ATTACH03_ProceduralGuide_DesignersAE_2023.PDF

RAFB PROCEDURAL GUIDE FOR DESIGNERS

31 January 2023

Robins Air Force Base

Prepared by: 78 CEG/CENMP, Robins AFB, GA

The requirements of this document are mandatory as stated herein for all facilities work at Robins AFB

APPROVED FOR PUBLIC RELEASE; DISTRIBUTION UNLIMITED

PROCEDURAL GUIDE FOR

DESIGNERS

This Page Intentionally Left Blank

PROCEDURAL GUIDE FOR DESIGNERS, INCLUDING ARCHITECT-ENGINEER

(AE) CONTRACTORS AT ROBINS AFB, GA

Any copyrighted material included in this document is identified at its point of use.

Use of the copyrighted material apart from this document must have the permission of the copyright holder.

Department of the Air Force/ 78 Air Base Wing/ 78 Civil Engineering Group

Record of Changes (changes are indicated by \1\ ... /1/)

Change No. Date Location

This Procedural Guide supersedes previous Procedural Guide dated MAY 2015.

FOREWORD

The Robins AFB Procedural Guide for Designers is both a resource and a guidebook to facilitate the design and construction of successful, high-performance buildings and infrastructure projects. The guidance provided in this document applies to all new construction and renovations designs carried out by all Mission Partners at Robins AFB.

Please contact the Chief, Project Execution Section with all recommendations for updates, corrections, or changes.

In the event a conflict exists between this document and the Base Facility Standards, UFC, or other regulatory or code requirements the stricter requirement shall take precedence. For the most recent UFC refer to the link below.

UFC are effective upon issuance and are distributed only in electronic media from the following source:

• Whole Building Design Guide web site http://www.wbdg.org/ffc/dod.

Refer to UFC 1-200-01, DoD Building Code, for implementation of new issuances on projects.

AUTHORIZED BY:

DEREK A. GRIMSLEY, P.E. MARSHALL S. WALL, JR., P.E.

Chief, Project Execution Section Chief, Engineering Division

78th Civil Engineer Group 78th Civil Engineer Group http://www.wbdg.org/ffc/dod i

TABLE OF CONTENTS

CHAPTER 1 GENERAL REQUIREMENTS

1-1 GENERAL

1-2 CODE COMPLIANCE (CRITICAL)

1-3 QUALITY CONTROL AND CROSS DISCIPLINE COORDINATION

(CRITICAL)

1-4 GENERAL BUILDING REQUIREMENTS

1-5 STATUATORY FEE LIMITATION

1-6 CYBERSECURITY

CHAPTER 2 SITE INVESTIGATIONS

2-1 GENERAL

2-1.1 Observations Above Drop Ceilings

2-1.2 Engineering Judgement of Concealed Utilities

2-2 ARCHITECTURAL

2-2.1 Examination of Exterior Protective Coatings

2-2.2 Existing Facility Dimensions

2-2.3 Doors and Hardware

2-2.4 Stormwater Damage and Leaks

2-2.5 Hazardous Conditions

2-2.6 Hazardous Materials

2-2.7 Structural Architecture

2-3 CIVIL

2-3.1 Grades

2-3.2 Site Features

2-3.3 Pavements and Structures

2-3.4 Ground Stabilization

2-3.5 Subsurface

2-4 MECHANICAL

2-4.1 Systems Supply

2-4.2 System Equipment

2-5 ELECTRICAL

2-5.1 Primary Power and Service

2-5.2 Equipment ii

2-5.3 Permitting

2-5.4 Tagging for Future Use

2-5.5 Metering

2-5.6 Unused Infrastructure

2-6 FIRE PROTECTION

2-7 STRUCTURAL

2-7.1 Existing Structure

2-7.2 Roof

CHAPTER 3 DESIGN Analysis

3-1 GENERAL

3-1.1 Applicability

3-1.2 High Performance and Sustainable Buildings

3-1.3 Environmental Requirements (01560)

3-1.4 Narrative

3-1.5 Communications Documentation

3-1.6 References

3-2 INDEX

3-2.1 Architectural

3-2.2 CIVIL

3-2.3 STRUCTURAL

3-2.4 MECHANICAL

3-2.5 ELECTRICAL

3-2.6 FIRE SAFETY (UFC 3-600-01, NFPA)

3-2.7 CORROSION CONTROL

3-2.8 ENVIRONMENTAL CONCERNS

3-2.9 ANNOTATED REVIEW COMMENTS

3-3 FORMAT

CHAPTER 4 INTERIOR DESIGN

4-1 POLICY

4-1.1 Structural interior design

4-1.2 Comprehensive interior design

4-2 STRUCTURAL INTERIOR DESIGN (SID)

4-3 COMPREHENSIVE INTERIOR DESIGN (CID)

iii

4-3.1 CID Concept Development

CHAPTER 5 DOCUMENTATION REQUIREMENTS – OTHER THAN DRAWINGS ... 20

5-1 GENERAL

5-1.1 Conferences and Meetings

5-1.2 Originals

5-1.3 Cost Estimates

5-1.4 Building Occupancy

5-2 SPECIFICATIONS

5-2.1 General

5-2.2 Quality Check Items

CHAPTER 6 DOCUMENTATION REQUIREMENTS - DRAWINGS

6-1 GENERAL

6-1.1 Copies

6-1.2 Originals

6-1.3 CADD Files

6-2 SPECIFICS FOR DIFFERENT TYPES OF DRAWINGS:

6-2.1 General

6-3 DRAWINGS – QUALITY CHECK ITEMS

CHAPTER 7 COST ESTIMATING

7-1 GENERAL REQUIREMENTS

7-1.1 Cost Estimating Required Tasks

7-1.2 Narrative Report

7-1.3 Estimate Reviews

7-2 DELIVERABLES

7-3 APPLICABLE REFERENCES

CHAPTER 1 GENERAL REQUIREMENTS

1-1 GENERAL

This is a mandotory guide for use with contracts managed by offices of the 78 Civil Engineer Group (CEG). This Guide shall be used in conjunction with the Robins Base Facility Standards (current edition). These types especially apply:

• Open-end IDIQ Contracts with Architect-Engineer (AE) Firms

• Designs performed under design-build contracts

• Any other contracted services for design or consulting services.

