Predesign Basics June 2012

Predesign Basics
June 2012
Predesign is a process resulting in a document that defines
the programmatic, physical, and financial elements of an
individual capital project (scope, cost and schedule). The
predesign also assesses the project impacts on the
broader environment, prior to initiating design work.
Preparation of a predesign is a collaborative effort of the
college or university that is proposing the project; the
faculty and staff who will use the facility, and system staff.
ALL projects funded by general obligation or revenue
bonds require a predesign.
For further information, or if it is desired to review other campus predesigns, please contact :
Greg Ewig, System Director, Capital Development [email protected] 651.201.1775
Lisa Jansen, Facilities Senior Planner [email protected] 651.201.1788
Predesign Summary
• Master plan formal update occurs every five years.
• Predesign defines further the scope, cost and schedule of any capital project.
• Note that there are different review forms for academic and non-academic buildings.
Facilities Master Plan
Other FundingDonations, Grants
1. Predesign communicates essential project objectives
with factual data prior to the commencement of the
design process.
2. Predesign is the stage during which the purpose,
scope, cost and schedule of the complete project are
defined and instruction to design professionals are
3. Alternatives to building or renovation need to be
reviewed. Options in building need to be provided
to allow for potential delivery of program even if
optimum funding is not achieved.
Operational Funds from
Campuses – Repair and Replacement
Revenue Fund Bond Sale
For Non-Academic Bldgs.
Campus Individual
Capital Plan
Legislative Process
2-year Board Approved Plan
Renovation or
New Construction
Slide 2
Predesign Summary
Predesign Layout Form
Document is divided into the following
1. Summary Statement
Overall Scope, Cost and Schedule and
Relationship to Board's Strategic Goals
2. Project Background
Financial Information Capital Expenditures
3. Project Description
6. Financial Information - Ongoing
Operating Expenditures
4. Sustainability/ Energy
8. Technology Plan/Budget
7. Schedule Options
• Cover Letters
• Table of Contents
• Summary Statement
• Project Background Narrative
• Project Description
• Sustainability: energy standards
• Technology Plan and Budget
• Financial Information - Capital Expenditures
• Financial Information - Ongoing Operating
• Schedule
• Appendix
Cost – what is cost of
design and
construction and sale
Scope – what is
the project, type,
size, functions,
spaces ?
Schedule – how
will timing of
overall design,
construction and
sale impact cost
and scope?
Slide 3
Predesign Outline
Cover Letters
• Letter #1 - Consultant to Campus
Addressed to the Campus President from the
consultant verifying that the report meets
Minnesota State Colleges and Universities criteria.
This letter must be signed by a registered
architect/engineer with accompanying registration
• Letter #2 - Campus to Office of the Chancellor
Addressed to Assoc. Vice Chancellor of Facilities,
from the Campus President verifying that the report
meets stated criteria.
Note: Neither letter is required until the project has
been approved at the 90% timeframe.
Table of Contents
1. Summary Statement . . . . . . . . . . . . . . . . . . . . . .
Slide 6
2. Project Background Narrative . . . . . . . . . . . . . . . . .
Slide 8
3. Project Description . . . . . . . . . . . . . . . . . . . . . . .
Slide 9
4. Sustainability/Energy Statues . . . . . . . . . . . . . . . . .
Slide 21
5. Financial Information - Capital Expenditures . . . . . . . . .
Slide 22
6. Financial Information - Ongoing Operating Expenditures . .
Slide 24
7. Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Slide 25
8. Technology Plan/Budget . . . . . . . . . . . . . . . . . . . .
9. Appendix . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(Include all meeting minutes and pertinent studies)
Slide 28
Slide 29
Examples of previous plans from colleges and universities are indicated
here for illustrious purposes of concepts only – and should not be adhered
to stylistically verbatim or taken as current factual data.
Slide 4
Section 1. Summary Statement
Scope, Cost, and Schedule:
• Predesign communicates essential
project objectives with factual data
prior to the commencement of the
design process.
• Critical to understand that these three
elements are connected and will
impact each other; i.e. scope will
impact cost and schedule will impact
cost, etc
• Options in solving the needs/
problems of campus are important.
