BYU INSTRUCTIONS TO ARCHITECTS AND ENGINEERS: …

BYU INSTRUCTIONS TO ARCHITECTS AND ENGINEERS

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BRIGHAM YOUNG UNIVERSITY

Instructions to Architects and Engineers

Part A – Project Procedure Guidelines Part B – Facility Programming

Part C – Design Part D – Bidding and Construction

Part E – BYU Specification Part F – BYU Standards of Design


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BYU Physical Facilities

TABLE OF CONTENTS

Instructions to Architects and Engineers .................................................................................... 5

Part A ....................................................................................................................................................... 5

Project Procedure Guidelines ......................................................................................................... 5

1.0 PROJECT PROCEDURE GUIDELINES .......................................................................................................... 6

1.1 Purpose ....................................................................................................................................................................... 6

1.2 BYU Project Design/Construction Contact Information .......................................................................... 6

1.3 Project Organization / Role Definitions ......................................................................................................... 6

1.4 Services Performed By Owner ........................................................................................................................... 7

1.5 Services Performed By Architect/Engineer (A/E) ..................................................................................... 8

1.6 A/E Design Team ..................................................................................................................................................... 9

1.7 Payment .................................................................................................................................................................... 10

1.8 Contractor Coordination .................................................................................................................................... 11

Instructions to Architects and Engineers ................................................................................. 12

Part B .................................................................................................................................................... 12

Facility Programming ..................................................................................................................... 12

1.0 FACILITY PROGRAM ..................................................................................................................................... 13

1.1 General ...................................................................................................................................................................... 13

1.2 Facility Program Content ................................................................................................................................... 14

1.3 Square Footage Guidelines ................................................................................................................................ 15

1.4 Use of the Facility Program during the design phases. .......................................................................... 17

Instructions to Architects and Engineers ................................................................................. 19

Part C .................................................................................................................................................... 19

Design ................................................................................................................................................... 19

1.0 DESIGN PHASE PROCESS ............................................................................................................................. 20

1.1 General ...................................................................................................................................................................... 20

1.2 Project Schedule .................................................................................................................................................... 20

1.3 Design Meetings ..................................................................................................................................................... 20

1.4 Design Documentation and Review Software ............................................................................................ 21

1.5 Design Phase Plan Reviews ............................................................................................................................... 21

1.6 Design Phase Budget Reviews ......................................................................................................................... 22

1.7 Submittal Documents Format .......................................................................................................................... 23

2.0 FACILITY DESIGN PRINCIPLES .................................................................................................................. 26


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2.1 General Design ....................................................................................................................................................... 26

2.2 Energy and Environmental Design................................................................................................................. 27

3.0 PROJECT START-UP ...................................................................................................................................... 27

3.1 Facility Program .................................................................................................................................................... 27

3.2 As-built Drawings ................................................................................................................................................. 27

3.3 Site Information and Verification ................................................................................................................... 27

4.0 SCHEMATIC DESIGN PHASE ....................................................................................................................... 28

4.1 Project Design ......................................................................................................................................................... 28

4.2 Engineering systems ............................................................................................................................................ 28

4.3 Furniture Coordination ....................................................................................................................................... 28

4.4 Room Numbering .................................................................................................................................................. 28

4.5 Schematic Design Submittal .............................................................................................................................. 28

4.6 Schematic Design Reviews ................................................................................................................................ 29

5.0 DESIGN DEVELOPMENT PHASE ................................................................................................................ 30

5.1 Project Design ......................................................................................................................................................... 30

5.2 Interior Design and OIT Coordination .......................................................................................................... 30

5.3 Engineering Coordination.................................................................................................................................. 30

5.4 Design Development Submittal ....................................................................................................................... 30

5.5 Design Development Plan Reviews ................................................................................................................ 31

6.0 CONSTRUCTION DOCUMENTS PHASE .................................................................................................... 32

6.1 Project Design ......................................................................................................................................................... 32

6.2 City Planning Approval ....................................................................................................................................... 32

6.3 Construction Documents Submittal ............................................................................................................... 32

6.4 Construction Documents Review .................................................................................................................... 33

Part D .................................................................................................................................................... 34

BIDDING AND CONSTRUCTION .................................................................................................... 34

1.0 BIDDING AND CONSTRUCTION COMMUNICATION ............................................................................ 35

1.1 BYU Planning and Construction Project Managers Roles ...................................................................... 35

2.0 BIDDING ............................................................................................................................................................ 35

2.1 Bidding Documents .............................................................................................................................................. 35

2.2 Bidding Procedure ................................................................................................................................................ 35

2.3 Bidders List .............................................................................................................................................................. 35

2.4 Pre-bid Meeting ..................................................................................................................................................... 35

2.5 Distribution of Plans and Specifications ...................................................................................................... 36

2.6 Questions/Clarifications .................................................................................................................................... 36

2.7 Addenda. ................................................................................................................................................................... 36

2.8 Substitutions ........................................................................................................................................................... 37

2.9 Bid Opening and Review .................................................................................................................................... 37

2.10 Budget Alignment Meeting (Value Engineering) .................................................................................. 37

2.11 No Conformance Set ........................................................................................................................................ 37

3.0 CONSTRUCTION ............................................................................................................................................. 38

3.1 Architect/Engineer's Agreement .................................................................................................................... 38

3.2 Communications .................................................................................................................................................... 38


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3.3 Construction Project Management Software ............................................................................................. 38

3.4 Pre-construction Meetings ................................................................................................................................ 38

3.5 Weekly Construction Coordination Meetings ............................................................................................ 38

3.6 Job Site Visits........................................................................................................................................................... 38

3.7 Contractor Redline Drawing Set ...................................................................................................................... 39

3.8 Shop Drawings and Submittals ........................................................................................................................ 39

3.9 Requests for Information (RFI) ....................................................................................................................... 39

3.10 Job Instructions (JI) .......................................................................................................................................... 39

3.11 Change Orders .................................................................................................................................................... 40

3.12 Substitution of Materials During Construction ..................................................................................... 40

3.13 Contractor’s Application and Certificate for Payments ..................................................................... 40

3.14 Mock-Ups and Color Approvals ................................................................................................................... 41

3.15 Project Review and Approvals (Punchlisting)....................................................................................... 41

4.0 PROJECT COMPLETION ................................................................................................................................ 41

4.1 Substantial Completion ....................................................................................................................................... 41

4.2 Record Drawings and O&M Manuals ............................................................................................................. 42

Part E BYU Specifications…………………………………...Separate Documents found in Specifications Software. Part F BYU Standards of Design……………………………………………………………………………..Still Being Developed BYU BTU Meter Requirements…………………………………………………………..………………………………………….………46 Energy Meter Transducer Detail – Face to Face Transducer Tap Installation Detail…………………………………47 Energy Meter Transducer Detail – Pipe Tap Section……………………………………………………………………………….48 BYU Water Meter Requirements …………………………………………………………………………………..………………………49 Knox Box………………………………………………………………………………………………………………………………………………49 Not In Contract (NIC) Items versus In Contract Items…………………………………………………………………………….50 Building Care/Custodial Design Requirements………………………………………………………………………………………53 General Building Storage Rooms……………………………………………………………………………………………………………55 Building Elevators…………………………………………………………………………………………………………………………………55 Window Cleaning and Maintenance Criteria…………………………………………………………………………………………..55 Door Hardware Design Process Requirements……………………………………………………………………………………….56 Provo City Plumbing Fixture Count Form……………………………………………………………………………………………….56 Mechanical VAV Box Design Detail…………………………………………………………………………………………………………57 Gross Square Footage Guidelines……………………………………………………………………………………………...……………58

Revisions: May 2020 – Plumbing Fixture Count Form May 2020 – Mechanical VAV Box Design Detail Update October 2019 - Update May 2018 – Complete Revision September 2016 October 2019 – General Revision November 2019 – Addition of Part F May 2021 – Gross Square Footage Guidelines (Updated 7/12/19) August 2021 – Design Development adjustments.


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Part A

Project Procedure Guidelines


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1.0 PROJECT PROCEDURE GUIDELINES

1.1 Purpose

A. This document has been developed for Architects and Engineers, hereafter referred to as A/E, who provide services for Brigham Young University Physical Facilities. Requirements, suggestions and recommendations contained herein are the product of many years of experience by BYU planning, construction and maintenance personnel. Where these instructions apply, strict compliance is required.

B. This document is designed to be used in connection with other documents prepared by Brigham Young University Physical Facilities. The A/E is expected to understand these documents and assure that their services and designs conform to the requirements. These documents include:

1 BYU Standard Forms and Agreements, such as:

a Architect’s Agreement b Letter of Agreement

2 Instructions to Architects and Engineers Parts A, B, C, D, E, and F (this document)

3 Building Information Modeling (BIM) Guidelines and Standards for Architects and Engineers

1.2 BYU Project Design/Construction Contact Information

A. Facilities Planning Department (801) 422-5504

Managing Director of Planning & Construction – Major Projects

Managing Director of Facilities Planning and Design – Campus Projects

Manager of Electrical Engineering

Manager of Mechanical Engineering

Manager of Civil Engineering

Project Programming

Planning Project Managers

Campus Structural Engineer

Landscape Architecture

Interior Design

Cost Estimating

BIM Manager

B. Construction Department (801) 422-5506

Director of Construction

Construction Project Managers

1.3 Project Organization / Role Definitions

A. Architect/Engineer (A/E): The A/E is the architect and/or engineer who is the prime contracted entity with BYU for a given project. They will often have architectural and/or engineering consultants to support the design needs of the project. The A/E shall coordinate all activities of its consultants. The A/E shall designate a primary point of contact Principal-In-Charge (PIC) at the beginning of the project to represent itself and its consultants. It is important to note that the A/E shall work under the direction of the BYU Managing Director of Planning and Construction – Major Projects (MDPC) as well as the BYU Design Project Manager during the design phase of the project and the BYU Construction Project Manager during the construction phase of the project. Representatives of the various departments on campus who will be the users of the building will often be active participants in the design process. However, the planning or construction project


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managers will provide direction on how to proceed with the design and construction. Direct communication with the users of the building is not to take place without the knowledge and consent of the MDPC. In no case is the A/E or its design team to proceed in making changes to the design without the direction of the Project Managers.

B. BYU Owner’s Representative: The official Owner’s Representative for all projects at BYU is the Assistant Administrative Vice-President for Physical Facilities. Approval by the Owner’s Representative is required for contracts and other stages of a project.

C. Planning Project Manager: The Managing Director of Planning and Construction – Major Projects (MDPC) is the primary point of contact representing BYU for the design team during the design phase. BYU Design Project Manager will be assigned to the project by the MDPC, typically at the beginning of design. They will coordinate the involvement of BYU personnel who will participate as part of the design team (including BYU engineers, designers, architects, shop representatives and user groups). All communications, including meetings and emails, throughout the planning and design phase between the design team and BYU personnel, BYU-hired consultants, or the contractor are to include the MDPC. The MDPC will be involved at a supportive level through construction completion as a support to the Construction Project Manager. The Design Project Manager will be more deeply involved during construction as support from a design perspective to the Construction Project Manager.

D. Construction Project Manager: The Construction Project Manager will be the primary point of contact representing BYU for the A/E design team and the contractor during the bidding and construction periods. They will coordinate inspections and help facilitate the process for BYU personnel, the A/E design team and the contractor. The Construction Project Manager is to be included in all communications, including meetings and emails, with BYU personnel, BYU-hired consultants, or the contractor during bidding and construction. The Construction Project Manager will often also participate in the design phase as project support to the MDPC and Design PM.

E. Preconstruction Services Contractor: If BYU selects a preconstruction services contractor for a project they will participate in the design phase. They will assist the A/E and owner with pricing and will prepare an independent cost estimate for each phase. They are also expected to help the design team with questions of construction schedule and constructability and fully participate in plan reviews.

F. Contractor: The contracted construction company for a project is based upon either hard bidding or a Pre-Construction Services Agreement which could but may not lead to a Construction Manager/General Contractor (CMGC) Agreement with BYU.

1.4 Services Performed By Owner

A. See the Architect’s Agreement.

B. Prepare and furnish to the A/E a written facility program as necessary, unless in contract scope of the A/E. The facility program defines the general nature, size, accommodations, and other requirements that are necessary to enable the A/E and design team to design the project.

C. Provide and pay for the cost of an accurate topographical site survey and geotechnical report, as may be required for the project. The MDPC must approve and coordinate all tests.

D. Provide an electronic copy of the campus site map with all site utilities for the project site and vicinity.

E. Provide the A/E with as-built drawings as they are available (as-built conditions are to be field-verified by the A/E).


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F. Give thorough consideration to all sketches, estimates, construction document drawings, specifications, proposals and other documents submitted by the A/E.

G. Inform the A/E of decisions within a reasonable time so as to not interrupt or delay the work of the A/E.

H. Coordinate necessary meetings and plan reviews involving personnel of Brigham Young University and the A/E.

I. BYU has an in-house estimator who is directly responsible and will be the sole estimator for the not-in-contract (NIC) costs for all projects.

J. Provide information developed by BYU personnel (including landscape architect, interior designers, Office of Information Technology (OIT) and special BYU-contracted consultants) in a timely manner, such that this BYU-provided information can be coordinated with and included in the A/E’s plans. Expectations for the timing of the BYU-provided information to the A/E are to be reviewed with the A/E and design team during regular design meetings. The established timeframe is to be agreed to by BYU personnel and the A/E design team and is to be reasonable for the work required and must work within the timeline established in the overall schedule.

