BUCKNELL UNIVERSITY PROCEDURES FOR RENOVATIONS AND NEW CONSTRUCTION

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1 I. PURPOSE BUCKNELL UNIVERSITY PROCEDURES FOR RENOVATIONS AND NEW CONSTRUCTION To ensure the proper process to request and obtain approval for all renovation or new construction projects within Bucknell University owned (and leased) facilities. II. ACCOUNTABILITY Under the Associate Vice President for Facilities, the Director of Planning, Design and Construction shall ensure compliance with these procedures. The Provost, Vice Presidents and Deans shall implement these procedures. II. DEFINITIONS Programming- This phase requires intensive information exchange between the university and the designers and therefore the PM is very busy arranging and attending stakeholder meetings, programming sessions, establishing a level of quality and ensuring that the project gets off on a sound foundation. During this phase the Project Manager (PM) should make certain that every stakeholder is brought into the communication network. Additionally, the PM must work to educate the design team as to Bucknell s standards and design expectations. Programming is a five-step procedure: goals, facts, concepts and needs involving four considerations: function, form, economy and time. Programming is not design. Programming is problem seeking. Design is problem solving. Programming is the preclude to good design. Schematic Design (SD) - A project concept presented in a drawing format that sets forth the basic floor plan of the project s programmatic requirements. Schematic Design is subject to change after approval of the End User Representative, or due to final review by regulatory agencies such as the East Buffalo Township, Lewisburg Borough, Central Keystone Council of Government Code review and or Lewisburg Historical Review Board and Department of Environmental Protection. Design Development (DD) Drawings are further developed with more detail based on the basis of design (BOD) and owner s program requirements (OPR). A project s schematic design is refined, including designing details and selecting materials. This step occurs after the owner/client has approved the schematic design. The design team returns to their offices to place more details into the documents to describe the drawings in terms of architectural, mechanical and structural systems. In addition a statement of probable cost is developed. Progress drawings and specifications are forwarded through the PM to the steering committee and down to a variety of campus constituencies who need to provide comments and constructive input. The building envelope and size should be set. Interior walls and doors are located. Chases and mechanical spaces appear on the drawings. In general, more detail begins to emerge. Along with this work a more detailed estimate, based now upon actual quantities, is to be submitted by the designers.

2 2 Renovation - Any construction that results in a change to the internal arrangement of an existing facility in order to upgrade it to provide a higher standard of quality, increased efficiency or a use different than originally existed. Examples include: installation of air conditioning, installation of grid ceilings, lighting, partition demolition or additions to comply with, but not limited to, current building and fire safety codes. New Construction - A new facility or the addition, expansion, or extension of an existing facility that adds to a building s overall external dimensions. Request for Proposal (RFP) - A document soliciting proposals for services over $17,700 from firms such as architectural & engineering consultants. The information in the RFP includes, but is not limited to, location of the project, project description, detailed Scope of Work, criteria for consultant selection, time frame for project or feasibility study completion and deadline for responses. Request for Quotation (RFQ) - A document soliciting proposals for services under $17,700 from firms such as architectural & engineering consultants. The information in the RFQ includes, but is not limited to, location of the project or feasibility study completion and deadline for responses. Feasibility Study - A comprehensive report developed by an architectural, engineering or other firm that includes, but is not limited to: Design Narrative, Project Description, Programming, Schematic Design, Scope of Work, Mechanical, Electrical, Plumbing and Fire Protection (MEP/FP) Systems Evaluation, Hazardous Material Evaluation, Code and ADA deficiencies and Remediation Recommendation, Project Budget and a Design and Construction Schedule. End User Representative - A representative of the college, school, or department that will occupy and/or use the completed design or construction project. Project Budget - The total cost to complete a renovation or new construction project, including, but not limited to, construction, professional fees, permit fees, contingencies, escalation, hazardous material remediation, telecommunication, furniture, fixture and equipment. A Project Budget Form is attached as Exhibit I. Project Team - A group of individuals who have responsibility to participate, contribute and represent their division, department or firm in the development and implementation of a specific renovation, alteration or new construction project. The Project Team (e.g., Public Safety, Library & Information Technology, Facilities, Planning, Design and Construction, and other departments) shall act as a resource to the Project Manager and shall complete tasks as assigned for the orderly progress and successful completion of the feasibility study, renovation or new construction. Scope of Work - A description of the work indicating the architectural, structural, mechanical, electrical, plumbing and fire protection systems, material choices and quantities of materials for a project as required. The Scope of Work provides a basis for determining the Project Budget. Renovation and Construction Procedures

3 3 Project Account - A capital fund account that is established for a specific project and to which all project costs are charged. IV. PROCEDURES A. Requirements: 1. All requests for renovation or new construction shall be submitted in writing to the Associate Vice President for Facilities and Sustainability (AVP-F&S) by the appropriate Dean and or Vice President once approved by the Space Committee. All requests must be accompanied by the following information, completed to the fullest extent possible: Current use and square footage of space Program requirements Proposed use of renovated space Location of space Time-frames requested Name of End User Representative 2. The cost to retain the services of an architectural & engineering (A/E) firm or other consultants to conduct feasibility studies is part of the project cost. A Project Account or funding identification will need to be in place prior to the award of any consulting or construction service. Planning Design and Construction (PD&C) Group will engage the A/E firm according to PM Procedures. 3. Any proposed change in the Scope of Work of a feasibility study for a renovation or Construction project must be requested in writing to the AVP- F&S. The AVP F&S shall evaluate the request in consultation with the Director of Planning and Design and Construction and respond in writing as to the feasibility of the request. 4. Projects up to $1,000,000 will need the signature of the AVP- F&S. For projects over $1,000,000 requires approval of the Vice President of Administration and Finance. For projects with a total Project Budget in excess of $1,000,000 Board of Trustees approval is needed. 5. The PD& C Group will establish a project fund account, upon approval of the Project Budget. B. Implementation: 1. Upon receipt of a request for renovation, alteration, or new construction, the AVP- F&S shall evaluate the request to determine if a feasibility study will be conducted by in-house staff (PD&C Group with Facilities Maintenance) or by outside consultants (through the engagement of A/E firm). Renovation and Construction Procedures

