Minnesota State Colleges and Universities Predesign Update Guide for 2016 2016 Capital Budget instruction documents The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Overview This document supplements and expands on the 2016 Capital Budget Instructions published June 6, 2014 Contents include: Highlights on predesign updates Purpose Key Elements Other factors to consider Update examples 2 Highlights on Updating a Predesign for 2016 Purpose Key Elements: (note revisions to the following) 1. Project History Summary • A predesign update describes what has changed since the original predesign (for example, schematic design or design development) • The update is read as a companion to the original predesign. • Review the Strategic Framework and Scoring Criteria. 1. Ensure access to an extraordinary education for all Minnesotans: 2. Be the partner of choice to meet Minnesota’s workforce and community needs: 3. Deliver to students, employers, communities and taxpayers the highest value/most affordable option • Projects might have finer developed understanding due to Schematic Design or increased need due to timing of the project. • Update details: clear, concise and summarize the relevant changes in the overall project since the project was scored, including any new criteria. • Format: Power point or bullets - or in a manner that is easy to read and understand. Keep it brief • Summarize the major program, cost, and building changes from original to the update • Identify actual as well as the percentage change of square footage, costs or program scope from the original document. • Update schedules including mid-point of construction 2. Scope of Work – note any changes: • Vision: increased (or decreased) programs and why • Students served and enrollment expectations • FCI or Space Use changes 3. Academic Programs: • Programs impacted by updated Predesign • Proximity to other programs of this type at other campuses • Partnerships with other campuses for these programs 4. Building Program and Diagrams • Program summary with square footage • Explain changes and/or additions to the original Predesign document 5. Revised Site and Building Layout/Map • Proposed site or building map • Floor plan (s) or elevations. Intention is not to critique the current plans. It may be good to note highlights of the plan; i.e. additional spaces used for students, or note an particular flexible classroom or lab space, or unique energy efficient item, or note deferred maintenance being removed, etc. 6. Revised Project Schedule • Construction date changes Contact: Gregory Ewig (651-201-1775) Gregory Ewig @so.mnscu.edu OR Lisa Jansen (651-201- 1788) [email protected] Please feel free to contact us if you have questions. 3 7. Revised Project Funding • Cost summary • Previous allocated dollars • Budgeted Inflation Key considerations when updating a predesign (2016) Suggestions on How to Get Started What has changed – for example, has the campus added or subtracted programs, investigated workforce issues, partnered with another institution, received new funding? Identify improvements and changes in your update such as: • Programs; growth; baccalaureate production or transfer , FYE, placement, waiting lists, etc. •Photos; changed conditions • Workforce changes; increases that have made your project more compelling, such as partnerships • Alternative funding sources if the campus has increased partnerships (be specific – name company or institution and the dollar amount estimated). • Updated drawings; i.e. if revised wetland changed the configuration of the building indicate that change so it is clearly understood. If the Schematic Design creates some exciting byproducts (i.e. increased student gathering spaces or increased seminar rooms due to design) highlight those issues. • Add any additional photos that help explain the project or the need. • Add any pertinent information that explains the project and its current status. Predesign Update: Examples – Project History Change 1. Example of Project History Change Show at a glance what has changed Project Predesign 2014 Capital Budget Schematic Design Request 2016 Capital Budget Request Classroom Renovation $13,500,000 $13,500,000 $12,800,000 $12,800,000 Reduced due to HEAPR funding in 2010 and some program changes Number of classrooms and square footage Predesign 2014 Capital Budget Request Schematic Design 2016 Capital Budget request 18 classrooms and 8 offices and 2 flex spaces - 25,000 sq ft 18 classrooms and 8 offices and 2 flex spaces 25, 000 sq ft 18 classrooms and 8 offices and 2 flex spaces – 25,000 sq ft 18 classrooms, 6 offices, 3 office suites for sharing, 2 flex spaces - 28,000 sq ft 18 classrooms, 6 offices, 3 office suites for sharing, 2 flex spaces – 28,000 sq ft Predesign Update: Examples – Project History Change 1. Example of Project History Change If there are NO changes, point that out Project Predesign 2014 Capital Budget Schematic Design Request 2016Capital Budget Request Classroom addition $13,500,000 $13,500,000 $13,500,000 $13,500,000 Number of classrooms and square footage Predesign 2014 Capital Budget Request Schematic Design 2016 Capital Budget request 12 classrooms and 