SpecGuy Coordinating Architect and Engineer Specifications

Coordinating Architect and Engineer Specifications Delivering the Quality We Promised

Phil Kabza FCSI, CCS, CCCA, AIA

SpecGuy® CSI Show 2007, Baltimore MD

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SpecGuy Coordinating Architect and Engineer Specifications

Welcome to The 51st Annual CSI Show™ and Convention

Coordinating Architect and Engineer Specifications Phil Kabza FCSI, CCS, CCCA, AIA

Baltimore, MD June 20-22, 2007

SpecGuy® Building Relationships through Education

Coordinating Architect and Engineer Specifications The Construction Specifications Institute is a Registered Provider with The American Institute of Architects Continuing Education Systems. Credit earned on completion of this program will be reported to CES Records for AIA members. Certificates of Completion for non-AIA members available on request. This program is registered with the AIA/CES for continuing professional education. As such, it does not include content that may be deemed or construed to be an approval or endorsement by the AIA of any material of construction or any method or manner of handling, using, distributing, or dealing in any material or product. Questions related to specific materials, methods, and services will be addressed at the conclusion of this presentation. Program design and development by SpecGuy. This presentation is protected by U.S and International copyright laws. Reproduction, distribution, display and use of the presentation without written permission of the publisher is forbidden. ©SpecGuy 2004-2007

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Coordinating Architect and Engineer Specifications This program is a registered educational program with the Construction Specifications Institute of Alexandria, VA. The content within this program is not created or endorsed by CSI nor should the content be construed as an approval of any product, building method, or service. Information on the specific content can be addressed at the conclusion of this program, by the Registered Provider. Credit earned for completing this program will automatically be submitted to the CSI CEN. Completion certificates can be obtained by contacting the Provider directly. This logo and statement identify Provider programs registered with the CSI CEN and are limited to the educational program content.

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Learning Objectives for

Coordinating Architect and Engineer Specifications Participants in this program will be able to ƒ Explain principles affecting architect and engineer specifications coordination ƒ Coordinate design discipline issues in Procurement Requirements and Contracting Requirements ƒ Prepare Division 01 General Requirements with coordinated design discipline issues ƒ Apply specifications coordination best practices by discipline

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Principles of coordinating our documents Why? The impact of uncoordinated documents ƒ Bidding uncertainties for contractors ƒ Change order costs to owners ƒ Prolonged construction schedules ƒ Reduced construction quality ƒ Negligence claims against architects

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Principles of coordinating our documents Why? The advantages of coordinated documents ƒ More accurate estimating and bidding ƒ Reduced change order costs to owners ƒ Improved construction quality enforcement ƒ On-schedule projects ƒ Reduced claims against designers

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SpecGuy Coordinating Architect and Engineer Specifications

Principles of coordinating our documents Barriers to AE document coordination

ƒ Inadequate AE service fees ƒ Inadequate project schedule ƒ Inadequate project staffing ƒ Inadequate coordination procedures ƒ Inadequate staff quality management training

ƒ We'll revisit these barriers at the end of this program Coordinating Architect and Engineer Specifications

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Specification principles and discipline coordination 1. The specifications address the Contractor. 2. Say it once. Say it correctly. Say it in the proper place. 3. Complimentary relationship between drawings and specifications 4. Lines of design discipline responsibility 5. Organization by work results - not by products or trades

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Specification principles and discipline coordination 1. The specifications address the Contractor ƒ Contractor responsible for meeting contract requirements ƒ Documents do not address subcontractors ƒ Contractor ensures subcontractors comply

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Specification principles and discipline coordination 2. Say it once! Say it correctly! Say it in the proper place! ƒ Basic principle of specifications writing practiced by CSI ƒ Supported by AE risk management advisors ƒ Consultants should cross-reference, not repeat, elements specified in architectural and general requirements sections

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Specification principles and discipline coordination 3. Complimentary relationship between drawings and specifications ƒ Relationship is defined by the AIA A201 General Conditions and most owner contract conditions documents ƒ Information in either document type is binding

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Specification principles and discipline coordination 4. Lines of design discipline responsibility ƒ Licensing statutes and standards of professional practice dictate that the line of responsibility for design of each building element must be clearly defined