• Options and the creation of Phases is
critical; as not all of the Scope may be
Slide 5
Section 1. Summary Statement
Highlights of Board of Trustees
Strategic Framework:
Ensure access to an extraordinary
education for all Minnesotans.
Be the partner of choice to meet
Minnesota’s workforce and community and
Deliver to students, employers,
communities and taxpayers the highest
value/most affordable option.
Slide 6
Section 2. Project Background Narrative
• Detail relating to the project process and academic and
operational programs.
• Restate the statutory requirements that drive the
project’s operational program.
• Past appropriations. State “There are no statutory
requirements tied to this project.” if not applicable.
• Statement of the relationship between this project and
Master Plan.
• Specific Academic operational programs being provided
for by the project. Note other issues relating to strategic
plan: access, enhanced learning or workforce &
economic vitality. List alternative program delivery, site
or building options.
• Course schedule and academic program information
related to the project program.
• Summary of the project planning process, participants
and significant outcomes during the process. Place
detailed information, including meeting minutes in
• Review Strategic Plan and impact of this projects
• Specific Backlog, FCI=deferred maintenance/
replacement value (Facilities Condition Index) and future
renewal needs from FRRM.
• Space utilization analysis based on current data ( always
use most current).
Slide 7
Section 3. Project Description
• Information relating to the design intent, project
program and project process.
• State the purpose and rationale for the project.
• Project relationship to master and academic plans,
workforce and economic development, access goals
and objectives.
• Describe academic, operational, workforce or access
needs fulfilled by the project, along with options for
how program can be met by options or alternatives.
• Describe site selection criteria, analyses and
evaluation of building or site alternative options.
• Physical building condition audit and
recommendations. Note; special analysis if required
due to conditions.
• Deferred maintenance backlog and renewal data.
• Space utilization data using most current data.
• Current conditions, adjacencies, special spatial
issues, and user needs.
• Incorporate Room Data Sheets for each space.
• Specialty Requirements: State design standards,
space guidelines and performance characteristics for
site and building programs. Address applicable
• Process and options information.
• Project process methodology including all supporting
materials (studies, meeting notes).
Slide 8
Section 3. Project Description
• Overall examples of clear, simple analysis of
relationship to Master Plan.
Slide 9
Section 3. Project Description
• Examples of site selection, analysis and evaluation.
Slide 10
Graphic Program
Section 3. Project Description
Program Space Analysis and
Graphic analysis of program spaces;
allows for clear understanding of size,
number and ability to create potential
multiuse spaces.
• Create clear analysis of site/
Program options.
Slide 11
Section 3. Project Description
Project Program
Overall summary description of spaces, square footages and
pertinent data.
Slide 12
Section 3. Project Description
Room Data/Program Detail
Examples of detailed information that informs proposed space
in a room data sheet.
Slide 13
Section 3. Project Description
Examples of project alternative analysis relating to
program delivery, site and building options.
Slide 14
Section 3. Project Description
Existing Condition Analysis
• FCI current and future renewal
• Space Utilization
• Energy Use
• Program Fit
• Overall Condition Summary
Slide 15
Section 3. Project Description
Physical Condition Audit
Project needs to clearly identify existing FCI,
upcoming renewal needs and how this project
will improve these conditions.
Slide 16
Section 3. Project Description
Deferred Maintenance and Renewal Data
Project needs to clearly identify existing Backlog and impending
five year condition and how this project will improve these
Slide 17
Section 3. Project Description
Space Utilization Data
Clearly identify existing space use and how this project will
improve utilization.
Slide 18
Section 3. Project Description
Space Assessment
Evaluation of Options is critical to
clearly present potential for funding.
Slide 19
Section 4. Sustainability - Energy Standards
• B3 Guidelines are applicable to all buildings and must be implemented where feasible in
• Clearly note the data from the B3 Energy Consumption and how the project will improve.
• Describe sustainability issues/solutions unique to the project: day lighting, energy saving
devices, etc.
• Address any and all options for energy conservation.
• Describe how the project will have a distinct, positive impact on long-term sustainable
design goals and energy conservation.
Sustainability Opportunity Matrix
Slide 20
Section 5. Financial Information - Capital Expenditures
Standard Capital Budget Form
• Estimate the capital expenditures
for the project. Optional items if
not fully funded at the desired
• A cost plan using state forms and a
schedule displaying all capital
funding requirements through the
life of the project.
