Programming c Klst

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Standard Programming Checklist for Renovations

University of Texas at Austin( Portions of this document adapted with permission of UT OFPC )

This check list is a tool designed to help professional service providers and in-house designers

better program and establish the scope of renovation projects of up to 2 millions dollars and new

construction up to 1 million dollars.

For the purposes of this document the following definitions will be used:

Programming

Briefly stated, programming is the process of collecting, analyzing, synthesizing and

documenting all (or most) of the requirements for a project prior to beginning design. For the

purpose of this definition “Design” consists of three distinct phases: Schematic design, Design

Development, and Construction Documents that occur after the program with scope of work is

established.

What Programming is and is not (taken from “Problem Seeking” by William Pena):

“Programming is problem seeking; design is problem solving”. “Programming is analysis; design is synthesis.”

“Programming is NOT design.”

“Programming is the process of distinguishing between wants and needs.”

Scope of Work

In broad terms, the “Scope of Work” is what is produced by the process of Programming”. The Scope of Work is the main “deliverable” of the programming

process and contains the information needed to design a project.

That information should include but not necessarily be limited to: Establish client goals and scope

Space and functional relationships

Site selection (if a new building or structure)

Determination of the cost and schedule for the project

THE UNIVERSITY OF TEXAS AT AUSTIN

Project Management & Construction Services

Austin, Texas 78722



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How to Use This Checklist

This document is a checklist for what should be contained in a typical program. Byaddressing all of the applicable items listed, the designer will have developed a program and

estimate ready to support a formal funding request as well as the final design.These guidelines are generic. Like most checklists, this document cannot address every possible

issue. In addition, there are probably parts that do not apply to a particular project. If this is thecase, skip over those items, and include any information that is specific to the program needs of the owner/client.

Minimum Program Requirements

The “Minimum Program Requirements” are as follows:

a. A concise one to two page “Executive Summary” that includes the program goals andclient description of use.

b. A concise description of program scope.c. Copies of supporting drawings or sketches.d. Preliminary estimate using the A&E “Standard Estimating” format including a

differentiation between “wants and needs” – wants being separated as possible

“alternates”.

e. Client/User “Signoff” of the approved preliminary scope, budget and schedule (Refer Appendix G for sample of Client/User Signoff Document).

Programming Check listThe Checklist to follow is intended to aid the Programmer in producing a thorough yet concise

program and estimate. The intent is to help identify the tasks to be completed by the Programmer

and the tasks that are the responsibility of the Owner/Client.

Please note that the list is broad in scope, and not every item will apply to each project.Additionally, an Appendix of planning resources with links to the A&E server has been included

to aid in the programming effort – these are listed the Appendix located at the end of thisdocument.

Programming Schedule

Establish the schedule with the client for completing the program for estimate.Generally, PMCS allows 30 days for “Priority” projects and 60 days for “Routine”.However , this time line may vary based upon complexity and need.

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General

What is the general need and intent for this project?

What is the user’s description of his or her work and how are the spaces to be used?

How many people will use the spaces? What are their positions and functions?

Is there a budget limit for the project, and what is the amount?

What is the desired delivery date for the project? Is it realistic based upon the scope?

Is the proposed location one that will support the need or jeapordize the need?

Are the proposed spaces vacant or will additional work be required prior to

construction to relocate occupants?

Will there be a need for phasing of the project?

Will there need to be accreditations, certification, performance test etc. of the

completed spaces?

Are there special performance requirements for the spaces? Example: Seasonal

requirements, security’ telecommunicaion, humidity, room pressure and cleanrequirements room, acoustical, EMF, vibration, etc?

How will the new space use impact the present infrastructure and building systems?

Which systems will need modification

What are the objectives for the successful outcome of the project?

