building commission manual...building commission does not preclude a member or member’s firm from...

BUILDING COMMISSION MANUAL

for

Facilities Master Planning

New Construction Renovation

and Major Maintenance

February 2020

BUILDING COMMISSION MANUAL 2


TABLE OF CONTENTS

Introduction from Bishop Peter L. Smith ................................................................................................. 2

Overview .................................................................................................................................................................. 6

General ...................................................................................................................................................................... 7

Mission ................................................................................................................................................... 7

Duties and Functions .......................................................................................................................... 7

Membership .......................................................................................................................................... 7

Terms ..................................................................................................................................................... 8

Compensation ...................................................................................................................................... 8

Conflict of Interest .............................................................................................................................. 8

Meetings ................................................................................................................................................ 8

Construction Standards for Archdiocesan Building Projects .......................................................... 9

General ................................................................................................................................................... 9

Site Work ............................................................................................................................................. 10

Foundations ........................................................................................................................................ 10

Construction ....................................................................................................................................... 10

Roofing ................................................................................................................................................. 10

Interiors ............................................................................................................................................... 10

Mechanical/Electrical Systems ..................................................................................................... 10

Exceptions ............................................................................................................................................ 11

Guidelines for Facilities Master Planning, New Construction,

Renovation, and Major Maintenance .................................................................................................... 12

General .................................................................................................................................................. 12

Facilities Master Planning ................................................................................................................. 12

Authorization for Master Planning ........................................................................................... 12

Preliminary Review of a Master Plan ....................................................................................... 12

Master Plan Approval ..................................................................................................................13


Construction .............................................................................................................................................13

Preliminary Planning Approval ....................................................................................................13

Schematic Design Approval .........................................................................................................13

Design Development Approval ....................................................................................................13

90% Construction Documents Approval ..................................................................................13

Final Construction Documents Approval .................................................................................. 14

Change Orders ................................................................................................................................ 14

Liturgical Space .............................................................................................................................. 14

Financial Matters ............................................................................................................................ 15

Parish Funds Trust ......................................................................................................................... 15

Checklist for Required Document Submittals .......................................................................................16

Master Plan ..................................................................................................................................... 16

Schematic Design .......................................................................................................................... 18

Design Development .................................................................................................................... 20

90% Construction Documents ................................................................................................... 22

Project Closeout ............................................................................................................................ 24

Contract Documents ........................................................................................................................................ 25

Building Commission Staff Contacts ......................................................................................................... 26

Architect List ....................................................................................................................................................... 27

Forms

Request for Facilities Master Plan Development (Form MP-1) .............................................31

Request for Preliminary Review of a Facilities Master Plan (Form MP-2) ........................ 32

Request for Approval of a Facilities Master Plan (Form MP-3) ........................................... 33

Request for Preliminary Planning and Architect Approval (Form C-1) .............................. 34

Request for Approval of Schematic Design (Form C-2) ........................................................ 35

Request for Approval of Design Development (Form C-3)................................................... 36

Request for Approval of 90% Construction Documents (Form C-4) ................................. 37

Request for Approval of Final Construction Documents (Form C-5) ................................ 38


Evidence of Insurance Samples ................................................................................................................... 39

Corporate Consents

Consent to Corporate Action without a Meeting to Initiate a Facilities Master Plan Study .......................................................................... 41 Consent to Corporate Action without a Meeting to Initiate and Complete Construction ........................................................................... 42


BUILDING COMMISSION

OVERVIEW

The Archdiocesan Building Commission is an advisory body to the Archbishop acting through the Vicar General. Commission Members Rev. Donald Gutmann, Chairperson, Pastor, St. Clare Church, Portland Rev. Patrick McNamee, Pastor (Retired), St. Cecilia Church, Beaverton Rev. Terry O’Connell, Pastor, St. Juan Diego Church, Portland Mr. Robert Boileau, Architect Mr. Joseph Gehlen, Structural Engineer Mr. Jim Kilpatrick, General Contractor Mr. Bill Parry, Electrical Engineer Mr. Samuel Rodriguez, Architect Mr. Tony Roos, Transportation/Infrastructure Engineer Mr. Brian Shea, Mechanical Engineer Jo Willhite, Archdiocesan Chief Administrative Officer Delia Wilson, Archdiocesan Property Manager MaryFrances Casciato, Building Commission Secretary* Michelle Braulick, Director of Finance The Building Commission meets once each month, ordinarily on the third Wednesday, for the review steps noted below. Facilities Master Planning Authorization for Master Planning and Architect Approval Preliminary Review of a Master Plan (optional) Master Plan Approval Construction Preliminary Planning and Architect Approval Schematic Design Approval Design Development Approval 90% Construction Documents Approval Final Construction Documents Approval *Pastors/Parish Administrators/Principals are requested to contact the Building Commission Secretary prior to initiating master planning or design/construction to obtain further information about the Building Commission process.

The mission of the Building Commission is to ensure that the best possible design and construction is achieved in building projects of the

Archdiocese of Portland. The Building Commission respects the initiative, incentive and judgment of pastors and their parish consultants, subject to conformity with prevailing design and construction standards

and compliance with Archdiocesan requirements.


BUILDING COMMISSION

GENERAL Mission The mission of the Building Commission is to ensure that the best possible design and construction is achieved in building projects of the Archdiocese of Portland. The Building Commission respects the initiative, incentive and judgment of pastors and their Parish consultants, subject to conformity with prevailing design and construction standards and compliance with Archdiocesan requirements. Duties and Functions The Building Commission is an advisory body. Its decisions are recommendations to the

Archbishop through the Vicar General. In context of Archdiocesan guidelines, the Building Commission will:

1. approve Architects for specific projects and for inclusion on the Archdiocese Building Commission Architect list; 2. review and approve Facilities Master Plans for Archdiocesan Parishes/schools and other sites; 3. evaluate and approve construction documents at the following stages of a project’s development;

Preliminary Planning

Schematic Design

Design Development

Construction; 4. assist the Archdiocese in development, review and updating of Archdiocesan construction standards, policies and processes related to Archdiocesan projects; 5. provide input on processes and procedures for Archdiocesan construction approvals and for the work of the Building Commission; and 6. otherwise advise the Archdiocese in construction related matters.