K. Designate BYU Project Managers for both the planning and construction phases, and with whom the A/E is to interface throughout the term of the Agreement. See descriptions in previous section for Planning and Construction Project Managers.

L. Pay for fees, permits, etc. with necessary jurisdictional agencies.

1.5 Services Performed By Architect/Engineer (A/E)

A. See the Architect’s Agreement.

B. The A/E shall perform all necessary professional services in connection with design, engineering and construction. The Principal-In-Charge (PIC) is expected to be directly involved from the beginning of the project design to completion of construction. See Architect’s Agreement.

C. The A/E and their design team shall maintain confidentiality regarding projects performed for BYU. Unless written approval is given by the MDPC, the design team shall not provide any information regarding projects, including the project itself, to anyone, including other BYU personnel, jurisdictions, or any other member of the general public. Any project related information or images must have written approval prior to use in marketing. In no circumstance is information regarding project square footages or construction costs to be shared.

D. The A/E shall assemble a design team including all engineering and specialty consultants that are required to perform the necessary design services for the project. The A/E is to discuss with BYU and obtain approval of its consulting engineers and other consultants prior to signing all consulting Agreements.

E. Establish a schedule, and obtain BYU’s approval of such, at the beginning of the project. The A/E is ultimately responsible to manage all design phase work as it relates to the proposal and approved schedule for design, including all coordination efforts of all consultants and BYU personnel, as necessary to keep the project within the BYU-approved schedule. Any required modifications to the schedule must obtain approval from BYU MDPC.

F. Do all in its power to keep the project design within the BYU-approved budget. The A/E is to prepare, with assistance from their consultants, a cost estimate for each design phase submittal. BYU may also have additional construction estimates performed by its in-house estimator and the pre-construction services contractor (See Design Phases section, item 1.6 – Design Phase Budget Reviews). Comparison of each construction budget will be made with each design phase. Variations


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in the cost estimates will be compared and resolved by the overall team. When the project design is not aligned with the budget the A/E and design team shall propose modifications to the design as necessary to align the design with the budget.

G. Be familiar with all governing site and project conditions by visiting the site and reviewing applicable as-built drawings. As-built conditions, including dimensions, which affect the project shall be field verified by the A/E.

H. Be familiar with and be bound by BYU’s requirements set forth in the Architect’s Agreement and this document. Obtain from the MDPC the most current version of the documents referenced in section 1.1.B above at the commencement of design services.

I. Be familiar with the Instructions to Architects and Engineers, Parts A through D and coordinate with the design team to ensure all applicable standards are implemented into the design. The Instructions to Architects and Engineers are intended to guide the design to have BYU’s preferred standards, providing quality and consistency among the physical facilities at BYU. Professional recommendations by the A/E or its consultants which differ from the standards are welcome. The design team shall present their recommendations for consideration by BYU personnel as early as practical during the design phase. All deviations from the guidelines are to receive the expressed written approval from BYU MDPC. The A/E is still responsible to stay on Project Approved Schedule.

J. Attend regular design and construction meetings with the Planning and Construction Project Managers and other BYU personnel as may be requisite to gain a complete understanding of the project to enable the A/E to successfully meet the owner’s needs in the design. The A/E is to prepare an agenda in advance so that the owner can coordinate in advance the attendance of the appropriate BYU personnel. The A/E is to take minutes at these meetings and distribute them for review.

K. At all times during the conduct of this work, allow the drawings under preparation to be reviewed by BYU personnel, as requested.

L. All work or services required to be performed by the A/E are to be accomplished with due diligence, and according to the standards customary to the architectural/engineering profession.

M. Coordinate elements of the design with BYU personnel and/or consultants as required to facilitate the design of the landscaping, interior design, information technology and other elements of the project which are to be provided by the owner.

N. Coordinate the work of the design team in order to design the appropriate connections to the campus utilities and services, including heating/cooling, water and sewer, electrical, data, etc.

O. Ensure that all applicable building, construction, health, seismic, food services, and other codes, including zoning ordinances are in compliance. All municipal, state, BYU, or other agencies having jurisdiction over the building, documents, specifications or other aspects of the project are to be consulted by the A/E during project design. The A/E shall coordinate the submittal of all applicable documents for review and obtain the proper approvals, and shall assist BYU in its application for all necessary permits, etc. All applications to agencies on major projects and site-related projects, shall be coordinated and submitted through Mykel Davis, BYU Campus Architect.

1.6 A/E Design Team

A. The A/E design team shall include licensed professionals for all areas of design required for the project. The prime A/E may be an architect or an engineer, whichever is more appropriate to the project as determined by BYU.


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B. All consultant selections are to be approved by BYU MDPC and are expected to have the appropriate current professional licenses for the State of Utah.

C. The typical design team may include the following services, wherever applicable to the project. Depending on project size and schedule, some of these services may be performed by BYU personnel at MDPC’s discretion.

1 Civil engineering

2 Landscape architecture

3 Architecture

4 Structural engineering

5 Mechanical engineering

6 Fire suppression engineering (may be by same mechanical engineer)

7 Electrical engineering

8 Fire alarm system engineering (may be by same electrical engineer)

9 Interior Design

10 Lighting Design

11 OIT/AV Design

12 Acoustical Engineering

13 Food Services Design

14 Laboratory Design

D. Building automation controls consultant. BYU will hire a building automation controls design contractor to assist in the design process. This consultant is the same company that will provide the controls programming and hardware that is provided by BYU. The A/E team will be responsible for the mechanical engineering design including all sequencing, instrumentation diagrams and performance specifications. The A/E design team is expected to work with the controls consultant as the design is developed to ensure that proper documentation of contractor-installed items that are required to interface with the controls system. It is expected that the controls consultant is invited to project meetings as required for coordination and that their comments and recommendations are considered with the design.

E. Specialty consultants:

1 Specialty consultants may be required on projects involving special design requirements. The A/E is to recommend to the MDPC when it feels the services of a specialty consultant are needed for a project.

2 Specialty consultants may be hired by BYU or BYU may request that the A/E obtain the services of specialty consultants.

3 The A/E is expected to assemble a design team for all the required aspects of the design at the beginning of a project. When specialty consultants are brought on after the start of the project, fee adjustments, if required, will be negotiated.

4 For projects with auditorium acoustics, unusual sound or vibration isolation, or other related issues an acoustical consultant will likely be required. Other specialty consultants might include laboratory, audio/visual, kitchen, etc.

1.7 Payment


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A. Payment of A/E's fees will be made in accordance with the A/E's Agreement. Requests for these payments are to be submitted on forms furnished by BYU. These forms are also available in electronic format from BYU Facilities Planning.

1.8 Contractor Coordination

A. All communications between the contractor and the A/E design team are to include the Planning and/or Construction Project Managers, depending on the project phase.

B. Preconstruction Services Contractor

1 BYU may choose to bring a Pre-Con Contractor into the design process for preconstruction services in order to assist in meeting specific project goals (schedule, cost, specific construction type, etc.). When a Contractor is brought on in such situations, coordination with the Contractor is essential. The A/E shall work with the Pre-Con Contractor as part of the design team and coordinate drawings, specifications, and other information as needed so the Contractor can provide input on the cost, constructability, schedule, etc.

2 The A/E shall provide cost estimates for their design work. Having a Preconstruction Services Contractor in the design process does not change this requirement. The independent estimates prepared by the Contractor, the A/E, and BYU will be compared with each other to determine a probable cost of a project. The A/E is expected to design to the project construction budget.

C. Design-Bid-Build Contractor

1 BYU typically obtains competitive bids from an invited list of pre-qualified General Contractors. The A/E shall prepare drawings and specifications in order to obtain competitive and accurate bids. The A/E shall also perform all coordination during the bidding and construction periods as required.


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Part B

Facility Programming

BYU INSTRUCTIONS TO ARCHITECTS AND ENGINEERS FACILITY PROGRAMMING

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1.0 FACILITY PROGRAM

1.1 General

A. A facility program typically is prepared for all major construction projects to provide a written definition of a project. Depending on the project, the program may be prepared by the A/E in conjunction with BYU personnel or it will be provided to them.

B. A facility program is prepared by a programming team, composed of individuals assigned by the MDPC. The team will likely include designees of the BYU Facilities Planning Departments, select people who will use the building, and the A/E, if applicable.

C. The Programming team is to establish at the beginning of programming a schedule for completion of the facility program. Any schedule adjustments necessary require the approval of the MDPC.

D. Regular meetings will be arranged by the MDPC and the Design/Programming PM as the project requires and as deemed appropriate by the programming team. The A/E is responsible to prepare a meeting agenda to distribute three days prior to each meeting. The A/E is to take minutes. Meeting minutes are to be distributed to the programming team by email within two business days following the meeting.

E. The programming team is to establish specific goals that set the vision for the project.

F. Working with the MDPC the programming team will often work collaboratively with college and university stakeholders on issues of common interest as deemed appropriate. However, the project may be sensitive, and at times involvement of other groups may need to be limited depending on the project and its stage of development. The A/E works through the BYU design project manager.

G. For some projects, a trip(s) to other campuses or related facilities may be authorized for the study of buildings of similar function. If a trip is authorized, it will typically be taken before the building program is finalized, but after the general scope of the program is realized. The trip will be made with the A/E, selected BYU personnel, and preconstruction services contractor, if applicable. Reimbursable travel expenses are to be negotiated previous to the trip. Photographs and notes are to be taken by the A/E at each facility visited and distributed to the programming team.

H. A range of programming alternatives should be developed and analyzed by the programming team during the programming process. Program alternatives are to be evaluated based on the project goals, cost and other considerations and risks of each alternative.

I. The programming efforts are to analyze using S.W.O.T. Analysis Tools the considerations and risks related to each of the program alternatives. Potential risk reduction strategies should be explored for each identified risk associated with the project. These considerations may include, but are not limited to the following:

1 First and foremost, BYU administrative directives given as major project requirement. The MDPC can provide insight into these, as necessary.

2 The pedagogy of the college as it relates to the function of the facility;

3 The college or campus unit’s present and future needs including changing work processes and divesting conditions;

4 Projected costs;


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5 Potential site considerations

a Soil and grading conditions b Adjacency to other facilities or site features c Impact on historical significance of buildings affected or adjacent d Utilities (including impact on any existing building’s physical plant and

infrastructure as well as impact on the campus central plant utilities) e Hazardous materials and conditions (existing and those inherent with the project) f Impact on parking g Locations in relation to the campus utility tunnels. h City setback requirements

6 Life safety and Fire protection. Identify potential exposures to risk of loss of life, property, etc.

7 Impact on existing facilities affected physically or functionally. In cases of physical impact on existing facilities, the A/E shall be familiar with the structure and floorplans of the existing facilities. Impacts on existing facilities should also be assessed based on BYU’s record drawings.

8 Project’s utility needs and system alternatives

9 Project schedule, including design and construction

10 Potential contractor procurement processes

11 Associated demolition of existing facilities

J. The A/E shall establish a cost model for the selected programming alternative that includes all foreseeable costs including those associated with the identified project considerations and risks. The cost model is to include a contingency appropriate for the project and its stage of design development.

1.2 Facility Program Content

A. Special requirements for each individual project may be required. Specific needs of the project are to be established at the beginning of the project with the programming team.

B. The facility program is to include the following, at a minimum:

Statement of the justification of the project

Overall statement of vision for the facility

Specific goals of the project

Description of the pedagogy of the college and the effects that it has on the design and function of the facility and its spaces, as applicable.

Analysis of the considerations and risks associated with the project

Room-by-room description of facility needs including:

Recommended room sizes Recommended adjacencies Furniture/equipment

Proposed finishes Special requirements

Cost Model

Project Schedule (design and construction phases)


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Campus Site Analysis – Summary of existing utilities, infrastructure, grading, parking and other site conditions present at the proposed site(s).

1.3 Square Footage Guidelines

A. For the calculation and reporting of gross and net square footages refer to the BYU document titled Gross Square Footage Guidelines located at:

http://plantwo.byu.edu/space/gsf.pdf

Below is the Gross Square Footage Guidelines for reference. Please make sure that you have

the most up to date version:

Brigham Young University – Provo, UT

Gross Square Footage Guidelines

(Updated 7/12/19)

Purpose:

The purpose of this document is to provide guidelines for classifying types of structures and

maintain consistency in calculating the gross square footage of a building.

The definitions of structures and the calculation of square footage are based on the

“Postsecondary Education Facilities Inventory and Classification Manual (FICM)”

guidelines, but some differences occur. Please refer to the manual for additional detail and refer

discrepancies to the gross square footage committee. The FICM can be found at:

http://nces.ed.gov/pubs2006/2006160.pdf

For purposes of CES management of square footage, the Gross Square Footage Guidelines

contained herein should be used for square footage reporting.

Types of Assets

Structures – Buildings, Facilities and Infrastructure

A “building” is defined as a roofed and enclosed structure for permanent or temporary shelter of

persons, animals, plants, materials or equipment. Separate minor structures should be included in

the gross square footage totals if the following criteria are met; otherwise, they may be

considered facilities or equipment:

1. They are attached to a foundation or slab;

2. They are roofed and walled in at least 50%.

An institution’s building inventory should include buildings that are under the jurisdiction or

control of the institution’s governing board, regardless of their location.