Specific Space and Adjacency Requirements

Identify all areas included in and affected by the project

Include adjacency diagrams and/or schematic layouts

Detailed requirements for each room (see Appendix “B” Room Data Sheet Template):

Space detail sheet

Functional relationship diagram Room data sheet List of furnishings and equipment

Description of finishes and level of quality

Description of special access issues

Evaluation of Existing Conditions

Existing Drawings - Make copies of pertinent drawings for the current building(resources A&E CAD Records, A&E plan room, Utilities plan room)

Renovation Area - Identify the extents of the renovation area

What is the current room usage – will the proposed program change the currentfunction of the space (affects Code and whether the room is capable of supporting an

alternate function)

VFA documentation - review the current status of the building condition using the

VFA web link.

Identify items to be reused or salvaged before and during the renovation.

Does relocating these items require UT transportation Services? If so add the costto the project budget.



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Do the items require special utilities like power, data, lab gasses, and specialstructural support?

Are the items to be salvaged?

Code Compliance - What areas in the building are known not to comply with current building codes – how does this affect the program and budget? (See Appendix “A” List of Key Stake Holders: Fire Codes)

ADA – does the accessible route to the area comply with Texas AccessibilityStandards (parking, entry and egress, public phones if present, drinking fountains,

and toilets) Key building Codes to consider - NFPA 101 and NFPA 45 (Standard on Fire

Protection for Laboratories using Chemicals)

Is the building sprinklered? Will the project require modification of the existingsystems? Will the project require adding a sprinkler system?

Hazardous materials – Determine if hazardous materials are in the project area andinclude a budget estimate for corrective work. ( see Appendix “A” List of Review Stake

Holders: Asbestos, Lead) Use existing surveys or request new testing of the proposed spaces for possible

Asbestos, lead, or mold.Mechanical & Plumbing Systems - Are the building mechanical and plumbing

systems able to support the proposed functions? ( see Appendix “A” List of ReviewStake Holderss: UT Zone and Operations Shops, UT Utilities, A&E Engineering

Department Head) Identify project requirements and equipment that may require specialized and

controlled delivery of mechanical services.

Fume hoods and exhaust fans – are the building supply air and exhaust systemscapable of supporting new hoods. Are the existing systems problematic, at

maximum capacity, or near their capacity? What plumbing utilities are available and what is the current capacity of the various

systems?

Electrical Systems – Are the building electrical systems able to support the proposedfunctions and equipment load? (Append ix “A” Stake Holder List: A&E Electrical

Engineering)

Data/Telecom – What is the status of the building data system? ( see Appendix “A”

List of Review Stake Holders: Data/Telecom)

Are the data closets at capacity? If so will new switches be required. Are wireless systems available? Will additional transmitters and receivers be

required?

Fire Protection Systems – Are the building fire protection systems able to supportadditional devices? ( see Appendix “A” List of Review Stake Holders: Fire Alarms, and

UT Fire Marshall)

Special Program Considerations

Multi-media Conference/Classrooms – What is the occupancy and how will they be

seated? Is there a need for a clear line of sight for all occupants? What audio-video

equipment will be used? Will there be a need for a “smart” lectern with controls for theequipment? Will there be two-way teleconferencing? Will an audio-visual media



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specialist be needed for the design? What equipment will be used? (see Appendix “A” List of Review Stake Holders:Computers/Technology)

Code Review – Complete a Code review of the existing space and building area. Does

the proposed project change the usage of the existing space? Does the project increasethe occupant load? ( see Appendix “A” List of Review Stake Hol ders: Fire Codes)

Acoustical Isolation and Noise Level Thresholds – What will the acoustical properties of the spaces be? Will sound attenuation be needed? Will an acoustical

engineer be needed? A helpful website is http://www.acoustics.com/

Will the project affect the exterior of the building – If so, it is important to review

the proposed changes with UT Campus Planning ( see Appendix “A” List of ReviewStake Holders: Campus Planning)

Project/Client furnished Equipment – Identify which equipment will be a projectcost and which will be client provided. Identify all MEP and data requirements as well

as “Special Program Considerations” (review the remainder of this check list ).

Project/Client Furnished Furniture – Identify which furniture will be a project cost

and which will be client provided. Identify all electrical and data requirements.

