Design Reviews / Highlights DIA Specifications. Dave Mashburn Director of Facilities Services January 28 th, 2015

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1 Design Reviews / Highlights DIA Specifications Dave Mashburn Director of Facilities Services January 28 th,

2 Who leads review design Our speakers James Glavin PE MEP Services Michelle Martin PE Civil Engineering Frank Palumbo PE Project Manager Paul Sun, RA Senior Architect Jerry Olson, RA Senior Architect / Supervisor of Tenant Projects Megan Moser Project Manager for Tenant projects Brendan Dillon BIM Manager 2

3 Project Planning Process Improved Planning for projects allows more time for project teams and reviews Reduced changes due to rushing emergency projects 3

4 Project Manager Role in Review The Project Manager (PM) lays out the main objectives for 30%/60%/90% reviews. The PM encourages and welcomes all comments within the confines of the project scope in the Project Charter (Paul) The PM selects the reviewers and manages group reviews (Frank) The PM synthesizes all the comments and works to minimize duplicates (James) The PM verifies the needs of the DRC as well as stakeholders are met and followed (Megan/Jerry/Paul) 4

5 DIA Specifications Request the latest DIA Source Specification from the Project Manager (PM). The source document is very up to date. The design team should own Project Specification. Edit to fit project correctly. The 30%/60%/90% reviews will check specification coordination with drawings. espec is a requirement of DSM 12, which new projects are tied, syncs specs to keynotes directly. We re working on instructions to editors in 2015, we have a technical review and specification committee now to manage change. 5

One of our Key Performance Indicators (KPI) is to be below 15% on change orders now.

6 Why? Avoiding Change Orders The best defense is a good offense Minimizing change orders is better than a turnover Hey Design Team read the DSMs (playbook), respond to comments (execute) and you shall help us all win! One of our Key Performance Indicators (KPI) is to be below 15% on change orders now. By the end of 2015, we want to be below 5% as a KPI. Currently, on all our facilities projects combined we are at 3%. Going to BIM and a stronger plan review process will reduce further. 6

With BIM, the plans are prints of the model, with espec, the keynotes in the

7 Plan and Model Review Process Reviewing models with designers leads to stronger coordination. With BIM, the plans are prints of the model, with espec, the keynotes in the plans are tied to the specifications. Contractors review models with sub-contractors because it is more cost effective to virtually build first. 7

8 Terminal Facility Modeling 8

9 Design Reviews / Highlights DIA Specifications Dave Mashburn Director of Facilities Services January 28 th,

10 ADOBE SHARED REVIEWS James T. Glavin, PE Staff Electrical Engineer January 28,

11 Technical Review Process - Overview 11

12 Technical Review Process - Overview All submittals (design, construction, etc.) reviewed Consultant (or contractor) submits PDF to DIA PM PM/Subject Matter Experts (SMEs) provide comments PM Compiles, Returns comments to consultant Consultant reviews & responds to comments Consultant submits comment responses with next submittal Design Review: Approximately 3 Week process 12

13 Consultant Submittals PDFs are required Other file formats (BIM, etc.) may also be required PDFs shall be bookmarked Drawings: By sheet Specifications: By section RE: DSM 1 For Requirements Proper rotation and scale Security Free 13

14 DIA Review DIA PM verifies submittal and routes for review If submittal does not meet requirements, review process stops Consultant notified that submittal is rejected, must resubmit ASAP If accepted, PM distributes to SMEs SMEs review for technical content Architectural, Civil, Mechanical, Electrical, Security, Operations, etc. Not a code compliance review, but potential issues may be pointed out All comments collected in a shared review document DIA PM Returns PDFs with comments to consultant 14

15 Comment Responses Consultant distributes to their project team Each discipline shall respond to applicable comments Some comments may require response from multiple disciplines Responses to PDF comments shall be replies in the PDF Respond to all comments don t refer to others e.g. see arch Do not edit DIA comments (PM will reject resubmittal) All comment responses shall be merged to one file Adobe Acrobat or Bluebeam can be used 15

16 Comment Replies Acrobat: Right-click on markup and click reply If multiple disciplines need to respond, can add multiple replies If you disagree with a comment, notify PM right away 16

17 Questions Questions? 17

18 ADOBE SHARED REVIEWS James T. Glavin, PE Staff Electrical Engineer January 28,

19 CIVIL REVIEWS Michelle Martin Landside Engineering Supervisor January 28,

20 Formal Reviews Standardization Reduces Changes to the Contract Provides all project team disciplines an opportunity to assess progress in their areas of expertise Identify any changes to the Project Definition and appropriate action is taken to address them Constructability Review in all phases Confirmation that design, cost, schedule remains within the project plan parameters 20

21 Initial Project Concept Review Meeting (Project Scoping Meeting) Project has been approved, funded, budget allocated Consultant Designer of Record is under contract DIA Stakeholders and Subject Matter Experts Items to be presented and discussed: High-Level Scope of Work / Project Location(s) Overall Project Budget Basic Design Schedule Determining if Stakeholders were properly identified Added and updated or removed as necessary 21