A “facility” is a defined open air structure or an open area that is used for scheduled activities.

Please refer to #10 of Standards for Counting Building GSF below for additional facilities. Gross

square footage for facilities is not considered within the space neutral policy.

An inventory is maintained for scheduling and CNA.

http://plantwo.byu.edu/space/gsf.pdf

http://nces.ed.gov/pubs2006/2006160.pdf


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An “Infrastructure” is defined as a utility structure, whether it houses the utility source or

distribution system, that eliminates exposure to harmful or destructive environments outside a

building by providing protection for current and future utilities and systems. Gross square

footage is tracked if a utility is a source for campus or a source for a building. Gross square

footage is not tracked if it is considered part of the campus distribution system. Noted

exceptions: Gross square footage is included if the utility is housed in a “building.”

Property – General Site, Landscape Environment –Hardscape/Softscape

A “General Site” is defined as land improvements to property site ie: hardscape (roads, parking,

walk ways, etc.) and softscape (bed plantings, trees, growing, etc.). These additional assets are

used to add functionality and positive visual impacts. Gross square footage for General Site is

not considered within the space neutral policy.

Notes: Definition: Hardscape, or "hardscaping" consists of the inanimate elements of

landscaping, especially any masonry work or woodwork. For instance, stone walls, concrete or

brick patios, tile paths, wooden decks and wooden arbors would all be considered part of the

hardscape. But by extension, anything used in landscaping that is not part of the softscape can be

considered a hardscape element, including home accents such as water fountains and, yes, even

pink flamingoes!

Definition: Softscape comprises the animate, horticultural elements of landscape design, i.e.,

plants. Softscape elements are complemented by hardscape design elements, such as stone walls,

tile patios and brick walkways Gross Square Footage (GSF) Definition: The sum of all areas on

all floors of a building included within the outside faces of its exterior walls, including floor

penetration areas, for circulation and shaft areas that connect one floor to another. (FICM, 2006).

Basis for Measurement: Gross area is computed by physically measuring or scaling

measurements from the outside faces of exterior wall, disregarding cornices, pilasters, buttresses,

etc., that extend beyond the wall faces. Exclude areas having less than a 3-foot clear ceiling

height unless the criteria of a separate [minor] structure are met. (FICM, 2006).

GSF = Net Assignable Area + Net Non-Assignable Area + Structural Space

Points of interest for Counting Building GSF

1. Air Intakes: Do not include air intakes, even if they are accessible through normal means.

2. Balconies: Balconies are only included in gross and net square footage in housing areas where

they are part of the usable living space.

3. Columns & Wing Walls: Do not include columns, wing walls, space within wing walls or

structural members that project out from the face of an exterior wall

4. Docks: Include all docks in gross and net square footage whether covered or not. A room

number should be assigned.

5. Entryways: Do not include covered entryways or any covered driveway or walkway. Do not

include uncovered, walled entryways. Include covered walkways when they are the only access

to the building.

6. Inside Stairwells: Include inside stairwells on each floor through which they pass.


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7. Interior Shafts and Ducts: Include interior shafts and ducts on each floor through which they

pass.

8. Elevator Shafts: Include elevator shafts on each floor through which they pass.

9. Outside Stairwells: Do not include outside stairwells (even if covered). Outside stairwells are

only included if they provide the primary access to the building, such as the Housing areas.

10. Patios: Do not include patios, whether covered or not. Patios may be counted as facilities if

they meet the facility definition

11. Parking Structures: Do not include parking structures; these structures may be counted as

facilities. Enclosed areas within parking structures (rooms) can be counted, if it supports the

building, as net and gross square footage of buildings that they serve.

12. Roof Decks: Do not include any roof deck areas, incidental to building design and

construction, whether they are accessible and have guard rails or not.

13. Sheds, Storage Containers & Cargo trailers: Do not include sheds, storage containers and

cargo trailers designed to be temporary and relocated easily (without disassembly) that may be

roofed and enclosed, without a permanent foundation and without utility connections; these

structures are counted as equipment.

14. Tunnels: (A) Access - Access is restricted to only authorized personnel following authorized

access protocols. (B) Use – Campus distribution only, such as pipes, valves, vents, etc. May

include equipment pertaining to campus distribution systems (ie heat exchange, electrical

distribution, data distribution). No equipment for building systems or unrelated storage. (C)

Unfinished-Any tunnel or crawl space is typically unfinished.

15. Catwalks: Catwalks are designed to grant minimal access for equipment. They are not

counted in gross square footage.

End of Gross Square Footage Guidelines Document

B. Building Grossing Factors

BYU uses a number of standard building grossing factors for establishing space "budgets" which are used for setting initial construction cost budgets. BYU recognizes that some building designs require more public space than do other buildings. Allowances for this public space and additional circulation systems are included in the building grossing factors assigned to projects.

The total efficiency is a weighted average of all the space types in a building. The gross area includes mechanical and service spaces on mezzanines. Restrooms are typically in the grossing factor. As are many other building auxiliary spaces such as custodial rooms and closets.

1.4 Use of the Facility Program during the design phases.

A. The design team is to obtain and understand the Facility Program at the commencement of the design.

B. In the preparation of floorplans in all phases of the project--Schematic Design, Design Development and Construction Documents--the A/E is expected to make each room and facility conform reasonably well to the footages listed in the building program. At the end of each phase, deviations from the program requirements must have the approval of the MDPC before continuing the design.

C. Strict compliance with the total gross square footage of the building listed in the program is mandatory.


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D. Provide an accounting of the project's net and gross square footages utilizing BYU's guidelines and multipliers

E. See also the requirements listed under each design phase for specific requirements.


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Part C

Design

BYU INSTRUCTIONS TO ARCHITECTS AND ENGINEERS DESIGN PHASES

August 2021 20

1.0 DESIGN PHASE PROCESS

1.1 General

A. The A/E shall prepare drawings and specifications, which may necessitate additional specification sections not included in the BYU Standard Specifications, in accordance with the Facility Program requirements or in consultation with BYU MDPC. The following sections explain the expectations for development of the project throughout each design phase (Schematic Design, Design Development, and Construction Documents).

B. The Instructions to Architects and Engineers are to be used in conjunction with the process described hereafter in developing the design and to make sure that design items are submitted at the appropriate time for design and review.

C. At the completion of each design phase, project schedule, the drawings, specifications, cost estimate, energy analysis reports and other required submittal items will be reviewed as described below.

D. Specific needs of projects, including those with limited scope, may require modifications to design requirements. Specific written approval from the MDPC is to be obtained for any modifications to the requirements contained herein.

1.2 Project Schedule

A. The A/E shall prepare a proposed schedule for the design process outlining all phases through to the end of construction that includes the work associated with the BYU “not-in-contract” items. The schedule is to reflect adequate time for the following:

Regular design meetings for each design phase.

BYU plan review, budget review, and approval periods for each phase.

Campus Planning Use Committee (CPUC) approval (usually after Schematic Design, see Design descriptions)

Reviews by all applicable agencies having jurisdiction (city, state, health department, fire department, etc.).

Bidding period

Construction duration

B. The schedule is to be discussed in the first month of schematic design. The A/E shall make any adjustments deemed necessary in the design meeting and shall present the modified schedule for approval. The schedule is to be reviewed as the first agenda item at each meeting throughout design and construction.

C. If a contractor is part of the design team, its input is to be reflected in the timing of bidding, procurement and construction periods.

1.3 Design Meetings

A. Frequent consultation meetings (usually weekly) with BYU MDPC plus other invited BYU employees and the design team during the design phases are essential. Adjustments to the meeting schedule may be made when agreed to by the design team and BYU MDPC.

B. The A/E shall prepare and distribute an agenda a minimum of three business days prior to each meeting. For longer meetings where participation from separate groups is required at different points, the agenda is to provide estimated durations of each topic and a list of the required attendees. Refer to list of required BYU personnel. Obtain list from BYU MDPC.

C. The A/E shall attend and take minutes at each meeting. Meeting minutes are to be distributed by email to MDPC, and uploaded to the Bluebeam Project, within two business days following the meeting. Meeting Minutes are to record attendance, document action items (identifying completion


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date and responsible party), and document distribution of the meeting minutes. Action items include project related direction given to any project participant during the meeting.

D. The design team is expected to plan for meetings at the appropriate stages of design for coordination of the mechanical and electrical consultants with the building automation consultant hired by BYU. The meeting schedule should reflect these meetings and allow for enough time to make sure that the consultant is able to attend.

E. The BYU Office of Information Technology (OIT) is an active participant during all phases of the project. They will be an active participant during standard design meetings.

1.4 Design Documentation and Review Software

A. The design process is to be documented in a BYU-specified program, Bluebeam Revu. The A/E and its design team is expected to become familiar with and utilize this software for documentation and coordination throughout design and construction phases. The Bluebeam Project will be managed and controlled by BYU MDPC or appointed person.

B. All meeting minutes and plans and other documents used each week are to be posted and kept within a Bluebeam Studio Project.

C. All owner-provided information and files are to be posted by BYU within the project for use by the design team.

D. All design phase review submittals are to be posted within the Bluebeam project.

E. Design reviews will be completed through the use of a Bluebeam Studio Session, as well as hard copies of the document. The Bluebeam session and hard copies will be used to collect review comments from BYU personnel, consultants and the design team. The design team is expected to provide a response to every comment posted prior to the next submittal and review with the owner their responses.

F. Provide a single printed hardcopy of all documentation shown in design meeting to BYU MDPC at the end of each meeting in addition to all documents uploaded to the Bluebeam Project.

1.5 Design Phase Plan Reviews

A. Plan reviews are a critical part of the overall design process. The review process has been created to give valuable feedback to the A/E to reduce changes later in the design process or during construction, when changes are more difficult and costly to make.

B. Plan reviews are held at the completion of each phase (Schematic Design, Design Development and Construction Documents). The required documents for the submittal for each phase can be found in the phase descriptions to follow. The plan review submittal will not be considered complete until all listed items are posted to the Bluebeam project. Both plans and specifications, as well as any other items listed for the phase, are to be reviewed.

C. Each member of the A/E design team is expected to verify that its work is complete and coordinated prior to the submittal being turned in. BYU’s plan review process is not a substitute for the verification/coordination process required by all parties of the A/E design team.

D. BYU personnel, including designers, engineers, users, maintenance personnel and all persons directly concerned with the project, will review the submittals. See list provided with BYU plan review key personnel.

E. A plan review meeting will be held following the receipt of the submittal from the A/E. Plan review meetings are typically held on Thursdays. Plan reviews will typically allow for two-weeks of review time by BYU personnel prior to the meeting - coordinate with the BYU Design PM to schedule plan reviews. Plan reviews will not be held unless all required items are received at the beginning of the review period.


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F. The Instructions to Architects and Engineers including the BYU Standard Specifications and contains items that BYU expects to be included in the design of its projects. It also indicates in which phase(s) each item is expected to be addressed in for proper review. The Instructions to Architects and Engineers Parts A through F, shall be used as a tool to ensure completeness of the submittal. It will be used for evaluation of the submittal and will be reviewed in the plan review meeting.

G. The A/E, with collaboration from the BYU MDPC, shall prepare an agenda for the meeting with approximate times and topics, when reasonably known, so attendees may attend for specific topics. The agenda is to be distributed 3 days in advance of the meeting by BYU MDPC to all invited BYU personnel. See reference list of BYU key plan review personnel. A copy of the list may be obtained from the BYU MDPC.

H. The plan review meeting is to be conducted by the A/E (Principal-in-Charge).

I. The A/E and all consulting engineers are expected to be involved in the meeting. BYU requires a high level of involvement from all members of the design team.

J. Comments will be posted to the Bluebeam session during the two-week review period. Additionally there may be comments that come into the meeting from those that do not have access to Bluebeam. The A/E shall take notes of all comments received during the plan review meeting. Comments received in the meeting and not made directly in the session are to be recorded in the session and maintained as a record of all comments received. The documents, with all comments will be kept accessible to the design team and BYU personnel.

K. The design team is expected to follow up and make sure every item recorded is addressed appropriately in the project design. The design team is to mark each item as “completed” when it is addressed and the item is appropriately documented in the design documents. If the comment is not appropriate as stated in the comment the design team is to provide a response for why it is not able to be accommodated as stated. The MDPC and/or the Design PM will coordinate contacting the reviewer should there be any question as to the intent of the comment. The process of completing each of the items from the plan review is to be completed by the next plan review meeting. In no case will a subsequent submittal be accepted if this is not completed. The intent of this process is for the schematic plan review comments to be incorporated during design development and that this is follow up to the owner for each comment. That plan review comments from design development be picked up during the construction document phase of the design work. For comments received during the construction document plan review they are to be picked up prior to going out to bid. The intent is to not create large bidding addenda or even let the comments wait until the project is under construction which then may lead to numerous change orders.

1.6 Design Phase Budget Reviews

A. At each phase, a budget review meeting is required to review independent estimates prepared by the A/E, BYU’s estimator, and the preconstruction services contractor, if applicable.

B. The cost estimates are to be prepared independently but using the same set of documents which are submitted for the design phase review. A minimum of two weeks should be given to prepare the cost estimates. This is expected to happen during the 2 week plan review period, so as to be able to review the estimates during the phase plan review.

