the RFP during this phase.

Documents: All Documents are considered complete to the level of schematic to continue into Design Development. Program, Basic Code and Zoning Analysis, Narrative on Special Requirements (such as environment, historical limitations, hardening, etc.), Schematic Plans, and schematic CSI-based cost estimate.

Approval: Documented approval of Schematic Design Stage by City.

DESIGN DEVELOPMENT DELIVERABLES

The purpose is to complete the design and provide sufficient information so others could prepare the contract documents. Project design decisions are resolved and accepted by the City, and the project cost estimate aligns with the budget goals.

Drawings and Specifications Site/Civil o Site plan showing all property constraints (setbacks, easements, etc.), utilities and connections/taps, topography, site drainage, parking, walks, retaining walls, storm water management design, equipment, etc.

o Site plan showing building footprint, dimensions, finish floor elevation(s), and dimensions locating the building on the site.

o Landscaping plan showing major features and materials.

o Short form specifications at a minimum.

Architectural o Near finalized Code, Site, and Permit Analysis including detail Plan(s) and Code citations.

o Building floor plan(s) with dimensions, location of fire rated elements, exact wall thicknesses, ingress and egress locations, door swings with numbers, casework/millwork, equipment and fixture locations and room numbers.

o Reflected ceiling plans with ceiling heights.

o Interior elevations with all basic design features and engineering elements ready for Interior

Design information (FFE, finishes, other Interiors elements).

o Roof Plan(s) with equipment.

o Exterior elevations with all basic design features and engineering elements.

o Exterior finish schedule for all spaces and surfaces with selected basis of design finish material, shape and size, and special properties.

o Building cross sections and primary wall sections are further developed for all change in floor levels and wall conditions.

o Larger scale plans indicating required clearances and further detail such as vestibules, restrooms, and kitchens.

o Dashed boxes indicating accessible clearances.

o Typical wall sections and construction details for the various conditions.

o Important details drawn with basic notes for clarification.

o Selection and schedule of UL details, STC details, and other pertinent rated information.

o Door and Window schedule showing sizes, materials, fire ratings, special construction, and preliminary hardware.

o Deferred/ delegated design submittal schedule.

o Preliminary COMcheck.

o Short form specifications at a minimum for all building materials and systems including front ends.

Interiors o Floor and ceiling plans showing FFE, finishes, and other specialty features.

o Interior elevation elements, notes, and callouts with all basic design features at all walls with scalable design features.

o Plans and elevations of millwork, casegoods, and other designed elements.

o Preliminary selections for FFE with basis of design.

o Interior finish schedule for all spaces and surfaces with selected basis of design finish material, shape and size, and special properties.

o Final color schemes/patterns for major finish elements.

Structural o Foundation plans with floor elevations, bottom of footing elevations, typical details, special conditions, slab thickness, etc.

o Framing plans for each level and roof showing dimensions, location and sizes of structural members, principal top of framing elevations.

o Location of building expansion joints.

o Typical sections and details.

o Schedule of assumed structural deferred design elements such as tensioned concrete and connections.

o Short form A-E specifications at a minimum.

Mechanical o Floor plans showing distribution systems and equipment locations. Show all piping, ductwork and equipment sizes, required clearances and weights. Show locations of all accessories such as diffusers, dampers, louvers, etc.

o Enlarged plan of mechanical equipment rooms showing equipment layouts.

o Major structural penetrations coordinated with Structural and Architectural.

o Details of roof and ground mounted equipment (size and weight, etc.).

o Acoustical treatment recommendations where necessary.

o Final heating and cooling load calculations for each individual space.

o Final Utilities research confirmation.

o Equipment schedules with basis of design indicating size and capacity.

o Preliminary COMcheck.

o Short form A-E specifications at a minimum.

Plumbing/Fire Suppression o Floor plan(s) showing water, sanitary waste, compressed air, acid waste, special traps (i.e.

plaster, grease) and gas piping with sizes; location of all fixtures. Show meter locations, sizes.

o Roof drainage system/connections to storm water system o Plumbing fixture schedule with basis of designs.

o Final Utilities research confirmation, including load for back-up generator.

o Plan showing fire protection piping, devices, valves, etc.

o Design Criteria of assumed Fire Protection deferred design elements such as fire sprinkler and fire pumps.

o Short form A-E specifications at a minimum including Fire Suppression design criteria.

Electrical/Technology o Site Plan showing site lighting, utility service, utility connections, and power to other outdoor facilities.

o Floor plan(s) showing distribution systems (transformers, switch gear, panelboards, etc.)

lighting, power, data, and power consuming equipment locations with preliminary camera locations and access control facilities clearly identified.

o Schedules for fixtures, panels, equipment, and food service equipment showing electrical characteristics, design loads, capacities, etc.

o Light fixture schedule with basis of design including standard lighting and specialty fixtures.

o Preliminary COMcheck.

o Final Utilities research confirmation, including transformers and back-up generator.

o Design Criteria of assumed Fire Protection deferred design elements such as alarm.

o Short form A-E specifications at a minimum including Fire Alarm design criteria.

during this phase.

