REHABS AND RENOVATIONS: WHERE DO I START? Business Day 2013

Transcription

1 REHABS AND RENOVATIONS: WHERE DO I START? Business Day 2013

2 slide 2 PRESENTERS CHERYL A BAILEY Associate Director CAPITAL PLANNING GROUP 12+ UB within CPG BS in Interior Design 30+ years experience in facilities management, interior design, planning and signage design + graphics Projects include: o Classroom planning + interior design o Interior design of presidential spaces o Space utilization studies o Standards implementation o Facilities master plan coordination MARTIN E HOHLE, PE Assistant Director FACILITIES PLANNING & DESIGN 12+ UB within FP&D BS in Engineering Technology Professional Engineering License 30+ years experience in construction management Project experience: o Bridge & Road Construction o Building Construction and Renovations o Facilities Management o Estimating & Design o Supervising Architects, Engineers, Project Managers, and Construction Workers

3 slide 2 WHO ARE WE? Vice President Finance & Administration Associate Vice President Facilities Operations Facilities Planning & Design Capital Planning Group Environmental Health & Safety Event Services Lock Shop Heating & Cooling Moving/Relocation Signage Production Pest Control Service Notification Work Orders Janitorial Floor plans Building Profiles Campus Maps Physical Space Inventory Project Management Project Delivery Code Review Building Permits* Design Planning & Implementation of Physical Development Initiatives Planning of large & small scale capital projects Space planning principles & processes Space allocation & utilization Interior Design Master Planning Move Management Biological Safety Construction Safety Environmental Programs Fire & Life Safety Hazardous Waste Radiation Safety Small Claims Incident Ergonomics Food Permits

4 slide 2 DEFINITION AND INFORMATION Small Scale Capital (Rehab) Typically a project that will not have a major impact on the campus and the total cost of which shall be $1 million or less Smaller projects that involve one or two trades may be submitted through a Facilities work order Design and/or Construction may be in-house or use of consultants are possible No fee for in house planning + design services

5 slide 3 SMALL SCALE CAPITAL PROCESS planning phase

6 slide 4 PROJECT INCEPTION planning phase Initiated by the Primary Client Small Scale Capital (Rehab) Request form Signed by the FPMO Submitted to CPG Capital Planning Group (CPG) review for appropriate use of space and alignment with the master plan as well as completeness of form and attainability Please note, the planner may call or meet with the client to determine feasibility before a project number and team is assigned

7 slide 4 WHO IS MY FACILITIES PLANNING & MANAGEMENT OFFICER planning phase Administration and Finance Bailey Cheryl A. Architecture McDonnell William J. Athletics Greene C. Allen Business Services TBA CAS Greenfield Kimberly M. CAS Syracuse Joe CIO Kielar Nancy M. Dental Medicine Colombo Stephen P. Education Ragland Kevin Educational Opportunity Center Osswald Lawrence C. Engineering Bovino Linda H. Development & Comm Rel. Mahon Gary E. Environmental Health & Safety Raab Joseph T Facilities Planning & Design Thompson Kevin M. Facilities Operations Schmitt Lou Faculty Affairs Finley Lucinda Graduate School Stone Elizabeth S. Human Resources Krzystofiak Susan A. International Education Shyhalla Patricia Law Cook Marlene M. Libraries Hood Kenneth E. Management Costello David Medicine Laychock Suzanne G. Nursing Redfern Michael Pharmacy Gniazdowski Kristin M. President Hashem Stacie L. Public Health Whitehead April E. Research Smith Elizabeth A. Research Institute on Addictions Krygier James J. Social Work Cerrato Anna R. UB Foundation Schneider Edward P. Academic Affairs Hernandez Christina R. University Life & Services Nadbrzuch James S.

8 slide 5 PROJECT NUMBER AND TEAM ASSIGNMENT planning phase CPG requests a project number from FP&D FP&D assigns a FP&D project team members including the Architect in Charge Project Manager Design Team The entire project team consists of the Primary Client, FPMO, the Planner, the Architect in Charge and the Project Manager (The Planner, Architect and Project Manager are the POC (Point of Contact) during the three phases of the project. CPG/FP&D sends a Project Notification Letter to the Project Team. May determine if work should be performed as a Work Order at this point (or later in the process).

