Update to the Predesign Guidelines January 25, 2006 www.facilities.mnscu.edu

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Update to the
Predesign Guidelines
January 25, 2006
www.facilities.mnscu.edu
Allan W Johnson,
Associate Vice Chancellor For Facilities
Sally Grans,
System Director Planning and Program
[email protected] 651-296-7083
Gillian Machacek, Senior Planner
[email protected] 651-282-5217
Facilities Master Plan
Funding Plan for Campus
Revenue
Donations
Improvements
Operations Budget
Repair and Replacement
Projects
Other funding:
HEAPR Funded Projects
(Asset Preservation per Statute)
Capital Projects
(Large scale Additions and Renovation
Projects Requiring Capitalized Funding)
Predesign Document
(Scope, Cost and Schedule)
MnSCU Capital Budget Project Decision Tree
MnSCU
2006 Capital Budget
$170 Million
•Technical Advisory
Team Scores
(composed of
campus facilities,
academic, & IT staff
along with O/C)
• 6-Year Plan or
ƒ Master Plan
ƒ History of Past
• Prior Legislative
Fund
ƒ Predesign
ƒ Space Utilization
ƒ Backlog/Renewal
ƒ Campus/Bldg FCI
ƒ Project Costs
Investment
ƒ Matching Funds
ƒ FYE Distribution
ƒ 2 Yr/4 Yr Distribution
Board of Trustees Guidelines
1.
Asset Preservation
2.
Completion of Projects
3.
Facility Renewal for Programmatic
Mission
4.
Master & Strategic Planning
5.
Collaboration & Partnership
6.
Workforce Development
Legislative Direction
M.S. 135A.034, Subd 2
1.
Asset Preservation
2.
Completion of Projects
3.
Update for Contemporary Needs
4.
Geographic Distribution
5.
Nonstate Funding
Master Plan Formal Update Every 5 Years
Facilities Master Plan
Predesign defines further Capital Projects
Other FundingDonations, Grants
Partnerships
Operational Funds
from Campus
Campus Individual
Predesign
Legislative
Appropriation
Capital Plan
New Construction or,
Remodeling
2-year Legislative Process
HEAPR
2 Year Capital Budget Biennial Process
Capital Budget Strategic
Plan to Board
May 06
Jan 07
2008 Capital Budget
Guidelines
Documents
Due In Dec
May Approval
of Guidelines
All Predesigns
started in
May/June
Finalize
2008
2010 Capital Budget
Guidelines
Capital
Budget
Apr/May 08
Technical
Advisory Team
Scores Projects
2008 Legislative
Process: Legislature
and Governor
Feb-Mar 07
Public Board
All
Presentations
Predesigns
for 2008
Budget
Used in
Technical
Scoring
Jun 07
Jan 08
Funds
Appropriated
Legislative Tours
Capital Budget Execution Strategy
z
A.
B.
C.
04
A
B
C
Examine execution feasibilities
– Optimum capital budgeting and spending
– Rational design and construction sequencing
Design first biennium; construct in second
Design and construct in one biennium
Design, new construction and remodeling in three biennia
05
06
DESIGN
Design
DesignA
07
08
09
Construction
Construction
Designer Selection
Process
Design
Design
DESIGN
DesignC
Design
Construction
Construction
New
NewConstruction
Construction
Remodeling
Remodeling
10
Predesign Purpose
• Predesign communicates essential project objectives with
factual data prior to the commencement of the design
process.
• 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.
PREDESIGN
Scope
2. Predesign Summary Statement
3. Project Background Narrative
4. Project Description
5. Sustainability: energy standards
6. Information Technology Plan/Budget
Cost
7. Capital expenditure requirements
8. Operating expenditure requirements
Schedule
9. Project Schedule
A Predesign . . .
• Validates the project and answers the question, “Why should the
project be funded?”
• Reviews and supports the relationship of a project to the
Academic Plan and the Facilities Master Plan.
• Clearly defines project scope, budget and schedule.
• Addresses sustainability: energy efficiency and operations.
• Analyzes alternatives solutions, methodologies and practices for
the proposed project, providing a recommendation and
justification for the best solution.
• Addresses the backlog and renewal subsystems of the Facilities
Reinvestment Module (FRRM).
• Responds to the MnSCU strategic plan to increase access and
opportunity to post-secondary education, promote high-quality
learning programs integral to Minnesota’s economic needs and
innovate to meet current and future educational needs.
Office of the Chancellor Facilities Planning Interaction
Request for Proposal (RFP)
„
„
„
„
Contact Facilities Planning for a sample RFP.
Procure examples of consultant work during the process.
Contracts exceeding $50,000 require system office approval and advertising in the State Register.
Time permitting, Facilities Planning can assist in the selection process.
50% Submittal to the Office of the Chancellor Facilities Planning
„
„
„
„
„
1 copy required.
Project alternatives and alternative analysis must clearly be addressed at this phase
of the predesign.
Document requires clear definition of the project scope, cost and schedule.
Submission to be outlined by section per the Predesign Format.
Estimated review completion = two weeks.
100% Submittal to the Office of the Chancellor Facilities Planning
3 copies + 1 .pdf file on a CD.
„
Estimated review completion = two weeks.
1. Binding - Submit each hard copy in a 3-ring binder clearly indicating the following information
on both the front cover and the spine:
…
Institution Name.
…
Submission Status (100% Submission).
…
Consultant Company Name.
„
2. General Instructions
…
Text on 8 ½ x 11 paper, drawings on 11 x 17 paper.
…
Use a text font no less than 10 point.
…
Number each page per section.
…
Entire document to be capable of black/white reproduction.