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Specification principles and discipline coordination 5. Organization by work results - not by products or trades ƒ Contractor is responsible for assigning subcontract scopes ƒ Specifications convey requirements to be met by the Contractor, regardless of how work is divided

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Coordinating Specification Formats Complexity of project = complexity of specifications ƒ Enforcement level of specifications • Full length • Short form • Small project • Outline ƒ Software issues ƒ Appearance issues

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Coordinating Specifications Process Establishing deadlines and reviews at phase kickoff ƒ Project Manual Table of Contents for document management

Document deliverables ƒ Schematics Stage ƒ Design Development Phase ƒ Construction Documents Phase ƒ Procurement Stage ƒ Contract Administration Stage

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SpecGuy Coordinating Architect and Engineer Specifications

Coordinating Procurement Requirements Information provided to bidders ƒ Address bidders here – not in individual sections

Information required from bidders ƒ Include consultants’ special requirements here

Procurement Stage lines of communication ƒ Always through the prime designer

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Coordinating Contracting Requirements General Conditions issues ƒ Don’t repeat requirements in consultant sections ƒ Coordinate special discipline requirements with conditions ƒ Read the General Conditions!

Contract Administration Stage lines of communication ƒ Always through the prime designer

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Shared use of Division 01 General Requirements Consultants’ General Requirements issues typically belong in Division 01 ƒ Alternates, Allowances, and Unit Prices ƒ Submittal requirements ƒ Temporary facilities requirements ƒ Substitutions and product selection ƒ Warranty requirements ƒ Closeout procedures

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Shared use of Division 01 General Requirements Alternates, Allowances, and Unit Prices ƒ Individual specification sections specify products and installation ƒ Schedules of alternates, allowances and unit prices belong in Division 01 sections • Describe base bid and alternate scopes • Describe base bid and allowance scope • Describe unit prices measurement method

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Shared use of Division 01 General Requirements Submittal requirements ƒ Individual specification sections describe extent of submittals required for each product/work result ƒ Submittal process, form, count, and schedule requirements should be addressed here ƒ Coordinate consultant submittal stamp language with Owner/Architect Agreement

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Shared use of Division 01 General Requirements Temporary facilities requirements ƒ Prepare this section jointly with consultants ƒ Assign temporary utility installation responsibility ƒ Assign temporary utility operating cost responsibility

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Shared use of Division 01 General Requirements Substitutions and product selection ƒ Prepare this section jointly with consultants ƒ Establish uniform policy on administration of substitution requests ƒ Conform to Owner/Architect Agreement and public statutes

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Shared use of Division 01 General Requirements Warranty requirements ƒ Individual specification sections describe special manufacturer warranty requirements ƒ Warranty submittal process are addressed in Division 01 ƒ Warranty dates are governed by the Conditions of the Contract

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Shared use of Division 01 General Requirements Closeout procedures in Division 01 ƒ Assembly and submittal of O & M manuals ƒ Turnover of closeout materials and documentation ƒ Demonstration and training formats and responsibilities

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Shared use of Division 01 General Requirements Sustainable design requirements in Division 01 ƒ LEED design and documentation requirements drive higher level of design discipline coordination

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Shared use of Division 01 General Requirements Building commissioning requirements in Division 01 ƒ Commissioning requirements may alter scope of contractor project management services

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Multiple contract coordination Document coordination meeting vital to preparing multiple contract documents ƒ Hosted by construction manager ƒ Project specifier ƒ Project drafters/job captains for each discipline

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Multiple contract coordination Identify multiple contracts, phasing, interfaces ƒ Centralize scope information in drawings, specifications ƒ Integrate local trade contracting practices ƒ Address temporary facilities issues ƒ Establish contract interface contingency

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Delegated design coordination Coordinate language with Division 01 and across sections ƒ Acceptable to authorities having jurisdiction ƒ Consistent with General Conditions ƒ Contractor's E&O insurance provisions ƒ Qualifications of Contractor's design professionals ƒ Qualifications submittals ƒ Design submittals content ƒ AE review of delegated design submittals

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Specification coordination issues by design discipline ƒ Structural ƒ Plumbing ƒ HVAC ƒ Electrical ƒ Civil ƒ Landscape