1-2 CODE COMPLIANCE (CRITICAL)

Compliance with the Unified Facility Criteria (UFC) documents is the responsibility of the A-E. The A-E shall not refer to the UFC’s in the construction specifications and drawings. Any other code requirements triggered by the requested new construction or renovation scope is the responsibility of the A-E firm and shall be included within the corrected final version of the construction documents. Fees associated with including the triggered code requirements shall not be opportunity for the A-E to request adjustment to the design fee, unless the specific code requirement could not have been feasibly identified during initial investigations and design concept. Compliance with the applicable codes is required regardless of the specific code verbiage being included in the task order statement of work. The AE shall consider all of the code impacts of the modifications or repair they are performing, and shall not be ignored simply because they were not specifically written in the Task Order Statement of Work.

1-3 QUALITY CONTROL AND CROSS DISCIPLINE COORDINATION

(CRITICAL)

It is the responsibility of the AE to perform quality control of all task order submittals, this includes but is not limited to drawings, specifications, design analysis, cost estimates, etc. Conflicts that can be easily identified will be cause for rejection of the submittal in its entirety. Often the Government finds that the Drawing and Specifications do not align with the same requirements. Additionally, the Architectural drawings may conflict with dimensions or equipment location between structural, mechanical, and electrical.

For example, A 12” HVAC duct cannot sit in the same path as a 12” structural beam when you have only 12” of free space. The HVAC will need to be rerouted as the structural will take precedence. The Governments review of design submittals is not for the purpose of quality control of the AEs design submittal, but to confirm compliance with applicable codes and customer requirements.

1-4 GENERAL BUILDING REQUIREMENTS.

Comply with UFC 1-200-01, DoD Building Code. UFC 1-200-01 provides applicability of model building codes and government unique criteria for typical design disciplines and building systems, as well as for accessibility, antiterrorism, security, high performance and sustainability requirements, and safety. Use this UFC in addition to UFC 1-200-01 and the UFCs and government criteria referenced therein.

1-5 STATUATORY FEE LIMITATION

The A-E design fee (1b services) shall be limited to 6% of the Construction Estimate.

The Government performs independent estimates with qualified and trained engineers using the latest E4Clicks update or PACES software. Initial design fees should be based on the provided Programmed Amount included with each Statement of Work, unless feasibility study is required prior to develop the PA. These costs should be mostly investigative in nature and conceptual options should be limited as practical.

In the event that the Construction Estimate provided at the 30% design identifies that the Governments Programmed Amount is insufficient, the A-E may submit for adjusted design fees up to the limit of 6%, this will be considered on a case-by-case basis to determine if additional design fees or man-hours are warranted for the required scope.

1-6 CYBERSECURITY.

All facility-related control systems (including systems separate from a utility monitoring and control system) must be planned, designed, acquired, executed, and maintained in accordance with UFC 4-010-06, and as required by individual Service Implementation Policy.

CHAPTER 2 SITE INVESTIGATIONS

2-1 GENERAL

Check exterior utility connection points to insure they match record drawings. Utilize detection equipment to verify locations of existing utilities including electromagnetic detectors and ground penetrating radar. Where utilities cross (both new and existing), particularly where gravity utilities are involved, verify depth with potholing (use air equipment). Check with 78 CES shops for their experience at your particular site.

2-1.1 Observations Above Drop Ceilings

Check above drop ceilings. Lift panels to check for a second drop ceiling above which shall be removed, and document insulation, electrical conduit, HVAC ducts, roof material, etc.

2-1.2 Engineering Judgement of Concealed Utilities

Make engineering judgements about concealed utilities. For example, assume electrical seal-offs must be replaced. Include these judgements in the Design Analysis.

2-2 ARCHITECTURAL

2-2.1 Examination of Exterior Protective Coatings

Carefully examine exterior protective coatings, as follows:

• Examine present coating and determine type of coating material.

• Examine subsurface for potential problems in recoating.

• Advise proper surface preparation.

• Advise good protective coating system for applications. Robins AFB places preference of Stucco vs EIFS due to failure of EIFS systems throughout the installation.

2-2.2 Existing Facility Dimensions

Confirm existing building interior and exterior dimensions for repair/renovation projects, particularly if the Government record drawings have been provided. Check clearances for handicap accessibility.

2-2.3 Doors and Hardware

Review existing door and hardware condition, including door swing, types of hardware,etc.

2-2.4 Stormwater Damage and Leaks

Examine for any visible signs of previous stormwater damage. Ascertain the cause of the damage and advise corrective measures.

2-2.5 Hazardous Conditions

Examine for any hazardous conditions for correction. These include protrusions, trip hazards, unsafe equipment, etc.

2-2.6 Hazardous Materials

Examine for hazardous materials that may be present including, but not limited to, lead based paint, asbestos containing materials and dust contaminated with heavy metals.

