Facilities Services Development
Revised November 9, 2011
Departmental Renovations and Minor Projects
Phase
Project Feasibility
Project Initiation Form
(PIF)
Action by
Client
Client
Project Startup
(following PE approval)
Project Coordinator
Visit site, review building records including asbestos reports, develop
detailed scope
Review Project Charter with client
Prepare sketches and preliminary specifications for review with client
Project Coordinator/
Client
Prepare a preliminary estimate (PE) for client approval including
timing and 30% cost contingency. Obtain PE sign off
Project Coordinator
Revisit site and prepare detailed drawings & documentation for a Final
Estimate
Assemble project team: design consultants, asbestos consultants (if
applicable), City permits, Network Services contractor
Prepare project Budget including consultant fees
Obtain approval from SFU operational groups: Mechanical, Electrical,
EH&S (asbestos), Campus Security (if required)
Finalize Project Charter to sign off on Scope, Project Budget and
Schedule
Project Coordinator/
Client
Design Development
(Project Team)
Details
Submit PIF requirements (form is available online at www.sfu.ca/fs).
Projects Services Manager will contact you or assign Project
Coordinator to follow up with you.
Assemble project information including
Key contact(s) in Department, Funding and Sign off Authority,
Project schedule e.g. demolition/construction requirements,
Project objectives, Scope e.g. environmental (temperature
controls), power, data and AV requirements, pre-purchased
equipment to be installed (as applicable), Identify other
constraints or stakeholders
Review SFU project standards at www.sfu.ca/fs to familiarize with
mandated project review processes that may affect cost and timing
Project Coordinator
Coordinate Design, documentation, tendering & award. Review with
Project Services Manager
Review project with University Architect if applicable
Project Coordinator/
Client/Network
Services/Campus
security
Project Coordinator
Advise Network Services of project and forward plans and schedule.
Network Services will contact client for phone/data requirements.
Coordinate design with Campus Security (If required) and cost
Project Coordinator/
Client
Prepare Final Estimate (FE) reducing contingency to 10% for client
signed approval and account code.
Work will not proceed until the document is received and completed
Obtain Facilities Operations and EH&S sign off on project design
(Mechanical, electrical, asbestos)
Prepare Tender Documentation and contract documentation
Obtain regulatory approvals: City of Burnaby Building permit if
required, COC Insurance documentation with contractor and Work safe
BC clearance
Tender project, prepare tender analysis and recommend award
Project Checklist_Minor_November_2011(Revised For Web]
Facilities Services Development
Project Construction
Project Coordinator
Revised November 9, 2011
Award Construction Contract
Notify EH&S, Security, Network Services, FS Ops, Custodial of project
startup.
Schedule start up meeting Project team and to coordinate University
requirements (safety, noise, trade access, parking, use of washrooms,
keys, use of building services, etc.)
Monitor work progress and resolve day to day issues with site foreman
Project Completion
Project Coordinator
Walk through with client for sign off
Coordinate site cleanup SFU janitorial contractor to prepare final
cleaning for turn over to routine maintenance
Arrange FS Operations walkthrough and equipment demonstration
Follow up with Contractor to correct deficiencies
Turnover materials to FS Records (drawings and specifications) and FM
Operations (Manuals)
Final payment to Contractor and consultants, establish Substantial
Completion Date for warranty period
Finalize project costs on TMA, ensure all invoices are entered.
Prepare a final Project Cost Summary
Project Close-out
Project
Coordinator/Client
Submit Project Completion Notice Form to Client
Forward As Built drawings & Specifications to Records team
Close project on TMA work order system
Close out Project File
Notes:
This is a simplified list of activities to outline the phases each project goes through and what the roles and
responsibilities are for each party.
Contact:
Project Services Manager Bill Nelson, MAIBC (Email: bnelsona@sfu.ca)
Project Checklist_Minor_November_2011(Revised For Web]