A-E_Guide_FINAL_10_2025.pdf

Updated 2025

ARCHITECT - ENGINEER

GUIDE

PREPARED BY: OC FACILITIES DESIGN & CONSTRUCTION

601 N. ROSS STREET, 4TH FLOOR

SANTA ANA, CA 92701

OCTOBER 2025

(ALL UPDATES ARE HIGHLIGHTED)

INTRODUCTION

The County of Orange Architect-Engineer Guide (“A-E Guide”) is a County of Orange standard policy for

Architectural-Engineering (A-E) firms and their sub-consultants in the investigation, design, construction, alteration, documentation, and observation of traditional County of Orange projects. The A-E Guide contains policy information, requirements, direction, and guidance for the preparation of projects, and sets forth requirements for the delivery of services, preparation of project specifications, project design services, cost estimates and related work to be performed for the County of Orange. The A-E Guide also provides design procedures and explicit design criteria to assist A-E firms to efficiently translate County of

Orange requirements into acceptable design solutions. Although this A-E Guide is intended for traditional projects it is supplemented to incorporate non-traditional alternate project delivery methodologies associated with Design-Build entity (DB); Progressive Design-Build entity (PDB); Construction Manager

-at Risk entity (CMAR); and design related to Job Order Contract (JOC).

The provisions in this A-E Guide are part of the awarded Contract Scope of Work unless specific design criteria, requirements or work altered are eliminated in writing in the Scope of Work. These requirements are designed to support appropriate maintenance, operation and intended functionality of County facilities.

For these reasons, proposals submitted to County of Orange must fully address and incorporate the policies and instructions contained in the A-E Guide. If an A-E firm determines that a county guideline is not applicable to a particular project that firm must submit a written request to deviate from the guidelines.

County Project Manager will review with management to consider requested deviation(s) prior to award of the Contract; specific revisions to the Scope of Work will be indicated in the specific project's Scope of

Work.

Documents prepared in accordance with this A-E Guide must provide clear, concise, and precise information to construction contractors. The A-E firm is expected to make certain that the material is understandable to the intended audience.

This A-E Guide is presented in Twelve sections:

• Section One through Section Eleven covers standard A-E contract requirements, roles & responsibilities, and expectations.

• Section Twelve covers General Design Criteria Standards for major County maintenance trades.

• Appendix is specialty Guidelines & other Design Standards in addition to this A-E Guide.

A-E firm shall not provide Division 00 - Procurement and Contracting Requirement; and Division 01 -

General Requirement documents. These documents are County provided “front-end” specifications.

Special care should be taken by the A-E firm to review said provided Division 00 - Procurement and

Contracting Requirements; and Division 01 - General Requirements documents; and verify that the A-E firm provided Division 02 thru 48, The Construction Specifications Institute (CSI) Master Format latest

Edition (Technical Specifications).

Upon completion of review of contract Division 00 General Conditions & Division 01 - General

Requirements, A-E firm may request to provide written comments for possible incorporation in Section

010030 Supplemental General Conditions at the County Project Manager's discretion. General Conditions and Division 01 - General Requirements documents are not subject to revision except through Supplemental

General Conditions.

The A-E Guide is designed to facilitate revisions required by changing conditions, law, policy and will be updated with new design criteria as developed.

Alternate Project Delivery Methodologies

This A-E Guide has twelve Sections with an Appendix for specialty Guidelines & other General Design

Criteria Standards intended for traditional projects and use for alternate project delivery methodologies for

Design-Build entity (DBE); Progressive Design-Build entity (PDBE); Construction Manager at-Risk

(CMAR); Job Order Contracting (JOC) project delivery methods typical for County of Orange owner

Capital Improvement and Maintenance Projects.

Design-Build:

Design-Build entity (DBE) is a construction delivery method for projects that provide County of Orange owner with an A-E led joint venture single point of contact for both the design and construction phases of a project. One entity holds single-source responsibility and contractual risk for every aspect of a build from estimation, assessments and pre-construction to architecture, schematics, engineering, subcontracting, construction, and post-construction. This entity, the “Design-Build entity”, manages all contracts with companies, such as subcontractors, equipment vendors and materials providers. Budgets are identified at the start of the project, and the Guaranteed Maximum Price (GMP) is dynamically developed throughout the design & build process to meet budget.

Progressive Design-Build:

“Progressive Design-Build” entity (PDBE) is an alternative to Design-Build in that the delivery process for both the design and construction of a project are procured from a single entity that is selected through a qualifications-based selection at the earliest feasible stage of the project. The contract is awarded based on best value to a single entity known as the Design-Build entity (DBE). The Guaranteed Maximum Price

(GMP) developed using this delivery process should better reflect the actual cost of constructing the project.

The delivery method is a 2-phase (step) variation of Design-Build process which involves the design-build team during the earliest stages of project development to provide a design up to 100% schematic design then agree to a price for final design development/construction documents and construction.

Construction Manager at-Risk:

Construction Manager at-Risk (CMAR) is a construction delivery method which entails a commitment by the construction manager general contractor to deliver the project within a Guaranteed Maximum Price

(GMP). The construction manager acts as consultant to the County of Orange owner in the development and design phases, (often referred to as "Preconstruction Services"), but as the equivalent of a general contractor during the construction phase. When a construction manager is bound to a GMP, the most fundamental character of the relationship is changed. In addition to acting in the County of Orange owner's interest, the construction manager must manage and control construction costs to not exceed the GMP.