Normally, the SOW for the project will contain scope for identifying and testing for these materials, but the designer should record any suspect materials during the inspection regardless.

2-2.7 Structural Architecture

Examine existing structural components for any visible damage or possible overloading conditions.

2-3 CIVIL

2-3.1 Grades

Check existing grades such as invert elevation at manholes, drainage ditches, and culverts. Check grades required for adequate drainage. Topographical survey will be required with 1’ minor and 5’ major contours for all projects requiring site work.

2-3.2 Site Features

Check existing trees, shrubs, etc. for location in reference to new building or addition.

Work on trees and shrubs must be approved by 78 CEG/CEIER and shall be in accordance with current Antiterrorism guidelines.

2-3.3 Pavements and Structures

Check existing pavements and foundations. Check locations of existing roads, parking areas, etc. Check details for patching pavement over new utilities, etc.

2-3.4 Ground Stabilization

Check sodding and seeding requirements that will be applicable for the site. Air Field, High Visibility and Traffic areas shall be sodded.

2-3.5 Subsurface

Soil borings are required on new building, building additions, and paved areas (such as aircraft aprons and equipment storage areas) for both structural and environmental characteristics. Perform soil boring in accordance with UFC 3-220-01 Geotechnical Engineering. In accordance with UFC 3-220-01 Geotechnical Engineering as the building officials/JHA for Robins AFB and based on historic geotechnical data and geological conditions in the area, A-E may use of the assumed Site Class D without performing 100 feet borings or other testing. For facilities over 20 feet or more than 1 story in height, borings shall be performed to determine Site Class. Ground Penetrating Radar and “Potholing” is required to locate existing underground utilities. A-E shall include adequate number of potholes required to identify location and depth of all utilities on the project site, additional potholing to identify utilities not included in A-E fees shall be performed at no additional cost to the Government.

2-4 MECHANICAL

2-4.1 Systems Supply

Check heating/ cooling system; Natural gas, steam, chilled water, compressed air, etc.

Locate the nearest top points if not presently in use.

2-4.2 System Equipment

Get nameplate data on equipment to be reused such as air-handling units, chillers, compressors, etc.

2-5 ELECTRICAL

2-5.1 Primary Power and Service

Locate the primary power and service entrance.

2-5.2 Equipment

Get nameplate data on equipment to be reused such as panelboards, transformers, etc.

Identify equipment that requires specialized power needs such as bandsaws, presses, etc.

2-5.3 Permitting

AE shall obtain and provide and energized work permit to 78 CEG/CEN electrical engineer prior to opening energized electrical equipment.

2-5.4 Tagging for Future Use

Open switchboards, panelboards, etc., to check for spares and spaces. Put tags on them to prevent Base shop personnel form using them when needed for this project.

Use PPE as per NFPA-70E shall be required when examine switchboards, panelboards, etc.

2-5.5 Metering

Take voltage and amperage reading on existing equipment. Use PPE as per NFPA- 70E. Metering shall be performed in accordance in compliance with current National Electric Code requirements.

2-5.6 Unused Infrastructure

Generally, schedule the removal of abandoned conduits, raceways, and conductors.

2-6 FIRE PROTECTION

Check fire protection system; Fire water piping, fire hydrant, perform water flow tests, fire pump tests, etc. Locate nearest tap points. The AE is responsible for performing flow tests and providing data to 78 CEG for review.

2-7 STRUCTURAL

2-7.1 Existing Structure

AE shall measure and document existing structure. Utilize best method for determining existing foundations and conflicts that may arise during construction.

2-7.2 Roof

Perform investigations and testing in accordance with UFC 3-110-03 for reroofing projects. Roofs at Robins AFB shall be designed by a PE who derives a majority of his in-house billable hours from roofing designs.

CHAPTER 3 DESIGN ANALYSIS

3-1 GENERAL

3-1.1 Applicability

Every Task Order or AE design requires a complete Design Analysis. Follow the format shown below and provide the technical information that is required. Failure to do this can result in a submittal being rejected in its entirety. Submit in accordance with the statement of work. All sections must be included or noted as not applicable.

3-1.2 High Performance and Sustainable Buildings

Comply with UFC 1-200-02 High Performance and Sustainable Building Requirements

3-1.3 Environmental Requirements (01560)

3-1.3.1 Plans for Post Construction Stormwater Management

Post Construction Stormwater Management Plan narrative and calculations for sizing of all post construction BMPs shall be submitted for all new development or redevelopment greater than 5,000 SF of new impervious area or land disturbing activity of 1 acre of land or greater. This Plan typically includes a Hydraulic and Hydrology Report and EISA Compliance requirements, as well as related narrative, figures, and drawings. The design shall meet the minimum stormwater management standards of the GSMM and Section 438 of EISA. The Plan shall be submitted as part of the project design documents for the 60 percent design (i.e., intermediate design) submittal. All stormwater management plans must be stamped by a registered civil engineer who holds a GSWCC Level II Certified Designer Professional certification.

3-1.3.2 Post Construction Stormwater Management Plan

The Contractor shall implement minimum control measures for stormwater runoff from new development and redevelopment projects that includes the creation or addition of 5,000 square feet or greater of new impervious surface area, or that involves land disturbing area activity of 1 acre of land or greater in accordance with the: (i) Stormwater Local Design Manual for Houston County, Georgia (LDM); (ii) Georgia Stormwater Management Manual (GSMM); and (iii) Section 438 of the 2007 Energy Independence and Security Act (EISA) as specified in the 2010 Department of Defense Memorandum. Documentation of conformity will consist of inclusion of a Post Construction Stormwater Management Plan (i.e., Hydraulics and Hydrology Report, EISA 438 Design Narrative, etc., including required associated calculations). The Plan shall be submitted through the established design review process.

