Instructions for Preparation of State University System
2010-2011 Fixed Capital Outlay Legislative Budget Request
General Instructions
The Three-Year PECO Project Priority List for the State University System (SUS) will
be prepared in accordance with statutory requirements relating to educational plant survey
approval. Remodeling/renovation projects that are included in the first three years of the
project priority list must also be survey recommended. The CIP-3 form requires detailed project
cost information, such as particular fees and extraordinary/additional construction costs. This
level of detail is expected for each project.
The Capital Improvements Plan submission must include the completed CIP forms (CIP1 Narrative Overview, CIP-2, CIP-3, CIP-3A and CIP-3B.) The instructions for completing these
forms are being sent to each college and university's President, VP of Budget and Finance and
Facilities Planning Director. Please be certain to use the latest BOG form, as some forms have
changed. The forms are available at http://www.flbog.edu/about/cod/budgetinstructions.php
The original and one copy of the Institution CIP document must be in separate three-ring
binders. Three CD’s containing the completed CIP-2, CIP-3, CIP-3A, and CIP-3B are to be
submitted to BOG. The Microsoft Excel spreadsheets included in the e-mail sent to each
Facilities Planning Director must be used for preparation of the CIP-2 (the institution’s five-year
list), CIP-3, CIP-3A, and CIP-3B forms. Failure to use the provided forms can result in
inaccurate formulas and old formats which may limit staff’s ability to fairly evaluate projects
for suitable funding.
The CIP-3A form is for campus-wide utilities/infrastructure/capital renewal/roofs
projects of less than $1,000,000 and which do not require a facility program. This form (CIP-3A)
is designed to provide a brief description of each project, to identify the specific campus system
to be renewed, improved, or expanded, and to present the basis for the cost estimate. All other
utilities/infrastructure projects (projects which have a facility program) require an individual
CIP-3.
The CIP-3B form must be completed for each project. It is intended to provide
information that will link a project to the Board of Governors Strategic Plan Goals and
Objectives. A completed CIP-3B form must be submitted in order for a project to be considered
for inclusion on the Board of Governors SUS Three-Year PECO Project Priority List.
Each institution should develop project priorities consistent with the priorities included
in the operating budget request with respect to providing facilities for programs and services.
In addition, the project priorities should be consistent with the orderly development of
campuses, including attention to utilities and other infrastructure requirements resulting from
existing facilities and future renovation and expansion projects.
Renovation and repair needs, including life safety and ADA corrections, that are not
funded from the operating budget or the Annual PECO Remodeling/Renovation Allocation
(the “Sum of the Digits” allocation) should be included in the CIP-2 as a project priority.
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Each university is to evaluate its funding requirements and establish appropriate
university project priorities. The university priorities should give consideration to the funding
requirements associated with current facilities on their respective campus. The same policy of
stewardship responsibility is extended to the funding of campus-wide utilities/infrastructure
systems projects that are necessary for renewal or expansion. Accordingly, it may be necessary
to place a campus-wide utilities/infrastructure systems project high on the College or
University’s list and before a building project. It may also be possible that more than one
campus-wide utilities/infrastructure systems project is needed to recognize the differences in
priorities for specific campus-wide utilities/infrastructure systems projects.
The submission must also include projects for which the university plans to seek statematching funds under the Facilities Enhancement Challenge Grant Program (FECG). These
FECG projects must directly support instruction and research programs. The 2010-2011 projects
must be limited to those projects for which the total required private funds will be on deposit
within the Foundation accounts as of July 31, 2009. The Board of Governors will initially
request that all currently eligible projects be considered for a matching appropriation from State
funds. This request will be amended January 28, 2010, based on a status report of cash actually
received by December 31, 2009, along with any additional projects for which the university has
received the necessary private funds.