Documents: All Documents are considered complete to the level of DD to continue into Construction Documents unless noted otherwise. Final Program with set plans, Code and Zoning Analysis, CSI-based Cost Estimate, Plans, and Specifications.

Approval: Documented approval of Design Development Stage by City.

CONSTRUCTION DOCUMENTS DELIVERABLES

The purpose of this stage is to prepare legal and binding documentation of the project requirements for the City and the Contractor that defines the scope of work, conditions under which the work will be performed, and any special City expectations for requirements necessary to prepare a proposal for and execution of the work. Documents are biddable and permittable.

Drawings Civil/ Landscaping o General notes and Legends o Survey and Grade Plan(s) o Site Plan with Utilities, Equipment, and Building Footprints o Site Enlarged Plans and Details Architectural/ Interiors o Final Code and Permit Analysis o General notes and Legends o Architectural Site Plan o Floor and Roof Plan(s) (including mechanical mezzanines) o Enlarged Plans o Building Elevations o Building Cross Sections o Building Wall Sections o Stair and Elevator Sections o Wall Details o Interior finish details o Room Finish Schedule o Window and Door Schedules o Hardware Schedule(s) o Equipment, Millwork, and Casework Plans, Elevations, and Details o Special Construction Plans and Details o Sequence of the Work Plan (Phasing) if required Structural o General notes and Legends o Foundation Plan o Framing Plans o Typical details o Special details o Structural Schedules Mechanical/ Plumbing/ Electrical/ Technology o General notes and Legends o Site Plan(s) o Floor Plans o Detailed Equipment Room Plans o Detailed Equipment Room Sections o Special details o Equipment and Fixture Schedules

CSI Master Format Specifications o Complete Standard Requirements (Division 00) for Public Works or where required/ provided by City.

o Cover Sheet o Table of Contents o Solicitation, Instructions to Bidders, Bid Form, Bid Security Form, Bidder’s

Qualifications, EDGE Affidavit, Contract Form, Performance and Payment Bond Form, Contracting Definitions, General Conditions, Wage Rate Requirements, Supplemental Instructions o Complete Standard Requirements (Division 00) o Cover Sheet o Table of Contents o Complete General Requirements Specification (Division 01) o Complete Technical Specifications (Divisions 02 thorough 49) during this phase.

Documents: Provide PDFs for reports, construction documents, estimates, specifications, and other pertinent contract documents for review and final records. Provide at the intervals requested in the RFP. At the final review submittal, this considered a 100% Final set of documents for City review, with the exception of the cost estimate and outstanding items from the City.

Approval: Documented approval of Contract Documents Stage by City prior to Permitting and Bidding.

BIDDING REQUIREMENTS

The purpose of this stage is to attain pricing for the Project as defined and approved by the City after the Construction Documents phase.

Administrative Management:

o General communication with the City and the General Contractor.

o Submission of complied Construction Documents to the City for bidding.

o Response of Bid RFIs related to scope and documentation.

o Review bids for input.

o Pre-Bid Meeting attendance.

o Produce an Addendum based on Bid RFIs and value engineering necessary to meet the budget.

PERMITTING REQUIREMENTS

The purpose of this stage is to obtain a construction permit by means of modify, alter, and otherwise update the Contract Documents as required by the permitting agencies.

Documents:

o The Consultant shall take the lead in coordinating, applying, and obtaining the information required by the various agencies and entities from which permits and/or approvals are needed for the Project.

o Submission of complied Construction Documents to all AHJs pertinent to the scope and Project.

o All plan review application fees to City, state and/or federal agencies shall be borne by the Consultant and included in the Fee. The cost of building permits for Construction shall be by the Contractor(s).

o Provide an Excel spreadsheet encapsulating all AHJ review comments with direction, feedback, solutions, etc.

CONSTRUCTION ADMINISTRATION AND CLOSEOUT REQUIREMENTS

The purpose of this stage is to construct, modify, alter, or other the Project as defined and approved by the City and permitting agencies.

Documentation and Scope:

o General communication with the City and the General Contractor.

o OAC Meetings.

o Field visits with observation report.

o The Prime consultants is responsible for managing its internal and sub-consultant resources.

o Review and approve all requests for interpretation, submittals, cut sheets, shop drawings, and mock-ups.

o Provide sketches, bulletins, and revised drawings for interpretation requests.

o Certify pay applications, review and approve Field Changes and Field Change Requests.

o Track, coordinate, communicate, and follow through all RFIs and Submittals.

o Provide punch list walk through.