Membership The Building Commission is composed of 8-12 persons with expertise or experience in

construction projects. Its members shall include representation from among:

Architects,

Engineers,

Contractors,

Other construction/facilities professionals, and

Clergy.


Archdiocesan staff who are non-voting participants on the Building Commission include the:

Chief Administrative Officer,

Director of Property and Risk Manager, and

Building Commission Secretary. Ordinarily, the chair of the Building Commission is a member of the clergy who serves or has served as Pastor of an Archdiocesan Parish. Terms Members of the Building Commission are appointed by the Archbishop through the Vicar General for three year terms and may be reappointed. Members of the Building Commission serve at the preference of the Archbishop and may be removed at his discretion. Compensation Appointed members of the Building Commission serve without compensation. However, the Archdiocese will pay all costs and expenses of members, either directly or by reimbursement of out of pocket expenditures. Conflict of Interest Members of the Building Commission serve for the benefit of the Archdiocese and its Parishes, schools and other organizations, not for personal gain. Membership on the Building Commission does not preclude a member or member’s firm from doing business with the Archdiocese during the member’s term of service. However, in the event the Building Commission is called upon to review the work of a member or member’s firm, that individual shall not participate in action taken on the matter. If a member has any other interest that may present an actual or potential conflict with the individual’s responsibilities as a Building Commission member, the member shall disclose the conflict of interest to the chair of the Building Commission who will determine what, if any, further action need be taken.

Meetings The Building Commission will meet once each month, ordinarily on the third Wednesday. Only if absolutely necessary will special meetings be called. Members will receive an agenda in advance of each meeting. Decisions and recommendations of the Building Commission will be recorded by the Secretary, approved by the Vicar General as required, and communicated to Parishes, Building Commission members and others as appropriate.


BUILDING COMMISSION

CONSTRUCTION STANDARDS FOR

ARCHDIOCESAN BUILDING PROJECTS

(Parish to provide to Architect and Contractor)

This document provides for Parishes, and especially their Architects and contractors, a concise list of the standards that are presently applied to projects which come before the Archdiocesan Building Commission. These standards are in effect to ensure that all new construction or remodeling will result in a safe, long lasting, serviceable, quality product. The following construction standards apply to all types of construction whether conventional stick built, modular, manufactured or prefabricated. The Architect and the general contractor for each project should be familiar with them. These standards must be used in conjunction with the Building Commission Guidelines for Facilities Master Planning, New Construction, Renovation, and Major Maintenance.

Standards:

The Oregon Structural Specialty Code shall provide minimum construction standards for all Archdiocesan building projects.

The following additional standards apply: General

1. An Oregon registered Architect shall be employed throughout the design/construction process. The Architect's responsibilities shall include:

• serving as the owner's representative; • coordinating the requirements of the Parish with applicable

building and zoning codes; • administering the building/general contractor contracts, including

certifying contractor pay requests; and • providing construction observation.

2. A general contractor shall be employed throughout the construction

process. The general contractor’s responsibilities shall include coordinating the construction/installation of the building, utilities, foundation, excavation, landscaping and other requirements (sidewalks, porches, ramps, etc.).

3. Mechanical/electrical systems are the only portion of the construction that

may be design-built. (i.e., designed and built by the contractor).


4. Proposed construction shall:

• be in conformity with the approved master plan for the Parish; be integrated into the existing building fabric (colors, siding types, window size, window spacing, etc.) and maintain or improve the overall harmony of the existing campus; • include considerable natural lighting in fenestration; and • include weather protection at main building entrances.

5. Construction must meet ADA requirements. Site Work Permanent on grade access to the building shall be provided; wooden ramps should be avoided. Foundations The building shall include a concrete stem wall perimeter foundation with appropriate embedded hardware to anchor the structure to the foundation. Construction Where applicable, the following shall be provided:

• double construction (e.g., plywood plus siding); • Gypsum board or plaster interiors; • a minimum of 2-coat painting on interior and exterior surfaces; and • back-primed siding.

Roofing 1. Pitched roofs shall be 4/12 minimum. 2. Minimum 12" overhang at eaves and rakes shall be provided. 3. Gutters and downspouts with proper drainage shall be installed. Interiors Commercial hardware equal to Schlage, Corbin or Yale shall be used. Mechanical/Electrical Systems 1. All mechanical/electrical installations shall be designed by an Oregon registered professional engineer who is regularly engaged in mechanical/electrical engineering. The seal of the engineer shall appear on the drawings.


. Design/build may be an acceptable delivery method for these systems. If this is the desired process for preparing a design, the firms must be selected and the design integrated at the Schematic Design phase. The final construction documents will required the stamp of a professionally licensed engineer.

2. For new construction, all mechanical/electrical major equipment shall be housed in an easily accessible mechanical room, preferably located at ground level. Whenever practical, mechanical rooms shall have direct access to the exterior of building. If above or below ground level, access shall be by stairway, minimum three foot width. Exterior condensing units shall be mounted at ground level and be protected by a fenced or landscaped enclosure on all exposed sides and top. 3. Rooftop mechanical equipment is strongly discouraged. If an exception is made, any rooftop mechanical equipment shall be accessed by stairway, minimum three foot width and enclosed in a penthouse or otherwise suitably screened. Remodel of facilities with existing rooftop mechanical equipment shall include retrofitting an enclosure or suitable screen when such is physically possible. Existing access shall be enhanced when necessary. 4. Electric switching shall be coordinated at all entry or access doors.