3-1.4 Narrative

A narrative description of approaches is needed just as much as strict calculations. The Government needs to know what you are thinking to catch omissions and errors.

3-1.5 Communications Documentation

Site visits and phone calls need to be recorded for the same purpose. If you put a panelboard on a wall, we want to know you looked at the wall first. Additionally, the electrical, mechanical, structural, and architect need to look at the same wall an confirm that the designs are not going to conflict each other.

3-1.6 References

Reference any codes, standards, articles, special investigations, and reports used in your decision making process.

3-2 INDEX

The Index after the title page shall list the following sections. Note If any of the nine major sections need no analysis, indicate on the index that it was not required. The sections and areas to consider as follows:

3-2.1 Architectural

• Basic Considerations/ Concept

• Physical Security Measures

• Noise reduction or sound attenuation for outside sources

• Architectural Compatibility – Base Comprehensive considerations

• Structural Interior Design (SID)

• Comprehensive Interior Design (CID)

• Roof Gutter calculations and sizing

3-2.2 CIVIL

• Water Supply – quantity, quality, pressure

• Waste Water and Solid Waste Disposal – quantity, industrial, sanitary

• Storm Drainage – rainfall, runoff, pipe capacity

• Paving, Roads, Walks – loading, base, surfacing

• Fences (minimum 7 feet)

• Soil Tests, both structural and quality (contaminates)

• Stormwater Management – Pre and Post Water Quality, Pre and Post Water Quantity

3-2.3 STRUCTURAL

• Structural Calculations – Show actual design calculations for the resulting design keyed to the structural elements referenced. If a computer program is used to calculate the loads, the design analysis shall contain clear and understandable descriptions of all input, output, and the mathematical process used by the program to compute the loads and size the members.

• Drawings & Sketches

• Structural Tests & their Reports – including pullout test for roof anchors.

• Special Inspections & their Reports

• Geotechnical Exploration Reports & Recommendation

3-2.4 MECHANICAL

• Utility Plant (gas, steam, chilled water, compressed air, POL)

• HVAC - The AE shall perform heating and/or cooling load calculations in accordance with ASHRAE procedures under any DO/design which involves installation, replacement, or modification of heating and/or air conditioning systems. The designer shall provide complete load calculations with the preliminary design. The designer shall use a computer program to compute the loads, a description of the program and copies of all input/output data and the mathematical process which shall be included in the design analysis. Robins AFB Weather Data shall be used for all HVAC calculations.

• Plumbing: Plumbing systems shall be designed in accordance with the Georgia and International Plumbing Code. Any new construction project that requires the installation of urinals, lavatories, toilets, shower heads, and faucets must follow the standards related to high-efficiency plumbing fixtures

• Energy Efficiency - The AE shall demonstrate in the Design Analysis that energy using equipment specified has the lowest Life Cycle Cost compared to similar equipment with various efficiencies.

3-2.5 ELECTRICAL

• Interior and Exterior Power - capacity calculations for unit substation, transformers, panelboards, switchgear, etc., considering loads, load factors, diversity, and future loads. Voltage drop calculations. Time-current coordination studies with short-circuit calculations. Note to include one-lines in all new/renovated electrical rooms.

• Interior and Exterior Lighting - foot-candle calculations, light source types and mountings, and photometric curves (especially when photometrics influence the type of light fixture selected). Include floor plan with light levels (Four foot (4’-0”) above floor in foot candle or lux) for each type of fixture.

• Emergency Power - generators, automatic transfer switches

• Power Conditioning - UPS, harmonics (non-linear loads), and power conditioners

• Hazardous Areas - clarify classes needed

• Communications - telephone, LAN, CATV

• Lightning Protection - Evaluate need, especially on all new building construction, major building renovation projects, and roof repair projects

3-2.6 FIRE SAFETY (UFC 3-600-01, NFPA)

• Life safety

• Detection

• Suppression

1) The designer shall provide sprinkler hydraulic calculations in the HASS format (by HRS Systems, Atlanta, GA) or other Base Approved agencies and is fully responsible for all water supply analyses required for each project, including performing water flow tests, fire pump tests, etc.

2) Design shall be in accordance with NFPA 13, Factory Mutual (FM), UL, UBC, Unified Facilities CriteriaUFC 3-600-01 (Fire Protection Engineering for Department of Defense Facilities), Base Facility Standard, and the System Safety Analysis for each project.

• Notification

• Limiting

3-2.7 CORROSION CONTROL

• Material Selection

• Protective Coatings

• Industrial water treatment

• Cathodic protection

3-2.8 ENVIRONMENTAL CONCERNS

Asbestos, lead paint, permits, disposal of hazardous waste, PCB’s

3-2.9 ANNOTATED REVIEW COMMENTS

From previous submittal

3-3 FORMAT

This corrected final analysis shall be on 8-1/2" x 11" (approximate) reproductive paper and will have standard headings to indicate the project, the type of computation, the name and date of the designer, and the checker. A one-inch binding margin is to be provided on the left side and on the top of the page. The design analysis shall be bound and submitted in the number of copies designated in each TO/design. Each area in the analysis will include, but not be limited to, the following:

• Short description of work involved

• The designer’s assumptions for the design

• Listing the standard works or references used on computations as they occur.

