Building Project Procedures Manual

Chapter 4: Procedure for Planning and Programming Projects

General Note: Lists of activities required to complete a task are example activities only. These lists are not exhaustive. It is the responsibility of all parties to determine all necessary steps required to complete any given activity.

ITEM BOR FACILITIES OFFICE CAMPUSDESIGN PROFESSIONAL /CONSULTANT
1   Organize a Campus Programming Committee including, but not limited to representatives from the business office, academic affairs , end users, facilities planning, physical plant, environmental safety personnel and student government.  
2   Convene the Campus Programming Committee to determine general requirements and project budget for the facility. (Appendix 3 A for Project Budget Form)  
3 Provide campus with list of programming design professionals. If it is anticipated the professional fee for programming will be within the delegated authority of the campus, contact professional consultants who will interview for the programming portion of the project only. Select interviewees list using the appropriate selection method . (See Chapter 3 ADesign Professional Selection Procedures@) If the fee exceeds the campus delegated authority, consult with the BOR Facilities Office. See Chapter 3 (C).  
4 Attend interview if fee exceeds campus delegated authority. Conduct interview. (If over delegated authority, the BOR will attend interviews). Make selection. Notify candidates. (See App. 3 for Sample letter.) Attend interview. Successful candidate prepares scope/fee proposal.
5   If programming fee is within campus delegated authority, prepare Professional Services Contract. Attach to contract the Board of Regents Preplanning Guidelines and the Guidelines for Building Programming. (See Appendix 4 A) If programming fee exceeds campus delegated authority, ask BOR Facilities Office to prepare contract and, if required, take selection to the Board for approval  
6     Design Professional/Consultant signs and returns contract.
7 Attend programming conference if possible. Initiate a programming conference in conjunction with the design professional for the purpose of discussing general procedure, space requirements, master plan of campus including utility systems, project budget, etc. Also discuss special aspects of the project, special requirements of the campus, and selection of the site, if required. Attendees should include the Campus Programming Committee identified in Item 1 above. Attend programming conference.
8     Select and obtain approval of surveyor to provide topographic and site conditions survey. (See Appendix 4 D, "Memorandum Concerning Topographical, Utility and Building Site Conditions Plat of Survey")
9   Determine if survey fee is within budget. Approve in writing to Design Professional.  
10    Upon approval, proceed with survey. Upon completion of survey, submit invoice and two copies of survey to the campus. Send two copies of survey to the BOR Facilities Office.
11 Review survey. Advise campus and surveyor if additional information is required. Review, approve and pay surveyor's invoice directly to surveyor. Send copy to BOR Facilities Office. Review survey. Advise BOR and surveyor if additional information is required. Review, approve and pay surveyor=s invoice directly to surveyor. Send copy to BOR Facilities Office. Review survey and provide comments to campus and BOR.
12   Review, approve and pay surveyor's invoice directly to surveyor. Send copy to BOR Facilities Office.  
13   Consult with the BOR Director of Environmental Safety, the BOR Program Manager and the Design Professional regarding interviewing and hiring of a professional consultant to prepare an Environmental Site Assessment (ESA.) Use the appropriate selection process. (See Chapter 3.) This activity should be coordinated through the Environmental Safety Coordinator on campus. (See Appendix 4 B for BOR ESA Criteria.)  
14     The Environmental Consultant should complete the report in a timely manner. Submit invoice and report to campus. Send two copies of report to the BOR Facilities Office.
15 Program Manage will review ESA report and forward to Environmental Affairs Director for comments Advise campus and Environmental Consultant if additional information is required. Review ESA report. Make recommendations to BOR. Review ESA report. Make recommendations to BOR and campus.
16   Review, approve and pay consultant's invoice directly to consultant. Send copy to BOR Facilities Office.  
17   Coordinate building programming activities with the Design Professional and the Campus Programming Committee. Keep the programming effort on schedule. Complete in a timely manner. Coordinate building programming activities with the Campus Programming Committee. Keep the programming effort on schedule. Complete in a timely manner.
18     Compile building program in consultation with the Campus Programming Committee using the BOR Facilities Office standard forms. (See App. 4 A, "Guidelines for Building Programming") Review and provide input on the project budget vs. scope planned by the campus. Submit program document to the campus for review and approval. Do not submit a program that exceeds the project budget or scope.
19   Review and approve program. Send two copies, signed by the President, to the BOR Facilities Office. Do not submit a program that exceeds the project budget or scope.  
20 Review and approve program. Send approval letter to campus and Design Professional. This becomes the official program for the remainder of the project.   Submit invoice to campus.
21   This becomes the official program for the remainder of the project.  
22   Review design Professional's invoice and approve/ forward for payment invoice  

MEMORANDUM TO CAMPUS

  1. If total project funding is in hand, the selection of a Design Professional may be conducted for the entire project which will typically include the programming.
     
  2. Furnish the best information to the Design Professional, his/her engineers, or other representatives concerning existing sewer, water, gas, electrical service and other utilities on your campus including such information that may be helpful in locating underground utility lines. Also provide information/drawings of existing buildings as needed. You are reminded that it is the Design Professional's legal responsibility under his/her Design Professional contract to secure this information and to certify the technical data that he/she uses. If you do supply any information at the request of the Design Professional or his/her representatives, make it plain that you are doing so only in an effort to be of assistance. If you supply information to the Design Professional or his/her representative, write to the Design Professional and state that you cannot and do not certify in any way as to the correctness of the information.

MEMORANDUM TO DESIGN PROFESSIONAL/CONSULTANT

  1. Employ professional consultants to obtain complete information concerning available utilities to serve the project (inside & outside of the building). It is solely the Design Professional's legal responsibility to secure this information and to provide for the proper extension and connection of utilities to the building and to certify to the correctness of the Design Professional's Budget Certificate. It is the Design Professional's responsibility to verify and validate any information provided by the campus.
     
  2. The Design Professional is reminded that it is his/her legal responsibility under the architectural contract to obtain all information regarding sewer, water, gas, electric service and other utilities in order that his/her design may tie into and function with the utility services now available or to be made available prior to the issuance of invitations to bid. The contract documents must conform to existing site conditions as of the date of issuance of your employ.

E ________________________________________________
Environmental Site Assessment (ESA) 3


P ________________________________________________
Programming 1

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