Exceptions Exceptions to one or more of the above construction standards may be requested if: 1. If a temporary building is needed for a specific purpose, it must be removed or demolished within 3 years (e.g., modular units needed for classrooms during construction of a school addition); 2. The construction project involves remodeling an existing facility with respect to which application of a particular standard is not feasible; 3. Site or other conditions of the project make the application of a particular standard unnecessary, unreasonable or unduly burdensome; or 4. A project specific factor not mentioned above warrants exception to a particular standard. NOTE: Reduction in cost of the project will not alone justify an exception to a construction standard. 1. A decision of the Building Commission to deny a request for exception to the Construction Standards may be appealed to the Vicar General. 2. Appeals must be submitted in writing by the Pastor, Parish Administrator or High School Principal, to the Vicar General and copied to the Building Commission Chairman and Secretary. 3. The Vicar General’s decision on the appeal will be sent to the Building Commission Secretary who will notify in writing the Pastor, Parish Administrator, or High School Principal and Building Commission Chairman.


GUIDELINES FOR FACILITIES MASTER PLANNING, NEW

CONSTRUCTION, RENOVATION, AND MAJOR MAINTENANCE

GENERAL

1. A Facilities Master Plan is required for all Archdiocesan Organizations. Requests for

exception to this requirement should be addressed to the Vicar General in writing. 2. Archdiocesan and Parish Corporate approval of the concept must be acquired in writing

before planning begins for development of a Facilities Master Plan, new construction, renovation, and major maintenance. To obtain this approval, a letter signed by the Pastor, Parish Administrator or High School Principal should be sent to the Vicar General with a copy to the Building Commission Secretary providing: (a) a description of the project, (b) a cost estimate for the project, and (c) the organization’s financial condition.

The Vicar General's approval to proceed with the project will be sent by the Vicar General

to the Building Commission Secretary, who will notify in writing the Pastor, Parish Administrator or High School Principal, Director of Finance, and Director of Property and Risk Management. The Building Commission process of reviews and approval may then begin.

FACILITIES MASTER PLANNING 4. Authorization for Facilities Master Planning. Following authorization for the Parish to

develop a Master Plan, the Pastor, Parish Administrator, or High School Principal shall submit Form MP-1, Request for Master Plan Approval to the Building Commission Secretary. The Secretary will present the name of the proposed Architect to the Building Commission for approval. Architects who have previously done work which has come before the Building Commission are preapproved. The Parish does not appear before the Commission.

The Architect must be a member of the American Institute of Architects (AIA) and must

provide evidence of professional liability insurance in an amount not less than $1,000,000 and workers’ compensation as required by Oregon law.

Information required to be included in the Master Plan is detailed in the Building

Commission Checklist found on Page 16 of this manual. 5. Preliminary review of a Facilities Master Plan. At the request of the organization, it may

meet with the Building Commission to present the preliminary Master Plan for approval by submitting to the Building Commission Secretary not less than two weeks before the meeting, Form MP-2, Request for Preliminary Approval of a Master Plan and ten hard copies and an electronic version of the preliminary Master Plan and the fully completed checklist. Incomplete documents may result in a delay of project review. The Pastor, Parish Administrator, or High School Principal and the Architect are required to attend the Building Commission meeting for the presentation.


6. Master Plan Approval. The organization presents the completed Master Plan for approval

by the Building Commission by submitting to the Building Commission Secretary not later than two weeks before the meeting Form MP-3, Request for Approval of a Master Plan, ten hard copies and an electronic version of the Master Plan and the fully completed checklist. Incomplete documents may result in a delay of project review. The Pastor, Parish Administrator, or High School Principal and the Architect are required to attend the Building Commission meeting for this presentation.

CONSTRUCTION

7. Preliminary Planning and Architect Approval. Following authorization for the organization to begin planning for any new construction or

renovation, the Pastor, Parish Administrator, or High School Principal shall submit to the Building Commission Secretary not later than two weeks before the meeting Form C-1, Request for Preliminary Planning and Architect Approval. The Secretary will present the name of the proposed Architect to the Building Commission for approval. Architects who have previously done work which has come before the Building Commission are preapproved. The Parish does not appear before the Commission

The Architect must be a member of the American Institute of Architects (AIA) and must

provide evidence of professional liability insurance in an amount not less than $1,000,000 and worker’s compensation insurance as required by Oregon law.

8. Schematic Design Approval. The organization presents Schematic Design for approval by the Building Commission by

submitting to the Building Commission Secretary not later than two weeks before the meeting Form C-2, Request for Approval of Schematic Design, ten hard copies and an electronic version of the Schematic Design plans, and the fully completed checklist. Incomplete documents may result in a delay of project review. The Pastor, Parish Administrator, or High School Principal and the Architect are required to attend the Building Commission meeting for the presentation.

Information required to be included in Schematic Design is detailed in the Building

Commission Checklist found on Page 18 of this manual. 9. Design Development Approval. The organization presents Design Development for approval by the Building Commission

by submitting to the Building Commission Secretary not later than two weeks before the meeting Form C-3, Request for Approval of Design Development, ten hard copies and an electronic version of the Design Development plans and the fully completed checklist. Incomplete documents may result in a delay of project review. The Pastor, Parish Administrator, or High School Principal and the Architect are required to attend the Building Commission meeting for the presentation.

Information required to be included in Design Development Approval is detailed in the

Building Commission Checklist found on Page 20 of this manual. 10. 90% Construction Documents Approval. The organization presents 90% Construction Documents for approval by the Building

Commission by submitting to the Building Commission Secretary not later than two weeks before the meeting Form C-4, Request for Approval of 90% Construction Documents, ten hard copies and an electronic version of the 90% Construction Documents and the fully


completed checklist. Incomplete documents may result in a delay of project review. The

Pastor, Parish Administrator or High School Principal and the Architect are required to attend the Building Commission meeting for the presentation.