8 offices and 2 flex spaces 12 classrooms and 8 offices and 2 flex spaces 12 classrooms and 8 offices and 2 flex spaces Due to advanced program analysis changed to 10 classrooms, 4 seminar spaces, 2 office suites (for 12) 10 classrooms, 4 seminar spaces, 2 office suites (for 12) Predesign Update: Examples – Project History Change 1. Examples of Project History Examples of Scope changes due to revised workforce conditions that can be documented Predesign Program 2014 Capital Schematic Design Budget Request Current Status of Project 2016 Capital Budget Request Added classroom and offices for a consolidated program for Allied Health Added classroom and offices for a consolidated program for Allied Health Program for Allied Health and bioscience 10,000 sq ft plus 2,000 sq ft renovation 10,000 sq ft plus 2,000 sq ft renovation Classroom addition: cost of overall project remained the same and justification of minor program expansion of square footage reviewed and approved at Schematic Design. Since project was vetted and approved by OOC at SD – changes should be acceptable. Due to increase of workforce needs documented by 2010 DEED study of 24% growth in area and additional scholarship and medical equipment funding from medical tech program (added Reconfigured space to include more renovation for bioscience program. Overall funding remained the same; scope change to improve project 9,000 sq ft plus 4,000 sq ft renovation 9,000 sq ft plus 4,000 sq ft renovation Predesign Creating an Update: Amendment Examples for 2010 – Project Board History Approved Change Projects to be scored in 2012 1. Examples of Project History indicating overall change. Project History changes highlighted – keep documentation simple: Bullets assist or simple charts that explain the overall dynamic. Predesign Update: Examples – Scope Change 2. Examples of Scope of Work with more verbiage to explain the issues Predesign Update: Examples – Academic Program Adjustments 3. Examples of Academic Program changes in the process – often times these Schematic Design (SD) documents explain the changes were done for the SD presentation. This info should be noted for the 2014 scoring process. Predesign Update: Examples – Program Changes 3. Examples of Academic Program changes in the process: • Keep language simple • Bullets or other reasoning assists in explanation • Help explain the project changes and why additional design work has improved the initial program concepts. Predesign Creating an Update: Amendment Examples for 2010 – Drawing Boardupdates Approved Projects to be scored in 2012 4. Examples of Revised Building Program/Diagram Example: Items marked with a red “X” have been eliminated from the program from the original Predesign document. Items with a red circle have been added or modified since the original Predesign document. These modifications are what is submitted for 2014 capital budget . Predesign Update: Examples – Revised building programs 4. Examples of Revised Building Program/Diagram The space needs for this project, originally defined in the PreDesign phase, have been refined throughout the schematic design phase. Some spaces increased while others decreased, resulting in a net reduction in square footage of 4,900 gross square feet from the approved PreDesign, or a net reduction of 7.9%. These reductions are a combination of reducing the project size to control the project budget, and making project components fit together into an efficient building layout. Predesign Update: Examples – Revised Building Programs 4. Examples of Revised Building Program in a matrix form Predesign Update: Examples – Revised Site layout 5. Examples of Revised Site and Building Layout/Map: • Bullets on the left note the major change issues of the project • Space changes noted • Overall budget issue noted • Reason for change is stated - in this case was due to the partner project (YMCA) changing the configuration resulting in the campus needing to change its configuration Predesign Creating an Update: Amendment Examples for 2010 – Revised BoardSchedule Approved Projects to be scored in 2012 6. Examples of Revised Project Schedule Slid Predesign Update: Examples – Revised Project Funding 7. Examples of Revised Project Funding Item and Reason for Change Predesign Revision for 2014 Proposal Item New construction costs : original 62,000 sq ft reduced to 42,000 sq ft due to reduction in lab space for widget program $12,500,000 $8,500,000 Site/Infrastructure Costs – increased due to found water main in Schematic Design $ 1,100,000 $1,500,000 Renovation costs: original 10,000 sq ft increased to 25,000 sq ft to accommodate new lab space for widget program $ 2,750,000 $4,000,000 Total with non construction costs and Inflation $21,655,000 $18,750,000 Creating an Update for 2012 Board Approved Projects to be scored in 20124 7. Examples of Revised Project Funding Creating an Update for 2012 Board Approved Projects to be scored in 2014 7. Examples of Revised Project Funding – it is not necessary to do this kind of side by side analysis; but campus may want to if it will explain the changes. IF construction costs are reduced; then campus must prove these costs are reasonable.