Creating an Update for 2012 Board Approved Projects to be scored in 2014
Purpose
• “Update” is to bring forth additional documentation that
was not available in the original submittal (predesign or
schematic design). Furthermore, it is to position your
project better to reflect the revised 2014 scoring criteria.
• Please review the Strategic Framework closely.
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 should be clear, concise and highlight the good
changes in the overall project since originally scored –
and that reflect the new criteria.
• Update submittal can be done in power point and bullets
- or in a manner that is easy to read and understand. Do
not expect the reader to wade thru many pages; this
should be simple to understand what was originally
proposed and what is now proposed.
Key Elements: (note revisions to the following)
1. Project History Summary
• State clearly what was originally proposed and any changes on program
reduction or increases (square footage, programs or costs) from the
original predesign document from the predesign or original Capital Budget
Request to the current status and Capital Budget request.
• State the actual as well as the percentage change of square footage, costs
or program scope from the original document.
• Schedule Adjustments
2. Scope of Work – note any changes:
• Vision: increased (or decreased) programs and why
• FCI or Space Use changes
• Strategic Goals
3. Academic Programs:
• Programs effected by revised Predesign or Schematic Design to the current
2012 proposal
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
Contact:
Gregory Ewig (651-201-1775) Gregory Ewig @so.mnscu.edu
OR Lisa Jansen (651-201- 1788) lisa.jansen@so.mnscu.edu
if we can assist in reviewing the “Update” of your project or
clarify any comments or analyze your project to the 2014 scoring.
• Construction date changes
7. Revised Project Funding
• Cost summary
• Previous allocated dollars
• Budgeted Inflation
Slide 1
Creating an Update for 2012 Board Approved Projects to be scored in 2014
Suggestions on How to Get Started
Create your own story. Since the predesign was complete – the campus has added or subtracted programs,
investigated workforce issues and kept moving in a dynamic fashion.
Tell YOUR story on how your project has developed and increased or decreased with the benefit of further
investigation. Predesign is preliminary; design will continue to improve on the predesign and cause changes.
State those improvements and changes clearly such as:
• Add info on programs; growth, FYE, placement, waiting lists, etc.
• Add info from photos; changed conditions
• Add info from workforce changes; increases that have made your project more compelling.
• Add info on funding if the campus has increased partnerships (be specific – name company or institution and the
dollar amount estimated).
• Add any 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 photos that help explain the project or the need.
• Add any pertinent information that explains the project and its current status.
Creating an Update for 2012 Board Approved Projects to be scored in 2014
1. Example of Project History Change
Be simple; get the facts across quickly
Project
Predesign
2012 Capital Budget Schematic Design
Request
2014 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
2012 Capital
Budget Request
Schematic Design
2014 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
Creating an Update for 2012 Board Approved Projects to be scored in 2014
1. Example of Project History Change
Be Simple; get the facts across quickly from previous Board approved document to current document.
Note: If there are NO changes; it would help to clarify that.
Project
Predesign
2012 Capital Budget Schematic Design
Request
2014 Capital Budget
Request
Classroom
addition
$13,500,000
$13,500,000
$13,500,000
$13,500,000
Number of
classrooms and
square footage
Predesign
2012 Capital
Budget Request
Schematic Design
2014 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)
Creating an Update for 2012 Board Approved Projects to be scored in 2014
1. Examples of Project History
Examples of Scope changes due to revised workforce conditions that can be documented
Predesign
Program
2012 Capital
Schematic Design
Budget Request
Added classroom
and offices for a
consolidated
program for Allied
Health
Added classroom
and offices for a
consolidated
program for Allied
Health
10,000 sq ft plus
2,000 sq ft
renovation
10,000 sq ft plus
2,000 sq ft
renovation
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
Current Status of
Project
2014 Capital
Budget Request
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.
Program for Allied
Health and bioscience
9,000 sq ft plus 4,000
sq ft renovation
Creating
Creating
an an
Amendment
Update forfor
2012
2010
Board
Board
Approved
Approved
Projects
Projects
to to
be be
scored
scored
in 2014
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.
Creating an Update for 2012 Board Approved Projects to be scored in 2014
2. Examples of Scope of Work with more verbiage to explain the issues
Creating an Update for 2012 Board Approved Projects to be scored in 2014
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.
Creating an Update for 2012 Board Approved Projects to be scored in 2014
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.
Creating
Creating
an an
Amendment
Update forfor
2012
2010
Board
Board
Approved
Approved
Projects
Projects
to to
be be
scored
scored
in 2014
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 .
Creating an Update for 2012 Board Approved Projects to be scored in 2014
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.
Creating an Update for 2012 Board Approved Projects to be scored in 2014
4. Examples of Revised Building Program in a matrix form
Creating an Update for 2012 Board Approved Projects to be scored in 2014
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
Creating
Creating
an an
Amendment
Update forfor
2012
2010
Board
Board
Approved
Approved
Projects
Projects
to to
be be
scored
scored
in 2014
in 2012
6. Examples of Revised Project Schedule
Slide 14
Creating an Update for 2012 Board Approved Projects to be scored in 2014
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.