C. In order to keep the cost estimates consistent the following should be applied to all estimates:

1 Profit, overhead, bonds and insurance – these costs are to be determined as per the contract by the preconstruction services contractor if they are contracted to do the construction or they are to be determined by agreement with the applicable parties.

2 BYU Unforeseen Funding – Unless determined otherwise for the specific needs of the project the design and construction BYU Unforeseen Funding are to be calculated as the following percentages per the applicable phase.


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D. The budget review meeting may be held in connection with the plan review meeting.

E. If a project is determined to be over budget following the budget review meeting, value engineering will be done. The intent of value engineering is to find acceptable reductions in design standards and methods of construction. It is not to reduce the owner’s program requirements. It is expected that the design team will design to the construction budget as agreed to by the design team and the owner and included in the signed Architect’s Agreement. As various building schemes are presented and reviewed during the design meeting, the cost comparisons will be shared by the design team to ensure that all design ideas are affordable.

F. Approval to continue into the next design phase or into bidding will be made only after the project is determined to be in budget.

G. The A/E is responsible to keep the project in budget and on schedule.

H. BYU will estimate all NIC costs independently. NIC items are to be identified in the documents so that all estimating parties understand what is in the contract and what is not, so as to be clear on the scope of work to be included in the construction estimate.

1.7 Submittal Documents Format

A. Electronic Files:

Most files submitted electronically are to be PDF, RVT, DWG, and XLS. Verify any other format to be used with the MDPC and/or BYU Design PM.

Documents in digital format may be submitted via Bluebeam Project, email or other secure means of digital file transfer. For permanent record documents see Architect’s Agreement for requirements.

B. BIM models:

Electronic copy of the Revit file (RVT) as required by the Architect’s Agreement, Building Information Modeling (BIM) Guidelines and Standards for Architects and Engineers.


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Provide summary report from completed clash detection.

Per the Agreement, BYU retains ownership of the BIM model, as well as all items pertaining to the project.

C. Plans:

1 Electronic format (PDF)

Individual sheets named with the format “(sheet number)-(sheet title)”. For example: A101-Floor Plan, S201-Level 1 Framing, etc.

Combined file with bookmarks for each page. Bookmarks are to begin with the individual file name of each sheet as described above.

Detail and plan callouts are to be hyperlinked to the referenced drawing/detail. Files must be searchable PDF and not scanned images of pages.

2 Printed format

Please verify with the BYU MDPC the number of copies of full and half-sized sets that will be needed. Number of copies may vary by submittal. See Architect’s Agreement for BYU-approved printing company. The cost of printed drawings will be paid by the owner only when approved by the BYU MDPC.

3 For early design submittals (SD & DD) the sheet numbers and titles are to reflect the anticipated number and title of the drawing within the completed drawing set.

4 Cover sheet for all submittals must contain:

Approved BYU project name and BYU work order number. Submittal date. Name and contact information for key individuals including: BYU Planning and

Construction Department, Construction Project Manager, A/E, all consultants. Provide space for stamp and signature adjacent to each listed design professional.

Design Criteria Occupancy

All applicable building codes by name and year issued

Construction type

Gross Square Footage by Floor

Total Gross Square Footage

Project approval lines. Obtain list of individuals who will require an approval line from the MDPC.

Sheet Index (if sheet index is too large to fit in its entirety on cover sheet, move entire list to second sheet).

Campus map with project location

5 Site plans must include the following information where applicable:

An appropriate scale A north arrow Existing land contours with elevations Campus coordinates Outline of existing buildings Location of existing trees Outline of existing roads, sidewalks, curbs and gutters Slopes and cross slopes (with slope arrows and grade as a percentage) for all hard

surfaces Location and pertinent data about existing wells, springs, ditches, canals, culverts,

water mains, sanitary sewers, storm sewers, gas lines, electrical power lines, both buried and overhead, etc.

Location of proposed roads, sidewalks, curbs and gutters


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Location of proposed buildings or additions Proposed land contours with elevations

6 Not-in-contract items are to be included in the construction documents (as appropriate for the design phase submittal) and identified as owner-furnished/owner-installed (OFOI) or owner-furnished/contractor-installed (OFCI) so contractor is aware of all the not-in-contract scope of work and can plan on coordinating as necessary.

D. Project Manual / Specifications:

BYU Standard Specifications will be provided by MDPC at the start of the project. Do not

change without approval by the BYU MDPC.

1 Electronic Format (Master Spec or Speclink Format)

a Individual section files named with the format “(CSI specification section)-(section title)”. For example: “054000-Cold-Formed Metal Framing”.

b Combined file with bookmarks for each section as well as table of contents and division headers. Files may be separated into individual files for the major divisions if size is excessive.

c Files must be searchable PDF and not scanned images of pages.

2 Printed format

See previous

3 The format of the specifications is to conform to the "Construction Specification Institute (CSI) Manual of Practice,” most recent edition.

4 Include a general index sheet at the beginning of the project manual listing all specification divisions and sections in the document. Include all CSI divisions in the general index and indicate “not used” for each division that has no applicable sections. Also include an index of sections on the first title/index page of each division.

5 For large projects the project manual may be separated into two volumes. However, do not split major divisions in multiple volumes. Generally, architectural specifications would be in volume one and mechanical, electrical, and civil specifications in volume two.

6 Boiler plate documents (instructions to bidders, general conditions, supplementary conditions, etc.) will be provided by BYU. It will be the A/E's responsibility to include them in the project manual.

7 Specifications are to be written so that the work for each section may be bid separately by trade.

8 Open specifications with the contractor’s multiple choice are required. This means that the contractor is given three or more manufacturers to choose from, except for BYU-approved proprietary items. All of the listed manufacturers are to be approved by BYU personnel and the architect/engineer. The specifications must indicate that the contractor MUST base its bid on one of the manufacturers. The specified material or methods must be clearly stated (including all technical data, descriptions, manufacturers' names, catalog numbers, etc.) so that a contractor will have a complete understanding as to what it is required to bid on. The "or equal" or "approved equal" phrases MUST NOT be used. BYU MDPC will approve the list of multiple–choice items during the Construction Documents plan review. Any exception to the multiple choice rule for listing proprietary items must be approved by BYU MDPC.

9 The term "base bid" is understood to include all work contained in the construction documents, excluding any substitutes or alternates. The contractor is expected to bid on only those materials, equipment and methods that are contained in the construction documents.

10 The method for bidding substitutes is included in the BYU's Instructions to Bidders. Approvals of items not listed in the construction documents will be done only by addenda during the bidding period (See Bidding and Construction - Section 1.7 & 1.8).


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11 The construction drawings and the project manual/specifications are to correlate together to provide the information necessary for the contractor to know what to bid and how to properly construct the project.

E. Program Comparison:

1 Provide a square foot comparison showing the Facility Program square footages compared to the designed project square footages of the submittal.

2 Provide a program comparison for each room. Identify each room in a schedule format and include room number and name, program document facility number and name, program net square footage, designed net square footage, and amount over or under the programmed square footage amount. If departmental subtotals are included in the program, include them in the comparison schedule.

F. Cost Estimate:

1 A cost estimate based on area, volume or other unit cost is to be prepared and submitted. The estimate is to be as accurate as feasible with detail enough to match the level of detail of the design phase.

2 Costs are to include items listed on the room description pages of the Facility Program, if applicable.

3 The A/E’s estimate is to be independent of the estimates prepared by the preconstruction services contractor and the BYU estimate.

4 Include a design contingency appropriate to the design phase and project. Design contingency is to cover changes during the design phases only and therefore should be higher in programming and schematic phases and should be zero at the end of construction documents.

2.0 FACILITY DESIGN PRINCIPLES

2.1 General Design

A. Designs are to be timeless in nature and avoid trendy or faddish elements.

B. Facilities are to be economically efficient, have a consistent utilization of space, and accommodate the functions to be performed, including the programs of the religious functions of the facility, as applicable.

C. Facilities are to have a reasonable degree of flexibility, permitting reasonably foreseeable changes in future use.

D. Facilities are to be built with quality construction and materials and be designed to last for the life expectancy of the structure.

E. The design must comply with the items contained in the BYU Instructions to Architects and Engineers, parts A through F.

F. Facilities are to relate contextually in specific ways to the site. The design is to consider the outdoor spaces that are created with the building and its context. Elements of the building design are to facilitate landscape features.

G. Facilities are to contribute to the ambiance and beauty of the university campus.


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2.2 Energy and Environmental Design

A. It is anticipated that the design team will work with the owner to establish the minimum level of energy efficiency for the proposed building and systems to reduce environmental and economic impacts associated with excessive energy use. BYU is currently not striving to achieve LEED Certifications but are striving to design in a sustainable way that is responsive to cost considerations.

B. Building projects involving heating and/or cooling are to be designed to minimize energy consumption and optimize operating efficiency factoring in costs reduction ideas.

C. The A/E’s design team is to present energy saving proposals in the design meetings during conceptual and schematic phase.

D. A computer generated energy simulation model is to be provided that will create a representation of the anticipated energy consumption of the building. This can be done using any energy simulation software. It is expected that the energy model will be used to help evaluate schematic design schemes and that it will be used as a design tool to help create a high performance architectural design.

E. BYU values a tight building enclosure to prevent energy loss through the building skin and to prevent moisture related damage. All wall and roof types and building enclosure details are to be designed such that they include a continuous air barrier, vapor barrier, weather protection and efficient thermal layers. These details are to be reviewed during design meetings. During construction BYU regularly does inspections and tests, such as smoke and pressure tests, on the building enclosure, as part of building commissioning.

F. Any deviation from BYU standards/Instructions to A/E parts A thru F must be specifically approved.

3.0 PROJECT START-UP

3.1 Facility Program

A. The A/E is to obtain and become familiar with the project program, as applicable, and other related instructions/requirements from BYU (or if involved with programming, obtain approval of the project program and receive written direction to proceed).

3.2 As-built Drawings

A. The A/E is to obtain any applicable record (as-built) drawings from BYU and familiarize itself with the existing conditions. Field verification will be expected where possible to ensure the accuracy of the documents. Do not rely solely on as-built drawings for existing conditions. Any destructive field verification which may be required must be approved by the MDPC.

3.3 Site Information and Verification

A. BYU will provide a site survey showing elevations, contours, property lines, streets, easements, etc., together with pertinent data on all existing utilities including water, sewer, electricity, gas, etc. The A/E is to coordinate with BYU regarding the extents of the survey to include all of the information that is anticipated to be necessary for the completion of the design of the project.

B. If it is determined that geotechnical investigations are advisable, the A/E will provide the BYU civil engineer with a site layout plan indicating suggested boring locations. It is the owner’s responsibility to do a final determination on the boring locations. It will be the owner's responsibility to order and pay for the borings or test pits and subsequent mechanical, chemical or other tests, as well as to determine the location(s) on the site plans for any and all testing, etc.


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C. After receiving the project program and reviewing the as-built drawings the A/E shall visit the site with the MDPC and other BYU personnel in order to become familiar with all governing site conditions.

4.0 SCHEMATIC DESIGN PHASE

4.1 Project Design

A. In order to develop the most functional schematic plan, the A/E will typically develop several divergent conceptual design solutions to review with BYU personnel.

B. In working closely together through the schematic design phase, the A/E and BYU Administration will select one design scheme which is determined to be the most appropriate for the project.

4.2 Engineering systems

A. During schematic design the A/E design team is expected to evaluate possible structural, mechanical and electrical systems for the proposed building and discuss with the MDPC and others as invited to design meetings. This analysis may be used as one evaluation method in selecting the appropriate design scheme.

4.3 Furniture Coordination

A. Spaces are to consider the furniture that will be used in each of the spaces to make sure that dimensions of the rooms are appropriate. Coordinate with the MDPC and the BYU Interiors representative assigned to the project. Typical layouts are to be developed during the schematic design phase.

4.4 Room Numbering

A. When the project design is nearing completion of the schematic design submit the plans to BYU to develop the room numbers. The A/E shall submit plans with enough time to get numbers back from BYU (5 business days) and to incorporate into the plans prior to the Schematic Design Submittal. All submitted plans, schedules, etc. for the Schematic Design Submittal are to have the BYU numbering incorporated. Door numbering methodology will also be defined by BYU.

B. It is anticipated that some revisions will be made to the plans in later design stages which will require modification of some room and door numbering. All such revisions will need to be coordinated with the MDPC.

4.5 Schematic Design Submittal

A. Submission will not be considered complete until the following is completed and submitted to the MDPC.

B. Presentation Drawings and Images

1 A set of presentation drawings, including site plans, floor plans, elevations and critical sections are to be submitted to the MDPC in electronic format (PDF) as well as hardcopies.

2 For most projects a colored perspective rendering will be required. The A/E should discuss this requirement with the MDPC.

C. Electronic copy of the BIM model.

D. Schematic Plans

1 As a minimum the schematic design submittal must include the following:

a Code review summary for occupancy, building size, construction type, etc.


