204 – WRITTEN REPORT

204.1 – General Information and Requirements:

A. The Project Team shall develop and maintain a Written Report for the Project. Refer to Project–specific Agreement for applicability.

1. At conclusion of the Bidding Phase as applicable, the Project Team shall provide revision sheets to update the previously submitted report with changes made as a result of final review, amendments and Addenda during advertising or bidding.

2. In cases of extensive Addenda and changes, the Project Representative may require resubmittal of the entire Written Report as a conformed document.

B. Submittal of the Written Reports shall follow the following requirements:

1. Each submission/update of the Written Report shall provide sufficient detail to present a clear, complete and concise picture of the design of the facilities and systems.

a. Drawings and Specifications delivered without an updated and current Written Report may not be accepted.

2. Submittals shall be submitted via the Design Review process.

a. Contact Project Representative for guidelines regarding the Design Review process.

3. The Project Team shall maintain and update the Written Report on a continuous and on–going basis to serve as a record suitable for evaluation of design process and progress not only at milestones, but at any time during the Project.

4. At the beginning of design, the Project Team shall prepare a Preliminary Written Report addressing all of the items noted below to the extent known following the pre–design meetings at the beginning of the Project.

5. Confer with the Project Representative to set the schedule for submittal and level of completion expected for each item.

204.2 – Contents:

A. The Written Report should contain the following sections:

1. Title Page

2. Table of Contents

3. Participants:

a. List Project participants, including Project Team, Project Representative, etc.

4. Certification of Compliance with the CSU Facilities Planning, Design and Construction Standards

a. Written certification that all deliverables under this Agreement conform to the Standards

b. Identify any elements that the Project Team recommends variance from the Standards.

c. Include a formal request for variance. Refer to Chapter 01 – General Project Information.  

5. Program Statement:

a. Summarize the needs and analysis of the Project.

b. Include program conclusions, recommendations, ideas and strategies to accommodate the needs.

6. Diagrams:

a. Logic programs, decision matrices, associative diagrams, functional diagrams, etc.

7. Interviews and Meetings:

a. Meeting minutes of all interviews and meetings

i. Minutes shall be reviewed by the Project Representative prior to incorporation into the Project files.

8. Description of Services:

a. Describe engineering services such as geotechnical surface and subsurface investigations, vibrations analyses, acoustical studies, lighting studies, seismic analyses, line–of–sight studies, vehicular and pedestrian traffic studies, surveys and other technical studies required to design the Project.

9. Limits of Project Team Work:

a. After consultation with the Project Representative, describe agreed–upon limits of each member of the Project Team’s Scope of Work.

b. Describe any work by other Project Teams in areas adjacent to, affected by or interfacing with the Project Team’s Work.

10. Project Limits:

a. Define the limits of construction and any interface with other Projects.

i. Include records of correspondence involving coordination with other Project Teams, utility agencies and code agencies.

b. Provide a Project layout including site plan, improvements, and general sections identifying the scope of the Project and limits of work. Include approximate area calculations.

11. Design and Construction Schedule:

a. Provide design schedule and construction schedules for the Project in a format accepted by the Project Representative.

b. Refer to Chapter 07 – Construction Evaluation and Administration.

12. Summary of Actions:

a. Provide a summary of the required actions, acceptances, permits or additional information from Facilities Management, user groups, University, governmental entities and private entities which the Project Team shall require to complete its Scope of Work.

13. Budget and Funding:

a. Summarize the overall Project Budget.

14. Bid Documents:

a. Project Team recommendations for construction bid package approach for the project as applicable per the Project Team Agreement(s).

b. The Project Representative may require the Project Team to prepare separate bid packages to achieve the anticipated Project Delivery Budget and Schedule.

204.3 – Design Requirements:

A. The Written Report shall include a written discussion of design solutions, phasing, materials, risk assessment, compatibility with building Systems, all building Systems, design interfaces, equipment, performance criteria, maintenance considerations, operational compatibility, alternatives, construction scheduling, Cost Estimates, construction operation, special conditions and other construction issues.

B. The Project Team shall present factors considered and provided in the design of the Project and its components, with supporting justification, i.e., design calculations, Cost Estimates and other data.

