About Me (Mike Tomei)

5/8/2018A Phased Approach to Classroom AVSystem Design and InstallationManagement (IS059)Mike Tomei, CTS-D/ITomei AV Consultingmike@tomeiav.comAbout Me (Mike Tomei) Independent AV design & management consultant Based out of Ithaca NY Background in higher ed AV design and supportat Harvard University & Ithaca College CTS-D and CTS-I1

5/8/2018All of You How many of you are:– Higher ed or K-12 technology managers?– AV integrators or consultants?– Other? How are your AV installations handled?– In-house?– AV contractors (integrators)?– Design consultants?Housekeeping Ask questions as we go Be respectful of others Please keep your questions on topic2

5/8/2018Seminar Scope Focusing on the structured design and constructionprocess surrounding classroom audio visual systems Design-bid-build projects Stakeholders, phases, and deliverablesResources ANSI/INFOCOMM 2M-2010: Standard Guide for AudiovisualDesign and Coordination 50541 AIA Best Practices: Defining the Architect’s Basic ocuments/pdf/aiap026834.pdf AIA and NCARB Emerging Professional's Companionhttp://epcompanion.org/ InfoComm: Audiovisual Best Practices (The Black Book)3

5/8/2018Types of Construction Projects Design-bid-build––––Larger budgetsLonger timelinesInvolved AV infrastructure requirementsPublic fund bid requirements Design-build– Compressed timelines– In-house AV designers– Private fundsDesign-Bid-Build Owner– Review & approval AV consultant––––Lead AV designerCreate construction/bid documentsConstruction managementCommissioning AV contractor– Equipment sales– Installation4

5/8/2018Design-Build Owner––––Review & approvalAV design assistConstruction managementCommissioning AV contractor– Lead AV designer– Equipment sales– InstallationStakeholders Owner team Design team Contractors5

5/8/2018Owner Team Client– Initiates the request for a classroom construction project– Budget and scheduling approval– May not have any technical design knowledge/opinion End-users– Faculty or staff members, and sometimes students– Rarely care about budget or administrative aspectsOwner Team AV support staff– Responsible for the daily operation, repair, and maintenance of theinstalled AV equipment– Creates campus-wide AV design & equipment standards IT staff– Provide and maintain the IT infrastructure required for classroom AVsystems– Creates campus-wide IT standards6

5/8/2018Owner Team Construction planning staff– Lead project management role on the project– May be in-house or hire a construction PM to represent them– Communications bridge between institution’s stakeholders and contractedstakeholders– Administrative duties: project timeline, assembling bid documents Facilities staff– Responsible for the structural, electrical, mechanical, and interior designwork associated with the installation of AV equipment– Other contracted trades may handle these dutiesDesign Team Architect––Provides design and construction administration servicesAssembles the project’s design team (engineers & consultants) Engineers & consultants––Engineers: Electrical, structural, and mechanicalConsultants: AV design, acoustics, lighting, IT, furniture AV consultant––––AV infrastructure and technical design, as well asConstruction project managementSubcontracted by an architect or hired directly by schoolVendor and manufacturer agnostic7

5/8/2018Contractors AV contractor (integrator)– Specializes in the design, installation, configuration, and repair ofaudio visual systems– May be contracted directly by the school, or a subcontractor underthe general contractor– Roles with client contact: sales representative, design engineer,PM, and install technicians Contracted trades– General contractor, electrical contractor, HVAC, furnitureProject Phases Administrative Programming Schematic design (SD) Design development (DD) Construction documents (CD) Bidding Construction (CA)8

5/8/2018Project PhasesAdministrative Phase Department initiates construction project Facilities planning assigns project manager Client’s basic wants, needs, goals, timeline, and budgetare determined9

5/8/2018Administrative Phase PM assembles the design team Request for proposal sent to architectural firms Architectural firms include subcontractors to be part oftheir proposal– Engineers– Consultants School’s AV support department should evaluate the AVconsultant’s qualificationsProgramming Phase Nothing to do with control system and DSP programming Clearly define the project’s goals, requirements, and direction Big-picture outline, rather than specific details Present multiple design concepts to the client Deliverables– Program report– Opinion of probable cost– Conceptual drawings (AV equipment layout)10

5/8/2018Programming Phase Review project documentation– Architectural/engineering drawings, program report AV needs analysis meetings– Project leaders– Design team– Clients– End-users– Campus AV/IT support staffProgramming Phase Review campus standards– Existing AV/IT standards documents– Existing AV systems/facilities Site survey of existing spaces Reality: often the AV support department and an AVdesign consultant aren’t involved until after this phase11

5/8/2018Program Report Acts as the basis for design Defines the overall direction that the AV system designwill take Cross check to make sure all of the client’s AV needshave been heard and documented Needs to be approved by the client to control scopecreep laterProgram Report Program report components– Project (executive) summary– Design process– Summary of the client’s AV needs– Descriptions of the AV equipped spaces– Narrative descriptions of the proposed AV system’s capabilitiesand equipment– Architectural/infrastructure considerations12