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Specification coordination - Structural Special Inspections and Testing ƒ Preparation of Special Inspections Schedule and certification statements ƒ Responsibility for Special Inspections signoff ƒ Responsibility for providing required testing ƒ Responsibility for scheduling and coordinating testing ƒ Testing allowance provisions

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Specification coordination - Structural Wind Pressures ƒ Review window, entry framing, and curtain wall for high wind design and windborne debris resistance ƒ Review wall and roof cladding and components specifications for high wind design issues ƒ Performance requirements referenced by architectural sections

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Specification coordination - Structural Seismic Design ƒ Review project seismic design performance requirements referenced by architectural and PME sections

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Specification coordination - Structural 033000 Cast in Place Concrete ƒ Coordination with site concrete work ƒ Subgrade preparation ƒ Vapor and moisture control issues ƒ Sustainable Design materials issues ƒ Exposed concrete finishes, hardeners, sealers ƒ Exposed concrete joints ƒ Embedments and anchors

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Specification coordination - Structural 042000 Unit Masonry ƒ Prepared by architect, reviewed by structural? ƒ Scope of reinforced masonry work ƒ Sustainable Design materials issues ƒ Face brick allowances

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Specification coordination - Structural 051200 Structural Steel 052100 Steel Joist Framing ƒ Member sizing and load capacities related to fire-resistancerated assembly design and sprayed fireproofing ƒ Sustainable Design materials issues ƒ Shop primer coordination for compatibility with finishes ƒ Shop primer coordination for extent of sprayed fireproofing

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Specification coordination - Structural 053100 Steel Deck ƒ Deck fastening requirements for wind uplift standard and for fire-resistance-rated assembly requirements ƒ Sustainable Design materials issues ƒ Shop primer and paint adhesion issues ƒ Roof drain sump and piping coordination ƒ Roof cladding fastener pull-out issues ƒ Cellular deck coordination with multiple services distribution

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Specification coordination - Structural 054000 Cold-Formed Metal Framing ƒ Prepared by architect or structural engineer? ƒ Distinguished from non-load-bearing metal framing? ƒ Performance specification or prescriptive? ƒ Sustainable Design materials issues ƒ Minimum metal thickness for wall and roof cladding fastening

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Specification coordination - Structural 061323 Heavy Timber Construction 061753 Shop-Fabricated Wood Trusses 061800 Glued-Laminated Construction ƒ Prepared by architect or structural engineer? ƒ Extent of delegated design ƒ Sustainable Design materials issues

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Specification coordination - Structural 079500 Expansion Control ƒ Building movement extent indicated by Structural Engineer? • Maximum Joint Width • Minimum Joint Width • Movement Capability • Nominal Joint Width • Type of Movement

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Specification coordination - Structural Division 07 exterior cladding sections ƒ High wind design component fastening and load transfer ƒ Enclosed vs. Open pressure design impact on cladding fastening ƒ Coordination with wall and roof structural components

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Specification coordination - MEP general Excavation and Trenching ƒ Refer to Division 31 Section Earth Moving

Firestopping ƒ Refer to Division 07 Section Penetration Firestopping

Access Panels ƒ Refer to Division 08 Section Access Doors and Frames

Painting ƒ Refer to Division 09 Section Painting

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Specification coordination - Plumbing Coordinate with Site Work and utility AHJs for scope and connections ƒ Facility Water Distribution Piping ƒ Facility Sanitary Sewers ƒ Facility sewage sections ƒ Facility Storm Draining Piping

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Specification coordination - Plumbing Sinks and faucets and drains ƒ Sinks and faucets provided with millwork and casework, or specified under Plumbing? ƒ Floor sinks coordinated with Food Service Equipment? ƒ Equipment condensate lines all have drains? ƒ Floor drains coordinated with floor slab slopes and partition locations?