Information required to be included in 90% Construction Documents Approval is detailed in

the Building Commission Checklist found on Page 22 of this manual. 11. Final Construction Documents Approval. The organization may be required to present the final Construction Documents and

specifications. If so, the organization presents the Final Construction Documents for approval by the Building Commission by submitting to the Building Commission Secretary not later than two weeks before the meeting Form C-5, Request for Final Construction Documents Approval, ten hard copies and an electronic version. The Pastor, Parish Administrator, or High School Principal and the Architect are required to attend the Building Commission meeting for the presentation.

12. Project Closeout. Information required for Project Closeout is detailed in the Building Commission Checklist

found on page 24 of this Manual. 13. Change Orders. Following final Building Commission review and approval of the project, Change Orders

prior to or during the course of construction that alter the scope of the project must be reviewed and approved by the Building Commission prior to commencement of the work. If a Change Order exceeds the project budget, it must also be reviewed by the Department of Financial Services. The Pastor, Parish Administrator, or High School Principal forwards the Change Order for approval by the Building Commission by providing to the Building Commission Secretary the Change Order and a written statement describing the change and how any additional costs will be funded. The Parish does not appear before the Building Commission. The Building Commission Secretary will notify in writing the Pastor, Parish Administrator, or High School Principal of the Building Commission’s decision.

14. Liturgical Space. The Archbishop must review and approve projects involving new construction or

renovation of liturgical space, reliquary, grotto, shrines, statues and the like. To obtain this approval, the Pastor, Parish Administrator, or High School Principal must contact the Director of Divine Worship before proceeding with the project. This review and approval should be accomplished prior to the Parish’s request for Schematic Design approval by the Building Commission (Ref. No. 8 above).

15. Financial Matters. The Department of Financial Services (DFS) will evaluate the financial viability of the

project in light of the overall finances of the organization. The DFS will contact the organization to request key financial information as needed. Generally, the DFS will calculate the total cost of a project assuming Architect and engineering fees of approximately 10% of the estimated construction costs and assume a total project contingency of 10%. Additionally, any Change Order may necessitate a further review to determine the impact of the Change Order subsequent to Final Construction Documents approval on the Organization's financial forecast.


16. Parish Funds Trust. If an organization intends to request a loan to finance construction of the project, the

Pastor, Parish Administrator, or High School Principal should contact the Secretary of the Parish Funds Trust for information about the loan application process. This should be accomplished prior to the organization’s request for Schematic Design approval by the Building Commission. (Ref. No. 8 above.)


BUILDING COMMISSION CHECKLIST REQUIRED DOCUMENT SUBMITTALS

This checklist has been prepared so that all Archdiocesan organizations will know what information the Building Commission requires to be submitted at each stage of project review: facilities master planning, schematic design, design development, 90% construction documents and project closeout.

I. MASTER PLAN

A. Architectural

Required 1. Master Plan narrative, to include:

a. Historic information related to the project b. Parish/school missions and goals c. Demographic study d. Parish/school growth projections e. Zoning study

2. Program documents (drawings and/or diagrams), to include:

a. Location plan and site plan b. Existing conditions drawings c. Gross and net areas calculations, including seating and parking

count d. Proposed design (plans, diagrams, massing studies/perspectives,

etc.) 3. Preliminary cost estimates of known elements with inflation

projections (ranges) Optional

1. Preliminary elevations 2. Project phasing (if applicable) 3. Model (if applicable)

B. Landscape Preliminary landscaping concept (if applicable)

C. Structural Information on seismic requirements and other structural issues related to

existing buildings (if applicable)


D. Mechanical, Electrical & Plumbing (“MEP”) MEP narrative (to include existing systems, if applicable)

E. Civil

1. Storm water strategy

2. Service connection strategy 3. Public improvement approach

F. Sustainability

Preliminary sustainable and Leadership in Energy and environmental

Design (“LEED”) strategies and goals

Revisions to Existing Master Plans All of the above indicating clearly any revisions and/or changes made to the original Master Plan. Submitted to Building Commission Secretary: _______________________ Date Signed by: __________________________________________ Pastor/Parish Administrator/ High School Principal __________________________________________ Architect


II. SCHEMATIC DESIGN A. Architectural Required

1. Land survey 2. Environmental report (if applicable) 3. Site plan 4. General sections, including floor to floor height dimensions 5. Floor plans, including wall thickness, room names, column grids and

dimensions (furniture layouts, if applicable) 6. All elevations, including preliminary exterior material selection 7. Updated gross and net areas calculations, including seating and

parking count 8. Code check and appeals (fire and life safety, ADA, etc.) 9. Energy code analysis 10. Cost estimate

Optional

1. Schematic narrative 2. Value engineering cost options 3. Model

B. Landscape

Landscaping concept

C. Structural

1. Concept drawing of the structural system 2. Condition survey or other structural reports for existing structures

ASCE 31 (if available).

