Appendix A: Capital Project Review

Appendix A: Capital Project Review

Project Name

Purpose

The purpose of the Capital Project Review process is to: (1) provide guidance to the University’s Campuses on Traditional Project Vote 2 approvals from the President or the Board of Trustees; and (2) provide a uniform method for documenting the full capital spending requirements so that capital activity can be effectively communicated and monitored.

The UMass President’s Office requires all Campuses to complete a Five-year Capital Plan. In addition, the Board of Trustees has adopted a two-step approval process (Vote 1 and Vote 2) focusing on projects that will be starting over the succeeding 24-month periods. Traditional Project Vote 1 Approval is required to formally start a project allowing procurement of the OPM (for projects over $1.5m), Design Team, and Construction Manager (c.149A projects) through completion of the Study and Schematic Design Phases. Traditional Project Vote 2 Approval follows the completion of the Schematic Design Phase and allows the design to continue, as well as allows the project to be bid and the construction to commence. To aide in that process, the President’s Office and UMBA will work collaboratively with Campuses to provide assistance and appropriately review any proposed capital project.

The Capital Project Review (Appendix A) is required to be submitted to the UMass President’s Office (UMPO) in preparation for a Traditional Project Vote 2. The process will:

  • Review project Schematic Design documentation.
  • Review documented deferred maintenance reports.
  • Confirm extent of hazardous materials within the project site and in the existing building(s).
  • Examine the project schedule.
  • Understand the necessity of any project related enabling projects.
  • Review the extent of the project scope given the allocated funding, current construction market and test the project design and construction cost projections.
  • Assess whether all of the relevant project cost components have been accounted for.
  • Assure the Campus approvals are in place.

I. General Information

Campus:
Project Name:
UMBA Project Number (if applicable):
Project Delivery Method: c.30, c.149, (or) c.149A

Identify Enabling Projects and Critical Timing Implications:

Gross Square Footage: State the estimated gross square footage of the total project. Explain this projects impact on the Campus’ overall space inventory including any plans to reprogram, abandon or demolish existing space.

Project Description: Briefly describe the project and its general use. If the project includes a mixture of new construction and renovation work, describe the amounts in each portion of the project. State any unique design objectives for the project that may affect project costs in the areas of appearance, use, or construction methods. Indicate if the project is expected to be less expensive, of average cost, or more expensive than comparable facilities.

II. Project Justification

Justification: Briefly justify the need for this project. Reference the Campus strategic plan and/or Campus master plan as appropriate. Discuss the alternatives considered and why they were rejected. Provide a statement on the Campus’s realistic expectations for funding. Explain the consequences if the project is not approved.

Facility Purpose/Use: Briefly describe how this facility will be used once it is complete.

Site Description: Provide a general street address or basic description of location. If appropriate, describe any external factors influencing the cost of construction on the site such as existing streets and roads, parking areas, vehicular access, adjacent construction, drainage, above and below ground utilities, easements, etc.

III. Project Schedule

Site Mobilization & Early Construction Packages: Month, 20XX
Final Design Package: Month: 20XX
Commence Main Package Construction: Month, 20XX
Substantial Completion: Month XX, 20XX
Certificate of Occupancy (Operational occupancy): Month XX, 20XX
Project Completion: Month, 20XX

IV. Financial Planning

Sources of Project Funding
Local Funding - Reserves: $
Local Funding - Operating: $
External Fund Raising:  $
Borrowed Funding: $
State Funding:  $
Other: $
Total: $

Income Projection: For projects with an associated revenue stream, provide a five-year forecast of the project's operating revenues and expenditures from the date of completion of the project. All assumptions should be specified in the forecast.

V. Estimated Total Project Cost (TPC)

Vote 1 Approval - Preliminary Cost:  $
Proposed Cost (TPC) for Vote 2 Approval:  $

Total Project Cost (TPC) Breakdown

Hard Costs (ECC)

  • Construction (incl. Pre-Con, Exploratory, Escalation, GMP Contingency):  $

Soft Costs

  • Professional Services Fees (OPM, Designer, Cx, Testing):  $
  • Administrative Costs (Legal, Insurance, LEED, Printing/Advertising):  $
  • Furniture & Equipment:  $
  • Technology / IT / Security:  $
  • Audio Visual:  $
  • Other misc. costs (Signage/Branding, Moving, Events):  $

Project Contingencies

  • Construction Contingency (Change Orders):  $
  • Owner’s Project Contingency:  $
  • Campus Contingency:  $
  • Enabling Projects Contingency:  $
  • TPC Total:  $

VI. Campus Approvals

  • Campus Facilities Approval:
  • Campus Facilities Approval Date:
  • Campus Admin. & Finance Approval:
  • Campus Admin. & Finance Approval Date:

VII. Attachments

  1. Executive Committee Presentation dated Month XX, 20XX
  2. Project Budget dated Month XX, 20XX
  3. Reconciled Schematic Design Cost Estimate dated Month XX, 20XX
  4. Project Schedule dated Month XX, 20XX
  5. Schematic Design dated Month XX, 20XX