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Specification coordination - HVAC Louvers ƒ Specify louvers supplied as a component of a manufactured unit (PTACS) with the unit ƒ Refer to Division 08 Section Louvers for other architectural louvers

Curbs ƒ Specify curbs supplied integrally with a manufactured unit (exhaust fans) with the unit ƒ Refer to Division 07 Section Roof Accessories for other curbs

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Specification coordination - HVAC Power ƒ Specify power supplies, starters, and control wiring where integral to unit ƒ Clarify responsibility for costs when equipment voltage differs from that specified

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Specification coordination - Electrical Power and control wiring ƒ Section reference when specified items include power or control wiring ƒ Review other specifications to coordinate power supply to equipment

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Specification coordination - Electrical Electrified door and opening devices ƒ Specified in Division 08 Section Door Hardware ƒ Power, controls, monitoring ƒ Power packs ƒ Frame preps

Hand Dryers ƒ Specified in Division 10 Section Toilet, Bath, and Laundry Accessories

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Specification coordination - Civil Scope of work ƒ Structural engineer, electrical engineer, plumbing engineer, and landscape architect all have role in preparing sitework sections ƒ MasterFormat 2004 helps sort out the work!

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Specification coordination - Civil Soil borings and geotechnical reports ƒ Issued as reference documents - not issued as contract documents ƒ Recommendations incorporated in design - not referred to as requirements

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Specification coordination - Civil Geotechnical engineer ƒ Is a consultant to the owner or architect ƒ Typically does not have authority to issue direction to the contractor

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Specification coordination - Civil Classification of excavation ƒ Are unit prices used for rock removal, or not?

Unit Prices and Allowances ƒ Schedule in Division 01 sections ƒ Coordinate for unit prices tied to quantity allowances ƒ Indicate unit prices on bid form

Section 015713 Temporary Erosion and Sediment Control ƒ Prepare this Division 01 Section for the project

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Specification coordination – We've done it! Phase kickoff meetings include review of discipline responsibities for specifications ƒ Who's doing what?

Quality control meetings check connection points between work of separate disciplines ƒ Five feet out? ƒ Logical transitions ƒ Who makes connection and tests?

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Revisiting

Barriers to Document Coordination 1. Inadequate AE service fees 2. Inadequate project schedule 3. Inadequate project staffing 4. Inadequate coordination procedures 5. Inadequate staff quality management training

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Revisiting

Barriers to Document Coordination 1. Inadequate AE service fees ƒ Market document quality management as a service ƒ Demonstrate reduced construction costs, construction time, and claims ƒ Document coordination pays off in Construction Stage service profitability!

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Revisiting

Barriers to Document Coordination 2. Inadequate project schedule ƒ Present case to owner for relationship between adequate design schedule and time, cost control ƒ Build initial document planning into project schedule ƒ Build phase coordination review activity into project schedule

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Revisiting

Barriers to Document Coordination 3. Inadequate project staffing ƒ Create in-house Senior Technical Consultant staff positions to support younger staff ƒ Build staff sharing relationships with region firms ƒ Outsource production work while retaining expert work in-house

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Revisiting

Barriers to Document Coordination 4. Inadequate coordination procedures ƒ Build coordination and other quality management tools to increase staff efficiency ƒ Utilize peer review and consultant quality review services ƒ Make those doing the work responsible for quality!

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Revisiting

Barriers to Document Coordination 5. Inadequate staff quality management training ƒ Analyze quality issues •

Addenda, RFIs, change orders, walkthroughs, interviews

ƒ Target staff technical training and mentoring ƒ Develop and enforce firm standards and quality reviews ƒ Reward compliance and success

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Summary

Coordinating Architect and Engineer Specifications In this presentation we built our ability to: ƒ Explain principles affecting architect and engineer specifications coordination ƒ Coordinate design discipline issues in Procurement Requirements and Contracting Requirements ƒ Prepare Division 01 General Requirements with coordinated design discipline issues ƒ Apply specifications coordination best practices by discipline

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SpecGuy Coordinating Architect and Engineer Specifications

This concludes this continuing education program.

Coordinating Architect and Engineer Specifications Delivering the Quality We Promised

Phil Kabza FCSI, CCS, CCCA, AIA

SpecGuy CSI Show 2007, Baltimore

Coordinating Architect and Engineer Specifications Delivering the Quality We Promised

ƒ In-house and web-based training ƒ AIA/CES Passport Provider ƒ MASTERSPEC® Authorized Trainer ƒ Continuing education program consultant ƒ Manufacturer guide specifications ƒ A/E firm master specifications

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