Security – What are the security needs for the project? If a lab note that BSL 3 through4 have increasingly higher security requirements. ( see Appendix “A” List of ReviewStake Holders: Security Systems)

Data/Telecom – Determine data and phone needs for the project ( see Appendix “A” List of Review Stake Holders: Data/Telecom)

FCMS (Remote Monitoring) – Is remote monitoring of equipment required? If so

determine if the building supports remote monitoring. ( see Appendix “A” List of Review Stake Holders)

Chemical Use - Ask the researcher to provide a complete list of chemicals and

quanities that he/she will be using ( see Appendix “C” for a Chemical Inventory

Spreadsheet ). This list will be used to determine if the lab must comply with NFPA 45

and will establish need for special storage and design considerations. Perchlorates – require special isolated fume hoods and fans as well as specialized

wash down of hood and ductwork. Quantities of flammable/combustible liquids and hazardous gasses stored and in

use need to be evaluated using NFPA 45 and NFPA 30. Quantities determineadditional design and safety constraints.

Use of acids – are specialized room finishes required?

Bio Safety Level (BSL) – What type of pathogens will be used inside the lab? Will

animals be housed inside the BSL? References: CDC- NIH “Biosafety in Microbiological and Biomedical Laboratories” 4th Edition, from US Dept of Healthand Human Services; US Department of Agriculture Guidelines. Determine if the lab

is BSL1, BSL2, BSL3 or BSL 4 and follow CDC and USDA requirements (also see

Appendix “A” List of Review Stake H olders: Lab Safety)

Radioisotopes - ( see Appendix “A” List of Review Stake Holders: Radiation, and LabSafety)

Fume hoods - will the project require fume hoods and vented cabinets? If so verify if

the existing conditions can support them ( see Appendix “A” List of Review Stake Holders: Lab Safety/Fume Hoods, and Lab Safety)

http://www.acoustics.com/

http://www.acoustics.com/



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Environmental Chambers - Will the existing MEP systems support a new chamber.Will the chamber be part of the project cost? What are the design requirements of the

chamber (to establish a budget).

Electromagnetic Field Shielding (aka EMF or RF Shielding) – Will the spaces holdinstrumentation and equipment sensitive to electromagnetic or radio frequency fields?Will the spaces need shielding from these? A helpful website is

http://www.emfservices.com/emf-shielding.htm .

Clean Rooms - Determine if a prefabricated clean room will be constructed or an

existing space converted into a clean room. Existing MEP constraints may dictate theneed for installing a prefabricated clean room:

Determine if the client understands the difference between a “Clean Room” and a“Clean Space”.

Identify the Clean Room Classification needed. Will the building MEP systems support modifications to construct the clean room?

Vibration – Will vibration sensitive equipment be used? If so verify the equipment

requirements and building suitability. Note - approprite analysis of the building

vibration characteristics may be required.

Vivariums – What animals will be housed, i.e. rodents, birds, primates etc?References: (AALAS) American Association for Laboratory Animal Science; USDepartment of Agriculture Guidelines. Is there need of a barrier free facility? Is thereneed of diurnal lighting? What type of caging system will be used? What type of cage

washing equipment will be needed? Will an autoclave be needed? Will a surgery suite be needed? Are there acoustical requirements? What type of special finishes isneeded?

http://www.emfservices.com/emf-shielding.htm





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Appendix Contents

Appendix A - List of Review Stake HoldersAppendix B - Sample Room Survey Sheet

Appendix C - Sample Equipment ListAppendix D - Sample Code Review Spread Sheet

Appendix E - NFPA Guide to Lab ApplicabilityAppendix F - Sample Chemical Inventory Spreadsheet

Appendix G - Client/User Signoff



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Appendix A

List of Review Stake Holders

Main CampusUT Project Manager (UTPM):

Name:Phone: Fax: Cell: E-mail:

Client:Name: Phone: Fax: Cell: E-Mail:

Professional Service(s) Provider:Name: Firm’s Name:

Phone: Fax: Cell: E-Mail:

UT Architect:Name: Phone: Fax: Cell: E-mail:

UT Engineer:Name:Phone: Fax: Cell:E-mail:

UT Construction Inspector (UTCI):Name:Phone: Fax: Cell:

E-mail:UT Interior Designer:Name:Phone: Fax: Cell:E-mail

UT Planner:Name:Phone: Fax: Cell:E-mail:

General Contractor Site Superintendent: Company Name:Superintendent Name:Phone: Fax: Cell:E-mail:

Contractor Project Manager:Company Name:Project Manager Name:Cell: Fax: Cell:E-mail:

Building Manager/Facilities Contact:Name:



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Phone: Fax: Cell:E-mail:

Affected Building Occupants:Name:Phone: Fax: Cell:E-Mail:

Fire Marshall:Name: Karl ShraderPhone: 471-2034 Fax: Cell:E-Mail:

U.T. Abatement Shop:Name:Phone: Fax: Cell:E-Mail:

Utilities:Name:Phone: Fax: Cell:E-Mail:

U.T. Telecommunications:Name: David Silverstrim

Phone: 471-4939 Fax: Cell:E-Mail:

U.T. Safety Coordinator:Name:Phone: Fax: Cell:E-Mail:

Fire and Police: Officer William PieperPhone: Fax: 471-7505 Cell: 289-0370Call UT Pol ice at 471-4441 first, then cal l the A ustin Fire Department 911(but not

from a campus phone) Environmental Health & Safety:

Name: Erle JanssenPhone: Fax: Cell:

E-Mail:Zone # ____ and Contact:

Name:Phone: Fax: Cell:E-Mail:

Landscape Services:Name:Phone: Fax: Cell:E-Mail:

Fire Safety Shop:Name: Tammy SwatonPhone: 471-2197 Fax: Cell:E-Mail:

Locks & Keys:Name: Sam Works

Phone: 232 3358 Fax: Cell:

E-Mail: [email protected]. Custodial:

Name: Sally Moore Phone: 471-5072 Fax: Cell:E-Mail:

Parking & Transportation Coordinator (Main Campus only):Names:



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Phone: Fax: Cell:E-Mail:

Signage:Name:Phone: Fax: Cell:E-Mail:

Maintenance Warranty Coordination:Name: Jim Crump Phone: 475-9726 Fax: Cell:E-Mail:

Furniture Shop:Name: Sandy Justice Phone: 471-3335 Fax: Cell:E-Mail:

Campus Planning:Name: David Rea Phone: 475-7475 Fax: Cell:E-Mail:

Accessibility:Name: Jim Boyce

Phone: 899-3192 Fax: Cell:E-Mail:

Technology:Name: Kurt Bartelmehs Phone: 232-9090 Fax: Cell:E-Mail:

PRC ContactsFCMS/Fire Alarms:

Name: Richard Franks Phone: 471-3595 Fax: Cell:E-Mail:

Warranty Coordination:

Name: David Houston Phone: 471-3608 Fax: Cell:E-Mail:

Custodial Services:Name: John Sanchez Phone: 471-1901 Fax: Cell:E-Mail:

Controls:Name: Don Henry Phone: 471-8619 Fax: Cell:E-Mail:

Electrical:

Name: Ron Waldrep Phone: 471-3606 Fax: Cell:E-Mail:

Plumbing:Name: Steve Huber Phone: 471-6444 Fax: Cell:E-Mail:

Grounds:Name: John Pinson Phone: 471-3609 Fax: Cell:



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E-Mail:Road Maintenance:

Name: Steve Kelley Phone: 471-3609 Fax: Cell:E-Mail:

Maintenance & Construction:Name: John Daude Phone: 471-3602 Fax: Cell:E-Mail:

Af ter Hou rs (Buil din g Emergenc ies): (512) 471-2020



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Appendix B

Sample Room Survey SheetRefer to AE_Data on Three/AE_Standards/Forms Index 3-08-05

