Carlson School Physical Resources and West Bank Facilities Management are committed to providing clients with the highest-quality service with facilities projects. To achieve this, we need your cooperation. Projects can take months of preplanning before a project completion date can be scheduled. We ask you to support us by taking on the following steps in proposing remodeling and new construction projects.
CARLSON BRAND FOCUS
The Carlson School Communications Director is working on identifying and articulating our brand position in a way that is differentiating, relevant, unique, likeable, compelling and believable to our various constituencies (students, prospective students, recruiters, alumni, etc.). The brand blueprint will give facilities guidelines to include information on an architect and interior designer.
DEPARTMENTAL APPROVAL
You will be expected to assign an individual to the project who has high-level decision-making authority and timely access to all client parties required to make final budget and programmatic decisions. This individual is usually at the Department Chair, Associate Dean, or Director level.
1395 FORM
Remodeling or construction projects will need the completion of a 1395 Work Request Form for facilities management services. An owner's representative will be assigned to your project who is responsible for enforcing Board of Regents' policies and other University standards, as well as national and state building-code and safety regulations regarding construction and facilities. The Carlson School Building Manager will assign you a copy of the 1395 Form which you will need to provide information such as project description, project purpose, budget information, and completion date. Approval signatures are needed from the individual assigned to the project, the Associate Dean of Facilities, and the CFO.
A 1395 Work Request needs to be sumitted for projects costing over and under $10,000. This is also required for projects less than $10,000 which have special political sensitivity or visual impact; those we have to discuss and decide on case by case basis. The owner’s representative will determine whether smaller projects may not require facilities involvement. The Carlson School Building Manager must be involved in all remodeling and new construction projects.
CAPITAL PROJECTS
The University of Minnesota Facilities Management department defines a capital project as any nonrecurring capital expenditure to purchase or construct a facility or remodel an existing one. Capital projects fall into three main categories: 1) new construction, 2) building and land purchase, and 3) modification of existing facilities, which may include remodeling to meet programmatic needs, building-code or equipment upgrades, and complete facility renewal.
Capital projects costing more than $100,000 require Board of Regents' review and approval. At this stage a Project Request Form 1395, which requires developing a predesign program and a financing strategy, must be completed. The owner’s representative will give assistance with the person assigned to the project for completing the Capital Request Forms which consist of providing detailed project information. The University Office of Budget and Finance send out to campus Deans these budget instructions with a deadline date in January.
Capital projects costing less than $100,000 do not require board approval, but they must conform to the University's strategic academic priorities and have adequate funding.
As needed, Facilities Management's planning, architectural or engineering staff reviews these projects to ensure they (1) will not significantly increase the cost of maintaining and operating a facility, (2) address code-compliance issues, (3) cause no negative impact on adjacent space and (4) are compatible with campus master-planning principles.
PHASES OF REMODELING & NEW CONSTRUCTION PROJECTS
PREDESIGN
The predesign phase begins with the initial meeting between the client and one of Facilities Management's project staff members or facility planners. Predesign is a team process conducted through the collaborative efforts of Facilities Management and design firms in consultation with the client. Predesign shapes the client's idea into a well-defined project that is feasible, properly approved, and is fully funded.
Objectives:
- Define programmatic requirements
- Explore alternative facility solutions
- Form a project team
- Select a design firm
- Produce a predesign program
- Establish project financing
- Submit project for review by the Capital Improvement Advisory Committee
- Obtain approval of the Board of Regents as required
DESIGN
In this phase, the design firm produces a final design with feedback from both the client and Facilities Management staff. Here the goal is to arrive at a design that meets the project's programmatic needs and University standards and is within the client's budget.
Objectives:
- Establish a contract with a design firm
- Hold project team meetings with the design firm
- Determine the best method for contractor selection
- Review the final design and cost estimates
- Approve the design and budget
CONSTRUCTION DOCUMENTS
After the design is approved, detailed construction drawings and building equipment specifications are prepared showing how the building or project is to be constructed. These documents provide contractors the level of detail they need to calculate construction costs and bid on the project. Unless design or programmatic issues surface, client input and review are not required.
Objectives:
- Prepare construction documents
- Begin planning for the construction period
- Review construction documents
- Prepare construction bid documents
BID PROCESS
Once construction bid documents are ready, they are released via a formal bid-opening process. When the bids have been returned, they are reviewed and the project is awarded according to University purchasing policies.
Objectives:
- Solicit bids
- Review returned bids
- Award the project to the selected contractor
CONSTRUCTION
During the construction phase, Facilities Management owner's representatives act as a clearinghouse for information on their assigned projects. They frequently visit the construction site to ensure work is progressing on schedule and monitor the project budget.
Objectives:
- Obtain building permits
- Relocate building occupants, if needed
- Conduct a preconstruction meeting
- Give approval to begin construction
- Monitor compliance with construction documents
- Keep clients well-informed
- Solve problems that may arise
OCCUPANCY
As construction nears completion, owner's representatives assist clients with their move into the new or improved facility. They also coordinate commissioning of building systems, which involves testing and calibrating such building features as fire alarm and suppression systems and heating, ventilation and air-conditioning equipment.
Objectives:
- Commission building systems
- Coordinate client's move into the new space or facility
- Close out project budget
Carlson School Physical Resources, Assigned Project Coordinator & Facilities Owner’s Representative
Conduct client evaluation of Facilities Management's performance
Click to view preplanning guidelines |
