Maps and Records receives three types of deliverables in its service to the Stanford University community in maintaining current condition information:
1) Plans Review documents (paper and electronic at 100% CD),
2) At Occupancy drawings (Contractor mark-ups in hardcopy) and
3) "As-Built" Record Documents (harcopy and electronic).
The term "deliverables" is used in lieu of "submittals" to reduce confusion with material specifications (samples for a project) which are typically called "submittals." These items should be sent to the appropriate organization reviewing the materials, and not to Maps and Records.

Please ensure that a transmittal letter accompanies all deliveries that includes the following information:

Plans review and At Occupancy drawing sets should be sent to:

Stanford University Maps and Records
Attn: Client and Office Service Representative
327 Bonair Siding, 1st floor
Stanford, CA 94305-7201, MailCode: 7274

Please note that record documents should be sent to the appropriate Project Manager for final check. The final set is then sent by the Project Mangager to Maps and Records. If the Project Manager has requested delivery direct to Maps and Records, the contact info is as follows:

During the design and construction phase of a project, Plans Review documents are received for Maps and Records' University Plans Review process, which initiates a notification message to several campus departments and the Facilities Operations Plans Review process. Electronic documents are required with the Plans Review deliverable for the 100% CD stage and beyond. Complete information on the specific requirements of Plans Review can be found on our Plans Review web page.

Maps and Records must have a set of plans on file prior to occupancy of the building or project area, for maintenance and emergency preparedness purposes. If the As-Built set is not ready, or if a more current set is available than what was on file for Plans Review, please ensure that these are delivered to Maps and Records (field markup copy gladly accepted). This set will also be used by our staff to update campus base maps or floorplans until the As-Built set arrives.

During the closeout procedure for each project, "As-Built" Record Documents are due to Maps and Records. Record Documents are required in both Hardcopy and Electronic (see below) formats as described below.

If a final set cannot be provided by the time of occupancy, the Project Manager should ensure that Maps and Records receives the latest construction set to be used for operational purposes until Record Documents are provided.

The "As-Built" Record Document submittal shall consist of one set of translucent reproducible drawings, stamped or otherwise notated as "Record Documents", and accompanied by a transmittal letter which clearly identifies the project represented. Translucent reproducibles are often vellum, sepia, or mylar, and are generally left unbound. Vellum is preferred. "Translucent Bond" is not accepted due to archival quality considerations.

1. The agreement for professional services with the Architect or Engineer requires the submission of reproducible record drawings reflecting as-built conditions.

2. The principal purpose of the record drawings is to provide the University with a permanent record of actual construction to facilitate troubleshooting and to provide for the potential of future building alterations. We recognize that change orders and field directives result in actual construction that is somewhat at variance with the executable set of Construction Documents.

3. The Architect or Engineer, in his or her administration of the Construction Contract, is the logical focal point and repository for this record drawing information. The Construction Contract requires the Contractor to record all changes to drawings and specifications as they occur, and to deliver these record drawings and specifications in reproducible format to the Architect upon completion of the work. This information is the Architect's principal source of information in revising drawings and specifications for the record set. In addition, shop drawings, field notes, change orders, correspondence, and the Architect's own set of drawings will provide auxiliary information.

4. At the conclusion of construction, all changes shall be incorporated on the tracings by the Architect or Engineer and noted with a "goose egg" or similar designation showing it as "as-built", "change order number 4", or other appropriate notation. The specifications shall be annotated to show the actual selected products that are incorporated into the project, particularly where a choice of two or more products was permitted.

5. The Architect shall include as part of the Project Dossier a set of the final structural, mechanical, and electrical calculations that were prepared during the design phase. Submitted material should be clearly marked "as-built" and dated.

6. The drawings to be submitted to Stanford that are required in the Agreement shall be direct duplications from revised tracings in the form of translucent reproducibles, such as vellum, sepia or mylar (vellum is preferred and translucent bond is not accepted due to archival quality considerations). In some of our Consultant Agreements, there is an additional provision for half-scale prints. Where these are required, they can be ozalids, Xerox, or a similar quality. Number of copies of record drawing prints to be supplied by the Architect is covered in the Owner/Architect Agreement.

7. A set of drawings for all applicable disciplines shall be submitted in CAD (Computer Aided Design) form. See below.

Presentation Format:

1. Drawings:
a. All drawings must have the following minimum identification in the lower right hand corner: Project name, Stanford project number, date (including current revision, if any), quad and building number (provided by Stanford), and the appropriate drawing number and drawing identifications (i.e., first floor elevations, etc.). The Architect may use a title block along the right hand margin, but the above minimum information must appear in the lower right hand corner of the sheet to aid in identification and retrieval of drawings from flat file cabinets.
b. Project drawings shall be the same size. Paper sizes are limited to the following:
• ANSI B Plot = 11”x17”
• ANSI D Plot = 24”x36”
• ARCH E1 Plot = 30”x42”

Only standard, un-reduced sheet sizes will be accepted without prior approval of the Project Manager in coordination with Maps and Records.

2. Specifications shall follow the Construction Specifications Institute format and indexing, but shall be bound to contain the legal standard documents listed below and in Article 1.04 below. The first page of each of Divisions 15, 16, and 17 shall be an index to that section. Use dividers to separate specification sections at least as follows:
a. Legal (Invitation to Bid, Instruction to Bidders, Proposal, Agreement, General Conditions, Addenda, Etc.)
b. Special Conditions, Construction
Administration Procedures
c. Architectural (Div. 1-14)
d. Mechanical (Div. 15)
e. Electrical (Div. 16)
f. Fire Protection (Div. 17)
Note: at least one copy of the specifications shall be submitted in loose, unbound, unpunched format, for ease of reproduction.

If you have questions about electronic submittals, please contact the Manager of Maps and Records through email or by calling 650-723-0594.