• The equations, tables, or curves used or developed in all the detail needed to establish the design, with references cited where they are taken form non-standard sources.

• Suitable freehand sketches to illustrate the designer's intent, such as steel sizing and arrangement, pipe arrangement, beam layout, etc.

• Selected size of equipment even where computations are not involved.

This may consist, for example, of a single statement to use a 60 HP Westinghouse piston compressor model XYZ. A few statements to show the basis for the selection shall be included.

• All calculations and sources of information shall be shown in an orderly and logical manner to permit review and final checking. Computer calculations shall be explained by a summary of input information, output information, and the calculation procedures the software uses to produce the results, and an analysis of the results.

• Economic Analysis: The AE shall make a comparative cost analysis during design phases on each TO/design to justify selections of type and source of utilities, major items of equipment, building components, materials, methods of construction, siting, plumbing, lighting, heating, air conditioning, building configuration, electrical systems, column spacing, roads, story heights, structural system, and interior and exterior finishes.

The Analysis shall include cost of operation and maintenance over the expected life of the project. Such cost analysis shall consider the life cycle cost of the facility and other aspects needed to make value-engineering judgments. The cost analysis and decisions based upon it shall be documented in the design analysis submitted for approval.

• Product data sheets on all major items.

CHAPTER 4 INTERIOR DESIGN

4-1 POLICY

Air Force Policy stipulates that design services must include the following interior design provisions:

4-1.1 Structural interior design

Structural Interior Design is a standard requirement. These services will be accomplished as part of the basic facility design fee.

4-1.2 Comprehensive interior design

Comprehensive Interior Design services are additional requirements and will be accomplished only if required in the TO/design.

4-2 STRUCTURAL INTERIOR DESIGN (SID)

Structural Interior Design (SID) shall consist of design and/or selection and color coordination of building surfaces, paint colors, floor covering, window covering, built-in furniture, and similar items which are integral to or attached to the structure.

• Finish Schedule

• Design and/or selection of decorative building surfaces

• Floor and wall coverings

• Window coverings

• Built-in furniture and similar items which are integral to or attached to the structure.

• Preparation of presentation boards showing material and color samples for approval purposes.

• Early preliminary furniture placement plan or functional relationships.

• Consultation as required later for revision of selection due to unavailability of materials, analysis of substitutions, etc.

4-3 COMPREHENSIVE INTERIOR DESIGN (CID)

Comprehensive Interior Design (CID), when required, shall consist of structure-related services plus design, selection, arrangement, and color coordination of furnishings authorized by a table of allowances. These furnishings are funded from equipment funds and when authorized may include sofas, chairs, tables, desks, bookshelves, beds, chests, mirrors, lamps, rugs, carpeting, pictures, planters, decorative objects, etc.

• Selection of furnishings in accordance with applicable table of allowances.

Furnishings shall be selected from Government sources to the maximum extent possible. When procurement from NonGovernment sources if required, the justification for a waiver to source, purchase specifications, and any other data necessary for procurement, shall be provided.

• Furniture arrangement and preparation of placement plans.

• Preparation of furnishing procurement lists with source data, item identification and cost estimates. Updating the list to reflect current item numbers, etc., for a period not to exceed one year from the date of submittal of the final drawings.

• Existing furnishings will be used to the maximum extent possible.

Techniques such as the General Services Administration's electrostatic paint process to color-coordinate and upgrade existing office furniture will be used, when required. When new furniture must be procured to satisfy functional requirements, selection should be made by professional designers and color-coordinated with the environment.

4-3.1 CID Concept Development

Prior to development of the interior scheme, the designer is required to meet with the Facility managers, the Engineering and Services Office representative (having final functional approval authority), and the Contracting Officer for the purpose of discussing the design concept. The discussion shall include:

• Space planning and functional layout.

• Determination of atmosphere, decor and color scheme, and environmental conditions required in the facility based upon using agency needs, services provided, and other factors.

• The requirement for the designer to work within the budget.

• Time schedule for presentation.

• Identification of reusable furniture.

• With the concept report or preliminary design, as applicable, the designer shall submit a memorandum outlining the considerations and general concept to be followed.

CHAPTER 5 DOCUMENTATION REQUIREMENTS – OTHER THAN DRAWINGS

5-1 GENERAL

Master transmittal letters and miscellaneous documents will be furnished with each TO/design and shall be tailored for use on each TO/design.

5-1.1 Conferences and Meetings

• Provide the Contracting Officer and the Base Project Manager a written record of all conferences and meetings (other than formal review conferences) held between the Government and the AE during which the technical design of the project is discussed. These records cannot constitute any "Notification of Change" as described by the changes clause of the contract.

• Provide each record within 2 workdays after the conference or meeting.

• Include these in the Design Analysis.

5-1.2 Originals

Provide disk copies of word processing documents in Microsoft Word and PDF format as part of the Corrected Final package.

5-1.3 Cost Estimates

Refer to Chapter 7 for cost estimating requirements. Provide disk copies of the cost estimate native files.

5-1.4 Building Occupancy

If building will be occupied during construction, contractor shall identify all hazards during the design phase that may have an adverse effect on building occupants, equipment, building systems, etc. during the construction phase. (For example: Project that includes working on roof over occupied space: cutting insulation, replacement of existing screws can cause dust particulates and other airborne particles that may be a hazard for personnel and/or equipment below.) Contractor shall provide design to contain all hazards from building occupants, equipment, building systems, etc. for contractor to utilize during the construction phase.

