Procedures/Process

What is a Capital Project?

A Capital Project is defined as any nonrecurring capital expenditure to construct a facility or make improvements to an existing facility. Capital Projects do not include maintenance items.

How are Capital Requests made?

Capital Requests can be made by academic departments, support units or administrative units. All Capital Requests should be made annually when the Prioritized Projects list is created. If a project does not receive proper approval or is not funded, it must be resubmitted during the next annual process.

Prioritized Project List - all funds request

1. Annual Division Prioritized Projects lists are received in the fall from the Vice Presidents and are combined by the Vice President for Administration and Finance (VPAF). 
2. Projects are categorized and overall University priorities established. 
3. Budget Estimates and scopes are developed by the Planning, Design and Construction staff for priority targets, then secondary targets. 
4. Funds are committed from appropriate accounts.
5. Submittal of budgets and request for submitted approvals, to Board of Regents 
6. Capital projects costing more than $100,000 require Board of Regents review and approval. 
7. Capital projects costing less than $100,000 do not require board approval, but they must conform to the University’s priorities and have adequate funding. As needed, Facilities Planning’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. 
8. Once a project is properly reviewed, approved and funded, Facilities Planning staff will begin working on the project.

Non-Prioritized Projects

Facilities Planning accepts a limited number of non-prioritized projects each year. In order for the work to be considered, the requestor must have an estimate and scope of work from Facilities Plannin, and the approval of their department head, Dean or Director, and Division Vice President. It is highly encouraged that all work requests be included on the annual Prioritized Projects list.

Major Capital Projects are typically funded from specific state appropriations. The following are steps required in order to proceed with Major Capital Projects.

Appropriated Funds Request

1. Obtain support of project from Cabinet.
   1. Complete programming to determine space needs
   2. Develop Budget Estimate
   3. Obtain placement on 5-year Capital Plan
      1. Submit to Facilities Services Advisory Committee 
      2. Endorsement from Cabinet 
      3. Endorsement from Board of Regents 
2. Receive Appropriations when approved by legislature
3. Submit request to proceed with project planning and obtain approval of budget from Board of Regents

Once a Major Capital Project is approved and funding is arranged, specific Board of Regents procedures must be followed, including obtaining Permission to Proceed with Project Planning and authorization to Select an Architect. The following are steps required in Architectural Selection: 

1. Participate in identifying Selection Committee 
2. Advertise for Architects to Submit qualifications with Project Description 
3. Receive and distribute qualifications to committee 
4. Committee selects list for interviewing and conducts interviews 
5. Committee Recommends Final Selection, which is forwarded to VPAF 
6. Negotiate fee for service (same as direct negotiation) 
7. Submit Architectural Approval to Board of Regents