204.4 – General Narrative:

A. Describe facilities and Systems designed by the Project Team in relation to user needs, codes, standards and other functional criteria.

B. Major Project criteria, including funding sources and budget

C. Interpretation of the major Project Criteria

D. Site plan selection factors, including utility availability and capacity

E. Spaces, areas, adjacencies and other relationship requirements

F.  Existing components, Systems and/or furnishings, with capacities and required modifications

G. Exterior materials

H. Structural Systems

I. Mechanical Systems

J. Electrical Systems

K. Energy and resource conservation strategies

L. Area summary (gross, net assignable and maintenance/custodial space)

M. Cost of construction and economic factors, initial and life cycle costs influencing design choices

N. Schedule

204.5 – Design Criteria:

A. List general criteria pertaining to all disciplines used in the design, including prescribed criteria, specific studies and minutes of pre–design conference meetings.

B. Specific criteria used by each particular discipline shall be completely documented in the text of that discipline.

204.6 – Sustainable Design Strategies:

A. List and describe sustainable design strategies to conserve resources and protect the environment. Compare benefits and costs to incorporate or eliminate each strategy, and discuss alternatives.

B. Prepare USGBC – LEED scorecard for the Project. For Projects seeking LEED certification, report status of USGBC process.

C. Refer to Chapter 04 – Drawing and Document Administration.

204.7 – Major Components:

A. List major components of the Project and interfaces with larger Systems of the University, City of Fort Collins, utility companies and other entities.

204.8 – Code Analysis:

A. Complete code analysis of the Project including occupancy types and impacts on adjacent uses.

B. Include approach to code compliance.

C. Include Plan Drawing(s) of pedestrian exiting diagrams with contributory loads of various occupied areas, paths of egress with load factor, vertical egress paths with load factors, and opening/corridor size factors.

204.9 – Life Safety, Security, and Communications Systems:

A. Identify all Life Safety, Security Systems, and Communications Systems with relationship to existing Systems and capacity requirements.

204.10 – System Load Requirements:

A. Identify design load requirements by listing all of the Systems associated with a Project and their proposed calculated demand and contributing loading requirements.

1. Including, but not be limited to grey water, domestic water, stormwater (surface and piped), dirty water, fire suppression water, sewage conveyance, heating, cooling, ventilation, electrical power, natural gas, communications, dedicated information technology power and cooling, fire alarm, access control, security, lightning protection, cathodic protection, roadways, parking, exit corridors, etc.

2. The support data and calculations for this summary shall be located in a separate section or volume of the Written Report.

204.11 – Energy Conservation Requirements:

A. Identify energy loads and calculation factors.

1. Discuss which energy design method is recommended for the Project and explain why it is preferred (International Energy Conservation Code, ASHRAE Energy Design Guidelines, Appendix G Cost–Based Energy Modeling, etc.)

204.12 – Utility Incentive Programs:

A. Identify applicable incentive programs including but not limited to Fort Collins Utilities, Platte River Power Authority, Xcel Energy and other resource utilities.

1. Identify contact information and program requirements and submittal schedule.

2. Identify the specific type of documentation required and related deadlines.

3. Coordinate with the Project Representative and Energy Engineering regarding utility incentive programs.

204.13 – University Master Plan:

A. Describe how the design complies with the University Master Plan, participates in shaping public space and identifying specific elements that respond to the intent of the guidelines.

204.14 – Design Alternatives:

A. Provide design alternatives with recommendations and impact on Project Budget and schedule.

B. Define alternatives for improvements to the design and allowances for future growth, expansion or upgrade.

1. Alternatives in layouts, sizes, locations, and geometry

2. Alternatives in materials, with varying sizes and properties

3. Alternatives in operation and maintenance requirements

4. Alternatives in design requirements, i.e. codes, standards and loading criteria

5. Opportunities to provide initial rough–in or substrate for future changes

6. Alternatives in sustainable design strategies

7. Cost analysis of alternatives, including life–cycle and return on investment

204.15 – Costs and Budget:

A. Provide Cost Estimates for the Project.

1. Refer to Chapter 07 – Construction Evaluation and Administration.

2. Account for discrepancies and propose design and budget alternatives to reconcile differences between cost and budget.