5-2 SPECIFICATIONS

5-2.1 General

• Specifications shall be edited copies of the Robins Division 1 specifications maintained by 78 CEG/CENMP and Unified Facilities Guide Specifications (UFGS) found at the following link http://www.wbdg.org/ccb/browse_org.php?o=70. In additions, all specifications shall be in accordance with Robins AFB Base Facility Standards. The project manager will provide the Robins AFB Division 1

Specifications to be included in all projects. The project manager will work with 29 May 2015 ROBINS AFB PROCEDURAL GUIDE FOR DESIGNERS Page 12 of 20 the RFP A-E and Design-Build A-E to ensure that the Robins AFB Division 1 Specifications are included as part of the project.

• Edit out in each section any extraneous material that does not apply to the project.

• The design shall take into consideration that the specifications override drawings when a conflict arises between the two.

• When one manufacturer of an item of equipment is used as the design basis, clearly state the name, catalog numbers, etc. List all salient accessories, features and/or characteristics to be compared with other manufacturers' equipment. Do not use the clause "or equal." Ensure that items are not sole source. If an item must be sole source (such as to match existing systems, etc.), detailed rationale must be provided in the design analysis and approved by the Base Project Manager.

5-2.2 Quality Check Items

These are commonly found to be handled incorrectly or incompletely in many submittals and are provided to assist with the AE’s quality control methods.

• Date with the latest published date all referenced standards, codes, etc

• Do not refer to sections that do not exist in the package.

• Provide with the Preliminary submittal marked up copies of the Specifications showing planned inserts and deletions.

• Section page numbers must be in index and on each page at the lower right, e.g. l5050-l thru l5050-5 and on lower right include - Section Name and then 15050 1-5 below

• Provide project number at the beginning of each section

• Do not use statements or clauses in the technical specifications that may conflict with standard FAR clauses. The following are mentioned in the AFSC/PZIO boilerplate:

1. Methods of payments

2. Guarantees

3. Evaluation of bids

4. Bidding procedures

• Do not use terminology that conflicts with standard Government terminology.

1. Do not use the term "owner." Refer to Robins AFB as the "Government."

2. The person in charge of the contract is the "Contracting Officer," not the AE, inspector, or architect.

3. We only recognize the "Contractor," not any subs.

• Ensure specified equipment and materials are readily available, especially when renovating existing equipment.

• Use "shall" when describing a requirement that the Contractor must do.

Use "will" when describing something the Government intends to do. (We prefer direct statements such as "Provide lights," over indirect statements such as, "The Contractor shall provide lights.")

• Include all forms mentioned in the body of the specification as submittals as attachments for contractors to pull off and submit.

• The AE may specify products by brand names. The following guidance must be followed.

1. The Material and Workmanship Clause of the FAR included in all construction contracts, in brief, permits the contractor to use any American-made product which complies with the objectives of the Government as specified in the specifications and drawings. FAR 52.236.5(a) states . . . "The Contractor may, at its option, use any equipment material, article, or process that, in the judgment of the Contracting Officer is equal to that named in the specifications."

Further, FAR 52.236-5(a) clearly states that mere reference "to equipment material, articles or potential processes by trade name, make or catalog number" establishes a standard of quality and does not limit competition. Consequently, merely stating a product without any restrictive modifiers will establish a standard. For example, "The fluorescent fixture in the specifications and drawings is a Lithonia

XYZ."

2. A problem arises when the specifications and drawings specifically limit the product to be utilized by the contractor. This undesirable end can be accomplished very simply. For example, the specifications and drawings could state, "The product shall be Lithonia," or "This product shall be manufactured by Lithonia." The word "shall" is, in the FAR, mandatory on the part of the reader. Other restrictive phrases are "Acceptable manufacturers are . . ." and "The only acceptable manufacturers are . . .” By negative implication, no other manufacturers are acceptable.

3. The rule of construction then to be followed is that neither the specifications nor drawings can limit the extent of competition directly or by inference. Some suggested and acceptable phrases are these:

"The design basis is . . .", "Some acceptable manufacturers are" or

"Acceptable manufacturers include . . ....” Do not include both a design basis and acceptable manufacturers.

4. Since a design basis establishes quality only, we need to specify those features and accessories that would make a product "equal." We have had problems in the past in failing to specify and obtain all accessories even when the design basis is used, so make sure they are called out for.

CHAPTER 6 DOCUMENTATION REQUIREMENTS - DRAWINGS

6-1 GENERAL

6-1.1 Copies

Provide electronic format documents in CADD and PDF formats of all drawings. Provide printed copy as required per Task Order.

6-1.2 Originals

Provide electronic format of CADD files as part of the Corrected Final package.

6-1.3 CADD Files

• Provide on CD-ROM all CADD generated drawings in a format fully compatible with AutoCAD (.dwg) system. Comply with all applicable requirements of the latest Robins AFB Civil Engineering CADD Standards.

• Transfer the electronic files with a transmittal note by certified mail or in person to the project manager for forwarding to appropriate CADD Manager.

• Develop project file names according to the Robins AFB Civil Engineering CADD Standards as follows:

1. File-naming conventions are provided in the A/E/C CAD Standards current version for the DoD, (https://cadbim.usace.army.mil/CAD), which provides for “user” identifiers.

2. Model (Xref) Files:

a. If these are master model files, use the building number as a prefix; First Character: Discipline (e.g., A, E, M, P, S, G, C) Second Character: level of design C – Concept, I – Intermediate, FF – First Final, CS – Check Set, CF – Corrected Final; Third/Fourth Characters: Drawing Type (FP [floor plan or framing plan], PP [piping plan, plumbing plan or power plan], HP [HVAC Plan], etc.) Fifth/Sixth Character: Project Code (e.g.

