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DESIGN AND CONSTRUCTION STANDARDS DIVISION XFACILITIES MANAGEMENT SERVICES INSTRUCTIONS TO DESIGN CONSULTANTS

Division X of the Carnegie Mellon University Design and Construction Standards Manual addresses the following instructions to Design Consultants for work on University projects.

XX010 INTRODUCTIONXX015 UNIVERSITY POLICYXX020 PROGRAMMINGXX030 EXISTING CONDITIONSXX035 CODE COMPLIANCEXX040 FIXED LIMIT OF CONSTRUCTION COSTSXX050 DRAWINGS AND SPECIFICATIONS FORMATXX060 STANDARD SYMBOLS AND TITLE BLOCKXX065 UNIVERSITY ACQUISITIONSXX070 DESIGN REVIEWXX080 CONSTRUCTION ADMINISTRATIONXX090 INVOICING PROCEDURESXX100 RECORD DOCUMENTS

APPENDICESX-1 AIA DOCUMENT B141, ARTICLE 2.9, MODIFICATIONSX-2 STANDARD SYMBOLSX-3 STANDARD TITLE BLOCKX-4 EXAMPLE OF INVOICE

DIVISION X INSTRUCTIONS TO

DESIGN CONSULTANTS


XX010 INTRODUCTIONThe contents of the Carnegie Mellon University Design and Construction Standards Manual is primarily directed to private sector architects, engineers, and interior designers (herein referred to as “Design Consultants”) for design and contract administration when Contractors bid and undertake actual construction.

When a project designed by Carnegie Mellon Facilities Management Services (FMS) is to be constructed by an outside Contractor, the prime contact with the Contractor will be the University Project Manager or a designee.

Contracts between the University and Design Consultants shall be executed on AIA Document B141 (1997 edition), “Standard Form of Agreement Between Owner and Architect.”

Division X includes requirements of FMS that are in addition to, or different from, the standard Owner requirements. Appendix X-1 contains ARTICLE 2.9, MODIFICATIONS from the AIA Document B141, amended for use in contracts between the University and Design Consultants. Note that in the modifications to AIA Document B141, the term “Architect” is used for consistency with the original AIA document, and the term “Owner” refers to Carnegie Mellon University.

XX015 UNIVERSITY POLICYRefer to Division 1, General Requirements, Section 01015 University Policies, which describes the code of conduct for the Design Consultant as well as the Contractor for all University projects.

XX020 PROGRAMMINGThe following statement shall be included in subparagraph 2.8.3 of the AIA Document B141, Standard Form of Agreement Between Owner and Architect, and is included as Basic Services.

The Architect shall review the program with the Owner to ascertain the requirements of the project and shall arrive at a mutual understanding of such requirements with the Owner. The Architect shall provide, as part of Basic Services, assistance to the Owner in the analysis, development, and recording of the Owner’s program.

XX030 EXISTING CONDITIONSThe University will provide all existing documentation describing the current conditions of the building and the site that will be modified by the project. The Design Consultant will verify the accuracy of information that is made available by the University, specifically the accuracy of construction documents from the construction of the original building or previous renovations to the building. Field verification of this information is the responsibility of the Design Consultant. If the University and Design Consultant agree that an additional consulting entity, for example, a land surveyor or hazardous

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materials testing laboratory, is required to document existing conditions, the University will provide the additional consultant.

XX035 CODE COMPLIANCEThe Design Consultant shall comply with all codes and ordinances applicable to the particular project that include, but are not limited to, the following:

1. Building Officials and Code Administrators International, Inc. (BOCA) Basic National Building Code, Fire Prevention Code, and International Mechanical Code

2. Pittsburgh Bureau of Building Inspection

3. Americans With Disabilities Act (ADA)

4. Commonwealth of Pennsylvania Department of Labor and Industry: Universal Accessibility Act, Chapter 60, of the Fire and Panic Regulations

5. Commonwealth of Pennsylvania Department of Labor and Industry: Regulations Governing Boilers and Unfired Pressure Vessels, Act 451

6. Commonwealth of Pennsylvania: Building Energy Conservation Act 222

7. Commonwealth of Pennsylvania Department of Labor and Industry: Bureau of Occupational and Industrial Safety, Pennsylvania

8. National Electric Code (NEC)

9. Commonwealth of Pennsylvania Department of Labor and Industry: Elevator Code

10. National Fire Protection Association (NFPA)

XX037 ADOPTED STANDARDSThe University is required by its property insurance carrier to comply with provisions of the national fire codes published by the NFPA. Further, the insurer provides specific design criteria that may exceed the minimum standards established by the applicable codes utilized by the authority having jurisdiction. The Design Consultant shall determine the requirements of the insurance carrier during the preliminary design stage. Where there are conflicts between applicable codes, the University Project Manager will secure the interpretations and approvals of the appropriate University personnel.

