assume the worst: dealing with contingency items before and after renovation work begins

Assume the Worst: Dealing with Contingency Items Before and

After Renovation Work Begins

Patrick Deaton, AIA, LEED AP

Assistant Director for Learning Spaces and Capital Management

NCSU LibrariesRaleigh, NC

Architect/Project ManagerJ. Hyatt Hammond Associates, Inc.

Greensboro, NC

Assume the Worst: Dealing with Contingency Items Before and After Renovation Work Begins

1. Predesign Phase Issues

2. Design Phase Issues

3. Construction Phase Issues

Predesign Phase Issues

1. Scope of projectContingency issue: what if the scope changes during construction?

2. Budget for projectContingency issue: what if the budget is reduced, or the project cost exceeds the budget?

3. Schedule for projectContingency issue: what if the project takes longer than scheduled? (Impact on other spaces, other projects, use of swing space.)

All three of these should be documented in detail before design workbegins.


Predesign Phase Issues

How to budget for contingencies:

1. Construction contingency. 5% to 10% of construction cost.To cover unforeseen conditions, errors and omissions.

2. Owner’s contingency. 5% to 10% of construction cost.To cover Owner-requested changes during construction.

3. Design fee contingency. 5% to 10% of design fee.To cover additional design fees generated by #1 and #2 above.

(All of these percentages might be increased for an especially complexproject, or a very small project.)


Design Phase Issues: Building Code

1. A change in occupancy type could require:- additional exits- sprinkler system- fire-rated walls and doors- most library spaces will be rated as “Assembly” or “Business” occupancy under the current Building Code used in most states

Example: Three computer labs are combined into one LearningCommons space. Occupancy might change from Business toAssembly.


Design Phase Issues: Building Code

2. A change in occupancy numbers (increased capacity) could require: - additional exits - revised door swings - additional plumbing fixtures (very expensive!)

Example: A library stack area with a low occupancy calculation isconverted to a quiet study area with tables and chairs.Occupancy capacity might increase by a factor of 3 or 4.


Design Phase Issues: Building Code3. Existing conditions that have been “grandfathered” in may

have to be brought up to current Building Code, especially items related to the Americans with Disabilities Act (ADA): - toilets, water fountains, sinks - ramps and elevators - width of corridors and aisles - casework (service desks, work counters)

Example: A staff lounge and adjacent toilets are adjacent to arenovation area. The local inspector may require that ADAupgrades be performed on the lounge and toilets, even if theywere not part of the renovation project.


Design Phase Issues: Hazardous Material(Asbestos-Containing Materials, Lead Paint)

1. Should be identified in a survey report prepared by an environmental testing company.

2. Asbestos is frequently found in pipe insulation, adhesive under old floor tile, window caulking, old ceiling tile.

3. The abatement of hazardous materials is frequently handled outside of the construction contract for liability reasons. This creates the potential for lack of coordination between the abatement project and the main construction project.

4. The details of the hazardous material removal project should be shared with the bidders for the main construction project during the bidding phase.


Construction Phase Issues: Hazardous Material

1. Abatement of hazardous materials may require temporary walls and airlocks.

2. After an area is abated, the air has to be tested before the area can be re-occupied.

3. The abatement and air testing can require lengthy shutdowns of the HVAC system, and the general contractor for the main project may be unaware of this during bidding and scheduling.


Construction Phase Issues: Shutdowns

1. Shutdowns may be required for HVAC, electrical, water, fire alarm, and sprinkler system.

2. Shutdown permits are usually required by Facilities department. Prior notice of several days may be required.

3. Be prepared for unscheduled shutdowns! Have a contingency plan in place for areas adjacent to the project (including floors above and below the project area).

Example: A plumbing contractor damages an electrical conduitand an entire wing of the library is without power for two dayswith no prior notice. Staff and public areas are impacted.


Construction Phase Issues: HVAC/electrical/plumbing

1. Many contingency items will be caused by lack of documentation of the existing building, or the discovery of work done that is not shown in the original documentation.

2. Typical HVAC issues: changes to new components to work around existing elements, installation of fire dampers.

3. Typical electrical issue: replacing old switchgear, electrical panels and conduit that were not part of the renovation project, but are found to be obsolete.

4. Typical plumbing issue: replacing pipe and valves that are found to be damaged or undersized. (Plumbing work includes roof drains and piping.)


Construction Phase Issues: Structural

1. Lack of documentation of existing structure may result in unforeseen conditions uncovered during construction.

2. Floor loading: structure may need to be reinforced if load is increased (stacks, compact shelving, equipment).

3. Penetrations for ductwork, plumbing, or floorboxes may weaken the existing structure and require reinforcement.

4. Some structural elements require fireproofing that may have been damaged or removed over the years.


Construction Phase Issues: Inspections

Even though your project has been reviewed and approved by numerous agencies, the local or state inspector can require additional work during interim and final inspections:- exit signs- emergency lights- smoke detectors- sprinkler heads- fire alarm horn/strobes



A typical inspection!

Resolving a Contingency Issue

1. Does the issue have to be addressed now, or can it be included in a future project?

2. Cost to address the issue (proposal request, change order).3. Schedule impact (revised schedule from the contractor).4. Additional design fees (proposal from designer).5. Does the original project now need to be revised or scaled

back?


A typical construction schedule showing “critical path.”


Q: What could be simpler than replacing old, inefficient windows with new windows? What could possibly go wrong?


A: When it is discovered that the wall was filled with loose rubble, which pours out after the windows are removed, and requires rebuilding of the interior face of the wall. Result: several days delay, several thousand dollars in additional cost.


Campus Resources

1. Office of University Architect2. Facilities Department3. Capital Project Management4. IT Department/ComTech5. Other stakeholders such as Dining, Student Affairs


Good luck!


assume the worst: dealing with contingency items before and after renovation work begins

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