3. List and explain selection of cost data sources.

204.16 – Area Tabulation:

A. Indicate Net Assignable Square Feet (NASF) and Gross Square Feet (GSF) of all spaces.

B. Indicate amount by which programmed space exceeds or falls short of program.

C. Complete the Building Maintenance and Custodial Space Report.

1. Refer to Chapter 06 – Requirements by Space Type and Use.

204.17 – Value Engineering:

A. Assist the Project Representative in completing value engineering studies as required to evaluate design alternatives by comparing performance criteria with initial and operating costs, scheduling and load evaluations.

1. Value Engineering studies shall include a lifecycle cost to compare options.

204.18 – Operations and Maintenance (O&M) Criteria:

A. List design provisions that enhance and reduce the time and cost of operating and maintaining the facility when completed.

B. Describe the O&M requirements of the design.

C. Describe the inspections, monitoring, testing, maintenance and security processes.

D. Identify O&M critical activities most critical to satisfactory operations.

204.19 – List of Equipment and Long Lead Items:

A. List all long–lead time equipment, fixtures, systems, software or accessories for which procurement activity must be accelerated.

1. If long–lead procurement is planned to begin before completion of the Construction Documents, the A/E shall prepare bid package including but not limited to Drawings, Specifications, exhibits and schedules.

204.20 – Critical Construction Activities:

A. Prepare a list of critical construction and manufacturing activities that the Project Team shall observe and monitor during the Construction Administration Phase.

1.  These activities shall be identified in the Construction Documents.

2. Refer to Chapter 07 – Construction Evaluation and Administration.

204.21 – Independent Testing Laboratory Report:

A.  Provide a matrix indicating the type, quantity and quality of tests to be performed by an independent testing laboratory.

1. The matrix rows shall correlate to CSI MasterFormat 2018 divisions of work.

2. The matrix columns shall identify from left to right the following: CSI Division, CSI Division Title, System or material to be tested, type of test and quantity of tests.

B. The quantity of tests shall be identified as actual number of tests, not as a percentage of the work.

1. For each test, recommend whether the Special Inspector should serve as the quality assurance agent of the Project Representative or the quality control agent of the Contractor.

2. This information shall also be incorporated in the Consultant Cost Estimate.

a. Refer to Chapter 07 – Construction Evaluation and Administration.

204.22 – Contract Data Submittal Report (CDSR):

A. The Contract Data Submittal Report (CDSR) is a spreadsheet of all submittals required by the Project Specifications. This document is not part of the Bid Documents.

1. The CDSR shall be provided initially no later than the 60% Construction Document Submittal and amended for subsequent document submittals including the Issue For Construction.

2. The CDSR shall identify each submittal and acceptance required during the duration of the work from construction notice–to–proceed to final completion.

3. The Report format shall include the following in columns from left to right: Contract Specification Section Number, Paragraph Number, Submittal Description, Related Sections, Number of Copies, Format of Contractor’s submittal.

204.23 – Cut Sheets:

A. Cut Sheets shall be submitted via the Design Review process.

1. Contact Project Representative for guidelines regarding the Design Review process.

B. The cut sheets shall be for items currently available on the market during the specific design phase.

C. The Project Team shall be responsible and verify that the items specified are readily available up to the date the Construction Documents.

204.24 – Design Calculations:

A. Provide copies of all calculations from which design decisions were made. Identify design, demand and contributory loads.

1. Provide engineering load requirements, design criteria and assumptions made to determine sizes, capacities, etc. for all Systems.

B. Divide this section by design discipline.

1. Identify each page with the Project title and location.

2. Present calculations in clear and legible form with a table showing all design loads and conditions, formulas, and references.

3. Explain all assumptions, cross–references and conclusions.

C. Indicate the software and version used for design analysis by computer.

1. Include description of the analytical method, assumptions, theories, and technical formulas.

2. Source code or other proprietary information is not required.

3. Include input schematic diagrams, input data, output data in printed form and electronic file submitted digitally.

D. If a standard design or other design is being site–adapted and a Written Report exists, the analysis for the new Project shall include the material from the original analysis that was site–adapted, in addition to the revised analysis.