“KO”, provided by Government) Seventh/Eighth Character:

Sequence Number (01, 02, etc.) Model Files shall be coordinated with each other so they overlay correctly, and all reference files shall be included with final package.

3. Sheet Files:

a. Sheet files shall be placed in PAPER space only. DO NOT PLACE IN MODEL SPACE! First Character: Discipline Code Second Character: “-” Third Character: Sheet Type (0 for legend, symbols, notes; 1 for horizontal plans, 2 for elevations, 3 for sections, 4 for large scale [usually part plans], 5 for details, 6 for schedules/diagrams, 9 for photographs or 3D isometrics)

Fourth/Fifth: Sheet Sequence Identifier (similar to numerical plate number) Sixth/Seventh: Project Code (e.g. “KO”, provided by Government) Eighth Character: Revision Number (always zero for final design, incremented as the sheet file is subject to contract amendments or modifications; as-builts will be coded “F”) Sheet files shall reference only model files. Also, remove any reference files that were “temporary”.

4. Refer to A/E/C CAD Standards current version for the DoD for additional information, including layering standards. Comply with the “simplified” layering standards (layer name/number, line weights, line styles, line colors).

• Project files shall be delivered to the Government in the project directory structure established by the Robins AFB Civil Engineering CADD Standards. This is currently a main directory named as the project number (such as UHHZ#####) and subdirectories as follows:

1. Directory “dgn” includes all dgn files and an index in Microsoft Word format, as described in the Robins AFB Civil Engineering CADD Standards. All sheet files must be in this one common directory with all reference files in the “model” directory under the “dgn” directory.

2. Directory “spec” includes all Specifications and their index.

3. Directory “cost” includes all parts of the cost estimate.

4. Directory “gov” includes all other required documents, such as letters, bid schedules, design analysis, etc.

5. Mandatory CADD Files Format:

a. Direct design in .dwg AutoCAD latest version. All CADD graphic files must be delivered to the Government in .dwg format and PDF format.

b. Do not submit multiple drawings in single AutoCAD drawing files. Each drawing file may contain a single drawing file only, unique to that file.

c. Ensure each drawing sheet prints out the CADD file name in the title block.

d. If you have questions or problems occur in the submittal of diskettes, contact the project manager or CADD System Manager.

6-2 SPECIFICS FOR DIFFERENT TYPES OF DRAWINGS:

6-2.1 General

Final submittal shall be on CD including CADD and PDF drawings and one (1) hard copy drawing for sign-off by project manager. The project manager shall specify in the delivery order the additional number of hard copy drawings which shall be on Bond paper on size specified. All lettering shall be a minimum of 1/8 inch in height. All drawings for this contract shall use the same size sheets, scale layouts, symbols, and details as used in the standard format by the Office of the Civil Engineer.

6-2.1.1 Cover Sheet/Location Plan

The AE will be furnished for each DO/design a cover sheet location plan which will be the first sheet of the project drawings. This location plan will be the base map or portion thereof which covers the general project location. The cover sheet containing the latest Robins AFB signature format will be used. The AE will show thereon the Project Location, Haul Route, Base Contracting – Bldg 255, Truck Gate No. 7, Visitors' Gate No. 3, Base Civil Engineer - Bldg 1555, Construction Management and Design - Bldg 280, and other facilities related to project management as directed.

6-2.1.2 Design-Build Contracts

The Prime Contractor and AE firm shall be identified in the border of the cover sheet and all drawing sheets.

6-2.1.3 Concept Plans

(When required.) Provide in format and detail to meet Base Project Manager requirements for the DO/design and as described for preliminary plans below.

6-2.1.4 Preliminary Plans

Preliminary plans shall be prepared at working drawing scale and shall present sufficient detail to permit an adequate review as determined by the Office of the Civil Engineer. The AE is permitted to use the tracing of the preliminary drawings for working drawings through the addition of necessary details, if desired. Existing site conditions and demolition work will be shown in complete detail on separate sheets from construction drawings. Construction and relocation preliminary drawings will include, but are not limited to the following:

• Floor plans with functional arrangement of all areas, including corridors, exits, and utility spaces properly related to exterior access roads, parking and service areas, etc. Special emphasis shall be placed on indicating items involving special design and/or deviations from accepted standards.

Gross floor areas shall be shown for the building. Floor and roof framing and loading shall be indicated. Include Life Safety Code Analysis sheet including floor plan with travel distances, number of occupants, door capacity, fire extinguisher locations and all other required information.

Show layout of furniture, office cubicles, equipment (including copiers, kitchen eqpt., etc.) to show space planning and allow for locating communications and utilities.

• Site and/or plot plans showing critical grades, contours, drainage requirements, and relation of structure and facilities to existing street systems, utilities, entrances, and finished grades. Present grades shall be indicated, where applicable. The location of new items of work shall be shown.

• A reflected ceiling plan showing all items of equipment which will be in the ceiling after completion of the work.

• Exterior utility layouts sufficiently detailed to show the system and the design proposed.

• Elevations to include story heights, fenestration, finish materials and site adaptation to finished grades.

• Heating, dehumidification, mechanical ventilation, refrigeration, and plumbing. Indicate the location and space requirements for all major items of mechanical equipment. Single line indications of ducts, pipes, and equipment and their approximate locations shall be shown, but only approximate size and capacity are required. Provide schedules, control diagrams, plan views, side views, and sections needed to clearly guide the construction contractor. Specifications submitted with the drawings shall give approximate capacities of the major mechanical items with a brief description of their function and operation of the system.