Job Order Contract:

Job Order Contracting (JOC) is a project delivery method utilized by County of Orange owner to get numerous, commonly encountered construction projects done quickly and easily for a wide variety of renovation, repair, and minor construction projects. JOC is commonly most used to clear deferred maintenance backlog, perform rapid response recurring project needs, and construct renovation projects. A

Job Order Contract is a competitively bid, fixed price, multi-year construction contract based on established or published price list with a multiplier applied to the unit prices. The unit prices are used to price construction tasks associated with the scope of work. This on-call contract serves as an umbrella contract with a maximum amount of work over a specified term.

A-E GUIDE INDEX

SECTION PAGE

A-E Guide Index — i

GENERAL INFORMATION

1.0 Purpose

1.1 Key Definitions

1.2 Policy

1.3 Scope by Discipline

1.4 Responsibilities of the Architect-Engineer of Record

1.5 Quality of Work

1.6 Release of Information Pertaining to Projects

A-E SELECTION

2.0 Selection of Architect/Engineer (A-E)

2.1 Project Scope Statement and Scope of Work

2.2 Project Design Schedule

GENERAL DESIGN INFORMATION

3.0 General

3.1 County Project Administration

3.2 A-E Firm Project Administration

3.3 A-E Firm Payments

3.4 A-E Firm Progress Reports

3.5 Communication with OC Development Services and Other Agencies

3.6 Contractor’s Options

BASIC SERVICES

4.0 Initial Project Start-Up

4.1 Program Phase

4.2 Project Design Phases

CONSTRUCTION DOCUMENT PHASE

5.0 General

5.1 Specification Format

5.2 County Contract Documents

5.3 Final Design Specifications

5.4 Final Design Construction Documents

5.5 Proposal / Bidding Items

5.6 Proprietary Specifications

5.7 Approved Manufacturers

COST ESTIMATES

6.0 Format

6.1 Procedure

A-E’s Construction Cost Estimate (Sample Format)

TECHNICAL REQUIREMENTS FOR DRAWINGS AND ELECTRONIC DOCUMENT SUBMISSIONS

7.0 General

7.1 Format

7.2 Delivery Media

7.2.1 Title & Plan Sheets

A-E Guide Index — ii

7.2.2 Level / Layer Assignments

7.2.3 Level / Layer Naming Convention

7.2.4 PDF Drawings with Hyperlinks

7.3 Architectural Drawings Iterations (Development)

7.3.1 Schematic Design (SD) Drawings

7.3.2 Design Development (DD) Drawings

7.3.3 Construction Document (CD) Drawings

7.3.4 Construction As-Built Drawings

7.3.5 Record Drawings

7.4 Record Drawing Submittals

BID PHASE GUIDELINES

8.0 General

8.1 Bidder Questions

8.2 Preparing Addenda

8.3 Pre-Bid Site Visits

8.4 Bid Evaluation

8.5 Pre-Award Meetings

CONSTRUCTION PHASE GUIDELINES

9.0 General

9.1 Pre-Construction Conference Meeting

9.2 Construction Kick-off Meeting

9.3 Initial Construction Observation Practices

9.4 Communications

9.5 Design Disciplines Coordination

9.6 Submittal Review Process

9.7 Request for Information (RFIs)

9.8 Information Bulletins (IBs)

9.9 Pre-Grading and or Installations Meetings

9.10 Review of Change Orders

CLOSE OUT PHASE GUIDELINES

10.0 General

10.1 Contractor Testing & Training

10.2 Contractor Handover of Project Documents/Warranties

10.3 Contractor Inspection & Signoff

10.4 Financial Closeout of Contractor Contracts

10.5 Physical Completion of Work

10.6 Post-Construction A-E Services

ASSET INDEXING REQUIREMENTS

11.0 Purpose

11.1 General Overview of Asset Indexing

11.2 Required Asset Indexing Data

11.3 Asset Indexing Submission Process

11.4 Review and Verification of Asset Index Data

11.5 Responsibility of Asset Indexing

A-E Guide Index — iii

11.6 Asset Indexing File Template & Instructions

GENERAL DESIGN CRITERIA STANDARDS

12.0 General

12.1 Procedure

12.1.1 Updating Criteria

DESIGN CRITERIA

1. Interior Space Allocation

2. General Design Policies

3. Access by Disabled Persons

4. Security

5. Building Plaque

6. Landscaping and Irrigation

7. Restroom Walls

8. Drywall Construction

9. Paint

10. Carpet

11. Conservation of Energy

12. PVC Plastic Pipe

13. Plumbing

14. Heating, Ventilation, and Air Conditioning

15. Light Levels

16. Electrical

17. Sound Systems

18. Telephone Lines and Equipment

19. Telecommunications/Infrastructure 500 MHz Category 6A Structured Cabling

20. Roofing

21. Fire Protection

22. Building Automation Systems

23. Access Control System

24. General Commissioning Requirements

25. Central Utility Facility and Civic Center Campus Building Metering Guidelines

26. Surveillance System

27. Electric Vehicle Charging Stations

13. APPENDIX

A. Workplace Design Guidelines

A.1. County Standard/Policy for Workstation/Office Type by Job Classification Matrix