The review of project cost estimates by the Board of Governors (BOG) staff will be based,
primarily, on actual BOG construction and project costs, updated by the Engineering News
Record Construction Cost Index to December, 2008. These construction and project costs
represent the primary guidelines for review of proposed funding amounts. Consideration will
be given to alternative cost estimates supported by documentation that substantiates the
deviation from the BOG historical construction cost data. The documentation supporting
alternative cost estimates should identify other cost experience for comparable projects within
Florida or the Southeastern U.S., as well as differences that exist between proposed projects and
projects included in BOG historical cost data (construction cost data is provided within the
supplemental instructions contained herein). Another method for developing and supporting
construction cost estimates is to use the construction cost data that is included in this packet to
select a project similar to the proposed project, and apply the cost per GSF to the total GSF for
the proposed project. This method must also be supported by documentation that compares
and relates the proposed project to the selected similar project.
Completion of CIP Forms
The following instructions for completing the CIP forms are supplementary to those
provided by the Executive Office of the Governor (EOG). In some cases, these instructions
modify those issued by the EOG. Therefore, both sets of instructions should be read carefully.
Modifications made by the Board of Governors are intended to aid in the understanding of EOG
instructions, and to assist in the development of a single CIP document for the entire Board of
Governors. Forms for the CIP-2, CIP-3, CIP-3A, and CIP-3B are provided. All CIP forms must
be updated to report the five-year period covered by this submission, which begins with 20102011 and ends with 2015-2016.
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Current PECO revenue projections for the next 3 fiscal years provide funding for
relatively few projects. Accordingly, within the limited funding available, resources should be
directed towards projects that can be completed as quickly as possible.
Each university’s proposed projected PECO allocation for the next three years is provided in
Attachment I (Estimated PECO Revenue Limits). Years One and Two reflect the amounts
approved by the Board of Governors’ on March 26, 2009. For Year Three (FY 2012-13), each
university is provided an allocation based on the average of its past 5 years of appropriations
and reflective of the maximum amount BOG staff estimate will be available to the system based
on the March 16, 2009 PECO Conference estimate. These proposed allocations are to be used by
each university in their August 1, 2009 CIP submittal.
For Year One, Two and Three each university must submit projects that can be completed by
2012-13 within the allocation amounts provided. However, planning only requests will be
considered in Year Three if all previously requested projects are fully funded.
Universities should evaluate 2008-09 appropriations, and earlier, for projects where the funding
will not be substantially under contract by the statutorily required reversion date of 31 months,
February 2011. For any appropriations that can not satisfy this 31 month requirement, the
university should request re-appropriation to other projects that can be substantially placed
under contract.
CIP-1, Narrative Overview
CIP-1, A Narrative Overview, should identify campus goals in such a manner as to link
related projects and identify the programs to be supported by the proposed new facilities or
remodeling projects. The relationship between the requested projects and the institution’s
mission statements and approved master plan should be defined.
Changes in project priorities from the previous year should be explained in the CIP-1.
CIP-2, Summary of Projects
This form is to be completed by each college and university and will serve as the
institution’s project priority list. All columns within the form are to be completed with the
appropriate information requested in the format provided. Failure to complete the forms
may limit staff’s ability to fairly evaluate projects for suitable funding. The University’s
approved Five Year Capital Improvement Plan (CIP) will be prioritized, in the first year, as
indicated below. Any request for exceptions to these priorities must be explained and a
justification provided in the CIP-1.
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Funding will be requested by the BOG for institutional PECO projects in the following priority
order:
a.
b.
Matching external funds from non-private sources.
Continuation projects
i.
ii.
iii.
c.
d.
e.
f.
g.
h.
Funded by the Legislature in the amount and in the year as last included on the
Board of Governors adopted three year list.
Funded by the Legislature, but not on the Board of Governors adopted three
year list.
Require additional funding to complete project as originally requested.
Utilities infrastructure/Capital Renewal/Roofs needs.
Renovation and remodeling projects to meet current space needs,
structural/mechanical repairs, and technology upgrades that are in accordance
with s. 1013.64(4)(a), Florida Statutes.