E. Describe all major Civil and Building Systems, including but not limited to: stormwater, traffic, mechanical, electrical, communications, structural, foundations, plumbing, life safety, fire suppression, security, fire alarm, fiber optics, communications, signage and any other required Systems.

1. Infrastructure Support Systems, Geometry, Loads, and Schedule:

a. Pedestrian and vehicle traffic patterns and volumes, emergency access, traffic controls

b. Utilities including electrical power, gas, sanitary, storm, water, graywater, communications

c. Life Safety including fire department access

d. Security including monitoring and police access

e. Egress during emergencies, egress loads contributed to other areas and Systems

2. Site and Civil Systems:

a. Landscaping area, irrigation loads and controls

b. Stormwater flow, stormwater management, floodplain impact/mitigation, snow removal/storage, erosion control, ground water quality, environmental controls

3. Building Systems:

a. Occupancy and area calculations

b. Structural load requirements by code

c. Hazard area diagrams and calculations

d. Code Analysis including Plan Drawings indicating new and existing occupancy types, occupancy numbers, exiting directions and load tabulations, egress widths and ratings of separations. This document shall be incorporated in the Drawings.

e. Soils and structural support analysis

f. Structural Systems analysis including vibration analysis

g. Mechanical Systems analysis including energy, noise and vibration analysis

h. Electrical Systems analysis including cathodic protection of utilities, heat gains, harmonics where necessary

i. Plumbing Systems analysis including roof drainage

j. Fire Suppression Systems analysis

k. Communications Systems analysis

l. Conveyance Systems

4. Provide Energy and Mechanical Systems Design Criteria Summary as follows:

a. Outside Design Conditions:

i. Summer – °F dry bulb, °F wet bulb, percent relative humidity

ii. Winter – °F dry bulb

b. Inside Design Condition for Each Zone:

i. Summer – °F dry bulb, °F wet bulb, percent relative humidity

ii. Winter – °F dry bulb

c. Supply Air Design Conditions (List both cold and hot deck conditions if applicable):

i. Summer – °F dry bulb, °F wet bulb, percent relative humidity

ii. Winter – °F dry bulb

d. Air Change Rate Special Occupancies:

i. Air Changes/Hour (ach) for outside air or mixed air

ii. Listing of areas with positive or negative pressures requirements

e. Filter Efficiency Each Occupancy:

i. Current MERV rating per ASHRAE Standards for each occupancy

f. Building Air Systems:

i. Supply Air:

a) Summer – Total Bldg cfm and cfm/sf

b) Winter – Total Bldg cfm and cfm/sf

ii. Laboratory – ach

a) Fume Hoods

b) Biosafety Hoods

c) Laminar Flow Hoods

d) Storage Cabinets

iii. Animal Rooms – ach

iv. Outside Air:

a) Minimum Ventilation – Total Bldg cfm and cfm/sf

b) Minimum Ventilation – cfm/Person

v. Economy Cycle – cfm

vi. Exhaust Air:

a) Minimum General – Total Bldg cfm

b) Toilet – Total Bldg cfm and ach

c) Economy Cycle – Total Bldg cfm

d) Fume Hoods – cfm per hood and Face Velocity at 12” Sash Height

e) Total Number of hoods and Total Number of fans

vii. Special Systems – Stack heights, filters, design requirements

g. Control Description: Each of the following Systems should have a sequence of operation description and a discussion of direct digital versus other Control System.

i. Air Systems

ii. Supply air (including hood make–up air)

iii. Return air

iv. Exhaust air

v. Room Control or Building Pressure

vi. Steam and Condensate

vii. Hydronic Heating and Cooling

viii. Domestic and Industrial Hot Water

ix. Compressed Air

x. Special (compressed gases, glycol, brine, etc.)

xi. Process Heating and Cooling

h. Flow Rates or Demand at Design Conditions:

i. Steam – lb/H

ii. Gas – cf/H

iii. Electricity – KW

iv. Chilled Water – gpm and tons, temperature supply/return

v. Hot Water Heat – gpm and Btuh, temperature supply/return

5. Each calculation shall include a list of the basic criteria, including design assumptions, current Office of the State Architect (OSA) adopted editions of applicable codes, standards and references.

a. List sources for major equations and computer programs.

b. Show the source of formula, equation, input data or assumption and derivation of all uncommon calculations.

c. The applicability of existing solutions to new problems shall be explained in writing before they are adopted.