D. Mechanical, Electrical & Plumbing

1. Analysis of existing systems and retrofit narrative, if reuse is considered

2. MEP schematic narrative 3. Preliminary design: mechanical equipment location and access 4. Preliminary design: mechanical equipment type 5. Preliminary design: waste and water routing 6. Preliminary design: electrical service sizing and location


E. Civil

1. Preliminary design: site grading 2. Preliminary storm water plan

F. Sustainability

Sustainable and LEED strategies and goals

G. Acoustical

Acoustical narrative and recommendations from liturgical report (if applicable)

Submitted to Building Commission Secretary: _______________________ Date Signed by: __________________________________________ Pastor/Parish Administrator/ High School Principal __________________________________________ Architect


III. DESIGN DEVELOPMENT A. Architectural Required

1. Land survey 2. Office of Divine Worship report (if applicable) 3. Environmental report (if applicable) 4. Index of drawings and legends 5. Location plan and site plan 6. Floor plans (with furniture layout) 7. Exterior elevations 8. General sections 9. Wall sections 10. Wall types 11. Interior elevations 12. Preliminary reflected ceiling plans 13. Outline specifications 14. Finish schedule 15. Identification of all fixed equipment 16. Updated gross and net areas calculations, including seating and

parking count 17. Fire and life safety drawing, code check and appeals 18. Energy code analysis 19. Cost estimate

Optional

1. Value engineering cost options (if applicable) 2. Preliminary large scale details 3. Interior finishes boards 4. Model (if applicable)

B. Landscape

1. Final plan for pedestrian walkways and/or courtyards (if applicable) 2. Preliminary schedule of landscape and hardscape material 3. Preliminary selection of outdoor permanent structures and fixtures

(benches, play structures, lampposts, bike racks, etc.), if applicable

C. Structural 1. Geotechnical report 2. Preliminary foundation plan 3. Framing plans at each level with primary structural members 4. Preliminary lateral load resisting system (plans & elevations) 5. Typical structural details



1. Preliminary specifications, including control specifications 2. Design: mechanical systems (duct work, piping, etc.) 3. Design: mechanical equipment location, size and access 4. Design: mechanical equipment type 5. Design: waste and water routing 6. Design: electrical service sizing and location 7. Design: lighting and power layouts

E. Civil

1. Site grading plan 2. Storm water plan

F. Sustainability

Sustainable and LEED strategies and goals



IV. 90% CONSTRUCTION DOCUMENTS A. Architectural Required

1. Address all issues flagged in the Design Development review and any new issues

2. Land survey 3. Liturgical Commission report from Design Development (if

applicable) 4. Environmental report (if applicable) 5. Index of drawings and legends 6. Location plan and site plan 7. Floor plans (with furniture layout) 8. Exterior elevations 9. General sections 10. Wall sections 11. Wall types 12. Interior elevations 13. Identification of all fixed equipment 14. Final reflected ceiling plans 15. Specifications 16. Final large scale details 17. Finish schedule 18. Updated gross and net areas calculations, including seating and

parking count 19. Fire and life safety drawing and code check and appeals 20. Energy code analysis 21. Cost estimate

Optional

1. Value engineering cost options (if applicable) 2. Interior finishes boards 3. Model

B. Landscape

1. Final pedestrian walkways and/or courtyards (if applicable) 2. Final schedule of landscape and hardscape material 3. Final selection of outdoor permanent structures and fixtures

(benches, play structures, lampposts, bike racks, etc.), if applicable

C. Structural

1. Final foundation plan 2. Final framing plan with all structural members located and sized 3. Final lateral load resisting system (plans & elevations) 4. Complete structural details



1. Final MEP specifications, including control specifications 2. Final mechanical plans 3. Final plumbing plans 4. Final electrical service sizing and location plans 5. Final lighting & power layout plans

E. Civil

1. Final site grading plan 2. Final storm water plan 3. Final street and site utility plans 4. Final sidewalk plan (if applicable)

F. Sustainability

Final analysis of sustainable and/or LEED strategies and goals Submitted to Building Commission Secretary: _______________________ Date Signed by: __________________________________________ Pastor/Parish Administrator/ High School Principal __________________________________________ Architect


V. PROJECT CLOSEOUT

The documents listed below should be retained as indicated upon completion of the project.

A. The organization should retain and also forward a copy of the following to

the Secretary of the Building Commission:

As-built plans and specifications in CAD and hard copy

B. The organization should retain a copy of the following:

1. Warranty documents 2. Owner’s manual for all equipment 3. Training program 4. Commissioning program (third party inspection), if applicable.



CONTRACT DOCUMENTS

1. The organization’s corporate name or assumed business name shall be stated as Owner on contract documents.

2. Architect Agreements shall be a project appropriate American Institute of Architects (AIA) or other approved form. The Architect shall provide evidence of Professional Liability insurance of not less than $1,000,000 and Worker’s Compensation Insurance as required by Oregon law. Prior to commencement of services, the organization shall submit the signed Architect Agreement and evidence of Architects insurance to the Building Commission Secretary for review and approval of the evidence of insurance by the Archdiocesan Risk Manager. 3. General Contractor Agreements shall be a project appropriate American Institute of Architects (AIA) form. The Contractor shall provide evidence of general liability and auto liability insurance of not less than $1,000,000 and workers compensation insurance as required by Oregon law. The General Contractor Agreement shall include the following provision by insertion or amendment: Contractor shall provide a certificate of insurance evidencing general liability and auto liability coverage for an amount not less than $1,000,000 per occurrence, naming the Owner and the Archdiocese of Portland in Oregon as additional insureds. The certificate must be accompanied by an additional insured endorsement also naming the Owner and the Archdiocese of Portland in Oregon as additional insureds. The endorsement shall state the following, “This insurance is primary and not contributing with any insurance or self-insurance of the Archdiocese of Portland in Oregon.”

Note: Builders Risk Insurance. If the General Contractor has complete control of the project premises, contractor shall provide evidence of Builder’s Risk insurance in the amount of the project. The General Contractor Agreement shall include the following provisions by insertion or amendment: Contractor agrees to provide insurance against loss of damage to the Work by fire or any and all of the risks covered by insurance of the type known as "all risk extended coverage" in an amount not less than 100% of the full replacement cost of the Work. Prior to commencement of work, the organization shall submit the signed General Contract and evidence of contractor’s insurance to the Building Commission Secretary for review and approval of the evidence of insurance by the Archdiocesan Risk Manager. Note: Performance Bond. The organization may elect to require a General Contractor’s Performance Bond. A performance bond is advised for projects with a complex scope of work. Samples of the required evidence of insurance are found on Pages 39 and 40 of this manual.