• Project gross square footage and
separate square footage line items
for new construction costs,
renovation, and renewal costs.
• Document budget and schedule
impact for any special or atypical
considerations/ circumstances that
may impact the project.
• Cost histories, adjusted for
program variations, that support
the proposed budget.
• Project funding sources including
state capital bond, revenue bond,
campus funding, etc.
• Alternative delivery methods or
alternative schedules in the
construction phasing that may
impact the overall cost.
Slide 21
Section 5. Financial Information - Capital Expenditures
Slide 22
Section 5. Financial Information – Ongoing Operating Expenditures
Capital Budget Operating Expenditures:
• Quantify the project effects on operating
budgets associated with the occupancy and
operation of the project area.
• Five-year project of operating budgets that
identifies major categories of expenditures
and identifies associated revenues sources. If
revenue sources include fee generated
revenue, document the fees and the
assumptions used in making the projections.
• Building repair, replacement and
• An allowance for additional maintenance
personnel required on the campus after a
new building is constructed.
• Debt capacity and the institution’s ability to
pay debt. Verify debt capacity information
with Facilities.
• Example: Operating cost for energy (HVAC,
electrical and other utilities). $5-$9/SF is
suggested to reflected these associated
Slide 23
Section 7. Project Schedule
• Options in solving the
needs/problems of
campus are important.
• Options and the creation
of Phases is critical;
as not all of the Scope may
be accommodated due
to funding limitations.
• Critical to understand time
and what options are
available to provide for
the academic needs; i.e.
leasing, variation of times
classes are offered,
potential collaborations
Master Planning
Update Every Five Years Student Consultation on
Planning and Funding Components
6 months to Develop the
Scope, Cost and Overall
Capital Budget:
General Obligation Funding
from Legislature - Projects
over $5 million
Capital Budget - Options prior to
Request to Board for Funding for
Design and Construction
Note: that each option of when Design
and Bond Sale occurs has an impact on
overall project cost and
has an impact on cost to the campus.
6 months to Develop the
Scope, Cost and Overall
6 months to Develop the
Scope, Cost and Overall
Design - funded prior to
Capital Budget:
General Obligation
Funding from
Capital Budget:
General Obligation
Funding from
Capital Budget:
General Obligation Funding
from Legislature - Projects
under $5 million
Slide 24
Design first biennium; construct in second: a requirement for all projects above $5 million unless
special circumstances exist.
Design and construct in one biennium: for projects under $5 million
Design, new construction and remodeling in three biennia: for complex projects that require the new
construction completed prior to having renovation occur.
Designer Selection
Section 7. Project Schedule
Capital Budget Execution
• Examine execution feasibilities
• Optimum capital budgeting and
• Rational schedule for design and
construction sequencing.
• Suggest alternatives and need to
note ramifications.
New Construction
Slide 25
Section 7. Project Schedule
• Indicate options in the schedule; each option will have a cost impact. Options are required for campus to understand schedule liabilities, monetary costs and risk.
• Graphically convey a realistic schedule for all project stages including site selection and acquisition, required government actions and proceedings at all levels, designer
selection, design approvals, construction occupancy and commissioning.
• Include a proposed funding sequence for the project that reconciles the system needs that may result in alternate year capital budget cycle if the project will receive
funds from more than one appropriation cycle.
Slide 26
Section 8. Technology Plan/Budget
• Summary of existing Information Technology infrastructure.
• How this project will address and improve current and future
• Correlate project Information Technology plan to Campus Master
• IT budget that is reasonable. Costs have increased to most
campuses and this must be thoroughly examined.
• Provide cost effective Information Technology solutions that
enable reductions in office space, provide more services
electronically and decentralize services.
Slide 27
Section 9. Appendix
Appendix materials contains all supporting
research/reference material (varies per project)
• Meeting minutes
• Academic Master Plan
• Technology Master Plan
• Space Utilization data
• FRRM data
• B 3 Energy Data
• Pertinent extrapolation from Facilities Master Plan
• Workforce or demographic data
• Other studies or related supporting information
Slide 28