B. OCCR Parks Restroom Fixture Guide

C. OCSD ERRCS Deployment Guidelines REV 4.4A file:///C:/Users/DessortS/Box/OCPW%20All%20Agency/Standards/AE%20Guide/OC%20Workplace%20Design%20Guidelines%20July%202019%20Final_091919.pdf file:///C:/Users/DessortS/Box/OCPW%20All%20Agency/Standards/AE%20Guide/Revised%20Classification%20Matrix%202023-10-17.pdf file:///C:/Users/DessortS/Box/OCPW%20All%20Agency/Standards/AE%20Guide/OCCR%20PARKS%20RESTROOM%20FIXTURE%20GUIDE.pdf file:///C:/Users/dessorts/Box/OCPW%20All%20Agency/Standards/AE%20Guide/OCSD%20ERRCS%20Deployment%20Guidelines%20-REV%204.4B.pdf

Section 1 – GENERAL INFORMATION Page 1 of 309

SECTION ONE — GENERAL INFORMATION

1.0 PURPOSE

This A-E Guide has been prepared to familiarize architectural and/or engineering firms performing work for the County of Orange with procedures, requirements, specifications, and standards which may vary from the firm's usual practices. A-E firm (A-E) is defined as an Architect or Engineer of

Record for design and/or engineering services, as well as incidental services that members of the profession may logically or justifiably perform for a project.

This A-E Guide contains policy statements, procedures, roles & responsibilities, instructions for preparing submittals, progress reports, cost estimates, design criteria, and standard formats used in preparation of construction documents.

1.1 KEY DEFINITIONS

Contract: The architectural services and/or engineering services contracts between the

County and the A-E follows the current County of Orange Contract Policy Manual. A

Contract includes the project holistic Scope of Work. Also see Contract Task Order (CTO), Delivery Order (DO), Purchase Order (PO), and Master Agreement (MA).

ADA: The commonly used acronym for The Americans with Disabilities Act (Public Law

101-336), which was enacted on July 26, 1990, and became effective on January 26, 1992.

Architect-Engineer (A-E): As used in this Guide is defined as an Architect/Architect of

Record, Engineer/Engineer of Record, or individual licensed for practice in the State of

California to perform design related services.

Basis of Design (BOD): A specific design criteria document that records the thought processes and assumptions behind major design decisions being made to meet the Owner’s

Project Requirements (OPR).

Basis of Estimate (BOE): Documents supporting the development for the Basis of Design expected cost of work relevant to the construction documents at the date of bid opening.

Board: The Board of Supervisors for the County of Orange.

Contract Task Order (CTO): A document of the Master Agreement (MA) contract function that provides for the issuance of an individual order for the performance of task with a specific Scope Statement of work and fee matrix. See (MA) below.

County of Orange/County: The Board of Supervisors and all agencies, departments, offices, and districts which report to the Board of Supervisors.

County Project Manager: A Project Manager or Senior Project Manager responsible for planning and monitoring project requirements, budget, design, construction, closeout, and asset indexing. The project manager shall coordinate all activities with the project stakeholders including but not limited to professional consultants, contractors, vendors, County departments, and regulatory agencies. They also serve as primary contact for all stakeholders involved in the project.

Section 1 – GENERAL INFORMATION Page 2 of 309

Delivery Methods: This A-E Guide is intended for traditional projects however this A-E

Guide does incorporate for the use of alternate project delivery methodologies applicable to and associated with Design-Build entity (DBE); Progressive Design-Build entity

(PDBE) Construction Manager -at Risk entity (CMAR); or relevant design of maintenance

Job Order Contracts (JOC) projects.

Guaranteed Maximum Price (GMP): maximum price for a construction project, beyond which the contractor absorbs additional costs. Commonly used for Design-Build entity

(DBE); Progressive Design-Build entity (PDBE); or Construction Manager -at Risk entity

(CMAR) contracts, this type of construction agreement minimizes financial risk for the

County because it sets a project cost limit.

Master Agreement (MA): A Contract with an A-E firm on an “as-needed” basis as projects arise to provide professional services proceeded by a Scope of Work and Proposal then issuance of a Contract Task Order (CTO). See CTO above.

OC Public Works/OC Development Services: A County of Orange Public Works department responsible for overseeing the review & approval of project plans; issuance of permits; and construction inspections relating to Public Safety & Building Codes.

One -Time Purchase Order (PO): A contract to provide for one-time professional services up to the limit established by the County.

Owner’s Project Requirements (OPR): A written document that details the functional requirements of a project and the expectations of how it will be used and or operated; aka

Project Charter.

