Tenant Improvement Program (TIP) Design Review Process Guidelines 100% Draft Dated 2.1.2011 Tenant Improvement Program Design Review (TIPDR) - Draft 2.1.2011 Page 1 of 11
INTRODUCTION The success of San Diego International Airport s (SDIA) Tenant Improvement Program is dependent on close cooperation between the San Diego County Regional Airport Authority (Authority) and its business partners, and the ability to meet the traveling public s expectations. These expectations are only met when the Authority and its tenants work closely and consistently together. The following Tenant Improvement Program Design Review Process Guidelines are intended to communicate to the tenant and the tenant s representatives the process required for the design review and approval of all tenant-initiated improvements including all rentable land and building space at SDIA. All Tenant Improvements must be reviewed and approved by the Authority. The Real Estate Management Department (REM) has developed a standardized four-step Design Review Process to ensure all tenants comply with the Authority s design standards and construction requirements. The four steps to the Design Review Process are as follows: 1. Pre-Design Orientation 2. Conceptual Design Review 3. Design Development Review 4. Construction Document Review This document is provided as a guide for tenants and other third parties (hereafter referred to as the Tenant ) that lease or otherwise utilize space within the SDIA terminals, other Authority owned facilities, and/or property. Tenants are required to become familiar with the content and intent of the Tenant Improvement Program Design Review Process Guidelines, the Tenant Design Criteria, and all other Authority documents applicable to the facility or property they occupy/use. Contact the REM, Tenant Improvement Program Manager (TIP Manager) to obtain the most current documentation. Tenants shall require their design team and contractors to become familiar with these documents and monitor design and construction activities to ensure compliance. All Tenant improvements constructed on Authority property are required to comply with all applicable regulations of the City of San Diego, State of California, Federal government, including the Federal Aviation Administration, Americans with Disabilities Act, California Building Code (Title 24), and be approved by the Authority. Each step of the Design Review Process must be completed by the Tenant as outlined on the following pages, and will be reviewed separately based upon the Tenant s submission package. The Design Review Process is the Authority s sole official review and is a mandatory process. All approvals and comments will be distributed in writing by the TIP Manager. Tenants may not proceed to the next step in the Design Review Process until approval of the previous step is received. A Design Review Committee (DRC), headed by the TIP Manager, will oversee the process. The DRC will consist of members of the REM and other Airport Stakeholders, as required, depending on the type and complexity of the proposed improvements. Each step of the Design Review Process will be expedited provided all required documentation in the application submission package is complete. Page 1
Roles & Responsibilities Tenant Improvement Program Manager: The Tenant Improvement Program Manager (TIP Manager) manages the Tenant Services Team within REM and oversees all aspects of the Design Review & Approval Process and Tenant Construction. The TIP Manager assists the Tenant throughout the review, approval, permitting, and construction processes, and advises the Tenant regarding airport policies and procedures. The TIP Manager along with the assigned Tenant Improvement Coordinator will work closely with the Tenant and its representatives to ensure the successful completion of Tenant projects in the most effective manner. Tenant Improvement Coordinator: The Tenant Improvement Coordinator (TI Coordinator) is part of the Tenant Services Team within REM. The TI Coordinator will be assigned to the Tenant Improvement project at the Pre-Design Orientation meeting and will work closely with the Tenant Representative throughout the design, construction and project close-out processes to facilitate the efficient coordination of the Tenant Improvements and enforce compliance in accordance with approved project documents. Real Estate Manager: The Real Estate Manager (RE Manager) is the primary Tenant liaison on behalf of REM. The RE Manager negotiates all real estate leases and other property agreements and ensures tenant compliance with signed agreements, business requirements and Authority policies and procedures. While the Tenant Services Team will take the lead during the design, review, approval, and construction processes, the RE Manager will work closely with the TIP Manager and TI Coordinator to ensure projects are completed successfully. Design Review Committee: The Design Review Committee (DRC) will be lead by the TIP Manager and will consist of members of REM and other Airport Stakeholders as required by the complexities and specifics of the proposed Tenant improvements. The DRC and Authority Executives have absolute right of review and approval over all aspects of the Tenant s improvements, as well as discretion to waive aesthetic criteria if the concept, quality, character of the project, or the terminals aesthetics or functions are not adversely affected. Tenant Representative: Tenants are required to identify a Tenant Representative for each Tenant Improvement project. The Tenant Representative will act as the Tenant s primary point of contact with the Authority throughout the design, review, approval, and construction processes. Page 2
