Large Capital Construction Projects

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Large Capital Construction Projects

• From An Occupants Perspective
• October 28, 2004
• Dorothy Russell, ISR
• John Keedy, CoE
• Bob Johnston, LSA
• Horace Bomar, Medical School

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Large Capital Construction Projects

• General Definition
• Typically projects gt 4M
• Managed by PEUAO and PE-CM
• Use of external A/E consultants
• New buildings
• Large additions
• Major space and/or infrastructure renovations

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How do large projects start?

• A need to address
• Improved space configuration/utilization
• Major infrastructure upgrades
• New program growth/development
• Program expansion
• Donor opportunities

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Project Types

• Academic classrooms, faculty offices,
  auditoriums, etc.
• Research laboratories (wet, dry, other), animal
  housing, specialty research space
• Athletic facilities, student housing, libraries,
  museums, etc.

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Project Phases

• A. Define the Vision and the Need (612 mo, or
  longer)
• B. Program and Conceptual Design (68 mo)
• C. Design SD/DD/CD (1418 mo)
• D. Bid/Award (23 mo)
• E. Construction (2436 mo)
• F. Activation/Occupancy (26 mo)
• G. Post Mortem/Reflection (after 12 mo)

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Project Phases
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Project Phases

• A. Define the Vision and the Need (6 to 12 mo)
• Substantial involvement by occupants
• Users, donors, grass roots, problem resolution
  need, etc.
• Initial discussions of need Dean, School
  Executive Committee, Faculty, donor(s), UM
  Executive Officers. Consensus building
  effort/selling the idea.
• Formal meetings with PE-UAO
• Selection of A/E consultant (usually paid outside
  of the project)

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Project Phases

• A. (cont)
• Create planning team (Dean, program director(s),
  facility person, senior user(s)). These are your
  advocates involve them heavily in planning
• Start defining space needs, description of scope,
  special needs/functions, etc.
• Identify funding and time constraints
• Initial building site discussions

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Project Phases

• B. Program/Conceptual Design Discussions (6-8 mo)
• Considerations
• -Order of magnitude total project cost (plan for
  1.3X of Construction Cost)
• -Lock in funding sources
• (School/Institute reserves, University,
  Federal/State, industry, philanthropy, etc.)
• -Site options and impact on parking-Regents issue
• Dean w/President, Provost, EVPCFO
• Dean or program director with AVPFacOps and
  AVPFinOps (construction assistance and debt
  financing)
• Dean or program director with PE-UAO

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Project Phases

• C. Design (14-18 mo)
• PE-UAO leads design process and selection of A/E
• Substantial involvement by occupant
• Identify a decision-maker of the occupant
  group. Good to have a team in place to mobilize
  re issues of design.
• Need to control expectations of the users, the
  architects, the deans/directors, donors
• Reviews by President and EOs (SD and CD)

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Project Phases

• C. (cont)
• Regental Action Requests and approvals
• Project Authorization (includes selection of A/E)
• Design (includes budget, funding mechanism, and
  scope description, parking solutions)
• Bid/Award (includes outside estimate)
• Where do current occupants go? Swing space need
• Academic year impact of construction phase
• Animal research and other research
  disruptions/impacts
• Interior Design process begin (includes furniture
  selection)

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Project Phases

• D. Bid/Award (2-3 mo)
• PECM leads process
• 100 of funding needs to be in construction
  project/grant
• Necessary to have alternates identified when bids
  come in over, or under budget
• If substantially over budget, a redesign may be
  necessary. This costs time and money!

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Project Phases

• E. Construction (24-36 mo)
• PE-CM takes lead
• Occupants must remain involved (regularly held
  construction meetings)
• Start planning for move-in, activation
• Initiate Activation/Move-in Committee (re-keying
  and key distribution, signage, ITCom, Networking,
  building services, plant maintenance, phone
  activation, mail delivery/locations changes,
  furniture layouts)

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Project Phases

• E. (cont)
• Typical issues to plan for
• Environmental impacts (noise, vibrations, dust,
  odors, hazardous materials)
• Construction access
• Communication is essential with occupants
• Utility shutdowns
• Impact on other departments/neighbors
• Pedestrian/vehicular/parking changes
• Website for updates on progress
• Newsletter
• Emails

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Project Phases

• F. Activation/Occupancy
• Implementation of Activation/Move-in Committee
  tasks
• Dont move in too early!
• Stay on top of Punch List items
• Occupant Manual for building systems, emergency
  evacuation plan, signage

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Project Phases

• G. Post Mortem/Reflection
• We typically dont do enough of this.
• What went right/wrong?
• Share the wisdom
• Case in Point - Jim Alford/LSI

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Thank You!