• Electrical (including lights, power, communication, fire alarm and detection, grounding systems, generators, and UPS systems). For lighting, indicate typical arrangements, fixture types proposed, fixture schedules, general foot-candle levels (include photometric curves where photometrics influence the type of light fixture selected), emergency lighting systems, exit lights, and exterior and interior layouts. For power, show locations and descriptions of devices and loads, metering, raceways, underfloor systems, distribution panels, cables, switches, transformers, generators, and UPS equipment and Arc Flash Protection (short circuit studies and labeling). All communication equipment, raceways, panels, outlets, underfloor systems, rooms, and cables shall be shown. Show plans, sections, and details for lightning protection systems and other special grounding. Show fire alarm, detection, and notification systems in detail.

Include single-line and riser diagrams for power, arc flash and lighting, communication, and fire alarm systems. Show significant short-circuit values and settings for adjustable protective devices.

• Plans and Sections of structures, including framing, major details, etc.

• Typical wall, roof, and partition sections generally at no less than 3/4" = 1'- 0" scale to include material and thickness of facing and method of attachment, type of doors and other openings in supporting structural walls.

• All required controlling dimensions shall be clearly indicated.

• Identify sections or details by numbers within a circle which include consecutive detail numbers, the sheet on which the detail is referenced, and the sheet on which the section or detail is drawn. Include an example in the legend.

• Drawings shall contain sufficient detail to clearly indicate type and sizes of materials, utilities, etc., and specifically list separately all contractor-furnished equipment and all Government Furnished equipment to be installed by the contractor.

• Structural Steel Connections: The design of all structural steel connections shall comply with the latest edition of the American Institute of Steel Construction Specifications. Design of structural connections is the responsibility of the AE. Details shall show the size of connecting members, size and length of welds, and number and size of bolts.

Specifications shall cover all required materials, processes, and procedures. Minor details of dimensioning, etc., related to code compliance may be left to the fabricator. The Government will review shop drawings for conformity with the design, unless shop drawing review is contracted to the AE separately.

6-2.1.5 Final Drawings

The AE shall not proceed with the final drawings until receipt of written review comments and/or approval of Phase I and II requirements from the Office of the Civil Engineer. Written review comments shall be annotated by the AE and submitted along with the next submission of documents. The first submission of final documents shall be a complete design needing only a few minor corrections or changes.

6-2.1.6 Marking and Certification

• Drawings in each submission are to be dated as appropriate and stamped as "Preliminary," "First Finals", or "Corrected Finals".

• The AE, or his authorized representative, shall sign the original drawings and the first page of all specifications, estimates, or similar documents under the AE contractor's printed name and over the affixed replica of his professional seal (or his registration certificate number and including the State of Georgia issuance).

• AE's name and address shall be printed on each sheet.

• Because the government will convert most drawings to a format suitable for electronic advertisement, raster images that are used to create drawings must be handled in a special manner. They must be attached as raster reference files rather than being imported directly into the design file.

6-3 DRAWINGS – QUALITY CHECK ITEMS

These are commonly found to be handled incorrectly or incompletely in many submittals and are provided to assist with the AE’s quality control methods.

• The types of information required on each submittal are clearly stated in the Statement of Work. Follow closely, or you may be required to resubmit.

• Title sheet must have a drawing index.

• Provide a key plan for each sheet where a part plan is shown.

• Provide separate demolition and installation plans for all work, unless specifically waived by our project manager. Use 1” = 100’ on utilities if enough detail can be shown. Include topography if applicable.

• Use as large a drawing scale as practical. Use at least 1/8” = 1’-0” on layout plans, building elevations and building sections, and ¾” = 1’-0” on wall sections and 1-1/2” = 1’-0” on details. These drawings may be reduced to half-size in the future. Where multiple floor plans of the same level are required, use key plans and match lines on each plan sheet.

• Do not show too much on each floor plan. For example, showing ductwork, chilled water lines, hot water lines, and steam lines on the same floor plan results in confusion. It is necessary to use separate floor plans for each system.

• All originals (drawings) shall be stamped with the Architect/Engineer seal prior to Corrected Final submission and have AE name and address.

• The use of schedules for all energy consuming or distribution equipment is required. Provide all pertinent characteristics of the utility involved, e.g., voltage, phase, and power for electrical equipment. Fans and other mechanical equipment using motors shall have electrical characteristics specified by the electrical engineer and scheduled on electrical drawings, regardless of who supplies them. Specify who provides (Div. 15 or 16).

• Provide a reflected ceiling plan on Architectural Drawing which coordinates all electrical and mechanical systems.

• Provide controls, schematics, and ladder diagrams for mechanical systems.

• On new construction, show on the drawings the design structural loads and the strength of all structural materials used in the project.

• Provide scale and title for each detail and part plan.

• Notes: indicate whether "General," "This Sheet Only," "This Detail Only," etc.

• Do not crowd work. Use extra sheets and allow for additional details, sections, notes, etc. Although the preliminary submittal will not have all the details shown, please indicate where and what you intend to section or detail. This may be a list included as part of the design analysis.

• Project title appears in title block of each sheet. Then, in smaller letters, title for the individual sheet. Describe sheet as clearly as possible: e.g.

instead of "New Work" use "Electrical New Work, Second Floor, East Wing".

• Date all referenced standards, codes, etc.

• HVAC and Electrical work must comply with Base Facility Standards.

• Plans and details…