BUILDING COMMISSION

STAFF CONTACTS

Building Commission Secretary Property Management Coordinator MaryFrances Casciato [email protected] (503) 233-8355

Director of Property and Risk Management Delia Wilson [email protected] (503) 233-8352

Property and Risk Management Coordinator David Hodgin [email protected] (503) 233-8313

Parish Funds Trust Secretary Director of Finance Michelle Braulick [email protected] (503) 233-8320

Office of Divine Worship Administrative Assistant to Msgr. Gerard O’Connor Anne Marie Van Dyke [email protected] (503) 233-8321

mailto:[email protected]






BUILDING COMMISSION

ARCHITECT LIST This list is provided as a reference only. It is not intended to serve as a recommendation for any architect included, nor to exclude consideration of an architect not listed. Organizations are urged to check references before hiring an architect. The following architects have done work which has come before the Archdiocesan Building Commission. Robert Boileau LRS Architects 720 NW Davis, Suite 300 Portland, OR 97209 (503) 221-1121 Member, Archdiocesan Building Commission Alan Costic/Rick Boyd AC & Co. Architecture 363 State Street Salem, OR 97301-3533 (503) 581-4114 St. Mary’s School, Stayton – Master Plan, School Remodel and Addition; Regis High School, Stayton – Master Plan, School Remodel and Addition Kaley Fought/Matthew Stoffegen CB Two Architects 500 Liberty St., SE, Suite 100 Salem, OR 97301 (503) 480-8700 Queen of Peace, Salem – Master Plan Michael Crow Crow/Clay & Associates 125 W. Central Avenue, Suite 400 Coos Bay, OR 97420-2316 (541) 269-9388 St Monica Church, Coos Bay – Master Plan and Remodel of Church Offices John L. Demers 24244 Sertic Road P.O. Box 219 Veneta, OR 97487 (541) 935-6010 St. Catherine of Siena Church, Veneta – Parish Hall Addition; St. Peter Church, Eugene – New Church Entry and Gathering Space


Chris Di Loreto Di Loreto Architecture 200 NE 20th Avenue, Suite 200 Portland, OR 97232-2765 (503) 736-9979 Resurrection Church, Tualatin – New Church; St. Andrew Church, Portland - Master Plan and New Parish Center; St. Edward Church, Keizer – Master Plan, New Church; St. Michael the Archangel Church, Portland – Seismic Upgrade, Remodel, New Parish Office St. Rose of Lima Church, Portland – Master Plan Henry Fitzgibbon Soderstrom Architects, PC 1200 NW Naito Parkway, Suite 410 Portland, OR 97209-2829 (503) 228-5617 St. John Fisher Church, Portland - Master Plan, School Addition and Remodel; St. Cecilia Church, Beaverton – New Activity Center & Gym; St. James Church, McMinnville – Master Plan; St. Thomas More Church, Portland – Master Plan; St. Henry Church, Gresham - Master Plan Jesse Grant gLAS Architects, Inc. 115 West 8th Avenue, Suite 285 Eugene, Oregon, 97401 (541) 686-2014 O’Hara Catholic School, Eugene – New School Ronald Grimes/Brian Westerhout 14 North Central Avenue, Suite 106 Medford, OR 97504-8450 (541) 435-0085 St. Mary’s School, Albany – Master Plan, Remodel and Addition Shepherd of the Valley Church, Central Point – Church Remodel and New Parish Hall; William Hawkins Hawkins Architects 1425 SW 20th Avenue, Suite 205 Portland, OR 97201-2485 (503) 497-9084 Sacred Heart Church, Tillamook – Master Plan


Chris Linn/Abby Dacey BORA 720 SW Washington Street, Suite 800 Portland, OR 97205-3590 (503) 226-1505 Central Catholic High School, Portland – Master Plan Ken Paulsen 5638 SW Haines Street Portland, OR 97219-7126 (503) 245-6540 All Saints School, Portland – School Remodel and Addition; Sacred Heart Church, Gervais – New Church James Robertson Robertson/Sherwood Architects, PC 132 East Broadway, Suite 540 Eugene, OR 97401-3176 (541) 342-8077 St. Alice Church, Springfield – New Parish Hall David Schmitz Engage Architecture 3220 Kincaid Street Eugene, OR 97405 (541) 868-4535 St. Mark Church, Eugene – Master Plan and Remodel Douglas Snider Snider Architecture 45 Hawthorne Street, Suite 1 Medford, OR 97504-7166 (541) 772-5203 Sacred Heart Church, Medford – New Parish Center; St. Mary’s School, Medford – School Addition

Scott Thayer Yost Grube Hall Architecture 707 SW Washington Street, Ste. 1200 Portland, OR 97205 (503) 221-0150 St. Andrew Dung-Lac Church, Beaverton – Master Plan School and Parish Center


Joseph Van Lom Architects Van Lom Group AIA 8125 SW Canyon Road Portland, OR 97298 (503) 226-0590 St. Francis Church, Sherwood – New Church St. Philip Church, Dallas – New Church and Parish Hall Joyce Ward Architecture 549 Auburn Street Ashland, OR 97520-2911 (541) 482-5482 Our Lady of the Mountain Church, Ashland – Parish Hall


MASTER PLAN

REQUEST FOR FACILITIES MASTER PLAN DEVELOPMENT

FORM MP-1

____ Name of Parish/Parish School, Archdiocesan Date High School or other organization __ ___________ Name of Pastor, Parish Administrator, or Signature of Pastor, Parish Administrator, or High School Principal High School Principal 1. State reasons for the need to develop a Master Plan. 2. Name of proposed Architect. The Architect must be a member of the American Institute of

Architects (AIA). Attach resume for any Architect that has not previously done work that has come before the Building Commission.