Instructional, then research, followed by support space needs to include projects
that will bring each university to the system average percentage of formula need.
Projects to provide specialized space for a newly approved academic program.
Land acquisition in accordance with University Board of Trustees adopted
master plans.
Non-survey recommended projects
All institutional projects which, in total or in part, have an academic or
academic/administrative support purpose should be listed in a single priority order which
includes every requested project including branch campuses and FECG projects. The
institution may also submit, for supplemental informational purposes, a separate CIP-2 for
each branch campus. Priority numbers and specific reference to survey approval (date and
recommendation number) are to be listed in the appropriate column on the CIP-2. Columns on
the CIP-2 are identified to collect essential information about each project and are to be
completed. Facilities Enhancement Challenge Grant (FECG) projects should be included for the
State matching amount only and be identified by footnote as a FECG project. FECG projects for
2010-2011 should be limited to those for which private donations are received by July 31,
2009. Other FECG projects in years beyond 2010-2011 should be included to identify any longer
term fund raising plans for eligible projects.
CIP-3, Project Explanation
This multi-part form is to be completed for each project that appears on the college and
university’s project priority list (CIP-2). Remodeling is defined as the conversion of space to a
different use or configuration. Major renovation projects that are primarily restorative, as
opposed to remodeling are also to be presented on this form.
A CIP-3 document is not required for projects which are to be funded from the college
or university’s annual allocation of PECO Remodeling, Renovation, Maintenance and Repair
funds.
While the CIP-3 form was designed to support requests for building projects, the
narrative section should also be used to provide a description of facilities problems to be
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remedied by capital projects that expand campus-wide utilities/infrastructure systems. A CIP3A form is provided to present more detailed information for these particular non-building
projects with construction costs less than $1,000,000. For individual utilities/infrastructure
projects with construction costs greater than $1,000,000, an individual CIP-3 form is required.
Part 1 - Narrative Description
This section is devoted to defining the purpose, need, scope, and the relationship of the
project to agency objectives. This section should be succinct, including only the
significant information and justification. A detailed description of the programs to be
supported by the project is not required. The greatest emphasis should be placed on
problems resulting from inadequate facilities, solutions considered (specifically
including sharing of facilities owned by another entity), and methods used to determine
space needs.
Any construction costs included in the project budget that are not directly related to the
facility, such as extra utilities capacity or lines, site development, roads and parking, etc.
should also be briefly explained. The explanation should include a description of the
basis used to develop the cost estimate.
Specific strategies for addressing energy efficiencies and sustainability issues should
be summarized. References to the level of LEED certification or equivalent
certification levels should be addressed.
The narrative must include a specific reference to the Educational Plant Survey
approval (survey date and recommendation number in the Educational Plant Survey
report), or the status of a request for a survey if requested for projects in years four
and five of the CIP. In addition, an explanation must be provided if the referenced
survey recommendation does not match the type and amounts of space requested on
the CIP-3 form.
Part 2 - Statistical Justification
This section is to be completed for the space included in the project/facility and should
report the quantitative basis used to derive the requested space. All net assignable
space should be reported in this section by space type (classroom, teaching lab, etc.)
and the total must agree with the net area reported in Part 3. Do not group all space
types using the project category codes found in Appendix C of the State of Florida
Capital Improvements Plan Instructions. Your Space File Coordinator should be
consulted for proper assignment of space categories.
Special Note: Parts 3 and 4
Parts 3 and 4 as described below are reported on the CIP-3 form. This information
should be placed on page 2 of the CIP-3.
The highest level of project detail, based on a University’s Board of Trustees (UBOT)
approved building program, is expected for each project for which the university
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requests construction funding on the Board of Governors Three-Year PECO Project
Priority List.
