Building Project Procedures Manual

Chapter 2: Project Initiation: Step by Step Procedures

Methods and procedures for the initiation of building projects are addressed in this chapter. Also included are the requirements to be followed for the preparation and submission of agenda items to be presented to the Board of Regents.

All projects located on Board of Regents property, regardless of funding source and regardless of delegated authority, must be authorized by either the Vice Chancellor for Facilities or the Board of Regents. This does not include routine maintenance type projects. If the construction cost/stated cost limitation (SCL) of the project exceeds $1,000,000, the project must be approved by the Board of Regents.

There are several ways a proposed project can be submitted. Three of the most common are as follows:

  • As part of the Annual Consolidated Capital Request package, Major, Minor and Payback Capital Projects are submitted annually by each campus to the Board of Regents Office of Facilities for review and subsequent submission to the Board of Regents. Submissions are usually received during the spring with the exact date established by the Board of Regents Office of Facilities. After the Board approves a list of projects, the list is included as part of a slate which is submitted to the state legislature via the State Office of Planning and Budget (OPB). The legislature meets each year and funds projects at their discretion. Projects funded by the state legislature usually receive funds after July 1 of the same year. Actual availability of funds is sometimes contingent on the date or sale of state General Obligation bonds. Occasionally "cash" funds are authorized and special care must be taken to ensure these funds are encumbered. The funds are subject to lapse at the end of the fiscal year. Projects that do not receive funding can be resubmitted in a subsequent year.
     
  • As part of the Annual Consolidated Capital Request package, state-funded Major Repair & Rehabilitation (MRR) Projects are submitted by each campus to the Board of Regents Office of Facilities for review and submission to the Board of Regents. Submissions are usually received during the spring with the exact date established by the Board of Regents Office of Facilities. Projects approved for funding by the Board (usually in June) usually receive funds after July 1 of the same year. Projects that do not receive funding can be resubmitted in a subsequent year.
     
  • For proposed projects that are not part of the Annual Consolidated Capital Request package, the request is to be submitted by the campus President to the Vice Chancellor for Facilities using App. 2 E, "Request for Authorization of a New Project" (Renovation or New Construction). Projects that are acceptable to the Vice Chancellor for Facilities and that need to be approved by the Board of Regents will be placed on the Board's agenda after all required documentation is received from the campus in accordance with App. 2 E) The project can proceed immediately after the Board authorizes it.