Predesign Basics June 2012 www.facilities.mnscu.edu 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 gregory.ewig@so.mnscu.edu 651.201.1775 Lisa Jansen, Facilities Senior Planner lisa.jansen@so.mnscu.edu 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 Partnerships Summary: 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 produced. 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 Predesign Legislative Appropriation Legislative Process 2-year Board Approved Plan Renovation or New Construction HEAPR Slide 2 Predesign Summary Predesign Layout Form Document is divided into the following sections: 1. Summary Statement Overall Scope, Cost and Schedule and Relationship to Board's Strategic Goals Scope 2. Project Background Narrative Cost 5. Schedule Financial Information Capital Expenditures 3. Project Description 6. Financial Information - Ongoing Operating Expenditures 4. Sustainability/ Energy Statues 8. Technology Plan/Budget 7. Schedule Options Introduction • Cover Letters • Table of Contents Scope • Summary Statement • Project Background Narrative • Project Description • Sustainability: energy standards • Technology Plan and Budget Cost • Financial Information - Capital Expenditures • Financial Information - Ongoing Operating Expenditures Schedule • Schedule • Appendix Cost – what is cost of design and construction and sale impact? 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 number. • 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 accommodated. Slide 5 Section 1. Summary Statement Highlights of Board of Trustees Strategic Framework: 1. 2. 3. Ensure access to an extraordinary education for all Minnesotans. Be the partner of choice to meet Minnesota’s workforce and community and accountability. Deliver to students, employers, communities and taxpayers the highest value/most affordable option. Slide 6 Section 2. Project Background Narrative Provide: • 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 appendix. • 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 Provide: • 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 codes. • 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 Evaluation 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 Provide: • 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 conditions. 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 Provide: • B3 Guidelines are applicable to all buildings and must be implemented where feasible in renovations. • 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 Provide: Standard Capital Budget Form • Estimate the capital expenditures for the project. Optional items if not fully funded at the desired optimum. • 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: Provide: • 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 maintenance. • 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 costs. Slide 23 Section 7. Project Schedule Provide: • 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 etc. Master Planning Update Every Five Years Student Consultation on Planning and Funding Components Predesign 6 months to Develop the Scope, Cost and Overall Schedule Capital Budget: General Obligation Funding from Legislature - Projects over $5 million Design 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. Bid Options Predesign 6 months to Develop the Scope, Cost and Overall Schedule Predesign 6 months to Develop the Scope, Cost and Overall Schedule Design - funded prior to Legislation Capital Budget: General Obligation Funding from Legislature Construction Capital Budget: General Obligation Funding from Legislature Bid Construction Bid Construction Capital Budget: General Obligation Funding from Legislature - Projects under $5 million Design Slide 24 Options: A. B. C. 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. 2012 A B C 2013 2014 Design DESIGN A Design Designer Selection Process DESIGN C Design Design 2015 2016 2017 Section 7. Project Schedule Capital Budget Execution Strategy 2018 Construction Construction Design Design • Examine execution feasibilities • Optimum capital budgeting and spending. • Rational schedule for design and construction sequencing. • Suggest alternatives and need to note ramifications. Construction Construction New Construction Construction New Renovation Remodeling Slide 25 Section 7. Project Schedule Provide: • 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 Provide: • Summary of existing Information Technology infrastructure. • How this project will address and improve current and future infrastructure. • Correlate project Information Technology plan to Campus Master Plan. • 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) Provide: • 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