Design Review Process Pre-Design Orientation Conceptual Design Review Design Development Review Construction Document Review City of San Diego Construction Permit Review Estimate 4 Weeks Notice to Proceed Issuance Page 3
Pre-Design Orientation The Pre-Design Orientation is an opportunity for the Tenant and its representatives to meet with the TIP Manager and REM staff to discuss the proposed Tenant Improvement; to identify Authority, city, county, federal, or other requirements that may apply; and to become familiar with the Design Review Process and submittal requirements. The first step in the Design Review Process for Tenant-initiated improvements is for the Tenant to submit an Application for Tenant Improvement Project Plan Approval form (Appendix) located on the Authority s website at http://www.san.org/sdcraa/business/real_estate.aspx. The application is to describe the type of improvements proposed or the capital improvements planned. The application is a two-part form: Part l pertains to the conceptual approval and Part ll is a request for approval of construction documents. It is important for the Tenant Representative to work closely with the TIP Manager, within the parameters of the Design Review Process. The intent of this initial meeting is to accelerate the design, review, and approval process and enable the Tenant to seek answers to any questions it may have. The outcome of this meeting will determine the type of design review required based on the complexities of the specific project. The Authority utilizes two types of reviews generally defined as follows: Minor Design Review: Surface improvements or minor modifications to existing Tenant areas. Conventional Design Review: New developments or significant alterations to existing Tenant areas. The TIP Manager has the sole authority to determine the type of review required. Formal presentation or documentation is not required at the Pre-Design Orientation; however, the Tenant should be prepared to describe the general nature of the proposal in order to take full advantage of staff comments and recommendations. It is strongly recommended the Tenant have sufficient concept sketches, and/or photos available to clearly portray the intended improvements. The successful completion of this preliminary step will avoid unnecessary costs associated with designs or elements that are unlikely to be approved or function well in/on Authority facilities or property. At the Pre-Design Orientation the TIP Manager will assign a TI Coordinator to work with the Tenant Representative to aid in expediting the design, review, and approval process, and ensure the policy, procedures, and standards as outlined in this document, the Tenant Design Criteria, and all other Authority documents as applicable are followed. Page 4
Minor Design Review Minor Design Reviews are intended for projects with minor modifications to existing Tenant areas with no impact to surrounding Tenants or building infrastructure. Minor projects are typically approved more quickly than a conventional Tenant Improvement project since there are fewer reviews and approvals required. Minor projects may be approved to proceed directly to construction depending on the scope of the project. Maintenance or repairs of a minor nature within the Tenant s area should be reviewed with the RE Manager and would normally not require a submittal for design review. Each step for a Minor Design Review will take approximately 5 business days. The application submitted to the TIP Manager for a Minor Design Review shall include the following: 1. Simple sketch showing location and extent of work 2. Written project description 3. Sketches necessary to clearly show work 4. Color and material samples of desired finishes 5. Construction schedule and cost (Preliminary) Conventional Design Review Conventional Design Reviews are intended for new developments and/or projects with significant alterations to existing Tenant areas. Conventional projects require a more comprehensive design review due to the complexities of the projects and may require additional review and approval by Authority stakeholders. The application submitted to the TIP Manager for a Conventional Design Review shall include the following: 1. Site plan showing location and extent of work 2. Written scope and project description 3. Name of Architectural and Engineering (A&E) firm licensed in CA 4. Drawings and colored presentation renderings necessary to clearly show all work including dimensional information 5. Color and material boards of desired finishes 6. Construction schedule 7. Construction cost 8. Additional items as identified at the Pre-Design Orientation Each step for a Conventional Design Review will take approximately 10 business days to complete. Please see the drawing set requirements section at the end of this document for the current quantities of hard copy and/or electronic versions required to evaluate your submission. Page 5
