Project Phases

A project progresses through phases from inception to construction completion. Differing

drawing and specification submission requirements characterize the phases. The submission
requirement for each phase varies depending upon the project type (design-bid-build or design-
build) and the scope of the project.

Planning Phase
The planning phase is the first phase of the project. Documents include the project program,
character, and preliminary budgetary cost information, as well as project justification and
impact/feasibility analyses. Documents generally also include supporting facilities information
(e.g., team member estimates and quotes) and may include collateral equipment lists and
summary descriptions. Drawings are sketches that can be used by Advancement to represent the
idea to project sponsors. Diagrams and sketches may also be included to represent the idea. The
project sponsor may also rely on single-line schematics, bubble diagrams, or other graphics to
represent the idea. The planning phase does not typically include any specification information.
The budgetary costs and life cycle costs are developed to a parametric cost estimate level (per
square foot cost). The cost information will typically include a life cycle cost analysis justifying
the project as programmed by the activity.
Design-Build RFP Preparation
The design-build RFP can utilize part of the concept design phase to help define acceptable
options for the project or strictly state functional requirements allowing maximum design
flexibility for the design-build contractor. Stating functional requirements is preferred, but mold
the process to the needs of the gallery.

Design Phase
Concept Design — 10% to 15% Design
The concept design phase gives further definition to the project. The sketches that accompany
the concept design are schematic and show the general arrangement of spaces as well as the
general character of the project. The concept design may also or the result of a design charrette
study, which uses value-engineering techniques to help develop concept designs. Or the concept
design may be the layout and functional drawings and design that are part of a technical response
to a design-build RFP.
Design Charrette
Design charettes are cooperative efforts by the design team, user/customer representatives,
facility engineering command personnel, and other interested parties. They may last a few days to
a week and include on-site development of a conceptual design in response to functional,
aesthetic, curatorial intent, gallery location, budgetary, and other requirements. The scope of
design charettes are project specific and will be defined in the gallery design scope of work or the
design-build RFP. The following defines the efforts typically associated with a design charrette
study.

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On-Site Analysis
Conduct an on-site project analysis conference at the activity to systematically define the project.
The preparatory effort will include all preliminary field and office work, including agenda,
questionnaires, special studies, surveys, code research, analysis of existing field conditions,
building evaluations, visits to similar facilities, and preliminary graphical presentation material on
data collected. Prepare and distribute a user questionnaire intended to obtain quantitative and
descriptive information and criteria from the team members needed to complete the design of the
project.
Objective
A comprehensive look at project requirements is necessary to define and organize program
elements and design features before beginning the schematic design. The intent is to enhance
communication among team members; to analyze and address all facts, concepts, issues, and
priorities pertaining to the project; and to understand the goals, objectives, processes, and
relationships of the curatorial intent being served. Address, at a minimum, the following in the
project analysis conference and documentation:
 Project goals and objectives.
 Graphic analysis of project site, existing facilities, and other pertinent factual data.
 Interviews, focus groups, and work sessions with user groups and key decision makers.
 Conceptual information (graphically organized and diagrammed).
 Refined quantitative information, including project scope, space allocations, and exhibitry
equipment.
 Budgetary cost estimate.
 Summary project statements that reflect the unique qualitative aspects of the project.
 Diagrams of artifacts and graphically illustrating spatial proportions and relationships.
 Outstanding issues to be resolved with indication of responsibility.
 Total team consensus on project description (all of the above).
Submittal
Completely document the project analysis conference describing the customer’s goals and
objectives, project data, conceptual considerations, quantitative needs, and summary project
statements. Include the organization and analysis of interview results, questionnaire summaries,
investigative reports, economic considerations, cost summary, outstanding issues, conference
minutes, and other project information and data. The information is the result of a collaborative
effort by the total project team. Prepare minutes of the meeting and document all decisions.
Special submittal
Advancement documentation:
 Plans
 Elevations
 Renderings
 Perspectives

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  3D model (digital)
 Scaled 3D model (optional)
 Flyby video representation (optional)

Design Development — 30% to 50% Design (Optional)

The design development phase is the period between concept design and 50% design when the
project is described in a preliminary manner in the design documents. This submittal shall include
at a minimum case work, lighting, graphics, and audiovisual details, as well as material selections,
a preliminary phasing schedule, and a cost estimate. If significant engineering efforts are required,
then the earlier stages include a basis of design statement for each discipline included in the
project, selection criteria and preliminary calculations, and preliminary drawings in sufficient
detail to support the basis of design. Outline specifications are also typically required at the
earlier design stages. The latter stages include more detailed preliminary drawings depicting the
project design.
Submittal
Formal submittal of all drawings, specifications, and supporting documents. Depending on the
project type, this review will go thru the OFEO 410 design review process.

Over the Shoulder (OTS) — Around 65% Design

Museum staff will conduct an over the shoulder review around the 65% design process to review
the status of design. This review will not involve a formal submittal and is intended as an “on the
go” review of key construction documents to verify detailing for constructability and operability
of the final product. This review will not require a formal submittal. Prepare minutes of the
meeting and document all decisions.

Final Design — 95% Design

The 95% design documents include the final and complete design development drawings and
specifications.
Submittal
Formal submittal of all drawings, specifications, and supporting documents. Depending on the
project type, this review will go thru the OFEO 450 design review process.

BID Documents — 100% Design

Submittal of corrected BID documents. These documents fully describe the project for either
bidding (for design-bid-build projects) or for construction (design-build projects) and have been
approved by the various government agents as having incorporated all previous pre-final review
comments.

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 Bid/Negotiation Phase
The bid/negotiation phase is the period from the project request for proposal (RFP) release date
until construction contract award. Bid/negotiation phase documents include responses to requests
for information (RFI) from the government, as well as supplemental drawings, documents to
support changes to the project, and documents supporting contract amendments to correct errors
or omissions in the contract documents.

Construction Phase
The construction phase is the period from the design-bid-build project construction contract
award, or the start of construction on a design-build project, until beneficial occupancy date
(BOD). Construction phase documents may include responses to the request for information from
the contractor to the government, as well as documents to support changes to the project and
documents supporting contract modifications to correct errors or omissions in the contract
documents.

Post-Construction Phase
Project Close-Out
The designer of record (DOR) may be required to execute specific project tasks during project
close out. The DOR should refer to the design contract (if a design-bid-build project) or the
design-build RFP for project closeout-related tasks.

Record Design
The record design documents are comprised of the final design documents inclusive of marked
prints (as-built marked prints) indicating construction deviations from the final design contract
documents.
The record electronic files must have “RD” added to the end of the file name just before the file
extension. An example of properly arranged record drawing file name:
012345.A-101RD.XXX