22 Design Validation Review 30% Review (FIR Field Inspection Review) High-Level Technical Review Potential Issues Addressed Appropriate Stakeholders Input - Utilities Landscape Geotechnical Structural Safety Hydraulics / Drainage Traffic Impacts Environmental Survey Operations Maintenance Planning Parking MEP Ensure Project Definition is being properly conveyed 22

23 In-Process Design & Content Review 60% Review Detailed review of all design elements Includes drawings, specifications, current project schedule and cost estimate Previous review comments should be addressed DIA Project Manager will review and update for resolution 23

24 90% Submittals Phase Review (FOR Final Office Review) Drawings, specifications, schedules, phasing, and cost estimates shall be substantially complete Previous review comments should be addressed DIA Project Manager will review and update for resolution 24

25 Final Design Review (100% Review) Construction Documents are at 100% Ensure ALL review comments have been satisfactorily addressed and resolved Evaluate Engineer s Estimate and confirm funding 25

26 CIVIL REVIEWS Michelle Martin Landside Engineering Supervisor January 28,

27 Project Charter and Stakeholders Paul Sun Senior Architect, AIM Development January 28,

28 Project Charter & Stakeholders Engagement What is a Project Charter? According to PMBOK Guide A Project Charter is a document issued by the project initiator or sponsor that formally authorizes the existence of a project and provides the project manager with the authority to apply organizational resources to project activities. 28

29 Project Charter & Stakeholders Engagement DEN Project Charter? In the first quarter of 2015, AIM Development will implement a new standard for the development of Project Charter for all projects. 29

30 Project Charter & Stakeholders Engagement Why Project Charter? Formally authorize the existence of a project. Establish a partnership between the performing and requesting organizations. An internal agreements to assure proper delivery of the project. Identify project sponsor(s), the PM and PM authority to apply the organizational resources for project activities. Identify the Stakeholders and Core Team Members. 30

31 Project Charter & Stakeholders Engagement What is in the Project Charter? Project purpose or justification, Measurable project objectives and related success criteria, High-level requirements, Assumptions and constraints, High-level project description and boundaries, High-level risks, Summary milestone schedule, Summary budget, Stakeholder list, Project approval requirements, Assigned project manager, responsibility, and authority level, Name and authority of the sponsor or other person(s) authorizing the project charter. 31

32 Project Charter & Stakeholders Engagement Why is the Project Charter related to Design Review? How does a design reviewer perform a reasonable review without understanding: The customer s (sponsor) needs Purpose of the project and success criteria Project objectives and success criteria, High-level project requirements, Project assumptions and constraints, High-level project description and boundaries (budget, schedule, scope, etc.) High-level risks, Project approval requirements, Project Manager responsibility and authority level. 32

33 Project Charter & Stakeholders Engagement How does Project Charter help the Design Reviewers? Design documents (drawings and specs) don t always explain the project objectives, purposes, success criteria, project constraints, and assessed risks. The Project Charter tells the reviewers who the customers are. It tells the reviewers the story about the project, so they don t build one. It explains the project objectives to the reviewers, and this helps to set review parameters. It clarifies the project constraints, so they don t think there is none. An objective Design Review is one that guides the project meeting the project objectives, not personal agenda. 33

34 Project Charter & Stakeholders Engagement Who are Stakeholders? According to PMBOK Guide An individual, group, or organization who may affect, be affected by, or perceive itself to be affected by a decision, activity, or outcome of a project. Key stakeholders are identified in the Project Charter. Main focus related to stakeholders: Continuous communication with stakeholders to understand their needs and expectations. Managing conflicting interests and fostering appropriate stakeholder engagement in project decisions and activities. Stakeholder satisfaction is a key project objective. 34

35 Project Charter & Stakeholders Engagement Are Design Reviewers Stakeholders? It is project dependent and the Project Charter helps to identify the key stakeholders who, in most cases, define success criteria and project objectives. Design reviewers need to understand the composition of the stakeholders and perform design reviews focusing on the meeting project objectives and ensuring successes. Design reviewers are part of the project team helping to maintain stakeholder engagement and expectations. Design reviewers need to perform the reviews understanding how the reviews affect the project decisions, activities, and outcome of the projects. 35

36 Project Charter & Stakeholders Engagement QUESTIONS? 36

37 Project Charter and Stakeholders Paul Sun Senior Architect, AIM Development January 28,

38 BIM DESIGN PHASE REVIEWS Brendan Dillon BIM Manager January 28,

Collaboration Procedures & Software Model Structure Model

39 BPXP AND LOD REVIEW PXP & Level of Development (LoD) Matrix draft due within 30 days of NTP for DIA review and Approval Collaboration Procedures & Software Model Structure Model Responsibility BIM Staffing & Contacts LoD - Model Detail broken out by UNIFORMAT

40 30/60/90 MODEL REVIEWS Pass/Fail Checked against DSM Requirements Checked against LoD Documents Review returned within 10 business days 40

41 SPATIAL COORDINATION Ongoing throughout design process 100% Coordinated model due at 90% Deadline

42 FACILITIES MODEL Delivered before Substantial Completion for addition of Commissioning Data and integration with Maximo No drawings, sheets, details, etc.