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b Demolition Plans (site and/or building), if applicable c Site Plan: A site plan showing the general shape of the proposed building and

location of adjacent buildings, streets, sidewalks, parking lots, utilities, etc. Utility tie-in locations must be indicated. Questions regarding site issues and survey information are to be directed to the MDPC.

d Floor Plan Drawings: Floor plan drawings in accordance with the program requirements, including room names and BYU room numbers for reference.

e Elevations and Sections: Schematic elevations and sections sufficient to indicate the scope of size, shape, volume, and materials.

f Exterior wall and roof types: Show all exterior wall and roof types comprising the building enclosure. Indicate materials, thicknesses, R-values, location of air/vapor barriers, etc.

g Structural: Structural drawings showing gravity and lateral load resisting structural systems, allowable floor and roof loads, approximate main framing member sizes and design criteria for wind and seismic design.

h Mechanical: Basic mechanical plans with information on equipment types, zoning, methodologies, redundancy measures, etc. Identify location of mechanical spaces and mechanical chases on plans. A minimum 4 offices (as applicable) to 1 VAV box is required.

i Plumbing: Identify main pipe chases and approximate sizes and connections to site utilities.

j Electrical: One-line Schematic. Rough lighting counts, fixture types and lighting design levels for all spaces. Identify location of electrical spaces and panels on plan. Identify OIT spaces on plans, including communication systems by BYU OIT.

E. Narrative Specifications

An outline specification or narrative (organized by CSI sections) which identifies, in broad scope, civil, architectural, structural, mechanical and electrical requirements.

F. Program Comparison comparing square footages and major attributes.

G. Cost Estimate is due within two weeks from the plan submittal date.

H. BYU Instructions to Architects and Engineers, Part C

Provide a completed, schematic-level checklist spreadsheet with all the items required for the Schematic Design properly addressed. Provide in XLS and PDF format. Explain any deviations from the BYU Instructions to Architects and Engineers, Part B as required in the appropriate location.

I. Energy Model summary report of schematic design. Reference BYU Instructions to Architects and Engineers.

J. Project Schedule (design thru construction phases)

4.6 Schematic Design Reviews

A. BYU Schematic Design Phase Plan Review: The review process is to be followed as outlined previously.

B. Budget Review: The Schematic Design Phase estimate will be reviewed during the plan review meeting.

C. Governing Agencies: The MDPC, and other invited BYU people may be involved in meetings with governing agencies. Discussion with any governing agencies are to be unofficial and documents are not to be given to the governing agency at this point. All projects may be considered confidential throughout the project for the design team and therefore approval by BYU Administration, through the MDPC, is required before discussed officially with Provo City or other agencies.


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D. BYU Campus Planning Use Committee (CPUC): Following BYU Schematic Design plan review the project design may be reviewed by this committee for approval.

1 If changes to the exterior are required per the review process, the changes are to be made by the A/E and approved by the MDPC prior to resubmitting.

2 Coordinate with the MDPC, the required drawings/images to be submitted.

3 If significant changes to the exterior are created through the design development stage, the design will likely need to go to CPUC once again at the discretion of MDPC for approval of the changes.

5.0 DESIGN DEVELOPMENT PHASE

5.1 Project Design

A. Following Schematic Design plan reviews and upon MDPC’s satisfaction with the documents, the A/E will be given written approval from MDPC to proceed with Design Development.

B. The project design is to continue to be developed according to the approved schematic documents and comments from Schematic Design plan reviews, the facility program, BYU Instructions to Architects and Engineers, and input provided in the regular project meetings.

5.2 Interior Design and OIT Coordination

A. Furnishings plans will be developed during design development. The BYU interior designer will coordinate with the applicable systems furniture vendors, the BYU MDPC, representatives of the architect of record, BYU OIT, and the consultant interior designers. The Interior Designers are not necessarily part of the Standard Agreement with the Architect. Often the owner will hire a separate interior design firm by a direct contract with them.

B. Defining finish materials and color selections will be accomplished during this phase, during standard design meetings. An interior designer from BYU will be assigned to the project, who will work closely with and provide guidance to the A/E. At BYU’s discretion a separate outside interior design consultant by be hired directly by BYU.

5.3 Engineering Coordination

A. Electrical: BYU electrical engineers will attend standard design meetings for project electrical coordination.

B. Building Automation Controls. The BYU-contracted Building Automation Controls consultant will review the schematic design documents during the review period. During design development this consultant is to be invited to project design meetings to coordinate with the design team’s electrical and mechanical engineers to determine the most appropriate building automation controls design for the project.

5.4 Design Development Submittal


B. Presentation Drawings and Images: Submit an updated set of presentation drawings and images if changes have been made since schematic submittal.

C. Electronic copy of BIM model and the clash detection report.


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D. Design Development Plans:

1 Drawings must incorporate responses from the Schematic Design review comments as well as reflect design refinements made during the design development phase.

2 Completed code review summary, including exiting plans, egress components, plumbing fixture counts, etc.

3 Detailed wall sections and building enclosure transition details (head and base of walls, material transitions, joints, etc.) in order to assess the design of the building enclosure.

4 Furniture, Furnishings, and Equipment Plans: include types (scheduled) and layouts (include associated primary and secondary (offices) data and power locations), window treatments (include motorized).

5 Completed finish schedule.

6 Civil, structural, mechanical, plumbing and electrical drawings:

a Civil: Symbol legend and abbreviations, site demolition plan, site plan, grading plan, paving plan, civil site utility plan, civil utility profiles and sections, and typical details.

b Structural: General structural notes; footing & foundation plans with all wall sizes and reinforcing shown; framing plans with all sizes shown; typical foundation and framing details; structural schedules; tunnel plans (if applicable).

c Mechanical: Mechanical plans (including demolition is applicable); HVAC plans with duct sizes; building mechanical controls plans, smoke evacuation plans (if applicable); snowmelt plans (if applicable).

d Plumbing: Demolition plans; plumbing plans; hydrology model; domestic water flow diagram.

e Electrical: One-line diagram; lighting plans showing layouts, switching, dimmable lighting conditions and controls; photometric plans; power plans including power and data outlets; OIT AV control station locations; special power requirements (voltage, phase, etc.); security and CCTV system plans; communications plans.

f Automatic Fire Suppression (sprinkler): Layout drawings (showing pipe sizing, system types, and capacity requirements), flow model calculations.

g Fire Alarm: plans showing device placement, panel location, emergency power coordination.

h OIT: Wiring diagrams, including data plans coordinated with the furnishings (furniture) plans conforming to OIT requirements.

i Elevators: plans showing cab dimensions and type of elevator.

E. Outline Specifications: The specifications are to describe the general type of material and equipment for each trade classification.

F. Program Comparison

G. Cost Estimate

H. Energy Model summary report: A complete energy model which incorporates building enclosure information from the building’s architectural design as well as the mechanical and electrical systems.

I. BYU Change Order Log with a report of how it has been incorporated into the Design Development documents. This change order log is a BYU provided listing of relevant repetitive changes from previous projects that will require your project to solve so as not to continue repeating the same change orders time and time again. This BYU Change Order Log is a work in progress and is yet to be ready for current projects.

J. Project Schedule (design through construction phases)

5.5 Design Development Plan Reviews


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A. BYU Design Development Phase Plan Review:

a. Budget Review: The Design Phase Budget Review is to follow the process outlined previously in this document.

b. Governing Agencies: Meetings with Provo City and other agencies having jurisdiction will be coordinated between the Architect of Record and our BYU representative assigned to have contact with Provo City and other Agencies.

c. BYU Campus Planning Use Committee (CPUC:. The exterior of projects are to be presented to Campus Planning to obtain their approvals. If significant changes to the exterior are made during the design development stage of a remodel project, the design will likely need to go to CPUC for approval of the changes if so required.

B. All project phases are considered confidential by BYU. The design team is to follow requirements of BYU Architect’s Agreement regarding confidentiality.

6.0 CONSTRUCTION DOCUMENTS PHASE

6.1 Project Design

A. Following Design Development Review and upon the MDPC’s satisfaction with the documents, the A/E will be given written approval to proceed with the Construction Documents phase.

B. The project design is to continue to be developed according to the approved design development documents and comments from Design Development plan reviews, the facility program, BYU Instructions to Architects and Engineers, and input provided in the regular design meetings.

6.2 City Planning Approval

A. Provo City: Following Design Development reviews and BYU Campus Planning approval, completed site drawings need to be prepared and submitted to BYU. Mykel Davis will submit these documents to the Provo City Coordinators Review Committee (CRC) for their approval of the project. The CRC may determine that a project will need to obtain approval of the Provo City Planning Commission and/or City Council. This will be scheduled by Mykel Davis.

B. Other Jurisdictions: For projects outside of Provo, Mykel Davis will coordinate with all jurisdictions and the design team.

6.3 Construction Documents Submittal


B. Electronic copy of BIM model and the clash detection report.

C. Construction Document Plans

1 Drawings incorporating all responses from the previous design development reviews and items discussed in design meetings. Please provide detail descriptions to BYU Project Manager on how all of the DD plan review comments have been incorporated into the CD set.

2 The submitted documents are to be considered 100% complete by the A/E design team and are to include all the drawings required to obtain competitive and accurate bids and for the construction of the project. Each drawing sheet should have been reviewed and coordinated by each design team member prior to submittal to BYU.

3 In addition to the required documents for construction, all not-in-contract (NIC) items are


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to be included in the set. A table of all NIC items shall be included in the set. These sheets are to clearly identify NIC items and must clearly state on the sheet, “THIS SHEET IS FOR REFERENCE ONLY – WORK SHOWN HEREIN IS NOT IN CONTRACT”. The reference sheets may include:

Landscape development plans Equipment plans Furnishings OIT required drawings (note recent changes where in some previously OIT

provided and installed items are now incorporated into the bid set.)

D. Complete Specifications

The specifications are to describe the general type and quality of material and equipment for each trade classification. (Note Instructions to Architects and Engineers Part F – BYU Standard Specifications)

Program Comparison

E. Cost Estimate (turned in later for the budget review meeting)

F. Program Comparison

G. Energy Model summary report

If revisions have been made to the architectural design or design of the building systems which would affect the energy performance of the project, a revised summary report must be submitted.

6.4 Construction Documents Review

A. BYU Design Phase Plan Review: The review process is to be followed as outlined earlier in the “Design Phase Process” section.

B. Budget Review: The Design Phase Budget Review is to follow the process outlined previously.

C. Governing Agencies: The MDPC, and possibly other BYU representatives are to be involved in all meetings with governing agencies. After all review comments have been addressed the completed construction documents (same as bid documents) are to be signed by the appropriate BYU representatives and submitted to the jurisdictions having authority over the project. The MDPC will coordinate the completion of the permit application to be submitted.


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Part D

BIDDING AND CONSTRUCTION

BYU INSTRUCTIONS TO ARCHITECTS AND ENGINEERS BIDDING AND CONSTRUCTION

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1.0 BIDDING AND CONSTRUCTION COMMUNICATION

1.1 BYU Planning and Construction Project Managers Roles

A. The primary point of contact during the construction phase is the Construction Project Manager.

B. Communications during the bidding and construction phases are to include both the BYU Construction PM and BYU Design PM.

C. The BYU Design PM is to be involved in reviewing and coordinating all changes to the construction documents. As such the BYU Design PM will be highly involved with any addenda, proposal request, or Change Order. The BYU Construction Project Manager, as the point of contact, will aid in the coordination of these and all construction related items.

D. The BYU Construction Project Manager will be the primary point of contact with the contractor(s) and is to be included in all correspondence between the contractor and any BYU personnel, including the trade shops.

E. No directions are to be given to the A/E or contractor by anyone without the involvement of the BYU Construction Project Manager.

2.0 BIDDING

2.1 Bidding Documents

A. The A/E shall coordinate with the Construction Project Manager and preconstruction services contractor, if applicable, for when to issue the construction documents (drawings and specifications) for bidding.

B. Obtain Instructions to Bidders and other boiler plate documents to include in the specifications from the BYU Director of Construction.

C. Construction documents issued for bidding must include:

1 Revisions from the BYU design phase plan review process. (Including SD, DD and CD comments)

2 Revisions from budget alignment (value engineering) meetings prior to bidding.

3 Revisions from the city or governing agency reviews, if available at time of bidding.

4 Bid breakdown forms for mechanical and electrical items.

2.2 Bidding Procedure

A. Information about the BYU bidding procedure is contained in the Instructions to Bidders (contact the BYU Director of Construction).

2.3 Bidders List

A. BYU will create an approved contractor bidders list. All correspondence distributed to contractors (pre-bid meeting minutes, responses to questions, addenda, etc.) are to be distributed to all companies on the list through the BYU Construction Project Manager.

2.4 Pre-bid Meeting

A. The A/E is to attend the pre-bid meeting with the bidders and BYU personnel. The meeting will be scheduled and conducted by the Construction Project Manager. The purpose of this meeting is to review the project including the schedule and answer any questions the bidders may have.


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B. Printed drawings and specifications may need to be prepared for distribution to contractors. Coordinate with Construction Project Manager.

2.5 Distribution of Plans and Specifications

A. Electronic format (PDF)

1 Drawings:

a Combined file with bookmarks for each page. Bookmarks are to begin with the individual sheet number followed by the sheet title. For example: “A101-Floor Plan”, “S201-Level 1 Framing”, etc.

b Detail callouts throughout the drawings are to be hyperlinked to link the user directly to the location of the detail callout.

2 Specifications:

a Combined file with bookmarks for each section as well as table of contents and division headers. Each bookmark is to be named with the format “(CSI specification section)-(section title)”. For example: “054000-Cold-Formed Metal Framing”. Files may be separated into individual files for the major divisions if size is excessive.