The University has committed to adopting the Leadership in Energy and Environmental Design (LEED) green building rating system for all new construction and significant renovations. All such projects shall be designed and constructed so that they will meet the current version of the LEED for New Construction and Major Renovations (LEED-NC) standard. In addition the University has established the goal of achieving a minimum of a LEED “Silver” rating.

Less extensive renovations shall utilize the LEED for Commercial Interiors (LEED-CI) rating system as applicable to their defined scope of work. For example, a project that is exclusively painting might only be eligible for a single LEED point under the Low-Emitting Materials, Paints and Coatings section of the LEED-CI rating system and

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would be expected to meet the requirements for that point. As the scope of a project broadens, associated sections of LEED-CI would come into play.

For further information on the LEED rating system refer to the following URL:

https://www.usgbc.org/leed/leed_main.asp

XX040 FIXED LIMIT OF CONSTRUCTION COSTSThe following statement shall be added to subparagraph 2.4.2.1 of the AIA Document B141 and is included as ARTICLE 2.9.4 in Appendix X-1.

The Architect shall design to a fixed limit of construction cost established by the Owner. The fixed limit shall be established either at the beginning of the design process or at the conclusion of the schematic design phase, in which case the fixed limit shall be either: (a) the Architect’s estimate as approved by the Owner, or (b) the Architect’s estimate modified by the Owner and coordinated with adjustments to the project scope. If the estimated construction costs at the time of bidding exceed the Owner’s fixed limit of construction cost (determined at the end of the schematic design phase), the Owner and Architect shall jointly develop value engineering reductions and/or program area reductions to bring the project construction costs within the fixed limit. The Architect shall include deduct-alternates as reasonably practical in the Bidding Documents as a final cost control mechanism to maintain the Owner’s project budget at no additional cost to the Owner. If the fixed limit of construction costs is raised by the Owner to the extent necessary to fund cost overrun of the design provided by the Architect, thereby avoiding redesign to meet the fixed limit, the Architect will not be compensated for additional services. This condition is applicable if the program has not been expanded beyond previously approved program scope. In the case of quantitative or qualitative revisions to the program initiated by the Owner for purposes other than compliance with the Architect’s recommendations to bring project scope and budget into agreement, the Architect shall be entitled to compensation for additional services according to the terms of subparagraph 11.3.2. This shall apply to the addition of design work or the revision of work previously approved.

XX050 DRAWINGS AND SPECIFICATIONS FORMATBid Documents shall be provided as Autocad.dwg or DXF file format. Format for title blocks and drawings shall be shown on an Autocad disk provided by the University. The Design Consultant shall use the latest edition of the AIA’s CAD Layer Guidelines for drawing naming protocol.

Specifications shall be in MasterSpec format written in Microsoft® Word®, version 5.0 or higher.

All rooms, corridors, stairwells, elevators, and other accessible enclosed spaces at the University must have room numbers assigned according to guidelines established by the Carnegie Mellon University Planning Office.

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https://www.usgbc.org/leed/leed_main.asp

DIVISION X DESIGN AND CONSTRUCTION STANDARDSINSTRUCTIONS TO DESIGN CONSULTANTS FACILITIES MANAGEMENT SERVICES

XX060 STANDARD SYMBOLS AND TITLE BLOCKStandard symbols required by construction documents shall conform to those provided in appendices X-2 and X-3.

XX065 UNIVERSITY ACQUISITIONSAs a general rule, the acquisition of fixed equipment, including but not limited to heating, ventilating, and air-conditioning (HVAC) and electrical equipment, is part of the construction Contract. The purchase of furnishings, movable equipment, and carpeting under separate contracts is a complicated procedure with frequently changing requirements. Such purchases shall be the responsibility of the University Project Manager and shall be decided on an individual project basis. In addition, the University holds purchasing agreements with various vendors; therefore, the Design Consultant must obtain the current list from the University Project Manager before proceeding to the Contract Document phase.