Do not write below this line

ENDORSEMENTS

1. Master Plan Development Approval: _____________________________ Vicar General 2. Architect Approval: _____________________________ Chairman, Building Commission

Instructions: Complete and submit this form to the Building Commission Secretary who will notify you when approved by the Building Commission. Appearance before the Commission is not required.


MASTER PLAN

REQUEST FOR PRELIMINARY REVIEW OF A FACILITIES MASTER PLAN

(Optional at Organization’s request)

FORM MP-2

____ Name of Parish/Parish School, Archdiocesan Date High School or other organization __ ___________ Name of Pastor, Parish Administrator, or Signature of Pastor, Parish Administrator, or High School Principal High School Principal ___ Name of Project Architect 1. State what preliminary Master Plan consists of: 2. Estimated cost of project (if known):


ENDORSEMENTS

1. Preliminary Master Plan Review: Vicar General 2. Preliminary Master Plan Review: Chairman, Building Commission 3. Preliminary Master Plan Review: Director of Finance ______________________________ Chief Administrative Officer Instructions: Complete and submit this form to the Building Commission Secretary when the Master Plan is ready for preliminary review by the Building Commission. You will be notified of a date to appear before the Building Commission.


MASTER PLAN

REQUEST FOR APPROVAL OF A FACILITIES MASTER PLAN FORM MP-3

____ Name of Parish/Parish School, Archdiocesan Date High School or other organization __ ___________ Name of Pastor, Parish Administrator, or Signature of Pastor, Parish Administrator, or High School Principal High School Principal __ Name of Project Architect

1. State what Master Plan consists of: 2. Estimated cost of project:


ENDORSEMENTS

1. Master Plan Approval: Vicar General 2. Master Plan Approval: Chairman, Building Commission 3. Master Plan Review: Director of Finance _______________________________ Chief Administrative Officer Instructions: Complete and submit this form to the Building Commission Secretary when the Master Plan is ready for review by the Building Commission. You will be notified of a date to appear before the Building Commission.


CONSTRUCTION

REQUEST FOR PRELIMINARY PLANNING AND ARCHITECT APPROVAL FORM C-1

____ Name of Parish/Parish School, Archdiocesan Date High School or other organization __ ___________ Name of Pastor, Parish Administrator, or Signature of Pastor, Parish Administrator, or High School Principal High School Principal __ Name of Project Architect 1. State what you want to build: 2. State reasons for wanting to build (attach separate sheet if necessary). 3. Name of proposed Architect. The Architect must be a member of the American Institute of

Architects (AIA). Attach resume of any architect that has not previously done work that has come before the Building Commission.

4. Estimated cost of project:


ENDORSEMENTS 1. Preliminary Planning Approval Vicar General 2. Choice of Architect Approval Chairman, Building Commission 3. Preliminary Financial Review _______ Director of Finance

_______________________________ Chief Administrative Officer Instructions: Complete and submit this form to the Building Commission Secretary. You will be notified when approved by the Building Commission. Appearance before the Building Commission is not required.


CONSTRUCTION

REQUEST FOR APPROVAL OF SCHEMATIC DESIGN FORM C-2


Summary of Projected Costs and Sources of Payment

Bridge loan financing being requested from the Parish Funds Trust based on current cash flows of project:

(1) The Parish Articles of Incorporation (Article 8) require the consent of the Board of Directors and

the Member of the corporation to sell property. (2) These totals must equal each other. (3) Please detail separately, list on the reverse of this form.


ENDORSEMENTS

1. Schematic Design Approval ______________________________________ Chairman, Building Commission

2. Financial Summary Review ______________________________________

Director of Finance _______________________________________

Chief Administrative Officer

Instructions: Complete and submit this form to the Building Commission Secretary when Schematic Design is ready for review by the Building Commission. You will be notified of a date to appear before the Building Commission.

Projected Costs Sources of Payment Land $ Cash at Parish $

Construction Contract $ Trust short-term savings $

Landscaping $ Trust long-term investments $

Furnishings $ Grants $

Architect Fees $ Pledges outstanding, net of uncollectable

$

Contingency 10% $ Market value of property held for sale (1)

$

Other Sources (3)

$

Total Project Costs (2): $ Total Sources of Payment (2): $

$

__________________


CONSTRUCTION

REQUEST FOR APPROVAL OF DESIGN DEVELOPMENT FORM C-3




(1) The Parish Articles of Incorporation (Article 8) require the consent of the Board of (2) Directors and the Member of the corporation to sell property. (3) These totals must equal each other. (4) Please detail separately, list on the reverse of this form.


ENDORSEMENTS

1. Design Development Approval Chairman, Building Commission

2. Financial Summary Review Director of Finance

____________________________________


Instructions: Complete and submit this form to the Building Commission Secretary when Design Development plans are ready for review by the Building Commission. You will be notified of a date to appear before the Building Commission.






$


$

Other Sources (3)

$


$ __________________


CONSTRUCTION

REQUEST FOR APPROVAL OF 90% CONSTRUCTION DOCUMENTS FORM C-4




(1) The Parish Articles of Incorporation (Article 8) require the consent of the Board of Directors and the Member of the corporation to sell property. (2) These totals must equal each other. (3) Please detail separately, list on the reverse of this form.


ENDORSEMENTS

1. Construction Documents Approval Vicar General

2. Construction Documents Approval Chairman, Building Commission


___________________________________


Instructions: Complete and submit this form to the Building Commission Secretary when the Construction Documents are 90% complete and are ready for review by the Building Commission. You will be notified of a date to appear before the Building Commission.






