MnSCU Predesign Guidelines and Review Form

MnSCU Predesign Guidelines and Review Form
Last Revision: February, 2006
Resources /
Facilities Programming and Planning
Sally Grans
(651) 296-7083
Gillian Machacek (651) 282 5217
1. 50% submittal: 1 copy
2. 100% submittal: 3 copies in binders + 1 pdf. file on CD
▪ Clearly label both front and spine of binders with
- institution name
- submission status (50%, 100%)
- consulting company name
- date
▪ Use a text font no less than10 points
▪ Number each page per section
▪ Ensure entire document is black/white reproduceable
Organize in the following Sections:
1. Cover Letter (2)
2. Predesign Summary Statement
3. Project Background Narrative
4. Project Description
5. Sustainability: Energy Standards
6. Information Technology Plan/Budget
6. Financial Information – Capital Expenditures
7. Financial Information – Operating Expenditures
8. Project Schedule
9. Appendix
Predesign Resources:
▪ Previously submitted Predesigns are filed at the Office of the Chancellor, Facilities Office.
These are available for your review; contact Facilities Staff Mailor 651-296-6947 or Nancy 651-2977862 to confirm hours of operation. However, it is important to have professional staff guide and
suggest similar or other predesign documents that have similarity or validity for your project. Thus,
please contact Gillian Machacek (651) 282 5217 or Sally Grans (651-296-7083) to schedule a time
when one of them may assist your review.
▪ MnSCU Facilities website under Predesign heading (
- Predesign Review Form (Feb, 2006)
- Update to the Predesign Guidelines presentation (Jan, 2006)
▪ Predesign Manual for Capital Budget Projects (Revised July 2002) (provide website here)
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MnSCU Predesign Guidelines and Review Form
Last Revision: February, 2006
1. Cover Letters
2. Predesign
Following Facilities approval of the 100% review; cover letters to be submitted for inclusion in the
▪ Letter #1 – Consultant to campus president affirming that the report meets MnSCU criteria,
signed by a registered architect/engineer with accompanying registration number.
▪ Letter#2 – Formal submission letter from the Campus President to Al Johnson,
Associate Vice Chancellor of Facilities, MnSCU
Provide a concise overview of the project describing:
▪ scope of work
▪ academic and operational programs affected
▪ project size and major components of the work
▪ deferred maintenance, renewal issues and FCI addressed in the project scope
▪ cost breakdown relating to demolition, new construction and renovation where applicable.
▪ project schedule including milestone dates
▪ funding sources for the project.
▪ include the “building Project Data Sheet” in the appendix
Explain the basic information: who, what, where, how, why and when?
3. Project
Provide the detail relating to the project process and academic and operational programs.
▪ Restatement of the statutory requirements that drive the project’s operational program. Include
any past appropriations. State “There are no statutory requirements tied to this project.” if not
▪ Statement of the relationship between this project and the updated Facilities Master Plan.
▪ Specific academic operational programs being provided for by the project. Note other issues
relating to strategic plan: access, enhanced, learning or workforce and 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.
▪ Facilities systems summary including,
- Deferred maintenance backlog
- FCI (Facilities Condition Index). FCI=deferred maintenance/replacement value.
- Future renewal needs data obtained from the FRRM, Facilities Reinvestment Renewal Model.
▪ Space utilization analysis based on current data: include any pertinent sheets. Verify that the data
used is from the most recent Office of the Chancellor studies.
Note the requirement for consideration of MINNCOR Industry products for the project. This requirement is
set forth in the Laws of 2002, Chapter 393, Section 39 which amend Minnesota Statute 16B.335,
Subdivision 3c.
Place detailed information, including meeting minutes, in appendix.
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4. Project
Provide detailed information relating to the design intent, project program and project process.
1. State the purpose and rationale of the projects.
▪ Explain the project relationship to the updated facilities master and academic plans, workforce and
economic development, access goals and objectives.
▪ Describe academic, operational, workforce or access needs fulfilled by the project.
▪ Describe site selection criteria, analyses and evaluation of alternative options.
▪ Include site plan of proposed project site and all other graphics that can visually assist in
describing the project.
2. Provide complete program detail.
▪ Physical condition audit and recommendations. Note: any renovation project must include detailed
photos of the interior and exterior spaces.
▪ Deferred maintenance backlog and renewal data.
▪ Space Utilization Analysis. Obtain (from campus) and utilize the most current
ISRS database information in analysis.
▪ Current conditions, adjacencies, spatial issues and user needs. Incorporate Room Data
Sheets for each space. Contact Facilities Planning and Programming for examples of
Room Data Sheets.
