ADMINISTRATION
CONSTRUCTION PROJECTS
309
APPROVALS AND REPORTING
PROCEDURES MANUAL
POLICY
It is the policy of the Upper Grand District School Board to establish standards for the approval
and monitoring of construction projects to ensure that projects are completed on schedule and
within the approved budget.
ADMINISTRATIVE DETAIL
1.
The Chief of Operations is responsible for the administration and implementation of this
policy in conjunction with Policy 302 - Purchasing of Goods and Services, Policy 308 Selection of Architects.
2.
The appropriate Superintendent of Education is responsible for the administration of all
expenditures related to the furniture and equipment portion of the budget for school
construction projects.
3.
This policy applies to all construction of new schools, multi-use projects, additions, and
major renovations.
Revised 2003 06
Adopted 2000 05
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ADMINISTRATION
CONSTRUCTION PROJECTS
309-A
APPROVALS AND REPORTING
PROCEDURES MANUAL
A.
PROCESS FOR CONSTRUCTION PROJECT PLANNING
The process for construction project planning is outlined in Appendix # 1.
B.
ARCHITECTURAL ASSIGNMENT
Board staff will recommend an Architect, for approval by the Board, for each building
project in accordance with Policy 308 – Selection of Architects.
C.
BUILDING PROJECT REPORT - TARGET BUDGET AND PROGRAM
Staff will develop a Building Project Report for Board approval, which includes:
-
D.
the size, type and scope of project, including the number of pupil places, grades and
program (proposed teaching spaces);
the revenue summary based on the funding model and funding available and
composed of the site, fees, construction, and furniture and equipment costs;
the target budget;
the preliminary time lines for the project;
the name of the Architect selected from the Architect pool (if not already assigned).
BUILDING COMMITTEE - CONCEPT DESIGN
1.
Revised 2003 06
Adopted 2000 05
A Building Committee will be established for each project, as required,
consisting of:
- up to three Trustees, including the local representative
- Chief of Operations or designate
- appropriate Superintendent of Education
- one or more Principals
- parent representatives from the schools’ attendance area
- community representation, as appropriate
- building Architect
- Facility Services Supervisor or designate
- Capital Projects Manager
- additional Board staff, as required, will serve as resource personnel to the
Committee.
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ADMINISTRATION
2.
3.
A Concept Design Report will be prepared for Board approval which will
include:
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E.
309-A
APPROVALS AND REPORTING
PROCEDURES MANUAL
The role of the Building Committee is to work with the Architect and Board staff
to develop the Concept Design (sketch plans) for Board approval. The committee
will work within the target budget established by the Board, follow current
Ministry of Education benchmarks for loading, (Appendix # 2), as well as the
Board’s established construction specification guidelines.
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4.
CONSTRUCTION PROJECTS
Revenue Summary;
Preliminary Expenditures Budget based on the Architect’s estimate;
Detailed Building Program including summary of mechanical/electrical
components and finishes;
Concept Design Drawings including Site Plan, Floor Plan(s), and elevations;
Rationale for any variances from the construction standards/criteria proposed
by the Building Committee.
Following the approval of the Concept Design Report by the Board, the Building
Committee will be disbanded.
CONSTRUCTION MODEL
The Construction Model will be approved by the Board as either a Construction
Management Model or a Lump Sum Model.
F.
CONSTRUCTION MANAGEMENT PROCESS
If a Construction Management model is approved, the Board will approve the
appointment of the Construction Manager. Following Board approval of the Concept
Design Report, the working drawings and specifications will be prepared by the
Architect. The elemental budget will be prepared by the Construction Manager. The
tender packages will be prepared and tendered by the Construction Manager.
G.
LUMP SUM TENDER PROCESS
Following Board approval of the Concept Design Report, the contract documents
including drawings and specifications will be prepared by the Architect. The contract
documents will be tendered by the Board. The Board will approve the award of the
tender.
Revised 2003 06
Adopted 2000 05
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ADMINISTRATION
CONSTRUCTION PROJECTS
309-A
APPROVALS AND REPORTING
PROCEDURES MANUAL
H.
DESIGN REVIEW TEAM
A Design Review Team, composed of the Chief of Operations or designate, Architect,
professional consultants, and other Board staff, as required may review and revise the
working drawings and elemental budget in the context of the Construction Management
Model, or review the tender results in the context of a Lump Sum Model. The team will
recommend any changes necessary to meet the Target Budget before Board approval of
the drawings and final construction budget. The members of the Building Committee
will be notified of any significant changes following the approval of the Project
Approvals Report by the Board.
I.
PROJECT APPROVALS REPORT
A Project Approvals Report will be prepared for Board approval which will include:
-
J.
Final project drawings if modified significantly since Concept Design approval;
Elemental budget for a Construction Management Model or tender results and
recommended award of tender for a Lump Sum Model;
Final Project Budget.
REPORTING AND MONITORING
As the building project proceeds it will be monitored in the following way: each month,
staff will provide the Operations Committee of the Board with actual costs expended to
date. Updates on any projected increases in project costs, including possible solutions for
cost overruns, and any impact on other construction projects will be reported to the Board
in a timely manner.
K.
FURNITURE AND EQUIPMENT
The Furniture and Equipment budget will be developed after consideration of the
Ministry Benchmark Guidelines, the Target Budget, and the Board reports: Ideal School
Size and Recommendations for Furniture and Equipment for New Schools (March 1999)
and Recommendations for Expenditures for Furniture and Equipment in New Secondary
Schools and for Restart of Schools with New Additions (October 1999).
The plan for the expenditure of the Furniture and Equipment budget is to be developed
and implemented by the Superintendent of Education and the Principal, with other Board
staff, as required.
Revised 2003 06
Adopted 2000 05
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