Title 24: As used in this A-E Guide, refers to California Building Standards Code (Title

24, California Code of Regulations)

1.2 POLICY

A) It is the general policy of the County of Orange to follow the professional standards of practice, which affect the preparation of construction documents and are emphasized below to include but not limited to the following policy statements.

i. Construction packages for Design-Bid-Build (DBB) projects are bid competitively and publicly. Any company properly licensed under the regulations of the State of

California can bid the work. Exception: refer to County Policy Regarding A-E Conflicts of

Interest.

ii. Alternate Project Delivery Methods include Design-Build entity (DBE), Progressive Design-Build entity (PDBE); Construction Manager at-Risk entity (CMAR), Job Order Contract (JOC):

a) A DBE contract is a procurement process in which both the design and construction of a project are procured from a single entity known as the design-builder or design-build contractor. The design-build method of project delivery affords a more collaborative approach, which may provide benefits, such as reducing project cost, expediting project completion, or providing design features, https://ocds.ocpublicworks.com/service-areas/oc-development-services/building-safety/building-grading-information/codes

Section 1 – GENERAL INFORMATION Page 3 of 309 not achievable through the design-bid-build process. In addition, DBE may yield cost efficiencies by shifting certain liability and risk for cost containment and project completion with the design-builder.

b) A PDBE contract is an alternative to Design-Build in that the delivery process for both the design and construction of a project are procured from a single entity that is selected through a qualifications-based selection at the earliest feasible stage of the project. The contract is awarded based on best value to a single entity known as the Design-Build entity (DBE). The Guaranteed Maximum

Price (GMP) developed using this delivery process should better reflect the actual cost of constructing the project. The delivery method is a 2-phase (step) variation of Design-Build process which involves the design-build team during the earliest stages of project development to provide a design up to 100% schematic design then agree to a price for final design development/construction documents and construction.

c) A CMAR contract is a qualification based, competitively procured contract that guarantees the cost of a project and furnishes CM services, including preparation and coordination of bid packages, scheduling, cost control, value engineering, evaluation, preconstruction services, and construction administration.

Unlike DBE & PDBE, when utilizing a CMAR contract the County retains control of the entire design process.

d) JOC may not be used for new construction. Job Order Contracts may only be used for repair, remodeling, or other repetitive work to be done according to unit prices. Said Contracts shall be awarded based on plans and specifications for typical work provided by the County. “Unit price” as used herein means the amount paid for a single unit of an item of work, and “typical work” means a work description applicable universally or applicable to many individual projects, as distinguished from work specifically described with respect to an individual project.

iii. The contracting for professional services, construction bid & award procedures, is directed, and executed by CEO Central Procurement Office (CPO) or OC Public Works

Procurement Office.

Preparation of any plans and specifications for bid requires that drawings and specifications be clear, concise, and precise. Nothing can be left to the imagination or be subject to varying interpretation(s).

B) It is the policy of the County of Orange to construct facilities that are functionally adequate, efficient, and which represent an economic balance between initial cost and cost of maintenance and operation. While facilities should be attractive and aesthetically pleasing, monumental designs, non-essential frills, and embellishments are not standard. The final shape, exterior appearance, and size of a structure shall be determined by its function and requirements. In general, the quality of the County projects shall not exceed that of standard commercial construction with similar requirements for permanency.

C) It is the policy of the County of Orange to incorporate structural features in projects which without appreciable extra cost improve the capability to protect and shelter personnel in the event of an emergency. The Essential Services Building Seismic Safety Act of 1986, California Health

Section 1 – GENERAL INFORMATION Page 4 of 309

& Safety Code Division - Essential Services Buildings shall be reasonably applied to all new construction. Existing County buildings may be upgraded seismically on a project-by-project voluntary basis.

D) It is the policy of the County of Orange to conform fully to all applicable codes and ordinances regulating construction in Orange County (see 1.5 Quality of Work). The A-E firm shall not submit designs which would necessitate variances from these regulations.

1.3 SCOPE BY DISCIPLINE

A) ARCHITECTURAL DESIGN

A-E professional services shall include, but not be limited to, the development of both the planning and the design components forming a basis of building construction or building repairs or building physical makeup that meet aesthetic, functional, structural, and safety factors for the construction or repair of any type of building component, overall layout of the projected building, or any aspect of a building or structure; ensuring that these items meet applicable codes & standards.

B) ELECTRICAL ENGINEERING

A-E professional services shall include, but not be limited to, performing evaluation and design of electrical systems or equipment such as transformers, motors, generators, wiring and/or communications systems; ensuring that these systems or items meet applicable standards & Arc

Flash codes, and are properly installed, reliable, correctly operating, and operating safely.

C) MECHANICAL/PLUMBING ENGINEERING

anything that impact the functions of a building or infrastructure related to heating, cooling, ventilation, machinery, plumbing and piping systems; ensuring that these items meet applicable standards & codes, and are properly installed, reliable, correctly operating, and operating safely.

D) STRUCTURAL ENGINEERING

anything that supports or carries a load for buildings and non-building structures or devices or equipment; ensuring that these items meet applicable standards & codes for structural safety, are safe for occupancy, and are able to withstand the elements or other applicable forces.

E) CIVIL ENGINEERING

any new improvement or maintenance of infrastructures, typically non-building structures emphasizing roads/parking lots, bridges, tunneling, trenching, geotechnical, and hydraulic engineering; and ensuring that these items meet applicable standards & codes.

F) COST ESTIMATING

A-E professional services shall include, but not be limited to, conducting research, providing assessments of construction projects, and preparing cost estimates by collecting data of costs for

Section 1 – GENERAL INFORMATION Page 5 of 309 labor, materials, and the breakdown & timeline for construction. Third party cost estimating services are preferred on most projects.