$


$

Other Sources (3)

$


$


CONSTRUCTION REQUEST FOR APPROVAL OF FINAL CONSTRUCTION DOCUMENTS

FORM C-5 ____ Name of Parish/Parish School, Archdiocesan Date High School or other organization __ ___________ Name of Pastor, Parish Administrator, or Signature of Pastor, Parish Administrator, or High School Principal High School Principal __ Name of Project Architect



(1) The Parish Articles of Incorporation (Article 8) require the consent of the Board of Directors and the Member of the corporation to sell property.

(2) These totals must equal each other. (3) Please detail separately, list on the reverse of this form.


ENDORSEMENTS

1. Final Construction Documents Approval Vicar General

2. Final Construction Documents Approval Chairman, Building Commission


___________________________________


Instructions: Complete and submit this form to the Building Commission Secretary when final construction drawings are submitted. You will be notified when approved.






$


$

Other Sources (3)

$


$ __________________


ADDITIONAL INSURED ENDORSEMENT FORM POLICY NUMBER: 1234567890 COMMERCIAL GENERAL LIABILITY

THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.

ADDITIONAL INSURED – DESIGNATED PERSON OR ORGANIZATION

This endorsement modifies insurance provided under the following:

COMMERCIAL GENERAL LIABILITY COVERAGE PART.

SCHEDULE

Name of Person or Organization: Archdiocese of Portland in Oregon and _______________________________ (Church or School – use corporate name) including their officers employees and volunteers

(If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement). WHO IS INSURED (Section II) is amended to include as an insured the person or organization shown in the Schedule as an insured but only with respect to liability arising out of your operations or premises owned by or rented to you.

This insurance is primary and not contributing with any insurance or self-insurance of the Archdiocese of Portland in Oregon.

CG 00 00 00 00 SAMPLE OF INSURANCE ENDORSEMENT FORM


CONSENT TO CORPORATE ACTION WITHOUT A MEETING

BY THE BOARD OF DIRECTORS

(Initiate a Facilities Master Plan Study)

Name of Corporation: (“Corporation”)

In accordance with the Oregon Nonprofit Corporation Act, we, the undersigned, being all the Directors of this Corporation, an Oregon nonprofit corporation, do consent to the following corporate action as if such action had been taken at a duly held meeting of the Board of Directors of the Corporation:

RESOLVED, that the board of directors approves the plan of the Corporation to initiate a master plan study for parish facilities (“Master Plan”). FURTHER RESOLVED, that the Corporation follow whatever standards and procedures are required and approvals necessary through the Archdiocesan Building Commission process to carry out the Master Plan study. Such standards and procedures may include but not be limited to: developing or updating a parish master plan; following established construction standards and guidelines; obtaining review and approval of the Master Plan documents, etc. FURTHER RESOLVED, that the president [acting alone is] [acting alone or acting together with [NAME(S)], are] authorized to sign and deliver all documents and to take or cause to be taken all other acts on behalf of the Corporation that they deem necessary or appropriate to effect and carry out the intent of the above resolutions. FURTHER RESOLVED, that all acts previously taken by any officer named above on behalf of the Corporation to effect and carry out the intent of the above resolutions are approved, ratified, and confirmed, provided the acts were not inconsistent with these resolutions or with the Corporation’s Articles of Incorporation or Bylaws, the Oregon Nonprofit Corporation Act, or any other applicable law.

Signing this Consent constitutes a written waiver of any notice required by the

Oregon Nonprofit Corporation Act, the Corporation’s Articles of Incorporation, Bylaws, or otherwise.

This Consent may be signed in counterparts. This action is to be effective as of the date last signed below. Date Signed: Signature (Pastor) Date Signed: Signature (Vicar General) Date Signed: Signature (Chair, Parish Finance Council)


CONSENT TO CORPORATE ACTION WITHOUT A MEETING BY THE BOARD OF DIRECTORS

(Initiate and Complete Construction)

Name of Corporation: (“Corporation”)

In accordance with the Oregon Nonprofit Corporation Act, we, the undersigned, being all the Directors of this Corporation, an Oregon nonprofit corporation, do consent to the following corporate action as if such action had been taken at a duly held meeting of the Board of Directors of the Corporation:

RESOLVED, that the board of directors approves the plan of the Corporation to initiate and complete construction to [BUILD/REMODEL/EXPAND] the [NAME OF PARISH BUILDING] (“Construction Project”). FURTHER RESOLVED, that the Corporation follow whatever standards and procedures are required and approvals necessary through the Archdiocesan Building Commission process to carry out the Construction Project. Such standards and procedures may include but not be limited to: developing or updating a parish master plan; following established construction standards and guidelines; obtaining review and approval of construction documents, etc. FURTHER RESOLVED, that the foregoing resolutions are subject to the consent of the Member of the Corporation and shall not be effected and carried out without such consent. FURTHER RESOLVED, that the president [acting alone is] [acting alone or acting together with [NAME(S)], are] authorized to sign and deliver all documents and to take or cause to be taken all other acts on behalf of the Corporation that they deem necessary or appropriate to effect and carry out the intent of the above resolutions. FURTHER RESOLVED, that all acts previously taken by any officer of the Corporation [or by [NAME] ______________] on behalf of the Corporation to effect and carry out the intent of the above resolutions are approved, ratified, and confirmed, provided the acts were not inconsistent with these resolutions or with the Corporation’s Articles of Incorporation or Bylaws, the Oregon Nonprofit Corporation Act, or any other applicable law.

Signing this Consent constitutes a written waiver of any notice required by the

Oregon Nonprofit Corporation Act, the Corporation’s Articles of Incorporation, Bylaws, or otherwise.

This Consent may be signed in counterparts. This action is to be effective as of the date last signed below. . Date Signed: Signature (Pastor) Date Signed: Signature (Vicar General) Date Signed: Signature (Chair, Parish Finance Council)