Part 3 - Project Description/Construction Cost
The project description section on the upper portion of the second page of the CIP-3 is
devoted to the reporting of construction cost and occupancy date. The construction
amount should include all costs to be included within the construction contract for a
complete and operational project/facility such as site work, parking, roads for the
immediate site area, utility connections, telecommunications/communication
requirements, and site/area landscaping. Additional/extraordinary construction costs
beyond the average cost normally budgeted to provide an operational project/facility,
should be listed separately. These additional costs are referred to as additional/
extraordinary costs. The term extraordinary is used to describe costs beyond the average
GSF cost, as reflected in the BOG average cost per GSF. A brief description should be
provided in the Part 1 Narrative to the CIP-3 to identify the basis for the request (unit
cost, number of units, etc.)
Each type of space (classroom, teaching lab, etc.) should be listed separately in order to
report differences in the efficiency factor. Only projects containing space types
consistent with the ten (10) Educational and General (E&G) categories are eligible for
PECO funding. Funding sources for space other than the ten E&G categories should
not be included. Construction costs should be used based on December 31, 2008 costs,
as enclosed in these instructions. The Engineering News Record index (ENR) was used
to adjust the construction costs through December 31, 2008. Historical construction cost
experience for Board of Governors projects is provided with these instructions, and
should be used as a guideline to assist in the development of the project budget. The
college or university may use the construction cost database in another way by using the
cost per GSF from a project in the detailed construction cost database information that is
similar to the proposed facility. The resulting budget estimate may be more accurate. It
is not an absolute requirement that the institute use the cost information supplied with
these instructions. If higher cost estimates are used the institution must justify and
support their use with appropriate documentation, as referenced in the General
Instructions.
Definition of Additional/Extraordinary Costs: The intent of this category is to describe
and fiscally account for those construction costs that may be incurred in conjunction with
a particular project, that are unique to that project, on that particular site, and are not
assumed to be a part of the BOG average cost for a particular building type. These costs
would not necessarily be expected to apply should the facility be built again on another
site. The basic building cost assumes inclusion of the building and site cost that are
associated with the building and around the building including the normal hook-up and
connecting requirements for utilities. However, if the cost for these necessary items
becomes extensive due to site conditions, utility hook-up locations, or other conditions
being associated with the project that are not typically associated with the building type,
then the items should be identified as extraordinary (i.e. extensive long piping runs for
connectivity, or extensive relocation of existing utilities because of the building site).
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Part 4 - Schedule of Other Project Costs
This section is devoted to the reporting of funds requested by the type of cost. Project
costs not normally included within a construction budget for a single operational facility,
should be reported in this section. These costs should be reflected by year and must
correlate with the year in which funding is requested for the specific facility(ies) to be
served. Examples of such costs are professional inspection services, on-site supervision,
artwork, and permitting fees.
The planning phase (P) of a project should include all costs for professional design
services. The Construction Phase (C) of a project should include all costs associated with
contracts for construction. The Equipment Phase (E) should include all costs associated
with loose furnishings and equipment.
When a project results in square footage being added to the institution’s inventory and
the facility includes public space pursuant to Section 255.043, Florida Statutes, artwork
funds must be also requested. These funds should be included in the construction
funding year.
Equipment funds should be requested for items that are eligible for furnishings and
equipment pursuant to s. 1013.64(4)(a), FS . Fixed equipment such as fume hoods and
essential communication connectivity that are necessary to make a building functional
must be included within the estimated construction cost rather than as furnishings and
equipment.
The energy efficient equipment line is to be left blank unless special equipment is
included within the project such as solar water heating. The normal energy efficient
equipment and management systems are considered to be part of the construction cost
per GSF.
The standard project contingency is five percent. The need for a contingency amount
greater than the standard five percent should be explained in Part I - the Narrative
Description section of CIP-3.
The sections Appropriations To-Date and Projected Costs Beyond CIP must be
completed. All additional sources of funds, both appropriated and/or anticipated
from other sources, must be identified.
CIP-3B Project Explanation BOG SUS Strategic Plan Linkage
This form will identify a project’s relationship to one or more Board of Governors SUS
Strategic Plan goals and objectives. It will also provide additional information regarding the
programs to be benefited upon the project’s completion.
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