9 slide 6 REHAB TO WORK ORDER FORM planning phase

10 slide 7 PLANNING PHASE SCOPE DEVELOPMENT planning phase The Point of Contact during the Planning stage is the Planner from the Capital Planning Group (CPG) The Planner arranges a scope kick-off meeting with the Project Team at the project site

11 slide 9 SCOPE planning phase The Planner submits a preliminary Scope to Project Team for input by the Design Team on Scope Budget (Square Foot Cost) Schedule Preliminary Code Review Facilities Planning + Design (FP&D) will arrange for hazardous materials testing at this time The Architect in Charge will contact Operations, CIT and EHS to explain the projects intent and to solicit feedback SCOPE FINALIZATION The Planner will finalize the Scope and forward electronically to everyone that signs the document for signatures

12 slide 10 SCOPE FORM planning phase

13 slide 11 SMALL SCALE CAPITAL PROCESS design phase

14 slide 12 DESIGN PHASE design phase Point of contact through out the Design Phase is the Architect In Charge (AIC) from Facilities Planning + Design Coordinates the efforts of the other Project Team members and Design Team. (Example: Mechanical Engineer, Electrical Engineer, Drafts people, etc.) Ensures that Ops, EHS and CIT are kept informed of the project and that their input is received DESIGN KICK-OFF MEETING design phase AIC will coordinate and schedule the meeting The design process begins

15 slide 13 DESIGN PROGRESS design phase AIC will coordinate and schedule design progress meetings Meetings with the Primary Client, FPMO and Financially Responsible Party will be held at 30%, 60% & 90% of design, depending on the size of the project AIC will provide current drawings, estimate and schedule for review and input from the Primary Client and FPMO

16 slide 15 COST QUOTATION (Client s Maximum Cost) Cost to the Client: estimate and university contingency (10%) design phase University costs may include asbestos abatement, mechanical/electrical, infrastructure and any additional University funding if available. DESIGN, COST QUOTATION & SCHEDULE SIGN-OFF MEETING AIC will coordinate and schedule the Design & Cost Quotation Sign-Off Meeting. Final Construction Documents, Cost Quotation and Construction Schedule are presented to the Primary Client, FPMO and Financially Responsible Party. Signatures required from Primary Client, FPMO, Financially Responsible Party, Planner, AIC and Project Manager.

17 slide 16 CONTINGENCY PROCESS design phase Construction will not begin until the sponsor identifies current funds for full project cost plus a 10% contingency based upon the Cost Quotation University Business Services (UBS), upon receipt of the signed Cost Quotation, will move the funds from the project sponsor's account to a centrally managed capital projects account (administered by UBS) Cost overruns will be paid from contingency funds with an institutional backstop (unit will never pay more than 10% over the Cost Quotation) In principle, project sponsors will receive back the difference between the Cost Quotation and the actual amount spent for completion of the project however further analysis will help in determining the optimal timing and process for these transactions Unused contingency will be rolled to future fiscal years; as history is developed an evaluation will be made of whether the 10% should be revised up or down For large and specialized projects, the university may require a competitive design/build consultant to achieve project goals. Units will pay design costs and contractor profit and overhead in these situations

18 slide 16 CONTINGENCY: AN ILLUSTRATION design phase Construction Estimate Project Contingency Total Project Cost Actual Cost Return to Unit Contingency Use Project 1 100,000 10, ,000 90,000 10,000 - Project 2 50,000 5,000 55,000 65,000-15,000 TOTALS 150,000 15, , ,000 10,000 15,000

19 slide 17 SMALL SCALE CAPITAL PROCESS construction phase

20 slide 19 CHANGE ORDERS construction phase Any customer requested changes to the scope of work must have an approved (signatures) change order prior to executing any Change Order work. Change Orders require the description of the work to be performed clearly showing the additional cost, schedule changes, and drawings. Change Orders are to include the University Contingency Change Orders for the reduction in the scope of work must also be prepared

21 slide 18 CONSTRUCTION PHASE construction phase Point of contact during construction is the Project Manager (PM) from FP+D. Upon project approval, the PM shall work with Facilities Customer Service to send out a Customer Service notice about the project two weeks in advance. Materials ordered. Project Manager sends out Project Status Reports periodically Construction Coordinators direct utility shutdowns in advance Construction Coordinators shall arrange for all inspections Construction Coordinators arrange for all required safety permits from EH&S PM shall schedule a walk-through with the team and the client to create a Punch List

22 slide 21 CLIENT SURVEY construction phase A Customer Survey is sent out to the Primary Client Honest feedback is encouraged Some selected projects will receive a much more in-depth review.

23 slide 21 QUESTIONS? CONTACT US Cheryl A. Bailey Associate Director Capital Planning Group Martin E. Hohle Assistant Director Facilities Planning & Design