…
Clearly display submittal date.
Predesign Format
Introduction
Scope
Cost
Schedule
1. Cover Letters
2. Predesign Summary Statement
3. Project Background Narrative
4. Project Description
5. Sustainability: energy standards
6. Information Technology Plan and Budget
7. Financial Information – capital expenditures
8. Financial Information – operating expenditures
9. Schedule
10. Appendix
Section 1. Cover Letters
Letter #1 - Consultant to Campus
Addressed to the Campus President from the consultant verifying that the report
meets MnSCU 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 Al Johnson, Assoc. Vice Chancellor of Facilities, MnSCU from the
Campus President verifying that the report meets MnSCU criteria.
Section 2. Predesign Summary Statement
Provides a concise overview of the project and
answers the basic questions: who, what, where,
how, why and when?
Include:
• Scope of work.
• Project size including total project square
footage, total construction cost, cost per
square foot and total project cost. Provide
cost breakdown relating to demolition, new
construction and renovation where
applicable.
• Deferred maintenance, renewal issues and
FCI addressed in scope.
• Academic, operational, and workforce or
economic development programs affected.
• Project schedule indicating milestone
dates.
• Project funding sources. (including
donations)
• Include the “Building Project Data Sheet” in
the appendix.
Section 3. Project Background Narrative
Provides the detail relating to the project process and
academic and operational programs.
Restates the statutory requirements that drive the project’s
operational program.
Include:
•
•
•
•
•
•
•
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.
Include a 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.
Specific Backlog, FCI=deferred maintenance/
replacement value (Facilities Condition Index) and
future renewal needs from FRRM.
Space utilization analysis based on current data
(Fall 2005).
Section 3. Project Background Narrative
• Clear options presented.
Section 3. Project Background Narrative
• Clear options presented.
Section 4. Project Description
Provides detailed information relating to the design intent, project program and project process.
•States the purpose and rationale for the project.
• Explains project relationship to master and
academic plans, workforce and economic
development, access goals and objectives.
• Describes academic, operational, workforce or
access needs fulfilled by the project.
• Describes site selection criteria, analyses and
evaluation of alternative options.
Provides complete program detail.
• Physical building condition audit and
recommendations.
• Deferred maintenance backlog and renewal data.
• space utilization data using current fall 2005 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.
•Provides process and options information.
• Details the project process methodology including
all supporting materials (studies, meeting notes).
• Provides project alternative analyses relating to
program delivery, site options, building options, etc.
Section 4. Project Description
• Clear, simple analysis
Relationship to Master Plan
Section 4. Project Description
• Create clear analysis of site/program options
Site Selection, Analysis & Evaluation
Section 4. Project Description
Site Selection, Analysis & Evaluation
Section 4. Project Description
• Existing structures must have specific analysis of the renovation needs.
Physical Condition Audit
Section 4. Project Description
Available Tools: Facilities Renewal and Replacement Model reports.
Deferred Maintenance and
Renewal Data
Section 4. Project Description
Space Data
Available Tools: Campus/building space utilization reports – use specific details to rationalize request.
Section 4. Project Description
• Present clear, compelling reasons.
Space Assessment
Section 4. Project Description
• Space identification.
Campus / Educational Program
Analysis
Section 4. Project Description
• Simple diagrams to assist decision making.
Space Utilization
Section 5. Sustainability – Energy Standards
• B3 Guidelines are applicable to all new
buildings and must be implemented where
feasible in renovations.
• Describe sustainability issues/solutions
unique to the project: day lighting, energy
saving devices, etc.
• Address any and all options for energy
conservation.
• How will the project have a distinct, positive
impact on long-term sustainable design goals
and energy conservation?
Section 6. Information Technology Plan/Budget
• Provide a summary of existing Information
Technology infrastructure.
• Describe how this project will address and
improve current and future infrastructure.
• Correlate project Information Technology
plan to Campus Master Plan.
• Provide cost effective Information
Technology solutions that enable reductions
in office space, provide more services
electronically and decentralize services.
Section 7. Financial Information – Capital Expenditures
• Estimate the capital expenditures for the
project. Include a cost plan using state forms
and a schedule displaying all capital funding
requirements through the life of the project.
• Provide project gross square footage and
separate line items for new construction costs
and renovation costs.
• Document budget and schedule impact for
atypical considerations/circumstances that may
affect the project.
• If available, include actual cost histories,
adjusted for program variations, that support
the proposed budget.
• Identify project funding sources including
state capital bond, revenue bond, etc.
• Identify alternative delivery methods such as
design build, construction management, etc
.
Section 7. Financial Information – Capital Expenditures
• Use standard Capital Budget Forms.
Section 7. Financial Information – Capital Expenditures
• Cost analysis more beneficial by gross square feet rather than a detailed construction breakdown.
Section 8. Financial Information – Operating Expenditures
• Quantify the project effects on operating
budgets associated with the occupancy and
operation of the project area.
• Include a 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.
• Include staffing levels and corresponding
salaries, building repair, replacement and
maintenance.
• Example: Providing an allowance for additional
maintenance personnel required on the campus
after a new building is constructed.
• Example: Operating cost for energy (HVAC,
electrical and other utilities). $5-$9/SF is
suggested to reflected these associated costs.
• Address debt capacity and the institution’s
ability to pay debt. Verify debt capacity
information with Facilities.
Section 9. Project Schedule
•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 MnSCU’s needs with the
alternate year capital budget cycle if the project
will receive funds from more than one
appropriation cycle.
Section 9. Project Schedule
Section 10. 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
• Pertinent extrapolation from
Facilities Master Plan
• Workforce or demographic data
• Other studies or related supporting information
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