3 Coordinate with the Construction Project Manager the distribution of the drawings and specifications.

B. Printed format

1 See the BYU Architect’s Agreement.

2 Coordinate with the BYU Construction project manager the number of printed plans and specifications.

2.6 Questions/Clarifications

A. During the bidding period the A/E is to be the point of contact for all questions from bidding contractors and subcontractors. Questions from contractors are to be made in writing to the A/E and copied to the BYU Construction Project Manager.

B. The A/E shall coordinate all responses with the BYU Construction Project Manager and respond in a timely manner. All responses must be sent to the BYU Construction Project Manager and BYU Design PM to review. The BYU Construction Project Manager will distribute to the bidding contractors. The A/E shall not provide responses directly to any contractor and all responses are to be distributed in an addendum by the BYU Director of Construction and the BYU Construction Department.

C. All responses that require changes to the construction documents are to be made in writing and distributed to all contractors in an addendum.

2.7 Addenda.

A. During the bidding period, any and all additional instructions, clarifications, interpretations or modifications to the construction documents are to be made by written addenda prepared by the A/E, and/or the BYU Construction Project Manager. Addenda will be signed by the BYU Owner’s Representative (BYU AAVP, Physical Facilities).

B. All addenda are to utilize the BYU addenda form as the cover page that summarizes all revisions to the documents and identifies what sheets are affected. Typically the addenda will be prepared and issued electronically.

C. Drawing sheets that are modified by the addenda item are to have the full-size revised sheet(s) attached to the addenda. All changes to the drawings are to be clouded and marked with a revision triangle. All revisions are to also be indicated on the sheet’s titleblock in the revision summary with the corresponding character and revision date. Previous revision triangles and callouts, including the clouded areas, are not to be removed from the drawing or the titleblock. Revision triangles,


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callouts, and clouds are to remain throughout the duration of the project as a record of the changes that have been made to the drawings.

D. Attach all revised specification sheets to the addenda with the changes clearly identified. Show deleted items with a strike-through and show all additions in bold.

E. All addenda are to be distributed to the bidders by the BYU Construction Department.

F. No one is authorized to make any clarifications, interpretations, modifications or give any instructions to the bidders during the bidding period except by written addenda as described above.

G. If governing agency reviews are completed during bidding and revisions are required to the construction documents they are to be issued in an addendum.

2.8 Substitutions

A. The A/E is to work with the Construction Project Manager to review any requests by the contractors for substitutions of products and materials that are not included in the specifications. The process for requests for substitution as outlined in the BYU Instructions to Bidders, and included in the specifications, must be followed. Any substitution determined appropriate for the project must be approved and distributed as part of an addendum.

2.9 Bid Opening and Review

A. The A/E shall attend the bid opening and will work with BYU personnel to review the bids and the list of subcontractors.

2.10 Budget Alignment Meeting (Value Engineering)

A. If the bids are not within budget the project may require a budget alignment meeting. The A/E shall work with the design team, BYU personnel, and contractor to determine possible solutions to align the project with the budget (“value-engineering”). The A/E shall conduct the budget alignment meeting with the design team, contractor and BYU personnel in which possible solutions are presented and discussed. The possible solutions are to be presented with a discussion on the difference in scope or quality along with the potential cost savings and schedule impacts. The group is to determine which items are to be implemented which are in the best interest of the university and align the project with the budget.

B. Following decisions on which budget alignment solutions are accepted, the A/E shall prepare a summary of all revisions and indicate the construction document sheets and specification sections which are affected. The A/E shall make all corrections to the construction documents and specifications as necessary to document all the solutions selected. Drawing revisions are to be clouded and marked with revision triangles and specification revisions indicated in a post-bid addendum. The summary of revisions shall be signed by the A/E, the Contractor and the BYU Owner’s Representative.

2.11 No Conformance Set

A. BYU does not like to have conformance sets printed due to the possibility of missing and/or conflicting information. Unless deemed necessary by exceptional circumstances no conformance sets are to be produced.


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3.0 CONSTRUCTION

3.1 Architect Agreement

A. The A/E shall coordinate its services with the BYU Construction Project Manager during the construction stage of the project. All conditions of the Architect Agreement must be complied with.

3.2 Communications

A. All communication must include the BYU Construction Project Manager.

B. The A/E design team shall not give instructions directly to subcontractors. All instructions are to be directed through the prime contractor. All communications between A/E team and consultants (on-site, over the phone or via email) must include the prime contractor.

3.3 Construction Project Management Software

A. The A/E and its consultants are expected to utilize Bluebeam Studio for all project documentation and communication between the design team, the contractor and BYU. It will be used to help track RFI’s, JI’s and Change Orders, submittals, meeting minutes, observation reports, etc. The Construction Project Manager will set up the Bluebeam Project for use throughout construction. The Construction Project Manager may help with brief training to help the design team understand protocols for using the software if necessary. Email will be used in conjunction with the Bluebeam Project for notifications and other correspondence.

3.4 Pre-construction Meetings

A. The A/E is to attend pre-construction meetings with the contractor and subcontractors as required and outlined in the construction documents.

3.5 Weekly Construction Coordination Meetings

A. The A/E is expected to attend and conduct the weekly construction coordination meetings with the contractor and BYU personnel. The meetings are to review the current overall project schedule, a projected 3-week schedule of activities, and ongoing and new items of discussion. The contractor is expected to provide the schedule updates at each meeting. Submittals, RFI’s, Proposal Requests, and Change Orders are to be maintained current within the applicable folders within Bluebeam and reviewed at each meeting.

B. The A/E is responsible to take minutes and distribute them by email to the project team and attendees within two business days of the meeting. The minutes are to include all ongoing and new items of discussion, with each item indicating the date of discussion, who has responsibility for action and the due date. Meeting minutes may also contain observation reports by the A/E. Minutes are to be posted to Bluebeam and a notification sent out via email notifying the project team members when it is posted.

3.6 Job Site Visits

A. The A/E is to visit the job site weekly and observe the construction. This is usually to occur in conjunction with the weekly Construction Coordination Meetings so the job site can be walked along with the BYU personnel and contractor. The A/E is to write field reports itemizing its observations and submit them to the BYU Construction Project Manager and the Contractor. Specific items noted in the field reports which require correction are to be emphasized in the reports. When pictures are included, an adequate description of the location and the reason for each picture should be given.

B. The A/E is to also coordinate job site visits by its consultants during construction phases when work within their discipline is being performed. The A/E shall obtain, review and distribute field reports from its consultants following each visit to the site.


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3.7 Contractor Redline Drawing Set

A. The contractor is expected to provide and keep up-to-date a complete redline set of prints which are corrected daily to show changes from the original drawings and specifications. This set of drawings is to be kept on the work site. The location, size and kind of equipment, runs of all pipes, etc. should be recorded. Redline drawings are to be reviewed monthly by the A/E to confirm that they are being kept up to date. The A/E shall also verify that consultants are doing the same.

3.8 Shop Drawings and Submittals

A. The A/E design team and BYU personnel will review all shop drawings and submittals for conformance to construction documents. The submittals are to be posted by the contractor within Bluebeam. Any reviews by BYU personnel are made as a courtesy review and all comments are to be reviewed by the A/E. The Construction Project Manager will stamp the submittal indicating that BYU has completed its review and has made all comments or that BYU will not be performing a review so the A/E will know that BYU reviews are complete and the submittal review finalized. After the submittals have been reviewed by the A/E, the appropriate consultants, and BYU personnel the A/E shall post the submittals with all corrections noted and stamped “Reviewed”, “No Exception Taken”, “Make Corrections Noted”, “Revise and resubmit”, etc. to the appropriate folder and send out a notification to the contractor and BYU personnel.

B. Submittals are to be reviewed and returned to the contractor timely and within ten business days of receipt.

3.9 Requests for Information (RFI)

A. The A/E shall provide a timely response to RFI’s submitted by the contractor. Turnaround time should be as soon as possible or within five business days.

B. Changes in scope of the construction documents are not to be made in a response to an RFI.

C. RFI’s that require changes to the construction documents are to be followed up by a Proposal Request (PR). If an RFI requires a PR, the response is to indicate that the question is answered in the PR. The PR is to be attached wherever possible.

3.10 Proposal Request (PR)

A. Proposal Requests are used to transmit information on potential changes to the work called out in the construction documents and request associated pricing and scheduling impacts. The PR may be issued if the A/E team deems necessary, if an RFI requires modifications to the construction documents, or at the request of the owner.

B. The A/E is responsible to write the PR and shall include all information necessary for the contractor to verify the associated cost and schedule impacts (including details, sketches, plan revisions, etc.). Proposal Requests are mandatory for any revisions to the work described in the construction documents, with or without associated modifications to cost or schedule. BYU reserves the right to write and execute a PR if it is deemed necessary or prudent.

C. All required modifications associated with the potential change are to be addressed in the PR. Each PR is to address one unique condition as much as is reasonable. Multiple independent items are not to be lumped together in the same PR.

D. Job Instructions are to be completed on the BYU-provided PR form. PR’s are to be numbered consecutively for each project, beginning with number 001. If revisions are required after the PR is issued, the revised PR is to be issued with the original PR number followed by -R1, -R2 etc.

E. Each job instruction is to be reviewed and signed by the appropriate BYU personnel and signed by the A/E. The BYU Construction Project Manager will distribute to the Contractor.

F. Each PR item must include a summary of the changes on the PR form. Each item is to indicate the attribution of the revision (unforeseen conditions, design team error and omission, or owner


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request) along with a well described statement of the reason. Revised drawings and/or specifications or more detailed description of the changes may be attached as necessary.

G. The contractor will return the PR, with the contractor’s signature, accompanied by information outlining the necessary associated cost or schedule modifications. If additional information is required or the contractor determines that additional work not addressed in the PR is necessary, the A/E shall work with the contractor to provide the appropriate direction. Revisions to the PR may be issued as defined above. The Construction Project Manager will distribute the signed PR.

H. A Proposal Request is not an approval to proceed with changes. Only change orders are approvals to proceed.

I. Drawing sheets that are modified by the PR are to have the full-size revised sheet(s) reissued with the PR, in digital format. All changes to the drawings are to be clouded and marked with a revision triangle. All revisions are to also be indicated on the sheet’s titleblock in the revision summary with the corresponding revision number, PR number, and date. Revision clouds from previous revisions may be removed for clarity in showing revisions pertaining to the proposal request being issued. However, previous revision triangles and callouts are not to be removed from the drawing or the titleblock. Revision triangles and callouts are to remain throughout the duration of the project as a record of the changes that have been made to the drawings. The drawing changes will be made as part of the PR but will not officially become a revision to the drawings until it is completed as part of a subsequent change order.

3.11 Change Orders

A. Change orders are used to authorize changes to the construction documents or the contract amount. The BYU Construction Project Manager is responsible to write change orders. The A/E shall provide revisions to the construction documents as required.

B. The A/E shall sign the change order after thorough review along with the appropriate BYU personnel and the BYU Construction Project Manager will distribute to the contractor. The A/E is to sign the change order before BYU and the contractor showing agreement with the scope of the work and the associated costs and schedule impacts.

C. Change orders may be issued for one of the following circumstances:

1 Following a PR for which the cost and/or schedule impacts (as outlined by the contractor with the PR response) are deemed appropriate and the changes are in the best interest of the owner.

2 Following a request by the contractor to adjust the contract amount or schedule due to unexpected cost and/or schedule impacts caused by unforeseen conditions or circumstances.

D. All changes to the scope of work defined in the construction documents, with or without cost/schedule impacts, must be issued as a change order.

E. Each change order shall include a summary of the changes. Each item is to also indicate the attribution of the revision (unforeseen conditions, design team error and omission, or owner request) along with a well described statement of the reason. Revised drawings and/or specifications from the applicable proposal requests are to be attached.

3.12 Substitution of Materials During Construction

A. The A/E shall not authorize a change of material independently, without BYU's approval. Authorized changes must be described in a proposal request or change order and approved by the BYU Construction Project Manager and applicable BYU personnel.

3.13 Contractor’s Application and Certificate for Payments


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A. The A/E shall review and sign the Application and Certificate for Payments submitted by the Contractor and deliver with the certified amount indicated and A/E signature to the Construction Project Manager to process payment. The A/E shall review the completion percentages with each payment application and verify that amounts requested for all trades are appropriate to the best of its knowledge. Following receipt of the payment application signed by the A/E, BYU will make payment upon approval.

3.14 Mock-Ups and Color Approvals

A. The A/E shall give approval of the mock-up(s) when the construction, colors and finishes are completed satisfactorily. Final approval must also be obtained from the Construction Project Manager. The A/E shall prepare a response as with a submittal to be signed by the A/E and BYU’s Construction Project Manager and Design Project Manager.

3.15 Project Review and Approvals (Punchlisting)

A. The A/E with the involvement of its consultants are to perform a detailed review of the work at completion milestones on projects.

B. At a minimum these project reviews are to be done at the following completion milestones.

1 Above Ceiling: Above ceiling installations are to be punchlisted and repaired as necessary, then back punched prior to ceiling install.

2 Building enclosure testing

3 Substantial Completion

C. Depending on the size of the project, the building may be broken up into smaller areas to allow for completed areas to be reviewed and “punched” ahead of incomplete areas. This may include building exterior, site, and by floors or areas as appropriate for the project and as agreed to by the BYU Construction Project Manager, the A/E and contractor.

D. The A/E shall coordinate its field reviews, as well as those by its consulting engineers, with the contractor and the BYU Construction Project Manager.