Conceptual Design Review The intent of the Conceptual Design Review is to ensure the Tenant has developed an appropriate design concept and adheres to the Tenant Design Criteria. At the completion of Conceptual Design the TI Coordinator will schedule a DRC meeting where the Tenant Representative will give a brief overview of the project, including the purpose and intent of the project and location. The DRC will review the Tenant Conceptual Design package for compliance with the Tenant Design Criteria, focusing on the major design elements of the project. The Tenant should be prepared to present a wide range of exhibits; supplying the DRC with a complete understanding of the Conceptual Design will avoid unanswered questions and the need for further meetings. Design concepts for lighting and signage must be included in this submittal. It is important the Tenant be aware the submission of a Conceptual Design does not ensure approval. The DRC reserves the right to approve plans based upon the fulfillment of conditions determined as necessary for the successful integration of the project into the Authority s facilities or property. The DRC also reserves the right to deny approval due to the Tenant s failure to address stated issues by the DRC or failure to adhere to the Tenant Design Criteria. The TIP Manager will only accept complete packages for DRC review. Incomplete or partial Conceptual Design Review submissions will not be reviewed and returned to the tenant. Submittal requirements may vary subject to the nature of the proposal as determined in the Pre-Design Orientation. In general submissions should be no smaller than 11 x 17 and shall include the following: Written project description describing the proposed concept including branding and/or design theme Site plan showing location of the proposed Tenant Improvement including column lines for reference Photographs of existing Tenant areas including storefront and interior space Colored floor plan showing functional layout and identifying ALL furniture, fixtures, equipment (FFE), and floor finishes Colored reflected ceiling plan showing conceptual design, ceiling height, finishes, location and type of lighting Colored elevations of all interior walls and merchandise display areas identifying material finishes Colored signage plan indicating location, size, style, color and materials proposed as well as lighting of proposed signage Colored renderings of storefront and merchandise display areas depicting concept, branding and theme, and clearly indicating quality proposed materials and character of the space Color material and signage boards depicting all finishes for conceptual design including, but not limited to, floor and wall coverings, cabinet and millwork material and finishes, shelving and display materials, graphic materials (graphics must be approved). Material boards shall have an accompanying legend identifying all proposed materials and finishes and the locations proposed for each. Construction cost estimate and proposed schedule Page 6
Design Development Review With approval of the Conceptual Design the TI Coordinator will work with the Tenant Representative and their A&E team to facilitate site access so existing conditions can be thoroughly evaluated and documented for inclusion in the construction documents. Additionally, the TI Coordinator will work with the Tenant Representative and A&E team to facilitate resolution of issues that arise during the preparation of the construction documents. At approximately 50% completion of the construction documents the TI Coordinator will schedule a Design Development Review with the DRC. This review step will focus more on the technical elements of the design for the project. This step is mandatory for complex projects; however, it may be waived at the sole discretion of the TIP Manager and the DRC at the completion of the Conceptual Design Review for projects with simpler designs and minimal impact on building systems. Another purpose of this review is to ensure that all of the DRC s previous issues and concerns are addressed and incorporated into the Tenant s drawings to the Authority s satisfaction. It also enables the DRC to review drawings that will eventually constitute the final construction documents and reconcile any potential issues before final drawings are produced and materials ordered. It is important for the Tenant to be aware the DRC maintains the right to deny approval based on the Tenant s failure to address issues raised by the DRC. All concerns, issues, and comments from the DRC will be forwarded to the Tenant in writing from the TIP Manager. The TIP Manager will only accept complete packages for DRC review. Incomplete or partial submissions will not be reviewed. Submittals for this level of review shall include construction documents prepared by an A&E licensed in the State of California. Some Tenant improvements may require different submittals, in general submittals are to incorporate the following: Architectural floor plans, reflected ceiling plans, wall and storefront elevations, building sections, details etc. All drawings are to be sufficiently detailed and dimensioned and shall incorporate all elements of the existing site conditions. Signage plan and details showing all connections, materials, and colors, including details related to size and construction Mechanical, electrical, communications, plumbing, fire protection and other system drawings required by the complexities of the space. All drawings are to be sufficiently detailed and dimensioned and shall incorporate all elements of the existing site conditions and provide a clear understanding of areas of connection to building infrastructure. Project specifications and equipment lists Updated color, material, and signage boards, if changed from the previous submission Updated perspectives and renderings if changed from the previous submission Additional items as identified in the previous Conceptual Design Review Page 7