1.4 RESPONSIBILITIES OF THE ARCHITECT-ENGINEER OF RECORD

A) An architectural, engineering, or a firm with combined services shall serve as lead of a design team that may include other construction design professionals working together to ensure that the original design is carried through to the finished product, with no alterations in materials or design that would lead to safety issues or compromise the quality of the building or building component. Other team members who may be retained by the lead to support a project as a consultant may include but are not limited to architect, structural engineer, electrical engineer, mechanical engineer, plumbing engineer, civil engineer, landscape architects, lighting designers, data consultants, security consultants, controls engineers, commissioning consultants, etc.

B) The A-E shall be responsible for the preparation of designs, drawings, specifications, cost estimates, schedules, close-out documents, asset indexing, and various other reports within the scope of the Contract. The initial scope of work to be performed will be described in the

Preliminary Scope Statement. Existing building plans or other existing information, which may define the project, will be provided to the A-E as a basis for preparation of a Final detailed Scope of Work, that includes negotiated design fees, design milestones, associated meetings, construction observation, and an allowance for asset indexing.

C) Reimbursable costs anticipated by the A-E shall be defined in general terms on the Scope

Statement. These reimbursable costs shall be accompanied by a receipt for each cost incurred and may not exceed the total reimbursable cost as stated; markups are not allowed. Deliverables (copies of plans, etc.) not defined are non-reimbursable unless more deliverables are requested by County

Project Manager.

D) In Design: Architect-Engineer Service Contracts for the preparation of construction drawings and specifications, the A-E’s project Scope of Work shall include responsibility for:

• Obtaining data by visiting the site of the construction and by conferences with the user/client or by other actions as necessary to develop the design.

• Checking of shop drawings and other data submitted by the construction contractor for approval.

• Furnishing consultation and advice to the County of Orange to clarify the intent of the drawings and specifications and on questions that may arise during the construction of the project.

• Other services as specifically included in the Contract Scope of Work.

• The coordination of the various elements of the design to assure compatibility of architectural, structural, electrical, mechanical, plumbing, and other design features.

• The meeting of submittal dates included in the Scope of Work in the Agreement, including the work of the lead firm's consultants.

E) The A-E shall restrict themselves to the Scope of Work of the Contract. Any changes in the final Scope of Work shall require prior written authorization by the County Project Manager.

Section 1 – GENERAL INFORMATION Page 6 of 309

F) The A-E will be required to perform, at their own expense, such redesign or revision of reports, plans and specifications, cost estimates, or other deliverables furnished under the contract if County Project Manager determines that such revision is necessary to correct errors or deficiencies for which the A-E of Record is responsible.

G) The Contract includes a clause holding the A-E firm responsible for designing a project which can be constructed within the estimated construction cost stated in the Contract document.

It is obligatory upon the A-E firm to advise the County, without delay, at any point in the design when, in the A-E’s opinion, it becomes evident that the project probably cannot be constructed to the specified scope of work within the estimated construction cost in the Contract.

H) If after taking competitive construction bids for DBB projects the lowest responsible bid

(including any deductive alternates) exceeds the estimated construction cost stated in the Contract for a completely usable project as defined in the Scope of the project included in the Contract, the

County of Orange may require the A-E, as part of the Contract and at no additional expense to the

County of Orange, to perform such redesign and other services as may be required to produce a project within the funds authorized.

1.5 QUALITY OF WORK

A) All work shall be in accordance with the accepted industry standards except as altered by this A-E Guide and or the latest County of Orange adopted Edition of the Codes and Regulations.

Recommend referring to the OC Public Works/OC Development Services website for current building-safety, building-grading-information, and codes:

Acoustical Consultant Certification: (latest Edition)

• Acoustical Consultants list

General Plan: (latest Edition)

• The County of Orange General Plan

• General Plan Land Use Element Map

• Orange County Housing Opportunities Manual

• Land Use/Noise Compatibility Manual

Land Records: (latest Edition)

• The Zoning Information has been added to the Land Records

Zoning Code: (latest Edition)

• County of Orange Codified Ordinance (Zoning Code - Title 7, Division 9)

• County of Orange Zoning Map

• County of Orange Landscape Irrigation Code

• Guidelines for Implementation of Landscape Irrigation Code

• Guide to Estimating Irrigations Water Needs

Orange County Local CEQA Procedures Manual: (latest Edition)

• Orange County Local CEQA Procedures Manual

Building Codes: (latest Edition)

• Building Code – California Building Code, California Residential Code, Energy Code-

California Energy Code and California Green Building Standards Code, California https://ocds.ocpublicworks.com/service-areas/oc-development-services/building-safety/building-grading-information/codes https://ocds.ocpublicworks.com/service-areas/oc-development-services/building-safety/building-grading-information/codes

Section 1 – GENERAL INFORMATION Page 7 of 309

Historical Building Code, California existing Building Code, adopted and amended by

Ordinance.

• Plumbing Code - CPC, adopted and amended by Ordinance.

• Mechanical Code – California Mechanical Code, adopted and amended by Ordinance.

• Electrical Code – California Electrical Code, adopted and amended by Ordinance.

• Fire Code – California Fire Code, adopted and amended by Ordinance.