XX070 DESIGN REVIEWAt the conclusion of each phase of the project, the Design Consultant shall submit final documents to the University Project Manager for review and approval. The Design Consultant shall not proceed to the next phase without written approval. Final bid documents shall be submitted to the University Project Manager for final approval before they are released for bid or negotiated with contractors. The period for final review shall not exceed two weeks.

XX080 CONSTRUCTION ADMINISTRATIONThe following statement shall be added to subparagraph 2.6.3.1, CONSTRUCTION- ADMINISTRATION SERVICES of the AIA Document B141 and is included as ARTICLE 2.9.1 in Appendix X-1.

“On minor projects (under $50,000), review is limited to Contractor’s final application for payment.”

XX090 INVOICING PROCEDURESAll invoices must show the correct University project title and project number (5-XXXXX).

All invoices must show the correct University purchase order (PO) number. (Not required for credit card payments.)

All invoices must be submitted in duplicate.

All invoices for time and material work must be presented to University with supporting information in accordance with the rate schedule prior to the beginning of work.

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Invoices for monthly progress (percent complete) payments shall generally be paid within 30 days of invoice receipt, if the amount invoiced corresponds to the amount of work completed. Invoice receipt for credit cards shall be paid within three days.

All invoices shall be numbered in sequential order, and the final invoice shall be noted as “FINAL.”

Appendix X-4 contains an example of the format that must be used when invoicing.

Total Contract amount for purchase orders and all change orders (COs) must be clearly defined. Also, total dollar amount of prior invoices must be shown.

If a Contract is based on billable hourly rates with a not-to-exceed figure, back-up calculations for the invoice must be shown on a separate sheet.

The dollar amount due for a particular invoice shall be shown for each category.

Under the heading Change Order, all change orders shall be listed. Dollar amounts for reimbursable expenses are not to be listed in this section (see Reimbursables).

Under the heading Reimbursables, the University has set up an allowance amount to cover initial reimbursement expenses. If this allowance is expended, the University shall issue a change order to increase the reimbursable account. At the end of the project, the University shall issue a final change order to balance out the reimbursable allowance against the actual reimbursable expenses.

XX100 RECORD DOCUMENTSThe following new subparagraph shall be added to paragraph 2.6.5 CHANGES IN THE WORK and is included as ARTICLE 2.9.2 in Appendix X-1.

Subparagraph 2.6.5.5 shall read as follows:

The Architect agrees to provide as part of Basic Services assistance in delivery of record documents. The Contractor will record the “record and field conditions” on a set of prints and specifications maintained on the site. The Architect will record design changes during the construction phase either on original drawings or on supplementary drawings. The Architect will mark references to the supplementary drawings on the original drawings. At the conclusion of construction, the Architect will prepare a set of reproducible documents to hand over to the owner containing:

(a) Original drawings (with Contractor’s mark-ups and Architect’s references to supplementary drawings)

(b) Supplementary drawings

(c) Marked-up specifications

Original bid documents and record drawings shall be provided as Autocad.dwg or DXF file format. Specifications may be included on the drawings. Specifications shall be done in Microsoft Word. All record documentation shall be documented on 3.5-inch floppy disk or IBM format compact disk (CD-ROM). Drawing format shall be structured utilizing CAD Layer Guidelines as published by the American Institute

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of Architects. The Architect will not warrant that the record reproducible documents will be wholly correct or accurate. The Architect is responsible for obtaining record information from the Contractor and revising the original drawings. The Final invoice shall not be processed until this has been accomplished.

P. X-8 May 2023


APPENDIX X-1: AIA DOCUMENT B141, ARTICLE 2.9, MODIFICATIONS

Carnegie Mellon University

ARTICLE 2.9MODIFICATIONS

2.9.1 Add to subparagraph 2.6.3.1: “On minor projects (under $50,000), review is limited to Contractor’s final application for payment.”