Construction Document Review This review step by the DRC is to review the Tenant s final construction drawings prior to submittal to the City of San Diego for construction permit review. The Tenant and its representatives are required to have completed a detailed on-site survey of the Authority s existing facilities including, but not limited to, structures, utilities, mechanical, plumbing, electrical, communication, security, and fire alarm systems, and to have incorporated critical elements of the existing building s systems into the construction drawings. All construction documents (drawings, reports, calculations, specifications) required for the proposed construction will reflect existing site conditions and strictly adhere to the DRC s previous comments and approvals. All documents must be sealed and signed by an A&E licensed in the State of California. The A/E sealing and wet signing the documents will become the A/E of record to the Authority and the City of San Diego. Drawings submitted for Construction Document Review are to be 100% complete construction documents ready for submittal to the City of San Diego. The TIP Manager will only accept complete packages for DRC review. Incomplete or partial submissions will not be reviewed. The Tenant will be notified in writing by the TIP Manager following the DRC s review as follows: Proceed: Allows Tenant to proceed with submission to the City of San Diego for required permits and other documentation. Drawings will be stamped and signed by the Authority Approved. City will only accept drawings with an Authority Approved stamp. Proceed with Stipulations: If only minor changes are required, the Tenant shall incorporate the review comments and submit a corrected copy to the TIP Manager for the Authority Approved stamp prior to submittal the City of San Diego. Resubmit: Major corrections, changes, or modifications are required. The Tenant will be provided a detailed listing of the corrections required for the resubmittal. The Tenant must resubmit the number of sets requested by the TIP Manager complete with drawings and specifications incorporating all of the DRC s comments. Compliance Review Tenant Representative must report any deviation from the approved design to the TI Coordinator, which then must be reviewed and approved by the Authority. If the changes require additional review and approval by the DRC and Authority stakeholders, the Authority reserves the right, in its discretion, to charge the Tenant a Design Review Fee for the additional reviews. Following construction the TI Coordinator will perform a Design-Compliance review to ensure all elements of the project conform to the approved design. Page 8
Notice to Proceed Once the Tenant has received all required authority having jurisdiction permits and approval from the City of San Diego, Planning & Development Services, the Tenant must submit a copy of all permits along with the Permit Set of construction documents approved by the City of San Diego to the TI Coordinator. The TI Coordinator will have the Permit Set of documents stamped Approved by the Authority and they will become the documents of record and are to be kept on the project site at all times. The TIP Manager will provide the Tenant with a written Notice to Proceed (NTP) and the TI Coordinator will schedule the Pre- Construction meeting and coordinate with the Tenant Representative on all required submittals for the Pre-Construction meeting. The NTP is only valid for six months, construction must have started within this timeframe or the project will need to be resubmitted to the Authority for approval. Drawing Set Requirements Conceptual Design Design Development Construction Documents (1) Phase-l Completed TI Application Form - Conceptual Approval (7) Sets Colored Presentation Drawings (1) Material Board (1) Signage & Graphics Board (1) Electronic PDF of Complete Package (1) Phase-ll Completed TI Application Form Construction Document Approval (7) Sets Updated Presentation Drawings (if changed) (1) Each Updated Materials, Signage Boards (if changed) (7) Sets Design Development Drawings and Specifications (1) Electronic PDF of Complete Package (7) Sets Updated Presentation Drawings (if changed) (1) Each Updated Materials, Signage Boards (if changed) (7) Sets Construction Drawings and Specifications (1) Electronic PDF of Complete Package Page 9
Authority Contacts Doug Harrington Manager, Tenant Improvement Program San Diego County Regional Airport Authority P.O. Box 82776 San Diego, CA 92138-2776 (619) 400-2585 Office (619) 400-2576 Fax (619) 952-6881 Cell dharring@san.org www.san.org Additional Resources Available ON SDCRAA Website: SDCRAA Tenant Improvement Design Criteria SDCRAA Requirements for Architects and Engineers SDCRAA Design, Technical, & Construction Requirements for Tenant Improvement Projects Page 10