Grading Code: (latest Edition)

• Grading and Excavation Code

• Grading Manual

NPDES Water Quality Regulations: (latest Edition)

• Santa Ana Region Fourth Term NPDES Stormwater Permit

• San Diego Region Fifth Term NPDES Stormwater Permit

• Drainage Area Management Plan (DAMP)

• County of Orange/Orange County Flood Control District Local Implementation Plan

(LIP)picture

• Best Management Practices (BMPs): New Development/Significant Redevelopment, Construction, Industrial/Commercial, Residential

Other Codes, Ordinances and Regulations: (latest Edition)

• Sand and Gravel Code and Mineral Extraction Code

• Oil Drilling and Production Regulations

• Codified Ordinances County of Orange, California

• Noise Control

• Property Maintenance

• Nuisances

• Development Fees Resolution

• Other Federal, State, County or municipal codes and regulations as may apply to a specific

B) If there are any questions regarding the details of a document, or to obtain a hard copy or other alternative formats of the original document, or to have a document read to you, please contact the OC Development Services office, Monday through Friday, 8 a.m. to 4 p.m. PST, by email at

OCPWPermitting@ocpw.ocgov.com.

C) In addition to the final approval, designs must be acceptable to the County of Orange; the

Coastal Commission; local Community Association(s); OC Public Works; and equivalent organization in other County of Orange’s Departments and Agencies having jurisdiction (AHJ), and may require acceptance by one or more of the following agencies:

ITEMS AGENCY

Food Service and Handling County of Orange Health Care Agency

Fire Prevention State / County of Orange / City Fire Marshals

Library Facilities State Librarian and State Architect

Building Permits County of Orange / City Building Departments

Probation Facilities Projects

Probation School Projects

Forestry Projects

Air Quality

Board of State and Community Corrections

California Department of Education

Cleveland National Forest

South Coast Air Quality Management District mailto:OCPWPermitting@ocpw.ocgov.com

Section 1 – GENERAL INFORMATION Page 8 of 309

Stormwater Management

California State Water Resources Control Board

1.6 RELEASE OF INFORMATION PERTAINING TO PROJECTS

A) The A-E shall not release any information for publication or public speeches pertinent to a project under construction or post-construction without first securing written clearance and release from appropriate County management.

END OF SECTION ONE

Section 2 – A-E SELECTION Page 9 of 309

SECTION TWO — A-E SELECTION

2.0 SELECTION OF ARCHITECT/ENGINEER (A-E)

A) The County of Orange follows the current County Contract Policy Manual when soliciting A-E firms for Design: Architect-Engineer Service Contracts. It is the policy of the County of Orange to solicit offers in full and open competition and award contracts that are consistent with the nature and requirements of the specifications or services to be procured utilizing the most efficient and effective project delivery method.

B) Project delivery methods that involve utilizing qualifications as the primary criteria for selection of construction services as an “alternate” to a price-based selection (low bid/Design-Bid-

Build or Construction Manager at-Risk) for design services contracts.

C) Firm Selection Methods

Selection is based on a competitive process. The method used depends upon the scope of work, the consulting services required, the size of the project or potential projects, the complexity of projects, and the time available for consultant selection. The typical A-E procurement methods are:

i. Request for Qualifications:

The Request for Qualifications (RFQ) method is used primarily for establishing capacity contracts through a qualification-based selection of professional A-E services when future services are necessary from numerous firms for an undefined project scope of services as required by A-Es of the same or similar discipline. An RFQ is advertised, and firms submit a Statement of Qualifications (SOQ).

ii. Request for Proposals:

The Request for Proposals (RFP) method is used for projects with a defined scope, such as a one-time well-defined project, or for repetitive services with a defined scope. In this method, firms may be required to submit a technical proposal and may be required to submit a price proposal. Proposals by all firms are evaluated by an evaluation panel based on criteria outlined in the RFP. The evaluation panel scores the proposals at which point final price negotiations may begin with the firm having the highest evaluation rating. The contract may be awarded to one firm for project specific services or for repetitive services that may be required over the term of the contract.

iii. Request for Qualifications/Request for Proposals:

The Request for Qualifications/Request for Proposals (RFQ/RFP) method is generally used for larger projects and when the scope of work is complex or unusual or where innovative approaches to the project may be of value. This method requires a firm to submit a SOQ in response to an RFQ. Responding submittals are scored by an evaluation panel, which then prepares a list of the most qualified firms. Those most qualified firms are then invited to respond to an RFP issued by the County. Submitted proposals are then evaluated by an evaluation panel based on the criteria outlined in the RFP and the firm with the highest rated proposal is recommended for award to the Board of Supervisors.

Section 2 – A-E SELECTION Page 10 of 309

2.1 PROJECT SCOPE STATEMENT AND SCOPE OF WORK

A) Once an A-E firm is selected via Procurement processes they will be contacted by County

Project Manager, to provide A-E professional services. Requirements will be discussed, and a

Scope Statement provided; then the A-E shall prepare a written Scope of Work that will include the specific work to be performed, including the costs and time required to complete the project / task. County Project Manager will then review the A-E’s Scope of Work (based on the A-E Guide), proceed with negotiation of costs, design milestones, associated meetings, and construction observation, and when satisfied, depending on type of contract County will issue a Contract and a

Notice to Proceed.

2.2 PROJECT DESIGN SCHEDULE

A) During the negotiation process, a project design schedule will be prepared showing the milestones of completion dates or work timeline for each phase of the project. The schedule will allow project appropriate County periods for project reviews and approvals.

