PROCEDURE FOR PROJECT DESIGN, TENDERING AND CONSTRUCTION
1. The predesign stage will include the preparation of a formal program definition document. That document will be developed based on meaningful consultation between the Project Management, Client, and Consultant teams. Client representatives will be required to sign off this document.
2. Conceptual design will be prepared on the basis of the program definition. This phase of the project will also include the development of preliminary construction estimates to ensure that the project remains within the scope of the approved budget. Where estimates identify funding issues, the project will normally be reviewed with the client to determine if revisions can be made to accommodate budget restrictions. Client representatives will be required to sign off on related documents.
3. A preliminary design, including floor plans and elevations, will be developed based on the approved concept. Project estimates will be reconfirmed at this stage. A formal proposal will be submitted to the Senior Executive and Campus Planning and Development Committees for approval.
4. Detailed designs will be completed only after Senior Executive and Campus Planning and Development Committee approvals have been obtained. Detailed design will include an operational review by Facilities Management and confirmation of campus design and space allocation standards. The detailed design will include a preconstruction estimate to confirm budget compliance. Where estimates identify funding issues, the project will normally be reviewed with the client to determine if revisions can be made to accommodate budget restrictions. Client representatives will be required to sign off on related documents.
5. In instances where the client identifies that revised budget estimates cannot be accommodated through program revision without serious impact on functionality of the project, the sponsor retains the right to take the project back to the Senior Executive and Campus Planning and Development Committees for consideration of additional funding. This resubmission can apply at any stage of the design process. Additional funding will be considered by the Board of Regents based on the recommendation of the Campus Planning and Development Committee and after appropriate vetting through Senior Executive and the Finance Committee.
6. Tender call will be based on the detailed design package. The Project Management team will carry out an evaluation of the tender results and prepare a recommendation with regard to contract award. The Director of Facilities Management will review all tender results and forward an award recommendation to the Vice-President (Administration and Finance).
7. The Vice-President (Administration and Finance) will approve contract awards.
8. The Project Management Team will carry out construction management and administration. Periodic updates as to project status will be made to the client group, Senior Executive, and Campus Planning and Development Committee.
9. The Department of Facilities Management will complete and commission the project.
10. Facilities Management will be required to perform a post-contract evaluation that reviews all aspects of the project delivery. A formal project completion report will be submitted to the client, Senior Executive, and Campus Planning and Development Committee.