E. The contractor is expected to have completed its own “punch-list” of items for each completion milestone and submitted to the BYU Construction Project Manager for project review by the A/E, its consulting engineers and BYU personnel.

F. The A/E shall generate with representation from the owner a “punch-list” of items needing correction. The A/E shall obtain all the lists from its consultants and BYU personnel to include in the “punch-list” given to the contractor. The combined “punch-list” is to have a space by each item for the contractor to initial and date when each task is completed or, if completed digitally, some other means for the contractor to sign off and date each item as they are completed.

G. After the contractor has signed-off and completed all the items on the “punch-list”, the A/E is expected to follow up and verify the work has been completed satisfactorily. The A/E design team, the BYU Construction Project Manager and BYU personnel will give approval of final completion..

4.0 PROJECT COMPLETION

4.1 Substantial Completion

A. Following the substantial completion project review, unless the work is rejected, the A/E shall execute a Certificate of Substantial Completion. The certificate is to be signed by the A/E, Construction Project Manager and the contractor. After the substantial completion review, the A/E


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will furnish a final “punch-list” of items to be corrected. The A/E, BYU Construction Project Manager and contractor will decide how much time is to be allowed for completion of the items and determine the appropriate dollar amount associated with the remaining work.

4.2 Record Drawings and O&M Manuals

A. Upon completion of the work, the record drawings are to be submitted to the A/E by the contractor. The A/E design team shall then make modifications to the original drawings to reflect the as-built conditions.

B. Within 90-days of the completion of the project and prior to final payment to the A/E, the A/E shall deliver completed record drawings with a letter of transmittal to the Construction Project Manager. This is to include the following:

1 An electronic copy of all drawings in searchable PDF format following file naming format previously described (2 copies of flash drive).

2 Autodesk Revit (buildings) and AutoCAD DWG (site only), both in latest versions of the software, as specified in the Building Information Modeling (BIM) Instructions to Architects and Engineers (2 copies of flash drive).

3 A searchable PDF copy of the project specification following file naming format previously described (2 copies of flash drive).

4 Printed copies of the complete as-built drawings and specifications.

a 1 full-size drawing set (loose sheets) b 1 set of specifications

5 One full size fully bound set of drawings and specifications to be submitted to the new building

through the BYU Construction Project Manager.

C. The A/E and its consultants shall review the Operation and Maintenance (O&M) manuals which are submitted to them from the contractor. They shall verify completeness of the items submitted per the specifications. Upon review and approval the O&M manuals are to be submitted to the BYU Construction Project Manager.


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Part F

BYU Standards of Design


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1. Miscellaneous Items:

The following pages contain information that does not fit sufficiently into the preceding Parts A thru E

of these Instructions to Architects and Engineers. The intent of this information is to provide specific

information to our Design Teams hired by BYU Physical Facilities on Major Projects to be included in

Bid Documents. Our intent is for the Design Team to use this information as provided without change

unless approved in writing by BYU Design Project Manager. This information has been well vetted by

BYU Physical Facilities Shops and others and describes with precision after much testing across campus

how we would like the element to be completed in the current project. We ask that this information

make its way into the design documents early in the process with the anticipation that we will be able to

see it implement even as early as the schematic design or design development phases of the project as

applicable. Below is an abbreviated table of contents of this Part of the Instructions.

Item: Page

BYU BTU Meter Specifications 46

Energy Meter Transducer Detail – Face to Face Transducer Tap Installation Detail 47

Energy Meter Transducer Detail – Pipe Tap Section 48

BYU Water Meter Specifications 49

BYU Sewer Meter Specifications 49

Knox Box 50

Not In Contract (NIC) Items versus In Contract Items. 50

Building Care/Custodial Design Requirements 53

General Building Storage 55

Building Elevators 55

Window Cleaning and Maintenance Criteria 55

BYU Door Hardware Design Process Requirements 56

Provo City Plumbing Fixture Count Form 57

VAV Box Detail 58


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2. BYU BTU Meter Specifications:

The BYU Construction PM will provide a two channel GE Sensing DF868 transit-time BTU Meter with

RTDs, RTD thermowells (1/2” MNPT, one for the Supply and one for the Return lines), flow transducers,

transducer Taps (3” and larger flow section only for “V path”), and Panadapta Plugs for the flow transducers

(1” MNPT installation details are attached; see pages 47 and 48 of this document).

Engineering drawings will recommend a location for the mounted meter and for the flow section. The flow

section shall be located in the side of the horizontal returning piping, downstream of any branch combines,

and free of any flow obstructions and fittings, before the system isolation valve. It shall have at least thirty

or more pipe diameters of straight pipe.

The Engineer will review relevant historical telemetry and confirm velocity with the BYU Construction PM

in advance. The BYU Design PM will work closely with the Director of Utilities Analysis to ensure that

this is completed correctly. The Engineer will specify and call out piping reducers in the beginning and end

of the flow section, if needed to ensure the peak design flow rate is at least 6 fps in the flow section.

(Flow Section 3” and larger Pipe, “V path”) The flow taps will be positioned with at least twenty pipe

diameters of straight pipe upstream and a minimum of ten pipe diameters of straight pipe downstream and

without any obstructions. The flow section shall be located downstream of any branch combines and before

the system isolation valve. The area between the flow transducers and two feet to each side, must also be

free of welds and couplings.

(Flow Section for less than 3” Pipe, “Face to Face”) The flow section will begin entering the branch side of

a horizontal tee, and then continue horizontally at least four feet to another horizontal tee, and exiting the

branch side of the downstream tee. The opposite face of the tees may require bushings to reduce to 1”

FNPT, to accommodate the 1” Panadapta Plugs. The flow section shall not be less than 1” nominal pipe

size.

The Supply RTD and adjacent thermometer shall be located downstream of the system isolation valve and

before any branch take offs. The Return RTD temperature sensor and adjacent thermometer must be

located downstream of the flow section and before the system isolation valve. All flow Taps, and RTD

Temperature sensors must have a minimum of 18” of clearance away from the pipe, for servicing and

maintenance of the sensors. The final placement and location is to be approved by the BYU Construction

PM in advance.

The Contractor will install a ½” FNPT tap for each RTD Thermowell, and 12” adjacent a ¾” FNPT tap for a

thermometer thermowell by each RTD. The Contractor will install the supplied RTD and thermometer

thermowells, the flow taps and Panadapta Plugs per the installation detail, provide a pull box within three

feet of each RTD temperature sensor and flow transducers, with 1” EMT conduit back to another pull box

within three feet of the designated meter mounting location. The Contractor will also provide a 120 VAC

15 Amp dedicated circuit to a pull box within three feet of the designated meter mounting location. The

Contractor will provide a pull box within three feet of the designated meter mounting location, with a ¾”

EMT conduit from the nearest HVAC control panel having MODBUS available. The Contractor will

provide and install thermometers adjacent to but not closer than 6” of each RTD.


August 2021 46

TEE SIDE BRAIJM M1Y BE ROTATEO IS NEEOEO

REOUCING BUSHING IF NECESSARY

1" FfiPT

PiPE uNE si

DO NOT LOC1TE TEMPERATURE SENSORS OR THEPMDMETERS OR OTHEP OBSTRUCTIONS IN MIS SECTION

MUST USE F1CE TD F1CE INSTALMTION DET1IL FOR PIPE SIZES LENS THAN 3"

HORIZONTAL INSTALLATION 0 ILY

SPACING kIUST BE AT L£AST 40 PIPE DIAI4ETERS IND NO MORE TFIAN 120”

SIDE BRANCH MAY BE ROTATEO IS

REOUCING BUSHING IF NECESSARY

1’ FNPT

FACE TD FACE TRANSNJCER TAP INSTALLATI OETAIL '

I


August 2021 47


August 2021 48

3. BYU Water Meter Specifications:

Small Diameter Meters (5/8” to 1”):

Water meters in small diameter applications (5/8” to 1”) must follow ANSI/AWWA Standard C-700 and C-

710 for accuracy and pressure loss requirements. Small diameter applications will use Sensus iPERL water

meters with 6ft+ TRPL 3-wire connection. All meters will be programmed to a 1 gallon resolution.

Commercial Meters (1 ½” to 3”):

Water meters in commercial applications (1 ½” to 3”) must meet most recent revision of AWWA Standard

C701 class II Standards. These applications will use Senus Omni T2 Meters with 25ft+ TRPL 3-wire

connection. All meters will be programmed to a 1 gallon resolution.

Large Diameter Commercial Meters (4” to 10”):

Water meters in commercial applications (4” to 10”) must meet most recent revision of AWWA Standard

C701 class II standards. These applications will use Sensus Omni T2 Meters with 25ft+ TRPL 3-wire

connection. All meters will be programmed to a 10 gallon resolution.

With any water meter the contractor will supply a ½” conduit and any necessary pull boxes will be provided

from a location with 18” of the meter to a location at between 36” and 48” above grade on the outside of the

building. This conduit shall include a shielded 3 conductor 22 gage cable with an extra 5’ at each end.

4. BYU Sewer Meter Specifications:

Contractor to provide a NEMA 4X Encloser 18” x 18” x 6” with twist latches. A 100 W strip heater with

thermostat to prevent freezing. A Palmer Bowles Flume installed per manufacturer’s specifications. A 1”

conduit between flume manhole and meter enclosure location, and power to a GFCI outlet inside of the

enclosure and to the space heater inside the enclosure. Locate outlet and space heater on the left side,

inside the enclosure. Locate enclosure with top 60” above finished grade in accessible exterior location,

and with the hinge to the left side. Leave at least 12” of access space on the right side, outside of the

enclosure. Owner to provide and contractor to install transducer mounting bracket. BYU Construction PM

will coordinate with the BYU Utility Shop to install the BYU provided sewer meter inside of the enclosure

and the transducer in the mounting bracket.

The Owner will provide and install a Siemens MultiRanger 200 with order code 7ML5033-2AA10-1A open

channel dual point level, volume and flow meter for use with the Palmer Bowles flume with digital display,

integral Modbus, data-logging, relay output, 4-20 ma output, RS232 and RS 485 serial ports, 110 VAC,

60Hz, and instruction manual. Siemens ultrasonic transducer for level measurement model XRS-5, with

built-in temperature compensation and 30 m cable with order code 7ML1106-1CA200A. Submergence

shield kit with order code 7ML1830-1BH.

Owner will provide and install a transmitter on the outside right side of the enclosure wired to the meter.


August 2021 49

5. Knox Box:

From an email stream dated March 26th 2019 between Chris Hendrickson, BYU Campus Fire Marshall and

Ray Bernier.

“Ray, We have an agreement with Provo City Fire that we do not need to provide know boxes on our

campus buildings because we have security available 24/7 to provide the fire department access. Reading

this email thread it looks like we are talking about West View Building, so no knox box is needed. If we

ever build something away from the main campus then we may need to consider adding one.” Signed Chris

Hendrickson, Fire Marshall, Brigham Young University.

6. Not In Contract Items versus In Contract Items:

There are a series of items that are purchased on Major Projects that are Not In Contract (NIC). Below is a

listing of many of these items. Some are Owner Furnished/Owner Installed, (OFOI). Some are Owner

Furnished/Contractor Installed, (OFCI). Occasionally we may also have some items that are Owner

Furnished and assigned to the Contractor to Install (OFCI).

1. Diaper changing stations OFOI

2. AED Cabinet – Cabinets are in contract. CFCI

a. AED Cabinets are Zoll AED Cabinets from Industrial Supply model number #8000-0855. Be

sure to specify the alarmed cabinets. Sales rep is David Scott; 801-885-2008 cell and email

address is [email protected]. Either the surface mounted or semi-recessed cabinets are

approved depending on location. They come in either stainless steel or white.

3. AED Equipment are NIC OFOI

a. AED is a Zoll AED Plus.

4. Design Fees are NIC.

5. All Printing Costs deemed owner expenses are NIC.

6. All Building Permits, Connections and Impact Fees are NIC.

7. All Sub-Contractor Bonds are NIC.

8. Asbestos and Hazardous Materials Abatement are NIC.

9. Testing and Special Inspections are NIC.

10. Site Surveys are NIC.

11. Geotechnical Reports are NIC.

12. Top Soil and Finished grades are NIC. OFOI

13. Planting and Irrigation are NIC. OFOI

14. On-grade Landscape Pavers with sand base are NIC. (confirm based on project). OFOI

15. Signage – Interior and Exterior are NIC. OFOI

16. Podiums, Equipment Cabinets, with mounting hardware, etc. OFOI

a. Electrical power and rough in are in contract. CFCI

17. Audio/Sound Reinforcement with mounting hardware, etc. OFOI


18. Projectors, Projection Screens with mounting hardware, etc. OFOI


19. Flat Panel Displays and Digital Signage with mounting hardware, etc. OFOI


20. CCTV Cameras with mounting hardware, etc. OFOI


21. Smart Boards and Interactive Marker Boards with mounting hardware, etc. OFOI

mailto:[email protected]


August 2021 50


22. Toilet Paper Dispensers are NIC OFOI

23. Restroom Mirrors are in contract. CFCI

24. Other Mirrors are NIC. OFOI

25. Sanitary Napkin Dispensers are NIC. OFOI

26. Sanitary Napkin Disposals are NIC. OFOI

27. Paper Towel Dispensers are NIC. OFOI

28. Liquid Soap Dispensers are NIC. OFOI

29. Shower Curtains are NIC. OFOI

30. Shower Curtain Rods are in contract. CFCI

31. Mop Racks, Equipment Racks and Hangers are NIC. OFOI

32. KV Type Adjustable Shelving are in contract. CFCI

33. Window Treatments – Blinds and Shades are in contract. CFCI

34. System Furniture are NIC. OFOI

35. Movable Furniture and Seating are NIC. OFOI

36. Fixed Seating in Auditoriums and Meeting Rooms are NIC. OFOI

37. Carpet and Carpet Base are NIC. OFOI

38. Luxury Vinyl Tile (LVT) is NIC. OFOI

39. Rubber Base is NIC. OFOI

40. Hardwood Flooring Systems and Wood Base are in contract. CFCI

41. Fixed Dock Equipment (dock bumpers, dock levelers, etc.) are in contract. CFCI

42. Portable Dock Equipment (manlifts, dolleys, etc.) are NIC. OFOI

43. Door Hardware are typically in contract. CFCI

44. Lock Cylinders and Keying are NIC. OFOI

45. Pavement Markings are NIC. OFOI

46. Mechanical Controls Hardware are Owner Furnished and Contractor Installed. OFCI

a. Both systems and terminal units by either Atkinson or Johnson Controls depending on type of

project and as directed by the Owner.