6. Calculations shall be orderly and complete with enough sketches and notes so that the work can be understood.

a. Diagrams indicating data (such as loads, flows, voltages and dimensions) shall be included along with adequate details for nonstandard conditions.

204.25 – Calculation Quality Control:

A. Maintain a calculation quality control program that includes checking by a design professional whose qualifications are sufficient to originate the calculation. The checker shall not be the originator of the calculations.

B. Check calculations against the Design Drawing to verify whether they conform to specified configurations, dimensions, and materials.

C. Check calculations for assumptions, analytical methods, mathematical accuracy, completeness, compliance with design criteria, and the adequacy of design.

D. Initial and date each page of the original calculations after they are completely checked and all necessary corrections have been made. Attach initialed alternate calculations, if used.

E. When checking computer calculations, the checker shall check:

1. Project–specific programming for assumptions, program theory, compliance with the flow diagram and overall correctness.

2. Applicability of standard programs and the assumptions made for setting up the calculation.

3. All input data for correctness, as well as the application of output data.

204.26 – Revisions:

A. All parts of the calculation that are dependent on the revision shall be checked. Review the complete original calculation to determine which parts are dependent.

B. It is not necessary to recheck parts that are independent of the revision. Results of calculation revisions shall be distributed to all parties affected by the change.

C. Maintain records of original calculations that were revised by crossing them out and marking “SUPERSEDED” on the page.

1. Prepare new calculation sheets for all superseding calculations, except for minor changes where the designer may authorize a cross–out, initials the change and identifies it with a revision number on the calculation cover sheet.

2. Original calculations shall be kept in each discipline’s section of the Project calculation file in the Written Report.

3. Calculations shall be separated into groups: Preliminary, Final and Superseded and provided with an index.

D. The Project Team shall review all design calculations prepared by his group for technical adequacy and conformance with design requirements.

1. Preliminary calculations shall be reviewed and initialed by the responsible designer and clearly marked “PRELIMINARY”.

2. Final calculations, including computer calculations, shall carry the stamp, seal, and signature of the respective Consultant.

3. The Project Team is liable for the constructability and the function of the System designed.

204.27 – Appendix:

A. Provide each appendix with a title page and table of contents (index) and number pages consecutively for each appendix. Explain all assumptions, cross–references and conclusions.

1. Cost Estimates

2. Outline Specifications

3. Data reports

4. Product data

5. Conference minutes and correspondence relative to the design and referenced in other sections

211 – CONSTRUCTION DOCUMENTS PHASE – FINAL SUBMITTAL

211.1 – General Information and Requirements:

A. This submittal shall include all of the requirements set forth in section 205.

211.2 – Review by CSU – Final Review Meeting:

A. The Project Team shall schedule a meeting to review these documents with the Project Representative.

B. This meeting must be scheduled no later than 30 calendar days prior to the date shown in the Master Schedule for completing these documents for each Project.

211.3 – Documents:

A. Comply with requirements of the CSU Facilities Planning, Design and Construction Standards.

B. All Construction Documents shall comply with Project Agreement.

C. All design, drafting, coordination, dimensioning and cross references shall be complete and all code agency plan comments shall be resolved.

1. The Project Representative’s comments from all previous reviews must be incorporated into the Documents or otherwise addressed to the satisfaction of the Project Representative and University.

D. The Drawings shall be signed and stamped for this submittal. The quantity of original signature sets shall be determined by the Project Agreement.

211.4 – Specifications:

A. Comply with Chapter 04 – Drawing and Document Administration requirements including the submittal of the Data and Product Submittal.

B. The Specifications shall be in final draft format and shall be submitted per the Project Agreement.

C. The Project Representative’s comments from all previous reviews must be incorporated into the Specifications or otherwise addressed to the satisfaction of the Project Representative and University.

211.5 – Final Bid Document Package:

A. The documentation shall identify base bid, alternates, unit prices and applicable allowances and be submitted in a form acceptable to the Project Representative to allow the Project Representative to review and verify the Project Team’s estimated unit prices.