B) The A-E shall be expected to complete each phase of the design on or before the date agreed (or within the allowed time) upon in the schedule. The A-E will not be responsible for delays in receiving County of Orange approvals or other delays beyond his control. The timely performance of consultants is considered within the prime firm's control and responsibility.

C) Deliverables at each phase shall be complete and not fragmentary.

D) Approval at each phase will be in writing by County Project Manager. Unless major revisions are required, the A-E will be given approvals “as noted” and will be expected to incorporate comments in the next phase of the work. Appropriate County staff review of the construction documents will be accomplished concurrently with the OC Development Services. It shall be the responsibility of the A-E to call to the attention of the County Project Manager any inconsistencies which may result from the separate reviews. Following revision of the construction documents and upon receipt of approval for permit from OC Development Services, the A-E shall provide one set of e-plans (matching approved Final permit set), stamped/signed along with final technical specifications delivered to the County Project Manager for County procurement to issue with County approvals for bidding. This construction document submittal shall include the final estimate of construction cost.

END OF SECTION TWO

Section 3 – GENERAL DESIGN INFORMATION Page 11 of 309

SECTION THREE — GENERAL DESIGN INFORMATION

3.0 GENERAL

A) Projects may follow a variety of paths from inception to bidding. To ensure the success of each project, the A-E firm shall become familiar with all the County of Orange submission phases and incorporate applicable components of each phase into the next required submission. The work of each phase shall be based on the work of the previous phase.

B) Each submission phase described herein includes the preparation of a submission, and its review and approval. The guidelines of this section outline for each phase the specific minimum performance required of the A-E including the level of detail to be produced, and the content and format of the phase to be submitted. As described in detail throughout this part, the A-E shall engage in a diligent, systematic analysis of the project requirements and limitations during all phases of design. The goal shall be the resultant facility, its systems and equipment, are truly responsive to the functional and budgetary demands of the project and adhere to the standards and guidelines set forth in the A-E Guide. Failure to adhere to the standards and guidelines set forth in the A-E Guide may compromise the County of Orange ability to provide quality projects in a timely manner to meet forecasted submission dates.

C) Design is a continuing process; it is hard to define when it begins and when it ends. For milestone submissions, design is commonly broken into discrete phases, allowing the A-E to present an integrated design package and the client to commit to proceeding to the next phase.

Design is usually thought to progress in a linear fashion through a series of steps / phases / milestones – each of which results in a more complete definition of the design until the project is sufficiently detailed to go into documentation for bidding and construction. Most often the design process is not so orderly. Evolving program requirements, budget realities, increased knowledge of site and facility considerations, reviews, and many other factors make it necessary to go back and modify previous steps.

D) All project design work shall include:

i. Project Administration and Management

• Project Administration

a) Tasks include the following: consultation, research, conferences, communications, meeting minutes, travel, progress reports, and direction of the work of project team.

• Disciplines Coordination / Document Checking

a) Tasks include the following: coordination between the architectural work and the engineering work and other involved disciplines for the project. Review and checking of documents prepared for the project.

• Consulting / Review / Approval

Section 3 – GENERAL DESIGN INFORMATION Page 12 of 309

a) Tasks include the following: agency consultations, research applicable regulations, appearance on Client’s behalf at agency and community meetings.

b) Applicable building code analysis for compliance with all Federal, State, and local jurisdiction requirements

• County of Orange-Supplied Data Coordination

a) Tasks include the following: review and coordination of data furnished by County of Orange, assistance in establishing criteria, assistance in obtaining any other data.

• Schedule monitoring.

• Presentations to County of Orange / Clients.

• Coordination with the preparation of Basis of Design which includes details of County of Orange / Client requirements from every involved trade.

3.1 COUNTY PROJECT ADMINISTRATION

A) In general, the administration of projects is the responsibility of the County of Orange. A

County Project Manager will be assigned to each project. The County Project Manager is the primary point of contact for the County of Orange with the A-E and will provide the coordination and information to the A-E firm necessary to accomplish the project. The County Project Manager will attend conferences with the A-E and other County of Orange agencies which may be involved in the project.

3.2 A-E FIRM PROJECT ADMINISTRATION

A) The A-E firm shall appoint a qualified person as Project Architect or Engineer and/or

Project Manager to coordinate the project from start to finish. It is expected that a principal of the firm will be kept fully advised of the project progress by the Project Architect or Engineer and/or

Project Manager.

B) The A-E will participate in project meetings at each phase of the project including but not limited to design phase, construction phase, commissioning, and closeout. Meetings may be held in person and/or via web-conference or teleconference.

C) The A-E shall be responsible to create meeting minutes that are organized in a logical way and distribute said meeting minutes within a minimum of five days for all project meetings attended by the A-E. Provide draft electronic copies of meeting minutes for the County Project Manager’s review, and issue final meeting minutes to the Client/Stakeholder team.

3.3 A-E FIRM PAYMENTS

A) The Contract provides for monthly progress payments to the A-E for the work performed within each phase after approval of the preceding phase.

Section 3 – GENERAL DESIGN INFORMATION Page 13 of 309

B) Payment for reimbursable items shall be made with proof of receipts as the costs are incurred and no markup allowed. The A-E must submit their Request for Payment on the standard forms or as prescribed by the County Project Manager.

3.4 A-E FIRM PROGRESS REPORTS

A) The A-E shall submit a biweekly progress report through final design phase, or as described in the Scope of Work, in a format agreed upon by County Project Manager.

