OUR PARISH WOULD LIKE TO START A PROJECT. NOW WHAT???

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Samantha Bond
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1 OUR PARISH WOULD LIKE TO START A PROJECT. NOW WHAT??? Fundamentally, three things must be answered when beginning any type of project: What do we want? 1. What do we want? 2. How much will it cost? 3. How will we pay for it? Knowing what you want and what steps are required to achieve it is the most important step of any project. Having a design or construction background, or working with someone that does, is most helpful when creating the scope of work for the project. That being said, a scope of work can be created by your staff, an outside contractor/vendor, a Facilities and Construction Manager (CM) or a combination of them. The Archdiocesan Facilities and Construction (FAC) Department is here to help create and/or review the scope of work for your projects. If you need any assistance, please the FAC Capital Projects administrator, Judy Zaffaroni, at CapitalProjects@archchicago.org or call at Early FAC involvement in this critical step may expedite the approval process. How much will it cost? After establishing a scope of work, you are now ready to solicit cost proposals for the work identified. It is best practice to get a minimum of at least three proposals when bidding capital improvement projects. Evaluating the proposals to determine which has the best value can be challenging at times. Pay attention to the qualifications and exclusions contractors make in their proposals. Ideally, the proposals for the work should be roughly 10 15% of each other. If not, there may be potential misinterpretations of the scope of work required. If the scope comparison begins to get too complicated, please feel free to call the Facilities and Construction Department for assistance NOTE: It is important to invest the time to create a clear and comprehensive scope of work. It provides clear communication to the contractors and ensures equitable bid comparisons. If a proposal is substantially lower than the others, make sure a thorough proposal comparison is performed. Often when a price seems too good to be true, it usually is. How will we pay for it? You should have some basic sense on how to fund the project, i.e., through parish savings, CD s and/or endowments on deposit with the Archdiocesan Bank. Project funding will be thoroughly reviewed during the CPS process. So now that you have an idea of what you want, how much it will cost and how it will be funded, you are ready to begin the CPS process.

Having a design or construction background, or working with someone that does, is most helpful when creating the scope of work for the project.

2 THE CPS PROCESS Overview The new CPS process is simply a single source tracking process that manages the several steps involved with the Capital Project review process. The required forms noted below can be completed at any time and not necessarily in the sequential order of the past. All required forms must be completed, signed and received before project approval. Rule #1: If a CPI (Capital Project Initiation) form is not received signed by a Pastor, the project is not being tracked and, in essence, does not exist. GENERAL FORMS OF THE CPS PROCESS: 1. Capital Project Initiation (CPI) form signed by Pastor. Vicar signature also required if: 1. Signee is an Administrator and not a Pastor 2. Capital Project Evaluation (CPE) form completed by FAC CM, signed by Director of FAC 3. Capital Project Funding Assessment (CPFA) form completed and signed by VAC and Pastor. Vicar signature also required if: 1. Project >$100, Signee is an Administrator and not a Pastor 4. If necessary, Capital Project Funding Fit Assessment (CPFFA) form completed by VAC, signed by Director of Parish Operations Projects requiring Capital Project Committee and/or Episcopal Vicar Council approval must have a completed CPFFA form 5. If necessary, Capital Project Exceptional Approvals (CPEA) form signed by ODW, OCS, RE. 6. Capital Project Close out (CPCO) form completed by and signed by FAC CM, Pastor

Rule #1: If a CPI (Capital Project Initiation) form is not received signed by a Pastor, the project is not being tracked and, in essence, does not exist. GENERAL FORMS OF THE CPS PROCESS: 1.

