Capital Request for Space

Rationale:

Require forward planning
Encourage "highest and best" space use mentality
Steward Institute resources through prior proper planning

Requirements for Approval

Detailed Justification
Detailed Cost Estimate
Review by Institute Space Committee and approval by the Provost and Vice President, Finance & Administration

Time Frame

Requests can only be made once a year as part of the Institute budgeting process
Depending upon the complexity of the request and its place in the queue, a six month lead time prior to the Institute budgeting process for Space Planning efforts in support of such requests may be required
Once approved through the Institute budgeting process, depending upon the complexity of the project, a six-month lead time prior to starting construction may be required to complete design efforts and obtain bids.

Steps

Preliminary Concept Approval
Final Budget Approval

Obtaining Preliminary Concept Approval

Prior to starting the lengthy and potentially expensive design process required to provide detailed cost estimates, Deans and Vice Presidents (the Requestor) should first obtain preliminary concept approval for a project.
Design & Construction Services will provide Space Planning assistance resulting in the following deliverables:
1. drawings of both existing and proposed space
2. a range of magnitude estimate of probable project costs
The Requestor must submit these drawings and cost estimate to the Institute Space Committee along with a detailed justification for the request. This justification must include the following qualitative and quantitative information:
1. description of how this request aligns with the College or Division mission;
2. description of how this request aligns with the Institute mission;
3. additional known costs other than the construction estimate;
4. furniture, fixtures & equipment budget;
5. Increased Operating Budget costs;
6. specifics as to how this space will be used and by whom, including, for example:
  1. courses to be taught, anticipated enrollment, and financial benefit to the Institute;
  2. names of individuals occupying offices and current location of same.
The Institute Space Committee must review the Requestor's submittal and recommend to the Provost and Vice President, Finance & Administration that they either grant or deny preliminary concept approval.
The Space Committee's process should, to the extent possible, be conducted electronically in order to be responsive and include:
1. Verifying to the extent possible the facts included in the "justification"
2. Determining whether sufficient infrastructure (power, data, etc.) exists to support the needs of requestor
3. Commenting on the cost effectiveness and organizational effectiveness of the change
4. Analyzing the impact on any other units affected by the change
5. Rendering an opinion as to whether a greater (long or short term) space need exists within the Institute
Granting preliminary concept approval shall be understood to mean only that a design consultant may be hired to produce a schematic design and probable estimate of construction cost.

Final Budget Approval

Obtaining Preliminary Concept Approval

Facilities Management Services will provide assistance resulting in the following deliverables:

A scope document (i.e. narrative or drawings of the proposed space)
A range of magnitude estimate of probable project costs
If applicable, a proposal from an external consultant to perform sufficient design work to produce a range of magnitude estimate of probable project costs

The Requestor will be asked to submit the following qualitative and quantitative justification:

Description of how this request aligns with the College or Division mission.
Description of how this request aligns with the Institute mission.
Additional known costs other than the construction estimate (e.g. furniture, fixtures & equipment budget and/or anticipated increased operating budget costs)
Specifics as to how this space will be used and by whom, including, for example:
- Courses to be taught, anticipated enrollment, and financial benefit to the Institute
- Names of individuals occupying offices and current location of same

Obtaining Final Budget Approval

Final Budget Approval may only be requested during the Institute budgeting process and will require a detailed schematic design budget estimate.
Granting final budget approval shall mean that a not to exceed project maximum has been established and the design consultant can complete contract documents and the project bid.
Once bid, the project can be commenced if the project maximum will not be exceeded; if the bids indicate that the project maximum will be exceeded, the Requestor must seek approval for additional funding.