B) The report shall be brief and clearly indicate any problem areas or delays that may have been encountered in the period covered by the report. Information, decisions, or assistance that are required to keep the work on schedule shall be clearly noted in the report.

C) The report should be discussed with the assigned County Project Manager assigned to the project when the report is submitted.

3.5 COMMUNICATION WITH OC DEVELOPMENT SERVICES AND OTHER AGENCIES

A) The A-E will, with the assistance of the County Project Manager, establish liaison with the

Building Department having jurisdiction (usually the County of Orange) early in the design development phase of the project. Such liaison will aid in resolving code difficulties at an early stage, familiarize the Building Department with the project, and help expedite the final plan check.

B) The A-E will, with the assistance of the County Project Manager, establish liaison with

County Central Utility Facility (CUF) (if necessary) early in the design development phase of the project. Such liaison will aid in resolving design concerns at an early stage, familiarize CUF with the project, and help expedite the final turnover of the project once construction is complete.

3.6 CONTRACTOR’S OPTIONS

A) Drawings and specifications should be prepared to allow the Contractor a choice of materials and/or methods when different materials or methods would be considered equally satisfactory for the purpose and are comparable in cost. The choices shall comply with A-E Guide

Section Twelve Design Criteria and be discussed during design meetings with County Facilities

Maintenance staff and for final approvals as necessary.

END OF SECTION THREE

Section 4 – BASIC SERVICES Page 14 of 309

SECTION FOUR — BASIC SERVICES

4.0 INITIAL PROJECT START-UP

A) The initial project review is the first step for the A-E to review project scope and existing conditions with the project team, Client representatives, and County Project Manager.

i. Project Commencement

• Review the design schedule and the milestones, including the time allowed for the deliverables and approvals required at each milestone. A-E shall make available resources and personnel to perform the work according to the project schedule. This includes coordination with all sub-consultants. Direct all questions regarding the requirements to the County Project Manager.

• Review all contractual requirements, including the A-E Guide and project specific

Scope of Work, and become familiar with the requirements. Review the specific phase submissions and guidelines applicable to the project. Direct all questions regarding the requirements to the County Project Manager.

ii. Project Kick-Off Meeting

• The A-E shall review and clarify the project intent and scope with all stakeholders

(County Project Manager, Client, appropriate facility staff and other project impacted organizations)

• The A-E shall become familiar with factors and restrictions that may affect the

iii. Site Review

• The A-E will be responsible for all necessary field investigations needed to confirm and document the existing conditions. Per approved project Scope of Work, perform all testing required to adequately design the project such as: geotechnical investigations, utility surveys, topographic surveys, test borings, hazardous material testing, destructive testing (masonry investigation, concrete cores, and window removals), hydrant flow tests, etc., and review with the County Project

Manager.

• Using available existing building plans, site plans, geotechnical information, etc., provided by OC Public Works / County Project Manager, the A-E shall review existing drawings, reports and documentation that pertain to the project area. The

County Project Manager may aid in obtaining additional data.

• Make site visit arrangements through the County Project Manager. Site visits may require security clearances at certain facilities, which may take several weeks to process.

• Develop, as needed, an agenda for the Initial Site Visit with the County Project

Manager to be used as a basis of discussion. Agenda could include the following:

Section 4 – BASIC SERVICES Page 15 of 309 scope, options, design and construction schedule, budget, contact information, communications protocol, and future site investigations.

4.1 PROGRAM PHASE

A) Architectural (or engineering) programming services may also be requested as part of the project scope of work. In a typical project, the Program Phase clarifies the scope of work; when programming services are required, the project Scope of Work will include programming as a pre-design service. Programming may be part of the County's Project Initiation Phase for overall scope and budget development work, or it may be used to refine project scope within a budgeted project.

Programming is the study, information gathering, analysis of data, and development of specific project requirements. Programming results in the development of a written report. The usual deliverable is a written program. The program is a comprehensive document that may include documentation of the methodology used, an executive summary, value and goal statements, the relevant facts, data analysis conclusions, and the project requirements, including space and equipment listings by function and size, relationship diagrams, space program sheets, stacking plans, precept drawings, and flow diagrams. Photographs or even videos may be used to illustrate project requirements. A comprehensive program may also include project cost estimates and a project schedule.

B) A-Es retained to provide programming services or similar pre-project studies will not be retained for the actual project design. Said A-Es may not be approved to be part of the Design-

Build or Progressive Design-Build Entities.

4.2 PROJECT DESIGN PHASES

A) Projects for design work will generally follow the phasing as follows:

i. SCHEMATIC DESIGN

• Purpose:

a) The primary objective of Schematic Design Phase is to arrive at a clearly defined, feasible concept and to present it in a form that achieves

County Project Manager and Client/Stakeholder understanding and acceptance. Although the design is not entirely represented, the schematic drawings can demonstrate basic spaces, scale, and relationship of components.

b) The secondary objective is to clarify how the project Program objectives will be met; explore alternative design solutions and provide a reliable Basis of Design for analyzing the cost of the project.

c) Due to elemental aspects of graphic illustration, the A-E also needs to explain in writing what scope is not apparent to the County

Project Manager and Client/Stakeholder. The drawings and scope provide the estimator…