5/8/2018Opinion of Probable Cost Preliminary AV system cost estimate that includes:– Equipment/material costs– AV integrator labor and programming costs– AV related infrastructure costs sometimes included Will be revised multiple times as the design progresses Used to evaluate bidsSchematic Design Phase Start applying specific design details to the agreed uponprogram Design for specific AV equipment and devices, but notnecessarily focusing on nuts & bolts infrastructure design yet SD meetings to further discover design details affecting theproject– Design team– Campus AV/IT support staff13

5/8/2018Schematic Design Phase Deliverables– 30% progress drawings (AV equipment layout)– Schematic design report (updated program report)– Updated opinion of probable costDesign Development Phase Mechanical, electrical, plumbing, structural, architectural, andtechnical AV system details Deliverables used as basis for design Meetings with the design team and CAD drawing creation Deliverables– AV infrastructure drawings (60%)– Technical AV system design drawings (60%)– Opinion of probable cost update14

5/8/2018AV Infrastructure Drawings Electrical, structural, mechanical, and ower outletsConduit/raceway pathNetwork data/phone/cable TV jacksFloor/ceiling/wall/table box locationsJunction boxesHVAC & lighting requirementsAV equipment locationsAV equipment installation/mounting detailsAV Infrastructure Drawings AV infrastructure drawing types– Plans (Floor & Reflected ceiling)– Wall elevations– Sections– Mounting/installation details– Lighting zone plans– Schedules– Risers15

5/8/2018Floor Plan Drawing.Wall Elevation Drawing.16

5/8/2018Section Drawing.Detail Drawing.17

5/8/2018Schedule.Conduit Riser Drawing.18

5/8/2018AV Infrastructure Drawings 30% (SD), 60% (DD), 90% (CD) and 100% (CD)drawing sets “For reference only” Use an experienced AV designer/consultant toassemble the CAD packageProject Responsibilities.19

5/8/2018AV Technical System Drawings Technical requirements for AV systems– Signal flow for audio, video, control, and data signals– Viewing angles– Speaker coverage– Control system user interfaces– Equipment configuration notes 60% (DD), 90% (CD) and 100% (CD) drawing setsSingle Line Diagram.20

5/8/2018Construction Documents Phase Detailed specifications and finalized drawings to be used inthe bidding process Effectively communicate the design intent, scope of work,and performance requirements Review AV aspects integrated into the architect’sconstruction documents Deliverables– AV bid specifications (with equipment list)– Finalized AV CAD drawings 100% setBid Specifications Written document that defines the roles, responsibilities,and scope of work AV specs incorporated into the Project Manual CSI MasterFormat– Section 27 41 16 “Integrated Audio-Video Systems andEquipment” CSI SectionFormat– General, products, and execution21

5/8/2018Bid Specifications Descriptive– Product specs without naming specific make/model Performance– Desired end result of a product or system Proprietary– Specific acceptable make/model Reference standard– Naming an industry-recognized standardBid Specifications Part I – ope of workReferencesSystem summaryMilestonesSubmittalsSite conditionsAV integrator qualificationsWarranty22

5/8/2018Bid Specifications Part II – Products– Acceptable manufacturers, equipment, and materials– Acceptable substitutions– Supplement with equipment list as appendix Part III – Execution– Installation and performance requirements– Systems verification and commissioning– Closeout activitiesBidding Phase Rely on facilities contracts department to administer bid Open vs selective bidding AV support department should be involved inrecommending AV integrators Pre-bid meeting very helpful Addendum Refer to the OPC during bid evaluation23

5/8/2018Construction Phase CoordinationCommunicationSubmittalsConstruction approvalCommissioning– Systems verification– Closeout Final sign-offConstruction Coordination Project manager and AV consultant assures that constructiondetails are coordinated between the AV contractor, design team,owner team, and related trades– Equipment delivery to site, project schedule, install by other trades, siteaccess, furniture details, OFE Project specifications and design drawings dictate projectresponsibilities Kick-off meeting & construction meetings24

5/8/2018Construction Communication Document everything! Meeting minutes Weekly status reports from AV contractor Requests-For-Information from AV contractor Bulletins Change orders issued to AV contractor or related trades Site visit field reports & photosSubmittals AV contractor’s construction scheduleAV furnitureShop drawingsEquipment listCut sheetsFinish samplesProduct samplesControl system/DSP programmingNetwork25

5/8/2018Construction Approval Submittals Change orders Shop build verification Site readiness assessment Quality assurance site visitsCommissioning Systems verification––––InfoComm/ANSI 10:2013 standardShop testingFinal site systems verificationPunch lists Client training Closeout submittal Final sign-off from client26

5/8/2018Closeout Submittal As-built drawingsManuals (electronic)System operation manualEquipment list (make, model, serial #, MAC address, IP address,warranty dates) Warranty statement Maintenance contract Programming– Compiled and un-compiled code– Custom modules KeysContact InfoMike Tomei, CTS-D/ITomei AV Consultingmike@tomeiav.comwww.tomeiav.com27

5/8/2018 1 A Phased Approach to Classroom AV System Design and Installation Management (IS059) Mike Tomei, CTS-D/I Tomei AV Consulting mike@tomeiav.com