2.9.2 Add a new subparagraph 2.6.5.5 as follows:

2.6.5.5 The Architect agrees to provide, as part of Basic Services, assistance in delivery of record documents. The Contractor will record the “record and field conditions” on a set of prints and specifications maintained on the site. The Architect will record design changes during the construction phase either on original drawings or on supplementary drawings. The Architect will mark references to the supplementary drawings on the original drawings. At the conclusion of construction, the Architect will prepare a set of reproducible documents to hand over to the Owner containing:

(a) Original drawings (with Contractor’s mark-ups and Architect’s references to supplementary drawings)

(b) Supplementary drawings

(c) Marked-up specifications

Original bid documents and record drawings shall be provided as Autocad.dwg or DXF file format. Specifications may be included on the drawings. Specifications shall to be done in Microsoft® Word®. All record documentation shall be documented on 3.5-inch floppy disk or IBM format compact disk (CD-ROM). Drawing format shall be structured utilizing CAD Layer Guidelines as published by the American Institute of Architects. The Architect will not warrant that the record reproducible documents will be wholly correct or accurate. The Architect is responsible for obtaining record information from the Contractor and revising the original drawings. The Final invoice shall not be processed until this has been accomplished.

2.9.3 Subparagraph 2.8.2.8 shall be modified by the deletion of the words “60 days” and the substitution of “120 days.”

2.9.4 The following paragraph shall be added to subparagraph 2.4.2.1:

2.4.2.1 The Architect shall design to a fixed limit of construction cost established by the Owner. The fixed limit shall be established either at the beginning of the design process or at the conclusion of the Schematic Design Phase, in which case the fixed limit shall be either: (a) the Architect’s estimate as approved by the Owner, or (b) the Architect’s estimate modified by the Owner and coordinated with adjustments to the project scope. If the estimated construction costs at the time of bidding exceed the Owner’s fixed limit of

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construction cost (determined at the end of the Schematic Design Phase), the Owner and Architect shall jointly develop value the fixed engineering reductions and/or program area reductions to bring the project construction costs within limit. The Architect shall include deduct-alternates as reasonably practical in the Bidding Documents as a final cost control mechanism to maintain the Owner’s project budget at no additional cost to the Owner. If the fixed limit of construction costs is raised by the Owner to the extent necessary to fund cost overrun of the design provided by the Architect, thereby avoiding redesign to meet the fixed limit, the Architect will not be compensated for additional services. This condition is applicable if the program has not been expanded beyond previously approved program scope. In the case of quantitative or qualitative revisions to the program initiated by the Owner for purposes other than compliance with the Architect’s recommendations to bring project scope and budget into agreement, the Architect shall be entitled to compensation for additional services according to the terms of paragraph 11.3.2. This shall apply to the addition of design work or the revision of work previously approved.

2.9.5 Subparagraph 2.1.7.4 shall be deleted and the following subparagraph shall be substituted:

2.1.7.4 If the Bidding or Negotiation Phase has not commenced within 90 days after the Architect submits the Construction Documents to the Owner, the Engineering News Record (ENR) Construction Cost Index shall be used to assess any change in probable construction cost attributable to such delay. Upon consideration of the adjusted probable construction cost, the Owner may:

1. Adjust the limit of construction cost, and/or

2. Direct the Architect to make changes in the scope or quality of the project, for which the Architect shall be compensated as an additional service.

2.9.6 The following sentence shall be added to subparagraph 1.3.5.2:

Any arbitration shall be held in Pittsburgh, Pennsylvania.

2.9.7 Subparagraph 1.3.8.7 shall be deleted and the following subparagraph substituted:

1.3.8.7 Termination Expenses are in addition to compensation for Basic and Additional Services, and include expenses that are directly attributable to costs incurred by the Architect as a result of Contract termination. In the event of termination, the Owner and Architect agree to equitably negotiate termination expenses. Termination expenses shall not exceed the following percentages of Basic and Additional Services at the time of termination:

1. Ten percent of total compensation for Basic and Additional Services earned to date if termination occurs during the Pre-design or Schematic Design phases; or

2. Five percent of total compensation for Basic and Additional Services earned to date if termination occurs during the Design Development Phase; or

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3. Two percent of total compensation for Basic and Additional Services earned to date if termination occurs during any subsequent phase.

2.9.8 An additional subparagraph 1.3.8.8 shall be added to paragraph 1.3.8 as follows:

1.3.8.8 Notwithstanding the previous subparagraphs, if the project is suspended for a defined period of time at the completion of the Construction Documents Phase, the Architect shall be compensated for services performed prior to notice of such suspension. Additional compensation for expenses incurred by the Architect in the interruption and resumption of services shall be negotiated and shall not exceed the amount computed according to the calculation indicated in the substituted subparagraph 1.3.8.7.