43 RECORD MODEL REVIEW Pass/Fail Checked against DSM Requirements Checked against LoD Documents Review returned within 10 business days

44 Questions? Reference DSM 12 for Design and Construction Req. Contact Brendan Dillon BIM Manager

45 BIM DESIGN PHASE REVIEWS Brendan Dillon BIM Manager January 28,

46 Concourse C Plan Review Successes and Opportunities Frank Palumbo Senior Engineer AIM Development January 28,

47 Concourse C Plan Review Successes and Opportunities For Larger Projects, When Multiple Disciplines Interact Hold Sit Down Review Sessions 30% - 60% - 90% Why? To solicit review comments from DIA personnel who do not typically respond with written comments on plans This includes everyone from Senior Staff to Maintenance personnel 47

48 Concourse C Plan Review Successes and Opportunities What does this look like? With a typical two week review Submit Plans, Specifications, Estimate and DAR After one week, schedule a 3 to 4 hour meeting broken into working / review sessions 48

49 Concourse C Plan Review Successes and Opportunities AGENDA First 20 minutes DOR presents overall plan to Senior Staff, fields general questions Then 30 minutes blocks of Page-by-Page working/review session Invite people to sessions that they may have input Break the room into four or five tables and rotate staff in and out as appropriate 49

50 Concourse C Plan Review Successes and Opportunities Typical Working Sessions Architectural Structural Civil Mechanical Electrical Plumbing Fire Alarm 50

51 Concourse C Plan Review Successes and Opportunities Special Systems Telecomm Security Radio Parking Service contracts Purchasing BMS FIDS Fiber Emergency Services Fire Department 51

52 Concourse C Plan Review Successes and Opportunities OPPORTUNITIES to LOOK FOR 1 Did ALL the right people get invited? Did they actually attend? This includes a very wide range of people, form Directors to the guy who needs a cleanout in the Sand Interceptor 2 How to ensure that all the right people are invited Did the supervisors invite them? 52

53 Concourse C Plan Review Successes and Opportunities COORDINATION AND TRANSLATION 1 How does the work get coordinated? For example the BAS (building automation system) crosses many disciplines, designate a System Contact to ensure that that it gets integrated properly. 2 How does the information gathered get translated to the Plans and Specifications? The DOR is not at every working table. DOR needs to debrief with the design team, the PM and key contacts to capture the data. Write RFI s to document the comments 53

54 Concourse C Plan Review Successes and Opportunities Frank Palumbo Senior Engineer AIM Development January 28,

55 Tenant Development Guidelines Jerry Olson Manager of Special Programs Facility Services January 28 th,

56 Tenant Development Guidelines Question Where can I find a detailed description of DEN s criteria and expectations for my project at the airport? - Answer Right now, several different manuals, guidelines and procedural documents exist, but to make the process better we are diligently working on a more convenient and accessible system. 56

57 Tenant Development Guidelines Streamlining DEN Manuals Tenant Development Guidelines The Brand Book Signage Guidelines Tenant Design Guidelines Design Standard Manuals (DSMs) Design Review Committee All in one place No conflict or overlap between documents 57

58 Tenant Development Guidelines The new and improved TDGs will be posted to In 2015 at the following address: 58

59 Tenant Development Guidelines Jerry Olson Manager of Special Programs Facility Services January 28 th,

60 Design Review Committee Megan Moser Project Manager Facility Services January 28 th,

61 Design Review Committee (DRC) - The Intent of Design Review - Ensure compatibility with the aesthetic intent and design quality of Airport facilities and way-finding systems. - The built environment should support DEN s Core Brand Idea: Live Life. Travel Well. - Embrace both global sophistication and the beauty and spirit of the Modern West. Designs should be reviewed by the DRC at 30% and 90% 61

62 Design Review Committee (DRC) Projects for Review - Any project on Airport property costing up to $10,000,000 (landside or airside) that can be seen by the public. - New construction - Remodeling/renovation modification of existing spaces, structures and facilities - Interior and exterior signage (other than traffic) - Advertising - Temporary displays/non-lease holder areas - Art Exhibits All projects over $10,000,000 or having significant visual impact on the public will require Chief Executive Officer approval. 62

63 Design Review Committee Voting Member Roles: Chair Vice-Chair City Architect Customer Experience Interior Design/Art Five Leadership Team Sponsors City Liaisons : Concessions Don Schutter Airlines Jerry Olson Advertising Neil Maxfield DEN Internal Paul Sun Art Chris Stevens Design Team: Design Professional Owner/Representative 63

64 Design Review Committee When are Design Review Committee meetings? Every other Thursday at 2pm starting January 29 th, Where are Design Review Committee Meeting? In the Executive Conference Room on the 9 th Floor of the Airport Office Building. How can you get on the next DRC agenda? Contact your City Liaison to find out the requirements and availability. 64

65 Questions? 65

66 Design Review Committee Megan Moser Project Manager Facility Services January 28 th,

67 Design Reviews / Highlights DIA Specifications Dave Mashburn Director of Facilities Services January 28 th,

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