Capital Project Process

Jeff Grimm, Assistant Vice President

Julia Parker, University Architect

Lehigh University Facilities Services

https://www.google.com/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&ved=0CAcQjRxqFQoTCOPHiOrvoccCFQYaPgodTZ0MpQ&url=http://www.sajous-henri.com/Biographie%20en.html&ei=q1vKVaPGEIa0-AHNurKoCg&bvm=bv.99804247,d.eXY&psig=AFQjCNFH06mrVzzxc2pfsZLDoDWnBmFY5Q&ust=1439411491689264

Overview

• Generic Capital Project Timeline • Capital Project Phases• Pre-Design Phase-WE ARE HERE!• Project Constraints• Feasibility Assessment Study• General Program Goals• Where Do We Go From Here?

Generic Capital Project Timeline

Activity Duration 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30 32 34 36 38 40 42 44 46 48 50 52 54 56 58 60 62 64

Project Initiation Start

PreDesign-Feasibility 8-12 months

Design 12-18 months

Bid & Award 2-4 months

Construction 12-24+ months

Occupancy 1 month END

END

Post Occupancy Evaluation

Capital Project Phases

• Project Initiation - Project Request Form/Capital Budgeting

Approval Process

• Pre-Design  - Facility Feasibility Assessment Study

• Schematic Design Documents (SD’s)-Specifications and Drawings

• Design Development Documents (DD's)-Specifications and Drawings

• Construction Development Documents (CD’s)- Bid Documents

• Request for Bids & Bid Award

• Construction and Commissioning

• Occupancy

• Post-Occupancy Evaluation

What Is A Facility Feasibility Assessment Study?• A partnership between the Facilities Department and

the building users• Conducted under the auspices of an appointed

Project Steering Committee – Project “Steering Committee” vs. “Program Committee”– Usually 6-9 full time members: Project Shepherds– Knowledge Experts

• Facilitated by outside consultant(s)– Planners, Architects, Engineers

• Identifies parameters of project going forward– Cost, time, schedule, logistics

Pre-Design

Pre-Design

What Is In A Feasibility Assessment Study?

– Project Definition (Concepts) and Scope

(Program Elements)

– Space/Land Use/Codes/Constructability/Life Cycle Renewal (Physical Elements)

– Budget/Fund Source (Affordability)

– Schedule (Realistic/Logistics)

– Final Report/Presentation for Executive Decision

Project Constraints

Project Constraints

Feasibility Assessment Study

Project Definition (Concepts) and Scope (Program Elements)

• Evaluation of existing space (Condition? Adequacy?)• Objectives (What is the project intended to do? Academic

program impacts? Pedagogical changes)• Conceptual Space Program (How big is it? What are its

pieces?)• Conceptual Functional Program (How will it work? Who will

support it? What are its general needs?)• Sequencing Relationships (What other projects must

precede/follow this project, if any?)• Potential Alternatives (Different ways of getting to the same

point)

Feasibility Assessment Study

Space/Land Use/Codes/Constructability/Life Cycle Renewal (Physical Elements)

– Space evaluation (suitability, type of space, quantity available)

– Building systems evaluation (envelope, HVAC, power, asbestos, lead paint, etc.)

– Code compliance issues (exiting, occupancy, life safety, ADA, etc.)

– Utility assessment to the building or site (power, water, sewer, gases)

– Structural capacity (weight bearing requirements, seismic) – Land Use/Location(s) (vicinity map & adjacencies,

circulation issues) – Compliance with University Strategic Plan and Campus

Master Plan

Feasibility Assessment Study

Space/Land Use/Codes/Constructability/Life Cycle Renewal (Physical Elements)

– Appropriateness within context of unit's long-range academic plan (program growth, change of pedagogy, new program or program elements)

– Constructability

– Construction Phasing (Interim Moves and Logistics?)

– Temporary space requirements (Relocation) – Additional studies required (detailed phasing plans, detailed

relocation plans, geotechnical reports, in-depth asbestos and lead paint investigations, etc.)?

– Life Cycle Renewal Needs and other major physical issues

Budget/Fund Source (Affordability) – Confirmation of funding availability and source,

establish budget index– Develop budgets for soft costs (design,

equipment, owner’s rep/construction manager and inspector costs, contingencies, temporary space and relocation costs, etc.-can be upwards of 30% of construction costs) and hard costs (construction)

– Comparison to similar projects – Operating issues/fund sources involved? (Include

operating budget for personnel, utilities, specialized equipment, contracted services, etc.)

Feasibility Assessment Study

Schedule (Realistic/Logistics) – Pre-construction work/projects

– Phasing plans, if required

– Proposed start/finish of: • Any identified predesign requirements• Design • Construction and commissioning • Occupancy

– Critical milestones– Windows of opportunity (weather, academic schedule,

etc.)

Feasibility Assessment Study

• Final Report/Presentation for Executive Decision

– Feasibility assessment completed, report issued

– Appropriate presentations to BOT, senior leaders,

committees, etc.

– Decision reached

– Board approval to move forward

– Establish funding sources for remainder of project

Feasibility Assessment Study

General Project/Program Goals

• Engage facility user representatives in iterative interviews/workshops/surveys

• Respond flexibly to the distinct culture of diverse users

• Challenge pre-conceptions of spatial hierarchy

• Develop strategies with leadership to manage expectations

• Encourage shared and collaborative spaces

• Emphasize multi-use spaces to enhance utilization and flexibility

• Continue to test design against program goals/aspirations and budget

http://blogs.otis.edu/architecture-landscape-interiors/student-news/752/

User Input/Impact

• Needs Identification Phase• Feasibility/Programming Stage

• Design Phase to 65%

• Design after 65% to Construction Documents (CD’s)

• Construction and Commissioning Phase

• Occupancy Phase

User Input/Impact

Where Do We Go From Here?

• Final Identification of Project Steering Committee Members

• Project Steering Committee Kick-Off Meeting

• Selection of Outside Consultant Facilitators

• Complete Project Facility Feasibility Study Assessment

http://www.arch.rpi.edu/2013/12/sp14-design-studios/

Questions ?