2.9.9 INDEMNITY

A new subparagraph 2.9.9.1 shall be added:

2.9.9.1 The Architect shall indemnify, defend, and hold harmless the Owner from and against any and all claims, suits, damages, and losses, including related expenses and attorneys’ fees, for or resulting from injury to, or death of any person, including but not limited to employees of the Owner or Architect and/or loss of or damage to any property in any way sustained by reason of the error, omission, or active or passive negligence of the Architect in regard to the Architect’s services described in this Agreement.


2.9.9.2 Notice and Defense of Claims by Architect: The Architect shall promptly give notice to the Owner, after the Architect has knowledge, of any claim arising from the construction of the project against the Architect or Owner or any investigation by any governmental agency of any activity conducted on or in the project site or of the commencement of any legal proceeding against the Owner as to such claim or investigation. The Architect shall not, in the defense of any such claim, investigation, or litigation consent to the entry of any judgment or enter into any settlement (except with the written consent of the Owner), that does not include as an unconditional term thereof, the giving by the claimant or the plaintiff to the Owner of a complete release from all liability in respect of any claim or litigation subject to the provisions of subparagraph 2.9.9.1.

2.9.10 INSURANCES


2.9.10.1 Carnegie Mellon University has specific insurance requirements, which must be satisfied and adhered to in the performance of any work connected with any contract with external contractors. No contract should be entered into without evidence of compliance with these requirements. ONLY AFTER SUCH EVIDENCE HAS BEEN PROVIDED AND RECEIVED CAN A CONTRACT BE SIGNED. If an occasion shall arise where it is believed that these requirements need to be adjusted to fit a particular situation, approval must be obtained through the Office of Risk Management or the University General Counsel.




2.9.10.2 During the term of this Contract, the Architect shall maintain the following insurance coverage:

1. Workers’ Compensation Insurance at statutory limits to cover the Architect’s employees.

2. Automobile Liability Insurance with limits of not less than $1 million bodily injury/property damage occurrence. Coverage shall include owned, hired and non-owned automobiles.

3. Comprehensive General Liability Insurance, occurrence based policy, with a limit of not less than $2 million per occurrence/$2 million aggregate combined single limit bodily injury/property damage (including products and completed coverage).

4. Umbrella liability, $5 million limit.

5. Professional liability for errors and omissions, $2 million per claim/$2 million aggregate.


2.9.10.3 Carnegie Mellon University shall be named as an additional insured for each applicable policy, and it shall be indicated on the Certificate or Evidence of Insurance that the Architect’s policy is primary coverage.


2.9.10.4 Certificates of Insurance, prior to signing the Contract and upon policy renewal, shall be sent by mail or fax to:

Carnegie Mellon UniversityRonald D. Carter, Assistant Vice President for Facilities Management Services andJames F. Gartner, Director of Financial Services5000 Forbes AvenuePittsburgh, PA 15213

Ronald D. Carter James F. GartnerPhone: (412) 268-6156 Phone: (412) 268-3790FAX: (412) 268-6976 FAX: (412) 268-7068

2.9.11 HOURLY RATE SCHEDULE

The following paragraph shall be inserted under paragraph 1.5.2:

1.5.2 Architect, Engineering, Interior Design Services, or other consultant services shall be reimbursed for such services on the basis of the number of hours expended by each professional employee on the project, multiplied by the applicable hourly rate for each employee. Firm name, employee classifications, and associated current hourly rates are set forth below:

FIRM NAME CLASSIFICATION HOURLY RATE



APPENDIX X-2: STANDARD SYMBOLS



APPENDIX X-2: STANDARD SYMBOLS (CONT)



APPENDIX X-3: STANDARD TITLE BLOCK

5/7/2023 Appendix X-3


APPENDIX X-4: EXAMPLE OF INVOICE

INVOICE

Project Title: Date:Project Number: Invoice Number:University PO Number:

ESTIMATE OR TOTAL AMOUNT AMOUNT CONTRACT OF PRIOR DUE THIS AMOUNT INVOICES INVOICE

Purchase Order No.

Programming & FeasibilitySchematic Design PhaseDesign Development PhaseConstruction Document PhaseConstruction Admin. Phase

PO Subtotals

Change Orders for PO

PO Consulting Total

--------------------------------------------------------------------------------------------------------------------- PO Invoiced Amount Due

Reimbursables Allowance To Date This Invoice

CO (Additional Allowance)

Reimbursable SUB-TOTAL

---------------------------------------------------------------------------------------------------------------------CONSULTING & REIMBURSABLESGRAND TOTAL

May 2023 Appendix X-4