3 THE CPS FORMS CAPITAL PROJECT INITIATION (CPI) FORM Parish, VAC Assisted, FAC Assisted Pastor (may require Vicar signature, see item#1 above) The CPI form requests general parish information in addition to specific project information what do we want), project estimate (how much will it cost), likely funding source (how will we pay for it). With this information in hand and the CPI completed and signed, the project approval process can begin. CAPITAL PROJECT EVALUATION (CPE) FORM FAC CM CM, Director of FAC This form is to be completed and signed by the FAC department. The main objective of this review is to determine if the budget and scope of work noted on the CPI form is accurate and complete. Specifically: Is the scope of work appropriate for the project? Is the contractor pricing complete and fair? Is the contractor(s) qualified to perform the work? NOTE: The importance of having a clear and complete scope of work becomes selfevident. A large discrepancy in pricing may indicate an unclear scope of work. CAUTION: If cost proposals are solicited without identifying the scope of work document, comparing proposals becomes very difficult and can delay the bid review process. CAUTION: If the contractors solicited for the project are not Pre Qualified by AOC, the Project Evaluation may be delayed as contractors go through the Pre Qualification process. RECOMMENDATION: At the beginning of a project, request a list of Pre Qualified contractors from FAC that have successfully worked for with the AOC in the past. If using a contractor new to the Archdiocese, have the proposed contractors submit their Pre Qualification forms at the same time as their bid submittal. CAPITAL PROJECT FUNDING (CPFA) FORM VAC Pastor, VAC, Vicar if >$100K or Administrator signee The main objective is to confirm the availability of the funding source noted on the CPI form. This form is completed by the VAC and signed by the VAC and Pastor. CAUTION: If project is greater than $100,000.00, or if an Administrator is the signee, the Vicar s signature will also be required.

With this information in hand and the CPI completed and signed, the project approval process can begin.

4 CAUTION: If project is greater than $200,000.00, it will require an additional review and approval by the Capital Project Committee (CPC). CAUTION: Projects requesting any type of loan or gran will require an additional review and approval by the Episcopal Council. CAPITAL PROJECT FUNDING FIT ASSESSMENT (CPFFA) FORM VAC and Director of Parish Operations Director of Parish Operations This overall parish assessment is completed by the VAC and Director of Parish Operations and is presented to the Capital Project Committee and/or Episcopal Vicar Council for review and approval. CAUTION: Projects requiring CPC and/or EVC approval are subject to the schedule of CPC, EVC meetings. Please request a current schedule of these meetings and submit the required CPS forms in advance. CAPITAL PROJECT EXCEPTIONAL APPROVAL (CPEA) FORM CPS Administrator or Parish As needed by Director of ODW/RE/OCS This form is required only if the scope of work requested requires the review/approval of the Office of Divine Worship, the Office of Catholic Schools or the Real estate Department. CAPITAL PROJECT CLOSE OUT (CPCO) FORM FAC CM FAC CM and Pastor This form is to confirm that all the contracted work is completed properly in accordance with the contract and project requirements. Additionally it assures that all required project warranties, training and final waivers have been received. NOTE: The hold placed on project funds cannot be released without this form received signed by the Pastor. RECOMMENDATION: This is the Pastor s opportunity to make sure all loose ends are completed and to note his satisfaction or dissatisfaction with the contractor, FAC CM performance and or recommendations for improving the CPS process.

CAPITAL PROJECT FUNDING FIT ASSESSMENT (CPFFA) FORM VAC and Director of Parish Operations Director of Parish Operations This overall parish assessment is completed by the VAC and Director of Parish

5 CPS FORM SUMMARY: FORM CREATOR SIGNATURES CONDITIONAL SIGNATURES CPI (Initiation) Pastor, VAC assisted, FAC CM assisted Pastor Vicar IF: Administrator not Pastor CPE (Evaluation) FAC CM FAC CM, FAC Director N/A CPFA (Funding Assessment) VAC Pastor, VAC Vicar IF: >$100K, and/or Administrator CPFFA (Funding Fit Assessment) Director Parish Ops VAC, Director Parish Ops N/A CPEA (Exceptional Approval) CPA Administrator, Pastor, VAC,FAC Appropriate Agency: ODW/RE/OCS N/A CPCO (Closeout) FAC CM Pastor, FAC CM N/A CPS PROCESS REMINDERS: Projects are not tracked by the Capital Project Administrator until the CPI signed by Pastor is received. All signed forms and any communication with the Capital Project Administrator, Judith Zaffaroni, via: to: Fax to: Phone: Projects with: Amounts over $100,000 require Vicar s signature on CPFA. Parishes with an Administrator require Vicar s signature on CPI and CPFA. Amounts over $200,000 require Capital Project Committee (CPC) approval. Grants and/or Loans require Episcopal Council approval.

Approval) CPA Administrator, Pastor, VAC,FAC Appropriate Agency: ODW/RE/OCS N/A CPCO (Closeout) FAC CM Pastor, FAC CM N/A CPS PROCESS REMINDERS: Projects are not tracked by the Capital Project

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