▪ Specialty Requirements: State design standards, space guidelines and performance
characteristics for site and building programs.
▪ Bibliography of applicable codes, standards, cited research and publications referenced.
3. Provide process and options information.
▪ Detail the project process. Include supporting materials such as meeting minutes,
studies, etc.
▪ Provide project alternative analyses relating to program delivery, site options, building
options, etc.
▪ Address energy conservation and sustainability issues/solutions that may or could be applicable to
this project.
▪ Factor in additional funding in response to legislation that will outline sustainability guidelines for all
state projects. Beta (test) guidelines are available at
▪ Note that the B3 Guidelines are applicable to all new buildings and must also be implemented where
feasible in renovations. The following list outlines the major sustainability categories:
- energy modeling of building design and operations
- energy load reduction
- increased efficiency, mechanical systems
- use of renewable energy sources
- improving air quality
- building materials; conservation of building material resources
- managing water; emissions to air, water
- enhancing bio-diversity and ecology
- site design and operations
- waste reduction and recycling
- designing for increased flexibility
- improving human design factors
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6. Information
7. Financial
8. Financial
▪ Briefly summarize the institution’s Technology plan and current Information Technology
▪ Describe the technology applications and associated budget detail included in the scope of this project.
▪ Describe the impact and improvements, including cost effectiveness, that the project will have on current
and future infrastructure.
▪ Detail additional positive outcomes that may be a direct or indirect consequence of technology
implementation associated with this project. Example: providing more services electronically increases
access (internet courses) which increases student enrollment. A longer term outcome of this may be a
potential reduction in space requirements.
Estimate the capital expenditures for the project.
▪ Include a cost plan using the approved state forms and a schedule displaying all capital funding
requirements through the life of the project.
Campus and Office of the Chancellor to assist in the various
non-construction categories.
▪ Provide project gross square footage and separate line items for new construction cost and renovation
▪ Document budget and schedule impact for atypical considerations/circumstances that may affect the
project. Note: if any variances to the MnSCU Design Guidelines are assumed to be part of this
construction budget then approval from Office of Chancellor required.
▪ When available, include actual cost histories, adjusted for program variations, that support the proposed
▪ Identify project funding sources including state capital bond, revenue bond, etc.
▪ Reference other cost estimation examples - i.e. other campuses or other regional facilities whose
construction cost impact relate to the project.
▪ Identify any alternative delivery methods such as design build, construction management, etc. that impact
the schedule or overall budget.
▪ Estimate the project effects on operating budgets associated with the design, construction,
occupancy and on-going operation of the project area.
▪ Quantify the on-going operating expenditures and revenues. Use a state form to describe and schedule
operating revenues and expenditures associated with the occupancy and operation of the project area.
▪ Include staffing levels and corresponding salaries, building repair, replacement and maintenance.
Example 1: impact of additional maintenance engineers required during and/or after new
building construction.
Example 2: Operating cost for energy (HVAC, electrical and other utilities).
$5-$9 is suggested to reflect these associated costs.
▪ Campus to address debt capacity and the institution’s ability to pay debt. Verify information with
Facilities Business Support Unit.
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9. Project
▪ 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.
▪ Suggest incorporation of a bar chart as this best illustrates the project schedule from schematic design
through completion.
▪ Include review time after each design phase for the appropriate campus staff, project manager and Office
of the Chancellor Program Manager: 2 weeks to 6 weeks depending on size and complexity of project.
▪ Approval by the Office of the Chancellor of all projects after Schematic Design phase is required. This is
a two step process. Project documents are submitted to the Program Manager and two-three weeks
following there is a meeting with the consultant and campus. Issues are discussed and upon agreement
there is a formal presentation for actual approval of the Schematic Design to the Associate Vice Chancellor
for Facilities and the Vice Chancellor CEO. Schedule to note 16.B335 Legislative approval after
Schematic Design which runs concurrent with Design Development - but which must be approved from
Legislature prior to starting Contract Documents.
▪ Designer Selection Board required on projects over $2 million in cost. Selection of a designer may begin
prior to the actual appropriation (although no work can begin until it is approved).
All supporting information should be included in appendices that will assist in the development of the
project as it proceeds into design, construction and on-going operations:
Include all research and reference material meeting minutes, academic master plan reference material,
technology master plan reference material, ISRS Space Utilization data, FRRM Data, workforce or
demographics data, other studies or related supporting information, project visit notes, websites.
Additionally, in the appendix place minutes of meetings as appropriate which document who was involved
and how the decision making process was derived. Include any pertinent notes of other informational
pursuit, project visits, websites, etc.
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