47. Mechanical Raceway is in contract. CFCI

48. Mechanical Controls Programming are NIC. OFOI

a. This is done by either Atkinson or Johnson Controls depending on project as directed by Owner.

49. Moving Existing Equipment is NIC. OF

50. High Temperature Hot Water Control Valves are Owner Furnished/Contractor Installed. OFCI

51. High Temperature Controls including panels and sensors are NIC. OFOI

52. BTU Meters unless Dominion Service are Owner Furnished/Contractor Installed. OFCI

53. BTU Metering including panels and sensors are NIC. OFOI

54. BTU Metering wetted taps are Owner Furnished/Contractor Installed. OFCI

55. BTU Metering – Conduit is in contract. CFCI

56. All Data Pathways, Termination Boxes, Cabling, Terminations to Wall Plates and Patch Panels

including the Warranty are in contract. CFCI

57. All Data Racks are in contract. CFCI

58. All Cable Tray are in contract. CFCI

59. Wireless Access Points are NIC. OFOI


60. Emergency Generators are in contract. CFCI

61. Directory Display Cases are NIC. OFOI

62. Building Directory are NIC. OFOI


63. All AV Systems are NIC. OFOI



August 2021 51

64. Dust Collection Systems and Dust Collection Ductwork and Fittings are in contract. CFCI

65. Air Compressors and Plumbing of Air Lines, Terminations and Couplings are in contract CFCI

66. Cable Pass Systems complete, Terminations, Wall Racks, Cable Hangers, Wall Plugs, Intumescent Bags

are in contract. CFCI

67. Acoustical Curtains, Banners, Tracks, Motors, Wiring, Controls, etc. are in contract. CFCI

68. Equipment Hoist Beams are in contract. CFCI

69. Hoists and Trolleys are NIC. OFOI

70. Lockers are in contract. CFCI

71. Vending Machines are NIC. OFOI

72. Microwaves are NIC. OFOI

73. Time Clocks are NIC. OFOI


74. Time Clocks that are battery powered are in contract. See Specifications for clock type. CFCI

75. Time Clocks that are hard wired to Bell System are in contract. CFCI

76. Fire Extinguisher Cabinets and Extinguishers are in contract. CFCI

77. 800 MhZ Radio Reinforcement is NIC. OFOI

End of list.


August 2021 52

7. Building Care/Custodial Design Requirements:

Recently BYU has changed the name of BYU Custodial to BYU Building Care. This document will use

this terminology going forward.

Main Building Care Closet:

A main building care closet is to be located near the building care office and convenient to the service/dock

entrance. The room should be 9-feet x 10-feet. On buildings larger than 150,000 g.s.f., one additional 9

feet x 10 feet room with these requirements are to be provided. The room is to be designed with the same

requirements of the standard building care closet as well as a cleaning agent dispenser. The cleaning agent

dispenser is to be installed by owner above the sink at 5 feet above the finished floor and on the wall

adjacent to the mixing valve installed by the contractor. At 5 feet above finished floor provide an electrical

outlet and water source for the dispenser. These closets do not need a finished ceiling and are to be open to

structure. See diagram for layout of room below.

Building Care Closets:

Building Care closets measuring 6 feet by 8 feet are to be located on each floor of 15,000 g.s.f. or less. On

larger floors, there shall be one closet for each 15,000 g.s.f. of floor space. If the length of a building

hallway exceeds 250 feet in length then one of these closets shall be located near each end of the hallway.

The larger 9 feet by 10 feet main building care closet may be substituted for one of these. These closets do

not need a finished ceiling and are to be open to structure. The doors to these closets are to open outward.

Each closet shall have a floor drain. Each room shall have a ceramic mop sink not smaller than 2 feet by 3

feet and mixer type faucet with vacuum breaker mounted 2 feet above the sink. The two walls that form the

corner for the mop sink shall have ceramic tile or stainless steel sheets or solid surface from the top of the

sink to 48 inches above the finished floor and extending a minimum of 4 inches past the edge of the sink.

All seams are to be sealed against water intrusion. The closets’ finished floors are to be the same elevation

as the adjacent hallways. Hanging equipment racks and shelving are Owner Furnished and Owner Installed

for the storage of supplies and tools. HVAC systems shall exhaust to the exterior. This room should be

negatively pressurized to the rest of the building. Provide 14 inch double hook KV bracket shelving on one

wall. Shelves are to be edge banded with plywood. Coordinate with the BYU Design PM for the placement

of the shelving who will invite representation from BYU Building Care to provide guidance on room

design. These rooms are to be independent from any electrical or systems panels or main mechanical

systems including fire sprinkler standpipes, etc. Access to any building main infrastructure systems are not

to be accessed through these rooms including telephone equipment and rooms, electrical equipment or

rooms, fire alarm panels, pipe chases, duck chases, etc. Main lighting in the room shall have a lens covered

light. No exposed lamps. A minimum of 2 120 outlets shall be designed and installed in these rooms at

locations other than below the shelving. Building Care rooms are not designed for general building storage

including the storage of building materials, chairs and tables, etc.

Building Care Bulk Storage Rooms:

Each major new building of approximately 40,000 g.s.f. or more shall have one building care bulk storage

room of at least 200 s.f. in addition to the Building Care closets and main closets. The Bulk Storage room is

to be located adjacent to the Building Care Office.

In buildings of 150,000 g.s.f. or more an additional bulk storage space of at least 100 s.f. shall be provided

for each additional 75,000 g.s.f. This additional space may be part of the same room or as an additional


August 2021 53

room. Locate the bulk storage space, the main office and the main building care closet near the building

dock area as well as an elevator. Provide at least three duplex outlets on three dedicated circuits for

charging large equipment. These rooms do not need a finished ceiling but may be open to structure. The

light fixtures are to have lens. These rooms are to be exhausted to the exterior and negative pressured.

These rooms are not to include electrical panels, plumbing systems for the building including fire sprinkler

standpipes, etc. Access to other support spaces are not to go through these rooms. These rooms are not for

the storage of other building materials or general building storage including storage of chairs, tables,

mechanical filters, etc.

Building Care Office:

One Building Care Office of 120 s.f. is to be located in each major building over 40,000 g.s.f. near the

service entrance/ dock area. The office will require a time clock, computer and phone terminals. Design

will include at least office furniture for one person and interviewing area with 3 chairs. The HVAC to this

room is to be similar to other offices in the building. The finish in this office is to be similar as to the

finishes in other offices in the building. In new buildings that exceed 150,000 g.s.f. one additional office

space of at least 80 s.f. shall be provided. This smaller room is to have space for a desk and chair for one

person to use the office. An additional visitor chair to be provided. All the other attributes of this office is

similar to the 120 s.f. offices in the building.

Building Care Equipment Room:

In buildings exceeding 150,000 g.s.f. one Building Care Equipment Room shall be provided for the holding

of large building care equipment such as floor scrubbers, carpet shampooers and wide track vacuums.

Other buildings of smaller square footage than 150,000 g.s.f that have large opens spaces such as athletic

floors, large exhibit and meeting spaces, etc. may require a building care equipment room. The BYU

Design PM is to help coordinate with the BYU Building Care team to help guide this need. The location of

this room is to be located hear the loading dock and other Building Care rooms nearby. Provide at least 3

duplex outlets on three dedicated circuits for charging of large equipment. The location of the outlets are to

be based upon the design layout of the room. This room may be without a finished ceiling but be open to

structure above. The lighting in the room are to have lens. The HVAC shall exhaust the room to the

exterior with negative pressure. This room is to not have electrical panels or OIT panels in it. Nor major

mechanical, plumbing or fire protection systems housed in the room. Access to the room is from a corridor

with the 42 inch door swinging out of the room. Access to other miscellaneous spaces shall not be through

this room.

Sketch below of typical Building Care Main Closet:

INSERT SKETCH HERE


August 2021 54

8. General Building Storage:

A General Building Storage Room of 200 s.f. shall be provided in each new Major Building Project. This

room is for the storage of Physical Facilities building maintenance building materials. The room shall be

located in the approximate area of the building dock area and near an elevator. The does not need to be

finished ceiling in this room. The HVAC of this room shall exhaust to the exterior and be designed to

negative pressurize the room. Walls are to be finished with 5/8 inch painted plywood from finished floor to

8 feet above finished floor. The floor is to be sealed concrete. The door is to be 42 inches and swing out

of the space. This room is not to have electrical panels nor OIT panels on the walls. This room is to not

have major plumbing, electrical, mechanical or fire protection systems housed in it. Access to other

miscellaneous space shall not be through this space. General distribution of electrical outlets through the

room are required.

9. BYU Elevator Requirements:

See BYU Elevator Specifications.

10. Window Cleaning and Maintenance Criteria:

Telescopic Booms

A. Buildings less than 75’ in height and with no other obstacles can be accessed with the Genie S-85 or S-

105 as long as the following criteria are met. In some areas a roof mounted staging system is a better

option.

B. Transporting criteria: Minimum width for transporting booms is 12’. Weight of Genie S-105 is 37,000+

lbs. Sidewalks need to meet or exceed this weight requirement. No slope greater than 40% or 22

degrees (when stowed). No stairs. Small pieces of concrete, such as corners, small curves etc., will not

support lifts.

C. Deployment criteria: In order for the boom lift to be operated without any problems it should be no

closer than 10’ to the building. The operating pad space needs to be at least 12’ X 12’ with an additional

6’ tail swing area. Operating grade can be no more than 10% or 6 degrees.

D. There are other concerns that can create inaccessible areas such as; sun louvers (JFSB), entry roofs

(SHC), mature trees (CTB), lower adjacent structures, air intake vents, elevated pavers (SWKT) and

eyebrows on Engineering building.

E. Lift capacity is 500 pounds on the Genie Boom lifts and 440 pounds on the Reach Master lifts. Lift

capacity includes operators, tools, and loads.

Staging – Roof mounted systems - Staging

A. 120V and 220V single phase power needs to be installed on roof area. 120V and 220V outlets should be

clustered. The power clusters should be no more than 100 feet apart.

B. Hose bibs should also be accessible and placed no more than 150 feet apart.

C. All plants at maturity need to be at least 4 feet away from the building to allow for staging to go up and

down as well as being assembled.

D. Preferred system would be similar to BNSN or TNRB system.


August 2021 55

Water-fed pole criteria

A. When a planned building is less than 45’ high and other concerns do not prevent its use, then window

cleaning will be accomplished with a water-fed pole system. Hose bibs and 120V electrical outlets

need to be located on the building exterior preferably clustered together. The water/electrical cluster

should be placed near the entrances and then spaced at 150’ intervals.

B. Since workers must stand in front of windows any plant beds within 10’ of the building (depends on

building height) will need to be accessible to workers.

C. A mature tree’s crown diameter should be no closer than 6’ to the building as it will interfere with pole

use.

11. BYU Door Hardware Design Process Requirements:

A. BYU Access Services requests that you work with Steve Carter from……. To consult on the door

hardware requirements on new building major projects across campus.

12. Plumbing Fixture Counts as required by Provo City Permitting Review:

This form is from Provo City and must be completed by the Design Team and ready for submittal on all new

building projects as the project is submitted for Building Permit Application.

Commercial Fixture Units Worksheet

Plumbing fixture counts per IBC

Building Permit No.:

Number of Fixtures Type of Fixtures

Automatic clothes washers, commercial

Automatic clothes washers, residential

Bathtub

Bidet

Combination sink and tray

Dental lavatory

Dental unit or cuspidor

Dishwashing machine, domestic

Drinking fountain

Emergency floor drain


August 2021 56

Floor Drains

Kitchen sink, domestic

Laundry tray

Lavatory

Shower

Sink

Urinal

Urinal, 1 gal. or less per flush

Number of Plumbing Fixtures Deleted

13. BYU Standard Design Detail for VAV Boxes on New Building Projects:

BYU Standard design for the Typical VAV box with sizes and accesses noted. The design engineer on

major projects is to use this detail illustrated below. Any changes are to be reviewed closely with BYU

Design PM prior to implementing a change.


August 2021 57

14. Brigham Young University – Provo, Utah – Gross Square Footage Guidelines (Updated 7/12/19)