4 4 2. If it is determined that a feasibility study is to be conducted by an outside consultant: a. PD&C Group develops a Request for Proposal (RFP) or Request for Quotation (RFQ) to obtain the services of an A/E firm or other consultant. b. Upon selection of an A/E firm or other consultant, a contract is submitted to the BOT for approval as required. The requesting department for the services of the A/E firm or other consultant prior to BOT submission must establish a Project Account. c. A PD&C Group Project Manager will assemble a Project Team, which may include, but is not necessarily limited to, the Architect; Engineer; other design specialist/consultants; End User Representative; and representatives from Facilities Maintenance, Library and Information Technology and other University departments as determined by the Project Manager for the successful and orderly execution of the feasibility study. For capital construction projects a steering committee will be established. d. Upon completion of the feasibility study including the Project Budget, the feasibility study is submitted by the AVP-FS to the respective Dean and/or Vice President for the requesting department s review, approval, and establishment of an increased Project Budget Account for the design and construction phase of the project. An example of a Request to Establish University Project Account form is attached as Exhibit II. e. Upon receipt of signature approval of the Project Budget and Board Approval ( if required) and the fully funded Project Account, a project: Under $1,000,000 is solicited for the design, permitting, bidding, and construction phase of the project. Over $1,000,000 is scheduled for presentation as a concept document at the next BOT meeting prior to bid process. Upon approval by the Board of Trustees, PD&C Group provides construction documents for the design, permitting, bidding, and construction of the project. 3. If it is determined that Facilities Maintenance staff will perform the requested project in-house: Renovation and Construction Procedures

5 5 a. The PD&C group Project Manager shall assemble a Project Team, which may include, but is not necessarily limited to, the Architect; Engineer; other specialist consultants; End User Representative; and representatives from Facilities Maintenance, Library & Information Technology, Pubic Safety and other University departments as required for the successful and orderly execution of the feasibility study. b. The PD&C Project Manager will develop a Preliminary Layout and Scope of Work for the project with input from the Bucknell Team. The End User Representative will facilitate the appropriate reviews and approvals of the Preliminary Layout and Scope of Work. c. Upon approval of the Scope of Work and Preliminary Layout for the project, a Project Budget is developed to identify all construction costs, fee contingencies and other related project costs. A Project Budget Form is attached as Exhibit I. d. The Project Budget is submitted by the AVP-F&S to the Dean and/or Vice President of the requesting department for review, approval and establishment of a Project Account for the design and construction phase of the project. An example of a Request to Establish University Project Account form is attached as Exhibit II. e. Upon receipt of signature approval of the Project Budget and the fully funded Project Account, Facilities Maintenance begins construction under the project management of the Director of Planning Design and Construction. EXHIBITS I. Project Budget Form II. Request to Establish University Project Account form sample. Renovation and Construction Procedures

6 EXHIBIT I Bucknell University PROJECT BUDGET Project Name: Project No. Project Account No. CHECK ONE: New Construction Renovation Repair /Replacement Note: Attach brief description of work to be accomplished, Exact location and requested date for occupancy. SOURCE OF FUNDS (FCB/Capital): EXPENDITURE TYPE Cost of Construction Construction Contingency (10% of Const.) Escalation Based on 18 Months to Mid-Point of 3.5% Yr. (for construction over $2 million) Other Related Projects/Costs (Permits) Minority Job Training (.5% of new const. only) SUBTOTAL CONSTRUCTION COST $ $ Construction Management (7% of Const.) Architectural/Engineering Fee Additional Services/Reimbursable Surveying/Testing/Inspections Fine Arts (1.5% of Const. over $2 million) Printing & Advertising SUBTOTAL PROFESSIONAL SERVICES FEES $ $ Educational Equipment/Furnishings Office Equipment/Furnishings Telecommunications AV Equipment Other (Public Safety, Alarm System, Housekeeping, Moving, etc.) SUBTOTAL EQUIPMENT/FURNISHINGS $ $ PROJECT SUBTOTAL COST $ 7109 Project Contingency (5% of Const.) TOTAL PROJECT ESTIMATED COST APPROVED BY: Vice President of Facilities & Sustainability DATE:

7 EXHIBIT II Bucknell University REQUEST TO ESTABLISH UNIVERSITY PROJECT ACCOUNT (CAPITAL PROJECTS) TO BE COMPLETED BY THE REQUESTING DEPARTMENT Funding Source (If applicable) Operating Account To be transferred to Project Account Account Title Requested by: Project Description/Location Approval Date (Requesting Department s Fiscal Representative/ Dean) Project Account Title Project Account Amount TO BE COMPLETED BY DEPARTMENT OF FACILITIES Project Account Officer ATTACHMENTS: (Associate Vice President for Facilities & Sustainability) Approved Project Budget Sheet Other TO BE COMPLETED BY OFFICE OF BUDGET & PLANNING Project Account # Approved (Vice President for Business & Finance) Date