Date:

Project Title and CP Number:

Room Designation:

Function of space:

Square Footage Required:

Number of Occupants and Positions:

Required Adjacencies:

Finishes (Identify Level of Finish):

Furnishings (Project Cost & by Others):

Multi- Media:

Equipment list (Use Spread Sheet Appendi x C ):

Temperature Considerations:

Acoustical Considerations:

Light Level Considerations:

Utilities Required:

Data/Telecom:

Security Considerations:



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Appendix C

Sample Equipment ListRefer to AE_Data on Three/AE_Standards/Forms Index 3-08-05

CP# xxxxxxxx

Appendix C Building Name- Number Sample Equipment ListProject Name

Project Scope - Equipment and Furnishings

Equipment DetailsElectricalreq.

Mechanicalreq.

Included inProjectBudget

Existingor other budget Special needs

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7

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Appendix D

Code Review Spread SheetCP# xxxxxxxx

Appendix D

Building Name- Number

Sample Code SurveyProject Name

Project Scope - Code Summary

Primary Building CodesNFPA 101 Life SafetyCode 2003

InternationalBuilding Code 2003

Exterior Fire SeparationDistance

Type of Construction

Number of Stories

Fire Protection Systems

Occupancy types

Common Path Max Distance

Travel Max DistanceDead End Limits

Fire Resistance Requirements

exterior bearing walls

interior bearing walls

exterior non-bearin gwalls

structural frame

permanent partitions

vertical openings



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floors

roofs

Plumbing requirements

Ada requirements

Space Requirement Summary

roomno. Room Name sq ft

OccupancyType

Occupantload factor

MaxOccupantLoad

Requiredegresswidth-inches

Providedegresswidth-inches Special needs



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Appendix E

Guide for Determining Applicability of NFPA 45

(2000) to a Laboratory Setting(Note: Always verify current accepted Code with Fire Marshall prior to

programming exercise. If it is determined the lab falls under NFPA 45 refer to Appendix “F” Sample Chemical Use Sheet)



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Appendix F

Sample Chemical Use SheetCP# xxxxxxxx

Appendix F

Building Name- Number

Sample Chemical & Hazard Inventory ListProject Name

Project Scope - Chemical & Hazard Inventory List

ChemicalName

StorageType

Location of Storage Amount IBC Limits

NFPA 45Limits

NFPA HazardClassGuide No.

HazardClassID No. Special Needs

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THE UNIVERSITY OF TEXAS AT AUSTINProject Management / Construction Services

Austin, Texas 78722

Appendix G

Sample Client/User Signoff Document

APPROVAL TO PROCEED TO NEXT PHASE OF DESIGNCurrent Project Phase (Check One):

o Programming Phase

o Schematic Design

o Design Development

o

Construction Documents

Project Name and CP#:

Project Manager:

Client (Monetary Authority):

User:

Professional Service Provider:

WE THE UNDERSIGNED APPROVE PROCEEDING TO THE NEXT STAGE OF

DESIGN/CONSTRUCTION DOCUMENTS BASED UPON THE FOLLOWING SCOPE

OF WORK, BUDGET, AND SCHEDULE:

1) DRAWINGS AND/OR WRITTEN SCOPE OF WORK DATED (l ist documents and

attach ):

2) ESTIMATED COST AT THIS PHASE OF DESIGN (attach estimate ):

3) SCHEDULE ESTABLISHED FOR PROJECT (attached )

4) ADDITIONAL REVIEW COMMENTS IF ANY (attached)

CLIENT:___________________________________________________DATE:__________

USER:_____________________________________________________DATE:___________

PROJECT MANAGER:

______________________________________________DATE:__________

PROFESSIONAL SERVICE PROVIDER:

______________________________DATE:___________

Attachments:

cc: Project file

Client (monetary authority)

User

Bill Throop, Associate Director, PMCS



Section Manager

Project Manager

PSP

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