Capital projects begin when a Project Request Form is submitted to the Office of Capital Projects (OCP). The Form is accessible through "Quick Picks" on the left side navigation area.
Upon receipt of a Project Request Form, OCP will set up an appointment to develop a Project Scope Statement with you. Working together, we will determine the quality, cost, and schedule of your space needs.
A Project Scope Statement is a preliminary feasibility study that begins to identify project goals, scope, cost and timeline by “order of magnitude” and will be developed for the requestor at no cost, when less than 20 staff hours of time is expended. We endeavor to complete and return these Scope Statements to you within 10 working days of your initial meeting with your project manager.
Before any formal work can begin on the project, we need the Project Scope Statement returned to us, signed by the College Representative, with a fund source indicated – so that the project can proceed as required.
Projects awaiting Customer Representative approval or awaiting funds to proceed are placed in a PENDING status.
Projects that remain inactive for 6 months will be archived and removed from the OCP active project list - unless further direction is received from the Customer. The information will be retained for future reference for an additional year.
Feasibility Assessment
Project requests that require in-depth analysis prior to proceeding into design are placed in Feasibility Assessment status.
The compatibility of the project with building systems, space usage, or building codes are analyzed and addressed.
The project feasibility, cost estimate, and recommended method of delivery are developed.
OCP, in association with Planning and Campus Development (PCD), will work with the College Representative and/or the Provost’s Office to develop and prioritize these possible future Capital Projects.
Design
Major Capital projects, in most cases, require professional architects and engineers to design and engineer the project. If the design fees exceed $200k, and funding is identified, the University Architect will facilitate the A/E selection process.
The University Architect develops the Request for Proposal (RFP) in conjunction with OCP.
The University Architect identifies a Selection Team; a Customer and/or College Representative will be invited to participate.
The University Architect is responsible for following the State Procurement Code, will facilitate the selection process, and will present the Selection Team’s recommendation to the Regents for approval.
Bidding
A site visit to begin the bidding phase is scheduled by the Project Manager or assigned Construction Manager.
The Customer, Facilities Manager, and the appropriate construction resources will be notified.
Construction contracts are usually completed within thirty days from bid receipt. Lead times for material deliveries are solidified at this time.
Construction
The construction start date is established, based on the Customer’s requirements and the expected lead-time for material delivery. The Customer and the Facility Manager are notified in writing.
The Project Manager or assigned Construction Manager communicates directly with the Customer and the Facility Manager to ensure minimal disruptions in and around the project. Notifications are sent prior to any hazardous material abatement or other unusually disruptive construction activities.
At the close of construction (Substantial Completion) the Construction Manager confirms with the Customer that construction of the project is complete.
The architect and engineer of record confirm that the project was constructed according to design specifications and is ready for occupancy.
Closeout
The Closeout Report is produced and sent to the Customer and College Representative. This document summarizes changes to the project scope, current financial status, and the significant milestones of the project. Any reductions or additions to the scope are listed.
The Closeout indicates to the Customer that customer requisitions encumbered for the project may be closed and that any OCP account for the project will also be closed - with remaining balances refunded, as appropriate.
A Customer Service Evaluation Form will be attached to the Closeout document. We would appreciate your assessment of our services and will schedule a closeout meeting with you to discuss your assessment of our services.
Project Completion
Complete
As-built construction plans are archived for future reference; floor plan revisions are forwarded to Planning and Campus Development.
Archive
Program Assessments that are six months old or older are removed from the active project list. The information is retained for future reference. Projects may be archived at other times, based on direction from the Customer or College Representative.
Canceled
The Customer or College Representative cancels the project. There is no expectation that the project will proceed in the future. Information may not be maintained.
