Facilities Projects Process Summary

Project Funding Types

1. Bond Funded  - constructed by GSFIC

·        Majors >$5M

·        Minors <$5M

·        Payback – revenue-based payback

2. MRR

·        Annual budget allotment to campuses.  Projects are usually < $1M

3. Other

·        Funding sources other than state monies.

Process

Approval Steps

Majors

Campuses submit Annual Consolidated Capital Request packages to USO Facilities.

Facilities reviews requests and submits to BOR

The Board selects projects from a list of candidate projects recommended by the staff for presentation.  The selected projects are put on five year rolling list.  Projects are refined for four years and then sent to the legislature as a part of the budget request.  Usually design funding is appropriated at the first funding request.  Construction funds are usually appropriated the following year and equipment funds the year after.

Those that aren’t approved may be resubmitted in the next year’s capital request from the campus.

Minors

Campuses submit request to USO Facilities. 

Facilities prepare a recommended list to be included in the budget request. 

Recommended projects go to the Board in the general budget approval process.

If they are a part of the approved USG budget and selected by the Governor and/or the Legislature then they get funded at the start of the next fiscal year.

MRR

The legislature and the Governor establish an appropriation for the System’s MRR funding.  The appropriated funds are then allocated to the campuses on a formula basis.

During the capital-funding request following the legislative appropriation, campuses submit their MRR needs to USO Facilities. 

Facilities prepare a recommended list of projects based on each campus’s allotment.

Funded projects begin the following July at the first of the fiscal year.

These can be multiyear and multistage (phased) in nature

Fast Track

Fast Track is a name for a design build delivery method that combines design and construction under a single contract with a single entity.  A traditional (standard) project is designed by an architect, bid by GSFIC or the campus, and constructed by a contractor.  In a traditional project, there are separate contracts for design and for construction. 

Design Steps

Design Professional Selection

Expanded Selection method – Stated Cost Limitation (SCL) >$5M or design fees >$300k

• Advertise for design firms
• Short list development by the campus and sent to Facilities
• Interviews by campus and Facilities
• The campus in conjunction with Facilities recommends the selection to the Board for approval

Basic Selection Method

• $1M<SCL<$5M and design fee <$300k
• Campus sends a list of design firms to Facilities for consideration
• Interviews by campus and Facilities
• The campus in conjunction with Facilities makes the selection

Abbreviated Selection Method

• SCL<$1M and design fee <$40k
• Campus sends Facilities a list of design firms in rank order
• VC Facilities makes the selection

Overall three-step process – Plan, Design, Build

Programming (Plan)

• Establishes space requirements based on needs
• Typically contracted and managed by the University, using University funds

Conceptual Design (Plan to Design transition)

• Provide three broad concepts
• Typically managed by the University w/ BOR in an advisory role

Schematic Design (Design)

• Concept plus building and infrastructure definition
• Presented to University and then to BOR staff

Preliminary Design (Design)

• Comprehensive design completed
• Presented and approved by the University and then by the BOR staff

Construction Documents (Design transition to Build)

• Documents developed from which the building will be bid and constructed
• University review, BOR review, and other state agency review

Construction (Build)

Bidding

• Construction documents turned over to GSFIC for bidding for bond projects
• For non-bond projects, University bids the project

Construction Administration and Project Close-Out

•        For GSFIC projects - Design Professional contract is turned over to GSFIC for construction supervision services

•        Non-GSFIC projects – Design Professional serves as the eyes and ears of the campus and BOR staff

•        Regents Construction Inspector – new approach that puts a BOR-contracted resource on site to observe and report construction activity.

•        Change orders are limited by State law to those that are unforeseen conditions, errors in construction documents or changes in codes or regulations.  Changes to the scope of work are called post bid addendums.  Changes to scope are judiciously used.

Project Closeout

•        Campus, contractor, and Design Professional conduct a final inspection and develop punch list.

•        Follow-up inspection occur when building has been occupied for 10 months